How to Fix Your Faults in Dynamics 365 Asset Management

By Marlene Baldwin | June 10, 2024

Dynamics 365 Asset Management is an essential tool for people planning and tracking maintenance tasks when managing equipment upkeep.

In this blog, we will dive into the effective and practical features of Fault Management in Dynamics 365 Asset Management, including:

  • How you can configure Fault Management with D365
  • Key thing to consider for setting it up in your environment
  • The maintenance request/work order lifecycle and how Fault Management integrates into that process
  • Essential reports and inquiries you can use to analyze fault data and proactively improve your asset maintenance process.

How to Configure Your Fault Management Process in Dynamics 365 Asset Management

To optimize the set up of Fault Management in your environment, you should configure several fault elements:

  • Fault symptoms
  • Fault areas
  • Fault types
  • Fault causes
  • Fault remedies

You can configure all of these to fit your organizational needs, which will help you build an efficient fault management framework and detailed history of fault occurrences.

Fault Configurations

Let’s take a closer look at where to find each category within Asset Management.

Start by navigating to the Asset Management module. In the module, go to Setup and locate the Fault section. Here, you can access and manage settings for various fault-related parameters, including symptoms, areas, types, causes, and remedies. This centralized location allows you to configure and customize how faults are identified, categorized, and addressed, ensuring that maintenance processes are thorough and efficient.

Fault Area

Now let's take a look at each fault element in more detail.

Fault Symptoms

The first thing you want to specify is what symptoms your equipment exhibits when it's in a fault state. These could range from excessive noise to bad smells, depending on the type of equipment you're dealing with.

Start by navigating to the Asset Management module to configure fault symptoms. Go to Setup and find the Fault section. Select "Fault Symptoms" to view and manage the predefined list of symptoms. If a symptom is not on the list, you can add it by clicking "New" and entering the necessary details.

Fault Symptoms

Fault Areas

Next, these fault symptoms get classified into fault areas, such as mechanical, hydraulic, or electrical failures. This categorization helps pinpoint the source of the issue.

To configure fault areas, navigate to the Asset Management module and go to Setup. Within Setup, select "Fault Areas" to access the list of predefined areas. Ensure the relevant area exists in the list. Again, if it does not, add it by clicking "New" and entering the necessary details, such as the area name and description.

Fault Areas

Fault Types

Next, you can define fault types to indicate the severity or urgency of the fault, whether it's causing damage, posing hazards, or requiring immediate attention. These initial steps primarily inform maintenance requests, reflecting what operators observe on the floor and why they're requesting maintenance. Configuring each of these areas is beneficial for creating the most effective maintenance requests.

To configure fault types, again navigate to the Asset Management module and go to Setup. Select "Fault Types" to access and manage the predefined list. Fault types help classify the severity and nature of faults, such as "catastrophic" or "damaging." If the necessary type does not exist, you can add it by clicking "New" and entering the fault type and description.

Fault Types

Fault Causes

Once maintenance is performed, documenting fault causes—whether wear and tear, negligence, or malfunctioning components—helps understand why the fault occurred.

To configure fault types, navigate to the Asset Management module go to Setup the same way you have for other steps. Select "Fault Causes" to access and manage the predefined list. As mentioned earlier, if the necessary type does not exist, you can add it by clicking "New."

Fault Cause

Fault Remedies

Finally, recording the remedy details how the issue was resolved, whether through repairs or part replacements.

The process to configure Fault Remedies is again the same as the other elements. First, identify the fix required to resolve the issue. Navigate to Fault Remedy through the Asset Management module and the Set Up option. Document the remedy in the system, including details like cleaning, repair, replacement, or maintenance. Maintain consistency by using existing remedy lists whenever possible. Ensure relevant details are entered, such as actions taken or parts replaced.

Fault Remedies

All five of these areas are fully customizable to align with your business needs, enabling data-driven decisions in managing work orders and assessing asset performance.

The Importance of Configuring Asset Types in Dynamics 365 Asset Management

In addition to the fault elements, configuring asset types is also crucial for optimizing asset management, particularly when dealing with various fault symptoms, areas, and types. This configuration allows for a structured approach, ensuring that only relevant symptoms and fault types are associated with specific asset types. By setting up a fault hierarchy, users can create a one-to-one-to-one relationship between symptoms, areas, and types, enhancing the accuracy and efficiency of fault diagnosis and maintenance.

To configure asset types in D365, follow these steps:

  1. Start by navigating to the Fault Designer and selecting your desired asset type. Define the relevant symptoms, fault areas, and types for this asset.
  2. Next, enable the fault hierarchy by going to System Administration > Setup > License Configuration and activating the feature under Asset Management. When creating fault relationships, ensure each symptom is linked to specific areas and types, keeping each type unique to its area.
  3. Finally, decide whether to use the hierarchy for a structured setup or disable it for flexibility, and plan carefully to avoid reusing fault types across different areas.

Now that you know how to configure the fault elements and asset types in D365, let’s look at seamlessly integrating them into the Maintenance Request/Work Order lifecycle.

