Inspections are created and populated in your software based on cycles, checklists, and a parts list. These are then assigned to whichever asset will need to follow that inspection cycle. Assets can have multiple inspections assigned to them.
All inspections, for both Vehicle Maintenance (VM) and Asset Management (AM), are created in Fleet Management within the Transit Assets product suite.
Every inspection is created in the order of the cards seen below - Click the image to enlarge:
PM Types
The Inspection ID can be for a set of assets that will all use that same inspection or a single asset. A new ID can be added by clicking on the green checkmark.
Decide how often the asset will be inspected. If 6-month and 12-month inspections are desired, you will create two Types: #1 for 6 months and #2 for 12 months. For the 6-month inspection, enter 180 days in the Actual column. The Forecast Days will indicate how long before 180 days the inspection will show up on the forecast report as needing to be completed. In the example below, the user has chosen a 15-day window or 165 days. The Class Code is from the WO module and it tells the system the class code to put on the Inspection WO.
Menu Path AM05 #3
PM Cycles
Here the user shows how often each of the inspections will occur and in what order.
In the sample below, there are three inspection types for Inspection SCR: a monthly (A), a quarterly (B), and an annual (C). Here the user has created 12 cycles for a year. The system will call for each in turn. When Inspection #1 is complete, the system will start tracking toward the #2 inspection. Since the Start Over box is checked on #12, then, after the cycle 12 inspection work order is closed, the Inspection will reset and go back to call for #1 again. The last Cycle should always have the Start Over box checked.
If this inspection was started in January, then the quarterly inspections would be called in March, June, and September, and the annual would be called in December. After Cycle 12’s inspection is done, it would be January again and the system would call for Inspection 1, which is a monthly.
PM Checklist Items
Here you create a list of action items that must be completed for an inspection. The tech doing the inspection can see the entire list as they work through completing this inspection.
Generally, if there are multiple inspection types, they will build on the preceding one. A quarterly inspection will have the items from the monthly inspection plus additional items. The checklist can be copied to another inspection quickly to save retyping. This list will appear on a paper copy of the work order (when printed from the PM checklist), or, if the work order is being done in the system, the list will be available in Work Assignments for the tech to check off all the items.
It is recommended that you use a numbering system that leaves room for additional items:
- 01.00 EXTERIOR
- 01.01 Inspect windows
- 01.02 Inspect headlights
- 01.03 Inspect taillights
- 02.00 INTERIOR
- 02.01 Inspect door-opening mechanisms
- 02.01 Inspect seating for needed repairs
This also keeps your listings neat as the software sorts by the first digit and then the second digit so 1 through 10 would display 1, 10, 2, 3, 4…
Here is a sample checklist:
To copy a list of items to the next inspection, click Copy and choose the target inspection ID and Type you wish to copy the list over to. Click Start.
In this example, this list for YAH1 handlers 1-18 will be copied over to the Inspection YAH2 for handlers 22-23. In the same way, the six-month checklist can be copied over to the quarterly checklist.
If there is a photo or a note scanned into the O drive pertaining to a checklist item, it can be inserted in the Attachment field. Right-click in the Attachment field and choose Insert Object.
Choose Create from File and then Browse to where you have the item saved in the O drive. Double-click the item to bring it into your inspection. Click OK.
Click in the attachment box and see what you have placed there.
Parts List
This is not typically used in Asset Management, however, if there are AM parts in the ETMS inventory, this is available for use. If there are standard parts used for the Inspection Work Order, the user can create a permanent parts list, which will print on the PM work order, or be available for viewing in Employee Assignment.
Now this inspection is complete. It is ready to be assigned to any asset that needs this inspection.
Assign Inspection to an Asset
Select the asset that needs to have an inspection assigned to it.
Click Inspection. All Inspections – on the right – contain every inspection created in the system. Assigned inspections will only display those inspections that are specific to this asset.
Click on All Inspections and locate the inspection to which you want to add the asset. You will see this message. Select Yes.
The inspection will appear with the Last Done date as today’s system Date.
Change Last Done to the true date this asset was last inspected by clicking on the blue calendar symbol. The Days data will update.
Reset to Zero?
If this box is checked, the miles, days, or hours will reset to zero when the inspection is performed. If it is not checked, the miles days or hours ahead of schedule will carry over to the next inspection.
Example
The inspection Forecast Days are set to 25 days and the Actual Days are set to 30 days. If the inspection is performed at 26 days, then 4 days would carry over and populate the Since field. The system calculates from the Forecast Days.
When the days enter the forecast cushion, the field will show Inspection Due (noted in the above screenshot).
If a work order has been created for this inspection, the number will populate in the field called Assigned Work Order.
After inspection 3 has been completed (work order created and then closed), the Inspection # will roll over to the next inspection in the cycle and the Assigned Work Order field will be blank again.