Completing an ACES Assessment

At the beginning of an ACES analysis, it is assumed that the Asset Hierarchy or facility, area, or system under review has been set up in AMD and all the ACES Base files have also been configured. This includes the Vendor / OEM Information that must be captured for each Asset and the Asset Types and Asset Classes.

 The Analysis Detail

1. To start a new ACES analysis, navigate to the ACTOR index page and select New ACES Analysis which will lead the user to the Analysis Detail part of the analysis.
   

1. Once you reach the Analysis Detail tab- the user will need to decide upfront if the analysis will be conducted on a single asset or multiple assets. ACTOR has made provision for both options. In this article, we will discuss both options.
   

Completing the Analysis Detail for a single asset

1. Once the Analysis Detail tab is open, the user will notice that the asset tree would have already been pre-loaded with the asset hierarchy that was set-up in AMD as illustrated below.
   

1. Select the asset that you wish to review in the tree. The Analysis Summary will automatically be populated with information about the asset.
2. Capture the Analysis Name and Description.
   

1. Capture any Analysis Notes if necessary.
   
2. NB*The Facilitator can lock the analysis by checking the "Lock Analysis" checkbox as highlighted below. This action prevents anyone from making changes to the analysis except the Facilitator. The reviewers that are added in the Review Group will however be allowed to make comments to the analysis whilst it is still in progress if the "Allow Reviewer Access" checkbox is selected. To do this, please ensure that the reviewers are added first in the Review Group. If the checkbox allowing for reviewer access is not selected, the reviewers will only have access to the analysis as soon as the analysis status is set to "In Review".
   
3. The Analysis Status will automatically change once the analysis is saved.
   

1. Capture the Estimates Start and Completion Dates for the Analysis.
   
2. Capture the project Stakeholders.
   
3. Capture the project Sponsor.
   

1. Click the main Save button at the top of the screen or right click and select Save.

Completing the Analysis Detail for Multiple Assets.

The purpose of the filter is to allow the review of multiple assets by the same Review Group during field inspections. The list of assets to be reviewed is selected based on various filters before the inspection field work begins.

The selection of assets may be by:

1. Process Area
2. Asset Class/Asset Types per process area
   
3. Location Type
   
4. Location ID
   
5. Assets of a certain criticality level etc.
   

How to Apply Filters

1. Select New ACES Analysis on the Index page as explained above.
   
2. In the Analysis Detail tab, select the Filters button at the top of the screen as demonstrated below and a pop-up window will appear.
   

1. Capture a New Filter Name and select the Create button. If there are existing filters that were previously saved the user can select the desired filter name from the dropdown menu. Please note that it is not compulsory to save a filter if it is only for a once off application. Simply skip this step and go ahead and follow the rest of the steps below.

1. If a new filter is being created, select the filters you wish to apply. The example below is for the Asset Class filter.
   

1. Indicate by checking the box if you wish the filter to be applied to the children assets as per the tree structure. If not, leave the box empty.
   

1. Select the Apply Filter button at the bottom of the pop-up screen and the filter will be saved and applied to the analysis. You will notice that in the Analysis Detail tab the assets in the applied filter will be indicated with marked checkboxes in the tree structure. Continue to capture the Analysis Details as you would for a single asset as explained above and save. As you progress with the analysis you will notice that the tree structure will now only show the filtered assets.
2. Select the Clear Filter button if you wish to redo the filter selection process.
   

Adding/Updating Asset Details

It is possible during a fieled inspection exercise to find assets that may not necessarily have been planned to form part of the assets to be reviewed but need to be added to the asset register to be assessed. ACTOR has added a shortcut to the AMD module which is normally the module where the asset register is created and managed to accommodate such scenarios. This functionality also assists field workers to quickly update asset information immediately so that they can continue with the assessment. This functionality has been added throughout the entire analysis.

Updating Asset Information for an Existing Asset

Whether the user is updating asset information for a single asset or an asset that is part of a filter, the steps to update asset information is exactly the same.

