1. Vehicle and Facilities Maintenance Requirements

1. Vehicle and Facilities Maintenance Requirements

Sectio

n Req. # Req. # Business (Functional) Requirement

Priority

(H/M/L)

Asset Definition, Reference, and Configuration

Maintain general asset information: unique identifier,

description, type, any links to financial information (including

associated capital projects), asset status, asset attributes, asset

owner/responsible manager, links to documentation, associated

PM activities, PM schedule, PM/work order histories, and BOMs

and to electronic parts catalogue, hierarchical parent-child asset

relationships (up to 3 levels), asset criticality, etc.

H

Maintain vehicles/rolling stock information such as vehicle ID,

fuel types, groupings of fleets and sub-fleets, division

assignment, major components, etc.

H

Sectio


Priority

(H/M/L)

Maintain facilities and equipment information including

type/class, location, room/structure locations, major

subsystems and sub-elements, etc.

Store descriptive information specifically relating to

facility or equipment asset types, such as dimensions

and measurements (e.g. square-feet, number of floors,

etc.), asset use, and if applicable, manufacture name

and model number; manufacturer serial number or

equipment number; year of manufacture, etc.

Provide multiple options to designate the physical

location of facilities and equipment, such as address,

geocode (longitude/latitude), AC Transit-defined

location code, etc.

H

Provide capability to collect asset spatial reference information

including lat/lon for use with GIS as part of asset location H

Maintain linear/field asset information including method of

categorizing, specific segments or point locations, higher level

assets, cost, performance measures, replacements or rehabs,

etc.

H

Maintain asset components information such as components ID,

serial number, OEM, parent-child relationship, relation with

non-material assets, where used information, etc.

H

Sectio


Priority

(H/M/L)

Support Asset Configuration Management including the

capability to track engineering and other changes in the design

and configuration of assets, links to work orders, shop drawings,

planning and procedures, documentation, etc.

H

Ability to interface with a Building Information Modeling/Virtual

Design and Construction program and transfer condition and

repair information to and from the program

L

Maintenance Resource Definition – Facilities, Workstations,

Equipment, and Labor

Allow the ability to define specific maintenance locations, shops,

and facilities where maintenance work is to be performed H

Provide the capability to define specific maintenance

equipment, workstations (such as bays and pits), and

machinery/equipment (resources) available at the maintenance

location

H

Provide the capability to define and uniquely identify specific

labor resources including individuals and classifications and

assignments for maintenance and other work activity

H

Provide the capability to define hierarchical organizational

relationships for labor resources (such as manager-direct report

relationships) and support reporting for organizational groups

M

Sectio


Priority

(H/M/L)

Asset Assignment, Status, and Availability

Support assignment of assets to maintenance and servicing

locations H

Update (manually) and track the current status and availability

for service for all assets and, as appropriate, for their

component systems or elements

H

Provide the capability for authorized users to assign and

comment on vehicle and facility component status H

Asset Operating and Servicing Data and Cost

Allow the ability to define and accumulate multiple measures

for asset usage and condition by asset type. H

Allow the ability to define multiple operating and cost statistics

for assets H

Provide multiple options for capturing usage/condition readings

and statistics for all assets, whether parent or child H

Sectio


Priority

(H/M/L)

Provide “flags” to notify users of usage/condition

measurements or statistics outside an “expected” user-defined

norm or minimum/maximum range to identify potential

problems, trigger maintenance and other asset management

activities (such as replacement), or indicate measurement errors

(for example, daily fuel consumption that exceeds the vehicle’s

daily usage capacity.)

H

Provide the capability to ensure correct readings and

accumulation in event of replacement of meters (such as a

hubodometer for a vehicle) or in the event of a correction of an

error identified by a validation flag or otherwise

H

Provide the capability to record fuel and power consumption

occurring at AC Transit locations H

Provide the capability to input multiple, user-defined operations

cost and data fields for facilities such as passenger traffic,

utilities use, etc.

H

Maintain a transaction file of all historical readings and

measurements of operating, service, and cost data to provide

data for trend and performance analysis

H

Sectio


Priority

(H/M/L)

Reporting and Managing Problems, Defects, and Work

Requests

Allow the ability to enter and maintain specific work requests,

problems, or defects for an asset H

Provide the capability to automatically generate problem

reports/defects and/or work orders if usage and condition

measurements deviate from pre-defined tolerances for an asset

or if a pre-defined event occurs

H

Provide the capability to manually generate problem

reports/defects/requests (for instance from a pre-trip

inspection or a road call) for an asset to document potential

service issues which may lead to a work order

H

Provide the capability to automatically notify designated

personnel when defects or problems of a pre-determined type

are created

H

Allow authorized users to edit, dismiss (no problem found),

reclassify, prioritize, and change the status of problem reports,

while maintaining the initial classification of the problem (as

posted) and the final classification (maintenance decision)

H

Provide the ability to categorize the probable cause of problems

into user-defined categories such as equipment related,

passenger related, operator related, etc.

H

Sectio


Priority

(H/M/L)

Provide the capability to identify duplicate requests, problems

or defect reports and to resolve the reports into a single

problem (while maintaining a record of each reporting

incidence)

H

Provide for classification of incidents and problems as

“chargeable” or “non-chargeable”. Non-chargeable incidents

and problems are excluded from equipment failure or

performance statistics (such as mean miles between failure)

H

Support viewing and listing open requests and problems on-

demand for all assets assigned to a specific location or all assets

in the system including by asset/facility location/vehicle

number, asset type, defect classification codes, severity or

priority, age of defect (time since reported), etc.

H

Allow a user to view the status of requests/defects posted by

the user, and provide the option to automatically notify the user

reporting the request/defect when a work order is created or

the problem is closed

H

Capability for authorized users to assign each defect/request to

categories such as “mandatory” or “deferrable” to determine

the necessary maintenance action, with specific limits on

deference such as elapsed days, miles, etc.

H

Sectio


Priority

(H/M/L)

Capability to track non-compliance events such as spills of

regulated materials and regulatory notices of violation or non-

compliance together with corrective actions taken.

H

Allow the capability to determine whether regular defect

reports have been completed for all assets of a specified type

that are in service each day (such as a pre-trip defect card for a

rolling stock asset).

H

Allow for entry of requests/defects found during the

performance of a PM inspection or other maintenance job and

to retain the reference to the originating job order under which

the defect was found.

H

Allow for designating a request/defect as either

“serviceable/coach-down” (meaning that the asset can remain

in service) or “unserviceable/hard down” (meaning that the

asset must be removed from service until the problem is

resolved).

H

Allow AC Transit to define specific request/defect types as

“safety-sensitive” or “high priority” that must be addressed

before allowing the asset to return to service.

H

Provide the capability to link one or more

requests/defects/problems to one or more work orders H

Sectio


Priority

(H/M/L)

Work Order Description and General Capabilities

Provide the capability to define a discrete piece of work using a

work order. The work order is the basic instrument for

scheduling, assigning, controlling, managing, completing, and

costing maintenance and related work.

H

Provide the capability to define standard servicing tasks or work

for an asset without requiring separate work orders (for

example, daily cleaning and fueling for a bus) or by providing

express work orders

H

Allow the ability to group multiple work orders (in a parent-child

relationship) on a facility, vehicle, or serialized component

together for parts estimating, charges or scheduling.

M

Provide the capability to reference parent work order on all

associated work orders M

Uniquely identify the asset or assets to which the work applies,

such as facility, vehicle, asset number or component serial

number, etc., along with the current usage and meter readings

H

Allow the ability to identify the reason for the work order H

Allow the ability to define the work that must be performed H

Sectio


Priority

(H/M/L)

Allow the ability to define the resources and costs associated

with the work order and each work step, with the capability to

store planned or estimated, standard, and actual resources

consumed

H

Allow the ability to access standard asset documentation from

the work order H

Provide several agency defined multi-level code classifications

for maintenance jobs and work steps H

Provide the flexibility to allow AC Transit to define a custom

print or viewing format for its work orders H

Maintenance Standard Job Definition

Provide the capability to define standard maintenance job

templates (using work order capabilities) for specific assets and

sub-assets, asset types, asset model, class or series.

