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Administrative Team Boards (Maintenance, HSE, and Operation) Setup

Mary Joy Manggao
  • Updated

Table of Contents

Introduction to Teams Board

Preliminary Setup

The Preliminary Setup includes information important throughout the entire platform and not exclusively in the Teams Board modules. Before setting up Team Boards settings these must first be completed. These steps are recommended to do it in the order provided. Note that most of this information is available to mass import. Please review Import Tool for more details on importing mass data. 

  1. *Company Settings: These settings record detailed information on your company. This information is most utilized in the operations module for headers on Quotes, Invoices, and Forms.
  2. * User Management: These settings grant access for individuals to the platform as well as limit permissions.
  3. *,** Employee Management: These settings represent employees to be notified for any given job within the Operations tool. Employees may or may not have access to the platform. If they do, they must be linked within User Settings. All employees may be assigned to a Job. However, only users will have access to the platform.
  4. *,**Asset Management: Equipment represents all assets to be assigned to Job Assignments. While these may be edited and added to in the future, it is recommended to include the currently available equipment within the company.
  5. ** Inventory Management: Inventory represents all the parts, tools, or products to be utilized for a Job. Set these up so that this information will be available for Jobs.   
  6. Profile Settings: These settings adjust the homepage on the WebApp.

*Required

**Import Tool Compatible 

Team Board Definitions

  • Team: A Team represents a department of a company. These include Health Safety and Environmental (HSE), Maintenance, Operations, or any other Team department. The Team group's Boards are where you complete Work Orders and the tasks within them. 
  • Board: A Board is a distinct area where you complete Work Orders and Tasks. Additional Boards are optionally added to a Team to separate Work Orders and Tasks by employees, locations, and/or special process steps (such as a shutdown event for a mill or plant).
  • Work Order aka Routes: A Work Order is a group of tasks. When sequenced they are commonly called routes. 
  • Work Order Templates: A Work Order template is a map that produces Work Orders. This map includes general information, tasks, distinct frequency, and optional sequence.  
  • Task: A task is a piece of work within a Work Order to be completed. Optionally assign assets, parts, forms, documents, and employees to them. 
  • Component Task aka Task Templates: A Component Task is a map that produces Tasks. These are most commonly assigned within a Work Order Template to then be produced within a Work Order. However, tasks may also be produced individually outside of a Work Order in the All Task View. 
  • Application Type(s) Component Type(s): An Application Type distinguishes components by their common characteristics. Examples include Gearbox, Engine, Gasket, etc. This is not to be confused with the component which is the specific individual component. 
  • Asset Programs: An Asset Template is a list of tasks performed on the components of a specific asset. These tasks once mapped may be applied to Work Order Templates within the Web App.
  • Preventative Maintenance (PM) Template: PM Templates represent an exact group of tasks applied to many assets. These groups may further be categorized in sections and components on the template. Commonly these templates are named after a component type such as a gearbox or belt to be applied to entire assets within a plant or they may be named after equipment types such as 120T Grove Crane or Pick-Up Trucks. Keep in mind you may need to create multiple programs for Pick-Up Trucks if different models require a different set of exact tasks such as different oil for oil changes or different tires for tire changes.
  • Template Library (Library): The Template Library includes all PM Templates.

Team Boards Settings

How to Create and Edit Teams and Boards

Navigate to Admin > Manage Teams > Add Team. Teams commonly represent the company department such as HSE, Maintenance, Operations, etc. Once a Team is added click New Board to add multiple boards to the Team. These boards are where employees complete Work Orders and Tasks. 

Once a Board is added, adjust the status columns viewable within the Chart view as well as within the Status options on the List and Task Views. A To-Do Status and Completed Status are required for any board. Select the Team > Board Line Item to add or remove Status Columns.  

How to Configure Task Completion Settings

Task completion settings allow you to toggle data fields to track this information or remove the options for easier field use. These fields include Completion Date, Asset Hours, Asset Miles/KM, Task Duration, Confirmation Signature, and Requiring an Asset.  Navigate to Settings > Maintenance Tasks > Modal. Turn them on to display these field options the moment a task is completed within a Work Order.

How to Configure the Task Card Layout on Boards

The Task Card Layout configures the Task Card displayed specifically with the Chart View of a Board. This layout allows you to display the information you care about when viewing the task card. Navigate to Settings > Maintenance Tasks > Layout to adjust the task card layout. 

How to Add or Remove Work Type Options on a Task Timer

Work Type options allow you to track billable time on a Task Timer. Utilize these fields when Teams are utilized within Operations.  Navigate to Settings > Billing > Select a Line Item > Select Include on Task Timer to mark or add the selected Line Item availability on a Task Timer. 

