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Overview

Energy CMMS provides a comprehensive hierarchical asset management system that allows you to organize, track, and manage all physical assets across your facilities.

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Asset Hierarchy

Assets are organized in a parent-child relationship structure:
  • Top-level Assets: Main equipment or systems
  • Components: Sub-assets that belong to a parent asset
  • Categories: Classify assets by type (Electrical, Mechanical, HVAC, etc.)
  • Locations: Physical placement within hierarchical locations

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Creating Assets

1

Navigate to Assets

Go to Assets > Assets in the admin panel
2

Add New Asset

Click “Add Asset” button in the top right
3

Fill Basic Information

  • Name: Descriptive name for the asset
  • Internal Code: Unique identifier (optional)
  • Serial Number: Manufacturer’s serial number
  • Model: Select from existing models or create new
4

Set Location and Hierarchy

  • Location: Select hierarchical location
  • Parent Asset: If this is a component, select parent
  • Category: Classification (auto-filled from model)
5

Additional Details

  • Status: OPERATIONAL, MAINTENANCE, REPAIR, OUT_OF_SERVICE, OBSOLETE
  • Purchase Date: Date of acquisition
  • Cost: Purchase or replacement cost
  • Responsible: Assigned person
Assets inherit properties from their Model, which links to a Category. This cascading structure ensures consistent maintenance routines.

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Asset Search and Filtering

Use the search bar to find assets by:
  • Name
  • Internal code
  • Serial number
  • Description
  • Location name

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Advanced Filtering

Filter assets using:
  • Category: Filter by asset type
  • Location: Hierarchical location filter
  • Status: Current operational status
  • Family: Group related assets
  • Manufacturer/Model: Brand and model filters
# Example: Filter assets in specific location hierarchy
activos = Activo.objects.filter(
    ubicacion__in=ubicacion.get_descendants(include_self=True)
).select_related('modelo__categoria', 'ubicacion')

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Hierarchical Explorer

Use the Hierarchical Explorer (tree view) to navigate complex asset structures efficiently.
The explorer provides:
  • Location-based navigation: Browse assets by physical location
  • Category-based navigation: Browse by equipment type
  • Quick asset details: Click any asset to view information
  • Bulk selection: Select multiple assets for operations
Navigate through your facility hierarchy:
  1. Start at root locations (Buildings, Sites)
  2. Expand sub-locations (Floors, Rooms)
  3. View assets within each location
  4. Components appear nested under parent assets

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Asset Components

For complex equipment, create hierarchical component structures:
1

Create Parent Asset

Create the main equipment (e.g., “Generator Set #1”)
2

Add Components

Create child assets with Parent Asset field set:
  • Engine
  • Alternator
  • Control Panel
  • Cooling System
3

Configure Maintenance

Assign specific maintenance routines to each component
Deleting a parent asset will also delete all child components. This action cannot be undone.

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Asset Details and History

Each asset provides comprehensive tracking:

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Work History

# Recent work orders for an asset
ots_recientes = activo.ordenes_trabajo.all()
    .order_by('-inicio_programado')[:10]

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Maintenance Records

  • Preventive Maintenance: Scheduled routines
  • Corrective Maintenance: Repairs from notifications
  • Service History: Timeline of all interventions

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Associated Data

  • Measurement Points: Sensors and monitoring points
  • Documents: Manuals, drawings, certificates
  • Photos: Visual documentation
  • QR Codes: Mobile access links

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Asset Status Workflow

Assets transition through operational states:
Status changes can trigger automatic notifications to responsible personnel.

