Tool Assignment and Reservation


Intro

The Tool Assignment and Reservation feature is used to manage and reserve tools for use in activities, ensuring that the required tools are available when needed.

The following terms are used in the application and in this document:

Term Definition
Tool Assignment Booking of a tool against an activity.
Tool Reservation Direct booking of a tool (normally used for calibrations, certifications, etc, where the tool should not be used by any assignment).
Offset This refers to the offset in hours, with respect to the starting time and end time of the activity.

Note: Support for tools in the connector is currently ongoing and therefore the ERP integrated scenario is currently not available.


Permissions

In order for the application to display the tools menu, the UI permission for the Tool Assignment object must be set to visible as shown in the image below:

For information on applying permissions to business objects, please refer to the following guide.


Settings

To enable the tool reservation feature, activate the functionality under Planning and Dispatching > Settings > Tools.

This is equivalent to the following company setting:

Setting Value
CoreSystems.CoresystemsFSM.Tool.Reservation.Enabled TRUE

Standalone / ERP

Tool reservation works for both standalone companies and those operating using an integrated approach, with an Enterprise Resource Planner (ERP) in the background. The current value used for the Reserved Tools functionality can be viewed at Planning and Dispatching > Settings > Tools.

The following values are used based on mode:

Setting Value for Standalone Mode Value for Integrated Mode
CoreSystems.CoresystemsFSM.Tool.Reservation.Type FSM FSM-ERP

To switch between standalone or ERP, you can use the setting Reserve Tools at Planning and Dispatching > Settings > Tools and enter the value listed above.

Attention: Before switching to Integrate mode please validate with your Admin or Consultant that your workflows are supported. Depending on the use cases, the system will be configured in Standalone or Integrated mode.


Standalone

In a standalone mode, the reservation checks are all completed in the cloud. The system determines if the tool has overlapping tool assignments or tool reservations before proceeding with the booking.

Configuration

To use the standalone mode set CoreSystems.CoresystemsFSM.Tool.Reservation.Type to FSM.


Integrated

Note: In SAP ECC-CS tools can be reserved only on activities already existing in the ERP and therefore only on released activities.

In a integrated mode, the reservation checks are done partially in the cloud and partially by the ERP. When attempting to reserve a tool, the system first checks in cloud to determine whether there are tool reservations. If no overlap is found, then the check is delegated to the ERP to determine whether there are overlapping tool assignments.

Configuration

To use the integrated mode, set CoreSystems.CoresystemsFSM.Tool.Reservation.Type to FSM-ERP.


Tool Reservation Handling in Standalone and Integrated Scenarios

The following diagram shows the differences in how tool reservations and assignments are handled for standalone and integrated companies:


Feature Settings

The following tool reservation feature settings are available:

Setting Impact
Enable Allows to enable/disable toe tool functionality. Once enable it will be possible to see tools folder in the activity sidebar and add/remove/cancel tools. Tools will be as well displayed in the Master Data module.
Reserve tool In Cloud / In ERP: if set to “In Cloud” all the tool reservation will be handled in cloud. If “In ERP” then FSM will first validate if there are no tool reservations and if succesful it will pass control to the ERP for the final booking. ERP will respond with a reservation or rejection. This will be persisted and visible on the activity sidebar under tools.
Attempt to book tool when releasing If an activity has tools in status OPEN or REJECTED, once the activity gets released the system will try to reserve the tools. Note that the activity will be released in any case, also in case some reservation requests will be rejected.
Alert when releasing activity with unreserved tools In case you want to be notified when releasing in case your activity does not have all added tools as reserved, you can activate this setting.

A Closer Look

Tool Master Data

Once Tools has been enabled, a new Tools option will be displayed in the Master Data Management application.

Attention: The Data API can be used to add tools records to the application master data by adding the tool=TRUE flag to equipment or item records. Equipment records marked with the tool=TRUE flag correspond to "serialized" tool records, while item records marked with tool=TRUE flag correspond to generic tools.

In the Tools module of the Master Data Management application, users can create generic and serialized tools.

Key differences between generic and serialized tools:

  • Equipment records correspond to serialized tools.
  • Item records correspond to generic tools.


Serialized Tool Details

The following fields are available for serialized tools:

Field Description
Generic Tool If applicable, the generic tool with which the serialized tool is associated.
Serial Number The serial number of the tool.
Name Required. The name of the serialized tool.
Customer If reservations exist, the customer associated with the tool reservation.
Responsible employee The technician/employee associated with the tool reservation.
Status Required. The current status of the serialized tool (options include: inactive, active).
[UDFs] If applicable, any user-defined fields that have been added to the serialized tool object via Data Loader or Data API.
Remarks Any remarks associated with the serialized tool.
Attachments Any attachments associated with the serialized tool.
Skills Any skills associated with the serialized tool.

