Can i document type e sign checklist to improve customer service south carolina
hey everyone and welcome to our webinar presentation called the power of checklist and improved tool in version 11.4 my name is Molly Hallman and I'll be moderating today's presentation Rebecca shaft stall a solutions consultant added boko is going to be leading the webinar today Rebecca's got over 8 years of experience guiding customers through a software implementation process in the past she's worked with many public sector clients and she's got expertise and content development and end-user training delivery so for today checklist and import EAM provide us with step-by-step instructions that allow for an advanced level of task detail to identify which maintenance steps need to be completed and recorded in this webinar we're going to take a look at the checklist functionality how it works and some exciting new features that have been added in recent version upgrades so without further ado let's say hello to Rebecca welcome Rebecca how are you doing today great thanks Molly I'm excited to be here today to talk with all of you about the power of checklist I take a look at the results of our poll it looks like about 39% of you are using version 11.4 some of you are in the process of upgrading I'm so hopefully this will give you some insight into some of the features and functionality that's available for checklist so let's start off by reviewing today's agenda and first of all I am going to touch on tasks plan so checkers are a part of task plans I'm so it's important that we review task plans first I will walk through creating a test plan and touch on both the instructions and documents tab we're going to spend the majority of our time on checklist so what our checklist used for as well as the various checklist item types and I will cover most of those during today's presentation I'll mention some additional version enhancements I'll walk you through how to add a task plan to an activity and then we'll towards the end we will process a checklist from both the desktop application and the mobile app and then we'll wrap up with time for Q&A so first for a moment of safety so I live here in Greenville South Carolina and about a week ago I got an email from my apartment complex about hurricane preparedness it was a very thorough message this is just a portion of the email that I received and as I was reviewing this you know there are things such as removing furniture from your patio selling your vehicle with fuel you know making sure you had batteries and flashlights and as I read the list and started gathering supplies I never really have too much on hand and it made me realize how little we prepare for certain things you know what one thing I have been planning for for a while is retirement but at the same time I rarely have cash on hand I'll push my luck by not stopping for fuel on a long road trip or I wait days and days to make a trip to the grocery store or use up my phone battery just knowing that at any point in time I can plug it in and charge it and this made me think as a soccer coach my husband would repeat the five keys for his players so proper preparation prevents poor performance and so I encourage all of us to just be more mindful and planning and preparing whether it's at work or at home not only does it prevent poor performance in the end but it can also increase your safety as well as the safety of those around you all right so let's get started with task plans so for those of you that may not be familiar with task plans a task plan is a preset list of instructions documents and/or checklist items to be used on our work board so it's a way to communicate it attacks so what the technician will be doing when they're out in the field and task phase can be used on any work order whether it's a standard work order or p.m. work order um so you associate it with a work order activity okay so I'm going to touch on how to create a task plan and you see here my screenshot there's the instructions tab as well okay we're going to review that as well so let's go ahead and take a look at our next slide first of all the task plan so this is a unique code and description of the task plan fairly straightforward and then there's a checkbox under task plan details on the check box there is labeled enable enhanced planning so is that checked just be mindful that there are restrictions to which checklist item types can be associated with the task plan um so if you have enhanced planning enabled you would not be able to use the good for okay adjusted or okay adjusted measurement checklist item types okay and then there's the field for the equipment type um you can select the asset position or system to restrict the use of the task plan to a specific equipment type and we also have the equipment class classes are used throughout the system but it's just a way to restrict in this case the use of the task plan to a specific equipment class okay then we had the out of service check box for those of you that are active users you probably are familiar to seeing the out of service check box but that just prevents records from being displayed in lookups so if we were no longer using a task plan we could simply mark it as out of service now also on a task plan you can define the trade estimated hours and people require so the trade is this go needed to perform the work okay and also if you're keeping track of cost the rate associated with a trade can be used to calculate labor costs and then we had the estimated hours this is the total number of hours it estimated to complete the job regardless of how many people so we're looking for the total number of hours and then we have the people required so this is the number people are required to perform the work now when you add a task plan to an activity the trade estimated hours and people required while automatically populate so next I'm going to touch on the instructions tab of a task plan so from the instructions tab you can use it to add notes okay or to