H

Edit, copy, and delete maintenance job templates and job

definitions H

Provide the capability to create a job template from an existing

work order H

Sectio


Priority

(H/M/L)

For job templates, allow the ability to define sequential work

steps/sub-tasks within the work-order with the capability to

track labor and other resource use for each work step

H

For job templates, allow the ability to specify standard Bill of

Materials (BOMs) H

For job templates, allow the ability to link to specific

documentation, such as procedures H

Provide the capability to utilize actual maintenance labor hours

to determine new standards and update associated job

standards and templates

H

Provide the capability to create templates for servicing jobs

without the need for a work order H

Planned/Preventive Maintenance Program Management

Capability to define and maintain a Planned/Preventive

Maintenance (PM) program for specific assets and sub-assets,

asset types, asset model, class or series.

H

Capability to define acceptable limits above or below PM

intervals for each job during which the job should be performed

(window for performing PM job)

H

Sectio


Priority

(H/M/L)

Capability to identify the source of PM and compliance jobs,

such as regulatory, manufacturer recommended, AC Transit

policy, etc.

H

Create and manage PM work orders H

Provide support for forecasting and analyzing PM program

activity, including expected resource use H

Major Overhauls, Asset Rehabilitation and Campaigns

Provide the capability to define and track major maintenance

programs consisting of a series of maintenance jobs to be

completed for a single asset, or specific asset groupings, models

or series, or location

H

Define and track campaigns and equipment modifications

consisting of a single maintenance job template to be

completed multiple times for a group of vehicles or other assets

or facility location

H

Provide the ability to estimate the cost of the campaign,

including detail estimates of labor and material by vehicle/asset,

location, and/or specific asset group

M

Sectio


Priority

(H/M/L)

Provide the capability to designate a budget for the campaign,

including detailed budgets and milestones by

vehicle/facility/other asset, location, and/or specific asset group

and to support tracking against this budget and schedule

M

Provide the capability to define specific labor craft/skill and

training requirements for the major program/campaign and link

the requirements to actual craft/skill level resources for

available labor

M

Create major program/campaign work orders on demand or

automatically based on pre-determined release dates and link

the work orders to the major program/campaign

H

Provide the capability to project and analyze major

program/campaign activity using the same capabilities

identified for PM programs

H

Ability for authorized users to open and/or close all work orders

associated with a specific project, campaign or phase of work at

the same time

H

Ability to support the management and tracking of work

performed by external vendors with the same degree of detail

as that performed in-house

H

Ability to tie the campaign or project to a specific asset

configuration H

Sectio


Priority

(H/M/L)

Provide project/campaign monitoring reports showing assets

completed, rate of work (e.g. assets completed per week),

assets remaining, actual costs versus standard costs versus

budgets, percent complete, projected completion dates,

projected completion cost based on actual to-date cost, etc.

H

Provide the capability to view a time-line for the major

program/campaign, including start and stop times for all

associated work orders.

M

Management of Contractors’ Work

Provide capability to link contracts to assets H

Provide capability to link contracts, including vendors and task

costs, to schedule maintenance and work orders H

Work Order Creation

Create work orders on demand through entering work order

information directly from the keyboard; by building upon one or

more open problems and defects; by defining the maintenance

task(s) to be performed by the work order; or by copying and

editing maintenance job templates or prior work orders. Work

orders based on templates or prior work orders would include

labor, material, and equipment/tool requirements.

H

Sectio


Priority

(H/M/L)

Automatically create work orders based on planned

maintenance programs, campaigns, and major programs based

on pre-determined maintenance intervals and/or scheduled

release dates

H

Provide the option to automatically create work orders for

defects designated as high priority safety related problems H

Provide the option to automatically create work orders based

on conditions and measurements exceeding AC Transit defined

limits for assets

H

Record the date and time the work order was created, and the

source of the work order, including the user ID if a user created

the work order

H

Designate all newly created work orders as “planned” status and

prohibit recording actual work and costs prior to assigning and

releasing the work order

H

Allow the user to add multiple open problems to an existing

work order, including work orders created for PM jobs or road

calls

H

Allow the option of defining work steps when the work order is

created or recording work steps as the work is performed H

Sectio


Priority

(H/M/L)

Allow the option to include electronically readable information

(e.g., bar code) on each work step H

Allow authorized users to edit, add, or delete any work order

information, including standard labor requirements by craft and

skill, bill of material, equipment and tooling requirements, work

steps, priority, attached documents and files, etc. and including

automatically created work orders or work orders created from

a template or standard job.

H

Allow the user to combine multiple work orders into a single

work order, or split a work order into multiple work orders L

Provide the option to assign the work order to a maintenance

location, to route across multiple locations, or to leave the work

order as unassigned

H

Allow the user to provide directions with any assignment and to

input a target or due date for completion/close out H

Automatically default to pre-defined AC Transit accounting

codes for maintenance charges based on the maintenance

location or facility, type of asset, type of work order or other

criteria. Provide the option to override default accounting data.

M

Provide the capability to work on multiple vehicles or other

assets on a single work order and link specific work steps to a

vehicle or asset

H

Sectio


Priority

(H/M/L)

Provide the capability to designate a work order for a

service/road call, and to record travel time, service information

(route, run, operator), road conditions, etc.

H

Automatically calculate and retain total actual labor, material,

external vendor, and other costs for the work order H

Provide supporting maintenance history and related

information for the vehicle or asset being maintained H

Work Order Planning, Scheduling, and Release

Allow authorized users the flexibility to view and report planned

and unassigned work orders on-demand for all assets assigned

to a specific location or all assets in the system by combination

of location, asset type, vehicle model/series, work order type,

defect classification or vehicle/asset condition codes, severity or

priority, age of defect (time since reported) or age of work order

(time since created)

H

Allow automatic prioritization of work orders based on pre-

determined criteria defined by AC Transit such as work type,

material and labor availability, severity of problems,

vehicle/asset requirements, etc.

L

Provide the user the capability to override or halt automatic

prioritization or deferrals L

Sectio


Priority

(H/M/L)

Allow users to assign work orders to specific maintenance

locations and to specific AC Transit personnel including multiple

employees on the same work order and employees at multiple

locations and shifts

H

Provide the capability to define work crews by assigning

multiple personnel to a crew, and treat the crew as a single

labor unit representing the combined labor hours, crafts and

skill, and availability of crew members

M

Allow users to assign work orders to equipment, workstations

and other maintenance facility resources H

Allow users to review estimated resource availability when

assigning work orders based on currently assigned/open work

orders

H

Allow users to define a specific release date for a work order

and automatically release the work order on the scheduled

date.

M

Provide the capability to create a master schedule and calendar

by a combination of location, department, and shift or for the

entire system, based on a user specified time period, showing

dates when work orders are to begin and end.

M

Sectio


Priority

(H/M/L)

Provide the capability to combine detailed schedules to produce

consolidated schedules by departments or for the entire system

based on a user specified time period, showing dates work

orders are to begin and end.

M

Provide the option to automatically release work orders for

work based on scheduled release dates and notify assigned

personnel and designated supervisors and other pre-

determined personnel

H

Provide the capability to immediately release a single work

order to begin work, or release a group of work orders by time

period, location, work order type, or asset type. This includes

work orders with insufficient labor, parts or maintenance

resources available.

H

Provide the ability to reschedule work based on prior work

performed on an asset (such as a recent overhaul or rehab job) H

Work Activity Recording and Material Consumption

Allow entry or revision of all work order information such as

vehicle/asset number and description, current mileage/hours or

other meter reading, date opened or work began, maintenance

location or facility, personnel assigned and work to be

performed (job, steps, etc.)

