SystemCapital Equipment & Field Service

Installed Base Reconciliation and PM Scheduling

PM scheduling that starts from where each serial really is: agents rebuild the installed base from its own records, people settle the conflicts, and the PM list follows the signed base.

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Follow eleven pumps from a dashed line to the PM list ↓

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The problem

Pumps still repaired on call after the maintenance plan dropped them

The installed base lives in five places. The ERP knows the ship-to address, the service system knows the site acceptance, and service orders scan each serial where the engineer finds it, months later. Hospitals move equipment on transfer forms the contract system often does not see, and trade-ins are credited on the new order before the depot has received anything.

The PM plan is built from each agreement's schedule of covered serials. So a unit removed from the schedule but still in use gets repaired on call and left out of the plan. Once a year an analyst exports everything into a spreadsheet and reconciles it by hand.

Built forInstalled base analystsService operations managersService contracts administratorsField service engineers

The Problem Today

Each system places a serial somewhere different, and the PM plan follows whichever list it was built from.

Reconciled by hand today

Shipments
Service
Transfers
Contracts

Serviced, but on no contractNo PM planned and no fee billed
Trade-ins that did not come backCredited on the order, missing at the depot

The Solution

Read every recordShipments, installs, service orders, transfers, trade-ins and schedules
A signed rule settles mostWhich record wins, written down and signed by the service manager
Real conflicts to a personThe analyst opens the records and decides where the serials are
PM from the signed baseUnits serviced on no contract go to the top of the list

Built-in controls

The base is signed on a random sample
The analyst decides; she cannot sign the base
Problem text on service orders stays unread

What You Get

Each serviced unit sits where its records place it, and the PM list is built from that signed base.

Overdue units planned firstUnits on no contract lead the PM due list
Contract gaps draftedAn amendment priced from the agreement's own rate
Hospitals see a signed listEach hospital reads its own asset list after sign-off

One health system, one monthly rebuild

Installed base reconciliation before PM scheduling, one morning

Fourteen hospitals of patient monitors and infusion pumps. The month's records loaded at 06:00. By 07:48 the PM list is built from a signed base.

demoSample data throughout: the health system, its hospitals and floors, each serial, each person, each amount.

0107:40
5,658 records loaded, and the dots still show the service system's own table
Installed base analyst
The first hospital is drawn floor by floor, with each monitor and pump as a dot where the service system lists it. Nothing has been compared. The side panel lists the six sources and what is read from each, with one line underlined: from service orders the agents read serial, site, unit, dates and work type, and leave the problem description unread.
0207:41
1,817 serials rebuilt; the rule settles 177, and 37 come to her
Installed base analyst
After the rebuild, dots move to where the signed rule places them. Eight monitors on this hospital turn amber, each with a dashed line to a hollow dot one floor up, because two engineer scans within ninety days put it in each unit. Thirteen serials across the system are serviced on no contract or warranty.
0307:44
Eleven pumps on one ward, each with a line to a removed schedule
Installed base analyst
She switches to the hospital with the most amber. Eleven large-volume pumps sit in one medical-surgical ward, and each dashed line ends at a contract schedule that removed them as retired at another hospital. The panel puts them at 11 in conflict, with 11 PM due in 30 days and 12 overdue.
0407:44
Four records disagree, and the decision stays locked until each is open
Installed base analyst
The conflict lays out what the rule did: it placed the pumps at this hospital because transfer and service records do, and sent them to a person because a contract schedule removed them. The agents propose confirming the place and sending the gap to contracts, at 92% confidence. Her decision box reads 0 of 4 records opened.
0507:44
A transfer form, signed by the hospital, that the contract system did not get
Installed base analyst
The customer transfer form moved all eleven serials between two hospitals of the same system, from one medical-surgical ward to its twin. It was submitted through the service portal and received by the service system. It did not reach contract management, where the removal still stands. She reads it in full.
0607:44
The trade-in memo credited 29 pumps, and none of the eleven is on it
Installed base analyst
The ERP credit memo lists the pumps credited as traded in, with each depot receipt. Two rows have no receipt at all, which is a separate gap at another hospital. The eleven are not listed, so they were not traded in. With the amendment and the service orders, all four records point the same way.
0707:45
Decided as herself, and the base still needs someone else to sign
Installed base analyst
She keeps the agents' proposal, picks the reason that the records support it, and enters her own password to sign. Her decision says where the serials are, from the records she opened. It enters the base only when the service operations manager signs the month's update. Her role has no sign-off on the base.
0807:46
22 rule-settled changes drawn at random, read on one sheet
Service operations manager
Before he signs, he reads a sample of the 177 changes the rule made alone, drawn with a logged seed and at least 3 of each kind. Each row shows where the service system listed the serial, where the rule places it and the record that decides. The sheet counts only after he scrolls to the end. Then he opens the eleven-pump decision and signs.
0907:48
The PM list now opens with eleven pumps, 336 days overdue
Service operations manager
Built from the signed base, the list puts the units on no contract first: eleven pumps whose last PM was at the old hospital. Below them, 130 visits are due in 30 days on contract. Whether the pumps stay in use is the hospital's clinical engineering decision, and the contract change has to come first.

Four records on eleven pumps, and what each one says

The analyst opened each before she could decide.

Record	What it says
Amendment 3 to the infusion pump agreement	40 pumps retired at one hospital removed from Schedule A
Customer transfer form	The eleven moved to the same ward at another hospital; received by service, not contracts
Service orders since the transfer	Scanned at the new hospital, closed as covered
Trade-in credit memo	29 credited as traded in; none of the eleven
Last PM, at the old hospital	336 days overdue

demoSample data, from the working solution. The service system still carried the pumps under the agreement. Only the contract system had removed them, so the PM plan built from Schedule A left them out.

