Setting up ACES Base Files

1. Asset Priority
2. Asset Life Assessment Scoring
   
3. Condition Assessment
   
4. Asset Adjustment
   
5. Consequences
   
6. Consequence Rating
7. Probability Assessment
   

Asset Priority Mapping

1. Navigate to the Asset Priority Mapping Base file.
   
2. The Risks have already been configured for the standard Consequences however new Risks can be added or existing ones modified in any way to suit a user's organizational needs.
   
3. To define a new Risk, click "Add" and the option to set up a custom mapping will appear.

1. Allocate the Risk Level.
   
2. Select a Risk color that applies to the Risk Level that has been defined and then click Apply at the bottom of the color wheel.
   

1. Capture the Risk (Asset Priority) Description.
2. Click "Update" and the new Risk will be added to the grid.
   

Editing Existing Risks

1. Select the Risk that you wish to modify from the list. 
   
2. Click the Edit button.
   

1. Update the Risk details.
   
2. Click Update and the changes will be reflected in the grid.
   

Deleting Risks

1. Select the Risk that you wish to Delete or remove.
   
2. Click the Delete button.
   

1. Confirm the Delete action by clicking the Delete button and the Risk will be removed from the grid. If this action was not intended, click Cancel.
   

Asset Consequence Numbers

The next step is to define the Risk Matrix which is the second section of the Asset Priority Mapping Base file. Every Risk is associated with a particular consequence number. The reason for this is that multiple assets can be ranked "highly critical" but in order to establish the priority of these "highly critical" assets, we must define the consequence number range. As an example, highly critical risks can be associated to the consequence number range of 7;8; and 9 but to determine priority we can say that the asset with the consequence number 9 is a higher risk than an asset with a consequence number of 7 or even 8. Again, all of these consequence numbers are dependent on what your organization has prescribed.

Adding the Asset Consequence Numbers

As mentioned above, the Risks for standard consequences will have already been defined upon the purchasing of ACTOR. This means that the Consequence Numbers would have also been defined however, a user may create new or modify the existing consequence numbers to suit unique organizational needs. To do this:

1. Select the Risk you have just defined in the steps above.
   
2. Navigate to the Asset Consequence Numbers section.
   
3. Click Add.

1. Capture the Consequence Number.
   
2. Capture the Description.
   
3. Click Update. Follow the same steps if you wish to capture additional Consequence Numbers.

Editing Consequence Numbers

1. To Update a Consequence Number, select the Risk whose Consequence Numbers you wish to update in the Assest Priority Mapping section.
2. Navigate to the Consequence Numbers section at the bottom of the page and select the Consequence Number you wish to update.
   
3. Click the Edit button as illustrated below.
   
4. Update the Consequence Number or Description.
   
5. Click Update and the Consequence Numbers will be updated.

Deleting Consequence Numbers

1. To Delete a Consequence Number, select the Risk whose consequence Number you wish to remove or delete in the Assest Priority Mapping section.
   
2. Now navigate to the Consequence Numbers section and select the Consequence Number you wish to Delete.
   
3. Click the Delete button.

1. Confirm the Delete Action. Click Delete if you wish to continue deleting the Consequence Number otherwise click Cancel if the action is not intended.

Asset Life Assessment Scoring

Based on the asset life which would have been specified by the OEM or Vendor, as well as the condition assessment score which also considers the operating context of the asset, the asset remaining life is determined.

The Condition Rating scores are made up of five options (1 - 5) and the condition rating score is allocated a remaining life percentage to define what each condition rating score means. These definitions may differ from organization to organization and ACTOR makes provision to edit the definition of the condition ratings, however Aladon has adopted the framework below based on Engineering standards and years of previous experience.

1.  Click on the Asset Life Assessment Scoring tab.
2. To edit the definitions of the Condition Rating select it on the grid.
   
3. Click the Edit button as illustrated below, and the fields will become editable.

1. Update the percentages allocated to the Condition Rating score as well as the descriptions. It is advisable to keep the Condition Rating score of 1-5 as this complies to the IIMM (International Infrastructure Management Manual) and ISO 55000 Asset Management Standards however users are not prohibited from doing so.
   
2. Click Update and the changes will be reflected in the grid.

Condition Assessment Base File

The Condition Assessment is conducted on each asset in the asset hierarchy. This is a visual inspection conducted by field teams, typically one electrical, one operator, and one mechanical, review assets in the field in a particular operating context and record the condition of the asset. This can include taking pictures of the asset when completing the condition assessment.

