Condition Assessment, The Basics The Condition Assessment Manual has 2 sections. Pages 2 through 9 are for a Quick Start or a basic set up of a check list. The second section explains the different data types and how to set them up in a check list. Condition Assessment is an optional module in erportal enabling the creation of data collection based procedures or rounds. Condition Assessment rounds are used to compile detailed asset information via inspections or work orders. The gathered information is entered into the system and depending on the readings, allows corrective actions to automatically occur. Examples of those actions may be to perform more frequent monitoring checks or generate corrective action work orders. Sometimes called clipboard SCADA it doesn t require the technician to personally recognize conditions that may require action. Trends may be occurring over a span of time that an individual may not see, but will have been monitored by the system. The parameters for Condition Assessment are set up within Condition Assessment on the Checklist tab of the procedure. The rounds or checklists themselves are printed with the work order and the collected information is transferred to the Asset Master for later reporting or analysis as part of the work order completion process. Prior to setting up a Condition Assessment procedure, create a model on paper of what the inspection should be comprised of and which of the steps should be made optional or mandatory. Determine what should occur if one of the parameters should be abnormal. A model may look like the illustration below. The list of parameters of your Asset Condition Assessment will reflect what needs to be inspected and will vary from asset to asset. Existing procedures can be supplemented with Condition Assessments checklist or new procedure created following the steps in this manual. With the procedure record open the checklist may be added to it using the following steps. 2014 erportal Software Group 1
1. Locate the PM procedure to be used for the checklist in the Procedure Finder 2. Click on the procedure line to highlight it 3. Click the Select button icon in the lower left to open the procedure 4. Establish the Craft to perform the procedure 5. Click the checkbox to make it a Planned procedure 6. Click the checkbox to make it an Inspection 7. Click the Checklist tab 8. An Image File can be uploaded to the procedure. The details of uploading a file will be explained in the next section. 2014 erportal Software Group 2
8. Click the + button icon on the left to add a checklist step. The Checklist Step Setup window will open. 9. Refer to the checklist model and enter the information to set up the first step 10. Click on the Entry Required checkbox if this is to be mandatory information to have from on the checklist 11. Select an appropriate Trigger Action from the dropdown list 12. Click the Save button icon in the lower left when all information and selections have been made 2014 erportal Software Group 3
13. Click the + button icon on the left to add another checklist step, repeating the previous steps until all checklist items have been added 14. Click the Preview Checklist button icon at the bottom to see what the checklist or round will look like during the Asset Condition Assessment process. 2014 erportal Software Group 4
15. Inspect the form and note any revisions that might be needed 16. To edit a step, click the step line to highlight it and click the middle button icon on the left 17. Click on a step line to highlight it and click the X button icon on the left side to remove a checklist step 18. Click the Save button icon when all editing is completed 2014 erportal Software Group 5
19. Click the Print button icon to print a copy of the inspection sheet or Condition Assessment checklist as it will appear with the printed work order. The inspecting technician will fill out the checklist so the information on it may be entered into the work order at completion. 2014 erportal Software Group 6
Entering Checklist Inspections to Work Orders The technician performing the inspection may fill out and turn in the completed inspection form as shown in the sample below. To enter the information it contains into the system, perform the following steps. Yes N/A 10/25/12 10/25/12 Proctor and Barnes, LLC Robert Proctor 413-555-1212 Yes No 1. Locate the work order using the work order finder and open it in the Work Order window 2. Click the Enter Checklist Data button icon to open the checklist form 2014 erportal Software Group 7
3. Enter the information from the technician page into the form 4. No messages will appear if all items fall within acceptable parameters for each step 5. Click the Save button icon when finished 6. Click OK on the confirmation message that the inspection is complete 7. If an entry should not be in acceptable parameters, the action specified for that step will occur. In this case an error message appears and the word Fail appears on the checklist. 2014 erportal Software Group 8
8. Click OK to acknowledge the message 9. If the failure is set to generate a corrective action work order, one will be generated when the inspection form is saved 10. Click OK to acknowledge the work order generation message 11. The corrective action work order may be found and opened using the Work Order Finder 12. The inspection failure step is noted in the Work Requested field on the work order 13. Assign the work order and provide the appropriate procedure to perform the corrective action This concludes the Basics of Asset and Facilities Condition Assessment. The next section covers in detail setting up the different data types. 2014 erportal Software Group 9
Detailed Checklist Inspection Setup Creating a Procedure with a Checklist for Condition Assessment The second section of this manual covers setting up the different Data Types that are available in erportal Condition Assessment Module The function of Condition Assessment is to determine during an inspection if an asset is operating within its specified range of parameters. Some examples of conditions that can be set up are; pressure, temperature, vibration, or any other condition about the asset. The information is collected during a physical inspection and entered in to erportal. This can be at the time of Preventative Maintenance, Repair Work Orders, or planned or unplanned Asset Inspection. If any of the data collected does not meet the parameters set in the check list or Condition Assessment Round setup, a work order can be generated so that repairs will be made to bring the asset back into its normal working range 2014 erportal Software Group 10
