Mastering Inspections in WebTMA

1. Mastering Inspections in WebTMA Jenny Pino TMA Systems

2. Purpose • Group-based Work Orders for PMs do not have the ability to track missed or failed items during the Inspection • General Inspections was designed to offer a new visual approach to collect and enter data, taking Group-based PM Work Orders to another level • Retain Inspection data for future reference that can be used for Preventive Maintenance analysis of individual Group items

3. Setup Before the system can generate an Inspection Sheet, all of the following must take place: • Create Inspection Tasks • Create Inspection Forms for Inspection Tasks • Create Inspection Checks • Design Inspection Sheet Layout on Inspection Form

4. Inspection Tasks • Inspection Tasks are the same as Task Codes created in Organization > Task > Records / Identity Tab • Task Codes can contain PM Task Sheets and be combined with Inspections; however, PM Tasks and Master Checks are global to the PM compared to General Inspection Tasks, which are specific to each item within the Group

5. Create Inspection Tasks Path: Organization > Task > Records / Identity Tab

6. Inspection Forms • Inspection Forms module incorporates Tasks, Checks, and Check Items needed to generate the Inspection Sheet • Inspection Sheet is opened from Work Orders created manually or during PM Generation

7. Create Inspection Forms Path: Organization > General Inspections > Inspection Form / Identity Tab

8. Corrective Work Order Default Values • Users can assign lowest level of default values for Corrective Work Orders at the Check level, specific to the actual Check rather than the entire form • If the Check level does not have default values set, then data in Default section of the Identity tab will be used on Corrective Work Orders that are auto-generated on failed Checks

9. Inspection Checks • Inspection Checks are free-form text fields that define each Check, allowing users to assign functionality to track Pass/Fail, Input, and Comments for one or all options • Data options on the printout depend on the type of Inspection being performed • Printout Value Options include Yes/No, Input, and Comments

10. Create Inspection Checks Path: Organization > General Inspections > Master Inspection Check

11. Inspection Form Specific Checks Path: Organization > General Inspections > Inspection Form>Inspection Checks Tab

12. Design Inspection Sheet Layout Path: Organization > General Inspections > Inspection Form / Layout Tab

13. Functionality • Group record is created automatically • Create PM Schedules for General Inspection forms by assigning Inspection Tasks to Groups using PM Scheduler • Generate PM Work Orders or create Work Orders using an Inspection Task

14. Access to Inspection Forms Three ways to access Inspection Forms: • From the Inspection Form window, go to the Inspection Tab, and a list of Work Orders and the current status of the form are listed • From Tasks Tab on the Work Order window. The Single Task Work Order window includes a link to the form on the Task Info Subtab if an Inspection Form is available for the work order. • If WebTMA GO is purchased, then the Inspections can be pulled up from the Inspections > General Inspections menu option

15. Inspection Form Path: Organization > General Inspections > Inspection Form / Inspection Tab

16. Work Order Path: Transactions > Work Order > Records / Tasks Tab

17. Inspection Sheet Path: Transactions > Work Order > Records / Tasks Tab

18. Failed Checks Path: Transactions > Work Order > Records / Tasks Tab

19. Useful Tips • PM Tasks and Master Checks are global to the PM • General Inspection Tasks are specific to each item within the Group • Inspection Sheet checkout is limited to one technician at a time to ensure data integrity • Consider how form is created when setting default print form • Users can only modify a Group record from the Inspection form, not the Group window

20. WebTMA GO • Checkout Inspections • Fill out forms • Generate Corrective Work Orders on Failures • Check-in Inspections

21. WebTMA GO Inspections List

22. Inspection Sheet

23. Create Corrective Work Order If “Failed” selected on a check line, a corrective work order is started.

24. Why Use Room Inspections? • Forms Specific to Area Types (Resident Double, Common Area, Hallway) • Inspection Points are Free Form Text and Don’t Require Tagged Items to be Added in WebTMA • Values can Create Work Orders with Other Charge line with Flat Fee, Cost per Each Incident, or Actual Cost • Inspector Cannot Modify Repair Work Order on Device • Inspection Forms Available in mobileTMA PPC, mobileTMA GO, WebTMA GO, or Full User

25. Why Use General Inspections? • Built Based on a Route the Inspector Should Follow • Points Are Maintenance-Worthy Items Configured in Application • Checks Are Configured to Require Value, Comment, or Pass/Fail Value • Failure Initiates Corrective Work Order that the Inspector Can Modify • Forms are Available in WebTMA GO, Technician Login or as a Full User

26. Questions Please complete the evaluations