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DIPS a software for inventory management in the oil and gas sector
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DIPS
Drilling Inventory and Procurement Systems
Software for Materials Management
History
Proprietary Software for over 15 yearsOngoing enhancement under the guidance of actual materials managersNow available on a commercial basisLease for just the period requiredContact: [email protected]
Main features
Build and maintain your own materials catalogue with multiple search criteriaCreate Wells and BOMs, MSRS, Manifests, Material TransfersAutomatic Inventory TrackingAudit reportsMultiple independent sites supportedProgram overview
Relational database usedMultiple sort criteria Consistent interfaceExtensive use of reference codesLookup tablesReports - On screen, printed or PDFOn screen HelpTable view of data
Navigator
Sort on columns with blue headers
Each row corresponds to a record
Each column is a field
Edit view of data
Lookups and drop down lists for easier selection
All fields visible at once
Edit screen Toolbar
Exit
Preview
Text file
Reports
Help
First
Previous
Next
Last
Navigation
Add
Delete
Edit
Save
Editing
Cancel
Refresh
Sort
Materials Catalogue
Unique model number as identifier, with each site having its own rangeShort and long descriptions, size and unitsAdditional categorisation by type, class, nomen etc.Ownership to identify rentals and consignmentSerial and stock numbers can be recordedMultiple sort and search criteriaImages and PDFs can be associated with a model numberMaterials definition screen
Automatic, unique model number
Descriptive fields
Categorisation and identification
Image files
The Information file can be a PDF or an image such as a BMP or JPG file.
If an image file is specified and Show images is checked then the image will be displayed, scaled to fit in the image box
PDF files
For a PDF, the file is displayed in a separate window.
This has the same features as Acrobat viewer, including the ability to scroll, scale and print the file.
Auxiliary files for Materials
Classes related to the material usage Eg Bits, Casing, Test equipmentTypes related to ownershipEg Stock, company, licence area, joint ventureSort fields add user defined sort order for a classeg Size, Connection, makeCommon model numbers link physically identical items that may have different ownership, serial number etc. and hence different actual model numbersCondition codes new, used, damaged etc.Ownership Rental, consignment or purchasedModel number lookup
Sort/selection criteria
Filter/search criteria for selected sort order
Ownership criteria can restrict display to eg rentals
Images can be displayed
Matching items are displayed in the grid
Select highlighted record by clicking button or double clicking on the record in the grid
This screen can be displayed when searching for model numbers in the catalogue screen or whenever a model number is to be entered, eg in a BOM, Manifest or MSR
Reference codes
Suppliers, depots and contactsBases and contactsCarriers and contactsVias (delivery/transport instructions)Rack catalogue and position (for stocktakes)Stock accountsExample reference code screen
Short code for reference in Manifests etc
Description and address
Check boxes to indicate if inventory is tracked, and whether base is used in Air, Boat or Road manifests.
Name and Contact details
Short code for reference in Manifests etc
If checked then default contact for the base. Automatically selected in manifests
Codes can be generated from name or a prefix
Wells
Short code for reference in Manifests etc
Turn off active flag when completed to reduce choices in drop down lists
Descriptive data is added
Wells are always inventory locations.
Drilling Sequence & BOM
Sequential list of drilling activities
Bill of Materials for select activity
Model number entered or looked up.
Description is displayed
Each item is given a priority, load out code and status.
Load out check lists can be created.
Auxiliary well files
LicencesAreasCompaniesDrilling activitiesManifests
Air, Boat and Road manifests to record movement of items between locationsEquipment manifests to record assembly/disassembly of items from other items (eg creating pup joints)Daily consumption and recovery on wellsManifest headers
Define source and destinations typesCan be bases, supplier depots, wells or carriersSelect source and destination codesFilter by manifest type and for active locationsContacts can be selectedCarrier and contact selectedAccounts, Dates etc also includedManifests details
List of model numbers and quantitiesLocation source, destination or on carrierInventory flagContainer detailsSupplierDangerous goodsRemarksInventory tracking
When the location of an inventory item changesItem is removed from the Source inventoryItem is added to Carrier or destination inventoryProgram checks for sufficient inventory before removing it and gives confirmation or error message when record is saved.Boat manifest header
Automatic manifest number for users site
Source and destination types, codes and contacts
Carrier codes and contact
Dates, voyage details and remarks
Part of lower grid which has the item lists
Boat Manifest Deck Cargo
Select details to display. Container and bulk tables are similar
Change location of all items
Item model number, quantity and other details
Work Boat Manifest
Used mainly for bulk items held on the work boat
Road and Air manifests
Automatic manifest number for users site
Source, Destination and carrier types, codes and contacts. And transport instructions (vias)
Accounting and date details
Details similar to Boat manifest but only a single list is used
Copying and moving manifests
Source manifest type and code is selected. For a boat manifest the details table is also selected.
Destination is the current manifest in the calling screen. The location of the copied items is selected.
Items can also just be deleted.
List of items in the source manifest
List of items selected to be copied to the destination manifest
Button used to move items between lists and reorder destination list.
Items can also be moved by double clicking them.
To create a move, check delete from source
This option copies items between different manifests of different types, without checking inventory levels. Inventory levels are updated but may go negative.
