FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v.4.36.1.0, which incorporates the following:
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v.4.36.0.0, which incorporates the following:
Features
Solutions
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v.4.35.0.0, which incorporates the following:
Features
Solutions
Effective maintenance management relies on accurate, high-quality maintenance data. Yet, human error often leads to inaccurate information being entered into computerized maintenance management system (CMMS) software, compromising its reliability and usefulness. To combat this, many organizations implement barcode systems that streamline data entry, lookup, and retrieval. This article explores how barcode systems work and how they enhance maintenance operations by improving data accuracy, productivity, and day-to-day efficiency.
A barcode system is a combination of hardware and software used to automate data collection through the use of barcodes. This includes:
Barcoding systems are used across industries – from retail and logistics to libraries and event management – to streamline data capture and tracking. In maintenance environments, they are useful for MRO inventory management and asset tagging. Many CMMS solutions include built-in barcode functionality to help enter data, track inventory, and maintain accurate records.
Barcode systems encode data into a visual pattern (the barcode), that can be quickly scanned and interpreted by a computer system. Here’s how the different components of the system work together:
Using a barcode system eliminates the need for manual data entry, reduces human error, and improves the accuracy and speed of data entry and retrieval. Ultimately, this results in faster response times, greater productivity, and more reliable maintenance records.
To get the most value out of a barcode system, it’s important to understand how each component contributes to the overall process. From the type of barcode used to the software that uses encoded data, every piece plays a role in efficient maintenance operations. The following sections explore each component of a barcode system and how they work together.
A barcode is a representation of data in a coded format, usually in the form of parallel lines or a square of strategically spaced pixels. In simple terms, a barcode is a visual “language” that can be read by scanners and software. Barcodes, generated through barcode software, are printed onto labels using specialized printers.
Barcodes represent information that uniquely identifies an asset or inventory item, such as a name or number. The combinations of black and white spaces in a barcode represent alphanumeric characters and follow preset rules depending on their type. When scanned with a laser light from a barcode scanner, the encoded information is translated into readable data.
Understanding the different types of barcodes helps maintenance teams select the best format for labeling assets based on amount of data, available scanning technology, and durability needs. Barcodes fall into two main categories: 1-dimensional (1D) or 2-dimensional (2D).
Examples of 1-dimensional barcodes (left to right): Code 128, UPC, and Code 39
Examples of 2-dimensional barcodes: QR code (left) and Aztec Code (right).
A barcode scanner is an input device used to scan or read a barcode with a laser or camera. Like a keyboard, barcode scanners connect to a computer and enter encoded barcode data into a software application such as an inventory management system or CMMS. Barcode scanners can be either wired or wireless. CMMS mobile apps also use a device’s camera to scan barcodes.
Wired barcode scanners are handheld scanners connected to a computer via physical cord, similar to your computer’s mouse, keyboard, monitors, and other plug-in devices. They are commonly used in retail settings to scan barcode labels on larger items that do not fit on the checkout lane belt.
Wired scanners work well in small stockrooms where the cord can reach where needed, or for barcode scanning small items that are easily moved to the scanner area. Because wired scanners tether an employee to a workstation, they are generally considered less convenient than wireless scanners; however, they often cost less.
Wireless barcode scanners are the most common types of barcode scanners found in a maintenance environment. They, too, are handheld, but are not attached by a cord. Instead, wireless scanners use radio waves to transmit data via a paired USB receiver or Bluetooth connection.
Wireless scanners are preferred over wired barcode scanners because of the mobility afforded to employees. They are easy to carry and can be used to scan assets or inventory in a wider area, though there are some limitations to their range.
Wireless scanners are also integrated into mobile computers that combine the processing power of an onboard computer with the scanning functionality of wireless scanners. While wired and wireless barcode scanners must be connected to desktop computer (or laptop) in order to function, mobile computer scanners allow users to move freely and perform tasks anywhere. However, special software, docking hardware, and drivers are required for use.
Most modern smart devices have built-in camera functionality that can read barcodes, use a barcode scanning app, or support barcode scanner attachments. This allows maintenance technicians using mobile CMMS software to get the full benefit of barcode scanning while maintaining access to mobile work orders and other maintenance data.
Barcode printers are specialized printers used for printing barcode labels for industrial purposes. There is a wide variety of printer options available, offering different degrees of print volume, mobility, type of printing, and printing technology. In addition, organizations must consider the type and size of barcodes to use, as well as the material used for barcode labels, ensuring they hold up against hot, cold, dusty, or wet environments.