For some asset types, a Condition Assessment template may already exist and can be downloaded from the ACTOR template Library. In another instance the questionnaire will have to be developed from scratch.

Developing the Condition Assessment Questionnaire

1. Select the Condition Assessment tab.
   
2. Click on the drop down to select the Asset Type that you wish to add Criteria for. 
   

1. Navigate to the Assessment Questions section and click Add and the fields will become editable.
   

1. Capture the Question/Criteria. ACTOR will also bring up a list of similar questions as you type to make it easier for the user to just select the question if it already exists.
   

1. Capture the weight of the question between 0-100% represented as decimals i.e. 0,75 or 0,50.
   
2. Capture the Description.
   
3. Click Update.

NB*Below is an example of a Condition Assessment template.

Editing the Assessment Questions

1. Select the question you wish to update.
   
2. Click the Edit button as illustrated below.
   
3. Update the question details.
   
4. Click Update.

Deleting Assessment Questions

1. To delete a question select it from the grid.
   
2. Click the Delete button.

1. Confirm the Delete action and the question will be removed from the grid. Click Cancel if the Delete action was selected by mistake.
   

Adding Assessment Criteria Scoring

1. Ensure that the correct asset type is selected.
2. Select the question that you wish to Add Criteria to.
   
3. Now navigate to the Assessment Criteria Scoring section at the bottom of the screen.
   
4. Click the Add button.
   
   
   

1. Capture the criteria.
2. Capture the score.
   
3. Indicate if the question is overriding. Depending on the operating media, equipment type and criteria, some criteria 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. The overriding criteria is decided upfront based on failure consequences.

1. Indicate if a mandatory comment must be captured for the question criteria when doing the assessment. This is usually done for scores that are higher than 3.
   

1. Click Update.
   

Editing Assessment Criteria Scoring

1. Always ensure that you are updating assessment Criteria for the correct Asset Type.
2. Select the Question whose Criteria Scores you wish to update.
   
3. Navigate to the Assessment Criteria Scoring section and select the Criteria Scores you wish to update.
   
4. Click the Edit button.
   

1. Update the Criteria Scoring details.
   
2. Click update and the latest changes will be reflected in the grid.
   

Deleting Assessment Criteria Scoring

1. To Delete Assessment Criteria, ensure that the correct Asset Type is selected.
   
2. Select the Question whose Criteria Score you wish to Delete.
   
3. Navigate to the Assessment Criteria Score section and select the Criteria Score you wish to Delete.
   

1. Confirm the Delete action by clicking Delete and the Criteria score will be removed from the Grid. Click Cancel if the action was not intended.
   

Asset Adjustment Base file

The asset life can be reduced or extended depending on how the current operating context and how well the asset is maintained. In this Base file, we understand the condition of the asset in relation to the criteria that is used to adjust the remaining life. The prerequisite for this step is a completed condition assessment. The Remaining Life will be adjusted using the average of the Adjustment Categories as in the table below. The user may assess the remaining life based on all the below categories or some of them.

Remaining Life Adjustment Categories	Criteria	Selection	Adjustment	Notes
Installation date	Age of Equipment	35	0.5	Exceeding Useful Life
Duty Cycle	Redundant / Full cycle	Redundant	2.0	Backup (Standby)
Loading	Full capacity	Full	0.8	Full capacity
Operating Environment	Harsh	Coastal	0.5	Corrosive, Dusty
	Mild		0.8	Undercover outside
	Ideal		1.0	Controlled, HVAC
Maintenance	Compliant	Yes	1.0	RCM based
	Not Performed		0.5
Capability and Capacity	Operating within	Yes	1.0	Within design
Obsolescence	Obsolete		0.5
	Current & Supported	Yes	1.0	Spares available
Modifications / Overhauls	Major	Redesign	0.5	Modified after 5 yrs.
	Minor		0.8

Below is an example of an asset life reduction Assessment.

How to capture the Remaining Life Adjustment Categories

ACTOR comes with preloaded Remaining Life Adjustment Criteria as per the table above. The User is however permitted to add their own Remaining Life Adjustment Categories. To do this:

1. Navigate to the Asset Adjustment Base file.
2. In the Adjustment Category section, click the Add button.
   

1. Capture the sequence in which the Adjustment Category must appear in the assessment.
   
2. Capture the Adjustment Category.
   
3. Capture the Adjustment Category Description.
   
4. Click Update.
   

Editing the Adjustment Categories

1. Select the Adjustment Category you wish to Edit. Ensure that the Adjustment Category is highlighted to indicate its selection.
   