Generic Tool Details

The following fields are available for generic tools:

Field Description
Name Required. The name of the generic tool.
Status Required. The current status of the generic tool (options include: inactive, active).
[UDFs] If applicable, any user-defined fields that have been added to the generic tool object via Data Loader or Data API.
Remarks Any remarks associated with the generic tool.
Attachments Any attachments associated with the generic tool.
Skills Any skills associated with the generic tool.

Calendar

When tools have been reserved in the Planning and Dispatching or mobile application, their reservation times and assignments will display in the calendar tab of the tool record:




Functionality

Add Required Tools to an Activity

In order to add tools required for a given activity, from the “Tool Required” folder, on the activity sidebar click the plus icon and import the needed tools.

In the tool selection screen it is possible to specify an offset in hours, with respect to the starting time and end time of the activity.

Selecting an offset might be useful in case you would want to reserve the tool 24 hours before the activity start and 12 hours after the activity ends.

After selecting the required tools, the selection screen can be closed and the list of tools will appear in the folder with status “Available”. Note that the status “Available” is an indication that the tool was not yet reserved for the given activity but rather that is a needed tool for such activity.

In case the planned start date and planned end date of the activity are already set, it is already possible to attempt to reserve the tool for the given activity pressing the more button “…” and then Reserve Tools.

In case the the planned dates are not specified, the option will appear as grayed out. This option can be used in case the date of the intervention is already fixed, and the only variable is the technician that will perform the intervention.

In alternative is possible to reserve the tools in a later moment in time, meaning on the planning board.


Reserve a Tool Prior to Release

A prerequisite for reserving a tool prior to the release is that the planned start and planned end dates of the activity are already set. Then the menu Reserve tool on the “Required tools” folder will be enabled (in a integrated scenario is also required that the activity exists in the ERP).

After pressing the button, in case of a succesful reservation of the tools, it will not be possible to change the planned start and planned end dates of the activity any longer. In case it is necessary to change the dates, the tool reservations needs to be cancelled via the more button “…” and then Cancel tool reservation.

For each of the tool displayed in the “Required tool” folder, it will be displayed the status of the tool:

Status Description
Available The tool booking request was not yet triggered.
Reserving There is an ongoing request for the given tool.
Reserved The booking request was successful and the tool is reserved.
Rejected The booking request was rejected because of an overlapping tool assignment or tool reservation.
Cancelling A cancellation process is ongoing.

In case an activity has at least one booked tool, it will not be possible to change the date and time of the activity but only assign a different technician.

When dragging and dropping an activity onto the Planning Board, the tool reservation will maintain the start and end date/time of the activity.

In case tools have been reserved for a given activity prior to moving the activity on the planning board, when assigning the activity to a technician, the application will force the planner to position the activity at the locked planStart/planEnd dates of the activity.


Reserve a Tool at Release Time

After assigning the the activity on the Planning Board, the planned start and planned end date/times are assigned and therefore it is possible to add and remove tools to an activity and define the offset. The action “Reserve tools” will always be active in a standalone environment and disabled in case the activity does not yet existing in the backend.

Tools can also be added and removed after the activity has been released.


View Tools Used by a Technician Onsite

Once the technician confirms on mobile the tools he used for a given activity, those will appear in the activity sidebar under the folder “Used tools”


Tool Reservation Review

1.) Add tools to activity and adjust the tool’s offset:

2.) View tools assigned to the activity:

3.) Attempt to reserve the tool:

4.) The application will then display the required tools and used tools associated with the activity.


Tools on Mobile

Screen Configurations

In order to opreate the Tools functionality in the mobile application, you must ensure that the screen configuration does not hide the tools field.


Permissions

To view tools on mobile the following permissions are required:

CRUD Business Object Operation Permission
Read, Update Activity OWN or ALL
Read, Update Equipment OWN or ALL
Read, Update ToolAssignment ALL
Create, Read, Update, Delete ReservedTool All
Create, Read, Update, Delete** UsedTool ALL

** Create permissions are required to use a tool. Delete permissions are required to remove a used tool.


Company Settings

The following company setting must be enabled to use the Tools Reservation functionality on the mobile application:

CoreSystems.CoresystemsFSM.Tool.Reservation.Enabled


A Closer Look

Once required permissions have been set and the company setting has been enabled, tools reserved for an activity will appear on the activity record in the mobile application:

Technicians can indicate the tools they used on an activity by marking the tool as used: