ShireSystem

ShireSystem Modules

• ShireSystem is designed as a modular system, with packages of functionality that an organisation can easily select or omit.
• ShireSystem's core modules include:
  • Maintenance: core work order and maintenance management
  • Stock/Materials: stock and inventory management
  • Resource Planner: manual and assisted scheduling, inc. staff and shift availability
• Additional ShireSystem modules include:
  • Purchasing: internal and external purchasing management
  • Work Requester: dedicated job request capture and management
  • Costs and Charges: advanced cost and charge creation, management and analysis
  • Permit to Work: process and tool management for HSE management
  • My Diary: micro-planner for individual engineers and contractors
  • Branding Toolkit: configurable design elements within ShireSystem
  • Wallboard: configurable dashboards for various displays
  • Location Security: advanced data visibility controls
  • KPI: dashboards for monitoring maintenance events
  • BI Connector: dedicated data export tool for third-party BI integrations
  • API Connector: dedicated interface for integrations with third-party systems
  • Custom Labels: modifiable fields within ShireSystem
• Certain ShireSystem module combinations—such as Stock/Materials and Purchasing—offer advanced automation capabilities.

Asset Management

• Create detailed asset records that include:
  • Basic information (e.g. names, models, serial numbers)
  • Statuses, categories and types
  • Locations
  • Assignees and owners
  • Images and documentation
  • Financial information (e.g. purchase value, repair costs)
  • Historical maintenance activity (e.g. work orders, inspections)
  • Historical condition data (e.g. meter readings)
  • Parent-child relationships
• Use search, sort and filtering tools—as well as barcode or QR code scans—to locate particular assets or asset information.
• Link assets with their records using barcodes, QR codes and RFID technology.
• Refine the appearance of ShireSystem's asset records and lists using:
  • Toggle-able fields
  • Alterable design elements (e.g. colour schemes and logos)

Maintenance Management

• ShireSystem is compatible with:
  • Reactive maintenance
  • Planned maintenance
  • Preventative maintenance
  • Condition-based maintenance
• Prescribe maintenance work using a combination of dates, asset usage information and real-time asset condition data.
• Capture and maintain detailed customer, supplier, contractor and staff information that includes mailing addresses, contractor rates, cost centres and departments.
• Use an integrated drag-and-drop scheduler to manage resources and planned work.
• Scheduled work can be managed using both a list view and a calendar view.
• Auto-schedule planned and follow-on work with considerations for:
  • Engineer or contractor availabilty and shifts
  • Engineer or contractor locations
  • Engineer or contractor trades/skills
• Easily assign, re-assign and schedule work using drag-and-drop.
• ShireSystem's scheduler also includes a range of ready-to-use functions, such as:
  • Group by assignee or asset
  • Show/hide closed and urgent work orders
  • Filters for locations and work order types
  • Plan printing
  • Email alert settings

Work Order Management

• Create detailed work orders that include:
  • Priorities
  • Categories and types
  • Locations and sub-locations
  • Task descriptions and checklists
  • Assignees and contacts
  • Associations with relevant assets
  • Labour and material requirements and costs
  • Compliance requirements and procedures
  • Asset condition and usage data
  • Images and documentation
• Use a list view with dedicated search, sort and filter tools to manage past, present and planned work.
• Configure thresholds that suppress work order alert and notifications.
• Assign complex work orders to multiple teams and assign groups of work orders in bulk.
• Easily convert work orders to branded PDFs for sharing and printing.
• Configure automatic notifications for specific events, such as changes to a procedure or a scheduling conflict.
• View the historical data for specific work orders, including costs, status change log, and associations with other work orders or maintenance programmes.

Job Requests

• Easily gather job requests from:
  • Engineers
  • External contractors
  • Employees and visitors
• Job requests can be generated using:
  • The ShireSystem browser interface
  • The ShireSystem mobile application
  • A public URL
• ShireSystem allows an unlimited number of users to log requests concerning different assets, locations and parties.
• Users that submit job requests are able to monitor the progress of their requests and receive notifications of status changes.
• Create job requests that include:
  • Descriptions
  • Auto-populating fields and lookups
  • Reference to specific assets, locations or parties
  • Categories, types and priorities
  • Images
  • Requester details and contact information
• More effectively manage job requests using a combination of:
  • Mandatory and optional fields
  • Configurable approval, triage and assignment workflows
  • Request lookup and duplication detection
  • Support for image uploads at point of request
• Authorised users are able to "claim" job requests, bypassing typical approval processes where appropriate.
• Easily search, sort and filter past and present job requests.