2. Click the Edit button- the row for the selected Adjustment Category will become editable.
   
3. Update the Adjustment Category details.
   
4. Click Update and the changes will be reflected in the grid.
   

Deleting Adjustment Categories

1. Select the Adjustment Category that you wish to Delete. Ensure it is highlighted to indicate its selection.
   
2. Click the Delete button.
   

1. Confirm the Delete action and the Adjustment Category will be removed from the grid. Click Cancel if the Delete action was not intended.

Adding the Asset Adjustment Criteria and Scores

Each Adjustment Category is associated with Adjustment Criteria or Adjustment Factors. The average of the Adjustment Criteria scores will be used to determine the Remaining Life. To add Adjustment Criteria:

1. Select the Asset Adjustment Category you wish to add the Criteria to.
   
2. In the Adjustment Criteria section, Click the Add button so that the grid is editable.
   
3. Capture the Asset Adjustment Criteria.
   
4. Capture the Asset Adjustment Criteria Score. This is value should never be greater than 1.
   
5. Capture the Adjustment Criteria Description.
   
6. Click Update. You have now successfully captured the Asset Adjustment Criteria.
   

Editing the Adjustment Criteria

1. To Update Adjustment Criteria, select the Category whose Criteria you wish to update.
   
2. Now select the Adjustment Criteria you wish to update.
   
3. Click the Edit button and the selected field will become editable.
   
4. Update the Adjustment Criteria details.
   
5. Click Update and the updated changes will be reflected in the grid.

Deleting Adjustment Criteria

1. To Delete Adjustment Criteria, select the Adjustment Category whose Criteria you wish to Delete.
   
2. Select the Criteria that you wish to Delete.
   
3. Click the Delete button as illustrated below.
   

1. Confirm the Delete action and the Criteria will be removed. Click Cancel if the action was not intended.
   

Capturing the Adjustment Limits

A user may decide to limit (represented as a percentage) the extent to which the life of an asset can be extended or reduced. This means that the adjustment percentage may never exceed the maximum limits that have been set for the life reduction or extension. In ACTOR, the Positive and Negative Limits come pre-loaded, the user is however able to modify them to suit their own organizational requirements. To do this:

1. Select the Adjustment Category.
   
2. Select the Adjustment Criteria.
   
3. In the Adjustment Limits section, select the Limit (Positive or Negative) that you wish to Edit.
   
4. Click the Edit button as illustrated below, and the selected row will become editable.
   

1. Update the Adjustment Limit.
   
2. Click the Update button and the changes will be reflected in the gr

Consequences Base File

The Consequence Categories are the business goals that each asset is evaluated against when an asset prioritization analysis is conducted as illustrated in the example below: These are the most commonly used categories for analyses. Users can use all, some or define custom Consequence Categories.

Consequence Categories

Safety

Environment

Operating Consequences Include: Customer Service Throughput Quality

Hidden

Scoring Methodologies Explained

There are a number of scoring methodologies used in industry to prioritize assets namely:

1. Sum by Consequence Category (Ivara)
   
2. Maximum Value (VPS).
   
3. Sum the Categories.
   
4. Multiply the scoring of Categories.
   
5. Multiply the weight of that category and then sum.
   

ACTOR is built upon the IVARA scoring methodology for asset prioritization illustrated below. This means that the rules used to determine the Consequence Priority Rating for the above-mentioned consequence categories are hard coded (cannot be edited by the user) therefore do not accommodate other scoring methodologies. Understanding that terminology in organizations may differ, ACTOR has made provision for users to create custom consequence that organizations are familiar with as long as they are grouped within the four standard Consequence Categories available in IVARA. As an example, instead of using the standard Safety consequence, a user may prefer to create a custom consequence called SHE (Safety, Health and Environment) and group it under the Environmental or Safety category depending on the implications of the consequence to the organization.