Barcode software is a specialized computer program used to generate the 1D or 2D barcodes that get printed onto labels and read by scanners. While there are many standalone barcode software options available on the market, many do not offer the MRO inventory management capabilities required for maintenance management.
Fortunately, many CMMS solutions include barcoding functionality, so no dedicated barcode software is required. Organizations that desire to implement a barcode system are responsible for selecting compatible scanners, printers, and labels.
Barcode technology enhances many day-to-day maintenance management activities. The sections below describe common applications of barcodes in maintenance environments.
Asset tags are barcode labels that uniquely identify physical assets and are directly applied to asset exteriors for tracking purposes. In an ideal scenario, asset tags allow maintenance staff to walk up to an asset, scan the barcode, and perform some action using their CMMS. For example, the system might allow users to look up asset details, view maintenance records, or create a work order for the asset.
Asset tags are useful for organizations that have a large number of assets to maintain. Scanning barcodes reduces human error, ensuring technicians access and record accurate maintenance data for the specified asset.
Because asset tags are affixed to the asset, barcode labels must be able to withstand extreme temperatures, moisture, debris, and vibration without being compromised or lost. Incomplete or missing information invalidates the value of the barcodes. Organizations must choose the barcode printer and labeling materials that best suits their needs.
Read more: What is Asset Management in Maintenance Operations?
Durable assets like tools are also commonly tracked via barcodes. This is because, unlike equipment assets which are largely stationary (except for vehicles), tools are mobile, shared among staff, and change location often. Barcoded tools allow the maintenance department to monitor exactly which tools are checked out, their current locations, and how many are available in inventory for use.
Tool movement is tracked through a check-in/check-out process using barcodes, similar to borrowing books from a library. When a tool is needed, technicians scan the barcode to check it out, reserving it for use. When the tool is returned, it is scanned back in to its storage location.
Read more: What is MRO Inventory Control?
Organizations typically stock hundreds, thousands, and even tens of thousands (or more) of MRO items within a stockroom. The sheer volume of unique inventory items makes it necessary to avoid misidentifying inventory items when completing work orders or replenishing the stockroom.
When applied to stockroom racks, shelves, and bins, barcode labels are useful for identifying the items stored there. This is useful for verifying parts pulled for maintenance work, adjusting part quantities when making kits, and performing physical inventory counts. Stockroom employees save time by scanning barcodes instead of manually typing numbers into the CMMS.
Alternatively, barcodes might exist in a master binder that lists all inventory items along with their corresponding barcodes. When the location of an inventory item is unknown, employees can look up its location in the CMMS by scanning the barcode information into a search field. The system then identifies the exact aisle, rack, shelf, and bin location of the item.
Read more: What is MRO Inventory Management?
Barcodes are a useful tool when used with a CMMS’s purchasing and receiving functionality. When new inventory items arrive and need to be received, employees look up purchase orders by scanning a barcode on the physical PO form. From there, employees then update the status and quantities of incoming purchase order items. Having barcodes in place makes this process much faster and easier, especially when several items are received at once.
Organizations that track vendor item numbers are able to scan the barcode labels on incoming items and match them up with inventory records in the CMMS. Then, organizations are able to generate barcode labels that follow the organization’s internal numbering scheme for tracking and stocking purposes.
CMMS software with barcode capability can generate barcoded paper documents, such as purchase orders and work orders. When these records need to be looked up and updated in the CMMS, all users need to do is click into a search field and scan the barcode. This is a huge timesaver when many items are received at once, or when a batch of work orders is ready to be closed.
Depending on the CMMS, barcodes can provide shortcuts to valuable information. For example, clicking through multiple screens takes much longer than scanning a barcode. After the system recognizes the asset (or document), it can take the user to the record details or present the user with a list of options for what to do next.
Even if scanning a barcode only reduces user interaction by one click, those clicks add up over time. After all, the less time a technician spends clicking around in the CMMS, the more time he can spend actually performing maintenance work.
Read More: What Makes CMMS Software Easy to Use?
The applications of barcodes span nearly every major facet of maintenance management. Fortunately, many CMMS software solutions include barcode technology, thereby making it easier to incorporate barcoding into your maintenance process. As this article demonstrates, there are many advantages to barcoding:
Many organizations struggle with tracking assets and inventory, and experience unexpected shrinkage, stockouts, and delays. FTMaintenance Select’s barcode services save you time in identifying your assets and introduce a high level of accuracy into your organization’s everyday data entry. Contact us today to learn more about the FTMaintenance Select barcode system.
