DIPS Software for Materials Management Drilling Inventory and

DIPS Software for Materials Management Drilling Inventory and Procurement Systems

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: sales@dips. net. au

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

Navigator Table view of data Sort on columns with blue headers Each row corresponds to a record Each column is a field

Edit view of data All fields visible at once Lookups and drop down lists for easier selection

Edit screen Toolbar Reports Print Preview Editing Text file Add Delete Edit Save Exit Cancel Refresh Sort Help First Previous Next Navigation Last

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

Sort/selection criteria Model number lookup Images can be displayed Filter/search criteria for selected sort order Ownership criteria can restrict display to eg rentals 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 screen Short 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. If checked then default contact for the base. Automatically selected in manifests Short code for reference in Manifests etc Codes can be generated from name or a prefix Name and Contact details

Short code for reference in Manifests etc Wells Turn off active flag when completed to reduce choices in drop down lists Descriptive data is added Wells are always inventory locations.

Drilling Sequence & BOM Sequential 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 header Automatic 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 Cargo Change location of all items Select details to display. Container and bulk tables are similar Item model number, quantity and other details

Work Boat Manifest Used mainly for bulk items held on the work boat

Road and Air manifests Automatic 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 This option copies items between different manifests of different types, without checking inventory levels. Inventory levels are updated but may go negative. Source manifest type and code is selected. For a boat manifest the details table is also selected. To create a move, check delete from source List of items in the source manifest 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 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.

Equipment manifests Automatic 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 Table Tracks model number quantities at locations List can be restricted to single location Delete records with 0 quantity Recalculation from manifests etc. Initial quantity copied from previous archive The same structure is used for base, well and carrier inventories.

Inventory recalculation Similar options for base, well and carrier inventory Select a specific location or all locations A single model number or all model numbers can be processed Optionally display model numbers that result in negative quantities.

Rack inventory A stock take is a snapshot of the inventory on a particular date Header contains location, including rack details Details are lists of model numbers and quantities This table is manually updated

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 definition The 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

MSRs MSR numbers assigned sequentially for each site Charging details Order details Supplier and delivery details Dates PO/WO details Order value and currency Model numbers, quantities and costs

MSR additional details Select 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 MSR Balance goes to Well/stock account in the header.

Payment schedule Projected payment schedule for all MSRs combined Payment report

Currency Currencies for use in MSRs and Material Transfers Exchange rates for the highlighted currency at different dates.

Standard Remarks A 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 screen MT 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.

Sites Up 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 Only active sites are include in the import/export scheme The directory is used to hold imports and exports from the site 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 list This 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 dialog Select the sites to update. Normally a remote site would only update the master site, while the master site would update all sites. The progress and number of records exported is updated as the export is running. 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 record Clean up removes exports to inactive sites and the host site

Unzip, Import and Successes These 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 failures In 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.

Archiving After 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.