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Setting up Checksheet Statuses

Your organization can use statuses to track the life cycle of checksheets in APM. The status can also control the actions that you are able to perform on the checksheets to which it is applied. For example, in a typical implementation, when a checksheet has the status “New”, indicators can be added and removed.
Note: We do not recommend using checksheet statuses on sites that use workflows because statuses can conflict with workflow tasks.
APM comes with standard statuses, which you can modify for your organization. You can also create statuses and set the default statuses for the site.
This topic explains these concepts:
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Default Checksheet Status Assignments
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Checksheet Status Events
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Control Download and Export
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Checksheet Status and AWEIS
This topic also explains how:
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To Set up a Checksheet Status
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To Set the Default Checksheet Statuses for the Site

Default Checksheet Status Assignments

For the site, you can select the statuses to be assigned to checksheets when events occur. For example, when a checksheet is created, it could automatically be assigned the status “New”.

Checksheet Status Events

You can have APM perform one or more actions when the status is applied to the checksheet. For instance, when the “Approved” status is assigned to a checksheet, you could have its inspection report created.
For example, you could create a status called “New” that allows indicators to be added and the checksheet to be sent for approval. You could then create the “Approved” status and have APM apply it automatically when the checksheet has been OK’d by the formal approval process. The “Approved” status could allow readings to be entered, and so on. Status properties include formatting choices such as font, text color, and background color.

Control Download and Export

You can use checksheet type and checksheet statuses to control collection methods and to automatically mark checksheets as ready to be downloaded to APM Remote or APM Mobile Inspections and/or as ready to be exported to Excel®. For example, an organization might require that an inspection plan be reviewed and validated before the checksheets can be downloaded to mobile devices for readings to be taken. In this case, you would enable the Can be collected on mobile PC or remote tablet option on the checksheet type. Then control when the download is permitted to occur using checksheet statuses.
For related information, see Controlling Checksheet Download and Export Using Checksheet Settings.
Checksheets with a type and status that enable these options are automatically marked as ready to download or export. If necessary, you can mark an individual checksheet as not ready by clicking the appropriate Mark as Not Ready button.

Checksheet Status and AWEIS

When AssetWise Enterprise Interoperability (AWEIS) is in use, the checksheet status can help determine if a change request for the associated work request or interop work order needs to be sent to the CMMS. For example, when a checksheet status of “Inspection completed” is assigned to a checksheet, you could have APM automatically check the checksheet work status settings and the other checksheets associated with the interop work order to determine if all the criteria have been met to send a change request. If all the criteria are met, the change request is generated and sent to AWEIS.

