White Paper

Enterprise Asset Management

for

Microsoft Dynamics® 365

for Finance and Operations,
Enterprise Edition

Software Release: EAM 1707.0 and later versions

Document version
17-11-000

© 2017 Dynaway A/S

ALFRED NOBELS VEJ 27, 1., DK-9220 AALBORG

TEL: +45 96 170 370 E-MAIL: INFO@DYNAWAY.COM

© 2017 Dynaway A/S

All rights reserved. No parts of this work may be reproduced in any form or by any means -
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While every precaution has been taken in the preparation of this document, the publisher and
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In no event shall the publisher and the author be liable for any loss of profit or any other
commercial damage caused or alleged to have been caused directly or indirectly by this
document.

Published: November 2017.

 Contents 3

Table of Contents

Part I Introduction 4

Part II Enterprise Asset Management 6

1 Objects and
...................................................................................................................................
Work Orders 6
2 Functional
...................................................................................................................................
Locations 9
3 Spare Parts
................................................................................................................................... 12
4 Checklists
................................................................................................................................... 13
5 Consumption
................................................................................................................................... 13
6 Mobile Client
................................................................................................................................... 14

Part III Preventive and Reactive Maintenance 18

Part IV Work Order Scheduling 23

Part V Workspaces 27

Part VI Cost Control 29

Part VII KPIs 31

Part VIII Security Roles 32

Part IX Industries 33

Part X About Dynaway 34

Index 35

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1 Introduction
Enterprise Asset Management (EAM) is an advanced module for managing assets and
maintenance jobs in Microsoft Dynamics® 365 for Operations. Enterprise Asset Management is
developed by Dynaway A/S and integrates seamlessly with several modules in Microsoft
Dynamics® 365 for Operations.

In Figure 1 you will see a graphic illustration of the interfaces to other modules in Dynamics 365 for
Finance and Operations.

Figure 1

Enterprise Asset Management allows you to efficiently manage and carry out all tasks related to
managing and servicing many types of equipment in your company, for example, machines,
production equipment, and vehicles. Enterprise Asset Management can also be set up for Asset
Service Management (ASM) with the main focus of servicing customer equipment.

© 2017 Dynaway A/S

 Introduction 5

Figure 2 shows an overview of the key functionality covered by Dynaway Enterprise Asset
Management.

Figure 2

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 6 White Paper: EAM for Dynamics 365 for Finance and Operations

2 Enterprise Asset Management

Dynaway Enterprise Asset Management (EAM) comprises many features that enable your
company to keep your machinery running continuously without unnecessary interruptions or
breakdowns. In the following sections, we will introduce you to some of the core functionality in our
asset management solution.

2.1 Objects and Work Orders

The central parts of Dynaway Enterprise Asset Management (EAM) are objects and work orders.
An object is a machine or a piece of equipment that requires continuous maintenance and service.
Objects can be created in a hierarchical structure. Maintenance jobs can be planned at all levels in
the object structure. Various product information data can be set up on an object or a work order.

Here is a list of some of the data that can be created on an object or a work order:

· Jobs

· Product/Model relations

· Location

· Spare parts

· Check lists

· Measuring points

· Condition assessment

· Fault symptom, cause, and remedy

· Maintenance sequences (based on time or counters)

· Production stop

· Technical specifications

· Consumption (items, hours, costs)

· Notes

Objects and related sub objects can be created in a hierarchical structure to display relations and
dependencies of objects. Maintenance jobs can be related to all levels in the hierarchical structure.

Job Types, Variants, and Trades

An object has an object type attached to it. The object type defines which job types, meaning which
maintenance or service jobs, can be carried out on an object. When you create a work order,
selecting a job type is mandatory. Job variants can be set up on a job type. Job variants define
variations of a job type, for example, size (small, medium, large), periods (weekly, bi-weekly, 1
month, 3 months), and configurations (low standard, flexible, high performance). Job trades are
information regarding professional trade, for example, mechanical, electrical, and hydraulic.

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 Enterprise Asset Management 7

Copy and Move Objects

In the All Objects list view, objects are shown in hierarchical order in the Object column. Parent
objects are displayed in the Parent column. The object hierarchy for a selected object is also
shown in a tree view in the Object tree FactBox. It is possible to copy an entire object hierarchy.
This is useful if your company has several object hierarchies with similar object structures, and you
want to quickly create a number of similar object hierarchies.

