Asset Management Integration Administration
TechnologyOne Property & Rating
Asset Management Integration Administration
Release 10.4
User Assistance
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1. Asset Management Integration Overview 1
2. Associations to Assets 2
2.1 Functional Overview 3
2.2 End User Process 4
2.3 Administrative Setup 7
3. Asset Management Work Order Creation 11
3.1 Functional Overview 12
3.2 End User Process 13
3.3 Administrative Setup 14
4. Event Processing From Asset Management 19
4.1 Functional Overview 20
4.2 End User Process 21
4.3 Administrative Setup 22
5. Charge Creation From Works & Assets 24
5.1 Functional Overview 25
5.2 End User Process 26
5.3 Administrative Setup 27
Asset Management Integration Overview
TechnologyOne Property & Rating and TechnologyOne Asset Management can interact with each other in several different ways. The different methods include:
• Enabling Assets to be Associated to Property & Rating objects
• Enabling integration between a map viewer and Property & Rating Requests to display Assets
• Creating Asset Management work orders from Property & Rating Event Operations
• Automatically processing Property & Rating Events when Asset Management work orders are completed
• Creating Charges against Property & Rating Debtor Accounts from Asset Management work orders.
Associations to Assets
1 Functional Overview
TechnologyOne Asset Management Asset records can be associated to TechnologyOne Property & Rating entities, such as Application Processes or Properties.
Asset Associations can be created in two ways:
• Via standard Association maintenance
• Via the Request Entry Advanced screen.
2 End User Process
1 Association Maintenance
Associations to Assets can be created and maintained via the standard Association maintenance screens.
Please see the Controls and Queries – Association Controls section of the Nucleus Administration manual for more information.
2 Request Entry Advanced
Associations to Assets can also be created when entering a Customer Request via the Request Entry Advanced screen.
For more information, please refer to the Request Advanced Data Entry – Generating Associations section of the Request Management Manual.
See the Regulatory Category Setup section for more information on Template Work Orders.
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GIS Integration
Assets can also be viewed and selected via an integrated GIS mapping system using ProAppLink. This integration works in both directions.
• TechnologyOne Property Requests to GIS System: Assets displayed in the "Matches Found" list can be viewed on a map by clicking on the "World" button next to "Search".
If the Assets displayed in the "Matches Found" list exist on more than one "GIS Layer", then only the layer with the most Assets will be displayed. A message box will be displayed if this occurs. E.g. If there are 2 Assets from the SEWER_PIPES layer and 3 Assets from the WATER_PIPES layer, then the WATER_PIPES layer would be displayed with the 3 Assets selected.
• GIS System to TechnologyOne Property Requests: Selected Assets on a map can be populated into the "Matches Found" list of the Customer Request Entry Advanced screen.
Please see the GIS System’s manuals for more information.
3 Administrative Setup
1 System Parameters
wrk Parameter 1
This parameter indicated whether Asset Management integration is to be used and must be set to "Yes" to associate Assets to other Property & Rating objects.
|Field Label |Data |
|Application |wrk |
|Parameter No |1 |
|Description |Asset Management Integration |
|Flag |A value of 'Yes' enables integration to TechnologyOne Asset Management. You must be|
| |using TechnologyOne Asset Management to activate this feature. |
2 Association Controls
In order to create Associations between Assets and other TechnologyOne Property entities, Association Controls must be set up.
The Association Type shown below (crmAsset) should already exist in TechnologyOne Property. Any other desired Association Types must be created.
Please see the Controls and Queries – Association Controls section of the Nucleus Administration manual for more information.
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3 GIS (Map Viewer) Integration
GIS Integration is provided between TechnologyOne Asset Management, TechnologyOne Property and the required GIS using ProAppLink.
Integration has been set up to allow for:
• Drill Down between Asset Maintenance in TechnologyOne Asset Management and the Assets on a GIS (Map Viewer)
• Drill Down between TechnologyOne Property Request Entry Advanced and Assets on a GIS (Map Viewer)
Setup GIS Integration
To set up the integration between the GIS (Map Viewer), Assets in Asset Management and the TechnologyOne Property Request Entry Advanced screen, a number of areas must be considered.
• GIS Asset Layer Setup
• Relating an Asset to a GIS Asset Layer
• ProAppLink Setup
GIS Asset Layer Setup
To ensure that the integration between GIS and Assets operates properly, all GIS Asset Layers must contain two fields:
• GIS Layer Field Name for Asset Register
• GIS Layer Field Name for Asset Number
An example is that you may have three GIS Layers for Assets (WATER_PIPES, SW_PIPES, SEWER_PIPES). In each of these cases, you will need to have a field in each layer for Asset Register and Asset Number.
