Service Spotlight: Asset Status Part 3: Status Control

Getting Started

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Having added your assets, you are now ready to use the core purpose of the Asset Status service: Status control.  This is where you can inspect your assets, keep track of and acknowledge damage, include pictures if need be,  and also keep track of repairs (not to mention confirming and approving them).  Each asset also has a log of all the actions taken, to easily see the asset’s history.

In this example we have three assets, each on a different row which displays the Asset’s name, it’s status, how many days since the last inspection, the total usage, if applicable, and the type of asset entered when it was added in the system.

When you click on an asset’s row, three previously-hidden buttons will appear:

Inspect: Will initiate an inspection and take you to the inspection interface.  If you scan your asset’s Asset Status QR code, it will also take you to the inspection interface for that asset which makes things remarkably faster.
Supervise: Will take you to the supervision interface.
View Log: Will take you to the asset’s log so you can see its history in detail, including comments and pictures.

You can click the row again if you want to hide them.

Let’s get our hands dirty now; click on the Inspect button and let’s walk through an inspection.

 

[It is] best practice to immediately inspect an asset as soon as it’s added so as to establish the baseline usage value.

Inspect the Asset

You will see five sections in this page: Asset, Status, Total Usage, Description, and Photos.

The Asset section gives you information about your asset.  This being your asset’s first inspection, Status and Usage will be blank, but under normal circumstances it will display the running total usage for that asset.

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The Status section includes a list of the Inspection Items you added when you created the asset in the previous section, and is where the person performing the inspection will note whether or not it passed.

The Total Usage section is where the person performing the inspection will note the total usage for the asset’s lifetime (not the usage since last inspection.  If the number being entered is less than the previous total, chances are it’s wrong).  The system will automatically calculate the usage since last inspection

The Description section allows the person performing the inspection to write any comments if necessary.

The Photos section allows the person performing the inspection to include photos of the asset at the time of inspection if desired.

When entering a value in the Total Usage field, remember the number represents the usage between the last total reported and the current total; however, since this is the first inspection, there is no previous one, it will be set as the baseline value against which future inspections will be compared.  So, for example, if you enter 1000 km and then check the statistics page, there will be no usage listed.

It is therefore best practice to immediately inspect an asset as soon as it’s added so as to establish the baseline usage value.

Please note the following:

The Total Usage entered is incorrect for this type of asset. The amount entered should be greater than the amount listed under the Asset section.

This is the correct way to fill out the Total Usage field. Note that the Total Usage reported is greater than the Usage amount in the Asset section.

So why does the system even allow you to enter lower values than the previous total to begin with, instead of saving you from yourself with a handy error message?  In one word: flexibility.  The example above applies universally to vehicles.  There could be cases where a countdown-style tracking system is necessary; let’s say a machine has a clip with a certain number of bolts and the inspection function is used by that organization to keep track how many bolts are left before the clip has to be replaced.

Click the Submit Inspection button to complete the inspection.  For this example I have set it to Fail and included an image, which will be visible in the log later.

Supervise

Now let’s say you’re the one responsible for the assets.  You may or may not perform the inspections yourself, but are ultimately responsible for them; this is where the supervise interface comes in.  The Supervise

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interface is used to communicate with the operators by either letting them know an asset is no longer in bad condition, or that the organization is aware of the asset’s problem and (hopefully!) is taking steps to remedy the situation.

The interface itself looks very much like the inspection interface you are already familiar with:

The Asset section gives you information about your asset.  The Name of your asset, its Status, and its total Usage are listed here.

The Status section is where the supervisor will verify whether or not there is actually an issue.  Clicking OK will override the previous status from the inspection, letting everyone know the asset can be used again, and clicking Fail Verified will likewise override the previous status which will announce to anyone looking through the assets that the supervisor is aware of the issue.

The Description section allows the supervisor to write any comments if necessary.

The Photos section allows the supervisor to include photos of the asset if desired.

You will notice that there are no fields for entering usage; since this is not an inspection but an acknowledgement thereof, there is no need to change that here.

Once you are finished with the update, click the Submit Update button and return to the Status Control page.

Check the Log

Since we have one or two inspections, as well as a supervisor’s report for this asset, we now have something interesting to see on the logs.  Click the View Log button to navigate to the log page for that asset, where its history within asset status is presented clearly and transparently.  As in the other pages, the Asset section tells you the asset’s name, current status, and current total usage.

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The entries are displayed in descending chronological order, so the latest will be at the very top of the list and the oldest will be at the bottom.  However, there is a search filter here to help you pinpoint a specific item or items.  For example, if you type “Inspection” you will see the items that contain that word (all the inspections and any supervisor updates that have the word in the comments).  In this example, you could search for the word “bugs” and you would only see the inspection that mentions Love Bugs in the comments.
Each item on the list will include a time stamp, the name of the person who submitted the inspection or update (along with the company name in parentheses), the status entered at the time, the usage total (in inspections only, if applicable to the asset), the comment, and thumbnails of  any pictures uploaded in conjunction with the activity.

 

Now we have entered enough information to look at the Usage Statistics page in the next section!

 

Service Spotlight: Asset Status - Jump to other pages within this Spotlight:

  1. Introduction
  2. Setup
  3. Status Control
  4. Usage Statistics