You can also move objects and related sub objects in an object hierarchy. This is useful if, for
example, your company wants to handle

· moving an object permanently because it has a new location

· moving an object temporarily from an object hierarchy for refurbishment and then re-inserting
the refurbished object in the object hierarchy

Figure 3

In order to manage maintenance jobs carried out on objects, you create work orders. A work order
consists of one or more work order lines. Each work order line contains an object that requires
maintenance, and a related job type, for example, 10,000 km, 50,000 km, 1-year overhaul, or
safety inspection. In the figure below you will see an overview of the work flow connected to a work
order.

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Figure 4

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 Enterprise Asset Management 9

Procurement
In Enterprise Asset Management, you can get an overview of purchase requisitions and purchase
orders related to work orders. It is also possible to create a purchase order or a purchase
requisition from a work order.

Figure 5

2.2 Functional Locations

Functional locations are used to manage objects on locations, including track object costs on
functional locations. Functional locations are structured hierarchically, and locations can have sub
locations. The functional location structure is static; locations cannot change place. Objects can be
installed on functional locations and, if required, the objects can later be installed on another
functional location.

Functional locations are elements of a technical structure, for example, functional units within a
system. Here are examples of how you can use functional locations:

· Functional (user-oriented, manage objects with similar behavior)

· Process-related (work flow-oriented)

· Spatial (geographical locations, sites)

Object costs always follow the location of the object meaning that if you install an object on a new
functional location, the object automatically uses the financial dimensions related to the functional
location. Therefore, object costs are always related to the functional location to which the object
was related at any given time. This automatic handling of financial dimensions ensures complete
traceability of costs when your company performs project controlling and reporting on functional
locations.

How you build your functional location hierarchy is based on your company's requirements for
maintaining internal equipment or servicing customer equipment. The two figures below show
examples of functional locations - based on geographical locations and customers.

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Figure 6

Figure 7

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 Enterprise Asset Management 11

Functional locations provide traceability of objects in relation to requests, work orders, fault
registrations, condition assessments, production stop registrations, and object counter
registrations.

Figure 8

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2.3 Spare Parts

Spare parts are managed in the Product information management module in Dynamics 365 for
Finance and Operations. Spare part consumption is registered on work orders. Replenishment of
stock, including the spare parts ordering process, is done using standard Dynamics 365 for
Finance and Operations functionality.

Spare parts are set up on object types, which are related to objects. A spare part list can contain a
list of approved spare parts as well as spare part alternatives to be used in case approved spare
parts are not available.

Figure 9

When you have created a work order, it is possible to add approved spare parts to the work order,
if required.

After you have completed a maintenance job, and item consumption has been registered on a work
order, you will be able to track consumption of spare parts and other items used on the object. This
functionality allows you to keep a complete item consumption record on all your objects. For
example, you can use the record to monitor if a specific spare part is often replaced, or keep track
of which spare parts or other items are currently used on an object.

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 Enterprise Asset Management 13

2.4 Checklists
Checklists and measuring points can be created to ensure that maintenance jobs are carried out
correctly. For example, you want to ensure that safety precautions or special procedures relating to
a particular machine type are observed.

Checklists are set up on job types. When you create a new work order line and select an object,
the checklist related to the object is automatically transferred to the work order line. It is possible to
define that a worker must attach his or her worker identification to each item in a checklist. This
means that a job cannot be completed until the worker has signed off on all checklist items. If
required, workers can also create additional checklists and measurements.

Figure 10

2.5 Consumption
When a maintenance job has been completed on a work order, the next step is to make
consumption registrations and post journals. You can make registrations on the following
consumption types: Hours and items. The different consumption types are registered and posted in
the Journal form. The journal setup is used for creating and posting separate journals for hours
and items, which is handled in the Project management and accounting module.

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2.6 Mobile Client

Workers can work with objects and work orders on the Mobile Client. Regarding objects, the
following information and functionality are included:

· A list of objects related to the work orders assigned to the worker who is logged in on the
Mobile Client

· Search options, using either a search field or the smart filter bar

Figure 11

· Overview of object-related information

o Fault registrations

o Production stop registrations

o Requests

o Work orders

o Counter registrations

o Spare parts

o Object specifications

o Object documents

o Bill of Materials

o Attachments

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 Enterprise Asset Management 15

Figure 12

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Work Orders
The work calendar shows a list of work orders scheduled for the worker who is logged in on the
Mobile Client.

Figure 13

You can see and work with the following data on a work order and related work order lines:

· Checklists

· Fault registrations

· Production stop registrations

· Attachments

· Consumption (hours, items, expenses)

· Related purchase orders

· Work order stage

· Sign-off report

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 Enterprise Asset Management 17

Figure 14

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3 Preventive and Reactive Maintenance

Preventive maintenance is a discipline involving planned maintenance jobs, for example, regular
service, calibration, and inspections. You can create maintenance sequences and set them up on
objects or functional locations. Also, you can read counter registrations (production hours or
quantity produced) on your equipment and subsequently create counter registration records on the
objects. The counter registrations are used in preventive and reactive maintenance scheduling.

Maintenance sequences can be set up on objects or functional locations. Instead of setting up

maintenance sequences on objects, you can create rounds that include multiple objects on which
you need to perform related types of maintenance jobs in the same work routine. Maintenance
sequences are used for preventive and reactive maintenance on individual objects. Rounds are
used for preventive maintenance on a group or a set of objects.

A maintenance sequence defines when a pre-planned preventive maintenance job is to be carried

out on an object. Maintenance sequences can be related to objects, object types, functional
locations, or functional location types. There are two types of maintenance sequences:

· Counter
· Time

Examples of preventive maintenance sequences of type "Time" are "Repeated from start date",
"Repeated from last work order", and "Linked from last work order" (repeated after every
completed work order).

Examples of reactive maintenance sequences of type "Counter" are "Once reached

above" (validating against an upper limit) and "Once reached below" (validating against a lower
limit).

The figure below provides an overview of the work flow from creating maintenance sequences to
creating work orders for objects based on those sequences.

© 2017 Dynaway A/S

 Preventive and Reactive Maintenance 19

Figure 15

Requests and Notes

Workers can create requests and notes in the system, for example, if they discover the need for
further maintenance or repair when they are performing a preventive maintenance job. When
working with requests you can

· create a request on a customer

· create a request on a functional location

· start a production stop registration on a request

· verify the object selected on a request

You can create a request based on a customer or a functional location without having to select an
object. The object selection is optional, in case you don't know the exact object ID when you create
the request. The object can later be selected and verified in the All requests detail view. If
required, you can also make a production stop registration in the All Requests detail view.

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20 White Paper: EAM for Dynamics 365 for Finance and Operations

Figure 16

Service Portal on the Mobile Client

The Service portal module on the Mobile Client allows you to quickly and easily create requests on
objects, for example, when a worker detects an error, a faulty setup, or a need for inspection on a
machine / work center. This module is intended for shop floor workers who operate machines or
other types of equipment, which regularly require maintenance or service. The Service portal
ensures that a worker can quickly report faults and errors in your production facility. A maintenance
manager or maintenance clerk decides what needs to be done to follow up on the request.

© 2017 Dynaway A/S

 Preventive and Reactive Maintenance 21

Figure 17

Note
The Service portal requires a separate license. In order to use the Service portal module,
licenses for Enterprise Asset Management must have been purchased and installed in advance.

Object Calendar
The object calendar is used for scheduling all the expected preventive maintenance jobs to be
carried out. The object calendar provides an overview of the following job types: Preventive
maintenance jobs, rounds, and requests. When the calendar entries have been converted to work
orders, you will be able to see the work order ID related to each job.

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Maintenance Budget
Maintenance budgets are used to get an overview of expected costs for preventive maintenance.
Budget lines are calculated based on object calendar lines with an expected start date in the
budget period.

Maintenance budgets are based on the cost types used in Enterprise Asset Management:
Preventive, Corrective, and Investment. Investment budget costs are included for active objects
that have a replacement date in the budget period, and a related replacement value. Budget costs
for corrective maintenance are included if a past corrective date is included in the budget
calculation. In that case, corrective costs from an earlier period will be calculated for the same
future period for which you calculate the maintenance budget.

Different tasks can be carried out when working with maintenance budgets:

Task Description
Create maintenance budget Create a new maintenance budget

Recalculate maintenance Recalculate an existing maintenance budget. This means that you
budget delete existing budget lines and make a new calculation.