Assessment Consequence Priority Rating	Consequence Priority Number
Safety, Environmental or Total Operational Consequence > or = or a Hidden Consequence =30	9
Safety, Environmental or Total Operational consequence > or = 28 or any single Operational Consequence = 10 or a Hidden consequence = 15	8
Safety, Environmental or Total Operational Consequence > or = 20 or Any Single Operational Consequence = 8 or a Hidden Consequence = 10	7
Safety, Environmental or Total Operational Consequence > or = 16 or Any Single Operational Consequence or a Hidden Consequence = 6	6
Total Operational Consequence > or = 14 or Any Single Operational Consequence = 5 or a Hidden Consequence = 4	5
Total Operational Consequence > or = 10 or a Hidden Consequence = 2	4
Total Operational Consequence > or = 8	3
Total Operational Consequence > or = 4	2
Total Operational Consequence < 4	1

Adding Consequences

1. Navigate to the Consequences Base file.
   
2. In the Consequence section, there are two tables for Included categories and Excluded Consequences. The consequences in the included list will appear in the ACES assessment.  However, the user is able to exclude those which may not be applicable and add custom consequences to the included list.
   
3. Click the Add button and a pop-up window will appear.
   

1. Enter the name of the Consequence.
   
2. Select the Consequence Category you wish to group the new Consequence under. The user is only limited to the four categories illustrated below.
   

1. Click the Save button on the pop-up and the new Consequence will be added to the excluded Consequence list. 

Including and Excluding Consequences

Note: Users may move consequences between the included and excluded list as they wish. It is imperative to understand however that the Total Operating Consequence that is calculated in the Consequence Rating base file is a SUM of all operating Consequences that are in the included list as illustrated below:

1. To move Consequences to the included list, select the Consequence you wish to move over.
   
2. Select the arrow pointing towards the right as illustrated below and the Consequence will be moved to the Included list.
   
3. Note that Consequences that are in the included list can be color coded based on organizational requirements. When conducting the assessment, the sliders will reflect the color selection for each consequence, and this will also be reflected in the reports.

1. To Exclude a Consequence, select the consequence you wish to move over from the Included list.
   
2. Select the arrow pointing towards the left as illustrated below and the Consequence will be moved to the Excluded list. This means that this consequence will not be available when conducting the ACES Assessment.
   

Editing Consequences

1. To Edit a consequence, select it from either the Included or Excluded list.
   
2. Click the Edit button.
   
3. Update the Consequence Details.
   
4. Click Save and the changes will be reflected in the grid.
   

Deleting Consequences

1. To Delete a Consequence, select it from the Excluded list. It is not possible to Delete a Consequence that is in the Included List. If you wish to Delete a Consequence that is in the Included list, the user must first move the Consequence to the Excluded list.
   
2. Select the Delete button.
   

1. Confirm the Delete action and the Consequence will be removed from the grid. Click Cancel if this action was not intended.
   

Adding Consequence Criteria

Users must define a set of Consequences of Failure for each criterion and attribute a score to each Consequence. The more severe the Consequence, the higher the score. The table below is provided as an example. It is imperative to understand the scores that are allocated to the criteria in this section as these will be used later when setting up the Consequence Rating Base file.

Criteria	Score	Consequence
Safety	40	Multiple Fatalities
	38	Fatality
	34	Disabling Injury
	30	Lost Time Injury
	20	Minor Lost Time Injury
	16	First Aid
	0	No Injury

1. To add Consequence Criteria, Select the Consequence you wish to add Criteria to.
   
2. Navigate to the Consequence Criteria section.
   
3. Now Click the "Add" button.
   

1. Enter the Criteria that defines the severity of the Consequence. Users can add more than 1 Criteria and must decide if any of the Criteria should be given more importance.
2. Capture the "Criteria Score"- The most important Criteria will be given a higher Criteria score. Set the maximum score for each criterion. The maximum score is the highest a criterion can attain during an analysis. The higher the score, the more critical the result of failure. As a general rule, safety and environment are given equal maximum scores, while the sum of all Operating Consequences is equal to the maxi­mums for safety and environment.
   

1. Click The Update button.
   

NB*The scores for each consequence must be less than or equal to the maxi­mum score for that criterion and each must be unique.

Editing Consequence Criteria

1. Select the affected Consequence Category.
2. Select the Consequence Criteria you wish to update.
   
3. Click the Edit button.
   

1. Update the Consequence Criteria details.
   
2. Click the Update button and the changes will be reflected in the grid.

Deleting Consequence Criteria

1. To Delete a Consequence Criteria, first select the affected Consequence Category.
   
2. Select the Consequence Criteria that you wish to Delete.
3. Click the Delete button.
   

1. Confirm the Delete action by clicking the Delete button and the criteria will be removed from the grid. If this action was not intended, click Cancel.
   

