Data Alignment Workflow

After the Data Alignment Prerequisites have been satisfied, the next step in the data alignment is referred ot as the creation of a Delta Report.

Delta Reports are reports that display any differences between the records in your CMMS and those that should be aligned in IMS. In the case of the Data alignment, Delta Reports are Excel spreadsheets (in Excel binary, or .xlsb format).

This section of the Handbook describes the structure of a Delta Report.

Spreadsheet Naming Convention

Implementations generally rely on a single naming convention for Delta Report naming. The xlsb files are composed of the following components:

• ShortClientName: A short, readable version of the client’s name.

• CMMS: The type of CMMS used. e.g.: SAP, Oracle, Maximo

• Alignment Part: The part of the Asset Hieararchy being aligned. e.g.: Top-level Hierarchy, FLOC and Equipment, Schedules (Maintenance Plans, Items, Task Lists, etc.)

• CMMS Flavor: Flavor of CMMS used. e.g.: for SAP it might be GSAP, BLP, CHSAP

• SiteName: Name of the Site being aligned in the case where multiple Sites exist.

• File Extension: Excel Binary files (.xlsb) are used for Delta Reports for lower overall file size and speed of processing.

Examples of Delta Report filenames:

Scotford_SAP_IMS_Delta_Report_Asset_Hierarchy_Alignment_GSAP_C297_C320.xlsb

Scotford_SAP_IMS_Delta_Report_Inspection_Schedule_Alignment_GSAP_C297_C320.xlsb

File Sharing and Collaboration

SharePoint will be the main tool used for sharing Delta Reports for the purposes of tracking changes, reducing email traffic, and collaboration.

Spreadsheet Template

Delta Report Spreadsheets contain:

• 3 Worksheets if Asset Hierarchy Alignment is in question:

  • Tab name: Top-Level Hierarchy

  • Tab name: Floc

  • Tab name: Equipment

• 1 Worksheet if Schedule/MP Alignment is in question

  • Tab name: Schedule

Top-Level Hierarhcy:

• From CMMS and IMS side:

  • Site

  • Plant

  • Unit

• Compare CMMS vs IMS" section which contains:

  • Matched Flag - where we flag if records match or not, based on the Unit level. This field can contain the following values:

    • MATCH - record is fully or partially matched

    • UNMATCH - record is missing from CMMS or IMS

    • IGNORE - flag is set based on comments from a Client where certain records need to be ignored

  • Overall Status - depends on the "Matched Flag", and can contain:

    • No Action Needed - means it's a 100% match

    • Cleaning Needed - means there is some minor mismatch in the name or it has been assigned to a different Plant

    • Missing in CMMS - record is only found in IMS

    • Missing in IMS - record is found only in CMMS

    • Update CMMS or Update IMS - used after Client feedback where an update is required

    • Ignore from Scope - used after client feedback to ignore certain objects

  • Comment from Cenosco - Cenosco will use this field to place comments related to some records before sending the Delta Report, or after receiving feedback from Client, depending on the feedback

  • Comment from Site - Clients will use this field to return comments and feedback

  • Additional notes - Client can use this field to submit additional notes while giving feedback - for example some Unit is missing in CMMS, or Client can put only Unit Name in that column so that we can do an easier search of it

An example of a typical Top Level Hierarchy Delta Report is shown below. 

FLOC

• From CMMS and IMS side:

  • Functional Location Name - FLOC Name

  • Functional Location Description - FLOC Description

  • Site, Plant and Unit on which FLOC is located

  • Object Type - Object Type of a FLOC (or CMMS type in IMS)

  • Location Type - Location Type of a FLOC

  • System Status (for CMMS) and Active Status (for IMS)

  • Ownership - what is the Discipline Ownership of a Location Type

  • FLOC Visibility - in which modules is Floc visible

• Matched Flag

  • MATCH - record is fully or partially matched

  • UNMATCH - record is missing from CMMS or IMS

  • IGNORE - flag is set based on comments from a Client where certain records need to be ignored