detail job instructions so it's very similar to where you see Commons in other areas of the system so you can specify whether the instructions print on the work order report and then you can view the instructions from a work order and you would need to be on the checklist tab and then from the checkers tab there is an actions drop-down and you would select view comments and we also have documents available for task plan so you can link or upload documents um it could be the schematics or warranty or trawling I'm associated with the task plan the documents would be accessible from the work order on the checklist tab and once again they would be available from the actions drop-down under view documents so that's the basic foundation for task lands and tasks lands have been in the application for a long time but checklists were added in version 10 okay with additional features or continued to be released I'm just keep in mind as we walk through some of the components associated with checklist and checklist items you don't have to use all of the features and functions that are available so let's talk about checklist okay so checklist items are added to the checklist tab of a task plan and they're used to provide a list of items to complete that help to clarify a task so essentially what a checklist does is it allows users to check off completed items and even enter notes now you also have the ability to collect qualitative and quantitative readings and findings and you can even collect signatures for users performing and reviewing the checklist okay now from the task plan screen okay so previously when we walk through creating the task plan I didn't point out the two sections that you see here but there are two sections on the tasks planned record view those are checklists control and checklist follow-up made that are used when you're associating or using checklists with your task plan so let's review each one of those sections first of all let's take a look at checklist control first of all the active checklist check box okay you will want to select that if your task plan contains active checklist items I'm even if you go in and add your checklist items but don't check that box your items wouldn't populate on the work order so active checklist must be selected in order for the checklist to populate on a work order next we have be performed by required so the identification or a signature of the person performing the checklist is required you would check that box and then if the reviewed by is required or the identification of the person reviewing the checklist then you would select the corresponding checkbox now something else with checklist is what we call responsibility I'm just a reminder okay this is optional but defining responsibility can be used to add extra security to the checklist execution um so first of all we have the view only responsibility so this would be the responsibility a user must have in order to view the checklist okay and then the review responsibility would be the required responsibility for a user to review the checklist so essentially the way it works is only users with the associative responsibilities in this case would be able to view or review the checklist now additional setup is required for responsibility and so you actually define the responsibility and then associate it with your individual users but we do have responsibility for our checklist performers as well and so that performed by responsibility is the responsibility required for each user to perform the checklist and then we have it performed by - I'm here you can define an alternate responsibility required for a user to perform the checklist um so adding a perform by two would make the checklist a joint checklist and this is great if you want certain lines to be entered say by the engineer and other lines or checklist items to be completed by the main mechanic okay so allows for a joint checklist by defining those that perform by and the perform by - okay so that's checklist control let's take a look at checklist follow-up once again this section is on the tasks planned record view on but here so when a checklist item is processed on a work order there is the ability to create a follow-up work order and the checklist follow-up fields are used to create the follow-up now the the field you see here are probably going to be pretty straightforward on for some of you but you would have the work order description which is the description of the follow-up work order you would define the follow-up work order type okay in the class if you choose to then you could designate the status of the follow-up work order and you could also select a follow-up work order priority once again hey this is on the task plan records view screen so next what we're going to talk about our checklist iodized so before you know I begin reviewing on the checklist I don't types individually I just wanted to highlight some attributes um so there are quite a few different types of checklist items on most of them we will be covering during today's presentation and so I will be reviewing each one of those individually but some things to keep in mind is that notes can be entered for each item on a work order items your checklist items can repeat I'm so say for instance you're recording line pressure at five minute intervals a follow-up work order can be created from a checklist item and a check this item can be required and that would restrict the work order from being completed until a result had been entered for the item so before I reviewed the checklist item types I'm first just going to walk through kind of the basic fields associated with a checklist item so here I just have a screenshot of the checklist tab on a task plan so you would navigate to your task plan and then click on the checklist tab if it's not displayed by default you could select the more drop-down in the top right corner of your screen and that would allow you to select the checklist from the drop-down so let's go ahead and add a checklist item