1. Select the asset whose details you wish to update.
   
2. Select the Add/Update Location button and the user will be redirected to the AMD module.

1. The details for the selected asset will show in form view where the user can then update the asset details. The user may also select grid view and update the asset details. The examples below will explain both views.
   

The Form View

1. This is the default view that the user sees upon clicking the Add/Update Asset button.
   
2. Update the Location Structure or Equipment Data information.
   
3. Click the Save button as illustrated below.
   
4. Click Apply and Close.

The Grid View

1. The user can select the Grid View tab as illustrated below.
   
2. Double click on the asset row so that the fields become editable.
   
3. Update the Location Structure or Equipment Data information.
4. Click Save.

1. Click the Apply and Close button at the bottom of the pop-up to exit the AMD module and return to the ACES module.
   

How to add the Review Group

The Review Group is made up of the Facilitator, Reviewers and Field Workers or the inspection team. It is a group of individuals who have a thorough understanding of the asset/s under review.

1. First select an asset from the tree. The same Review Group will be used for all the other assets if a filter is applied.
2. Select a Facilitator from the dropdown menu. This is the person who will oversee the entire analysis.
   

1. Select the dropdown to add Group Members.
   

1. Capture the Planned Review Date.
   

1. Select the dropdown Reviewers.
   

1. Capture any additional Notes regarding the Review Group.
   
2. Click Save.
   

Conducting the Consequence Assessment

If an ACAP assessment was done on the asset/s under review, this tab will not be editable as the values from the ACAP module will be carried over to ACES (Provided that the user is licensed for both modules). However, if there is no ACAP assessment done on an asset the user will be able to conduct the Consequence Assessment. To conduct the assessment, the user must:

1. Select the Consequence Assessment tab.
   
2. If a filter is applied, some of the assets in the filter may not have a criticality score and will therefore require a Consequence Assessment to be conducted on each one of the assets. This means that the assets need to be selected individually from the asset tree as illustrated below. If there was no filter applied the asset under review will be preselected for the user.
   

1. Drag the sliders across each Consequence Category for the selected asset. The definition for each score is described in the supporting information.
   

1. ACTOR has made provision for users to capture comments regarding each score for each of the Consequence Categories. To capture a comment, select the add comment icon as illustrated and a pop-up will appear.
   

1. Capture the comments.
   
2. Select the Done button to save your comments. Click Cancel if you selected the add comment icon by mistake.

1. Capture any additional notes if necessary.
   

1. Click Save and the Condition score will be updated on the tree. Note that this is not the Relative Risk score. The Relative Risk score will only be updated once the Probability Assessment has been completed. This is because the Relative Risk is calculated using the Probability score.
   

1. Navigate to the Condition Assessment tab.
   
2. If a filter is applied, select the asset you wish to conduct the Condition Assessment on from the tree. If there is no filter, the asset will be preselected.
   
3. There are two methods to complete the Condition Assessment questionnaire, the first is by selecting the question and then selecting the answers from the dropdown menu. The grey highlight indicates that the row has been selected as illustrated below.
   

1. The second method is to select the question and then selecting the Condition Assessment pop-up.
   

1. Complete the questionnaire by selecting the answers from the dropdown menu. As soon as the answer is selected the other fields will become editable as well.
   

1. At the top of the pop-up, the user can see which question number they are on. The user can use the directional arrows to move to the next question without exiting the pop-up.
   
2. Select the Save button to close the pop-up.
3. As the user completes each question, the Condition Score, Life Reduction and Remaining Years will be updated. Note that the Save button will remain disabled until the minimum Condition score of at least 1 up to a maximum of 5 is captured. This is in accordance with the Internation Infrastructure Management Manual or IIMM which has been adopted by Aladon as the adjustment factor for quantifying remaining life.
   
4. If there are questions that are not applicable, check the N/A or Not Applicable checkbox so that the score of that question is not considered in the overall assessment score.
   

1. Depending on the operating media, equipment type and criteria, some questions may be overriding (have the highest impact on remaining life) and regardless of the scores of the other criteria, will be the determining score for how remaining life is determined i.e. leaking seals on a fuel supply pump as illustrated below.
   