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Floor Plans and Visualization

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Interactive Plans

Pin assets to floor plans for visual navigation:
1

Upload Plan

Go to Assets > Floor Plans, upload facility drawing
2

Create Viewer

Link plan to location, create interactive viewer
3

Pin Assets

Click on plan to place pins, link to assets
4

Add Metadata

Include notes, photos, and status indicators

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Pin Types

  • Asset Pins: Direct link to equipment
  • Notification Pins: Active issues or alerts
  • Project Pins: Construction/modification activities
  • Zone Pins: Area boundaries and labels

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Bulk Import/Export

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Export Assets

  1. Select assets to export (or use filters)
  2. Click “⬇️ Direct Excel Download”
  3. File includes all fields for editing

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Import Assets

Always export a sample first to understand the exact column structure.
Required Columns:
  • nombre: Asset name
  • modelo_nombre: Model name (creates if doesn’t exist)
  • marca_nombre: Manufacturer name
Optional Columns:
  • codigo_interno: Internal code
  • serie: Serial number
  • ubicacion_nombre: Location path (e.g., “Building A → Floor 2 → Room 205”)
  • estado: Status (OPERATIVO, MANTENIMIENTO, etc.)
  • padre_nombre: Parent asset name (for components)
  • costo: Cost
  • fecha_compra: Purchase date (YYYY-MM-DD)
nombre,modelo_nombre,marca_nombre,ubicacion_nombre,serie,estado
"Motor Pump #1","500HP Centrifugal","KSB","Plant → Pump Room","KSB2024-001","OPERATIVO"
"Transformer T1","1000KVA Dry Type","ABB","Substation A","ABB-TX-445","OPERATIVO"

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Asset Relationships

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Compatibility Matrix

Link spare parts and materials to compatible models: 
# Define compatible materials for a model
compatibilidad = CompatibilidadMaterial.objects.create(
    modelo=modelo,
    material=material,
    cantidad_requerida=1
)

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Family Groups

Group similar assets for collective analysis:
  • Energy meters
  • Critical pumps
  • Emergency generators
  • HVAC units

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Mobile Access

Generate QR codes for quick mobile access to asset details and work orders.
Mobile features:
  • Scan QR code to view asset
  • See recent work orders
  • View maintenance history
  • Access measurement points
  • Submit notifications

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Best Practices

Use Consistent Naming

Establish naming conventions:
  • Include location codes
  • Use sequential numbering
  • Indicate asset type

Link to Models

Always assign a Model:
  • Enables automatic routine assignment
  • Standardizes spare parts
  • Facilitates reporting

Set Locations

Accurate location tracking:
  • Simplifies work planning
  • Enables route optimization
  • Supports audits

Regular Audits

Periodic verification:
  • RFID/QR scanning campaigns
  • Update missing data
  • Retire obsolete assets

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Common Workflows

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Register New Equipment

# 1. Create or verify model exists
modelo, created = Modelo.objects.get_or_create(
    nombre="500HP Centrifugal Pump",
    marca=marca,
    defaults={'categoria': categoria}
)

# 2. Create asset instance
activo = Activo.objects.create(
    nombre="Pump P-001",
    modelo=modelo,
    ubicacion=ubicacion,
    codigo_interno="P-001",
    serie="KSB2024-001",
    estado='OPERATIVO'
)

# 3. Assign to maintenance program (automatic via category)

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Decommission Equipment

1

Update Status

Change status to OUT_OF_SERVICE or OBSOLETE
2

Complete Final Maintenance

Close any open work orders
3

Remove from Schedules

Cancel future preventive maintenance
4

Document Disposition

Add notes about disposal, sale, or storage

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Integration Points

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With Maintenance Module

  • Automatic routine assignment based on category
  • Work order generation for each asset
  • Maintenance history tracking

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With Inventory Module

  • Compatible spare parts lookup
  • Material consumption tracking
  • Stock alerts for critical components

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With Document Control

  • Link manuals and drawings
  • Certificate management
  • Compliance documentation

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Reporting and Analytics

Generate insights from asset data:
  • Asset Register: Complete inventory report
  • Depreciation Analysis: Age and value tracking
  • Criticality Matrix: Risk-based prioritization
  • Utilization Reports: Operating hours and efficiency
  • Lifecycle Costs: Total cost of ownership
Next Steps:

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