How to Configure Business Hours on the Work Order Calendar

When utilizing the Work Order Calendar you may configure the view to only display Business Hours. Navigate to Maintenance > Work Order Calendar > Setting Cog on the top right of the screen > Only Show Business Hours to adjust these settings. 

How to create a Preventative Maintenance (PM) Programs

Preventative Maintenance Programs are separated by two common applications. Programs for fleets and programs for plants. These programs may also be applied as HSE programs, such to complete corrective actions. PM templates represent part or the entire PM Program.

How to Create a PM program for a Fleet

To create a PM Program for a fleet of rolling stock first confirm you have completed the Preliminary Setup. From here we will discuss a three-step process. This process must be done in order and includes. 1. How to create a PM Template? 2. How to create Template Tasks? 3. How to create recurring Work Orders? Please note that tasks created only represent a map and will only display on the Task view of Boards until they are assigned to a Work Order Template in step 3. This process is specifically designed to generate Work Orders for multiple assets that are the same. 

1. How to Create PM Templates

PM Templates represent a map with which a specific group of tasks will be performed on an asset type. One example of this may include a 500-hour inspection on all Boom Cranes. Overhead Cranes likely have a different inspection and therefore would require a separate PM Template. Furthermore, 100T and 60T cranes may require separate PM Templates so long as these inspections have any additional, fewer, or different tasks to perform. 

To create a PM Template navigate to Maintenance > PM Programs > Setup > Generate Template. The following fields are available when creating a Template. 

  • PM Template Name*: Templates are typically named after the Asset Type i.e. Boom Cranes. 
  • Make: This is the make of the associated assets of the PM Template
  • Model: This is the model of the associated assets of the PM Template
  • Select asset to generate from: Select an asset in this field when you would like to generate a new template off of a template. This can be helpful when creating another template off of a similar asset. One example of this is to generate a template for 100T cranes off of a 60T crane. This new template would then be altered appropriately without the need to add every task from scratch. 
  • Include selected asset as an associated asset: Select this checkbox when this asset is to be associated with the new PM Template. This may occur when an Asset Template has been created during PM Charting and you would now like to associate more assets to the template. 

* Required

Once these fields are filled select Generate Template and then select it within the left side list. Proceed to step 2. 

2. How to Create Template Tasks

Once a template is selected navigate to the Details section. Here you will either add a section or component. A Section is a group of components. A Component represents a component of the associated assets with which to perform a task(s) on. With rolling stock templates, a section is typically the entire asset and is often ignored.  

To create a task first add a Component and optionally assign it to a Section. Next Select Add Task on the component. The following fields are available when adding tasks.

Details

The basic details are required for every task. This determines the actions to take. If a task is assigned to a board and not a work order it may be found on the all task view once an asset is assigned to the template.

  • Task Type*: A task type is a specific category of task. Commonly this field is Add, Inspect, Change, Check, Clean, etc. 
  • Maintenance Method Used*: A Maintenance Method represents the method used to perform the task. Commonly these are By Hand, Automated, Grease Gun, Manually, Visually, etc.
  • Boards*: This will assign the task to the selected board. If not assigned to a Work Order task will populate on the Task View. See Team Board Management
  • Duration*: This is the estimated duration of how long this task will take to perform. 
  • Criticality: This field is a tag with which you may filter on the assigned Board. 
  • Special Instructions: These instructions assist and display additional information for techs to use on their mobile device.
  • Days, Hours, Miles/KM: This is the recommendation of how often this task should be performed. This does not represent how often it will recur just when it is recommended. Please note Work Order frequencies override this recommendation once they are assigned if assigned. 
  • Add Assignee: An assignee will be notified once this task comes due and is completed. This is typically not recommended on the template task, but rather on the task once generated.
  • Add Lead: Assigning a lead will allow them to access the Work Order on the mobile App.
  • Inspection: Adding an inspection will assign a blank form to a task for field users complete and fill out. Commonly these are inspection checklists. 
  • Upload Files and Photos: This field adds a photo or file to review every time this task is generated on a Work Order. Typically these are visual instructions or manuals. 

* Required

Parts

When part details are added to the template it is assumed that these assigned parts will populate with every task occurrence.

  • Part: This is the part or product used to perform the task. These parts will be removed from inventory once the task is marked as complete.
  • Points Per Application*: These are all the points that need to be applied for this specific task.
  • Volume*: The volume per point specifies how many of the "Units of Measure" are to be applied on each "point per application".
  • Unit of Measure*: This is how the product is measured. Commonly these are Each, Drum, Ounce, Liter, Milliliter, Gallon, etc.