1. Capture notes as demonstrated here
   

1. The user will also be permitted to upload images of the assets condition whilst conducting the assessment as well as supporting documentation. Expand the photos and documents section at the bottom of the condition assessment screen.
   
2. Select Upload to Database radio button where the record will be saved.
   
3. Select Choose File.
   
4. Locate the file you wish to upload.
   
5. Select Open and the file will be uploaded, and your assessment will also be saved.

1. The user can select another asset on the tree to conduct the Condition Assessment on if a filter was applied otherwise, they can continue with the next part of the ACES analysis which is the Asset Adjustment.
   
2. Assets that have a completed Condition Assessment will be indicated in the tree with a green color and those with a red color indicate that a Condition Assessment is still outstanding.
   

Asset Adjustment Assessment

Once the Condition Assessment has been completed, the adjusted life can then be determined using the remaining years from the Condition Assessment and the Asset Life Adjustment factors and or categories. This means that a Condition Assessment must have been completed to be able to conduct the Asset Life Adjustment Assessment. The remaining life can be increased or reduced depending on the outcome of the Asset Adjustment Assessment. Below is a table of common Asset Life Adjustment factors to be considered.

1. Navigate to the Asset Adjustment tab.
   
2. The asset that was selected in the Condition Assessment tab will be pre-selected in the Asset Adjustment tab. The system will prevent the user from changing assets on the Asset Adjustment tab. If you wish to conduct the Asset Adjustment on an asset that is different from the asset which has been preselected, navigate back to the Condition Assessment and change the asset there.
   
3. Select the Adjustment Category dropdown menu and select the appropriate answer. The row will be highlighted grey to indicate its selection. As the user answers the questions, the Life Adjustment and Adjusted Life scores will be updated.

1. If there are Adjustment Categories (factors) that are not applicable in your assessment, check the N/A checkbox and the answers will not be considered during the assessment. Remember that the Adjusted Life is a SUM of all the scores of the adjustment factors. 

1. Capture any additional Notes.
   

1. Click the main Save button.
   

Probability Assessment

The purpose of the Probability (also called Likelihood) Assessment is to determine whether the assets are performing as intended, are properly maintained and whether the assets are operated under design conditions. The below 5 factors which are standard in ACTOR are taken into consideration when conducting the Probability Assessment. Each of these Criteria should also be weighed in terms of relative importance to the assessment team.

1. Physical Condition- The Physical Condition score is a result taken directly from the Condition Assessment Score that has been completed and cannot be edited and provides the input into the Probability of Failure- (consequence occurring).
   
2. Reliability
   
3. Operating Protocols
   
4. Performance
   
5. Design Integrity
   

The Probability of Failure is the Product of Individual Criteria, and it ranges from 1 - 5 where 1 is negligible and 5 is very likely. The Assessor is not required to use all the Probability Criteria and weights should adjust automatically based on the number of criteria selected. The weight is also consolidated to 100%. The total Probability is the product of individual probabilities and will be calculated for each assessment criteria. Please Ensure that the Consequence Assessment has been completed for each of the assets under review to be able to do the Probability Assessment. Failure to do this will prevent the user from being able to save the Probability Assessment.

1. To complete the Probability assessment, select the Probability Assessment tab.
   
2. Again, at this point the asset cannot be changed- it will be preselected for the user in the tree. To change the asset, navigate back to the Condition Assessment and select a new asset and complete the Condition and Asset Adjustment Assessments before the Probability Assessment can be done.
   
3. The Physical Condition score is a result taken directly from the Condition Assessment Score that has been completed and cannot be edited and provides the input into the Probability of Failure- (consequence occurring).
   

1. Drag the sliders across the bar for each Probability Criteria to capture the Probability Score. The supporting information will provide an explanation of what each score means as you drag the slider.
   

1. Users can also capture additional comments in the Notes and Progress Details section.

1. Click the Save button and the new or updated (If initially scored in ACAP) Relative Risk score for the asset will be reflected in the tree. You have now successfully completed an ACES assessment.