H

Sectio


Priority

(H/M/L)

Record detailed information on labor hours and work

performed against a work order individually for each person

performing work on a work order

H

Record detailed information regarding the material consumed in

performing a work order by providing full integration between

work order processing functions and material inventory

functions, including on-line access to inventory information

H

Allow authorized users to add or modify work order tasks and

other data during the performance of a work order, including

work steps, failure codes, work order codes, data entry

validation rules, etc.

H

Ability to add unlimited text comments for each major work

order task (multiple comments or notes per work order) H

Provide a method of reserving workstations, equipment, and

tools for a work order, recording usage, and of releasing the

resources for use on another work order or overriding the

reservation

L

Support the inclusion of overhead and indirect labor and

material usage on a work order H

Provide the capability to establish separate standing work

orders general work and indirect labor for vehicles/assets and

components

H

Sectio


Priority

(H/M/L)

Allow the user to create and link purchase requisitions to the

work order to purchase external vendor services, and charge

the expense to the work order

H

Provide the option to include labor and material detail for work

performed by an external contractor or vendor at the sub-

task/work step level on a work order

H

Allow the user to record other miscellaneous or non-PO

expenses on the work order with full text descriptions and

designated general ledger coding

H

Allow the user to attach and/or link digital objects such as

documents, photographs, and other files to a work order H

Allow the user to designate the work order or a work order sub-

task/work step as “completed” H

Work Order Tracking and Monitoring

The system should support the real-time monitoring of work

order status and provide information required to manage and

adjust work as required

H

Allow user-defined status codes (such as planned, scheduled, in

process, completed, cancelled, on-hold, etc.) and flexible user

configured rules to allow the system to automatically determine

work order status

L

Sectio


Priority

(H/M/L)

View real-time status information on individual work orders on

demand including full detail for all work order information,

percent complete based on the projected time to complete

remaining tasks, current task or step being performed and the

employee(s) currently assigned, number of tasks completed and

percentage, hours accumulated against each task, projected

completion date/time, percent ahead or behind schedule based

on actual labor versus standard for the job tasks or steps

completed, accumulated cost detail, and current work order

status

H

Allow user-defined exception conditions that automatically alert

designated persons, including work orders behind or ahead of

schedule by a specified percent or number of hours, work

orders delayed due to lack of material or labor, addition of tasks

resulting in increases of work exceeding a defined percentage,

work orders designated as completed, unscheduled/unassigned

work orders involving vehicles out-of-service, and Capital

program or campaign work orders that are within a pre-defined

percentage of the projected cost.

H

Project the availability of assets based on open work orders and

estimated work order completion dates and times. M

Sectio


Priority

(H/M/L)

Determine the status and projections regarding labor,

equipment, workstation, and other resource utilization on the

actual progress of work orders, and identify excess capacity,

bottlenecks, and other issues.

M

Automatically notify specified personnel when an asset being

worked on is within or near the window for a scheduled PM job,

has open requests/problems posted, has deferred maintenance,

or is under warranty

H

Allow authorized users to adjust work orders, including

canceling some or all of the remaining work on a work order

and automatically releasing all unfilled parts reservations and

requisitions; revising time estimates for completion; reassigning

work orders between personnel; deferring, rescheduling or

placing a work order on-hold, etc.

H

Update the master schedule as work orders progress and as

new work orders are created. H

Work Order Closeout and Costing

The system should automatically calculate work order costs and

update maintenance history H

Provide for a user-defined approval process to close a work

order including recording work order approvals and close-out H

Sectio


Priority

(H/M/L)

Automatically update vehicle/asset status real-time when work

orders are closed H

Automatically update vehicle/asset maintenance history real-

time H

Automatically release personnel assigned to the work order for

reassignment when the work order is closed, release any

equipment/tools or workstations, and cancel any unfilled

material requisitions or reservations

H

Calculate and make available for viewing, all detailed cost

information for a work order including labor hours and cost,

material cost, miscellaneous cost, external vendor cost,

equipment/machine cost and total work order cost

H

Allow the user to view work order hours and costs by account,

facility or cost center; work task or work step; internal AC

Transit versus external vendor; actual versus standard labor

costs; material costs; and total work order costs versus

projected or standard cost, etc.

H

Provide the capability for different levels of closed work orders,

including closing a work order for work activity, closing for costs

accumulation, and final closing after any adjustments.

H

Sectio


Priority

(H/M/L)

Provide a capability to close outstanding work orders on a

periodic basis (such as at the end of the week or month) and

open a new work order for the next period

H

Provide a method of manually closing all work orders of a

specific type or location H

Provide the capability for authorized to edit certain non-

financial fields for closed work orders H

Provide a method of correcting closed work orders (such as the

option to re-open a work order or to void and reverse work

order transactions, copy to a new work order, etc.)

H

Provide the option to automatically update a standard job based

on actual work order data. H

Vehicle Component Tracking/Serialization

Provide the capability to define major vehicle components, sub-

components, assemblies and sub-assemblies that will be

individually tracked by serial number

H

Allow user-defined component status categories for tracking

including newly purchased, in-service, unserviceable or "bad

order", under repair, serviceable, or scrap

H

Sectio


Priority

(H/M/L)

Automatically accumulate usage (mileage/hours) for a

component installed in a vehicle as the vehicle usage

accumulates, and maintain both life-to-date and vehicle-to-date

usage data for a component

H

Provide support for managing the component pool size for

specific serialized components by tracking and reporting on

component spare ratios by vehicle series or fleet, providing

average repair frequency and cost information and providing

component age in time, other usage measures (e.g.

transactions), miles and in repair cycles, and projected life

remaining

H

Provide the capability to forecast future component

replacements based on repair cycles and projected remaining

life

H

Provide the capability to utilize bar code or RFID for component

tracking, including bar coding tags with component serial

numbers and other information

H

Sectio


Priority

(H/M/L)

Component Rebuild Management

The system should support both internal AC Transit and external

vendor component rebuild operations. The system should allow

rebuild work orders with all the capabilities described above for

maintenance work orders. In addition, the system should have

the capability for scheduling and managing rebuild functions.

H

Allow AC Transit to designate standard rebuild jobs for both

serialized and non-serialized components H

Interact with the materials management functionality to check

out components to rebuild and to receive orders for rebuilt

components to replenish inventory and identify production

delivery dates

H

Provide the capability to produce master rebuild schedules on-

demand for both internal and external rebuilds based on

production volume requirements, standard rebuild jobs, and

user-defined time period (e.g. day, week, month)

H

Work orders for serialized components should include

functionality to capture labor and material usage by either

specific serialized unit or by an average usage for a group of

serialized units repaired under a work order

H

Sectio


Priority

(H/M/L)

Allow the option of utilizing multiple methods of applying

rebuild costs to value components for inventory. H

Receive rebuilt components into inventory and closeout the

shop order or internal purchase order for the rebuild job. H

Operating and Maintenance History, Performance Analysis,

and Costs

Maintain operating and maintenance history detail for all assets

including problems posted, fuel/power and fluids consumption

and operating costs, maintenance/rebuild work order detail,

warranty claims, etc.

H

Maintain detail component history regarding the vehicles/assets

on which the component was installed, the usage

(mileage/hours) accumulated while on each parent asset, the

time span that the component was installed, etc.

H

Provide the capability to define specific real-time performance

indicators to be automatically calculated and tracked H

Provide the capability to compare costs or performance for a

specific time period to another time period, i.e., monthly,

quarterly, annually, etc.

H

Sectio


Priority

(H/M/L)

Provide the capability for comparisons of all performance and

cost indicators between individual persons, groups of personnel,

work shifts, specific vehicles/assets, vehicle series/asset models,

vehicle/asset subsystems, maintenance jobs, etc.

H

Provide tools to automatically identify and report trends in

performance and history data H

Support failure analysis for vehicles/assets/components

including identifying the subsystem, component or part that

caused the failure; calculating the percentage of failures of each

type over a user-defined time/mileage period; identifying

repeat failures for a user-defined time period and providing

detailed failure analysis information for any specific asset failure

by date, mileage, time, etc.