Adjust budget lines Instead of recalculating the entire budget, you can select some
budget lines and adjust them either by adding an amount to the
selected lines, or by selecting a multiply value to be used on the
lines.

Update actual costs When the dates on the budget lines have passed, and actual costs
have been posted, you can update actual costs on the
maintenance budget.

Add budget lines manually Add a new budget line manually and make selections on the
budget line.

The option of manually adding budget lines may be useful if, for example:

· You know that refurbishment on some objects is currently in the planning phase, but related
jobs have not yet been created, and you want budget costs for those jobs to be included in
the maintenance budget.

· New objects or object types have been created since you made the maintenance budget, but
maintenance sequences used for preventive maintenance have not yet been set up on those
objects or object types, and you want budget costs for those object types to be included in
the maintenance budget.

Note
The maintenance budget calculates budget costs based on object calendar lines. If you want to
calculate actual costs for the same period, make that calculation in the Object cost control form.

© 2017 Dynaway A/S

 Work Order Scheduling 23

4 Work Order Scheduling

When a work order has been created and planned, the next step is to allocate the required
resources to complete the maintenance job. Resources are used in work order scheduling to
make capacity reservations. Three resource types are available:

· Human resources

· Machines

· Tools

Work order scheduling can be carried out on two levels - advanced work order scheduling or
exclusive work order scheduling - depending on your requirements for resources for the
maintenance job. The "Schedule exclusively" option is useful if, for example, a worker has called in
sick, and you need to quickly reschedule jobs from one worker to another. The scheduling process
in the Enterprise Asset Management module is done by including different factors in the
scheduling calculation:

· Calculating scores for work orders and workers. The scores are set up in the Enterprise
asset management parameters form.

· Checking for matching competencies, meaning skills and certificates, required to perform the
job. Skills and certificates are set up on workers in the Human resources module in
Dynamics 365 for Finance and Operations.

Work Order Calendar

The work order calendar is used to get an overview of the work orders allocated to a resource.
Work orders using resource types "Human resources", "Tools", and "Machines" are displayed in
the list. The list can be used to get an overview of work orders allocated to a specific resource. You
can also use it to find a work order allocated to a worker who, for example, called in sick this
morning, and then quickly allocate another worker to the job.

Figure 18

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24 White Paper: EAM for Dynamics 365 for Finance and Operations

Scheduled Execution
Work order priorities can be used to set up scheduled execution. You can use scheduled execution
to provide flexibility in work planning for the maintenance worker or service worker by setting up
more detailed or less detailed requirements as to the interval during which a work order should be
completed. For example, if a worker has completed a job faster than expected at a customer site,
the worker may be able to complete a job nearby, not necessarily planned for the current day, but
for the current week. This approach provides the possibility of optimizing worker planning and job
completion.

Scheduled execution can be set up for various levels related to a work order. It can be generic,
based on date, time, week, month, or it can be more specific and relate to a work order type, object
type, product, model, job group, job type, job variant, job trade, priority, or a combination.

Capacity Planning
In Enterprise Asset Management it is possible to calculate capacity load and item forecasts. You
can make capacity load and item forecast calculations on

· Object calendar lines

· Work orders that have not yet been scheduled

· Scheduled work orders

This is useful if you want to get an overview of expected capacity load or expected item
consumption (spare parts and other items required for completing work orders) for a specific
period. Calculation of capacity load and item forecast can be done on all objects or selected
objects. You can also make a calculation on a maintenance stop, or on a work order pool.

Figure 19

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 Work Order Scheduling 25

Figure 20

Scheduling on the Mobile Client

The Kanban board is used for handling and completing work orders within teams on the Mobile
Client. For example, your company may set up teams of workers with different skills to work on
specific work orders, or you may have groups of professionals such as electricians, mechanics, or
plumbers, which work on the same types of jobs / work orders, or groups may be divided
geographically on a site if you have multiple production facilities on one company address.

Figure 21

The Planning board is used for planning unscheduled work order lines on individual workers.
Planners, supervisors, and managers can schedule and reschedule work order lines on the Mobile
Client. Scheduling is updated in real time. The planning board is meant to be used for tasks or jobs

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26 White Paper: EAM for Dynamics 365 for Finance and Operations

that require only one worker per work order line and no additional tools or other capacity
reservations to complete the job.