Amendment 7 for the eleven pumps, at the agreement's own rate

Drafted by the agents from Schedule C; prepared by contracts and approved by the service operations manager before it goes to the hospital.

Per-pump rate, Schedule C	$826
Pumps added	11
Added a year	$9,086
First three months, prorated	$2,271.50

demoSample data, from the working solution.

Around the signed base

Conflicts, contract gaps and the installed base management screens

What contracts, the analyst and the service manager read once the base is signed.

Hospital floor plan after the installed base update is signed, with no conflicts left and the units due or overdue for PM marked — **After sign-off**The hospital with the eleven pumps, base signed: 146 serials here, none in conflict, and the counts carried into next month shown at the side.

List of installed base conflicts by type with the hospital, serial count, the agents' proposal with confidence, due date and state — **All conflicts**37 serials in 19 conflicts, filtered by type, each with the agents' proposal and confidence and a due date five business days out.

Contract gaps found in the installed base: pumps serviced on no contract, traded-in pumps still in service, warranty units to add — **Contract gaps**Eleven pumps serviced on no contract, two traded-in pumps the depot did not receive, and units in warranty that need adding before it ends.

Drafted contract amendment adding eleven pumps to a service agreement, each line cited, with the cover note to the hospital — **Amendment 7**Each section cited to the transfer form, the service orders and the rate schedule, with a cover note. Contracts prepares and sends it; the service operations manager approves it first.

Records read for an installed base rebuild: six source systems, fields read, fields left out, and refused rows with no serial — **Records read**Six sources with the fields read and those left out. Fourteen service order rows with no serial went back to the systems team.

Audit trail of a monthly installed base rebuild, with agent steps, the analyst's decision and the manager's base sign-off — **Audit trail**Agents and people on one record: the rebuild, the sample draw with its seed, her decision, his signature on the base, the PM list and the amendment.

demoSample data, from the working solution.

Who rebuilds the base

Agents place each serial from its records, and a person settles the rest

They read, match and propose. People decide and sign.

Record reader

Reads shipments, installs, service orders, transfers, trade-ins and contract schedules.

Never reads a service order's problem text
Never guesses a missing serial

Serial matcher

Joins every record to one serial and flags serials no record has.

Never merges two serials on a near match

Location rebuilder

Places each serial under the signed record-wins rule and sends real conflicts to the analyst.

Never settles a conflict the rule does not cover

Contract checker

Finds serials serviced on no contract or warranty.

Never changes a contract

PM planner

Builds the PM due list from the signed base and each agreement's interval.

Never plans from an unsigned base

Amendment drafter

Drafts the contract amendment from the rate schedule, each line cited.

Never sends it to the hospital

Who decides a serial's place, and who signs the month's base

The analyst decides each conflict; the base needs someone who did not.

Installed base analyst

Sees: Conflicts, the records behind each, and the agents' proposal
Signs: Decides each conflict

Service operations manager

Sees: The random sample of rule-settled changes and the decisions
Signs: Signs the base update and approves amendments

Service contracts administrator

Sees: Contract gaps and the drafted amendment
Signs: Prepares and sends amendments

Field service engineer

Sees: Serials sent for an on-site scan
Signs: Records where the serial was scanned

What service managers ask about PM scheduling and the installed base

What is PM scheduling from a rebuilt installed base?

PM scheduling here means building the list of planned maintenance visits from where each serial really is and which agreement covers it. The agents first rebuild the installed base from shipment, install, service, transfer and trade-in records, and the list follows the signed base.

Does it replace our service system or contract system?

No. It reads both, with the ERP, and writes to none of them. Amendments and asset lists go out through the people who own them.

How does installed base reconciliation decide which record wins?

By a written rule the service operations manager signs, such as a later engineer scan over an older install record. Where the rule does not settle it, the serials go to the analyst as a conflict.

Why sample the changes the rule made?

Because a person sees few of the changes otherwise. The manager reads a random sample, drawn with a logged seed, before signing. A mismatch stops sign-off and draws a larger sample.

Does it read what was wrong with the device on a service order?

No. From service orders it reads serial, site, unit scanned, dates and work type. The problem description and the engineer's notes stay unread.

What happens to units serviced on no contract?

They lead the PM due list and appear as contract gaps. Contracts drafts an amendment at the agreement's own rate; whether a unit stays in use is the hospital's decision.

Can a hospital see its own list?

Yes, after the month's base is signed and shared. A hospital sees only its own signed asset list and the amendments proposed to it.

Capital Equipment & Field Service

Give us a month of records
from one account.

We will rebuild its installed base from the records and show you the units serviced on no contract.

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Installed Base Reconciliation and PM Scheduling

Pumps still repaired on call after the maintenance plan dropped them

The Problem Today

The Solution

What You Get

Installed base reconciliation before PM scheduling, one morning

5,658 records loaded, and the dots still show the service system's own table

1,817 serials rebuilt; the rule settles 177, and 37 come to her

Eleven pumps on one ward, each with a line to a removed schedule

Four records disagree, and the decision stays locked until each is open

A transfer form, signed by the hospital, that the contract system did not get

The trade-in memo credited 29 pumps, and none of the eleven is on it

Decided as herself, and the base still needs someone else to sign

22 rule-settled changes drawn at random, read on one sheet

The PM list now opens with eleven pumps, 336 days overdue