H

Provide total maintenance costs by vehicle/asset, series/ model,

type of component, maintenance location, etc. by time frame H

Provide actual labor hours, labor cost and material cost

breakdowns by type of work performed, task, employee, vehicle

series/asset model, etc., to enable analysis of repair and

production costs.

H

Provide for the capability to compare planned/budgeted costs

to actual costs and provide reporting for identification of cost

anomalies and analysis of cost trends.

H

Sectio


Priority

(H/M/L)

Capture costs for work contracted out to vendors and provide

comparisons to standards or previous in-house costs for the

same work.

H

Warranty Management

Track and maintain all vehicle, asset and serialized component

warranty information and status (both new and repaired

component warranties)

H

Provide a method to track all warranties based on multiple

categories, such as time, miles and performance, as defined by

specific performance indicators

H

Maintain warranty information for specific

vehicles/assets/components on-line including

vehicle/asset/component number, PO number and date,

vendor, warranty provisions and coverage, subsystems with

variation from basic coverage, date received, date placed in

service, warranty effective date, warranty end date, mileage

and/or operating hours and elapsed time that warranty begins

and ends, etc.

H

Ability to change or update warranty terms for a group of assets

and apply the new terms to all assets in the group (such as a

series of vehicles)

H

Sectio


Priority

(H/M/L)

Capability to automatically generate and track warranty claims

from the work order system including claim number and date,

vehicle/asset/component, original cost (if applicable), RMA,

repair cost, claim amount, claim status (user-defined

categories), claim disposition and date, actual recovery amount

or value received by AC Transit, type of disposition (e.g.

reimbursement, replacement part, credit toward future

purchases, etc.), comments, etc.

H

Track and report on number and percent failure under warranty

for vehicle/asset components or parts for a specific vehicle

series or asset types to determine if the failure exceeds criteria

for complete fleet failure, as defined by contract or user-defined

warranty provisions

H

Provide a method to automatically alert designated AC Transit

personnel to the existence of all warranties when

defects/problems or work orders are created prior to any

repairs or replacements

H

Track warranty work performed by AC Transit personnel and

automatically create claims for reimbursement H

Track warranty work performed by external contractors and

vendors and automatically create claims for reimbursement H

Sectio


Priority

(H/M/L)

Provide the capability to re-enter or override warranty

information when warranty adjustments occur H

Provide the capability to generate a detailed user-defined

report indicating the dollar amount of warranties recovered for

a user-defined time period by maintenance location or system-

wide, vendor, vehicle/asset/component series or type or type of

failure

H

Provide a method to track warranty replacement parts and

associated dollar amount returned to inventory H

Provide the ability to credit a vehicle/asset or work order based

on a warranty claim H

Provide a method of printing electronically readable (e.g. bar

code) warranty tags to physically identify parts and components

removed under warranty, and include RMA information for

parts and components to be returned to the vendor

H

Long Term Maintenance Resource and Fleet/Asset Planning

Provide support for long term planning for maintenance

resources H

Sectio


Priority

(H/M/L)

Provide support for long-term fleet planning by allowing AC

Transit to define long term demand for vehicles based on

projected service miles by fleet series; estimated vehicle life in

miles and years, current vehicle age and mileage, and projected

service miles; and report vehicle retirements by year for a user-

defined time period (e.g. next 15 years)

M

Provide support for a projected bus retirement schedule M

Provide support for long term asset planning by projecting

remaining life for major fixed assets, including linear assets,

based on estimated life and current age; revising useful life

estimates based on major repairs and rehabilitation projects;

defining specific replacement costs for major assets; and

producing projected replacement schedules and budgets for

major assets by year for a user-defined time period

H

Maintenance Timekeeping

Provide the capability to interface with human resources

employee information (PeopleSoft) to serve as reference for

maintenance, including employees, location assignment,

craft/skill/classification, standard costs or actual personnel costs

per hour (regular and overtime).

H

Sectio


Priority

(H/M/L)

Provide the capability to establish and maintain a work calendar

showing the work schedule for all personnel to serve as the

basis for determining labor availability for maintenance work,

including work hours, work day per week, shift, planned

absences, etc.

H

Allow maintenance personnel to “clock-in” and “clock-out” at

the beginning and end of their shift to confirm their availability

for work

H

Allow maintenance personnel to “job-on” and “job-off” specific

maintenance work orders to record labor time to a work order. H

Provide the capability to interface with an automated time clock

system for clocking and jobbing transactions H

Allow for AC Transit defined tolerances for shift beginning and

ending clock times to identify early or late clock-ins/outs. H

Provide the capability to require that a work order or specific

task be designated each time an employee jobs-on and off work H

Provide the capability to designate reasons for early clock-out

based on AC Transit defined categories H

Provide on-line exception reporting for employees accounting

for less than a full shift H

Sectio


Priority

(H/M/L)

Allow employees to be grouped into “crews” with time

transactions assigned to each employee in the crew. For

example, if the crew jobs onto a work order, time is

automatically recorded for each member of the crew until the

crew jobs off the work order.

H

Allow designated supervisors and employees to view, edit, and

reconcile employee hours (including for absent employees) on-

line to account for a full shift

H

Tool Tracking

Provide the capability to define and maintain an inventory of

shop tools and other maintenance equipment for each

maintenance location, including but not limited to:

H

Provide the capability to issue tools and equipment from

inventory, including the capability to: M

Provide the option to treat any tool or equipment as

maintainable and to apply the component maintenance and

tracking capabilities to tools and equipment, including

maintenance history and cost

M

Provide the capability to permanently assign tools and

equipment to mobile locations, such as road crews and

maintenance trucks

M

Sectio


Priority

(H/M/L)

Provide the capability to loan or transfer tools and equipment

from one maintenance location to another M

Allow AC Transit to track tools and equipment leased from

external vendors and apply the cost to the work orders that use

the tools

L

Display and/or report on the status of tools and equipment L

Allow AC Transit to scrap, sell or replace tools and equipment M

Provide the capability to treat tool and equipment inventory as

a sub-ledger to designated G/L asset accounts and to pass tool

and equipment receipt and disposal transactions to G/L

M

Provide the capability to group selected tools and equipment

into a “tool set” (similar to a kit for parts) and track the tool box

separately

M

Provide support for physical inventory of tools using the same

capabilities as for inventorying parts, including the use of bar

code/serial number

M

Provide the capability to track tool and equipment warranties H

Sectio


Priority

(H/M/L)

Tire Tracking

Provide the capability to identify and track individual tires by

serial number, including all the capabilities for component

tracking, component rebuild, and component history

M

Maintain reference information specific to tires for each tire,

including brand, model, type, dimensions, thread life, etc. M

Provide the capability to identify installation position for tires

when installed on a vehicle to designate the actual position of

the tire on the vehicle

M

Provide the capability to capture and track thread depth

statistics for each tire, report on thread wear, and highlight tires

in need of rethread.

M

Capture tire cost per mile and related performance statistics M

Capture tire rethread cost and history in a similar manner to

component rebuild M

2. Inventory Requirements

Section Req.

