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Entering Readings on a Checksheet

A checksheet is a form that allows you to enter a set (or sample) of indicator readings in APM. The checksheet form contains information about the origin of the indicators, the list of indicators to be read, and space to record readings, make notes, and add inspection photographs and documents. You can create checksheets from a standard task, standard job, PM route, or work order task. You can also create ad hoc checksheets from a Site or Asset window and add the indicators to read.

For more information, see Creating Checksheets and Printing a Checksheet Form or Inspection Summary Report.

You can also add failure or anomaly records to a checksheet, as well as view failures created from the alarm acknowledgments for the checksheet’s indicators. For more information, see Creating a Failure Record from a Checksheet.

You can add one or more requests for work to a checksheet. For more information, see Creating a Request for Work from a Checksheet.

This topic provides background information about:

•	Checksheet Planning View

•	Adding and Removing Indicator Readings

•	Conditional Indicator Readings

•	When the Asset is Unavailable

•	Minimum Number of Readings

•	Mandatory Readings

•	ODC Checksheets

•	Readings Entry Style

•	Measurement Point Readings

This topic explains how:

•	To Plan a Checksheet

•	To Add Indicators to a Checksheet

•	To Remove an Indicator Reading from a Checksheet

•	To Mark an Asset as Unavailable

•	To Enter Indicator Readings on a Checksheet

•	To Enter Measurement Point Readings

Checksheet Planning View

The Planning view is available in the Checksheet window for checksheets that have been generated from a standard task. The checksheet type and checksheet status must support the Planning view feature.

The Planning view shows three tables: indicators in the checksheet, the standard task’s indicators, and maintenance action plans that cite the checksheet’s standard task as their inspection task.

In this view, you can add new and existing indicators to the checksheet, remove indicators, and add readings.

Adding and Removing Indicator Readings

When planning a checksheet, you are not limited to the indicators specified by the source document or route asset. You can browse for indicators to add to the checksheet, and you can add individual readings for any eligible indicator.

You can remove indicators that have been added manually or that come from a source standard task. However, you cannot remove indicators from the source work order task, and you cannot remove entered or processed readings.

A removed reading continues to be displayed in the table, but it is shown as gray and scored through. The reason you removed it appears in the Reason Removed column. Note that the reading will not appear in printed checksheet reports or asset activity reports.

When removing a reading, you can change the indicator’s collection status and next inspection due date. You can include an excluded reading and adjust the collection status and next inspection date.

The checksheet’s percent complete is recalculated when a reading is removed or included later.

Conditional Indicator Readings

Indicator readings can be added to a checksheet automatically as a result of a non-normal reading being recorded in the checksheet. The indicator’s alarm state can specify one or more indicators to be added so that additional checks or readings can be recorded on the checksheet.

If a subsequent reading returns the indicator to its “normal” state, the conditional readings are removed. If any of their values have already been recorded, the values are retained.

When the Asset is Unavailable

If an indicator reading cannot be taken at the time of collection, you can specify that the asset was not available to be read and select the asset’s operating condition at the time. For example, if an asset must be operating normally for the reading to be taken and the asset is shut down at the time, you can select Asset unavailable for reading and select the asset’s current operating condition. When the reading is processed, the indicator is registered as having been read, allowing you to complete the checksheet. However:

•	The indicator’s current alarm state is not reset

•	Its most recent reading is not set to the current reading

•	Any calculated indicators that use the indicator’s readings as a calculation input are not recalculated

To view “asset unavailable” readings at the site level, select the Inspection Management view and the Readings view and tab. In the Configuration list, select “Asset unavailable”.

To view “asset unavailable” readings for an indicator, open its Indicator window and select the Readings view. The “Readings history” table displays “asset unavailable” readings as gray text. The “Asset Unavailable” column displays a check mark. In chart view, “asset unavailable” readings are identified by blue markers.

