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Creating an Inspection Report

Inspectors typically write reports for the inspections performed on the assets for which they are responsible. The analysis can include performing a holistic, detailed analysis of the equipment or system to understand the whole picture regarding the health of the assets. The inspection report summarizes the findings from one or more checksheets.
There are two ways to create an inspection report:
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From a checksheet – You can create a report from the checksheet or link the checksheet to an existing report. Reports can also be created automatically when the checksheet status changes. The report type determines whether checksheet narratives (analysis, summary, and recommendations), photographs, or both are copied to the report.
Note: The checksheet’s status determines whether an inspection report can be created from, or linked to, the checksheet.
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From scratch – You can create a report at the site or asset level and browse for checksheets to add to it. The report type determines whether checksheet narratives (analysis, summary, and recommendations), photographs, or both are copied to the report.
Note: Each checksheet can link to only one inspection report, although a report can contain many checksheets. If you need to analyze the checksheet on a different report, open the Checksheet window and select the Properties view, General tab. Click to break the link. You can then link to another report.
This topic explains how:
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To Create an Inspection Report from a Checksheet
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To Link a Checksheet to an Existing Inspection Report
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To Create an Inspection Report from Scratch
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To Set Properties for the Inspection Report

To Create an Inspection Report from a Checksheet

1.
Open the checksheet.
2.
Click the Tools menu and then Create or Link to Inspection Report. The Create or Link to Inspection Report dialog appears:
3.
Provide a descriptive title for the report.
4.
If a default report type has been selected for the site, it is displayed in the Report type box. You can select another type if appropriate.
Note: The report type sets the default approval and report status values. It also determines what checksheet information is copied to the inspection report.
5.
The checksheet asset is displayed by default. You can change the asset; for example, you might wish to base the report on the asset’s parent asset or system.
6.
Click OK. The Inspection Report window appears, displaying the Inspection Report view.

To Link a Checksheet to an Existing Inspection Report

1.
Open the checksheet.
2.
Click the Tools menu and then Create or Link to Inspection Report. The Create or Link to Inspection Report dialog appears.
3.
Select Link to an existing inspection report. The dialog changes as follows:
4.
Click the browse icon () to open the Inspection Report Selector dialog.
5.
Select the report and click OK. The dialog shows the report’s number, title, type, and asset.
6.
Click OK. The Inspection Report window appears, showing the Inspection Report view.

To Create an Inspection Report from Scratch

1.
On the Site window, select the Inspection Management view and the Inspection Reports tab.
Note: You can also open the Asset window, select the Inspection Management view, Inspection Reports tab, and click New. In this case, the asset is selected in the New Inspection Report dialog.
2.
Click New. The New Inspection Report dialog appears.
3.
Provide a descriptive title for the report.
4.
If a default report type has been selected for the site, it is displayed in the Report type box. You can select another type if appropriate.
Note: The report type sets the default approval and report status values.
5.
Select the asset for the report.
6.
Click OK. The Inspection Report window appears, displaying the Inspection Report view.
7.
Set properties for the report, as explained next.
Tip: To add checksheets to the report, select the Checksheets tab and click Browse. The Browse Checksheets dialog lists all of the checksheets for the site. Select one or more checksheets and click OK. The checksheets are added to the Checksheets tab.

To Set Properties for the Inspection Report

1.
In the Inspection Report window, select the Properties view.
2.
Make sure that editing is enabled.
3.
APM automatically assigns a unique, sequential report number. Number formatting is determined in inspection report settings. You can change the number if required.
4.
The report title, type, and asset are copied from the New Inspection Report dialog. You can change this information if required.
5.
If custom inspection report subtypes have been created for your organization, you can select the appropriate value in the Subtypes list.
6.
In the Assigned to list, select the employee who will perform the inspection analysis. The list contains employees with the inspection planning and analysis role. If your organization uses the APM approval process, this employee is considered the person responsible for having the report approved.
7.
The report status might be set when the report type is selected. The status controls the rules and events available to the report. For example, a report with the status “In progress” can have its content updated, or the status “Analysis completed” could mean that the next inspection can be planned.
To change the report’s status, click Change. The Change Inspection Report Status dialog appears. For example:
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The New status list contains statuses that can be assigned manually. Select the status.
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You can provide information in the Comments box.
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Click OK. The dialog closes and the new status is displayed in the Report status box and the banner.
8.
Select the planned start and completion dates.
Note: For information about Readings related to the report meet regulatory inspection requirements, see Designating Readings as Regulatory.
9.
During the course of the analysis, you can return to the General tab to record the actual start date. The completion date can be set manually or by the report status.
Tip: The Details tab displays the financial periods in which the report is created and completed. For example:
10.
Select the Description tab to add more information about the report.