Equipment manifests
Automatic manifest number for users site
Source type and code selected
Charge and date details
List of items consumed
List of items produced
Equipment manifests allow inventory to be updated when items are combined or broken down into other items
Consumption and recovery
Header defines well and date
Model number and quantity consumed or recovered
Well inventory is updated
Inventory
Base, Well and Carrier inventoriesAffected by manifests, consumptions and recoveryStock inventoryAffected by material TransfersRack inventoryMaintained manuallySnap shots saved as stocktakes.Inventory Table
Tracks model number quantities at locations
List can be restricted to single location
Initial quantity copied from previous archive
Recalculation from manifests etc.
Delete records with 0 quantity
The same structure is used for base, well and carrier inventories.
Inventory recalculation
Select a specific location or all locations
Similar options for base, well and carrier inventory
A single model number or all model numbers can be processed
Optionally display model numbers that result in negative quantities.
Rack inventory
Header contains location, including rack details
Details are lists of model numbers and quantities
This table is manually updated
A stock take is a snapshot of the inventory on a particular date
Audits
Reports on model number transactions and movements.Lists manifest, consumption and recovery records for the model numberCan include all transactions for a model number or only those affecting a selected locationAudit definition
The model number audit displays all transactions that affect a single model number.
Alternatively, the quantities of the model number at each location are displayed.
The location audits show the movements of a range of model numbers into or out of the selected location
Audit reports
Model number movements
Model number locations
Location audit
Procurement
MSRs can be definedThese can become POsPayments, shares, remarks can be defined for MSRsCurrencies and exchange rates can be definedStandard terms and conditions are definedMSRs
MSR numbers assigned sequentially for each site
Charging details
Supplier and delivery details
Dates
PO/WO details
Order value and currency
Order details
Model numbers, quantities and costs
MSR additional details
Select details to display
Standard terms and conditions to be displayed at the end of the MSR or PO
Payment schedule
Invoices processed
Additional wells or stock accounts sharing the cost of the
MSR
Balance goes to Well/stock account in the header.
Payment schedule
Projected payment schedule for all MSRs combined
Payment report
Currency
Currencies for use in MSRs and Material Transfers
Exchange rates for the highlighted currency at different dates.
Standard Remarks
A set of standard terms and conditions is defined for use in MSRs
The code is used in MSRs to reference the longer remarks which are displayed in the reports.
Material transfers
Used to track financial ownership of items, rather than physical locationCurrency can be specifiedUpdates stock account inventorySimilar format to Well and base inventory but includes cost dataAudit of MT transactions also availableMaterial transfer screen
MT number automatically assigned based on site code
Select kind of MT from list
Depending on the kind, one or more accounts may be required as well as other information
A list of model numbers, quantity and cost
Sites and Transfers
Each site uses different ranges for model numbers, manifests, MSRs and MTs to ensure unique numberingAs records are changed, an export list is updated.On a regular basis (eg daily) exports are exchange between remote sites and the master site, ensuring the databases are kept in synch.Export is via emailUpdate sequence
Site A runs an export and emails it to site B as a zip file.Site B unzips the file, imports the changes and processes successesSite B then exports to Site A, who in turn runs successes and imports.The Master site would normally receive all exports, then export to all other sites.Sites
Up to 10 sites numbered 0 to 9 can be defined. Site 0 is the master site
Each site has a unique 1 letter code, used in MTs and manifests
The directory is used to hold imports and exports from the site
Only active sites are include in the import/export scheme
The range of model numbers and a prefix for MSRs are defined so each site creates unique numbers.
The office name and the email address can be entered
Export list
This list is updated by the program whenever a record is changed or deleted
The table name and key value point to the record that has been changed
The time the change was made is recorded. When the record is exported the time of export is added to the record.
When it is imported at the other site the import time is added.
When a record is changed, all the active sites are check as needing to be updated. As each site successfully imports the record, its box is unchecked. Once all boxes are unchecked, the record is deleted.
Export dialog
Select the sites to update. Normally a remote site would only update the master site, while the master site would update all sites.
The normal sequence is to Export, then create zip file and then email the zip files.
However various checks can also be run.
Validate checks that Delete and Change instructions match the
existence or otherwise of the record.
Rem Dup removes duplicate exports of the same record
Clean up removes exports to inactive sites and the host site
The progress and number of records exported is updated as the export is running.
Unzip, Import and Successes
These dialogs are essentially the same, showing the sites, allowing a selection and then processing them.
It is essential to process successes before exporting, otherwise the other site will continue to send the same exports. Only after they have confirmation of your import will the record be removed from their exports to your site.
Handling failures
When both sites change the same record in the same period, they will both export their changes to the other sites.The program can not decide which is correct and so reports an import failure.You must manually examine the record value in your database and the imported data to determine which is valid.Handling failures
In the view imports screen, select the site with failures from the drop down and click on the header for Date/time imported
The failed records have blank dates and will be at the top.
Click on Compare to see the current and imported values
The values of each field are displayed. Where different, the ? Column is
Decide which value is correct then click on Keep or Import as appropriate. You may need to contact your colleague to work this out.
Archiving
After DIPS has been active for many years, the size of the data tables may be such that this affects performance.
You can archive the details tables for selected years to speed up scrolling and searching.
Archive records can still be viewed in the tables if required.
Normally this would not be required until 4 or 5 years of data have been accumulated.
For a selected year, you can archive the records for that year to an archive database, then delete them from the current database. If the headers are no longer require, they can also be deleted.
You should pack the tables after this to recover the space.
If necessary you can run recalculations on the archived inventory files.