Note
The Planning board requires a separate license. In order to use the Planning board module,
licenses for Enterprise Asset Management must have been purchased and installed in advance.

Figure 22

© 2017 Dynaway A/S

 Workspaces 27

5 Workspaces
A workspace is an area in Dynamics 365 for Finance and Operations in which you can perform
tasks and get overview of work in progress and completed tasks, which are related to the same
work area or business process. The workspaces in Enterprise Asset Management are intended for
planners, supervisors, or managers who work with managing requests and work orders in your
company.

A workspace may contain various parts, for example buttons, tiles, and statistics (charts).

Request Management
The Request management workspace is intended for users who work with and manage requests
on a daily basis. Below you see an extract of the Request management workspace.

Figure 23

If required, you can add Power BI tiles to your request management workspace, for example:

· Average closing age, showing average age of requests when they are no longer active,
meaning they have been rejected or closed, or the related work order has been completed.

· Number of new, active, and closed requests per day, displayed in three colors. This view
does not inform you how many new or active requests have been closed. This view provides
historical data from the latest 2-week period.

Work Order Management

The Work order management workspace is intended for users who work with and manage work
orders on a daily basis.

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28 White Paper: EAM for Dynamics 365 for Finance and Operations

Figure 24

The standard tiles shown in this work space include:

· Scheduled - work orders scheduled for today

· Delayed - work orders for which scheduled start date and time is in the past and not yet
completed

· Unscheduled - active, but not yet scheduled work orders

· Work orders with faults - active work orders containing fault registrations

· Work orders with production stop - active work orders containing production stop
registrations

· Completion (KPI) - shows percentage of work orders completed of the work orders
scheduled for today. Click on the tile to see detailed information. You can edit a KPI, for
example, you can change the color used when displaying threshold. KPI data are
automatically updated every 10 minutes.

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 Cost Control 29

6 Cost Control
In Enterprise Asset Management, you can calculate costs to get a complete overview of actual
costs compared to budget costs on

· Objects

· Functional locations

· Work orders

· Fault registrations

Actual costs are based on posted transactions. The date is the transaction date when the
registration was recorded.

Figure 25

Figure 26

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30 White Paper: EAM for Dynamics 365 for Finance and Operations

Figure 27

Figure 28

Note
The Original budget field shows budget costs from the work order forecast. The Actual cost field
shows posted costs on work orders. The Committed cost field shows costs that your company is
committed to in relation to work orders, but these costs have not yet been posted.

In Enterprise Asset Management, you can also get an overview of actual work hours compared to
budget hours on objects, functional locations, or work orders.

© 2017 Dynaway A/S

 KPIs 31

7 KPIs
In Enterprise Asset Management, you can calculate various Key Performance Indicators (KPIs) for
objects and object types. KPIs are used to get an overview of performance on objects in relation to,
for example

· Uptime

· Downtime

· Repair time

· Mean Time Between Failure (MTBF)

· Mean Time Between Stops (MTBS)

· Mean Repair Time (MRT)

Figure 29

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 32 White Paper: EAM for Dynamics 365 for Finance and Operations

8 Security Roles
In Dynamics 365 for Finance and Operations, security roles are used to grant access rights to a
user, allowing the user to access certain menu items and perform specific tasks. Security roles
relate to Client Access Licenses (CAL) in Dynamics 365 for Finance and Operations.

Below, you will see the roles and related tasks defined for Dynaway Enterprise Asset Management.

Enterprise Asset Management

Role Related tasks CAL level in Dynamics

365 for Finance
and Operations
Maintenance Manager Maintain base data and perform all Enterprise
maintenance-related tasks. Able to access and
work with all menu items in Enterprise Asset
Management.

Maintenance Clerk Schedule work orders, register consumption, Enterprise

post journals, maintain work orders, create
purchase orders.
Able to work with all menu items in Enterprise
Asset Management except items located in the
Setup area, which are read only.

Maintenance Worker Print work order report, register consumption. Activity

© 2017 Dynaway A/S

 Industries 33

9 Industries
Dynaway Enterprise Asset Management (EAM) is designed for maintenance management across
various industries. Companies in the manufacturing, distributing, and servicing sectors will benefit
from our EAM solution through powerful asset data management. Dynaway EAM helps maximize
the reliability and availability of your assets.

