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Indicator Collection Dates: Calculations, Windows, and Compliance Tracking

This topic explains how APM calculates indicators’ next collection dates, as well as the indicator collection policies that allow you to influence next collection dates.

It also explains how you can set up the indicator’s collection window to define early and late collection periods. You can track collection compliance using table configurations, sidebar dashboards, and KPIs.

This topic covers:

•	How Indicator Collection Dates are Calculated

•	Indicator Collection Window

•	Compliance Tracking

Note: Collection policies and windows are not available for rule-based indicators, calculated indicators, cascaded indicators, and indicators collected from an on-line source.

How Indicator Collection Dates are Calculated

In APM, the indicator’s next collection date is based on its collection frequency, regulatory frequency, or degradation information. The earliest date derived from these three sources is used as the indicator’s next collection date. (Only the sources that apply to the indicator are considered. For example, if the indicator does not collect degradation information, the date is based on the either the collection or regulatory frequency.)

This section explains how the inputs from the indicator and its readings affect the next collection date calculation. It also considers how collection dates can be overridden manually, by failure mode analysis, and alarm acknowledgments. Finally, it explains how recalculation of collection dates is triggered.

Indicator and Reading Inputs

The following indicator inputs affect the next collection date:

•	Collection starting date – This date is used to set the initial collection date and is in effect until the first reading is collected. The default value is the date on which the indicator was created

Located in the Indicator window’s Properties view, Collection Policies tab. For example:

•	Expected frequency – How often indicator readings should be collected, for example, monthly

Located in the Indicator window’s Properties view, General tab, Collection tab. For example:

•	Regulatory frequency – How often indicator readings should be collected as mandated by the appropriate regulatory agency

Located in the Indicator window’s Properties view, General tab, Collection tab. For example:

•	Degradation information – The next inspection date is calculated based on the degradation rate, inspection factor, and remaining allowance

After the first reading is collected, the following reading inputs can be used to calculate the next collection date:

•	Most recent reading “collected on” date – Next collection date is based on the date when the checksheet reading was saved, before the checksheet readings have been processed

•	Most recent reading – Date of the indicator’s most recent reading. The indicator’s collection policies can be used to control the following:

•	The date used as the base date for the calculation. Either the date collected or the date that the reading was due is used as the basis for the next collection date. These options are set in the Indicator window, Properties view, Collection Policies tab. For example:

The Reading is early and Reading is late options are used with the indicator’s collection window.

•	The type of reading used. Either all readings are considered or only non-alarm readings are used as the basis for the next collection date. These options are set in the Indicator window, Properties view, Collection Policies tab. For example:

•	Most recent regulatory readings – The date of the indicator’s most recent reading that was processed as a regulatory reading

Next Collection Date Calculation

The indicator’s next collection or inspection date is based on the earliest of the following calculated dates, assuming that the indicator uses all three inputs.

•	Based on expected frequency:

•	Prior to the first reading, collection starting date plus the expected frequency

•	After the first reading, most recent reading date plus the expected frequency

•	Based on regulatory frequency:

•	Prior to the first regulatory reading, collection starting date plus the regulatory frequency

•	After the first reading, most recent regulatory reading plus the regulatory frequency

•	Based on degradation information, the next inspection date is based on the remaining allowance, degradation rate, and inspection factor

Overriding the Calculated Next Collection Data

The calculated next collection date can be overridden in these ways:

•

Indicator – Manually change the collection due date on the indicator. The next reading date source is set to “Manual override”. The manually entered date is cleared when the next reading is collected or one of the indicator’s inputs change. For example, if the expected frequency is changed, the next collection date is recalculated

•	Failure mode – Next inspection date. When developing a failure mode on an RBI analysis, you can calculate the next inspection date and then update the indicators’ next collection dates. Indicators are updated when the action plan is marked “Facilitation Complete”.

•	On the indicator, “Collection due” is set to the failure mode’s next inspection date. The next reading date source is set to “Failure mode analysis”.

•	This functionality is controlled by one of the RBI analysis’ failure mode settings. Update indicator next collection date with failure mode’s next inspection date must be selected.

•	The next inspection date is applied to the primary action plan indicators only

•	The collection due date is cleared when the next reading is collected or one of the indicator’s inputs is changed. For example, if the expected frequency is changed, the next collection date is recalculated

•	Alarm acknowledgment – Follow-up reading. Alarm acknowledgments can specify a time limit for a follow-up reading. The next collection date is based on the date of the acknowledgment plus the time period for the follow-up reading. The next reading date source is set to “Acknowledgment follow-up”.

Triggering the Recalculation of Next Collection Date

The indicator’s next collection date is recalculated when any of the following events occur.

Readings

•	A reading is processed and the reading is the most recent reading for the indicator. Entering a back-dated reading that has a collection date earlier the indicator’s most recent reading does not trigger the next collection date calculation

•	The indicator’s most recent reading is marked as incorrect

•	An incorrect reading is marked as correct, resulting in the reading becoming the indicator’s most recent reading

•	The indicator’s most recent reading is marked as incorrect and a follow-up reading was requested as part of the acknowledgment. The follow-up reading request is removed and the next collection date is recalculated.