• Overall Status

  • No Action Needed - means it's a 100% match in all "Compare CMMS vs IMS" sections

  • Cleaning Needed - means there is 1 or more mismatch in the "Compare CMMS vs IMS" sections

  • Missing in CMMS - means we found the record only in IMS

  • Missing in IMS - means we found the record only in CMMS

  • Creete in CMMS/IMS, Update CMMS/IMS or Remove from CMMS/IMS - usually is put after we receive a comment from Client where we need to perform some kind of update

  • Ignore from Scope - usually is put after we receive a comment from Client where we need to ignore certain record(s)

• Compare CMMS vs IMS

  • Is located in between certain groups that need to be compared like Functional Location Name, Functional Location Description, then Site, Plant and Unit, etc.

  • Where there is required review from Site, there will be a light yellow color with no text, which means that Site can say:

    • No Action Needed - when there is no action needed

    • Update CMMS - which means that CMMS is the one that should be updated with the value that is like in IMS

    • Update IMS - which means that IMS is the one that should be updated with the value that is like in CMMS

    • Leave it as is, especially in cases when it's an "UNMATCH", that is why it is blank, or in case there is a bulk rule that can be applied to certain records, so there is no need to click and put action on each record separately

An example of a typical FLOC Delta Report is shown below. 

Equipment:

• From CMMS and IMS side:

  • Equipment Number - (CMMS) Equipment Number

  • Equipment Description - Equipment Description

  • System Status / Active Status - Active Status of an Equipment

  • Object Type - Object Type of an Equipment (or CMMS type in IMS)

  • Equipment Group - Equipment Group (corresponding Equipment Group based on Object Type if we're looking CMMS side)

  • Equipment Name and Floc Name - Equipment Name (Technical ID would be CMMS Side) and the Floc on which Equipment is on

  • Ownership - what is the Discipline Ownership of an Equipment Group

  • Equipment Visibility - in which modules is Equipment visible

• Matched Flag

  • MATCH - record is fully or partially matched

  • UNMATCH - record is missing from CMMS or IMS

  • IGNORE - flag is set based on comments from a Client where certain records need to be ignored

• Overall Status

  • No Action Needed - means it's a 100% match in all "Compare CMMS vs IMS" sections

  • Cleaning Needed - means there is 1 or more mismatch in the "Compare CMMS vs IMS" sections

  • Missing in CMMS - means we found the record only in IMS

  • Missing in IMS - means we found the record only in CMMS

  • Create in CMMS/IMS, Update CMMS/IMS or Remove from CMMS/IMS - usually is put after we receive a comment from Client where we need to perform some kind of update

  • Ignore from Scope - usually is put after we receive a comment from Client where we need to ignore certain record(s)

• Compare CMMS vs IMS

  • Is located in between certain groups that need to be compared like Equipment Name, Equipment Description, then Object Type, etc.

  • Where there is required review from Site, there will be a light yellow color with no text, which means that Site can say:

    • No Action Needed - when there is no action needed

    • Update CMMS - which means that CMMS is the one that should be updated with the value that is like in IMS

    • Update IMS - which means that IMS is the one that should be updated with the value that is like in CMMS

    • Leave it as is, especially in cases when it's an "UNMATCH", that is why it is blank, or in case there is a bulk rule that can be applied to certain records, so there is no need to click and put action on each record separately

An example of a typical Equipment Delta Report is shown below.  

You can download an example of a typical CMMS Delta Report from the link below.

Steps after the Delta Report

• After Initial Delta Report is delivered to the Client, the task is on Client to analyze it and give feedback

• Once Cenosco receives feedback, feedback is applied into the Production Environment, and then the Delta Report gets refreshed with the latest state and sent back to Client

• This process is repeated that many times as is stated in the beginning of the Project

• Once is completed, Acceptance Environment gets refreshed with the latest copy of Production Environment, and UAT phase can begin

• After successful UAT, and sign-off, Project is ready to go-live