CBC-PROC-121 Version 2 last review date: September, 2024
Glossary of Terms
| Term | Related Entity | Type | Definition |
|---|---|---|---|
| Basic Operations | |||
| Authentication | Sign-in | Term | The process of accessing a computer system or software, with a set of credentials such as a username and password to prove your identity. |
| Authorisation | Sign-in | Term | Refers to the process of determing what an authenticated user is permitted to do. In CMMS, this occurs when a User signs in. A Users permissions are determined based on their assigned Parent, and their assigned Role(s). |
| Username | Sign-in | Term | Refers to the name you enter alongside your password when signing in to CMMS. This will be your email address. |
| Password | Sign-in | Term | A secret string of characters known only to a user that they enter during the authentication process. |
| Sign-in | - | Term | The act of authenticating into CMMS. |
| Sign-out | - | Tern | The act of de-authenticating from CMMS. |
| User Management | |||
| User | User | Data Entity | Represents a single user of CMMS. This can include users that have access to Sign In, and Mailbox User's that exist only to receive communications. |
| First Name | User | FIeld | The first name of a User. |
| Family Name | User | Field | The second or family name of a User. |
| Parent Type | User | Field | Represents the broad category of a User, with these options 'Tenant', 'Internal Provider', 'External Provider' and 'Client. This governs the available Parent and Roles for the user, which therefore controls permissions for the users. A User can have only one Parent Type. The options for a User's Parent are governed by the selected Parent Type. |
| Role | User | Field | Represents a set of permissions that can be assigned to a User to give them access to see or perform certain actions. Roles available to a User depend on the Parent Type. A User may have multiple Roles assigned. Where multiple Roles are assigned, the asscociated permissions are combined by adding all permitted actions together. |
| User Profile | User | View | A view displaying the details of a User, including contact information, Contract and Site Assignments, Qualifications, and Notification Settings. Permitted users can also see and adjust Parent and Role assignments. |
| Assets | |||
| Asset | Asset | Data Entity | An Asset represents a physical object on or part of a Site, such as an air conditioning unit, a fire extinguisher, or a switchboard; usually something that requires maintenance or inspection. Assets are linked to Work Orders to indicate which Assets formed part of the Work Orders activity. |
| Location | Asset | Field | A node of the asset tree. A Location sits under the Site, and can have Assets or other Locations within it. |
| Catalogue Items | |||
| Catalogue Item | Catalogue Item | Data Entity | Represents an item that can be bought from a Provider or Supplier, and/or sold to a Client, such as labour used in the performance of a Work Order, or materials consumed. Catalogue Items include both Buy and Sell values, applicable to one or more Contracts. Catalogue Items can be added to Work Orders and passed through to Creditor and Debtor Invoices. |
| Buy Price | Catalogue Item | Sub-entity | The cost required to obtain a Catalogue Item from a Provider or Supplier. Multiple Buy Prices can exist for a Catalogue Item, representing the differing prices to obtain the item from different Providers, or as different set rates for a Contract. |
| Sell Price | Catalogue Item | Sub-entity | The price of the Catalogue Item when billed to a Client. Multiple Sell Prices can exist for a Catalogue Item, representing the differing agreed prices for each Contract. |
| Clients | |||
| Client | Client | Data Entity | Represents a company, group or person that has engaged CBC to perform work, usually with a signed contract or agreement, represented by a Contract. |
| Invoicing Group | Client | Sub-entity | Represents a department of a Client to which CBC will submit invoices. A Client usually has just one Invoicing Group, but can have multiple as may be the case when invoices need to be sent direct to Sites or to other departments. |
| Contracts | |||
| Contract | Contract | Data Entity | Represents an overarching agreement between CBC and a Client to perform work. The Contract settings specify nearly all elements of the work process, including Work Order settings, Sites, Priorities, Asset Types, system process flows, templates, permissions, etc. Users are assigned to Contracts to view the associated data. All Work Orders, Work Requests, Assets, Quotes, and Invoices are associated with a single Contract. |
| Creditor Invoice | |||
| Creditor Invoice | Creditor Invoice | Data Entity | Represents an invoice submitted by a Provider or Supplier (i.e. a Creditor) to CBC for payment. |
| Debitor Invoice | |||
| Debtor Invoice | Debtor Invoice | Data Entity | Represents an invoice raised by CBC to be issued and paid by a Client. |
| Providers | |||
| Provider | Provider | Data Entity | Represents a service provider or supplier that will supply goods or services to the Tenant. |
| Schedules | |||
| Schedule | Schedule | Data Entity | Represents work that needs to be completed on a recurring basis, such as programmed maintenance activities. Each Schedule has a number of Schedule Entry's to indicate the frequency of work to be completed. Schedules are converted to Work Orders on a monthly basis, producing and distributing Work Orders. |
| Schedule Entry | Schedule | Sub-entity | Represents the frequency and detail of work to be completed on a Schedule, such as 'Monthly', 'Annually', etc. A Schedule can have multiple Schedule Entry's, allowing attendances to be combined to a single Work Order where frequencies overlap, such as when a three-monthly service occurs at the same time as an annual service. |
| Tenant | - | Term | In cloud software design, Tenant refers to the top level 'owner' of the software instance. In CMMS, CBC is the Tenant. |
| Work Orders | |||
| Work Order | Work Order | Data Entity | Represents a job that requires some action to be completed by a Provider. Includes details such as attendance timeframes, linked Sites and Assets, and many others. |
| Work Order List | Work Order | View | A view displaying certain details of a Work Order in list form., which can be sorted, filtered and exported. |
| Work Order View | Work Order | View | A view displaying the details of a Work Order, including the Provider to which it is assigned, the timeframes in which it needs to be actioned, Technician attendances, and associated paperwork. |
| Log Off | Work Order | Term | Refers to when a Technician indicates that they are no longer working on a Work Order, usually by logging off via the Technician App. Log Offs are visible on the Work Order View. |
| Log On | Work Order | Term | Refers to when a Technician indicates that they are on site and commencing work on a Work Order, usually by logging on via the Technician App. Log Ons are visible on the Work Order View. |
| Required Documents | Work Order | Term | Refers to the Document Types that must be associated with Documents attached to a Work Order that must be provided for the Paperwork Status of the Work Order to transition to Paperwork Received. |