# Req. # Business (Functional) Requirement

Priority (H/M/L)

Current System

Capability

Inventory Item/Catalog Management and Supporting Files

Maintain inventory master file (catalog) data for each unique inventory item

H Meets

Unique AC Transit stock number (10 digit minimum)

H Meets

Part description, noun name, key words H Meets

Extended description, up to 99 lines H Meets

Commodity code/material class reference

H Meets

Multiple use codes per item (e.g. vehicle series, unit model number, etc.) to indicate which assets use the item

H Partially meets

Separate units of measure for inventory, purchase, and/or transfer/issue from a AC Transit defined list

H Does not

meet

Hazardous material designation based on AC Transit defined categories, with a link to an MSDS if appropriate

H Meets

Designation to hold item for inspection upon receipt

H Partially meets

Item status (active, inactive, superseded, etc.) from AC Transit defined categories

H Partially meets

Unit value/cost (see Inventory Valuation requirements)

H Meets

Multiple user-defined fields

H Meets

Part type (e.g., standard part, component, sub-assembly, etc.) from user-defined categories

H Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability

Comments/extended text

H Meets

Packaging requirement (text instructions for inclusion in purchase orders)

H Does not

meet

Specification or drawing reference, including a link to attached files, photos, and other documents

H Partially meets

Shelf life designation (amount of time the item can remain on the shelf before it is unusable)

H Does not

meet

Special control/storage designation (secured storage, special containers, etc.)

H Does not

meet

Date last ordered

H Meets

Date last received H Meets

Previous five vendors and PO numbers

H Partially meets

Previous five purchase prices and access to history (scrolling or click to another screen)

H Partially meets

Cross reference to multiple manufacturers’ or vendors’ names and part numbers with one designated as the primary

H Partially meets

Approved substitution part numbers

H Does not

meet

Allow multiple stocking locations, and maintain inventory item location file for each AC Transit stock number at an inventory location

H Meets

Quantity on-hand H Meets

Quantity reserved for open or scheduled work orders (or an open request exists for the item)

H Partially meets

Quantity on order H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Quantity available (On-hand less reserved)

H Partially meets

Next order due date

H Does not

meet

Bin number (allow multiple bins per stock-room) H Meets

Lead time for replenishment

H Meets

Date item last issued H Meets

Date item last received H Meets

ABC classification of items H Meets

Multiple user-defined fields

H Meets

Safety stock level

H Does not

meet

Default G/L account to charge (if not issued to work order)

L Does not

meet

Comments/extended text

H Meets

Serial number (if a serialized component)

H Partially meets

Lot number (if lot tracking for the item)

H Does not

meet

Back order indication to designate items back ordered from vendor

H Partially meets

Maintain part warranty information by part number, vendor number and date last purchased

H Does not

meet

Allow hierarchy of inventory items for sub-assemblies and relate to parent item

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Allow kitting of inventory material into a separate inventory item and maintain link to individual items

H Does not

meet

Perform maintenance transactions for inventory master/item location files

H Meets

Add, edit/retire a new AC Transit stock number record

H Meets

Supersede an old mfg. part number with a new mfg. part number

H Partially meets

Change a bin location for a AC Transit stock number and generate bin labels on demand (description, part number, OEM part number, bin location, hazardous material rating)

H Meets

Print or view a list of slow turnover items by location on demand

H Partially meets

Provide the option to flag an item as obsolete when all assets that use the item (based on the “where used” data) are inactive or disposed of

H Meets

Combine two AC Transit stock numbers into a single AC Transit stock number. Bring over all transaction history and re-average the item cost.

L Does not

meet

Allow changes in unit of measure; automatically adjust value & quantities (on-hand, on-order, etc.)

H Does not

meet

Material Request/Issue from Inventory

Interface with the maintenance work order module to provide material for maintenance and rebuild work orders

H Meets

Automatically reserve inventory material when a work order is approved or released for work

H Meets

Provide the option to specify material reservations as “hard” (prohibit use of reserved material by other work orders) or “soft” (record demand but don’t prohibit use of material)

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Create a material request for each line item specified in a work order bill of material based on the “needed by” date from the work order

M Meets

Automatically release all reserved material for a work order when the work order is closed

H Does not

meet

Provide query as to the status of reserved material (e.g. the work order for which it is reserved, whether the material is available or backordered)

H Does not

meet

Create a backorder when the quantity requested exceeds the quantity available and track backorders to specific work orders

H Meets

Allow authorized users to manually enter/edit/delete a material request for inventory material, including using one or a combination of the several methods of identifying items (as described below)

H Meets

Provide the option to automatically number material requests

H Meets

Identify and request a part using AC Transit stock number or description

H Meets

Look-up AC Transit stock number using “noun name” or “key word” search, including a string search of the description

H Meets

Identify and request a part using a manufacturer part number cross-reference

H Partially meets

Look-up and request parts by commodity code

H Meets

Look-up and request parts by (manually populated) “where-used” (e.g. vehicle series or asset model)

H Does not

meet

Look-up and request a part using an electronic parts catalog

H Partially meets

Section Req.


Priority (H/M/L)

Current System

Capability

View stock status information for a part (quantity on-hand by location, quantity on order, etc.)

H Meets

Record request header information (requestor, date, time, G/L account and cost center to charge with default based on requestor or location, vehicle, work order or asset number to charge, release date if request is for a future date, inventory location with default based on the location, requesting location with the default based on the requestor, status indicator such as created, approved, etc.)

H Meets

Include unlimited line items per request with stock number, quantity, unit of measure, and G/L account with default based on the AC Transit stock number or header account

H Meets

Provide the capability to request a new or rebuilt/used item H Meets

Print a hard copy of the material request upon demand

H Meets

Allow look-up and viewing for a material request H Meets

Allow deletion (cancellation) for material request by authorized users

H Meets

Option for text comments or "notes" for header/line items H Meets

Allow authorized users to save a material request as a template for future requests or as a standard BOM

L Partially meets

Provide an option to designate an entire request or a line item to issue only if the complete quantity is available

M Meets

Submit both work order and non-work order material requests to stockroom electronically

H Meets

Route to stock room (or print a pick ticket) upon final approval

H Meets

Store item request history for all approved requests H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Reserve the requested quantity for each line item, if available

H Meets

Allow AC Transit to reserve items for a project or campaign H Meets

Flag "backordered" items (requested items not available) H Meets

Issue material from inventory

H Meets

Provide an option to print a pick ticket on demand for a material request in bin order, by warehouse area (zone picking) or by requesting location

H Meets

Option to automatically print pick tickets when backordered items are received

H Does not

meet

Option to include Material Safety Data Sheet (MSDS) ratings information on all pick/move tickets for hazardous material

M Does not

meet

Allow the user to record items issued against the material request (quantity issued for each item and date and time)

H Meets

Automatically record material issues against the work order from which the request originated

H Meets

Option for text comments for header/line items

H Meets

Allow partial issues of requested material quantities H Meets

Allow the user to edit/reverse a previously entered issue

H Partially meets

Maintain current line item status (e.g., open, backordered, picked, issued, staged, in-transit)

H Meets

Automatically update quantities on-hand and reserved when items are issued

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Display highlighted warning for negative on-hand balances

H Does not

meet

Ability to manually update item usage M Meets

Print an issue ticket/move ticket on demand for an issue H Meets

Hold material request lines open until filled or canceled

H Meets

Automatically close request when all lines have been issued H Meets

Print or view a list of open material requests/picks pending by various criteria (e.g., work order, need date, AC Transit stock number, by requester, etc.)

H Meets

Allow consolidation of pick lists (bin order) for multiple transfer requests

H Meets

Track and report material availability performance by percent of demand filled, aged backorders, average time to fill request and backorder, backorder trends, etc.

H Partially meets

View usage information for each item for the last 13 months

H Meets

Return/Reclaim into Inventory

Return previously issued items to stock

H Meets

Allow users to return material to stock (G/L account number to credit, cost center, work order or asset number to credit, AC Transit stock number, quantity, unit of measure, returned by user or department, reason for return, comments or notes)

H Meets

Automatically update quantity on-hand at adjusted inventory value

H Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability

Generate move ticket on demand with bin number for restocking/put-away

H Does not

meet

Material Receipt and Stocking

Receive material from a vendor or internal department (i.e., rebuild shop)

H Meets

Ensure material receipt from vendor process mirrors and interfaces with PeopleSoft receipt process as necessary

H Partially meets

Print a receiving report on demand by line from a PO, BPO release, annual contract, transfer request, or internal rebuild order

H Meets

Provide capability to attach photos, scans, or other digital objects to the original request for documentation of packing slips, etc.