first of all and the checklist I don't feel the system will auto-generate a unique code and then you can enter in the question to be answered or essentially the tasks to be completed in the space provided now you are limited to 80 characters but you do have the ability to add checklist item comments okay from the actions drop-down and I am just going to click to my previous screen real quick here but you'll see that just above where it says checklist details we have the actions drop-down and that would allow you to add comments to a checklist item okay so essentially what you're saying here is you're entering the question or the tasks to be completed then you're designating a sequence number so this is the order in which the item should appear on the checklist now I do recommend when creating checklist items that you stagger the sequence numbers on that way if we need to add new checklist items they can easily be inserted in the appropriate order then we have a field for required entry I mean just mention again for the type I'll be getting to the type in just a few moments okay so we will be reviewing the type or shortly but then for the required entry I'm you can use the required entry to designate whether the checklist item is required in order to close the work order and so the options are no regulatory could just do a warning or set it to yes um regulatory just as a mention here is only applicable for the okay repair needed checklist item type hi um so next we have the equipment level class filter and category and so for these women level you can attach the checklist item unto the header equipment related equipment or your linear references or the route and equipment so this is going to determine if the checklist is associated with the equipment from the work order record view or if it's associated with linear references if you have a linear piece of equipment or if it's associated with any equipment listed on a route or listed on the equipment tab of your work order and then we have the class which you can use to restrict the checklist item to a specific equipment class once again your equipment class would be used to classify or group equipment records on we have the equipment filter which is in addition that we see here to restrict the checklist item using equipment filters and even the equipment category to restrict the item to a specific equipment category so as you can see there are a lot of options that have been added to determine if a checklist item even populates on a work order ok this is just a glimpse of the options that are available I'm not going to review of those during today's session I'm just keep in mind that there are many options that would help in terms of restricting when a checklist item populates all right I'm so next and you'll see the out of service are you would select on if the checklist item is no longer in use and then we see a field therefore the responsibility I'm sir for your joint checklist where you have two performers identified on the task land record view you would define which response which performer is responsible for this particular checklist I'd on all right and just a couple more fields that are relevant to all of our checklist item types we have the follow-up task plan this would be the task plan to associate with the follow-up work order activity and then we have the material list field off to the right and that's the material list to associate with the follow-up work order activity I'm just a reminder okay checklist items when they're being completed on a work order you can mark them for follow-up and then create follow-up work orders when you create those follow-up work orders the system will look at these two fields here as well as the fields you completed on the tasks planned record view screen to know how to create those follow-up work orders so in my next slides we're going to take some time and walk through the different types of checklist items so the first type we're going to look at is called checklist item and so you can see that here in the type list adesh checklist item and checklist item checklist types are answered on the work order by selecting a completed checkbox to indicate the tasks what's completed so here are my neck play I ha
e an example of what a checklist item type would look like on a work order and essentially you would just be checking the box to indicate the task was completed I'm you could always Internode's or mark the item for follow-up the next type to look at is okay repair needed so these checklist types are answered on the work order by selecting a check box to indicate whether the result was okay or if repairs needed I'm the thing that I like about this type is that a resolution can also be selected and those options are adjustment needs repair completed or temporary repair now for required entry if you have regulatory selected just be mindful that system rules apply to the checklist item um so this would be an organization I'm setting but really there's just settings that control whether or not a valid resolution or a combination of a resolution and follow-up activity is required and then here I have an example of what an okay repeat repair needed a checklist type looks like on a work order so you would select the corresponding checkbox and then there would be a drop down here hey where you could select the resolution and once again you always have the option to enter notes or mark an item for follow-up next is qualitative um I like qualitative and I feel like they help standardize results but they're answered on the work order by selecting a finding from a predefined list so here when you're setting up a qualitative checklist I don't type you would select the possible findings a user can select from when they're reporting the results okay and this is required for your qualitative checklist types and then here I just have an example of what a qualitative checklist item would look like on a work order okay you would just select a finding from predefined list great next let's look