Plan & Process

Assets Codification Plan

Distribution Safety related: Yes  No 

Activities & services concerned Signatories

Written by Keerthi Kumar

Checked by C. Bureau

Validated by L. Castel

Safety approval by

Head approval

TRACK CHANGES

Rev. Date Modifications made Author

A 06/03/2014 Creation Keerhi K.

MAI_PLA_033_RA_N_Assets Codification Plan Page 1/8

 Assets Codification Plan

1. TABLE OF CONTENTS
1. Table of contents ............................................................................................................................. 2
2. Introduction ...................................................................................................................................... 3
2.1 Purpose ................................................................................................................................... 3
2.2 Field of Application .................................................................................................................. 3
2.3 Terms & Definitions ................................................................................................................. 3
2.4 Normative & Documents References ...................................................................................... 3
3. Result & objectives .......................................................................................................................... 4
4. Approach .......................................................................................................................................... 4
4.1 Symbolic approach .................................................................................................................. 4
4.2 Validation Process for codification .......................................................................................... 5
5. Deployment ...................................................................................................................................... 6
5.1 Roles & Responsibilities .......................................................................................................... 6
5.2 Codification.............................................................................................................................. 6
5.2.1 Equipment ........................................................................................................................... 6
5.2.2 System ................................................................................................................................ 6
5.2.3 Sub-System ......................................................................................................................... 7
5.2.4 Numbering ........................................................................................................................... 7
5.2.5 Asset unique numbers ........................................................................................................ 7
5.3 Validation................................................................................................................................. 7
5.4 Traceability and records .......................................................................................................... 7
6. Assessment & review....................................................................................................................... 8
6.1 Management Review .............................................................................................................. 8
6.2 Audits ...................................................................................................................................... 8

MAI_PLA_033_RA_N_Assets Codification Plan Page 2/8

 Assets Codification Plan

2. INTRODUCTION

2.1 PURPOSE
The purpose of this document is to give the guidelines for asset codification to ensure that
Codification structure is easy to adopt & use for all types of assets managed by using Maximo.
Asset codification enables systematic grouping of similar items & avoids confusion caused by long
description of items.

2.2 FIELD OF APPLICATION

It is applicable to all activities and services related to asset management, and especially to the
Maintenance, Operations and Finance Divisions.

2.3 TERMS & DEFINITIONS

Asset Manageable object that is either deployed or intended to be deployed in an
operational environment

Asset Codification Codification of materials can also be termed as the identification of

materials. This deals with uniquely identifying each item in the inventory.
AMS Asset Management System

KHMRTS Keolis Hyderabad Mass Rapid Transit System

LTMRHL Larsen and Toubro Metro Rail Hyderabad Limited

ITC Item Type Code

AUN Asset Unique Number

2.4 NORMATIVE & DOCUMENTS REFERENCES

Asset management Plan MAI_PLA_023
Quality Manual QHE_POL_001
Maintenance Policy MAI_POL_001

MAI_PLA_033_RA_N_Assets Codification Plan Page 3/8

 Assets Codification Plan

3. RESULT & OBJECTIVES

Codification identifies an asset. Major objectives are as follows:

1) To fix essential parameters for specifying an asset according to its characteristics;

2) To give a unique code number to each asset to avoid duplication and ambiguity;
3) To reveal excessive variety and promote standardization and variety reduction;
4) To establish a common language for the identification of an assets;
5) To put up any future asset in its proper place during its lifecycle;

Also it acts as a communicating medium for an asset among the different users, such as Storage
department, Operation & Maintenance departments, Planning department, Finance, Purchase etc.
Thus, as soon as the item enters into Stores (if item is a new one), it is codified. Once codified, the
same code is used in the cycle of procurement, throughout and for ever.

4. APPROACH

4.1 SYMBOLIC APPROACH

Symbolic approach is implemented in KHMRTS with alphanumeric codification system. Under this
system, a set of Alphabets & numerical code (length pre-decided) is assigned to each asset where
different parts of the code describe:
 Equipment Code 3 letters
 System code 3 letters
 Subsystem code 4 letters
 Incremental number 3 digit

For instance:

Type Code: RST_BOG_BOFR_001

RST BOG BOFR 001

Equipment System Sub-system

RST, PSS, BOG Bogie OBFR Bogie frame Incremental

TRW, OHE, PBS Pneumatic and CEPI Center Pivot numbering
SIG, COM, Brake System WHST Wheel Set
AFC… TRS Traction System DRGR Driving Gear
... …
(as per vendor (as per vendor
hierarchy) hierarchy)

MAI_PLA_033_RA_N_Assets Codification Plan Page 4/8

 Assets Codification Plan

Where,
 RST stands of Rolling stock as an equipment
 BOG stands for bogie as a system of Rolling stock
 BOFR stands for Bogie frame as a sub-system of Bogie.
 001 indicates incremental number

Thus the length of this item code is a 13 characters and it will remain the same for the entire lifecycle
of this asset.

