Modification for IHMRI


Customization has been done since 2011 according to requirements provided by IHMRI. This appendix provides an operational guide to the customized ACLS for IHMRI.


Equipment Maintenance Management functions

Users and managers need to know when equipment is not available due to being faulty or damaged, or for a scheduled maintenance/service. In addition, a fault notification system needs to be included to allow users to notify the system and therefore management if and when any equipment is faulty, a brief description of the incident or fault, the extent of the damage, and urgency of response needed.

Category                              Description
Green light Equipment all ok
Amber light Needs maintenance but can continue working | handle broken but still operating
Red light Needs maintenance, equipment inoperable | microscope faulty


Incident, other equipment damaged | chemical leak, storage cupboard damaged

In the latter situation the whole room would be shut. In this case all related equipment housed in the same room would need to be marked as “red light” so all users can see they can’t access it. Any user who has booked the equipment in the next X period (day? week?) should be emailed that an incident has occurred that might limit their access to the booked equipment, and to see lab staff regarding maintenance timeframes.

IHMRI requires that lab staff can schedule regular periods when equipment will be out of service (ie un-bookable) for maintenance. This is best done as they add each new piece of equipment to the facility group. At this time, the periodic maintenance requirements and costs, and contractor/maintenance supplier contact details should be added, as well as the cost of the item purchased, and when it is due to be replaced. The dates of each of these events could then be used to provide enhanced ability to pro-actively manage the equipment via the Dashboard, see below.

Other functions required include:

  • Repair/maintenance schedules, that show up on the Dashboard as a reminder to organize them
  • Records of all repairs/maintenance and costs, who performed them, what the problem was, etc
  • Records of whether works were scheduled or unscheduled
  • A place to record:
    • Original cost of item
    • Depreciation
    • Details of service contracts – cost, and what it covers
    • Lifespan of item
    • End of Life calculation, that warns on the Dashboard when it’s drawing close (more notice for more expensive items)
    • Asset numbers
    • Suppliers and supplier details
    • Details of required software
    • Whether it is networked or not
    • Plus an extra notes section for recording things such as computer passwords and anything else we’ve forgotten.

Before continuing to the new features implemented for IHMRI, it is worthwhile to address the terms used throughout the system and this document.

Service: refers to “unscheduled service”

  • Maintenance: refers to “scheduled maintenance”
    • Internal maintenance: performed by local staff
    • External maintenance: performed by external company
  • Incident: refers to anything users wish to report to staff about a facility according to the pre-set incident category
  • Asset: refers to “any facility” to be registered as an “asset”. So an asset must be a facility, but not vice versa
  • Material: refers to any materialized items, be they hard material, software, or an application
  • Labour: refers to any work involved
  • Facility Assembly: refers to assembly parts or components of a facility
Flow Chart of Process

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