Minimum Number of Readings

The standard task from which a checksheet is created can specify the minimum percentage of indicators that must be read. That percentage of readings must be recorded before you can process the checksheet. The minimum percentage of readings requirement is shown in the Checksheet window in the Properties view, General tab, Processing Status tab.

Mandatory Readings

The standard task or work order task from which a checksheet is created can specify that one or more indicators are mandatory. This means that the checksheet cannot be processed until readings exist for all mandatory indicators. The checksheet’s Indicator Readings tab contains a Mandatory column. If an indicator is mandatory, you will see a check mark in this column.

ODC Checksheets

In certain situations, an ODC checksheet might not process without displaying an error message. This can occur if the ODC server is not currently running or is not accessible. To correct this situation, restart the applicable ODC server.

Readings Entry Style

Checksheet properties include the readings entry style, which is either defaulted from the checksheet type or set manually on the Details tab. The options are:

•	List of readings only (default) – Readings are listed in a table. You can use in-line editing to add values or double-click a reading to open the Indicator Reading dialog. You can view the table as a form to navigate between individual readings

•	List of readings with instructions sidebar – Readings are listed in a table on the left. Instructions for the selected indicator are shown in the sidebar on the right

•	Readings list with reading entry panel sidebar – Readings are listed in a table on the left. You can enter readings in the right-hand panel and use the navigation buttons to move from one indicator’s reading to the next

•	Master list of readings with detail entry form – Readings are listed in a table on the left. You can select a reading in the table to view and enter information in the panel on the right

Measurement Point Readings

Measurement points are locations on the asset, such as a pipe segment, where readings are taken. The readings from the points are aggregated to arrive at one reading for the indicator.

APM provides several ways to enter measurement point readings. Although the same information is collected by each method, each has its own benefits, depending on the situation or your preference. You can enter measurement point readings using the following tabs on the Indicator Reading dialog:

•	Readings tab: This tab displays all readings in a list format and allows measurement point readings to be entered using in-place editing. For example:

This method is suited for data entry where screen size is not an issue or for keyboard use only. This method is not ideal for measurement points with multiple subtypes and survey data because entering data in this manner can be tedious.

•	Details tab: Select the measurement point in the left table to enter information in the tabs on the right. For example:

This tab allows for a more detailed review of each measurement point reading.

Tip: You can also double-click a measurement point on the Readings or Details tab to open the Measurement Point Reading dialog.

To Plan a Checksheet

In the Checksheet window, select the Planning view. This view is only available in checksheets generated from a standard task. The checksheet type and checksheet status must support the feature.

Use the New list to browse for indicators to add or to add a new reading for the selected indicator. Use the Selected list to remove the selected indicator from the checksheet.

To Add Indicators to a Checksheet

1.	In the Checksheet window, select the Readings view and tab.

2.	In the New list, click Browse Indicators. The Browse Indicators dialog appears.

The default configuration lists indicators for the current site. In the configurations list, you can select the configuration for all available sites.

Note: Show circuit assets’ indicators is available and selected when the asset that you are filtering on represents a circuit. When selected, the option filters the list to include only indicators for assets included in the circuit.

3.	You can refine the list by entering values in the list of filters.

4.	Select the indicators to add and click OK. The dialog closes and the indicators are added to the Readings tab.

Tip: You can also create a single indicator reading by clicking the New list and then Reading. The Report New Indicator Reading dialog allows you to select from a list of eligible indicators and then enter the reading and additional information.

To Remove an Indicator Reading from a Checksheet

1.	In the Checksheet window, select the Readings view and tab.

2.	Select the reading, click the Selected list, and click Remove. The Remove Reading dialog appears. For example:

The current collection status information is displayed for your reference.

3.	Enter a reason for the removal. In the Indicator Readings tab, this information will appear in the Reason Removed column.

4.	Set the collection status to inactive, if appropriate. The indicator’s collection status will be updated accordingly.

5.	Set the next inspection date, if appropriate. The indicator’s next reading information will be updated accordingly.

6.	Click OK. The Remove Reading dialog closes. The reading continues to be displayed in the Readings tab, but it is shown as gray and scored through. Note that the reading will not appear in printed checksheet reports or asset activity reports. The checksheet’s percent complete is recalculated.