FasTrak SoftWorks, Inc. is pleased to announce the release of FTMaintenance Select v.4.33.0.0, which incorporates the following:
Features
Solutions
Compared to other aspects of asset management, organizations often overlook the importance of implementing effective asset naming conventions. Though often viewed as an administrative task, developing a reliable naming system helps standardize asset identification and makes it easier for anyone managing, tracking, or servicing equipment to understand and communicate about your assets.
In this complete guide, you’ll learn how to create a practical asset naming convention that brings clarity and efficiency to your maintenance operations.
An asset naming convention is an agreed-upon set of rules for choosing the names and numbers used to identify your assets. As mentioned in our article, What is Asset Management?, identification plays an important role in asset management, helping maintenance teams know exactly what they are responsible for managing. Asset naming conventions are developed to ensure consistent identification and improve communication about specific equipment and machines.
In relation to implementing a computerized maintenance management system (CMMS), asset names are used to uniquely identify asset records within the system, making it easy for users to identify, select, and properly track maintenance against assets.
In a CMMS, every record typically includes both a unique identification number – either system-generated or user-provided – and a descriptive name. Though the term asset naming convention is commonly used to describe both of these components together, they serve different purposes:
Can you imagine identifying tens to thousands of assets based solely on a description? Not only would it be exhausting and confusing, it would be highly inefficient. Naming assets makes them easy to identify – but simply assigning names isn’t enough.
The value of following a consistent asset naming convention is that anyone who interacts with your assets – whether now or in the future – can quickly understand what the names represent. By establishing a common “language” about your assets, you can ensure immediate recognition, improve communication across teams, and ensure efficient asset tracking in your CMMS.
You may not realize it, but you are likely already familiar with the concept of naming conventions. Let’s look at a few examples:
Example 1: Corporate Email Addresses
A common way organizations assign employee email addresses is to use a combination of their first and last name. For example, John Doe’s email address may be jdoe@mycompany.com or john.doe@mycompany.com, while James Smith’s would start jsmith or james.smith. This naming scheme is consistent and scalable – Derek Johnson becomes djohnson, Alice Matthews becomes amatthews, and so on.
Because of this pattern, it’s easy to guess Mark Jacob’s email address without need to ask, and there’s no confusion about who was assigned to the address. Of course, there may be exceptions to these rules to accommodate two people who share the same surname or initials, such as James Smith and John Smith. For example, James Smith’s address might be jsmith, while John Smith’s address may incorporate a middle initial (jdsmith) or number (jsmith2).
Example 2: Computer File Naming Conventions
Many organizations use file naming conventions to keep documents organized and easy to find. The University of Wisconsin-Madison’s Research Data Services provides students with clear recommendations for naming files and folders. Their example convention incorporates the following elements for a research file:
Using this system, a file named Mendota_Buoy6_20110711_v2 tells the user that data was collected from Lake Mendota, buoy number 6, on July 11, 2011, and that this is the second revision of the document.
Similarly, Purdue University’s Data Management for Undergraduate Researchers guide suggests that naming conventions include the following elements:
Using this system, the file named 20130503_DOEProject_DesignDocument_Smith_v2-01 is interpreted as version 2.01 of the design document for the DOE Project, created or updated by someone with the last name of “Smith” on May 3, 2013.
Example 3: Phone Numbers
In the United States, phone numbers follow a 10-digit format defined by the North American Numbering Plan (NANP), developed by AT&T. The format is typically represented as NXX-NXX-XXXX, where N represents any digit 2 – 9, and X represents any digit 0 – 9. The structure breaks down as follows:
Phone numbers don’t tell you everything about the person or business you are calling, but once you understand the structure, they provide helpful context before you even dial.
The examples above demonstrate how a well-structured naming scheme makes it easier to interpret what something is. When applied to maintenance management, naming conventions are used to develop asset identifiers that workers can easily understand – appearing on asset tags, equipment labels, and in maintenance software.
In a CMMS, consistent naming helps users search, filter, and locate records more efficiently. Asset names often include meaningful details such as type, location, or unit number. Those same elements can be codified into asset numbers, making unique identifiers more useful and intuitive. This level of clarity ensures that all maintenance stakeholders – from technicians to operations managers – can consistently identify your assets, thereby improving the accuracy of maintenance tracking. It also simplifies the naming of new records in the system.
Beyond assets, naming conventions can also be applied to other maintenance-related resources. In a CMMS, every record needs to be uniquely identified – from inventory and vendors to tasks and labor resources. By formalizing your naming system, your organization can more easily create, find, and manage organized maintenance records.