H Does not

meet

Enter a receipt transaction for an open PO, BPO release, annual contract, or internal rebuild order (quantity received for each line and default date and time)

H Meets

Allow a "received complete" option for a complete receipt H Meets

Allow partial receipts for a line item

H Does not

meet

Provide capability for use of bulk quantities and bulk pricing as necessary

H Partially meets

Automatically update quantity on-hand and on-order upon receipt from vendor

H Meets

Automatically recalculate item inventory value (new cost average) based on the PO price

H Meets

Print a bin label/stock ticket on demand for received items, including hazardous material rating

H Does not

meet

Automatically update the PO release line status H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Automatically recalculate average item lead time

H Meets

Automatically close the PO release when all lines have been received

H Meets

Provide an option to include a designation on all move/stock tickets for hazardous material

H Does not

meet

Allow option for receipt “pending put-away" with separate "put-away" transaction

M Meets

Permit force close of PO by authorized user and update material receipt automatically

H Meets

Print or view pending receipts (open PO/BPO releases by due date)

H Meets

Automatically notify the person processing a receipt and the original requestor when backordered items are received

M Does not

meet

Print move ticket on demand for backordered items and update material request line item status

H Does not

meet

Support receipt of parts under warranty and other "no cost" replacement parts

H Does not

meet

Provide the capability to reverse or back-out a receipt if entered incorrectly and adjust PO and/or payment voucher status accordingly

H Partially meets

Provide the capability to create a new asset record when receiving assets, equipment, or serial numbered components

H Meets

Support inspection processing for received items "pending inspection" and hold receipts open until the item has passed inspection, the item has failed inspection and is returned to the vendor, or the inspection is cancelled

H Does not

meet

Print or display inspection list on demand

H Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability

Record accept/reject code to describe reasons and action

H Does not

meet

Enter/edit inspection data (priority, due date, performed and status)

H Does not

meet

Ability to enter inspection data on a mobile device and then upload/sync the information with the system

M Does not

meet

Print inspection labels

H Does not

meet

Maintain inspection history by part and vendor

H Does not

meet

Support the resolution of receiving exceptions

H Partially meets

Allow for user-defined receipt tolerances (e.g. % quantity variance, etc.)

M Partially meets

Record and highlight receipt exceptions by line item and quantity for user-defined categories such as failed inspection, over shipment, damage, etc.

H Does not

meet

Record vendor performance data (i.e., late shipment, early shipment, wrong material, damaged material, over/under amount requested)

H Meets

Hold exception items in suspense pending resolution

H Does not

meet

Allow for editing/deleting receipt data by authorized users (as controlled by security)

H Meets

Allow for editing original PO or BPO release by authorized Buyers (as controlled by security)

H Meets

Allow users to split line item quantities for exceptions (e.g. quantity damaged, over shipped quantity)

H Meets

Record a resolution code to designate how exception was resolved

H Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability

Include option for text comments or "notes" for header/line items

H Meets

Allow for returning items to the vendor (or internal department)

H Meets

Ensure the return to vendor process mirrors and interfaces with the PeopleSoft process

H Partially meets

Designate return for credit, replacement, repair, etc. H Meets

Accept a vendor return authorization code or number H Meets

Update PO or BPO release line item status

H Partially meets

Update payment voucher line item status (if already entered)

H Meets

Allow the user to group line items by vendor for multiple returns

M Meets

Print a return ticket/bill of lading for the return shipment on demand

H Meets

Identify items returned under warranty

H Does not

meet

Provide the capability to identify a carrier for the return shipment and to track the status of the shipment

H Does not

meet

Material Replenishment

Designate a replenishment method (and parameters) for each item at each location using min/max, fixed interval, fixed schedule, on request only, EOQ/ROP or fixed ratio replenishment method

H Meets

Min/Max H Meets

Economic order quantity/reorder point (EOQ/ROP) H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Fixed interval

H Meets

Fixed schedule

H Meets

Fixed ratio H Meets

On request only H Meets

Designate a default and alternate replenishment source for each item at each location (i.e., transfer, purchase requisition, internal repair)

L Meets

Replenish inventory based on a AC Transit defined schedule

H Meets

Assign responsibility for replenishment to employees by commodity code

H Meets

Automatically display/print a list of items in need of replenishment listing AC Transit stock number, description, inventory location, quantity-on-hand, order quantity

H Meets

Automatically combine items with the same source (e.g. items on the same BPO release)

H Meets

Allow authorized users to edit replenishment data (quantity, due date, etc.)

H Meets

Allow users to select up to five preferred vendors for a purchase requisition

H Partially meets

Allow the user to manually combine/split items by source H Meets

Allow the user to cancel replenishment for an item or add another item to the list, or reduce order amount

H Partially meets

Allow the user to electronically approve replenishment and automatically create the appropriate documents on-line (i.e., purchase requisition, purchase order, transfer request from another location, and internal PO or work order)

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Ensure purchase order process properly mirrors and interfaces with the purchase order process in AC Transit’s PeopleSoft system

H Partially meets

Ensure item and vendor data interface with AC Transit’s purchase order process in PeopleSoft

H Partially meets

Ensure real-time updates to purchase orders to and from AC Transit’s PeopleSoft system

H Does not

meet

Automatically route documents as predetermined by the user

H Meets

Automatically update the on-order quantity, order date, due date

H Partially meets

Maintain and/or calculate replenishment information

H Meets

Automatically update average lead time by item based on recent receipts with option to perform up-dates manually on individual selections

H Partially meets

Option to automatically or manually calculate safety stock levels based on usage patterns

H Does not

meet

Option to automatically or manually calculate min/max values based on standard formula

M Partially meets

Option to automatically or manually calculate ROP/EOQ parameters based on standard formula

H Partially meets

Generate material demand forecasts

H Does not

meet

Forecast demand by location for next "x" periods using historical usage

H Does not

meet

Forecast demand by location based on planned maintenance programs and campaigns

H Does not

meet

Adjust demand forecast for seasonal factors and allow adjustment

H Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability

Project inventory stocking levels and inventory value by location based on forecasts

H Does not

meet

Material Transfer Between Stockrooms

Create a transfer request to replenish an item from another stockroom

H Meets

Allow any location to transfer material to any other location H Meets

Designate default inventory location from which to transfer material (such as a central warehouse)

H Meets

Automatically create a request when replenishment is triggered (requesting location; date and time; default G/L account number to charge; cost center default location to transfer from; status indicator such as approved, pending, etc.; priority code; and date required, etc.)

H Meets

Include unlimited line items per request (stock number, quantity, unit of measure, G/L account with default to header, cost center)

H Partially meets

Allow manual creation of a transfer request H Meets

Allow edit/cancellation of transfer requests

H Partially meets

Route transfer request to "transfer from" location upon approval

H Meets

Reserve the requested quantity for each line item, if available

L Meets

Flag "back ordered" items (requested items not available)

H Does not

meet

Update quantity on order for requesting location

L Does not

meet

Section Req.


