Maintenance SOP 030: Pullout/Start of Shift

Purpose 

This procedure provides information for maintenance technicians who use the ETMS system during pull-out or at the start of their shift. The process covers monitoring vehicle health alerts, specific pre-trip information in the myAvail maintenance queue, and using the system to provide efficient daily maintenance support.  

Operational Impact and Metrics

Operational Impact: The Avail ETMS system streamlines several maintenance tasks to support pull-out and helps identify and address problems and improve on-time performance. Maintenance can monitor and respond to vehicle health alerts and pre-trip events to achieve/ maintain necessary service levels in real time as needed or review the reports for trending issues, create work orders, etc. based on needs.  

Metrics: Pull-out %, On-time performance, Vehicle Health Monitoring, Maintenance Dashboard. 100% of vehicles leaving the yard should be logged in with functional ITS equipment. Vehicle issues should be tracked via work orders to resolve issues preventing service and to notify internal staff of vehicle availability.

Definitions

Frequency 

Before scheduled pull-outs as part of service preparations, and/ for each shift 

Positions and Responsibilities 

Implementation of this SOP is the responsibility of Vehicle Mechanics/Technicians.  Maintenance Supervisors should also be familiar with these procedures to support technicians needs (see SP-033-01).  

Dispatcher and vehicle operator responsibilities for Pull-out/Start of Shift can be reviewed in the SOP section below and in related articles. 

Procedure

1. Log into ETMS, navigate to the Operations product suite and open the Launch Dispatch card to review live operations data
2. Review the Maintenance queue for VHM alerts (SOP-031 Maintenance Vehicle Health Monitoring) , any pretrip failures, ITS issues, and leverage BI Maintenance reports for trending issues, then create work orders and review closed work orders for any additional available vehicles
3. Review, and monitor Events - some maintenance events may populate here, too (e.g. pretrip failures)
4. Create action plans around events and issues requiring resolution
5. The number badges, if visible, indicate items are in the queue waiting to be addressed
6. Items that have been in the queue for a configurable amount of time, typically more than 15 minutes, are highlighted in yellow to alert you 

•  
  • Review current maintenance messages and create work orders were necessary
  • Use filter for dates, priorities, types; use to determine area of focus 

Typical Dispatch Workflow

Dispatching staff usually manage events and communications with vehicles, and will involve maintenance as needed. Below is a description of managing these.

Handle a Event:

1. Select an event (vehicle record) to manage it
2. Click “Take” 
3. Click “Log” after creating related work orders, etc., if needed, and no additional action should be taken
4. The event record files away to BI Maintenance reports

Monitor and Manage Pre-Trip Information in Maintenance Queue:

1. Click “Take" for the event/vehicle record 
2. Create work orders, assign tasking, etc., as needed
3. Click “Log” after identifying required action 
4. The vehicle record is removed from the queue and filed to BI Maintenance reports

IMPORTANT: Typical Workflow- Dispatch creates incidents, then informs maintenance as needed, though maintenance supervisors, managers may also create incidents. Maintenance typically manages any related work orders, etc., conditions that require maintenance staff skill levels.

1. Use the "Log with Incident" button if further action is required 

Log with Incident Process:  

Is further action needed, such as vehicle swaps, service adjustments, accident reporting, operator change, use the Log with Incident function:

Log with Incident:

1. Click "Log with Incident" if additional action is required (service adjustments, accident, break downs, vehicle swaps, etc.)
2. This action will automatically tag related vehicle data such as:  Vehicle Id, Run, Route, Trip, Stop, Operator, Location, Time
3. ETMS auto-launches/opens to the Vehicle Incidents screen
4. Fill in fields on the Basic Information tab ( Incident Title- is required, Description, etc.)
5. Enter additional information on the 2nd sub-tab (Vehicle Incident type, Vehicle Problem Code)
6. Use the Replay Tool button to replay a set of minutes leading up to the event/ the bread crumb trail from the vehicle, as needed
7. Enter related Notes on the 3rd sub-tab (software tracks all notations via a timestamp)
   • Use the Attachment button to upload related documentation (PDFs, etc.)
8. Use the 4th sub-tab to document vehicle replacements and any missed/resumed service ( software will auto- calculate the adjustment differences for you)
9. Use the Optional field to alert involved vehicle operators
10. Use the 5th sub-tab to document road calls
11. Select the Save button when done   
12. Incident is stored on the main screen (can be edited by personnel with the permissions included in their accounts)
13. Locate incident and open incident to edit: includes the ability to update incident status, reassign it, add additional notes/ documentation as information is gathered, etc.) 
14. Use send text feature to communicate with operator if needed 

Create Incident and Automatically Tag Work Order:

Work orders can be created from an incident, if you use Transit Assets Work Orders. 

• Please refer to instructions for how to tag vehicle work orders from incidents here: Automatic Creation of Work Orders from Incidents

Quick Tip: Are you interested in hearing more about integrating work orders for your maintenance team? Please contact your Account Manager for more information and review  Avail's work order articles.

Daily Maintenance Support 

1. Identify inoperable buses or buses that need to be held for work orders
   1. Work order tools in ETMS include tagging OOS for vehicles unavailable for service, as needed, to alert staff
2. In yard map, enter bus number, location, and status 
3. Monitor the ‘maintenance’ queue and address issues (It is essential that the vehicle's ITS equipment is fully functional before leaving the yard)  

Supporting Documents  

Related Articles

Pullout Management Tools (with video demo)

Incident Management Tools

Automatic Creation of Work Orders from Incidents 

Related SOPs 

1. SOP-001 Planner – Schedule Data Management and Implementation 
2. SOP-031 Maintenance – Vehicle Health Monitoring 
3. SOP-032 Maintenance – Preventive Maintenance 
4. SOP-033 Maintenance – Supervision and Management 
5. SOP-011 Dispatch – Pull-out/Start of Shift 
6. SOP-020 Operation – Pull-out/Start of Shift