Creating the Procedure General Tab 1. Click on create Procedure Entry under PMs on the Main Menu bar. 2. Enter a Description for the Procedure 3. Select a Craft, and a Procedure Type 4. To upload an image, click on the ellipsis to open the screen located on the bottom of this page. 5. Click on Browse to search for the desired file to upload. 2014 erportal Software Group 11
Detailed Checklist Inspection Setup 6. Select the file to upload and click on open. 7. To upload the file click on the Upload button and the message opens that it was successful. 8. Click on close to return to creating the rest of the procedure. 9. On the Procedure Maintenance screen, click on Save. 2014 erportal Software Group 12
Creating the Procedure Notes Tab 1. The Notes tab can be used in several ways. The most common is to enter a list of steps to be followed on a PM work Order. It provides the ability to create check lists that will print with the PM work order. 2. To enter information into the check list it can be free form entered or use the copy and paste functions. 3. A check list in the Notes tab is to be used for informational purposes only. If it is used to collect information it will not be saved or recorded electronically in erportal. 4. The Checklist tab will provide the function to collect and record data that will create PM and Corrective Action work orders. Its use is explained in the following pages 2014 erportal Software Group 13
Check List Tab There are two copy functions available when creating Check Lists. The Copy Checklist button provides the ability to copy an entire check list form a procedure already entered into the system into the procedure being created. Once copied the checklist can be edited or added too. 1. The screen shot below will open when the Copy Check list button is clicked on. 2. Select the Procedure from the drop down menu to copy from and Click on Save 2014 erportal Software Group 14
The second method allows the selection of single steps to be entered into the check list Putting a check in the check box for Select from previously defined checklist steps will open the second screen on this page. This provides the ability to select single steps to be added to the Check list being created. The Previously Defined Check List Steps provides a list of all steps in the database and they can be added to the current Checklist Steps for this Procedure 2014 erportal Software Group 15
1. Click on the Checklist tab on the Procedure Entry/Maintenance screen to open a blank Checklist Step Setup form shown below. 2. A Step Group is a when there are 1 or more checks to be made that are similar and thus grouped together. There are 4 Step Groups in this Checklist on this Procedure. They can be a number for each group or a short description can be entered as used in this example. The four Step Groups are; General PM, PM Data, PM Utilization, PM Completion. 3. The Step Description is the actual inspection to be done. 4. To see how the Step group and Descriptions will look on a printed Inspection Sheet and the Inspection Data Entry screen see pages 31 & 32. 5. There are 11 Data Types to choose from in the drop down menu. Alpha Numeric Text Numeric Only Checkbox Date Image File Yes- No True-False On-Off *Utilization PM Trigger. This is the only inspection that will generate a PM List selection Read Only Text (No Input) 2014 erportal Software Group 16
1. The Unit of Measure field is used when the inspection is for data such as hours, degrees, PSI for air or hydraulic pressure etc. 2. To have the data collected and be required to be entered when completing a work Order, put a check in Entry Required. 3. Save Results field has three choices from the drop down menu. Always, Never or On Failure Only. 4. The Default Value field is set to the normal operating parameters for the step. 5. Min & Max Value, Low & High Value Warning and WO Trigger Min and Max will be explained under the Numeric Only Checklist setup on page 22. 6. WO Trigger Value is set to a value that a corrective action work order will be triggered. 7. Using the drop down menu to the left of the WO Trigger Value entered, it can be set to (=) Equals, (<) Less than, (<=) Less than or Equal to, (>) Greater than, (>=) Greater than or Equal to. 8. There are 3 options for the Trigger Action; Create a Work Order, Display Message, and Display Message and Create a Work Order 9. Triggered WO Priority has 1 through 3 available from the drop down menu. Depending on how critical the asset is to the operation of the organization will determine the priority setting. 10. During the entering of the inspection data if more than one of the inspections fails, only one work order will be created for all the failures, unless the Trigger Separate WO is checked. 11. If a Procedure has been entered into the database for the failure for this step it can be selected from the Triggered WO Procedure drop down menu. It will print on the work order. 12. One item can be entered and will display on the work order if it is entered in the Triggered WO Item # field. 13. Trigger Message and Additional Notes free form entered will display on the Work Order 2014 erportal Software Group 17
Alpha Numeric Text Data Type has been selected for this step. It will not generate a work order. Its purpose is to enter data into the database where it can be tracked under Asset Inspection History. When data is entered into the comment field for this data type the information will be available in the Asset Inspection History. 2014 erportal Software Group 18
Data Type selected is Date and documents the Date of the Inspection. 2014 erportal Software Group 19
The Image File Data Type allows a picture or other image of the asset to be scanned or uploaded and attached to the inspection during the entering of data when completing a work order. It is for history only and will not generate a work order. 2014 erportal Software Group 20
