Employees can complete inspections and orders that have been generated by an interval or manually created for a functional unit. Inspections for a functional unit are listed in the Inspections section on its details page, and orders are listed in the Orders section.
Sections Listing Inspections and Orders
By default, the leftmost column in the section tables details indicates the inspection's or order's status.
Inspection or Order Statuses
Status |
Description |
|---|---|
Planned |
No work associated with the inspection or order has begun. |
In progress |
Work associated with the inspection or order is underway. This status cannot be assigned to orders and investigations associated with trees. |
Finished |
The order or inspection is complete. The search page only shows these orders or inspections if you select the Include History check box in the Filter menu. |
The icon symbol that accompanies the order in search pages and on details pages is based on its deadlines and not necessarily its status.
Order Status Symbols
Symbol |
Description |
|---|---|
|
The intended deadline is in the future. |
|
The intended deadline has passed, and the inspection or order is overdue. |
|
The present time is between the lead time and the intended time, or the present time is between the intended time and the follow-up time. |
|
The inspection or order is complete. |
|
The inspection or order was closed, but the work associated with the inspection or order was not completed. |
You can double-click an order in the Inspections or Maintenance Orders section to view its full details.
Field |
Description |
|---|---|
Type |
The Type of Inspection or Type of Maintenance Order catalog entry associated with the inspection or order. |
Tariff |
The current billing rate associated with the entry selected in the Type menu. |
Responsible |
The employee or contact to whom the inspection or order is assigned. |
Planned Date |
The date the inspection or order is scheduled to take place. |
Interval |
The time between inspections or orders associated with this interval. |
Area |
The area of the functional unit being inspected or maintained. |
Planned costs/unit [cost/m²] |
The cost of the work per m2 of the area associated with the inspection or order. The value is associated with the catalog entry selected in the Type field. |
Planned time/unit [h/m²] |
The amount of time per m2 it will take to complete the inspection or order. The value is associated with the catalog entry selected in the Type field. |
Planned time [h] |
The estimated time in hours the inspection or order will take to complete. |
Planned costs [costs] |
The projected costs to complete the inspection or order. |
State |
The current state of the inspection or order. Refer to Order Statuses. VertiGIS FM programmatically selects the Completed check box when you select Finished from this menu. |
Not carried out |
A check box that can be selected if the order is being closed without all of the required work being completed. Refer to Not Carried Out. |
Completed |
A check box that, if selected, indicates the work associated with the order is complete. Selecting this check box programmatically updates the order's State property to Finished. |
Follow-up |
An information field to indicate that the completion of the inspection or order requires some level of follow-up action. This check box is not associated with the follow-up order functionality in VertiGIS FM Maintenance. |
Start of execution |
The date the order was started. This field is only visible if the Completed check box is selected. This field is only applicable to orders and does not appear for inspections. |
End of execution |
The date the inspection or order was completed. VertiGIS FM programmatically fills this field with the date the Completed check box is selected. |
Executed by |
The person who completed the inspection or order. You must select a contact or company stored in the Contact Management module. This field is only visible if the Completed check box is selected. |
Basis for previous target date (otherwise execution) |
A check box that, if selected, means the next inspection should be scheduled from the Planned Date of the current inspection, not its completion date. |
Road safety |
Whether the object being inspected passes the inspection. Selectable options are saved in the Road Safety catalog. This field is only applicable to inspections. |
State |
The general state of the functional unit. Selectable options are saved in the State catalog. This field is only applicable to inspections. This menu only appears after you select Finished from the other State menu or select the Completed check box. |
Inspection and approval on |
The date the order was completed. This field is only applicable to orders. This menu only appears after the Finished is selected from the State menu and the Completed check box is selected. |
Inspection and approval by |
The date the order was completed. This field is only applicable to orders. The user who completed the order. This menu only appears after the Finished is selected from the State menu and the Completed check box is selected. |
Finish report comment |
Additional comments that can be reported regarding the asset or order. |
Some properties in the table above are only associated with either inspections or orders.