Given its importance, designing an asset naming convention should be a strategic and intentional process. Organizations typically undertake this effort when transitioning to a new CMMS, consolidating data from multiple sources, or cleaning up legacy maintenance records. Whether you’re preparing for a data import or laying the groundwork for new assets, a well-designed naming scheme ensures consistency and scalability for years to come.
When developing an asset naming convention, it’s is important to think about how your team will use the information and where the names will appear, most commonly in a CMMS. Most CMMS solutions have some or all of the following fields:
In addition, a CMMS may offer dedicated fields for information like asset classification, location, and other attributes. If so, you may not need to incorporate those details into your names or numbers – unless they are especially important to your users.
As mentioned earlier, the term asset naming convention is a bit misleading. In practice, it often refers to both the name and the unique identifier (or number) used to identify your assets. The following sections offer best practices for writing descriptive asset names and creating structured asset numbers.
Asset names provide a human-friendly way to identify assets. Unlike asset numbers or system-generated IDs, descriptive names offer immediate recognition, helping users to understand the assets they work with.
Think of something you have a lot of – like spare parts. It would be nearly impossible to remember or recognize every item based on a number alone. Descriptive names narrow the field and reduce guesswork, especially when assets vary in size, manufacturer, or specification. While asset names may not always uniquely identify every item, they help users narrow down options.
Experts in asset management, such as Total Resource Management, recommend the following naming structures:
This structure describes the asset starting with the broadest category (the noun), followed by more specific descriptors.
Let’s look at an example: Valve, Pressure Relief, Brass.
FTMaintenance Select Product Expert Dave Dulak also recommends incorporating a number when managing multiple units of the same asset. For example, Valve, Pressure Relief, Brass, 001. This makes it easier to identify individual assets if the name is displayed in your CMMS without its formal number.
While descriptive asset names provide an intuitive way to identify assets, they often work hand in hand with asset numbers. A well-designed numbering system can incorporate elements from asset names or represent details in a codified format. The next section provides guidance for creating asset numbers.
Asset numbers, also known as asset IDs, are used to uniquely identify asset records in your CMMS. While many organizations rely on system-generated or sequential numbers, this approach provides little practical value to maintenance staff or other stakeholders.
A well-structured asset numbering system, on the other hand, strengthens asset identification by reinforcing or codifying details from asset names. Together, asset names and numbers form a shared language that ensures clear communication and consistent tracking throughout day-to-day operations. To clarify, despite the term number, asset numbers can be made up of alpha-numeric characters (both letters and numbers).
There are several ways to create meaningful asset numbers, depending on your organization’s needs, existing systems, and users. The following sections present common methods for choosing or designing an asset numbering system tailored to your specific maintenance management needs.
Asset tracking is a shared effort between the maintenance team and other departments within your organization. In addition to the maintenance department, the finance and accounting departments are also responsible for tracking capital assets and their associated costs. These teams also rely on a well-structured numbering system to maintain consistency in financial records.
Start by reviewing how you organization’s accounting team tracks assets, and consider if their system can be applied or adapted for your needs. Even if their numbering format doesn’t fit your workflow, it’s still recommended to track the accounting number or ID in your CMMS. Doing so ensures that both departments have a common reference when referencing the same asset.
Advantages:
Disadvantages:
While there may be pressure to develop an original numbering scheme, there’s no need to reinvent the wheel. Many proven naming conventions already exist. For example, your vendors might use a system that’s easy to adopt, or your employees may offer ideas of what worked well in their past roles.
“Supply.NSN” graphic via Wikimedia Commons, released into the public domain by the creator.
One well-vetted, proven asset naming system is the United States Department of Defense’s National Stock Number (NSN) system. Often regarded as the gold standard in asset numbering, the NSN system is used by governments worldwide because it provides a standardized method to name a large number of items – as many as 6 million and counting!
A National Stock Number itself is made up of smaller subgroups, each with its own coding system. First is a 4-digit Federal Supply Classification Group (FSCG) number, comprised of the Federal Supply Group (FSG) and Federal Supply Class (FSC) numbers. Following that is the 9-digit National Item Identification Number (NIIN). The first two digits are the National Codification Bureau (NCB) numbers – effectively a “country code” that represents the nation assigning the item number. For example, the United States use “00” or “01”, while Canada uses “20” or “21”. The remaining 7 digits are unique, sequentially assigned numbers.
