DIPS Drilling Inventory and Procurement Systems Software for Materials Management
Mar 28, 2015
DIPSDrilling Inventory and Procurement Systems
Software for Materials Management
History
• Proprietary Software for over 15 years
• Ongoing enhancement under the guidance of actual materials managers
• Now available on a commercial basis
• Lease for just the period required
Contact: [email protected]
Main features
• Build and maintain your own materials catalogue with multiple search criteria
• Create Wells and BOMs, MSRS, Manifests, Material Transfers
• Automatic Inventory Tracking
• Audit reports
• Multiple independent sites supported
Program overview
• Relational database used
• Multiple sort criteria
• Consistent interface
• Extensive use of reference codes
• Lookup tables
• Reports - On screen, printed or PDF
• On screen Help
Table view of dataNavigator
Sort on columns with blue headers
Each row corresponds to a recordEach column is a field
Edit view of data
Lookups and drop down lists for easier selection
All fields visible at once
Edit screen Toolbar
Exit
Print Preview Text file
Reports
Help First Previous Next Last
Navigation
Add Delete Edit Save
Editing
Cancel Refresh
Sort
Materials Catalogue
• Unique model number as identifier, with each site having its own range
• Short and long descriptions, size and units• Additional categorisation by type, class, nomen etc.• Ownership to identify rentals and consignment• Serial and stock numbers can be recorded• Multiple sort and search criteria• Images and PDFs can be associated with a model
number
Materials definition screen
Automatic, unique model number
Descriptive fields
Categorisation and identification
Image files
The Information file can be a PDF or an image such as a BMP or JPG file. If an image file is specified and Show images is checked then the image will be displayed, scaled to fit in the image box
PDF files
For a PDF, the file is displayed in a separate window.This has the same features as Acrobat viewer, including the ability to scroll, scale and print the file.
Auxiliary files for Materials
• Classes – related to the material usage
– Eg Bits, Casing, Test equipment
• Types – related to ownership
– Eg Stock, company, licence area, joint venture
• Sort fields – add user defined sort order for a class
– eg Size, Connection, make
• Common model numbers – link physically identical items that may have different ownership, serial number etc. and hence different actual model numbers
• Condition codes – new, used, damaged etc.
• Ownership – Rental, consignment or purchased
Model number lookupSort/selection criteria
Filter/search criteria for selected sort order
Ownership criteria can restrict display to eg rentals
Images can be displayed
Matching items are displayed in the grid
Select highlighted record by clicking button or double clicking on the record in the grid
This screen can be displayed when searching for model numbers in the catalogue screen or whenever a model number is to be entered, eg in a BOM, Manifest or MSR
Reference codes
• Suppliers, depots and contacts
• Bases and contacts
• Carriers and contacts
• Vias (delivery/transport instructions)
• Rack catalogue and position (for stocktakes)
• Stock accounts
Example reference code screenShort code for reference in Manifests etc
Description and address
Check boxes to indicate if inventory is tracked, and whether base is used in Air, Boat or Road manifests.
Name and Contact details
Short code for reference in Manifests etc
If checked then default contact for the base. Automatically selected in manifests
Codes can be generated from name or a prefix
WellsShort code for reference in Manifests etc
Turn off active flag when completed to reduce choices in drop down lists
Descriptive data is added
Wells are always inventory locations.
Drilling Sequence & BOMSequential list of drilling activities Bill of Materials for select activity
Model number entered or looked up.Description is displayed
Each item is given a priority, load out code and status.Load out check lists can be created.
Auxiliary well files
• Licences
• Areas
• Companies
• Drilling activities
Manifests
• Air, Boat and Road manifests to record movement of items between locations
• Equipment manifests to record assembly/disassembly of items from other items (eg creating pup joints)
• Daily consumption and recovery on wells
Manifest headers
• Define source and destinations types– Can be bases, supplier depots, wells or carriers
• Select source and destination codes– Filter by manifest type and for active locations
• Contacts can be selected
• Carrier and contact selected
• Accounts, Dates etc also included
Manifests details
• List of model numbers and quantities
• Location – source, destination or on carrier
• Inventory flag
• Container details
• Supplier
• Dangerous goods
• Remarks
Inventory tracking
• When the location of an inventory item changes– Item is removed from the Source inventory– Item is added to Carrier or destination
inventory
• Program checks for sufficient inventory before removing it and gives confirmation or error message when record is saved.
Boat manifest headerAutomatic manifest number for user’s site
Source and destination types, codes and contacts
Carrier codes and contact Dates, voyage details and remarks
Part of lower grid which has the item lists
Boat Manifest Deck CargoSelect details to display. Container and bulk tables are similar
Change location of all items
Item model number, quantity and other details
Work Boat ManifestUsed mainly for bulk items held on the work boat
Road and Air manifestsAutomatic manifest number for user’s site
Source, Destination and carrier types, codes and contacts. And transport instructions (vias)
Accounting and date details
Details similar to Boat manifest but only a single list is used
Copying and moving manifests
Source manifest type and code is selected. For a boat manifest the details table is also selected.
Destination is the current manifest in the calling screen. The location of the copied items is selected.Items can also just be deleted.
List of items in the source manifest
List of items selected to be copied to the destination manifest
Button used to move items between lists and reorder destination list.Items can also be moved by double clicking them.
To create a move, check delete from source
This option copies items between different manifests of different types, without checking inventory levels. Inventory levels are updated but may go negative.
