Facilities Asset Utility

Overview

The Asset Facilities Utility uses industry GDM data (from IHS or gDC data hub) to:

propose new facilities to add to the Qbyte CS Land Facilities module. All New Facilities must be reviewed and approved prior to being added to the Facilities module.
propose changes to existing facilities in the Qbyte CS Land Facilities module. The configuration is flexible so each customer determines which fields should be updated.

After the required setup and implementation has been completed, with help from IFS, the utility steps can be run.

Prerequisites

To implement and use Asset Utilities for Facilities, the following must already be in place:

Access to public data, either the IHS or gDC data hub. Customers arrange this data hub licence directly with their data provider of choice. Note: To run the Asset Utility for Facilities your HIS or gDC hub Licence must include the GDM tables. The client’s hub Licence database connection must be set up and the database link updated in the Server.ini file.

Note: If a client has already implemented Asset Utilities for Wells the hub database connection will already be set up.

Steps to Run Asset Utilities for Facilties

Asset Utilities are found in Qbyte CS Land under User Processes > Asset Utilities > Facilities. If you do not see this menu option, check with your System Administrator as you may not have the correct security roles.

For the best results, it is recommended the Asset Utilities steps are run in the following order:

Accessing Asset Facilities Utility	Access under menu option User Processes → Asset Utilities → Facilities
Run Extract Public Data	This step can run for several minutes depending on your company size. Facilities data is downloaded from the industry source and is compared to existing Qbyte CS Land Facilities module data. New facilities are also found. Initial Validate step is run within the Extract step. Note: This step can be skipped if the review of the facilities has not been completed from the last time the extract was run. Do not run this step if you have accepted facilities but have not done the Update step as the facilities will be moved back to the pending New Facilities folder and Accepted Updated review data will also be overwritten and set back to pending if the public data extract is run again.
Run Error Summary	The Initial Error Summary will list the Updated Facilities distinct errors. Correct the errors: All code table issues and errors should be fixed in either the Translate table or the Validation tables. New Facilities are not validated in the initial extract public data validate process.
Run Validate Step	This step will verify the data to the Translate and CS Land validation code tables. Fix the errors or choose to ignore the the file for this run. Rerun the Error Summary and Validate as many times as necessary to ensure there are no code table issues or errors. Once there are no errors, proceed to the Review Facilities step.
Review Facilities	Open up Facilities Lists to review New Facilities and Update Facilities to accept or ignore records as applicable.
Run Validate Step	This step will verify the data to the Translate and Qbyte CS Land validation code tables to capture any errors on any New Facilities and Update fields that were previously set to Pending. Rerun the Error Summary and Validate as many times as necessary until zero errors are returned.
Run Update	This step will update the Qbyte CS Land Facilities module for Facilities with no errors. Update the fields in the Qbyte CS Land Facilities module for the facilities that are accepted and in the Update Facilities folder New accepted facilities will be added to the Qbyte CS Land Facilities module. New Ignored facilities will be added to the Ignore Facilities table.
Run Reports	At a minimum, it is recommended to run these two reports at the end of every Update process as these reports are overwritten with each new run. New Facilities Added: shows all new facilities added to the Facilities module. Facility Updates: shows all fields that were updated on a facilities. Save report as a PDF or XPS and save it to an Excel file for future (audits) reference. Hint: Add a date stamp to the file name “ddmmmyyy” to easily identify the specific run in the future if required. Additional reports are available and listed below.

Reports

There are additional optional reports that can be run:

Error Summary

Shows code table or other errors that will prevent a facilities from being updated or added. A distinct list of errors found in the current Validate and Translate process. This report can be accessed by clicking the Error Summary button in the utility process or under the Reports button > Error Summary Report. By default, this report is sorted by Column.

How do I fix code table issues on the Error Summary Report?

Example 1: Licensee: "Value not in BA_Table or Inactive" and "Length of Value exceeds 6 characters"

If the value for the licensee in the error summary report starts with “ SRC-“ this means that the source GDM licensee code does not exist in the translation table to a CS Land Business Associate.