Streamlining Your Work Order Process and Set-Up Considerations

Ensuring efficient maintenance operations starts with a well-structured work order process. Having a concise process flow for work orders that integrates with Fault Management is crucial for maintaining efficiency and clarity in your operations. A clear, step-by-step procedure ensures that everyone involved understands their roles and responsibilities, from identifying faults to completing repairs.

When operators encounter issues during their daily tasks, they can quickly submit detailed maintenance requests, which the maintenance team can promptly review and act upon. This streamlined approach not only accelerates response times but also enhances the accuracy of problem identification and resolution.

Here's a high-level overview of an efficient flow:

Fault Management flow

When setting up work orders in Dynamics, consider the following steps and options for a smooth process:

  1. First, navigate to Asset Management parameters and click on the Work Order tab. Here, you will find a "Copy Faults" option that allows you to choose whether fault information from a maintenance request should be copied to a work order. Selecting "Yes" will enable this feature, while "No" will disable it.
  2. Next, decide if fault symptoms, causes, or remedies should be mandatory for each work order type. This can be set under the Work Order Types section, where you specify mandatory fields and configure error or warning messages accordingly.

Work order types

Additionally, configure the life cycle states of a work order to determine reactions if required information is not entered. Under the Validate option, specify whether missing fault details should trigger an error, a warning, or an informational message. This setup ensures that all necessary information is captured and properly managed throughout the work order process.

Work order lifecycle state

Converting Maintenance Orders into Work Requests

Setting up and managing work orders in Dynamics 365 is crucial for maintaining efficient asset management. This process involves creating detailed maintenance requests, converting them into actionable work orders, and ensuring that all relevant fault information is accurately tracked and managed.

Following a structured approach ensures maintenance activities are documented, faults are properly addressed, and the workflow from resolution requests is seamless.

How to Convert a Maintenance Request to a Work Order

To convert a maintenance request to a work order in D365, start by navigating to Maintenance Request > All Maintenance Requests and clicking "New." Describe the issue, select the asset, and choose the fault symptom. Optionally, add fault causes and remedies. Click “Ok” to create your maintenance request. Next, select "Work Order," click “Ok” and your work order has been created.

Create maintenance request

Create work order

This concise workflow ensures all necessary information is captured and transferred smoothly from maintenance requests to work orders, optimizing the maintenance process in Dynamics 365.

Inquiries and Reports in Dynamics 365 Asset Management

Inquiries and reports within Fault Management provide valuable insights into the performance and maintenance needs of your assets. By examining event history and conducting detailed inquiries, you can identify patterns in faults, pinpoint problematic locations, and assess the reliability of specific brands or manufacturers.

In D365's Asset Management module, you can access various inquiries and reports to streamline asset fault tracking and analysis as well as maintenance costs. Some of these key reports and their functionalities, including the asset fault report, asset fault analysis tool, asset fault control cost report, and asset fault report are found and listed below:


Asset Fault Report

The asset fault report serves as a centralized database, providing a comprehensive list of all recorded asset faults, regardless of asset or location. This report allows users to export data to Excel for further analysis and filtering, enabling them to gain valuable insights into asset fault occurrences. It can be accessed through Asset Management > Inquiries > Asset Faults.

Asset Fault Report

Asset Fault Analysis

For a more detailed analysis, users can turn to the asset fault analysis tool. This feature prompts users to specify parameters for targeted reporting, such as asset and fault type. By summarizing fault occurrences based on functional locations and providing insights into fault frequencies and types, this analysis tool assists users in identifying recurring issues and potential areas for preventative maintenance.

Asset Fault Analysis

Asset Fault Cost Control

This report combines financial dimensions with fault data to offer a comparative analysis of forecasted versus actual costs incurred in work orders. By breaking down costs into corrective, preventive, and other categories, the asset fault cost control report helps users effectively manage maintenance budgets and control costs associated with asset faults.

Asset Fault Control

Asset Fault Report

Lastly, this report generates a detailed PDF document summarizing asset fault data within a specified date range. It includes key statistics and visualizations, such as Mean Time Between Failures (MTBF) and percentage breakdowns of fault occurrences, providing users with valuable insights into asset performance and fault trends over time. It is located under Asset Management > Reports > Assets > Asset Fault.

Asset Fault navigation

Asset Fault Final

These tools offer comprehensive insights into asset performance and maintenance activities, enabling informed decision-making and effective management of asset maintenance.

In mastering Fault Management within D365 EAM, you can significantly enhance your maintenance efforts. From configuring fault elements to seamlessly integrating them into the Maintenance Request/Work Order lifecycle, and utilizing essential reports and inquiries for fault data analysis, D365 EAM offers a robust framework for optimizing asset maintenance processes.

Want to Learn More About Dynamics 365 Asset Management?

If you are interested in learning more about fault management in Dynamics 365 Asset Management, get in touch with our experts today. We can help you streamline work and manage important processes so you and your team get the best results possible.

Co-Author: Chris Harrison

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