The field for Asset Register must be named the same for each Layer (e.g. F1REG).
The field for Asset Number must be named the same for each Layer (e.g. F1ASNBRI).
If the field names are not the same for each layer, the integration will not operate properly.
Relating an Asset to a GIS Asset Layer
Traditionally, an entity in TechnologyOne Property (e.g. a Land or Property) is directly related to an entity on one GIS Layer. e.g. Land in TechnologyOne Property is related to a single Land Layer on the GIS.
Assets are different, as Assets are one entity (like Land or Property), but there can be many different GIS Layers. e.g. Assets in Asset Management are related to many Asset Layers (i.e. SWPIPES, SWMANHOLES, SWHEADWALLS etc…)
Assets are categorized into the following areas:
• Asset System
• Asset Class
• Asset Category
• Asset Group
A GIS Layer can be related to any of these items, or directly to a single asset record.
When TechnologyOne Asset Management or TechnologyOne Property need to drill down from an Asset to a GIS, the system determines which GIS Layer an Asset resides in hierarchically by reading the GIS Layer name from the Asset, then Asset Group, then Asset Category, then Asset Class and finally Asset System. The GIS Layer is then passed to ProAppLink to perform the Drill Down.
For more information about how to relate the GIS Layers to the Asset, please see the Asset Management Management Manual.
To ensure that the Drill Down operates properly each Asset must have a GIS Layer related to it, either directly, to the Group, Category, Class or System.
ProAppLink Setup
In order to simplify this process of setting up the ProAppLink parameters, a Mapping Drill Down Setup screen has been created.
The map viewer to link to and the names of the Asset Register and Asset Number fields must be entered into the appropriate fields. Then the button indicated below can be clicked to create the Linkages and Criteria between TechnologyOne Property Requests Entry Advanced and the specified map viewer.
As this process retrieves the GIS Layer information from Asset Management, all GIS Layer names must be setup in the Asset System before attempting to create the Linkages and Criteria.
Please read the "Prerequisites" section on the form before proceeding.
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In addition to the steps above, the following TechnologyOne Financials System Variable must be set up to allow drill down from Asset Management to the GIS.
TechnologyOne Financials System Variable Name: F1_PC_GIS_VIEW_NAME
Variable Description: Property & Rating GIS Map Viewer Name
Value: e.g. Protege Map
Asset Management Work Order Creation
1 Functional Overview
Work orders in TechnologyOne Asset Management can be created from TechnologyOne Property & Rating via Event Operations. The Workflow of Application Processes can be setup to automatically create work orders when a particular Event decision is reached. A work order created in this manner will be linked back to the Application Process that created it. It will also be linked to any Assets that were Associated to the Application Process when the Event was triggered.
Technically, the Event Operation must call a Stored Script, which creates the work order.
Please see the Regulatory Setup – Event Operations section of the Regulatory Administrator Manual for more information on Event Operations
It is not recommended that Bulk Processing be used for creating work orders. This is because any error messages returned from the web service will be suppressed and not be reported to the user.
2 End User Process
Once correctly setup, selecting the appropriate decision on the Event will cause a TechnologyOne Asset Management work order to be created.
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Once the TechnologyOne Asset Management work order has been successfully created, a message is displayed reporting the new work order’s number. Should any errors occur, they will be displayed.
3 Administrative Setup
1 System Parameters
wrk Parameter 1
This parameter indicated whether Asset Management integration is to be used and must be set to "Yes" to create Asset Management work orders.
|Field Label |Data |
|Application |wrk |
|Parameter No |1 |
|Description |Asset Management Integration |
|Flag |A value of 'Yes' enables integration to TechnologyOne Asset Management. You must be|
| |using TechnologyOne Asset Management to activate this feature. |
2 Event Operation Setup
An Event Operation is used to run a Stored Script to create a work order. This requires that both an Event Operation Control and an Event Operation Parameter are set up.
Please see the Regulatory Setup – Event Operations section of the Regulatory Administrator Manual for more information on Event Operations
Event Operation Control
For an Application Process’s Workflow to create a work order, an Event Operation Control must be set up with the values below.
Two Event Operation Controls are shipped with each release of the software: "$NewTask" and "$NewTask2". These controls may be used or a custom control record can be created if required.
Operation Type:
This must be set to "Stored Script Procedure".
Script Name:
This must be set to one of:
• $P1WRK.ADDTASK – sets both the work order Description and work order Narration to the Application’s Description
• $P1WRK.ADDTASK2 – sets the work order Description to the Application’s Request Type. The Work order Narration is set in the format "Application Address – Application Description – Application Sub-Category". Application Address is set to the address of the associated primary property (eg. crmPrProp) if one exists, otherwise it is set to the primary street (eg. crmPrSt) and secondary street (eg. crmStreet) if they exist
The Event Operation Control’s parameters must be named exactly as specified below, or they will not be recognised by the Stored Script.
