ShireSystem

Asset Management

• Create detailed asset records that include:
  • Basic information (names, models, serial numbers)
  • Statuses, categories and types
  • Locations
  • Assignees and owners
  • Images and documentation
  • Financial information (purchase value, repair costs)
  • Historical maintenance activity (work orders, inspections)
  • Historical condition data (meter readings)
  • Parent-child relationships
• Use search, sort and filtering tools, as well as barcode or QR code scans, to locate assets or asset information
• Link assets with their records using barcodes, QR codes and RFID technology
• Refine the appearance of asset records and lists using:
  • Toggle-able fields
  • Alterable design elements (colour schemes and logos)
• Organise assets by systems as well as locations, which is useful for interdependent assets
• Add custom attributes by asset category (for example, refrigerant type, voltage, or safety data)
• Safety notes can be inherited automatically by work orders and must be acknowledged on mobile before starting work
• Track asset movements between locations with movement history
• Capture asset availability and downtime metrics for more accurate reporting
• Manage sub-assets and asset hierarchies, with cascading rules for tasks, conditions and permits

Maintenance Management

• Compatible with reactive, planned, preventative and condition-based maintenance
• Prescribe maintenance work using dates, asset usage and real-time condition data
• Capture and maintain detailed customer, supplier, contractor and staff information (addresses, rates, cost centres, departments)
• Use a drag-and-drop scheduler to manage planned work
• Scheduled work can be shown in list or calendar view
• Auto-schedule planned and follow-on work with consideration for:
  • Engineer or contractor availability and shifts
  • Engineer or contractor locations
  • Engineer or contractor trades and skills
• Assign, re-assign and schedule work easily using drag-and-drop
• Scheduler functions include:
  • Group by assignee or asset
  • Show or hide closed and urgent work orders
  • Filters for locations and work types
  • Print plans
  • Email alerts
• Create tasks that define repeatable preventive work (based on dates, mileage, run hours, etc)
• Tasks can include free-text instructions, safety instructions, and structured checkpoints with pass/fail results
• Failed checkpoints can automatically create new work orders
• Tasks can include parts, documents and permits so all requirements are bundled into planned work
• Multi-asset work orders allow a single job to cover several assets (for example, one work order for 30 fire extinguishers)
• Dynamic permit-to-work and risk assessment workflows can be linked at asset, task or work order level

Work Order Management

• Create detailed work orders that include:
  • Priorities
  • Categories and types
  • Locations and sub-locations
  • Task descriptions and checklists
  • Assignees and contacts
  • Asset associations
  • Labour and material requirements and costs
  • Compliance requirements and procedures
  • Asset condition and usage data
  • Images and documentation
• Manage past, present and planned work in list view with search, sort and filter tools
• Configure thresholds to suppress alerts and notifications
• Assign complex work orders to multiple teams and assign groups in bulk
• Convert work orders to branded PDFs for sharing or printing
• Set automatic notifications for events such as procedure changes or conflicts
• View work order history including costs, status logs and associations with other jobs
• Work orders can inherit safety notes, permits and custom attributes from assets
• Work subject groups allow a single work order to cover multiple assets or asset types
• Track downtime as mandatory or optional depending on business requirements
• Capture detailed test results and pass/fail criteria, not just free-text updates

Job Requests

• Gather job requests from engineers, contractors, employees and visitors
• Requests can be generated using the browser, mobile app or a public URL
• Unlimited users can log requests against assets, locations and parties
• Requesters can track progress and receive status updates
• Create job requests with:
  • Descriptions
  • Auto-populating fields and lookups
  • Asset, location or party references
  • Categories, types and priorities
  • Images
  • Requester details and contacts
• Manage job requests using:
  • Mandatory and optional fields
  • Configurable approval, triage and assignment workflows
  • Lookup and duplication detection
  • Image uploads at point of request
• Authorised users can claim requests, bypassing approvals if appropriate
• Search, sort and filter past and present job requests