1. Using the Data Type Checkbox used in this example will create an unplanned or corrective action work order. 2. The second Step Group, PM Data has been entered. 3. The Step Description has been entered. 4. There is no Unit of Measure used in this example. 5. The Default Value, Completed has been selected from the drop down menu. 6. When completing the PM Work order and entering the data into the Inspection Data Entry screen if the Checkbox left unchecked a work order will be triggered. 2014 erportal Software Group 21
1. Using the Data Type Numeric Only used in this example will create an unplanned or corrective action work order. 2. Default value can be used in a Numeric Only inspection 3. Data entered below the Min or above the Max Values are not valid and the system will not let them be entered. These values are set to values that are unattainable. 4. A value entered between Low Value Warning and Min Value is extreme and the system will ask if this is the actual value that you want to enter. This is a check to make sure that the data entered is correct. A corrective action Work order will trigger. 5. A value entered between High Value Warning and Max Value is extreme and the system will ask if this is the actual value that you want to enter. This is a check to make sure that the data entered is correct. A corrective action Work order will trigger. 6. A value entered between WO Trigger Min and Low Value Warning will trigger a corrective action Work. 7. A value entered between WO Trigger Max and High Value Warning will trigger a 8. corrective action Work. 9. A value entered from 3.1 to 3.7 is an acceptable value and will not trigger a work order. 2014 erportal Software Group 22
1. Data Type Yes or No has been selected for this example. 2. The default value is Yes. 3. The WO Trigger Value is set to = No and if No is entered into the inspection data when completing a work order it will trigger an unplanned or corrective action work order. 4. An Item and Message have been entered on this Checklist step setup. 2014 erportal Software Group 23
1. Data Type True or False has been selected for this example. 2. The default value is True. 3. The WO Trigger Value is set to = False and if False is entered into the inspection data when completing a work order it will trigger an unplanned or corrective action work order. 2014 erportal Software Group 24
1. Data Type On or Off has been selected for this example. 2. The default value is On. 3. The WO Trigger Value is set to = OFF and if Off is entered into the inspection data when completing a work order it will trigger an unplanned or corrective action work order. 2014 erportal Software Group 25
1. List Selection has been selected for this Step 2. When List Selection is selected, the Validation Table field opens in the screen. These tables can be set up Under System Config/System Setup Inspection Validation table. Examples are shown and explained on the next page. 3. Condition has been selected for the Validation Table for Data Type List Selection. 4. Under Condition there are 3 values to select from; Good, Fair and Poor. 5. Good has been chosen for the Default Value. 6. Poor has been chosen for the WO Trigger Value. 7. NOTE: When Using List Selection the (=) Equal sign is the only math symbol that can be used. 8. If Poor is entered into the inspection data when completing a work order it will trigger an unplanned or corrective action work order. 2014 erportal Software Group 26
1. Under the Config System/System Setup/Select table to Modify screen, clicking on 2. Inspection Validation will open the screen below 2. Clicking on (New) will open the Inspection Field Validation Maintenance screen shown below. 3. The screen shows how Condition was set up in the screen above using Good, Fair and Poor. 4. An entry will need to be made for each condition. 5. Click on Save 2014 erportal Software Group 27
1. Data Type Utilization PM Trigger Value is the only data type that will trigger a PM Work Order. 2. When this Data Type is selected the Unit of Measure needs to be entered. In this example Hours 3. Entry Required needs to be checked 4. Save Results set to Always needs to be selected from the drop down menu. 5. During the completion of the PM Work Order for a specific asset with this procedure the Hours are entered into the Data Inspection Entry screen. The hours will also be entered on the Asset Master for the specific asset into the Utilization PM Trigger panel shown on the next page. 2014 erportal Software Group 28
1. The PM Trigger Method is set to By Utilization 2. When the hour values set in the PM Master are entered into the Inspection Data Entry screen, it will trigger another PM Work Order if the hours entered are within the parameters set in the PM Master The data also updates in the Asset Master Screen shown above. 3. The PM was set to trigger at 200 hours 4. This PM triggered because it is within the 175 hours that it has been set to. 5. The next trigger point has been updated to 300hours. 2014 erportal Software Group 29
Read Only (No Text Input) will not trigger an unplanned or corrective action work order. If Entry Required is checked and save Results is set to Always The information entered in to the fields in the Inspection Data entry screen will available in the Asset Inspection screen. 2014 erportal Software Group 30
This Inspection sheet can be printed along with PM Work order and filled out and used to complete and enter the data into the Inspection Data Entry screen 1. When an assigned WO screen is opened so that it can be completed the inspection data must be entered. 2014 erportal Software Group 31
1. The Inspection data is entered in to the erportal database through the Inspection Data Entry screen shown below. Information or Data entered in the Data value column or the Comments column will be part of the history for this asset and will display under the Asset Inspection screen. 2. Click on Save and Return to complete the data entry. 3. Confirmation dialog box will open and state that the data was entered successfully. 2014 erportal Software Group 32