4/23/2013. Fluid Inventory Control & Management. Where Did Our Lubricant Inventory Go? How Do Inventory Losses Occur?

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1 Fluid Inventory Control & Management Glenn Holmgren Western Regional Manager Balcrank Corporation Sandy Babin Principal Dyna-Flow, LLC Where Did Our Lubricant Inventory Go? How Do Inventory Losses Occur? In the current world of lubrication products, synthetic lubricants continue to be introduced at ever higher costs than traditional products. This means that the dollar investment in bulk lubricant inventories is climbing in value every year. Service and repair costs and the parts associated with those repairs have been managed by DMS systems for several years, but bulk lubricant inventories are not always controlled and managed in the same manner. Without an efficient and accurate way to control and manage a lubricant inventory, the potential for inventory shrinkage or loss is present. There Are Multiple Ways This Can Occur Unbilled Dispenses Delivery Errors Unauthorized Dispenses 1

2 But There Are More Potential Savings Reducing Lost Labor Hours Can Also Be A Benefit What Can An FIC System Do For Me? Representative Analysis Sample Facility Experience Labor Savings Realized Price of oil per gal $9 Weekly savings 5 hrs Gal s used per year 20,000 Shop rate $90 Total cost per year $180,000 Total labor cost / week $400 Annual inventory loss 10% Weeks per year 52 Material Savings $18,000 Labor Savings $20,800 The right FIC system can help keep techs where they are most productive by eliminating trips to the parts department That is a potential savings in material and time of $38,800 per year What Is An Inventory Control System? How Do You Choose The Right System? Fluid Inventory Control Systems (FIC systems) are designed to provide for the accurate dispensing of lubricants and other fluids throughout multiple dispense points in various configurations of a vehicle maintenance facility in a secure and controlled manner, providing for a variety of security levels depending on the type of system installed and the inventory security level desired. The primary objective is to prevent inventory shrinkage, but there s much more that can be accomplished with today s technology. One Product Control Wireless & PC Interface Two - Four Product Control Network & DMS Integration 2

3 Which Type Of System Is Best? Let s Begin With A basic System Answering the Following Questions Will Help? How many fluids need to be controlled? How many dispense points will there be? Which types of fluids will be dispensed How large is the facility? Where is the tank room? Where is the parts room? How many dispenses per day? Will there be simultaneous dispensing? What dispense flow rate do you need? One Fluid To Ten Dispense Points Director Jr. Let s Begin With A Basic System Typically Used Where There is Only One Product What Makes Up A One Product System Pump Control, Reel Control & A Metering System This type of system is basically a lock box for fluids that the parts department has the key to. BOMs Director Jr. Console Component List: Fluid Solenoid Console - Air Solenoid 1-2 See - Fluid pg 15 Solenoid - Pulse Meter: select 1 - meter Air Solenoid to match 1 Y Strainer the unit of measure Soon 1 - Pulse Meter: select meter Each of the components is connected to the console by wire. Director Jr. Director Jr. 3

4 Dispense Control Console Fluid Dispense Quantity Control Dispense Console is Located In The Parts Department Pulse Meters Control Dispense Quantity Features Capacity: 1 fluid to 10 stations Large LED information display Totalizing feature for fluid inventory record-keeping Console Input power 110 volt AC Solenoids activated by 24 volt AC Fluid measurement: pints, quarts, gallons, or liters Service fluids: motor oils, synthetics, ATF, gear oil and anti-freeze Metered control handles are used at each reel. Impulse meters convert fluid movement into a pulse count signal. Select meters to match product and the unit of measure desired for the installed system. Director Jr. Director Jr. Controlling Access In The Shop Pump Control A Fluid Solenoid At Each Reel Controls Access Fluid Solenoid Air is Supplied to the Pump Only Upon Dispense Air Solenoid Stops the flow of fluids instantly at the preset quantity. 24 Volt AC power provided from the dispense console. Ready Light A bright green light alerts the user when the reel is available with the preset amount of fluid to be dispensed. Provides for the remote shutdown of dispensing pumps from the fluid control console. 24 Volt AC power. This controls access to the product while also extending the life of the pump Director Jr. Director Jr. 4