at quantitative and so quantitative checklist types are entered on the work order by entering a numeric results and I do have a few more fields to touch on for quantitative on the first being the unit of measure so this is the unit of measure associated with the reading and this is required for quantitative checklist types okay so you would need a selected unit of measure and they you out in field and then there's an option for repeating occurrences now you can use this for all checklist types I like to mention it here um because we see this a lot with our quantitative checklist items such as reporting water pressure or temperature at a set interval but what the repeating occurrences would do um is it would replicate or repeat the checklist items so it could be answered multiple times on the work order and if I um if you take a look at the screenshot here I'm you will see that there is a field that you can add to your data spy pay for your checklist to mark the final of currents I'm that way you just don't keep repeating it and but once you mark the final occurrence the system will stop repeating the checklist item okay now the next group of three I these together because they're they're similar other than the labels associated with the options on the work order I'm so their question yes no good for an OK adjusted and these are all answered on the work order by selecting corresponding checkboxes and so for the question yes snow you would just select a checkbox for yes or no um one thing I do want to mention I mentioned it earlier but once again I'm if you're using enhanced planning and it's enabled I'm the good for and okay adjusted will not be available but here just an example for the checklist item candor here I have the question yes/no checklist item on a work order you're just selecting the corresponding check box next we have the okay adjusted measurement so these checklist types are entered on the work order by selecting an OK or adjusted check box and entering a measurement okay this is another for one of the types that's unavailable if enhance planning is enabled but otherwise a few things to complete for okay adjusted measurement checklist types on the first being the unit of measure associated with the reading and then if you're using okay adjusted measurement the measurement responsibility field will be available and here we have it here on my screen so that's where you could designate the performer responsible for reporting the measurements okay this is only available for okay adjusted measurement checklist types but you can use it to restrict who can report the measurement so someone so one performer could be responsible for leading the checklist item but another performer would only be able to enter in some measurements and on a work order just to give you an example we see that the okay adjusted measurement we have those two checkboxes one for okay one for adjusted and then there's a place to record the measurement all right so we just have two more to touch on and the next scene meter reading so these checklist types are answered on the work order by entering a reading result and this does provide a connection to the equipments meter and in 40 am I'm a eunuch wired for meter reading checklist types okay so you would want to be sure to populate the uom and then if we were to look at a meter reading example on the work order as you see here it would allow a reading to be entered and then the unit of measure is associated and then the final checklist item type and that we're going to review today is inspection so these types are answered on the work order by entering inspection results findings are required and so you would want to select the possible findings a user can select from when entering results now aspect and point type those are two fields that I added to the screenshot here in the center set up for those is also required so there's quite a bit of setup involved for inspection checklist item types I'm so just be mindful of that and there's even a separate screen where inspection results would need to be approved so some additional version enhancements to touch on there is another checklist I don't spike called nonconformity check and so this would allow an okay option in one or more configurable severity options um it does allow a measurement to be reported but like we saw with the inspections type it does require additional setup um there's also something that's referred to as condition as found this allows a user to specify why one or more checklist items could be completed could it not be completed so once the condition has found is selected this is some would flag the checklist items for which the condition is applicable and this does require additional setup as well and then there's not applicable this is similar to the condition as found functionality but is for individual checklist items in a couple more things to point out and you can add documents to checklist items on a work order um so on a work order from the actions drop-down you could add edit checklist I don't documents um so I know some folks use this and some of the mobile applications as well and then we had the group label on this is just set up at system codes and it allows for checklist items to be grouped under headers um so this can be helpful when completing long checklist and then they can kind of be collapsed or grouped into appropriate sections it's just a little bit easier for your technicians performing the checklist so what we're going to do now I'm just going to quickly walk through adding a task plan to an activity on so first of all you can add a task plan to a peon schedule okay so remember just keep in mind task plans are Scioscia with activities so if we wanted to associate a task plan to a peon schedule you would go to your peon schedule and then the activities tab from there you would be able to populate the task plan for that activity just be mindful if you're editing an existing pan schedule on that the task plan is not going to be associated with existing