To Set up a Checksheet Status

1.
From the Site window, select the Inspection Management view, the Settings tab, and then the Checksheets tab. Select the Checksheet Settings node in the tree.
Tip: You can also click the Administration menu, Inspection Management Settings, and then Checksheet Settings. The Checksheet Settings window appears.
2.
Select the Checksheet Statuses tab.
This tab lists the checksheet statuses for the enterprise.
3.
To edit a status, double-click it in the list. To create a status, click New. In both cases, the Checksheet Status Properties dialog appears. Here is a new status:
4.
Provide a descriptive name for the status.
5.
Enter a sequence number to position the status in drop-down lists of statuses.
6.
To select a different icon for the status, click Change Icon. Select the new graphic and click OK.
7.
In the Actions tab, select the appropriate options:
Setting Name
Description
Indicators can be added or removed
When this option is enabled, you can control how indicators are added and removed from checksheets. The options are:
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Both add and remove allowed
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Only add allowed
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Only remove allowed
Can be downloaded to mobile or remote or Checksheet marked as ready to be downloaded
When this option is selected, checksheets with this status can be downloaded to APM Remote or APM Mobile Inspections.
When a checksheets is assigned this status, it is marked as ready to be downloaded.
Reading can be exported to Excel®
When this option is selected, readings in checksheets with this status can be exported to an Excel spreadsheet.
Reading can be entered
When this option is selected, readings can be recorded in checksheets with this status.
Reading can be processed on Enterprise
When this option is selected, checksheet readings can be processed in APM.
Readings can be processed on APM Remote
When this option is selected, readings for checksheets with this status can be processed on APM Remote.
Readings are ready to process
When this option is selected, readings for checksheets with this status are ready to be processed.
Can be redrafted
When this option is selected, checksheets that have been approved can be redrafted.
Note: Control of redrafting a checksheet based on checksheet status is generally available. You must first enable feature 109 to use the functionality in APM. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Prevent redrafting of a checksheet based on the checksheet status” and click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.
8.
In the Checksheet actions area, select the appropriate options:
Setting Name
Description
Properties can be updated
When this option is selected, checksheet properties such as number, title, and dates can be updated.
Subtype properties can be updated
When this option is selected, checksheet subtype properties can be updated.
Source work documents can be updated
When this option is selected, the work document from which the checksheet was created can be updated.
Can be split
When this option is selected, checksheets with this status can be split into two or more checksheets and indicator readings can be moved from one checksheet to another.
Can be assigned to mobile activity
When this option is selected, the checksheet can be assigned to mobile activities.
Requests for work can be created
When this option is selected, requests for work can be created for checksheets with this status.
Can be sent for approval
When this option is selected, checksheets with this status can be sent for approval.
Video details can be entered
When this option is selected, checksheet readings can identify video files to which they apply and the locations in the videos.
Inspection report can be created
When this option is selected, inspection reports can be created for checksheets with this status.
9.
In the Reading and checksheet actions area, select the appropriate options:
Setting Name
Description
Photos can be created
When this option is selected, photos can be created for checksheets and readings with this status.
Photos can be edited
When this option is selected, photos can be edited on checksheets and readings with this status.
Photos can be deleted
When this option is selected, photos can be deleted on checksheets and readings with this status.
10.
In the Standard documents area, select the appropriate options:
Setting Name
Description
Standard documents can be added
When this option is selected, standard documents can be added to checksheets with this status.
Standard documents can be removed
When this option is selected, standard documents can be removed from checksheets with this status.
11.
In the Inspection status area, specify if the status marks that the inspection is complete.
12.
In the Features area, review this option:
Display planning view
When this option is selected, checksheets with this status display the Planning view. The checksheet must have been generated from a standard task and the checksheet type must support the feature.
13.
Select the Events tab.
14.
Select the events that APM will perform when a checksheet is assigned the status:
Setting Name
Description
Readings are processed
When this option is selected, APM processes its indicator readings when a checksheet is assigned this status.
Inspection report is created
When this option is selected, APM creates the inspection report when a checksheet is assigned this status.
Readings updated as regulatory readings
When this option is selected, a regulatory inspection is noted and the next due-date is calculated (using the regulatory frequency on the indicator). The Regulatory inspection option must be selected on the checksheet for this to work.
Evaluate settings to determine if work order status change request is required
When this option is selected, APM automatically checks the checksheet work status settings to determine if a change request is needed. If all the criteria are met, the change request is generated and sent to AWEIS.
Evaluate settings to determine if work request status change request is required
When this option is selected, APM automatically checks the checksheet work status settings to determine if a change request is needed. If all the criteria are met, the change request is generated and sent to AWEIS.
Can be downloaded to mobile or remote or Checksheet marked as ready to be downloaded
When this option is selected, checksheets with this status can be downloaded to APM Remote or APM Mobile Inspections.
When a checksheets is assigned this status, it is marked as ready to be downloaded.
Generate checksheet report
When the status is applied to a checksheet, APM automatically generates a report with the selected format and report type. The resulting file is available in the Checksheet window, History view, History tab, By Event tab.
Report format
File format for the report. Choices are:
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Comma separated values (*.csv)
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Hypertext markup language (*.html)
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Microsoft Excel® (*.xls)
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Plain text (*.txt)
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Portable document format (*.PDF)
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Rich text (*.rtf)
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TIFF (*.tiff)
Checksheet report
Type of report. Choices are:
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Checksheet
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Inspection Report Photos
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Inspection Summary
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Modification and Repair Inspection
15.
On the Rules tab, select the rules that apply to this status:
Setting Name
Description
Can be manually selected
When this option is selected, the status can be assigned to checksheets manually.
Tip: If this status is set by the system in response to an event in the work flow (for example, when the checksheet is sent for approval), you might wish to clear this option.
Eligible for work order assignment
This option is available when AssetWise Enterprise Interoperability has been implemented.
When this option is selected, checksheets with this status can be linked to new interop work orders. When checksheets are generated for a solution package or for an interop work order that references the existing checksheet’s standard task, APM identifies the matching checksheet and updates it instead of creating another checksheet.
Checksheet status and dates are synchronized with maintenance order
This option is available when AssetWise Enterprise Interoperability or APM CMMS interoperability for SAP Plant Maintenance has been implemented.
When this option is selected, checksheets that were created for new SAP maintenance orders can be updated. Checksheets with this status are updated when the maintenance order’s status and date information changes.
16.
You can control the checksheet statuses that are available for selection. By default all statuses are available. To refine the available statuses, click Only the statuses selected below are available. Then select the statuses in the table.
17.
In the Inspection Summary tab, select the settings that apply:
Setting Name
Description
Inspection notes can be updated
When this option is selected, checksheet inspection notes (Checksheet window, Readings view, Inspection Notes tab) can be updated.
Inspection summary can be updated
When this option is selected, the inspection summaries in checksheets with this status can be changed.
Inspection documents can be updated
When this option is selected, inspection documents can be added to and updated on checksheets with this status.
Modification and repair inspection can be updated
When this option is selected, the Modification Inspection view appears in the Checksheet window.
Inspection summary is complete
Inspection summaries in checksheets with this status are read-only.
18.
Select the Details tab.
19.
If appropriate, select Allow work order to be matched to a checksheet with this status. You can alter the default time span for matching.
20.
By default, the Fluid Sample tab is not displayed in the indicator reading until an indicator state has been selected. To allow users to update fluid sample information before selecting the state, click Display fluid sample information prior to the reading being taken.
21.
Select the Formatting tab.
22.
Use the options on this tab to set the font, text color, and background color of the checksheet status when it appears in tables and charts.
23.
Click OK. The dialog closes and the status is added to the list.

To Set the Default Checksheet Statuses for the Site

1.
From the Site window, select the Inspection Management view, the Settings tab, and then the Checksheets tab. Select the Checksheet Settings node in the tree.
Tip: You can also click the Administration menu, Inspection Management Settings, and then Checksheet Settings. The Checksheet Settings window appears.
2.
Select the Checksheet Statuses tab.
3.
Click Edit to modify the site settings. The Edit button is replaced by the Save button.
Note: The approval work flow events are enabled when the site’s approval settings specify that checksheets are subject to the approval process.
4.
For each of the events listed, you can select a default checksheet status.
5.
Click Save.