Tip: To include an excluded reading, select it in the table, click the Selected list, and click Include. The Include Reading dialog appears, where you can set the collection status back to active and set the next inspection due date.

To Mark an Asset as Unavailable

1.	Open the checksheet. Select the Readings view and tab.

2.	Right-click the indicator in the table and click Mark as Asset Unavailable. The Mark as Asset Unavailable dialog appears:

Complete the options and click OK. A check mark appears in the Unavailable column, the date and time are filled in, and the operating condition and note that you entered in the dialog are shown.

Tip: You can mark two or more readings in the checksheet as unavailable at the same time. The Mark as Asset Unavailable dialog appears just once, and the information you supply is applied to all of the selected readings when you click OK.

To Enter Indicator Readings on a Checksheet

1.	Open the checksheet.

2.	Select the Readings view and the Readings tab. This tab shows all of the indicators for which readings are to be collected.

3.	If you wish to enter the normal value for all descriptive indicators, click the Tools list and then Default to Normal.

4.	If one or more indicators uses a technology that is associated with measurement device assets, you can apply a measurement device to all applicable indicator readings. Click the Tools list and then Identify Measurement Device. The Identify Measurement Device dialog appears.

Select a technology and measurement device. When you click OK, only indicators that use that technology are updated.

Alternatively, you can select a technology and device for individual readings, as explained in the next steps.

5.	Select an indicator in the table and press F2. The Value Collected column becomes open for editing. For example:

Tip: To enter just the readings without changing the date and time, press F2, enter the first reading, and then press the down arrow key to move to the next reading.

Tip: If you do not wish to use in-line editing, you can double-click an indicator in the list to open the Indicator Reading window. Enter the values and then click OK.

6.	Select or enter the indicator reading and then press Tab.

If you are entering a reading for a cumulative indicator with an accumulated value (for example, an odometer), the system checks that the current reading is higher than the previous reading. If you enter a reading that is lower than the previous value, the system displays a warning and prompts you to select a reason for the lower value: either “meter roll-over” or “previous reading incorrect”. You must select a reason before you can save the reading. The life-to-date value is set appropriately, depending on the selected reason.

If you enter an input for a calculated indicator, the information appears in the table at the bottom of the window. Click Calculate to view the result. If necessary, you can change the input and click Calculate again. After you process all of the checksheet readings, the calculated indicator’s value is read-only.

If a reading puts an indicator in an alarm or warning state, a flashing icon appears beside the reading. The alarm will be posted to the system after you process the readings. If the alarm or warning was fixed during the inspection, you can indicate this on the checksheet by clicking the check box in the Fixed column.

7.	Use the Tab key to move from one editable box to the next and enter or select options. When you reach the last box and press Tab, the next reading is open for editing.

8.	Use the Tab and arrow keys to move through the list of indicators and enter the readings. As you enter readings, APM updates the % of indicators have been read notification in the checksheet banner.

Tip: If you have entered a reading for the wrong indicator, you can clear the reading by pressing F2 and deleting the entry, or by selecting (none).

9.	Select the Inspection Notes tab to enter information about taking the readings.

10.	Select the Inspection Photos tab and then click Browse to include inspection photographs with the checksheet. For more information, see Adding Inspection Photographs to Objects.

Tip: You can also drag and drop photograph files into the list.

11.	Select the Task Instructions tab to view the instructions from the work order task or standard task where the checksheet originated. You can add and format text here.

12.	Select the Documents tab to view any standard documents that were included with the linked work order task or standard task. You can browse to link documents to the checksheet or click New Document in the New list to create a standard document.

For more information, see Creating a Standard Document.

Tip: If you need to close the checksheet but are not finished entering readings, save and close the checksheet window. When you are ready, you can reopen the checksheet and continue to enter the readings.

