Facilities that use pen and paper to track maintenance most likely use verbal cues when discussing assets, such as "the blow molder on line 1."
This system can be confusing when there are many similar assets or when employees are new. Technicians may end up addressing issues on the wrong equipment due to inconsistent asset naming.
In cases where proper naming isn’t implemented, using detailed run to failure maintenance strategies might still allow operations to continue effectively, albeit with greater risks.
What are asset naming conventions?
An asset naming convention is a standardized system or set of rules used to name assets within an organization, enabling employees to locate assets quickly.
It provides a consistent and structured approach to naming assets, making it easier to locate, track, and manage them effectively. Rather than reporting an issue with the blow molder on line 1, the operator may report a problem with machine L1-BM01 instead.
Why implement an asset naming convention in your CMMS?
Having an asset naming convention in place can make things clearer when implementing CMMS software for the first time.
Locating that air conditioning system in the boardroom can be a nightmare if all the air conditioning systems are labeled the same in the CMMS. Therefore, during the early stages of the CMMS project, it makes sense to introduce a CMMS asset naming convention.
If your CMMS has QR scanning capabilities, you may wonder if an asset naming convention is needed. Yes, placing QR codes on each asset makes submitting work requests easier using a CMMS mobile app. It would be time-consuming to scan QR codes in search of an asset. Ideally, the asset label should have both the QR code and asset naming with clear asset coding standards.
How to design an asset naming convention
There are many factors to consider when choosing a name for your assets. Will the name be easy to remember and identify? Will it be unique enough to avoid confusion with other assets? How long will the name be relevant? Design your asset naming convention to answer these questions and more.
It should be flexible enough to accommodate changes in your assets over time and be easy to use and understand. By examining an asset code example, the technician should quickly identify the asset, its location, type, and purpose.
Numbers alone make it difficult to locate or identify the assets, so use characters to add some meaning to the asset numbering system. A typical asset naming convention may include elements such as:
1. Functional Identifier
This element describes the function or purpose of the asset. It could be a broad category like "Pump" or a more specific function, such as "HVAC Unit." Using similar functional identifiers when designing failure codes helps link each function to its associated failure modes, ensuring smoother maintenance workflows.2. Location Identifier
This element specifies the physical location of the asset within the organization. It may include information such as building number, floor, room, or department.3. Unique Identifier
This element distinguishes one asset from another within the same functional category and location. It could be a sequential number, an alphanumeric code, or a combination of letters and numbers.4. Additional Attributes
Depending on the organization's needs, the naming convention may incorporate additional attributes such as asset type, manufacturer, model number, installation date, or other relevant information.Including the make and model in the asset naming convention makes it easier to search for issues on like-for-like assets in the CMMS.
9 best practices tips when designing an asset naming convention
Here are some tips for creating equipment nomenclature that is clear and concise:
1. Establish a structure for your assets in your facility
Understand your facility layout to establish an effective asset hierarchy before creating the asset naming convention.2. Please keep it simple
A good asset naming convention should be easy to understand and remember. Use terms that are easily understood by those unfamiliar with the equipment.3. Use a parsable structure
By examining an asset code example, the technician should be able to identify precisely what asset it is, its type, and its location. This approach is convenient in a CMMS asset management environment, where the quick identification of assets is crucial for maintaining efficiency.4. Use abbreviations sparingly
Abbreviations can help shorten long names.5. Use consistent terminology
Once you decide on a naming convention, stick to it. Varying the asset naming convention standards across the facility may confuse. The consistent language will make it easier for everyone in your facility to find the necessary assets. Also, if referring to a piece of equipment by its model number, use the same model number throughout your documentation.6. Use descriptive names
A good asset name should clearly indicate what the asset is, where it is located, and its intended purpose. Descriptive names will make it easier to find the asset you need when you're looking for it.7. Be mindful of special characters
Some CMMS applications may treat special characters differently, which can cause problems when used in asset names. For example, a computer may treat a dash as a minus.8. Use a drill-down approach
Each component should build on the parent's asset nomenclature in the asset or equipment hierarchy. For example, the asset code for the blow molder in line 1 (L1) is L1-KR-01.9. Computers and ordering
Your asset naming convention should have a combination of letters and numbers. Computers treat fields that contain numbers and letters as strings. When a computer sorts asset numbering examples like:- Asset 1
- Asset 2...
- Asset 11
- Asset 1
- Asset 11
- Asset 12
- Asset 2
- etc.
Example
Let's look at an asset naming convention example for Coca-Cola. They have numerous plants worldwide. In each plant, they have numerous bottling lines. So, for a Krones bottle blow molder on line 1 in Georgia, we would have:
G1-L1-KR-01
(Georgia Site 1 - Line 1 - Krones blow molder - 01)
Remember that equipment naming conventions should be kept simple and straightforward. Standardized, descriptive names improve efficiency and reduce confusion. It should take a few minutes if you only include the required information. You will use specific components while ignoring others.
Typically, asset nomenclature should have 6-10 components. Additionally, your naming convention should withstand the test of time, allowing for future facility changes or new asset types.
By adhering to a consistent asset naming convention, organizations can streamline CMMS asset management processes, enhance accuracy in inventory tracking, facilitate effective communication among team members, and improve overall efficiency in maintenance operations.
Test your asset nomenclature before implementing it in the CMMS or printing asset codes by quizzing some of your techs. See if they can decipher the code quickly and identify the relevant asset. Feel free to contact me if you need assistance in establishing your asset naming convention.
Phone: +353 1 211 8944 Email: Jeff@zoidii.com.
