About data collection data elements

Data collection data elements represent the different pieces of information that can be collected as part of various processes. You set up data elements as a code and description with an associated type. Types of data elements are boolean, date, lookup, numeric, and text. This lets a company define data elements that specifically meet its data collection needs. For example, to record the temperature of a facility or different parts of a facility, set up a numeric data element with a code and description indicating it represents temperature.

Data collection lines

Information is recorded for master records. Because there is a wide variety of scenarios in which a company might want to enter data, many different types of master record can be set up for data collection. These are: locations, customers, vendors, items, resources, zones, bins, work centres, machine centres, and maintenance assets.

Each master record has data collection lines to which you can assign data elements. You can define data collection lines for shipping, receiving, and production activities. You can also set up data collection lines that are not associated with any activity type. Specifying an activity type for a data collection line indicates that the line applies to those activities in which the master record is involved. For example, if you enter a production data collection line for an item record, you can record information for the assigned data element as part of any production activities in which the item is specified.

You can assign the same data element to different data collection lines for the same master record. If you want to record the same piece of information for an item whenever it is shipped or received, enter that data collection data element on both shipping and receiving data collection lines for the item.

Recurrence

Certain data collection activities may represent the monitoring of business processes. For example, the equipment used in a production activity may need to operate within particular parameters, such as temperature or speed. In such a scenario, the data collection process must be repeated periodically.

You can set up a master record's data collection activities to occur on a recurring basis. Define the frequency with which a recurring activity should occur. Additional settings can influence how the entered frequency is applied to the data collection line.

Recurrence settings generate additional data collection requirements for a particular data collection activity. If a data collection line is set up with a scheduled recurring frequency of 15 minutes, that line creates a new data collection activity every 15 minutes.

Alerts

A key goal of data collection is to ensure that processes act according to defined standards. Regularly recording a facility's temperature, for example, lets you see if it is currently too hot or too cold and make the necessary corrections.

You can set up alert groups that represent different types of issues with data collection, such as situations where a recorded value does not meet defined targets. An alert group is associated with one or more users. Once defined, assign alert groups to data collection lines. When data collection results differ from expected values, the members of the related alert group are notified. Once notified, these group members can take the necessary steps to resolve the outstanding issue.

You can also set up and assign alert groups to data collection lines for missed data collection. If a pending data collection activity does not occur according to schedule, an alert is sent to that group's users. This acts as a reminder to perform the expected data collection.