You will need to look up the GDM company ID without the “SRC-“ to find who the licensee is.

Next you will look in the CS BA tables to find if there is a corresponding CS BA set up for this company. Make note of the BA table and add the cross reference into the Translate Table in the Facilities Utility.

Add the GDM licensee code to the Translate table and reference it to the Qbyte CS Land Business Associate (BA) code by following the steps below:

Find the BA ID in Qbyte CS Land that corresponds with the Industry code.
Click the Admin button while you are in the Asset Facilities Utility.

Click the Translate button.

Click Add.
Add a row where:
- Column name is licensee.
- Old Value is the value specified on the error report (including the SRC-)
- New Value is the Qbyte CS Land Business Associate (BA) code.
- Save the update.

The error will be removed from the Error Summary Report after the Validate step is run.

Example 2: Licensee: “Value not in BA_TABLE or Inactive” message ONLY

If the license value in the error summary report for the licensee value does not starts with a “SRC-“ and the error message is only “Value not in BA_TABLE or Inactive” this means there is an issue with the existing new value BA in the translate table for this source licensee.

The issue is one of 2 things:

The translated CS BA doesn’t exist in the CS BA table.
The translated CS BA is inactive in the CS BA table.

To correct the error:

First you will need to look up the GDM company ID without the “SRC-“ to verify who the source licensee is.

If the CS BA entered in the translate table is correct, check to ensure the BA exists in the BA table, if It doesn’t it needs to be added.
If the CS BA entered in the translate table is not the correct BA, update the translate table to the correct CS BA.
If the CS BA entered in the translate table is Inactive, you need to have the CS BA Re-activated or update the translate table to a correct active BA as applicable.

Facilities Errors

This report provides a detailed list of the Facilities where the translation errors exist in the current process. By default, the report is sorted by File Number and New/Update.

New Facilities Added

Shows details for the new facilities that were selected and added in the process. It is recommended to always save this report (PDF and Excel) for every update run. By default, the report is sorted by adding time and File Number, with other sort options available.

Facilities Updates

Shows the changes - the old value and new value for facilities that were processed in the current update. It is recommended to always save this report (PDF and Excel) for every update run. By default, the report is sorted by File Number.

Run Statistics

Generally, this report is run by or requested by P2 to show the log file for the various steps run in the Facilities Asset Utility process to help diagnose an issue. By default, the report sorts by Run Number.

Facilities Audit Report

This Audit report shows ALL updates on records that were updates and flagged as Audit = Yes in the Control Table. By default, the report is sorted by File Number.

Setup and Configuration

Server INI - Public Data Provider/Link

For the Facilities Asset Utility to access industry data, the Admin Update Server Ini needs to be updated with the client’s Hub database link information.

Security Access

The user running the process must be given access to the processes USER.ASSETUTILITIES and USER.ASSETUTILITIES.FACILITIES. It is recommended to create a new security group i.e. FACUTIL and add as a secondary group to applicable users.

Facilities Asset Utility Admin

When the Facilities Asset Utility window is open, click the Admin button to access the different Admin tabs. After the initial setup has been completed, the only time the Admin button is used is to add translation codes that are required or if want to remove a Facilities record for the Ignore Tab (list).

Note: It is recommended that any changes to the Control Table be discussed with the Qbyte CS Land Support desk.

Control Table

The Control Table will list out all tables and columns that exist within Qbyte CS Land and if and how the column will get updated by the Asset Facilities Utility.

The grid below shows the functionality of the different columns.

Columns:

Include – Yes / No flag to indicate on new Assets whether or not to include this column from the source.
Translate – Yes / No flag to indicate whether or not to translate data in this column before inputting into CS. Only columns flagged by Yes will be translated regardless of entries in the translate table. Can be used to control translation of certain columns without removing entries from the translate table.
User Preference for operated Assets – this flag is to indicate the user preference on any updates.
- USE SOURCE – Always update CS with the source data or set to the Default.
- USE CS – never update always use the input from CS, or the Default
- Manual Review – Show update and allow user to accept or bypass (default is bypass)

*** Note: with non-operated assets the default is to use source.***

Audit – Yes/ No flag to indicate if an audit record is to be kept for this column. All audits are stored in CS_ASSET_AUDITS
Default Value – used on new assets only. If no value in the source table, then use this supplied default value. Used mainly on mandatory columns that do not exist in source, i.e. Admin Company, Area, Division, but can be used on any column.