Hereunder are a few other examples of asset codification:

Equipment Incremental
SL System Code Sub-System Code Asset code
code Number
NO. (03 letters) (04 letters) (13 characters)
(03 Letters) (03 digits)

1 RST BOG BOFR 001 RST-BOG-BOFR-001

2 AFC AGM MOTR 002 AFC-AGM-MOTR-001

3 AFC TVM BNTR 005 AFC-TVM-BNTR-001

4 COM RAD RDWS 003 COM-RAD-RDWS-001

5 SIG ATS HMIF 001 SIG-ATS-HMIF-001

6 TRW STP BFST 004 TRW-STP-BFST-001

7 MEP ADM VHCL 010 MEP-ADM-VHCL-001

4.2 VALIDATION PROCESS FOR CODIFICATION

1. Material request done by assistant manager from respective department.
2. All the specifications related to material will be collected by Warehouse manager.
3. Authorised persons from Finance & accounts needs to validate for monetary/Tax related
approvals.
4. Supply chain manager needs to review it for things related to packing, storage & logistics.
5. It needs to be reviewed by Assistant manager from respective department for material
requisition.
6. Codification will be done by Methods engineer.
7. Validation will be done by Chief Technical Officer (CTO).

MAI_PLA_033_RA_N_Assets Codification Plan Page 5/8

 Assets Codification Plan

5. DEPLOYMENT

5.1 ROLES & RESPONSIBILITIES

A. Manager request for codifications and ensure that all asset under his activity are codified.
Methods engineer is in charge of assigning codes, ensuring uniqueness of each code, monitoring and
reviewing asset codifications for all activities.
Chief Technical Officer (CTO) is in charge of validating all codes.

5.2 CODIFICATION

5.2.1 Equipment

This is a closed list of equipments codification in KHMRTS as per chapter 4.2.5 of Document
management plan (QHE_PLA_001):
Sub-System value Acronym
Rolling Stock RST
Signalling & Train Control SIG
Communication COM
Automatic Fare Control AFC
Track Work TRW
Overhead Power Supply OHE
Power Supply PSS
Depot Equipment DEE
Mechanical, Electrical & Plumbing MEP
Civil Engineering CIV

5.2.2 System

The validated list of system codification is defined in Maximo. Hereunder is a non-exhaustive example
of the aforementioned list:
Sub-System value Acronym
Bogie BOG
Automatic Gate Machine AGM
Token Vending Machine TVM
Passenger Information Display PID
Radio RAD
Automatic Train System ATS

MAI_PLA_033_RA_N_Assets Codification Plan Page 6/8

 Assets Codification Plan

Stopping Device STP

Administration ADM

5.2.3 Sub-System

The validated list of sub-system codification is defined in Maximo. Hereunder is a non-exhaustive

example of the aforementioned list:
Sub-System value Acronym
Bogie Frame BOFR
Motor MOTR
Bank Note Recycler BNTR
Controller Card CNTC
Radio Dispatch Work Station RDWS
Human Machine Interface HMIF
Buffer Stop BFST
Vehicle VHCL

5.2.4 Numbering

The numerical field is composed by exactly 3 digits, therefore, the Numbering from 1 to 9 shall be
completed with a “2” zero at the left side of the number (as an example, 5 will be referred as
005).It will take care of different asset types of up to 999 in any high level equipment.

5.2.5 Asset unique numbers

2 items of same type will be having similar asset type code, followed by asset unique number, it will
be either series number, or taken from the supplier, or written on the asset itself.

5.3 VALIDATION
Once the code is assigned by the Method engineer, it needs to be validated by the CTO.

5.4 TRACEABILITY AND RECORDS

All activities related to asset codification and outcomes of these are recorded in the AMS as the single
source of information. This information includes:
 Validated list of assets codification;
 Traceability in classification of systems and sub-systems of any assets;
 Non duplication of asset codification (Uniqueness in code).

MAI_PLA_033_RA_N_Assets Codification Plan Page 7/8

 Assets Codification Plan

6. ASSESSMENT & REVIEW

6.1 MANAGEMENT REVIEW

This document is under the control of the Methods Engineer, and it is validated by CTO for any
modification. It is reviewed on a yearly basis by the Methods Engineer to ensure consistency and that
information is up to date.

6.2 AUDITS
Audits will be conducted on a regular basis by the QHE division, as per Audit Plan (QHE_PLA_004),
to control particularly:
 that the Asset Codification is properly monitored;
 that there is no gap between what is recorded in Maximo and the reality;
 The Readability of the data in the AMS;
 Availability of Complete list of codification for major assets;
 …

MAI_PLA_033_RA_N_Assets Codification Plan Page 8/8