13.	If you have finished entering all of the indicator readings, you need to process the data. On the Readings tab, click the Tools list and then Mark as Completed. In the confirmation message that appears, click Yes.

APM closes the checksheet and updates the indicators with the new readings. If the checksheet is from a work order task, APM processes them automatically when you close the work order task.

To Enter Measurement Point Readings

1.	Open the checksheet.

2.	Select the Readings view and the Readings tab. This tab shows all of the indicators for which readings are to be collected.

3.	To display measurement points, select the “Readings with multiple measurement points” configuration. Columns are added for eight measurement points. You can select a row and press F2 to open the row for editing.

Tip: You can also use the checksheet’s readings entry style to add a sidebar panel to the Readings tab: either a form view of individual readings or instructions. In the Properties view, select the Details tab to change the default entry style.

4.	To enter individual readings, double-click an indicator reading in the list. The Indicator Reading dialog appears.

5.	On the General tab, select the Measurement Points tab, and then the Readings tab. This tab shows all of the measurement points for the indicator. Here is an example for an indicator with fixed points (named) and variable points (unnamed):

The number of variable points in the table is determined by the number of points expected to be measured, as set on the indicator. When you enter readings, you can name the points. You can also add points using the New button.

If the measurement points are fixed, they are named. Any required points have check marks in the Mandatory column when they are shown in a table.

The Aggregation tab displays information about the indicator reading’s state, and the method of aggregation (sum, average, median, maximum or minimum).

6.	Refer to the Instructions tab for any directions for taking the measurements.

7.	When points are shown in a table, enter readings in any of these ways:

•	On the Readings tab, select a row and press F2. The row is opened for editing. For example:

When you have entered a value, press Tab to move to the next field. When you are finished editing a row, press Enter to close it for editing.

•	On the Readings tab, double-click a row to open the Measurement Point Reading window. Fill in the information required and click OK. The information is added to the Readings tab.

Tip: If the checksheet type supports videos, in the Measurement Point Reading window you can select the Video tab to add a link to a video file. In the Video list, select one of the files assigned to the checksheet. Specify the start and end times (hours:minutes:seconds) for the footage that pertains to the reading. For example:

Tip: In the Measurement Point Reading window, select the Images tab to add a link to an image file by clicking . You can view the image by clicking . The path to each file is shown. For example:

8.	From the Readings tab, you can also add variable measurement points. Click New. The Measurement Point Reading dialog appears. For example:

•	Enter a description of the measuring point.

•	Enter the value collected. The date and status are filled in automatically.

•	Select a technology, if appropriate.

•	If the indicator uses a technology associated with measurement device assets, you can select the measurement device used to take the reading.

•	Enter notes about the reading, as needed.

Click OK. The Measurement Point Reading dialog closes and the measurement point is added to the table.

9.	On the Reading tab, you can modify the date and time the reading was collected, if necessary.

10.	On the Collection Details tab, you can modify the date and time the reading was collected, if necessary. If the indicator uses a technology associated with measurement device assets, you can select the measurement device used to take the reading.

11.	Select the Attachments tab to add separate documents to the reading.

12.	When you have finished entering readings, click OK to save the reading and close the dialog.

13.

On the Readings tab, if a reading puts an indicator in an alarm or warning state, a flashing icon appears beside the reading. The alarm will be posted to the system after you process the readings. If the alarm or warning was fixed during the inspection, you can indicate this on the checksheet by clicking the check box in the Fixed column.

14.	Select the Inspection Notes tab to enter information about taking the readings.

15.	Select the Inspection Photos tab to browse for photographs.

Tip: If you need to close the checksheet but are not finished entering readings, save and close the checksheet window. When you are ready, you can reopen the checksheet and continue to enter the readings.

16.	If you have finished entering all of the indicator and measurement point readings, you need to process the data that you have entered. Click Mark as Completed. In the confirmation message that appears, click Yes to close the checksheet for editing.

APM closes the checksheet and updates the indicators with the new readings. If the checksheet is from a work order task, APM processes them automatically when you close the work order task.