Parameter 1: RamProcessCtr
• This parameter takes the Process ID (ram_process_ctr) of the Application. It is mandatory and must have a Data Type of "Integer".
Parameter 2: SourceEventCtr
• This parameter takes the Event ID (event_ctr) of the Event that caused the Event Operation. It is optional and if it is included it must have a Data Type of "Integer"
• This parameter is required if the Event Processing from Asset Management functionality is being used.
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Event Operation Parameter
For an Application Process’s Workflow to create a work order, an Event Operation Parameter must be set up with the following values:
• Operation Code:
• Parameter 1
• Data Source: Applications Table
• Field: ram_process_ctr
• Parameter 2 (if required)
• Data Source: Events Table
• Field: event_ctr
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3 Regulatory Category Setup
When creating a work order from Property & Rating, an existing work order is used as a template. The details for the new work order are taken from this template with the following exceptions:
• Work order External Reference – This number is set to the id for the Application Process that triggered the work order’s creation.
• Related Assets – The Assets that are related to the new work order are taken from the Assets that are Associated to the Application Process in Property & Rating.
• Work order Description – The first 40 characters from the description on the Application Process.
• Work order Narration – The first 255 characters from the description on the Application Process or the constructed Narration, depending on the Event Operation function being used. See the Event Operation Control (see "Event Operation Setup" on page 14) section for more information.
If no Assets are Associated to the Application Process, then the Asset details for the new work order are taken from the template tork order.
The Category of the Application Process is used to define the template work order to use. The work order is identified by specifying the Work System and work order Number in the Asset Management Template work order section of the Regulatory Category screen.
Please refer to the Regulatory Setup – Categories Set Up section of the Regulatory Administrator Manual for more information on Regulatory Categories.
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Event Processing From Asset Management
1 Functional Overview
When the TechnologyOne Asset Management Work Order Creation functionality is being used, an Application Process’s workflow can be set up to have an Event be automatically processed when the work order’s status changes.
2 End User Process
When an Application Process’s workflow has been setup correctly, processing a particular Event will create a work order. When that work order has its status changed, the system will attempt to process a predetermined subsequent Event on the causal Application Process.
If the Event to be processed has not been completed, then the Decision corresponding to the change in the work order’s status will be selected.
However, if the Event has already been processed, then it cannot be processed again. In this case the Notes field of the Event will be appended to, to record the time, the work order and the status change that occurred.
If the Status of a work order is updated multiple times, the system will attempt to process the Event once for each change. This would most likely result in the Notes field being updated several times. For this reason it is not recommended to manually add to the Notes field of any Events that will be automatically processed from Asset Management.
3 Administrative Setup
1 Work Order Setup
In order to automatically process Events from a Asset Management work order, the work order must have been created from Property & Rating using Event Operations. The Event Operation must be passed the Event ID as a parameter when the work order is created (see the Event Operation Control (see "Event Operation Setup" on page 14) section for more information).
See the Asset Management Work Order Creation section for more information on creating a work order from Property & Rating.
2 Event Setup
For general information regarding the setup of Events, please refer to the Events section of the Nucleus Administrator Manual and the Events Setup section of the Regulatory Administrator Manual.
The Event to be automatically processed from Asset Management must meet the following criteria:
• It must always appear after the Event that creates the work order
• It must exist on the Application Process at the time work order is processed.
• It must have its Event Processes setup correctly (see Event Process Setup)
The Event to be automatically processed does not need to be immediately after the Event that created the work order.
If a user attempts to manually process an Event that has been setup to be processed automatically by Asset Management, they will receive a warning message. However, they will be able to override this and update the Event if they choose to.
If an Event has been setup to be automatically processed from Asset Management, it is not recommended that users manually add to the Notes field. This is because if Asset Management attempts to process an Event that is already processed, it will append the details to the Notes field.
There are some restrictions placed upon an Event setup to be automatically processed from Asset Management. These Events cannot generate or trigger:
• Charges
• Email
• Proforma documents
• Event Operations
3 Event Process Setup
For general information regarding the setup of Events, please refer to the Events section of the Nucleus Administrator Manual and the Regulatory Event Process section of the Regulatory Administrator Manual.
The decision that is selected when the Event is processed depends on what the work order status is updated to. The change in Status is mapped to a particular Event Process using the "Relationship Indicator" field on the Event Process record. The Event Process with the appropriate corresponding "Relationship Indicator" value will be selected as the decision when the Event is processed.