Table	Column (BOLD indicates mandatory field)	Include	Translate	Update Preference	Default
f_base	admin_company	Yes	No	Use CS	Default Required. Set to Client Admin Code. If Multiple Admin companies set to ASSETUTIL
f_base	area	Yes	No	Use CS*	Default Required. Suggest ASSETUTIL
f_base	cost_centre	No	No	Use CS*
f_base	division	Yes	No	Use CS*	Default Required. Suggest ASSETUTIL
f_base	file_number	Yes	No	Use CS*
f_base	file_status	Yes	No	Use CS*	Default Required. Suggest ASSETUTIL
f_base	location	Yes	No	Use Source	111111111W1M
f_base	name	Yes	No	Use Source	UNKNOWN
f_license	facility_id	Yes	No	Use Source	0
f_license	facility_name	Yes	No	Use Source	UNKNOWN
f_license	facility_status	Yes	Yes	Use Source	Default Required. Suggest ASSETUTIL
f_license	facility_type	Yes	Yes	Use Source	Default Required. Suggest ASSETUTIL
f_license	license_number	Yes	No	Use Source	0
f_license	licensee	Yes	Yes	Manual Review	Default Required. Set to client owner BA or default BA, suggest ASTUTL
f_license	location	Yes	No	Manual Review	111111111W1M
f_license	sub_facility_type	Yes	Yes	Use Source	Default Required. Suggest ASSETUTIL

Ignore Tab

Facilities entered in this table will not come into the Utility New Facilities process unless they are de-selected. Users can manually maintain this table to ignore facilities from source for various reasons.

Note: The Ignore functionality only ignores new facilities from being added. You cannot use the ignore facilities for Update Facilities.

Also, Facilities set to Ignore in the Review New Facilities process will automatically be added to this table after the Update step is run.

Facility ID = Identifies the facilities to ignore
Reason = Add the reason the facilities is being ignored
Review Date = Enter the date to review these facilities.

Translate Tab

The Translate table is used to cross-reference the industry source code to the corresponding Qbyte CS Land code. This table is setup initially by P2 during the implementation. Customers may need to add codes if errors are encountered when running the Utility process.

The GDM Facilities Licensee must be translated to the Qbyte CS Business Associate code and added to the Translate table (other codes can use the Qbyte CS Land code tables):

Facilities Licensee = CS Land Business Associate

Optionally if the client’s Facilities Module validation tables are not set up to use the GDM source codes, then the following GDM source code types will need to be translated:

Facilty Status (facility_status)
Facility Type (facility_type)
Sub Facility Type (sub_facility_type

Note: Typically, all clients are implemented using the GDM source validation table codes which would be set up in Qbyte CS Land at implementation, so no translations are initially required.

The Translate flag in the Control Table must be set to Yes before any translation is done on the source values.

Column = Enter the column name of the field to be modified. These are the column names found under the Control Table tab (must be in lower case)
Old Value = the source data value that needs to be cross referenced.
New Value = the Qbyte CS Land code to be used instead of the source data value

Source Operator Tab

This table contains the “Licensed” vendor codes of the customer. Codes in this table will be considered operated facilities. All other licensed codes will be considered non-operated. Codes in the table are from the third party source. This table is set up initially by P2 during the implementation.

Note: Prefix of "SRC" is added to front of Licensee, this is automatically added to Business Associate codes in the preliminary extract process to ensure all BA codes are translated. With the prefix, it is possible that codes could match from source to Qbyte CS Land but mean entirely different business associates. Cross-reference of the SRC codes to actual Qbyte CS Land business associate codes will be done in the translation table.