* Required is a Part is Added

Additional

  • Sequence Number: The sequence number controls the order in which the task is viewed within the assigned work order. Utilize these fields when you would like to write a specific route for techs to follow. 
  • Does this Affect Production: This setting commonly displays on reports built for dispatchers. 

Once tasks are created select Edit within the Associated Assets section. Associating assets will populate each of these tasks on the assets associated. Select Add Asset to associate more assets to the template. Once these tasks are assigned to a Work Order Template. Work Orders will populate for every associated asset. When tasks are created on the template and assets are associated with the template proceed to step 3. 

3. How to Create Recurring Work Orders

Once tasks are assigned to a Work Order Template, recurring Work Orders will then populate on their assigned boards. These tasks and Work Orders are to be found within the List and Chart views on their assigned board.

To assign created tasks to Work Order templates navigate to Maintenance > PM Programs > Setup > Select a PM Template > Select Edit within the Work Order Template Section. Within this view, select Add Work Order Template. Fill in the following fields on the Work Order Template.

Details

  • Name*: This is the name of the Work Order. Commonly these are named after the frequency and asset type applied. 
  • Board*: This is the assigned board. Once generated Work Orders will be found on this board.
  • Role: This is the employee role. This will not limit employees who can be assigned to a Work Order. Rather this field assists in filtering boards.
  • Region: This region field assist in filtering on the assigned board. This will not limit users who are assigned to a different region. 
  • Notes: These notes will populate every time a work order is generated off of this Work Order Template. 

*Required

Frequency

Frequency rules are very important when establishing the recurrence of every work order from this Work Order Template. This includes every work order generated on every associated asset. These frequencies will override any other frequencies assigned on the PM or Asset Template.

  • Automate Work Order Generation: Toggle this on when you expect work orders to generate on their assigned boards.
  • Frequency Rules*: Frequencies may be assigned for day(s), week(s), month(s), or year(s). Please note that work orders assigned with very large frequencies will require adjusted filters on boards to view. 
  • Additional Frequency: Optionally include additional frequencies for Miles or Hours of the assigned assets. These Work Orders will generate when either of these frequency rules come due. 
  • Generation Rules*: Generation rules control how Work Orders are created from the previous Work Orders. Rules will take effect on each active Work Order's due date. 

*Required

How to Create a PM program for a Plant or Mill

To create a PM Program for a fleet of rolling stock first confirm you have completed the Preliminary Setup. From here we will discuss a three-step process. This process must be done in order and includes. 1. How to create a PM Template? 2. How to create Template Tasks? 3. How to create recurring Work Orders? 4. How to assign Tasks to Work Order Templates? Please note that tasks created only represent a map and will only display on the Board Task view until they are assigned to a Work Order Template in step 4. This process is specifically designed for plant and mill assets with many different components. 

1. How to Create an Asset PM Template

Asset PM Templates represent a map with which a specific group of tasks will be performed on an asset. These tasks will be available within the Task view of boards once they are added to the Asset Template.  To create an Asset PM Template navigate to Maintenance > PM Programs > Audit Asset PMs. 

Next, create or select an Asset within the Asset (Step 1) dropdown. 

Next, optionally select or create an Asset Section. These represent a group of components and a specific section of an asset. 

Next, select or create an Application Type(s). These are also known as component types. When one is selected you are assigning a component of that type to the Asset Template. Be sure to select Add Selected before continuing as if you navigate out of this page this addition will not be saved. 

After these steps proceed to step 2.  

2. How to Create Recurring Tasks

Once a component is added to an asset template select Add Task. The following fields are available when adding a task to an asset template.

  • Task Type*: A task type is a specific category of task. Commonly this field is Add, Inspect, Change, Check, Clean, etc. 

  • Product*: This is the part or product used to perform the task. These parts will be removed from inventory once the task is marked as complete.

  • Maintenance Method Type*: A Maintenance Method represents the method used to perform the task. Commonly these are By Hand, Automated, Grease Gun, Manually, Visually, etc.

  • Points Per Application*: These are all the points that need to be applied for this specific task.

  • Volume Per Point*: The volume per point specifies how many of the "Units of Measure" are to be applied on each "point per application".

  • Unit of Measurement*: This is how the product is measured. Commonly these are Each, Drum, Ounce, Liter, Milliliter, Gallon, etc.

  • Duration to Complete Tasks (Minutes)*: This is the estimated duration of how long this task will take to perform.