or open work orders you can also add a task plan to a new work order okay so when you're creating a new work order from the record view screen um you can add a task plan to the activity section and then you can also add a task plan to an existing work order and so from the activities tab of a work order hey you would populate the tasks plan okay so just remember your task plans are associated with your activities so let's touch on processing checklist items so I'm going to give you I'm hopefully just a glimpse of how to process checklist items I'm going to desktop application and the mobile app so first from the desktop application and you would go to your work order and then the checklist tab if it's not displayed by default just remember you to go to the more drop-down off to the right and select checklist from the drop-down list and here you'll see that I've completed some of the checklist items and we have a yes/no completed hey that's just the checklist item type um you can enter notes or mark items for follow-up um you'll see the last one there I've recorded a reading um also towards the top of the checklist tab we have the performed by performed by 2 and the reviewed by this is where those signatures are associated with your checklist and so from the checklist tab of your work order users performing and reviewing a checklist can digitally signed the checklist um so when you click the icon that's highlighted there and the user ID and password must be entered manually ok I'm in order to sign off on the checklist and there are some additional fields that can also be displayed such as the date performed and the performed by name um so if you don't want to see more than just the ID listed there and those additional fields can be added via screen designer ok you can also create those follow-up work orders so if you have checklist items that are marked for follow-up then you would click the actions drop down ok at the bottom of your screen and select create follow-up work order and those follow-up work orders are going to be created based on the settings that you have defined okay so those check for follow-up settings defined on record view okay now there are system settings to determine when follow-up work orders are created for example this system could automatically generate follow-up work orders when be reviewed by signature is added um also you'll notice that for my item here that's marked for follow-up I do have a note that I entered so notes will close the notes on the activity on the follow-up work order and also just to mention here and if you just take a quick look at the options available from action is that we do have the ability to view those checklist item comments I'm so if you didn't have enough space for the description of your checklist item and you add it as a comment and this is also where I mentioned you can add documents to individual checklist items all right so next let's go through a few slides just to review what this will look like from a mobile perspective and so once again your task plan and your checklist is associated with an activity so you would need to navigate to the work order okay so in the mobile app you would just be tapping on the work order and then from the work order you would want to navigate to the activity's tile or section of the work order and then you would just tap on the appropriate activity okay so once you select the activity and as you see here from the main tile for the activity there's a green button labeled checklist if you tap that it will open the checklist for the activity if there is no checklist paid this button will be grayed out on but once you tap the checklist it will open and you'll see a list of your checklist items okay so one thing you can do is you can view the task instructions by clicking on the button for task instructions so from the task plan if you had added instructions and you would be able to view those if you have items checklist items that have comments associated with them okay you'll see the comments indicator and then you can view the comments okay so it will display any comments associated with your checklist item and then your just gonna go through and you're going to record your checklist item results okay so if it's entering in a reading if it's marking something as okay or repairs needed I'm so depending on the checklist item type that's going to depend on how you complete the checklist item off to the right if you have one set to select from findings you would be able to select from that predefined list of findings now just how we saw from the desktop application in the mobile app you can also do the e signatures as well as create follow-up work orders so users performing and reviewing a checklist can digitally sign the checklist and you can create follow-up work orders for checklist items that are marked for follow-up okay um so hopefully you can get an idea of how to process checklist whether or not you're using the desktop app or the mobile app on so just a quick review before we review questions that have been submitted and so we talked about task plans okay that's always going to be your starting point so creating a task plan you can always add instructions and documents if you choose to and then your checklist is a part of your task plan okay so your checklist is going to be comprised of your various checklist items okay and we reviewed most of those during today's session the various types we talked about some additional version enhancements I showed you how to add a task plan to an activity and then we quickly reviewed how to process a checklist on both the desktop application and mobile app so now we're going to do is we're going to transition to a time of Q&A so I'm going to pass back over to Molly hey guys I've got Michelle Paige here with us - she's at boko's education architect and she's going to help answer some questions so first let's see we've got a question here where do we create findings yeah that's a great question and so findings are set up from the work module