5 Fluid Contaminant Filtration Is A Must The Next Step Up In Fluid Control Systems The Meter and Fluid Solenoid Need Protection Multiple Fluid Capability Y strainers should placed in the fluid line prior to fluid solenoids to assure reliable solenoid valve operation. The filter element is easily cleaned and may require periodic cleaning. If Y strainers are not used, there will be issues with fluid solenoids eventually 4 Fluids To 16 Dispense Points Director Jr. Spectrum 100 Let s Expand System Capabilities 1 Fluid to 64, 2 to 32 or 4 fluids to 16 Stations Four Product Fluid Control System Typical 4 Product FIC System Features Spectrum 100 Max. number of dispense points 16 Max. number of fluids 4 Fluid names Yes Number of keypads 1 Preset volumes Yes Hose Reel ID Yes Operator names Yes Dispense from keypads Yes 1. Spectrum Console 2. Printer 3. Smart Controller 4. Impulse Meter 5. Air Solenoid Valve 6. Fluid Solenoid 7. Ready Light 8. Y-Strainer 9. Communication Power Cable 10. Impulse Meter Cable 11. Solenoid Cable Spectrum 100 Spectrum 100 5

6 Queuing Console System Printer Once Again, the Console is Located in the Parts Room Printer Provides a Ticket for Each Dispense FEATURES Capacity: up to 4 fluids to 16 stations, 2 fluids to 32 stations, or 1 fluid to 64 stations Electronic queuing up to five dispenses per fluid Automated priority assignment of queue dispense Job ticket printer Self-test diagnostics PIN identification of up to 32 operators with Separate protected ID s for up to 5 program management functions Tank level management including current tank level, tank capacity, and tank low-level alert Small desktop ticket printer uses standard 2.2 paper tape. Located adjacent to the console to print data reports directly from the queuing console. Weekly or monthly log reports can also be printed from this printer Spectrum 100 Spectrum 100 Smart Controller Impulse Meter One Smart Controller for Every Four Dispense Points Installed at Each Fluid Pump This is an input/output communication module that provides d i s t r i b u t ed c o n t r o l a n d communication for up to four air or fluid solenoids using the Spectrum Queuing Consoles. Smart Controllers are wall or ceiling mounted near pumps and hose reels. In-line meters measure dispensed Fluid by generating a digital pulse signal used by the console to determine pumped fluid quantities. Impulse Meters are connected directly to the console by wire. Measuring accuracy +/- 0.5%. Enhanced accuracy available by custom calibration during installation.. Fluid Pulse Meter This device provides control for both air and fluid solenoids One pulse meter is required for each product dispensed Spectrum 100 Spectrum 100 6

7 Fluid Solenoid & Ready Light 100 Pump Control A Fluid Solenoid at Each Reel Controls Access Fluid Solenoid Air is Supplied to Pump Only Upon Dispense Request Air Solenoid Stops the flow of fluids instantly at the preset quantity. 24 Volt AC power provided from the dispense console. Ready Light A bright green light alerts the user when the reel is available with the preset amount of fluid to be dispensed. Provides for the remote control of dispensing pumps from the fluid control console. 24 Volt DC power. Spectrum 100 Spectrum 100 And Once Again, The Y Strainer Putting The Pieces Together We Are Just Trying to Prevent Known Problems Pump Related Components Y strainers should placed in the fluid line prior to fluid solenoids to assure reliable solenoid valve operation. The filter element is easily cleaned and may require periodic cleaning. The lack of a Y strainer can cause phantom problems that can be difficult to track down. Don t overlook a pressure relief valve in the system 7

8 Let s Take A Minute To Review Early Multi-Product Systems Up to now, we have been looking at systems that have been around for quite a while. Both of the systems we have looked at have been available from most manufacturers in one form or another for quite some time. The console type systems have been around for several decades. Their greatest advantage is, that if you only have one or two products to dispense, it is the lowest cost system to install. Its greatest drawback is, for more than one fluid, you would need one single product console for every product that you dispensed, and that gets expensive. If you had more fluids or dispense points to control than a basic system could handle, your only option was to add more control consoles in the parts room. Now, the cost advantage of a basic system, falls victim to the multiplier effect; still it was the only solution in the early years of fluid control. It wasn t long, however, before the same technology found in the front office began making its way into the shop. Greater capability and more flexibility was beginning to be required in fluid management systems. Let s Take A Look At Today s FIC Systems Let s Take A Look At Today s FIC Systems PC Based Systems Appear on the Scene Wireless Systems Began to Appear A Few Years Later The PC based Fluid Inventory Control system started showing up in the mid 1990 s. Some of them worked well and some did not. Some people knew how to install and service them and some did not. Over the years, Systems improved and knowledge of the systems began to improve. knowledge is also the key to selecting the right system for a particular maintenance facility. Knowing what is available will hopefully help in selecting the right system.. The first wireless Systems began to find their way to the market in the late 1990 s and the available technology struggled to deliver the promise of doing away with hardwired the systems that existed. The technology has improved over the years, but wireless technology has its limitations, just like all technologies. We will take a look at the wireless technology of today and its advantages and limitations. 8