Of course, even widely used naming systems aren’t one-size-fits-all solutions. Basing your asset naming convention on a tried-and-true system doesn’t mean that you can’t make changes. Feel free to take the elements that work best and modify them to suit your organization’s needs. Visit the Defense Acquisition University (DAU) website for more information about the NSN.
Advantages:
Disadvantages:
While it’s often convenient to adapt an existing numbering convention, these systems don’t always align with your workflows, terminology, or user needs. In such situations, creating your own asset numbering system gives you flexibility to make identifiers more meaningful for your team.
The complexity of your custom numbering system may depend on the structure of your CMMS. If your software lacks dedicated fields for information like location or category, you may need to encode those details into the asset number. On the other hand, if your CMMS includes robust data fields to store these details, your asset numbers can be simpler, since the system already captures that information elsewhere.
Advantages
Disadvantages
The following examples illustrate how the level of detail in asset numbers varies depending on the capabilities of your CMMS. Each approach has its pros and cons and should align with your system’s functionality and the complexity of your asset portfolio.
Example 1: Simplified Numbering with Dedicated CMMS Fields
An organization’s CMMS has dedicated input fields to store information such as asset category, location, manufacturer, and other details. The maintenance team opts for a simplified numbering scheme since the CMMS allows users to search, sort, and filter on any input field, so details like category or location do not need to be codified in the number. For this organization, the numbering convention might be AAA-###, where:
Following this format, CNC-001 represents one of the CNC turning centers. A second CNC machine would be CNC-002, and so on. The CMMS displays other information related to the CNC, helping users choose the specific asset in selection screens. This approach works well for organizations with a manageable number of assets, but may not scale as easily in large enterprises.
Example 2: Embedding More Detail into Asset Numbers
An organization’s CMMS has limited fields for tracking asset data. The maintenance team compensates for this by embedding location data into asset numbers. For this organization, the numbering convention might be AA-BB-CCC-###, where:
Following this format, WI-B2-CNC-003 represents one of 3 (or more) CNC turning centers located in building 2 at the Wisconsin location. While this approach helps identify assets at a glance, it is problematic for assets that change locations frequently.
Asset naming conventions do not need to be complex to be effective. The primary goal is to create a standardized system that helps your maintenance team – and others in the organization – quickly recognize assets and equipment. Follow these best practices to create names that are logical, scalable, and informative.
Asset names should make sense to the people using them. For example, a boiler should not be encoded as “XYZ”; instead, use familiar, instinctive abbreviations such as “BOIL” or “BLR”.
Use consistent formatting and abbreviations across all assets. For example, if you abbreviate “chiller” as “CHLR”, use that abbreviation for all chillers. Similarly, use the same number formatting for all numbers. For example, use “CHLR-001”, and not “CHLR-1” or “CHLR-01”.
While asset names may be repeated, CMMS systems require uniqueness in numbering. Ensure each asset number is distinct from one another.
Unless it is critically important, only include information in the asset name or number that isn’t already captured in a dedicated CMMS field. Many systems provide a description field, allowing you to enter comprehensive data about your assets. These fields can be searched to locate specific assets.
Create naming structures that will accommodate new asset records. For example, skip numeric values (e.g., use 100, 200, 300, and so on) to leave room for sub-categories or new additions.
Prioritize using letters over numbers, as they are easier for humans to interpret and understand. For example, use logical abbreviations: PMP for pump, AHU for air handling unit, etc.
Employ a hierarchical structure that starts broad and becomes more specific, allowing users to “drill down” to relevant details. This mirrors the way people naturally search for information and speeds up locating records.
Keep names concise, keeping in mind any character limitations imposed by the CMMS. Names should only include the information that’s necessary to convey to users.
Choose a consistent separator – such as commas, hyphens, or underscores – to make names easier to search visually.
Avoid or limit the use of special characters (e.g., &, /, *), as they may be unsupported and can cause issues in sorting or searches.
Whether cleaning up existing maintenance data or moving to a new CMMS, analyzing your asset naming convention can reveal hidden issues in how your assets are identified. A standardized naming system increases recognition speed, improves communication, and strengthens your asset management operations.
FTMaintenance Select supports your asset management practices by providing a centralized platform to organize and track assets and equipment. By storing all asset data in a single system, it enables more accurate management of your assets, their relationships, and their maintenance needs. With powerful search, sort, and filter options, your team can better visualize your assets and quickly locate critical asset information. Request a demo of FTMaintenance Select today to see how it can elevate your asset management strategy.
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