Refer to the table below to determine which "Relationship Indicator" value should be used so that the correct decision is selected.
|Work order status changed to: |relationship_indicator value |
|"Completed" |W1TaskComp |
|"Cancelled" |W1TaskCanc |
|The work order is Deleted |W1TaskDel |
|"Cancelled" or the work order is Deleted |W1TaskCaDe |
"W1TaskCanc" or "W1TaskDel" will be used before "W1TaskCaDe" if both exist.
An Event to be automatically processed by Asset Management would often be set up in one of two ways:
• With two Event Processes:
• One for when the work order is Completed
• One for when the work order is Cancelled or Deleted
• With three Event Processes:
• One for when the work order is Completed
• One for when the work order is Cancelled
• One for when the work order is Deleted
Additional Event Processes may be added to the Event, but they will not be selected by the automatic processing.
Charge Creation From Works & Assets
1 Functional Overview
Debtor Charges can be raised against Property & Rating Debtor Accounts from Asset Management in relation to a work order. Property & Rating Debtor Accounts of a pre-specified type can be selected for a particular work order. Once a Debtor Account has been selected, Charges can be raised against it.
2 End User Process
Please see the Asset Management manuals for information on how to select a Property & Rating Debtor Account and raise Charges against it.
3 Administrative Setup
1 System Parameters
In order to create Property & Rating Debtor Charges from Asset Management, a number of Property & Rating system parameters must be set up.
Debtors Parameter 45
This parameter stores the Debtor Type that Asset Management may link work orders to. Debtor Types are held as "debType" Descriptor records.
|Field Label |Data |
|Application |Debtors |
|Parameter No |45 |
|Description |Work Management Debtor Type |
|Text |Enter the Debtor Type |
It is recommended to use a dedicated Debtor type rather than the general debtor type.
This Debtor Type must identify the correct Debtor Control Account to be used by Asset Management Debtor charges. The General Ledger Debtor Control Account is set on the Debtor Type Descriptor record in either the Text 1 or first 50 characters of the Notes field.
Refer to the Descriptors section of the Debtors Administration Manual for more information.
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Debtors Parameter 70
This parameter stores the Charge Type for Fixed Price Charges that are raised via Asset Management work orders.
|Application |Debtors |
|Parameter No |70 |
|Description |Asset Management Fixed Price Charge Type |
|Text |Charge Type |
Debtors Parameter 71
This parameter stores the Charge Type for Time and Materials Charges that are raised via Asset Management work orders.
|Application |Debtors |
|Parameter No |71 |
|Description |Asset Management Time & Materials Charge Type |
|Text |Charge Type |
Debtors Parameter 72
This parameter stores the Charge Type for Contract Charges that are raised via Asset Management work orders.
|Application |Debtors |
|Parameter No |72 |
|Description |Asset Management Contract Charge Type |
|Text |Charge Type |
Debtors Parameter 73
This parameter stores the Charge Type for Retentions Charges that are raised via Asset Management work orders.
|Application |Debtors |
|Parameter No |73 |
|Description |Asset Management Retentions Charge Type |
|Text |Charge Type |
Debtors Parameter 47
This parameter stores the Transaction Type for Charges that are raised via Asset Management work orders. Transaction Types are held as "#CTT" Descriptor records.
|Field Label |Data |
|Application |Debtors |
|Parameter No |47 |
|Description |Work Management Transaction Type |
|Text |Enter the Transaction Type to use |
2 Authorisation Setup
The correct Journal Authorisations are required to create Debtor Charges. The user requires Authorisation for:
• Journal Type "Charges Update"
• Journal Class "Debtors".
The authorisation settings required are:
Allow View
Allow Open
Allow Enter
Allow Close
Allow Process
Allow Rollback
Refer to the Journal Authorisation section of the Property & Rating Security Guide for more information on Journal Authorisations.
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Notices Authorisations are also required for "Debtors":
Allow Add
Allow Read
Allow Update
Allow Delete
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3 Mnemonic Settings
In order for the correct data to be posted to the financial system for Asset Management it is necessary to set up a Mnemonic Control record to identify the contra posting for the Debtor Charge created by Asset Management. This Mnemonic Control should identify the General Ledger Asset Management Suspense Account. The Asset Management Charge Type is identified by a Debtors System Parameter (Debtors/46). The Mnemonic code should be ‘deb’ + charge type, and the Mnemonic record should identify the correct General Ledger account.
Refer to the GL Account Mnemonics section of the General Ledger Interface Manual for more information.
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4 GL Account Posting Control
When posting transactions to the financial system it is necessary for the correct Posting Controls to be set up. Please ensure that there is a valid Posting Control for the Asset Management Debtors transaction. This control needs to correctly identify the User Codes to be passed to the financial system during the posting process.
Refer to the GL Account Posting Control section of the General Ledger Interface manual for more information.
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