under inspections there'll be an option to set up the findings awesome and another one kind of related to that I guess where do we create groups at yeah so I can take that one so your groups are also on those our system codes and so typically that's available for system administrators to set up under administration set up system codes in the group label so that's what it's referred to as a system code and that is referred to as G RPL and system codes awesome here's another one how do we see a list of the results of a checklist for a piece of equipment that's a great question so right now there's not a great solution in the application but typically what we do is we'll work with customers to create a custom grid to display those results also here's another one how do we print the checklist results either on a work order or by themselves yeah so that's another great question once again there is not a way currently within the application to print those results but you could always get with someone here on our team to create a custom report for you awesome we've got a couple more here rolling in in 11.4 did import ad and he canned reports to report on checklist results no great question so ya know as of right now not any reports that would provide that information here's another one yeah keep these questions coming now these are great um do checklist notes carry over into the follow-up work order yes they do so they would follow over to the notes field associated with the activity so great question how can a user search for checklist documents those documents are actually held in the regular document section so it depends on exactly what you're talking about as far as where you'd want to search for that if you're just trying to find documents that are attached to it they're attached just like any other document in the application where you can go to the document screen itself and look at all the associations on it but it kind of depends on where you kind of are wanting to conduct that search awesome here's another one we've got we have checklist item Commons or documents is there an icon to let you know something is there as you don't want to ask a technician to check every my item system and mobile on the mobile device there is icon actually shows you the comments and lets you know this information within the application there's not really an indicator
but we can always you know do some kind of configuring to make that because there's colors if you can actually set for the checklist items and that kinds of stuff so maybe like we choose a particular color for comment and a particular color for documents or something like that on the individual checklist item but great question let's see here's another one how does the resolution type work on mobile if it actually works the same as findings so when Rebecca was showing you the presentation she showed you that there was that list or findings it shows exactly the same way correct I just see a drop-down list of those preset or predefined options can aspect ratios be used to turn a failed checklist sequence number red not really sure exactly what that question means there is no way to actually change the checklist item itself by default there probably is some extensibility framework or something that we might be able to do but natively the application doesn't do that um this person is going back to a previous question so on the task plan question there's a follow-up task plan will it generate to the follow-up work order yes that is that is the whole option for that so if you go to that checklist item when you created that checklist item and you added a follow-up test plan to it as well as the material list that will actually flow on to that activity that is created based on that checklist item and the follow-up that you had created for in 11.4 the checklist item icons are hidden can the items be extended all at once to clarify this is the transit app yeah and unfortunately no and so you would have to essentially tap on the group in order to expand and view the checklist items associated with that group it looks like we've got another one that's just come through does a follow-up checklist item create a follow-up work order per item that was checked sorry that really depends on how you do your processing so basically what happens is if you go through and you fill in all of your checklist item check follow-up for although all the ones that you want to have a follow-up created and then say create follow-up work order what's actually going to happen with that is just going to create one per clerk with as many activities as necessary for each of the follow-ups now if you want a separate work order to be created for each one then what you could possibly do is check the follow-up save it go down create follow-up and so forth and so forth because if you go through and check some and then create follow-up and then check some more and choose create follow-up it's not going to merge those into one work order once the work order is created it's going to go it's going to continue on and another work order would be created each time you choose that come once you've got another one here this checklist also apply to operator checklists yes it does in a slightly different way because you actually see it on the appointment screen itself there's also a screen that you can see operator checklist as well as on the mobile now some of the options that Rebecca went over with you are not available on operator checklist but what would basically happen is is on the task plan itself you would want to go into screen designer make a field appear that says operate our checklist when you check that it would signify which checklist items could actually be used awesome well I think that's gonna wrap us up for questions today so just want to say thank thanks everyone for attending our webinar and thank you Rebecca for presenting and Michelle for being here for questions please contact us with any questions and thanks again so much have a great rest of your week