Consequence Rating Base File

As explained earlier in the Consequences Base file that the Consequence Criteria are attributed to a score. The more severe the Consequence, the higher the score. This determines the asset’s score for that criterion. The scores for each Consequence Criteria must be less than or equal to the maximum score for that criterion and each must be unique. The purpose of this Base file is therefore to link the Asset Priority to the Consequences that and to set up the rules associated with each of the Consequence Criteria that was defined in the Consequences Base file.

Adding Consequence Rating

1. Navigate to the Consequence Rating tab and click the “Add” button.
   

1. Select the new Consequence that you added from the dropdown menu.
   

1. The Category section will automatically be populated with the Category you selected when adding the new Consequence once you update. Note that in order for the Consequence to appear in the dropdown menu, the consequence must be in the "Included" list in the Consequence Base file and its corresponding Criteria must have been defined for it. If this is not done, the Consequence will appear in the assessment, but the user will not be able to rate it.
   
2. Select a sign from the dropdown menu.
   
3. Capture the maximum score for that Consequence Category- The Consequence Rating Scores cannot be higher than the maximum score captured for the Consequence criteria. Below is an example.
   
4. Select the Consequence Number (Risk) applicable to this Consequence that was defined in the Asset Priority Mapping Base file and the Asset Priority with the relevant color code will automatically be applied.
   
5. Click "Update".

Editing Consequence Ratings

1. Select the Consequence Rating you wish to modify.
   
2. Click the Edit button.
   

1. Update the Consequence Rating details. Remember that the Category will not be editable because it's a lookup of what is captured in the Consequences Base file.
   
2. Click Update and the changes will be reflected in the grid.
   

Deleting Consequence Rating

1. To Delete a Consequence Rating, select it from the grid.
   
2. Click the Delete button.
   
3. Confirm the Delete action by clicking the Delete button and the Consequence Rating will be removed from the grid. Click Cancel if the action was not intended.
   

Probability Base file

The probability of the consequence happening should also be defined and it is a combination of many factors. The Probability criteria form part of the Quantitative Assessment. The purpose of this assessment is to determine whether the assets are performing as intended and are properly maintained and whether assets are operated under design conditions. The probability score is calculated using weights where there is more than one Probability Category.

 ACTOR comes standard with two likelihood categories that are weighted and totaled to 100%. The total Probability is the product of the weighted scores of individual probabilities and will be calculated for each assessment criteria.

In the Assessment, the Condition Score is derived directly from a completed Condition Assessment and cannot be edited but provides input into the Probability of Failure. An excellent rating will have a less likelihood of failure than one with a poor rating. The number is rounded to the closest whole number. 

The O&M protocols score is determined by allocating a score of between 1 and 5. A score of 1 means that the O&M protocols are excellent whereas a score of 5 means O&M protocols are very poor.

Adding Probability Categories

1. Navigate to the Probability Assessment Base file.
2. Click Add and the screen will become editable.
   
3. Capture the sequence in which the Probability must appear in the Probability Assessment screen.
   

1. Capture the Probability.
   
2. Capture the weight in relation to other probabilities. Remember that all probabilities must sum to a total of 100% if there is more than 1. If there is only one probability, then it will be allocated a weight of 100%.
   
3. Capture a description.
   

1. Click Update.
   

Editing the Probability Categories

1. Select the Category you wish to edit from the grid.
   
2. Click the Edit button.
   

1. Update the Probability Category details.
   
2. Click the Update button.
   

Deleting Probability Categories

1. Select the Probability Category you wish to Delete from the grid.
   
2. Select the Delete button and a pop-up will appear.
   

1. Confirm the Delete action by clicking the Delete button and the Probability Category will be removed from the grid. Click Cancel if the action is not intended.
   

Adding Probability Criteria

1. Select the Likelihood Category you wish to add Criteria to.
   
2. Go to the probability Details section and click Add.
   

1. Capture the sequence in which the Probability Criteria will appear in the Probability Assessment.
   
2. Capture the Probability Criteria.
   
3. Capture the Probability Score.
   
4. Capture the Description.
   
5. Click Update.
   

Editing the Probability Details

1. To Edit Probability Criteria, select the Probability Category whose Probability Criteria you wish to Edit.
   
2. Click the Edit button.

1. Update the Probability Criteria details.
   
2. Select the Update button and the change will be reflected in the grid.
   

Deleting Probability Criteria

1. To Delete a Probability Criteria, select the Probability Category whose Probability Criteria you wish to Delete.
   
2. Select the Probability Criteria that you wish to Delete.
   

1. Confirm the Delete action by clicking the Delete button and the Probability Criteria will be removed from the grid. Click Cancel if the action was not intended.