9 Let s Take A Look At Wireless First If You Are Dispensing More Than 4 Fluids? 16 Fluids To 250 Dispense Points 16 Fluids to 250 Dispense Stations The PC Enters The Scene Pump, Reel Control and Metering Are All In the Handle And The Wires Leave Communication between components is wireless. The apparent advantage is the elimination of wires between components 9

10 Mesh Networking Enhances Communication Mesh Networking Enhances Communication Communication is now from one component to another A dispense keypad that cannot connect directly to the master keypad will route through a keypad that can Master Keypad Automatic channel selection minimizes detected interference. 300 feet 300 feet 300 feet Master Keypad Automatic gain control adjusts signal strength. Dispense Keypad Dispense Keypad Dispense Keypad The need to communicate over long distances has been solved Auto retry communications protocol resends multiple times if necessary Components - Master Keypad Master Keypad communicates with Dispense keypads. Components - Dispense Keypad Dispense Keypads communicate with Control Handles Only one Master Keypad in or near the parts room is required per system The number of Dispense Keypads used is merely a matter of convenience 10

11 Components - Dispensing Control Handle Control Handles Communicate with Dispense Keypads. But There Is More To Today s FIC Systems All Dispenses Are Saved in A Data Base Circuit board, solenoid valve, and meter are in the handle. Easily check dispenses against work orders before closing Monitor and Adjust Tank Levels The Wireless Environment Electromagnetic Interference Limitations Tank levels can be checked easily via this screen A survey of your shops electromagnetic environment is essential 11

12 Network Connectivity And More Network Connectivity And More Network Integration Computer Based Fluid Inventory Control and Management System No More Limit on The Number of Fluids or Keypads Expanded System Design Flexibility Advanced System Capabilities With the following key features. But There is much more to the state of the art systems of today. PC Based Software Upgradeable Network Capable Remote System Access Total Simultaneous Dispensing Modular Component Design Control Oils, Grease, DEF Transaction Reporting Automatic Low Level Cut-Off Lubricant Re-Ordering Digital Displays Self Contained Reports Module DMS System Integration 12

13 Hardware Requirements Software Upgradeability Balcrank PC software will run on existing PC s with Windows operating systems XP and later. 333 MHZ compatible with 128Mb of RAM. is just one of the many advantages today s systems. Because these systems are software driven, future enhancements will be achieved by simply downloading software changes instead of requiring costly hardware additions or changes. Network Capable Unique software design makes it possible to work within a dealer s existing ethernet network. Two Remote System Access Options Dispense commands can be entered via two methods via remote keypads throughout the service bays or by accessing the FIC system directly from each technician s PC via the dealer s ethernet network. This means every PC in the facility can be linked to ten FIC system utilizing a dealer s existing ethernet network. No additional wires need to be run to Technician s PC s. 13

14 Total Simultaneous Dispensing Modular Component Design is accomplished by placing pulse meters and fluid solenoids... at each dispense point throughout the system to provide individual control and monitoring of an unlimited number of fluids dispensed through up to 255 possible outlets. This provides for flexible system design schemes. The modular concept allows for maximum flexibility in system design, and... future expansion is just a matter of adding additional modules to the system. System Modules PC Interface Module There are 7 Individual Modules In The System Connects PC to FIC System PC Interface Module Multi Point Dispense Module Keypad Module Tank Control Module LED Display Module Printer Module Tank Control Module Facilitates communication between system and PC Comes with basic software features to; Graphically view system Dispense products Synchronize time with PC (load service) Set time Update tank levels Simple text data export 9-pin, RS232 serial port, for connection to PC Second channel for expanding system beyond 6000 ft. Input Power: 24V DC 14

15 Multi-Point Dispense Module Provides Power and Communication to Components Keypad Module The Keypad Facilitates System Access Controls up to 4 dispense points/solenoids Keyed emergency override and manual lockout Control fluid access from any PC/keypad in system Each dispense point can be given unique characteristics such as; - PIN code - PPU - JOB number - Display info - Time out - Min/max volume - Volume - group access Limited internal database 8 PIN codes only Input Power: 110V AC / 220VAC required hard wired or plugged in Allows remote entry of PIN, Job #, fluid, etc Two line by 16 character, back-lit, LCD display is used to Conveys clear and concise messages to the operator Minimum ONE Key pad required per system No limit for number of key pads in the system Any dispense point can be opened from any keypad Optional equipment: barcode, card, or Dallas key reader can be connected (serial kit, , required) Input Power: 24VDC LED Display Module Printer Module Provides Real Time Dispense Display Used With Dispense Transaction Ticket Printer Large display, easy to see from a distance. Can be set to display time between dispenses Time can be controlled in one of two ways: Network time (Server PC) Clock Module (optional) Active reel number shown in lower left corner Built in control for 1 dispense point Requires separate external 24VDC power supply Input Power: 24V DC Non-metered control handles save money Controls only 1 external ticket printer Internal database stores; 32 Users 32 PINs 8 Virtual Tanks Job information Transaction details; which can be printed on the ticket printer Accommodates an optional clock module for accurate time in a non-pc system PM(s) can be located anywhere in a system where ticket printer /printouts are desired. Input Power: 24V DC Ticket Printer 15