Expected Frequency

•	The indicator’s expected frequency is changed

•	A new expected frequency is applied to the indicator when an action plan is marked as facilitation or implementation complete

Degradation Information

•	The indicator’s degradation information is changed

•	The indicator’s inspection factor is changed

•	A new inspection factor is applied to the indicator when a failure mode is marked as facilitation or implementation complete

Regulatory Frequency

•	The indicator’s regulatory frequency is changed

•	A new regulatory frequency is applied to the indicator when an action plan is marked as facilitation or implementation complete

•	The indicator’s most recent regulatory reading is marked as incorrect

•	An incorrect regulatory reading is marked as correct, resulting in the reading becoming the indicator’s most recent regulatory reading

•	A processed regulatory reading is changed to an non-regulatory reading

•	A processed non-regulatory reading is changed to a regulatory reading

Indicator Collection Inactive/active

•	Collection is activated on an indicator which was previously marked as collection as inactive

Indicator Collection Window

The indicator’s collection window defines early and late collection periods. Collection tolerances can be based on a calendar period or as a percentage of the indicator’s frequency. This example shows early and late collection dates based on 8% of the indicator’s frequency of one year:

Setting up the collection window involves selecting the Collection Window tab. For example:

The collection window can be based on a calendar period: day, week, month, or year. For this example, “Week” is selected, so the window uses the week that the reading is due. The early collection date is the first day of the week (Monday) and the late collection date is the last day (Sunday).

To view the collection window, select the Readings view, Collection Status tab in the Indicator window. This tab shows the collection window dates and the date source:

In this example, the indicator’s frequency is three months. The Collection due box shows the date three months from when the last reading was collected. The early collection date is the first day of the week on which the reading is due, and the late collection date is the last day of that week. The collection status “Early” is based on the current date, which precedes the early collection date.

PM Generation Profiles

To support indicator collection windows, PM generation profiles can be filtered on frequencies. This allows you to trigger work orders based on early collection dates, while retaining the due dates based on the indicator’s date. For example, to create a yearly profile, you could include the 1 year (Annually) frequency and use a trigger horizon of six months. This creates the work orders six months before they are due.

Note: You can also use filters for technologies and operating conditions in PM generation profiles.

When a Frequency’s Recurrence Pattern Changes

If you change a frequency’s recurrence pattern, you can update the collection windows of indicators that use the frequency. In the Indicator window, select the Tools menu and click Refresh Collection Pattern. The indicator’s next reading due date and time are updated to use the new pattern. To update two or more indicators, select them in one of the tables in the site’s Inspection Management view. Right-click and click Refresh Collection Pattern.

Compliance Tracking

We recommend setting up the scheduled action Update Indicator Collection Window Status to run at scheduled intervals. This ensures that compliance data is up to date.

Several key performance indicator (KPI) templates are available to monitor collection compliance, including:

•	Indicator collection compliance: # of readings taken early

•	Indicator collection compliance: # of readings taken late

•	Indicator collection compliance: # of readings taken on time

•	Indicator collection compliance: # of readings taken without compliance tracking

•	Indicator collection compliance: # of indicators overdue

•	Indicator collection compliance: % of readings taken early

•	Indicator collection compliance: % of readings taken late

There are also several other ways to monitor collection compliance for indicator readings.

On the Site window, Inspection Management view, Indicators tab, By Asset Hierarchy tab, you can choose from these table configurations to review the collection status of indicators:

•	Indicators due to be collected – Lists indicators with the collection status “Due”, their reading due dates, early and late collection dates, and other collection information

•	Collection is overdue – Lists indicators with the collection status “Late”, their reading due dates, early and late collection dates, and other collection information

•	Indicators due to be collected in the next 30 days – The time period is based on the site’s compliance horizon

•	Collection policies – Lists indicators with collection windows, their collection statuses, next reading due dates, early and late collection dates, as well as information about their settings

Tip: These configurations are also available on the Asset window’s Inspection Management view, Indicators tab. Select either the Listing or By Asset tab.

On the site’s Inspection Management view, Indicators tab, you can also select the Collection Policies History tab to view audit information about indicators with collection windows.

On the site’s Inspection Management view, Readings tab, By Indicator tab, you can select an indicator in the top table to view detailed information about its readings, current status, next reading, and collection status in the Readings tab below. For example:

Note: When an indicator with a collection window is marked “Inactive”, its collection status is set to “Collection is inactive” (or “Not applicable”) and the collection window is suspended until the indicator is reactivated.

A site sidebar provides a summary of collection activity. The “Indicator collection status and reading compliance” sidebar is available on the APM standard sidebars definition. Assign this definition to your employee record to see the Indicator Collection Status and Reading compliance charts on the site’s Inspection Management view, Readings tab. For example:

Audit information about collection information is available in the Indicator window’s History view and the site’s Inspection Management view, Indicators tab.

Compliance Horizon

The site’s indicator reading compliance horizon affects table configurations and collection statuses. For example, a horizon of 30 days determines the number of readings represented in the compliance chart (above). The horizon also helps planners schedule collection tasks by forecasting the indicators that are coming due for collection. If the early collection date is in the future but the current date is within the horizon, the indicator’s collection status is “Coming due”.

You can set the compliance horizon in the site’s indicator settings. After changing the horizon value, select the Tools menu, click Indicators and then Update Collection Window Status. This command updates indicator collection windows, table configurations, and charts.