  • Frequency Days*, Hours, Miles/KM: This is the recommendation of how often this task should be performed. This does not represent how often it will recur just when it is recommended. Please note Work Order frequencies override this recommendation once they are assigned if assigned. 

  • Lead: Assigning a lead will allow them to access the Work Order on the mobile App.

  • Directly Responsible Individual(s) (DRI): A DRI will be notified once this task comes due and is completed. This is typically not recommended on the template task, but rather on the task once generated as emails will be sent every time these tasks come due.

  • Attach Inspection: Adding an inspection will assign a blank form to a task for field users complete and fill out. Commonly these are inspection checklists. 

  • Tags: Tags are helpful when needing to filter tasks in the All Task View on boards.

  • Interval Generation: When a component task is assigned to a Work Order Template, this will calculate how often a component task should generate a task for work orders generated. (Ex. 2 = Task generates on work order every 2 work orders)

  • Sequence Number: The sequence number controls the order in which the task is viewed within the assigned work order. Utilize these fields when you would like to write a specific route for techs to follow. 

  • Board*: This is the assigned board. Once generated Work Orders will be found on this board.

  • Special Instructions: These instructions assist and display additional information for techs to use on their mobile device.

  • File/Photo: This field adds a photo or file to review every time this task is generated on a Work Order. Typically these are visual instructions or manuals. 

  • Does this Task Affect Production: This setting commonly displays on reports built for dispatchers. 

  • Update any live Work Orders on save: This setting will override the current Work Orders on a save for this specific task.

* Required (If you find yourself not in need of some of these fields, it is recommended to fill them with a "None" or "0".)

Once these fields are filled out and saved to the component proceed to step 3. 

3. How to Create Recurring Work Orders

Once tasks are assigned to a Work Order Template, recurring Work Orders will then populate on their assigned boards. These tasks and Work Orders are to be found within the List and Chart views on their assigned board.

To assign created tasks to Work Order templates navigate to Maintenance > PM Programs > Work Order Templates. Click a Work Order line item or click Create. The following fields are available when creating a Work Order Template. 

  • Work Order Template Name*: This is the name of the Work Order. Commonly these are named after the frequency and asset type applied.  
  • Last Completed Date: Set the last completed date for this Work Order Template. If just implementing these dates for the first time, it is recommended to leave them blank. 
  • Next Due Date: Set the next due date for this Work Order Template. This is critical to recurrence if creating a new Work Order Template. 
  • Role: This is the employee role. This will not limit employees who can be assigned to a Work Order. Rather this field assists in filtering on boards.
  • Region: This region field assist in filtering on the assigned board. This will not limit users who are assigned to a different region. 
  • Board*: This is the assigned board. Once generated Work Orders will be found on this board.
  • Asset: Assign an asset to this Work Order Template. This may be skipped if assets are assigned on that task level. 
  • Notes: These notes will populate every time a work order is generated off of this Work Order Template. 
  • Automate Work Order Generation: Toggle this on when you expect work orders to generate on their assigned boards.
  • Frequency Rules*: Frequencies may be assigned for day(s), week(s), month(s), or year(s). Please note that work orders assigned with very large frequencies will require adjusted filters on boards to view. 
  • Additional Frequency: Optionally include additional frequencies for Miles or Hours of the assigned assets. These Work Orders will generate when either of these frequency rules come due. 
  • Generation Rules*: Generation rules control how Work Orders are created from the previous Work Orders. Rules will take effect on each active Work Order's due date. 

Once these fields are filled in Select the Component Tasks dropdown or +Advanced Task Search to proceed to step 4. 

4. How to assign created Task Templates to Work Order Templates?

If not continuing from Step 4. navigate to Maintenance > PM Programs > Work Order Templates > Select the Work Order Template > Add Task. 

Assigning a task one at a time to a Work Order Template

Select the Component Tasks dropdown to assign tasks one by one. Next click Add Task. These will then populate on your Work Order Template. Optionally sequence these tasks by dragging and dropping them on the displayed table. The first tasks will display on the mobile device such that these will be the first tasks to perform for this Work Order. 

Assigning multiple tasks to a Work Order Template

Select the +Advanced Task Search. This modal allows you to utilize the left-hand filters to find multiple created tasks. Select multiple tasks to assign them. Optionally use Shift-Click between checking tasks to select a range of multiples. Next click Select Tasks > Add Task. Optionally sequence these tasks by dragging and dropping them on the displayed table. The first tasks will display on the mobile device such that these will be the first tasks to perform for this Work Order. 

 

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