16 Tank Control Module Controls A Broader Range Of Fluids Controls Air Solenoids to Pumps & Provides Tank Level Data Monitors up to 4 tanks per module Fresh and waste oil tanks Controls up to 4 solenoids, air and/or fluid Must be used in a PC based system w/ professional software Keyed emergency override and manual lockout Types of monitoring Real-time tank level measurements w/ Analog Sensor High/Low level w/ discrete probes Input Power: 110V AC / 220VAC required hard wired or plugged in LUBRICANTS GREASE DEF The Balcrank FIC system is not only capable of controlling lubricants and anti-freeze like other systems, but will also control the dispensing of greases and DEF fluids in fleet applications. ANTI-FREEZE Meters And Solenoid Valves Tank Level Sensors Solenoids and Meters Control and Monitor Fluids Kits include solenoid valve and impulse meter Oil: Anti-Freeze: Tank Level Sensors and Switches Fresh Fluids Discrete tank level sensors 42 long Single level; Oil; Single level; Other Fluids; Dual Level; Oil; Dual Level; Other Fluids; Warning 11.75, off 1.25 Longer probes special order Waste Fluids Waste oil tank switch; switch levels, 6 and from top Grease Diesel: DEF: Grease: Analog level sensor( real time) For tanks up to 13ft tall Grease - Pressure Gauge/Low pressure switch; ask your RM Mount to outlet of grease pump Alarm or switch off pump when pressure drops below 1500PSI 16

17 Real Time Tank Level Monitoring Automatic Low Level Shut-Of provides up to the minute tank level data, making it possible to check tank levels quickly and accurately monitoring lubricant delivery quantities. Software Tank Control Module Analog Tank Probe Pump Air Solenoid Automatic Lubricant Re-Ordering Transaction Ticket Printing is provided automatically by Messaging Service An is sent to your lubricant supplier whenever the tank level reaches a predetermined level, preventing out of oil situations and lost sales or time. is provided by a system printer each time a lubricant is dispensed, providing: Date and time User s name R.O. number Product dispensed Quantity dispensed. The dealer s existing PC printer can also be used. 17

18 But There s More Managing A Lubricants Inventory available than just controlling access to fluids. takes the right information that is easy to access The new systems also provide management tools to effectively manage lubricants inventory and dispense tracking with the click of a mouse as well as... By providing easy access to Repair Order Auditing Prior to closing the ticket, lost reporting of lubricant dispenses can be avoided. Managing A Lubricants Inventory DMS Integration Capability It is Just as easy to look at all dispenses for any time frame with a few clicks of the mouse. by looking at all transaction at a glance, it is easy to spot missed or unauthorized dispenses at the end of each business day. DMS integration capability accomplishes two key functions. Job number validation. Verify that a work order/job/serial/part number typed in on a keypad by a user really exists and is valid for dispensing. Automated transaction posting to repair order. DMS integration eliminates manual tasks to save time and prevent unbilled sales or unauthorized transactions! And if you want to automate this process And if you want to really go after the competition 18

19 DMS Integration Capability That s the latest in FIC System Capability I am pleased to announce that Balcrank application LINTER- ADP is a participating application in the Third-Party Access Program at the Managed Bi- Directional Integration level. Balcrank operates at the highest level of integration available for your ADP Dealer Management System (DMS). The systems of today make it much easier to control and manage fluid inventories PC Based Software Upgradeable Network Capable Remote System Access Total Simultaneous Dispensing Modular Component Design Control Oils, Grease, DEF Transaction Reporting Automatic Low Level Cut-Off Lubricant Re-Ordering Digital Displays Custom Reports Capability DMS System Integration The Right System Saves Money & Time Questions & Answers One Product Control Two - Four Product Control Contact Information: Wireless & PC Interface Network & DMS Integration Glenn Holmgren Western Regional Manager Balcrank Corporation gholmgren@balcrank.com Sandy Babin Principal Dyna-Flo, LLC sandy@dyna-flow.net 19