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Agile Recipe Management for Pharmaceuticals Material Management User Guide Release 9.3.3 E39301-01 |
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# 5 Managing Equipment Reservations

Equipment reservations are classified as follows:

- Soft Reservation

- Hard Reservation

By default, a new reservation is a soft reservation. You can soft-reserve equipment installed at any site in any status and convert a soft reservation to a hard reservation. A hard reservation is possible only if equipment status is Available and equipment is Qualified. You cannot reserve deactivated equipment.

You can make a reservation for Equipment or Equipment Groups. In case of Equipment Groups, the 'children' of the parent group are also reserved along with the parent. You can choose to remove the children and reserve the parent only.

To make a reservation, at least one piece of equipment needs to be associated to the reservation. Multiple pieces of equipment or an equipment group can also be added to a new reservation. If an equipment group is added, you can remove individual equipment belonging to the added group if these are not necessary. Once you create a new reservation request for the equipment, you can check the availability of that equipment to complete the reservation process.

By default, the reservation site is the logged-in user's primary site. You can edit this site.

The types of equipment reservations are:

- Cleaning

- Process

- Maintenance

You can reserve equipment through:

- Equipment Library

- Reservation

- Bill of Equipment via process steps

Note: For Bill of Equipment (BOE), equipment should be in Available or Qualified state.

## 5.1 Making an Equipment Reservation

To make an equipment reservation:

1. From the Create New menu, select Equipment > Reservation.

2. In the Preface tab, select the Reservation Purpose.

   If you are reserving equipment from Work Request or Control Recipe, this field is automatically filled in with the type of Work Request or Control Recipe.

3. In the General tab, enter required information.

   Significant inputs:

   - If you selected Cleaning or Process in the Preface tab, enter the information for one of the following:

     - Project

     - Campaign

     - Work Request

     - Process Step

   - If you have selected Maintenance in Preface tab, select the Maintenance Type and enter the information in Work Request Number and Final Due Date.

4. Click Next.

5. In Equipment tab, click:

   - Add > Any Equipment to select equipment from equipment library.

   - Add > Equipment from existing reservations to select equipment from the list of reserved equipment.

   You can add more than one equipment or equipment group.

   Note: If you select equipment that is in Draft state, a warning message appears.

6. To check the availability of equipment you added, select equipment and click View Reservation.

For complete details, see Viewing Equipment Availability for Reservation.

- Enter Start Date and End Date.

- Click Finish.

## 5.2 Viewing Equipment Availability

You need to check the availability of equipment to reserve it, to manage reservations, or to lock/unlock reservations on it.

To check the availability of equipment for reservation:

1. Execute a search for reservation.

2. Select a reservation for which you want to view the availability details.

3. Click More> View Availability.

4. To view the availability, click on the desired reservation periods, represented as horizontal bars in the calendar.

   The Reservation Details table appears.

5. To modify the reservation, select the desired reservation record in the Reservation Details table or in the Calendar and click Edit Reservation.

6. You can lock or unlock the reservation from this screen.

   For complete details, see Locking and Unlocking Equipment Reservation.

   You can also view the reservation based on the Start Date, End Date, Interval, Reservation Purpose, Reserved For and Reservation Status.

7. Click OK.

## 5.3 Locking and Unlocking an Equipment Reservation

You can lock a reservation, to change the reservation status from Soft to Hard.

- You can lock a reservation only if equipment is qualified and is in the Available state.

- If equipment is loaned out, then hard reservation is not possible.

- If equipment is not present in the site of reservation or some other hard reservation is present for the same equipment and for the same duration, then you cannot lock the reservation.

RMW provides two levels of user permission to lock the reservation from Soft to Hard. They are:

- Super administrator

- The user who has lock permission role, usually the Equipment Manager.

A locked reservation can be unlocked. The status of the reservation will change from Hard to Soft. Locking and unlocking can be done for multiple reservations.

To lock and unlock a reservation for equipment:

1. Search and select the reservation that you wish to lock/unlock.

2. Click More and select Lock or Unlock. A message informs you of successful Lock or Unlock status.

Note: If two or more users make a soft reservation for the same equipment for the same period, all the previous users who made a reservation will get a Double Booked alert.

Note: If one of the users makes a hard reservation, then the other users get a No Longer Available alert.

## 5.4 Changing Equipment Reservation Dates

You can change the dates of soft reservations only.

To change equipment reservation dates:

1. Execute a search and select the reservation whose dates you want to move.

2. Click More > Change Dates.

3. In the Set Reservation Dates page, change the Start Date and End Date.

4. Click OK.

## 5.5 Equipment Reservation Alerts

Equipment reservation alerts inform stakeholders and subscribed users of equipment availability, approvals, modifications and double bookings. Each alert is described below.

- Reservation Double Booked - This alert is triggered when an overlapping reservation is created. If a user creates a soft reservation for one or more equipment against which another reservation with an overlapping duration exists, then this alert is sent to the requesters of all the previous reservations.

- No Longer Available - This alert is triggered when a reservation is locked. If the user locks a soft reservation for one or more equipment against which reservations with an overlapping duration exists, then this alert is sent to the requesters of all the previous reservations.

- New Reservation Requested - This alert is triggered when a new reservation is created. The application triggers an alert whenever a new reservation is created. This alert is sent to the users on subscription.

Note: Since this is not a mandatory alert, users with Lock privilege can manually subscribe to this alert. These users are responsible for managing all or specific equipment if they want to receive reservation request notification. For specific equipment (one or more) notification, subscribers would have to put Equipment ID as part of the criteria.

- Reservation Modified - This alert is triggered when the reservation is edited by a user other than the requester.

- Reservation Request Approved - This alert is sent to the requester of the reservation.