Priority (H/M/L)

Current System

Capability


H Partially meets

Transfer material from an inventory location (transfer-out)

H Meets

Print pick lists (bin order) on demand

H Meets

Allow entry of transfer-out for the transfer request (quantity transferred for each line and date and time)

H Partially meets

Allow entry of transfer-out without transfer request (date and time, default G/L account to charge, cost center, default transfer from inventory location, default requesting location, option for text comments for header/line items)

L Partially meets

Unlimited line items per transfer request with AC Transit stock number and quantity

H Partially meets

Allow partial transfers of requested material quantities H Meets

Allow for editing/adjusting transfer-out information

H Meets

Print a shipping ticket/move ticket on demand for a transfer-out

H Meets

Maintain transfer request line item status (e.g., open, backordered, picked, in-transit, closed)

H Meets

Automatically update quantities on-hand and reserved H Meets

Hold transfer request lines open until filled or canceled

H Partially meets

Permit user to consolidate transfer requests into pick lists (bin order)

M Does not

meet

Receive material transferred from an inventory location (transfer-in)

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Enter a transfer-in receipt on-line against a transfer-out with quantity received for each line and date and time

H Meets

Allow for editing/adjusting transfer-in information H Meets

Allow for editing original transfer request information H Meets

Automatically update quantity on-hand and on-order

H Meets

Automatically update transfer request line status H Meets

Automatically close request when all lines transferred-in H Meets

Print or view material transfers in-transit by sending or receiving location or by AC Transit stock number

H Meets

Record and highlight transfer-in receipt exceptions

H Meets

Allow for returning items to originating location H Meets

Record transfer exception and resolution history

H Meets


H Does not

meet

Display bin location for receiving storeroom put-away

H Meets

Allow the option of performing an immediate transfer between locations without a separate request and transfer transaction

L Meets

Perform simultaneous transfer-out and transfer-in transactions

L Meets

Information requirements and processing same as for above transactions

L Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Cycle Counting/Physical Inventory

Maintain cycle count schedule

H Partially meets

Maintain default cycle count frequency for each item

H Partially meets

Allow user to set count frequencies by ABC class

H Partially meets

Automatically create a cycle count schedule based on user options (rotate items for counts based on last cycle count date and count frequency, generate a random sample count schedule, schedule items for counts based on user specified range of bin locations, and schedule items for counts based on user specified stock number range)

H Partially meets

Allow user to add/edit/delete items from count schedule

H Partially meets

Print/display schedule on demand by count date, including multiple bin numbers on the list.

H Meets

Support regular cycle counts and physical inventory counts

H Meets

Create count sheets/digital list on demand based on cycle count schedule/date

H Meets

Create count sheets/digital list on demand for a user specified bin range

H Does not

meet

Support "blind" counts (current on-hand quantity not on count sheet) by inventory location, AC Transit stock number, part description, bin number (listed in bin order), date/time the count sheet is generated)

H Meets

Option to "freeze" transactions for the selected items until count is complete

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Create count sheets/digital list on demand for a random sample

H Does not

meet

Support real-time counts using bar code readers (see bar code section)

M Meets

Support cycle/physical count reconciliation on-line

H Partially meets

Allow entry of counted quantities and count date for scheduled items

H Partially meets

Allow the user to designate count tolerances by ABC classification

H Meets

Highlight items with cycle count discrepancies (hold in suspense)

H Meets

Generate "re-count" sheets on demand for item count discrepancies

H Partially meets

Allow entry of re-counted quantities and count date H Meets

Allow the user to designate a resolution code for discrepancies

H Meets

Allow the user to enter comments/notes

H Does not

meet

Automatically unfreeze items when counts match or errors resolved

H Meets

Generate cycle/physical count adjustments

H Meets

Maintain default G/L accounts for count adjustments H Meets

Allow adjustments to be routed for electronic approval H Meets

Print/display detailed adjustment information H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Generate adjustments to quantities on-hand and appropriate G/L accounts upon approval

H Meets

Track and report cycle counting/physical inventory performance

H Partially meets

Count audit report -- all counts, entries and reconciliation actions

H Meets

Inventory variance (dollars/items), before and after reconciliation

H Meets

Inventory accuracy percentage, count variance trends, and averages by location

H Meets

Count status (status of counts in progress)

H Does not

meet

Counting activity summary (i.e., items counted, reconciled, etc.)

H Meets

Component Inventory and Serialization

Identify specified items as repairable components

H Meets

Identify specific units in inventory by serial number for serialized components

H Meets

Provide the capability to separately track components in inventory based on the component status (i.e. separate quantities, costs, bin numbers, etc.) for newly purchased, rebuilt or repaired items in good working order and items in bad working order and in need of repair

H Meets

Provide the ability to value components differently based on the component’s status (new, repaired, awaiting repair)

H Meets

Allow the option of valuing bad components at standard cost (core value)

H Meets

Allow for valuing good components at average or actual repair cost

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Provide the ability to identify the quantity of units in each status for a specific component (i.e., quantity new, rebuilt, bad order)

H Meets

Receive repaired components at the designated work cost for the rebuild work order

H Meets

Support exchange of bad components (requiring repair) or cores for good components from inventory

H Meets

Designate items requiring an exchange of the bad part upon issue from inventory

H Meets

Track and report exchanges pending by user and by location, based on components issued with no bad part exchange

H Meets

Allow reclaim of bad component into inventory at standard cost (credit the user account)

H Meets

Support inventory transactions for component repair/rebuild

H Meets

Issue bad components from inventory to a purchase order or internal rebuild order for repair

H Meets

Track the number of bad components issued for repair by repair location (internal department number, vendor number, etc.)

H Meets

Receive internally repaired components at the value specified by the work order cost

H Meets

Receive externally repaired components at actual vendor repair cost

H Meets

Scrap unrepairable bad components from inventory; ability to generate inventory adjustments

H Meets

Provide the capability to record changes in serial number when a vendor provides a replacement core or component

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Track specified items by serial number

H Meets

Store serial number for individual components (units) H Meets

Record serial number on all inventory transactions

H Partially meets

Maintain current status (condition, location) of serialized components

H Meets

Allow on-line query of status and transaction history by serial number

H Meets

Support warranty related inventory transactions

H Meets

Track components reclaimed as warranty failures (at good component cost) pending warranty repair

H Meets

Issue components for warranty repair H Meets

Receive warranty repairs at zero repair cost (no inventory value adjustment, e.g., move quantity pending warranty to good quantity on-hand)

H Meets

Grant Material Tracking

Allow for specifying material as purchased with public funds (capital material)

H Meets

Allow allocation of capital material by funding source and capital project number

H Meets

Allow for separate inventory value, quantity, and G/L account code/cost center for capital material

H Meets

Track material on-hand, reserved, and issued by capital project/funding source

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Provide the capability to track “capital spares” (spare material purchased with an asset and included in the overall cost of the asset) without double charging when the material is used.

H Partially meets

Inventory Accounting/Valuation/Adjustments

Record G/L account numbers and cost centers for all inventory transactions

H Partially meets

Allow inventory to be valued at a system average cost across all locations

H Meets

Automatically update inventory item value based on price related inventory transactions (e.g. receipts, returns to vendor, etc.)

H Partially meets

Automatically adjust inventory item value based on invoice price changes and cascade changes for transactions occurring since receipt

H Meets

Allow manual adjustment transactions for authorized users

H Meets

Allow adjustments to physical quantity on-hand H Meets

Allow adjustments to inventory value

H Meets

Allow inventory scrap/write-off transactions H Meets

Allow text comments/notes for each adjustment transaction

H Does not

meet

Allow default G/L account numbers and cost centers for inventory adjustments

H Meets

Generate G/L and cost center adjustment transactions for all value related inventory adjustments

H Meets

Section Req.


Priority (H/M/L)

Current System

Capability

Maintain audit trails for all inventory transactions

H Partially meets

Maintain balance between inventory value and user specified G/L inventory asset account and cost center

H Meets

Charge expense account for material cost upon issue

H Meets

Increase inventory asset upon material receipt H Meets

Increase inventory asset upon reclaim/return to stock H Meets

Charge expense account for write-offs and adjustments H

Inventory RF Bar Code Processing

Allow use of RF bar code readers on-line for all inventory transactions (issues, receipts, returns to stock, picks, reclaims, transfers, cycle counts, etc.)

H

Print bar code labels on demand by location, by item or bin sequence on system documents such as requests, receiving reports, etc.)

