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The Ecol System has been created as a result of 14 years of our operations in the field of lubricant management.
The lack of satisfactory IT solutions within this area inclined us to develop a computer system that would be capable of improving organisation and enabling efficient lubricant management in industrial companies.

The Basis of the System.

The Ecol System basis is to:

• arrange orderly the structure of the machinery and equipment base,
• determine lubricating points for specific devices,
• assignment of the following items to lubricating points:
• lubrication tasks (operational, repair and other tasks),
• schedule dates for preventive or short-notice tasks,
• required materials, input and outsourced services
• create schedules for tasks and their optimisation,
• store technical documents for equipment in electronic version,
• designate persons responsible for facilities, systems, machinery and equipment and delegate appropriate system responsibilities,
• collect all technical documentation for equipment in one place,
• use the electronic signature mechanism to approve system operations,
• generate any statements and forms for all system items,
• compare scheduled and actual expenses for equipment maintenance.

Benefits from using the Ecol System:

• enables to schedule costs for any timeframe accurately,
• provides full control over task execution, material consumption, labour and any related expenses (reduces consumption of materials and services),
• streamlines company's organisation and functioning,
• improves material, spare parts and subcomponents procurement logistics limited stock),
• ameliorates cooperation in services commissioned to external contractors,
• reduces amount of paperwork,
• improves management of used oils and other wastes,
• enables to use comprehensive oil service,
• permits collaboration with other management systems,
• permits remote Internet collaboration,

The application of the computer Ecol System considerably lowers operating costs for the base of machinery in your company also enhancing its reliability..

SYSTEM DESCRIPTION

Structure of Machinery
By recording all lubricating points (when implementing the system), we get a full and orderly overview of a company's technical infrastructure. Each device receives a unique ID that is unequivocally identifying its place within the company's structure. The grouping of devices on three levels facilitates moving around the system and enables to perform some global operations for all devices assigned to an object or node. The feature of attaching technical records (in electronic version) to all objects, nodes and equipment facilitates and quickens access to information for technical staff, which is particularly important in emergency. Points are assigned to each device for which tasks to be executed are entered.

Tasks in the Ecol System are grouped and have their types assigned. They have their own type, which defines whether the task, to which it is assigned, is:

• periodical (with execution frequency and deviation from this frequency),
• counter (it has a counter status entered, after exceeding the status, a task is added to a schedule),
• mixing (condition for periodical and counter type, a task is executed with specific frequency and if the counter status is exceeded, the system assigns the task to the schedule),
• single (a task is added to a schedule according to the introduced date of execution),
• reading (it is the type of a task whose execution consists of entering the current counter status).

Each task has its cost estimate including forecast expenses for executing the task. All cost estimate items contained in a dictionary that is called a catalogue in the system. Catalogue items have their unique index, name, unit of measurement (according to which they are settled), short description and type defining whether a catalogue item is material, labour of external service. While adding an item to the cost estimate, we choose it from the list and enter the forecast quantity needed to execute the task. By summing up cost estimate items, we can exactly define the predicted material and services consumption and observe changes of this demand over time.

Systems automatically generate a schedule to the added task. It is possible to generate a schedule by hand, modify it or optimise it considering any criterion (defined during implementation). Such prepared schedule can be browsed and modified.

We can also generate an order for the viewed schedule items. While creating an order, the system requests to give a contractor to whom the task is directed. Contractor selection is limited to those contractors, which have been assigned as basic and alternative contractors in the task.

An order, which is accepted this way features all data required for execution. Due to a large number of orders in the system, it has been assumed that orders will be grouped into order cards. Orders for a card are selected by a contractor or the system (if assignment criteria have been defined). The assignment of an order to an order card changes the status of specific items to "accepted".

The person preparing a card chooses a name of the employee responsible for executing tasks in the card, prints the document "card of orders" and changes the status of the card to "released". Status is changed for all orders in the card. Information about changed orders is automatically shown in the file of orders.

Another stage of an order or an order card is admittance for execution. A person responsible for admittance for execution enters his/her remarks and changes the status of the card or specific orders into admitted. The operator who is admitting an order can check anytime what orders have been admitted and which contractors perform activities on what equipment. The table includes an equipment downtime table where information is contained about equipment timeout. As a consequence, all operators are informed in real time about disruptions in equipment operation.
If a downtime occurs, all orders and schedule items for the equipment subject to downtime are highlighted with appropriate colour.

After executing an order, a contractor's employee must acquire a confirmation of order execution by changing the status of an order into "executed". The person making such change confirms that execution is compliant by modifying all cost estimate rows. If it is necessary to introduce changes in a cost estimate, an operator having such rights can add an additional cost estimate item. The last phase of an order is order settlement. A person authorised to settle orders can correct cost estimate items and settle the entire card. Quantities entered during settlement form the basis for settlements between a principal and contractor.

System implementation allows for detailed scheduling and control of material, labour and services consumption. The schedule creation procedure enables to introduce optimisation mechanisms according to any criterion. Despite its name, the Ecol System is not only a lubricant management system, it also plays a role of equipment operation management. The system can be employed for aiding preventive and immediate activities.

The application of state-of-art technologies enables to couple the Ecol System with other management systems.

The three-level authorisation system ensures operating security combined with flexibility, and the use of chip cards (electronic signature) reduces the amount of generated paper documents to one document - namely "order card". The Microsoft SQL database system ensures data safety at a reasonable purchase price.

Hardware Requirements: Server: Microsoft SQL Server 7.0 or 2000
User PC (minimum requirements)
MS Windows 95 (recommended Windows2000), 800x600 resolution screen - recommended (1024x768)
options: CHIPDrive card reader, barcode scanner

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