Asset - Maintenance Planning integration

• 1. Scope
• 2. Who is this document for?
• 3. Prerequisites
• 4. Asset configuration
  • Enabling this module when the customer is not on Asset Baseline
  • 4.1 Module activation
    • 4.1.1 Workflow emails
  • 4.2 Configure mappings in the API Connector
  • 4.3 Reveal secret key
  • 4.4 Forward credentials
• 5. How to get started
  • 5.1 Asset without Maintenance Planning
  • 5.2 Maintenance Planning without Asset
  • 5.3 Asset and Maintenance Planning without an integration
  • 5.4 Asset and O-Prognose (v1) integration

1. Scope

The Maintenance Planning application is the successor to the O-Prognose application. It is used to manage the long-term maintenance planning (LTMP) of all building elements or assets.

Within Maintenance Planning, a long-term maintenance plan is created per building element. Such a plan results in tasks or activities that need to be executed periodically (for example, painting the window frames every 5 years).

The integration keeps the master data (buildings and assets) of both applications aligned in real time and brings the resulting maintenance tasks to Asset, where they can be executed:

• Master data of buildings and assets is synchronized between Asset and Maintenance Planning in real time.
• The tasks resulting from the long-term maintenance plan can be synchronized from Maintenance Planning to Asset, where they become work activities.
• In Asset, these work activities can be assigned to an LTMP work order, which can be forwarded to the (preferred) supplier to handle the work.
• Once the work activities are finished in Asset, this is synchronized back to Maintenance Planning, where the corresponding tasks are marked as ready.

2. Who is this document for?

Implementation Consultants setting up the Asset - Maintenance Planning integration for a customer.

3. Prerequisites

The following prerequisites are needed:

• Both an existing or new Asset and Maintenance Planning tenant
• The Maintenance Planning integration requires the following modules to be activated in Asset:

  • Master data: buildings and areas

  • Master data: assets
• The Maintenance Planning Development team will need to provide the client_id and client_secret from the Maintenance Planning environment. This information must be configured in Asset as described in chapter 5.2 Configure mappings in the API Connector below.

4. Asset configuration

4.1 Module activation

As for every new module, use the 'Module activation' option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation

If the customer is currenlty using v1, please be aware of the changes described below in 6.4 Asset and O Prognose (v1) integration

For this specific module activation, two settings need to be determined:

• Mandate approval LTMP work orders: Enable this option if the manager of the user or a specific group is responsible for approving the LTMP work orders before they can be forwarded to the contractor.
• Plan LTMP work orders via planboard: Enable this option to be able to assign LTMP work orders to a contractor from a planboard view (calendar).

Next to these settings, the module activation automatically creates and partly configures the API connector needed to communicate with the Maintenance Planning application. For more information about API connectors, see: API Connectors

4.1.1 Workflow emails

The LTMP work order workflow contains a number of automatic emails:

• An email sent to the contractor who needs to execute the LTMP work order
• An email sent to the user who needs to perform the mandate approval (only when mandate approval is enabled)

4.2 Configure mappings in the API Connector

Go to the administrator startboard or via the navigation menu to Integrations → Maintenance Planning → Maintenance Planning API Connector:

Navigate to the Mappings page include:

All the applicable mappings are automatically added to the API Connector. Make sure all mappings are configured based on the list below. Some values are automatically filled in and some values need to be manually configured:

• client_id: enter the value ‘Client ID' that has been provided via email by the Maintenance Planning team (the client_id always starts with 'API_’)
• client_secret: enter the value 'Client Secret' that has been provided via email by the Maintenance Planning team
• environment: go (go is for the production environment, if you need to link to the accept environment, use 'accept')

4.3 Reveal secret key

Navigate to the Trust relations include and click on the Key hyperlink ‘password protected’:

Click on 'Reveal key' if there is already a secret key generated.

Click on 'Generate key' if there is no secret key yet.

Copy the secret key and write it done. This secret key will be needed in Maintenance Planning configuration.

4.4 Forward credentials

The following information needs to be forwarded to the Maintenance Planning Development team:

5. How to get started

Once all the steps above have been completed, the integration is set up. Depending on the customer's current configuration, different scenarios may apply, each requiring a different approach to proceed:

• Customer only used Asset without Maintenance Planning
• Customer only used Maintenance Planning without Asset
• Customer already used the Asset and O-Prognose (v1) integration
• Customer already used Asset and Maintenance Planning without an integration

5.1 Asset without Maintenance Planning

This is the most straightforward configuration for the integration. Once all the configuration steps above have been completed successfully, the integration is active. All applicable buildings and assets that are in scope for LTMP in Asset can then be synchronized with Maintenance Planning. For the synchronized assets, construction tasks can be created in Maintenance Planning. For more information on how this works, see Maintenance Planning integration module - Knowledge Base - Knowledge Base

5.2 Maintenance Planning without Asset

In Maintenance Planning, the existing buildings can be exported and then imported into Asset using the default Building import template (FMB-F-021). More information about imports can be found in the Default imports article.

After importing the buildings into Asset, the buildings need to be synchronized back to Maintenance Planning. This results in two records for each building in Maintenance Planning:

• The existing building that was already present in Maintenance Planning.
• The newly synchronized building created from Asset.

The user must then link the newly synchronized building to the corresponding existing building in Maintenance Planning. After linking the buildings, the existing building remains the building used in Maintenance Planning and becomes the building synchronized with Asset.

The newly synchronized buildings in Maintenance Planning are now unlinked and can be removed if they are no longer needed.

5.3 Asset and Maintenance Planning without an integration

In this scenario, buildings already exist in both applications. The steps are similar to those described in the previous chapter, but steps 1 and 2 (in the image) are not required.

Start with step 3 by synchronizing the buildings from Asset to Maintenance Planning, and then continue with the remaining steps.

5.4 Asset and O-Prognose (v1) integration

The first step in this scenario is to migrate the customer's existing O-Prognose environment to a new Maintenance Planning environment. For this, contact Maintenance Planning Product/development.

Once the Maintenance Planning environment has been set up, the same steps as described in chapter 5.3 apply.

One thing to be aware of is that once the module activation has been started, the navigation menu option ‘Elements' (showing all assets in the category 'O-Prognose' will be hidden, and the navigation menu option 'Maintenance Planning Assets' will be shown). Initially, this overview will not show any Assets, as only Assets linked to Maintenance Planning via the new API connector are shown here (in any asset category). Therefore, make sure to sync the assets that were synced with O-Prognose (v1 integration) towards Maintenance Planning for the key users to be able to see these Assets again via the 'Maintenance Planning assets' menu option.

Assets linked to O-Prognose can be found by looking for Assets with the field 'OPrognoseIntegration' = true. For more information on synchronizing assets, please see: Maintenance Planning integration module | 1.2 Synchronizing Assets