Stock and Inventory Management

• Use ShireSystem to manage the full stock and inventory management lifecycle, including receipt, issuance, storage and return.
• Manage core stock and inventory management operations, including:
  • Quantity and threshold monitoring
  • Transfers and allocations
  • Periodic and rolling stocktakes
  • Adjustments and write-offs
  • Returns, reorders and reservations
  • Cost and valuation reporting
  • Resource planning and projections
  • Control of serialised and perishable items
• Manage in-depth stock and inventory records that include:
  • Part codes and descriptions
  • Locations, sub-locations and assignments
  • Quantities and reorder thresholds
  • Costs, cost centres and currencies
  • Images and documentation
  • Links to specific suppliers and supplier preferences
  • Associations with specific assets
  • Compliance informations, such as hazards or COSHH warnings
  • Key dates, such as receipt or expiry dates
  • Historical activity, such as movements
• Create dedicated supplier directories and parts catalogues.
• Build relationships between stock and inventory items and operations and specific assets, locations, cost centres, suppliers and work.
• Stock and inventory operations can be performed on individual items, as well as in bulk.
• Manage costs and valuations in multiple currencies across multiple suppliers.
• Integrate ShireSystem's stock and inventory management capabilities with ShireSystem's:
  • Purchasing management capabilities to automatically replenish stock and inventory
  • Work order and maintenance management capabilities to auto-allocate items
• Track and manage stock and inventory using barcodes, QR codes and RFID technology.

Purchasing and Procurement

• Use ShireSystem to manage the full purchasing lifecycle, including:
  • Requisitions
  • Quotations
  • Order fulfilment
  • Invoicing
• ShireSystem can also be used to manage:
  • Non-reconciliation
  • Unpaid and un-invoiced orders
  • Receipts, returns, credits and non-stock purchases
• Configure automated purchasing controls, such as approvals and authorisations based on values, users and/or timescales.
• Allocate purchasing and procurement costs to different cost centres, as well as work orders, assets, locations and parties.
• Manage multi-order purchase requests and multi-supplier quotations.
• Automate recurring purchasing processes, such as stock and inventory reordering.
• Configure automatic notifications and easily export purchasing data to Excel.

Mobile Management

• ShireSystem's mobile application is available on Android and iOS devices and functions whilst a user is offline.
• Mobile users are able to perform the majority of core operations, including:
  • Scanning barcodes, QR codes and RFID tags
  • Accessing and updating asset information
  • Accessing and updating location information
  • Accessing documentation
  • Managing stock and inventory
  • Completing assessments, audits, checklists and inspections
  • Managing assigned work and creating job requests
  • Creating, updating and closing out work orders
  • Capturing images and digital signatures
• Use a dashboard to get at-a-glance insight into key metrics and access shortcuts to the related data.

Compliance

• Use tools, templates and digitised workflows to manage:
  • HSE processes
  • Quality management procedures
  • Internal compliance requirements and standards
  • Equipment inspections, testing and calibrations
• ShireSystem can also be used to generate reports suitable for compliance with different standards, such as ISO 9001, BSC, ISO 14001, and COSHH reporting.
• ShireSystem's compliance management features include:
  • Product functionality access and data visibility permission controls
  • Configurable mandatory pre- and post-work actions
  • Templates for different procedures and electronic forms
  • Condition and usage-based work order triggering
  • Various authorisation controls and approval workflows
• ShireSystem provide a dedicated permit management module which can be used to manage permits for different kinds of work, including:
  • Hot work
  • Electrical work
  • Work at height
  • Confined spaces
• Create and consolidate relationships between permits, work orders and automated workflows, such as lock-outs.
• Enhance adherence to compliance requirements using image capture and upload, as well as single or multi-signature sign offs.
• ShireSystem is also available with an integrated document management feature-set.
• ShireSystem's document management capabilities include:
  • Control over document access
  • Control over document revisions
  • Configurable expiry settings and reminders
  • The ability to link documents to specific assets, locations, contacts, tasks and parts

Reporting and Analytics

• Build interactive reports and dashboards for key metrics, such as:
  • Total cost of ownership
  • Labour and material costs
  • Stock and inventory usage patterns
  • Workforce efficiency and utilisation
  • Maintenance performance
  • Return on investment
• Use dedicated search, sort and filter tools to report on and analyse:
  • Assets
  • Locations
  • Job requests, work orders and maintenance
  • Engineers, contractors and suppliers
• Build dedicated dashboards for different users and teams, and easily share dashboards with others.
• Easily export reporting data from ShireSystems for usage in other third-party solutions.
• ShireSystem also supports interactive wallboards. These are configurable, auto-updating dashboards for large screens and displays that can communicate:
  • Engineer's on shift and their status
  • Contractors or visitors on site
  • Asset or location KPIs
  • Scheduled and in-progress work
• Configure unique wallboards for different teams, departments and groups, and use multiple tabs to display specific subsets of data.

Third-Party Integrations

• Integrate ShireSystem with a range of third-party systems and tools, including:
  • ERP solutions
  • Accounting and finance packages
  • Business intelligence tools
• Bespoke integrations are available upon request or via ShireSystem's dedicated API.