Equipment manifestsAutomatic manifest number for user’s site
Source type and code selected
Charge and date details
List of items consumed
List of items produced
Equipment manifests allow inventory to be updated when items are combined or broken down into other items
Consumption and recovery
Header defines well and date
Model number and quantity consumed or recovered
Well inventory is updated
Inventory
• Base, Well and Carrier inventories– Affected by manifests, consumptions and
recovery
• Stock inventory– Affected by material Transfers
• Rack inventory– Maintained manually– Snap shots saved as stocktakes.
Inventory TableTracks model number quantities at locations List can be restricted to single location
Initial quantity copied from previous archive
Recalculation from manifests etc.
Delete records with 0 quantity
The same structure is used for base, well and carrier inventories.
Inventory recalculationSelect a specific location or all locationsSimilar options for base, well and carrier inventory
A single model number or all model numbers can be processed
Optionally display model numbers that result in negative quantities.
Rack inventory
Header contains location, including rack details
Details are lists of model numbers and quantities
This table is manually updated
A stock take is a snapshot of the inventory on a particular date
Audits
• Reports on model number transactions and movements.
• Lists manifest, consumption and recovery records for the model number
• Can include all transactions for a model number or only those affecting a selected location
Audit definitionThe model number audit displays all transactions that affect a single model number.Alternatively, the quantities of the model number at each location are displayed.
The location audits show the movements of a range of model numbers into or out of the selected location
Audit reports
Model number movements
Model number locations
Location audit
Procurement
• MSRs can be defined
• These can become POs
• Payments, shares, remarks can be defined for MSRs
• Currencies and exchange rates can be defined
• Standard terms and conditions are defined
MSRsMSR numbers assigned sequentially for each site
Charging details
Supplier and delivery details
Dates
PO/WO details
Order value and currency
Order details
Model numbers, quantities and costs
MSR additional detailsSelect details to display
Standard terms and conditions to be displayed at the end of the MSR or PO
Payment schedule
Invoices processed
Additional wells or stock accounts sharing the cost of the MSRBalance goes to Well/stock account in the header.
Payment scheduleProjected payment schedule for all MSRs combined
Payment report
CurrencyCurrencies for use in MSRs and Material Transfers
Exchange rates for the highlighted currency at different dates.
Standard RemarksA set of standard terms and conditions is defined for use in MSRs
The code is used in MSRs to reference the longer remarks which are displayed in the reports.
Material transfers
• Used to track financial ownership of items, rather than physical location
• Currency can be specified
• Updates stock account inventory– Similar format to Well and base inventory but
includes cost data
• Audit of MT transactions also available
Material transfer screenMT number automatically assigned based on site code
Select kind of MT from list
Depending on the kind, one or more accounts may be required as well as other information
A list of model numbers, quantity and cost
Sites and Transfers
• Each site uses different ranges for model numbers, manifests, MSRs and MTs to ensure unique numbering
• As records are changed, an export list is updated.• On a regular basis (eg daily) exports are exchange
between remote sites and the master site, ensuring the databases are kept in synch.
• Export is via email
Update sequence
• Site A runs an export and emails it to site B as a zip file.
• Site B unzips the file, imports the changes and processes successes
• Site B then exports to Site A, who in turn runs successes and imports.
• The Master site would normally receive all exports, then export to all other sites.
SitesUp to 10 sites numbered 0 to 9 can be defined. Site 0 is the master site
Each site has a unique 1 letter code, used in MTs and manifests
The directory is used to hold imports and exports from the site
Only active sites are include in the import/export scheme
The range of model numbers and a prefix for MSRs are defined so each site creates unique numbers.
The office name and the email address can be entered
Export listThis list is updated by the program whenever a record is changed or deleted
The table name and key value point to the record that has been changed
The time the change was made is recorded. When the record is exported the time of export is added to the record.When it is imported at the other site the import time is added.
When a record is changed, all the active sites are check as needing to be updated. As each site successfully imports the record, its box is unchecked. Once all boxes are unchecked, the record is deleted.
Export dialogSelect the sites to update. Normally a remote site would only update the master site, while the master site would update all sites.
The normal sequence is to Export, then create zip file and then email the zip files.However various checks can also be run.
Validate checks that Delete and Change instructions match the existence or otherwise of the record.Rem Dup removes duplicate exports of the same recordClean up removes exports to inactive sites and the host site
The progress and number of records exported is updated as the export is running.
Unzip, Import and SuccessesThese dialogs are essentially the same, showing the sites, allowing a selection and then processing them.
It is essential to process successes before exporting, otherwise the other site will continue to send the same exports. Only after they have confirmation of your import will the record be removed from their exports to your site.
Handling failures
• When both sites change the same record in the same period, they will both export their changes to the other sites.
• The program can not decide which is correct and so reports an import failure.
• You must manually examine the record value in your database and the imported data to determine which is valid.
Handling failuresIn the view imports screen, select the site with failures from the drop down and click on the header for Date/time imported
The failed records have blank dates and will be at the top.
Click on Compare to see the current and imported values
The values of each field are displayed. Where different, the ? Column is <>
Decide which value is correct then click on Keep or Import as appropriate. You may need to contact your colleague to work this out.
ArchivingAfter DIPS has been active for many years, the size of the data tables may be such that this affects performance.You can archive the details tables for selected years to speed up scrolling and searching.Archive records can still be viewed in the tables if required.Normally this would not be required until 4 or 5 years of data have been accumulated.
For a selected year, you can archive the records for that year to an archive database, then delete them from the current database. If the headers are no longer require, they can also be deleted.You should pack the tables after this to recover the space. If necessary you can run recalculations on the archived inventory files.