The Dynaway EAM solution is a strong partner whether your primary focus is maintenance of
buildings, machines, vehicles, facilities, or any other object that requires regular inspection or
overhaul.

Here are a few examples of industries that currently profit from the Dynaway Enterprise Asset
Management solution:

· Discrete manufacturing

· Process manufacturing

· Project manufacturing

· Chemical processing

· Metal processing

· Pharmaceuticals

· Food / Beverage

· Energy supply

· Bio diesel

· Mining

For more information, take a look at our case stories on www.dynaway.com.

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 34 White Paper: EAM for Dynamics 365 for Finance and Operations

10 About Dynaway
Dynaway A/S is a privately held independent software vendor with an exclusive focus on providing
valuable solutions for the Microsoft Dynamics platforms.

Dynaway A/S was founded in 2001 as a spin-off from one of the largest Microsoft Dynamics AX
Value Added Resellers (VAR) in Denmark. The intention of the spin-off was to create a software
development powerhouse, capable of absorbing trends, ideas and partial solutions from the mother
company and its end customers, and transform these into fully-fledged, high-quality software
packages for the entire Microsoft Dynamics AX partner channel. Today, Dynaway A/S is owned by
the EG group, a Microsoft Gold Certified Partner.

Dynaway designed and developed the Shop Floor Control module for Microsoft Dynamics AX,
which has been divided into two separate modules, Manufacturing execution and Time and
attendance, in Microsoft Dynamics AX 2012 and Dynamics 365 for Finance and Operations. Those
modules are now owned by Microsoft. Production management has been a core focus area for
Dynaway for more than 15 years.

Today, the main focus area for Dynaway is Enterprise Asset Management (EAM). Our EAM
solution sets the de facto standard for maintenance, service, and contract management in
Microsoft Dynamics AX 2012 and Dynamics 365 for Finance and Operations. The Enterprise Asset
Management solution is sold through Microsoft Dynamics partners world-wide, and the solution is
Certified for Microsoft Dynamics (CfMD).

Dynaway has also developed mobile solutions to provide optimum flexibility for mobile workers to
handle various kinds of job registrations. The mobile solutions are based on HTML5 technology
and integrate seamlessly with several modules in Microsoft Dynamics AX 2012 and Dynamics 365
for Finance and Operations. The Mobile EAM Client is customized for maintenance workers and
service technicians to provide quick and easy access to information and registrations related to
objects and work orders.

For more information on Dynaway and our products, visit our website on www.dynaway.com, or
email to info@dynaway.com.

© 2017 Dynaway A/S

 Index 35

Index -K-
Kanban board 23
-B- Key Performance Indicator
KPI 31
31

Budget for object calendar lines 18

-M-
-C- Maintenance budget 18
Capacity planning 23 Maintenance sequences 18
Capacity reservations 23 Mobile client
Checklists 13 Kanban board 23
Consumption 13 Objects 14
Copy objects 6 Planning board 23
Cost control 29 Service portal 18
Counters 18 Work orders 14
Create purchase order from work order 6 Move objects 6

-D- -O-
Dynaway 34 Object calendar lines budget 18
Object types, KPI 31
Object, Cost control 29
-F- Objects 6
Objects on mobile client 14
Fault, Cost control 29
Objects, KPI 31
Functional location 9
Overview 4
Functional location, Cost control 29

-H- -P-
Planning board 23
Hour consumption 13
Preventive maintenance 18
Procurement 6
-I- Purchase order 6

Industries 33
Introduction 4 -R-
Item consumption 12, 13
Reactive maintenance 18
Request management 27
-J- Requests 18
Roles 32
Job trades 6 Rounds 18
Job types 6
Checklists 13
Job variants 6 -S-
Scheduled execution 23
Scheduling 23
Security Roles 32

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 36 White Paper: EAM for Dynamics 365 for Finance and Operations

Service portal 18
Spare parts 12
Sub objects 6

-W-
Work order management 27
Work order scheduling 23
Work order, Cost control 29
Work orders on mobile client 14
Work orders, Work flow 6
Workspace
Request management 27
Work order management 27

© 2017 Dynaway A/S