Stock and Inventory Management

• Manage full lifecycle: receipt, issuance, storage and return
• Operations include:
  • Quantity and threshold monitoring
  • Transfers and allocations
  • Stocktakes (periodic and rolling)
  • Adjustments and write-offs
  • Returns, reorders and reservations
  • Cost and valuation reporting
  • Resource planning and projections
  • Control of serialised and perishable items
• Records include:
  • Part codes and descriptions
  • Locations, sub-locations and assignments
  • Quantities and reorder thresholds
  • Costs, cost centres and currencies
  • Images and documents
  • Supplier links and preferences
  • Asset associations
  • Compliance information (hazards, COSHH)
  • Key dates (receipt, expiry)
  • Historical movements
• Build supplier directories and part catalogues
• Link stock to assets, locations, suppliers and work
• Perform operations on individual items or in bulk
• Manage costs in multiple currencies across multiple suppliers
• Integrate with purchasing for automatic replenishment
• Integrate with work orders for auto-allocation of items
• Track stock with barcodes, QR codes and RFID
• Manage rotating parts that have their own maintenance lifecycle
• Track minimum and maximum stock levels for automated reordering
• View whether stock is on order, issued or available to avoid duplicate purchasing

Purchasing and Procurement

• Manage requisitions, quotations, fulfilment and invoicing
• Also manage non-reconciliation, unpaid or un-invoiced orders, receipts, returns, credits and non-stock purchases
• Configure automated approvals based on values, users or timescales
• Allocate costs to cost centres, work orders, assets, locations and parties
• Manage multi-order requests and multi-supplier quotes
• Automate recurring purchases such as stock replenishment
• Send automatic notifications and export data to Excel
• Create and manage quotation requests, purchase orders, invoices, credit notes and checks
• Support preferred supplier lists and price comparisons
• Full history links purchasing to assets and cost centres

Mobile Management

• Mobile app available on Android and iOS and works offline
• Mobile users can:
  • Scan barcodes, QR codes and RFID tags
  • Access and update asset and location information
  • Access documents
  • Manage stock and inventory
  • Complete audits, assessments and inspections
  • Manage assigned work and requests
  • Create, update and close work orders
  • Capture images and digital signatures
• Use a dashboard to see key metrics and shortcuts
• Quick sign-off tools let engineers complete multiple work orders at once
• Mobile supports safety note acknowledgement, risk assessments, and part issuance

Compliance Management

• Use tools, templates and workflows to manage:
  • HSE processes
  • Quality management
  • Internal compliance
  • Equipment inspections, testing and calibration
• Generate reports for ISO 9001, BSC, ISO 14001 and COSHH
• Compliance features include:
  • Permission controls for functionality and data
  • Mandatory pre- and post-work actions
  • Procedure templates and e-forms
  • Condition and usage-based triggers
  • Authorisation and approval workflows
• Permit module for hot work, electrical work, working at height and confined spaces
• Link permits with work orders and workflows such as lock-outs
• Use image capture and multi-signature approvals for compliance
• Document management features:
  • Control access and revisions
  • Expiry settings and reminders
  • Link documents to assets, tasks, contacts and parts
• Document Manager supports:
  • Upload and link documents to multiple items
  • Automatic version numbering and revision history
  • Expiry warnings with colour coding (green, amber, red)
  • Custom tags and notes for searching
  • Audit trails showing who viewed, edited or downloaded
  • Built-in editing of source documents and supporting file types
  • 3D viewing and BIM file support (Revit, IFC)

Reporting and Analytics

• Build interactive reports and dashboards for:
  • Total cost of ownership
  • Labour and material costs
  • Stock usage
  • Workforce efficiency
  • Maintenance performance
  • ROI
• Report on assets, locations, job requests, work orders, engineers, contractors and suppliers
• Create dashboards for teams and share with others
• Export data to third-party systems
• Support for interactive wallboards that show:
  • Engineers on shift
  • Contractors and visitors on site
  • Asset and location KPIs
  • Scheduled and in-progress work
• Configure unique wallboards per team with multiple tabs
• Maturity dashboard shows red/amber/green status based on maintenance maturity levels
• Dashboard guides improvements by showing data gaps and next steps

Third-Party Integrations

• Integrate with ERP, accounting and finance, and BI tools
• API allows bespoke integrations
• Real-time data exchange supports workflows across departments