H

Provide cycle count lists in bin order on hand held units

H

Allow user to record counts on-line through hand-held units

H

Ensure compatibility with AC Transit barcode system including software and hardware

H

3. Interfaces

Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Interface

PeopleSoft ERP

System

The PeopleSoft ERP system

will need to interface with

the asset management

system to obtain and

mirror purchase order

information in real time,

item information, vendor

information, and voucher

information (manage

service and maintenance

contracts). The asset

management system will

need to send parts and

requisition information to

PeopleSoft. Potential need

for human resources

information such as staff

schedules, labor

classifications, and

burdened hourly costs to

support tracking of labor in

the asset management

system. It is anticipated

that TimeLink will interface

Bi-directional High



Interface

with PeopleSoft and the

labor information will then

be transferred to the asset

management system.

DJQBAT Barcode reader and label

printer software that will

need to both receive and

send information to the

asset management system

in real time

Bi-directional High

Fleet Watch Need to receive in real time

fuel & fluid (oil, coolant,

etc.) consumption and

mileage tracking system for

both revenue and non-

revenue vehicles.

Send vehicle status and

location to Fleet Watch.

Bi-directional

(in to asset

management

system)

High



Interface

SATCOM/future

CAD/AVL system

Need to receive in real time

Computer Aided

Dispatch/Automatic Vehicle

Location (CAD/AVL)

information for road calls

and operations/onboard

system data as needed;

may be used in future to

support comparison of

scheduled transportation

by OCC with vehicle

availability and to track the

physical location of

vehicles.

Uni-directional

(in to asset

management

system)

Potential future

data flow from

asset

management

system to

CAD/AVL to give

vehicle

availability for

vehicle

assignment

High

Road Calls Need to receive in real time

information from road call

tracking web application

that coordinates

Maintenance and

Transportation findings for

each road call.

Uni-directional

(in to asset

management

system)

High



Interface

Labor Batch

Uploader

Need to receive mechanic

labor hours from labor

batch uploader, unless

labor hours tracking

functionality is provided

out of the box by the

system

Uni-directional

(in to asset

management

system)

High

SCADA systems

(future)

SCADA systems may be in

place at future BRT stops

and could provide

important real time

information on asset

condition and maintenance

needs. SCADA systems may

also monitor facilities

systems in the future

Uni-directional

(in to asset

management

system)

High

Spreadsheet data

import

Support batch upload of

data to the system from

standard spreadsheet file

formats to import various

types of data from vendors

(e.g. configurations, parts,

work orders, etc.).

Uni-directional

(in to asset

management

system)

High

4. General Requirements

This section presents the general requirements for the asset management system. These requirements present the non-business characteristics

of the system and primarily apply when the server hardware is on-site. Many of these requirements may not apply in case of Software as a

Service (SaaS) offering.

The general requirements are divided into the following functions:

Security: These requirements describe the need to control access, and include controlling who may view and alter application data. Audit trail: These requirements indicate the activities that will be recorded in the application’s audit trail. Reliability: These requirements list the acceptable level of reliability Recoverability: These requirements deal with the ability to restore function and data in the event of a failure. Usability: These requirements relate to the ease of use of the system, including responsiveness to user input Reporting: These requirements list general reporting capabilities that are expected from the system Data retention: These requirements list the requirements relating to retaining data that is entered in the system and being stored within

the system.

Section Req. # Req.

# Business (Functional) Requirement

Priority

(H/M/L)

4.1 Security

Capability to protect Application Data from contamination

and/or erasure by users. H

Capability to protect sensitive AC Transit and contractor data

from casual access. For example a supplier’s specific cost

information.

H

Section Req. # Req.


Priority

(H/M/L)

Capability to provide a user logon interface that is designed to

allow access to specific data by designated users within AC

Transit. For example, users in the Maintenance Division may

not need access to facilities data. Also, some users need an

access for a specific purpose such as preparing reports, while

another user may need full administrative access.

H

Capability to restrict access to a limited number of individuals

with permission to alter data tables, applications and other

database configurations. For example, in order to protect the

integrity of the data, only designated members of the IT

section shall have these permissions.

H

Capability to limit some users to "View Only" access in

specified parts of the system. H

Capability to monitor and control access to interfacing

systems, by restricting other systems’ access by an additional

layer of password security or other means.

H

Capability to provide a robust authentication procedure to be

employed for all logins. For example, VPN remote access may

be allowed with authentication.

H

Capability to require passwords to be changed on a regular

basis. For example, the system should prompt the user every

three months to request a change in password.

H

Section Req. # Req.


Priority

(H/M/L)

Allow users to request password reset requests from the web

interface. Users should be assigned temporary passwords and

required to change at first login.

M

Allow users to choose from multiple roles if the user is

assigned more than one role (e.g. Project Manager,

administrator).

H

Facilitate Single Sign-on to use enterprise login information

for staff and allow use of VPN or request login credentials for

web-based modules.

M

4.2 Audit Trail

Capability to provide a report of the date & time, any

changes, adds or deletes made and the logon ID of the user

accessing monitored data files. For example, in the event of

data corruption, erasure, or other contamination, a report

shall be available to detail user recent activity.

H

Capability to segment users by division and configure audit

capabilities only to users with access to the defined

databases.

H

Section Req. # Req.


Priority

(H/M/L)

4.3 Reliability

Capability to meet a Monthly Mean Time to Repair (MTTR)

performance of five minutes. MTTR is figured by dividing

total system down time by the number of outage occurrences

for the month.

H

Ability to provide same-day replacement for failed hardware

parts causing system outage (down-time) and twenty-four

hour turn-around time for repair and/or replacement of

defective parts.

H

Capability to perform system backups that are transparent to

the administrators, providing a clear status of backups and

restores.

H

Capability to preserve system configuration and preferences

through any upgrades applied to the system. H

4.4 Recoverability

Capability to provide data redundancy to protect against loss

of data due to system failure In the event of a total failure of

the system, the database shall be recoverable and be

restored to the image that existed at the time of failure.

H

Section Req. # Req.


Priority

(H/M/L)

Capability to recover from or not be impacted by a

commercial power failure. A given power failure may be just

from a moment to many hours. It is expected that all

functionality and data access would remain intact. An

alternate source of power shall be available and the system

should be wired to that source of power in emergencies.

H

Capability to restore full functionality and data integrity

within thirty minutes of detecting the failure. Critical

hardware spares and recent system & data backups shall be

available on site.

H

Capability for provision of remote technical support for the

system, including monitoring, diagnosis, and repair of issues. H

4.5 Usability

Capability to provide response to user queries in three

seconds or less. For example when an icon or menu item is

selected, the user should notice no delay in viewing the

requested screen or data list.

H

Capability to support a high transaction volume and provide

users with real-time data. H

Capability to provide user multi-tasking with system screens.

For example, a user may have multiple screens open and

active while also using other application screens.

H

Section Req. # Req.


Priority

(H/M/L)

Capability to provide system user documentation that is

comprehensive, clear and easy to use. System user

documentation shall provide quick answers to questions

regarding the navigation of the system screens.

H

Capability to configure the system, including user screens to

change terms and process workflow to match AC Transit

requirements, and to increase usability by different divisions

(e.g. fleet maintenance, facilities maintenance, etc.)

H

Capability to print various screens in a “print ready” format

for review and other purposes H

4.6 Reporting

The system shall provide the ability to export data to an

external reporting tool using an ODBC connection H

The system shall provide the capability to create both canned

(built-in) reports as well as ad-hoc reports based on database

fields

H

The system shall support recurring, automated report runs at

a user-scheduled interval H

Section Req. # Req.


Priority

(H/M/L)

4.7 Data Retention

Ability for the administrator to delete old records as required.

It is anticipated that the records will be archived most of the

time and not deleted, but a deletion may be required in case

of duplicate entries or other unforeseen circumstances.

H

Capability to store project related data for an indefinite

period of time. For example, project related data may be

retained for the life of the asset. There may be varying

degrees of retention requirements throughout the system

database, from "none" to indefinite.

H

Ability to save data in a common or easily accessible format.

This may include .pdf, MS Word, MS Excel, or other common

format. This ability will enhance the function of emailing

and/or printing.

H

Documents

1. Vehicle and Facilities Maintenance Requirements