Complete an Inspection
Employees assigned inspections can complete them on the details page for the functional unit associated with the inspection or on the Playground Management search page.
To complete an inspection for a functional unit, the employee who marks the inspection as complete must inspect
•the functional unit itself.
•any partial areas defined within the functional unit at the time the inspection is created.
•any inventory items added to the functional unit at the time the inspection is created.
The employee who reviews the inspection will also see any work sheets attached to the inspection template.
In this example, the functional unit includes one partial area and two inventory items.
Partial Areas Section
Inventories Section
To Complete an Inspection from the Functional Unit Details Page
1.Navigate to the details page for the functional unit associated with the inspection you want to complete.
2.Expand the Inspections section.
3.Select the inspection you want to complete and click the Perform Inspection (
) icon.
4.Click the > button in the Road Safety menu and select an option to describe the condition of roads in the functional unit. Selectable options are saved in the Road Safety catalog.
5.Review the high-level inspection details in the Inpsection section. Refer to Inspection and Order Details for descriptions of all form fields.
VertiGIS FM programmatically selects the Completed check box and enters the current date, time, and user signed in to the application in the End of Execution and Executed By fields when you click the Perform Inspection () icon.
6.Expand the sections beneath the inspections core details. You may need to review the Name and Number of the various assets to determine which section is for which asset. There should one section for
▪any work sheet attached to the Type of Inspection template associated with the order.
▪the functional unit as a whole.
▪each inventory item added to the functional unit.
▪any partial areas defined within the functional unit.
7.Document the findings of the inspection:
▪For any inventory item or partial area that is in good working order, expand its section and select the Alright check box.
▪If all the functional unit's inventory items and partial areas are in good working order, expand the section for the functional unit and select the All in Good Order check box. This programmatically selects the Alright check box for each inventory item and partial area within the functional unit.
▪To document damage associated with the functional unit as a whole, an inventory item installed on the functional unit, or a partial area within the functional unit, expand its section and click the Add (
) icon.
▪To add a maintenance order for any inventory item or partial area within the functional unit, click the Add () icon in the Maintenance Orders section for the asset on the right side of the page. You can then enter the order details in the form that opens. Refer to Partial Area Order Details and Inventory Order Details for more information.
▪To change the status any of the inventory items installed on the functional unit, click in the Operational Status menu and select the appropriate status.
8.Click Save or Save and Close.
To Complete a Functional Unit Inspection from the Search Page
1.Navigate to the Playground Management search page.
2.Under Objects, click Inspection.
3.Select the inspection you want to complete and click the Perform Inspection () icon.
Click the header in the Responsible column to filter inspections by the employee or contact assigned to them. This allows you to find all the inspections assigned to you or to a specific employee.
\
4.Click the > button in the Road Safety menu and select an option to describe the condition of roads in the functional unit. Selectable options are saved in the Road Safety catalog.
5.Review the high-level inspection details in the Inpsection section. Refer to Inspection and Order Details for descriptions of all form fields.
VertiGIS FM programmatically selects the Completed check box and enters the current date, time, and user signed in to the application in the End of Execution and Executed By fields when you click the Perform Inspection () icon.
6.Expand the sections beneath the inspections core details. You may need to review the Name and Number of the various assets to determine which section is for which asset. There should one section for
▪any work sheet attached to the Type of Inspection template associated with the order.
▪the functional unit as a whole.
▪each inventory item added to the functional unit.
▪any partial areas defined within the functional unit.
7.Document the findings of the inspection:
▪For any inventory item or partial area that is in good working order, expand its section and select the Alright check box.
▪If all the functional unit's inventory items and partial areas are in good working order, expand the section for the functional unit and select the All in Good Order check box. This programmatically selects the Alright check box for each inventory item and partial area within the functional unit.
▪To document damage associated with the functional unit as a whole, an inventory item installed on the functional unit, or a partial area within the functional unit, expand its section and click the Add () icon.
▪To add a maintenance order for any inventory item or partial area within the functional unit, click the Add () icon in the Maintenance Orders section for the asset on the right side of the page. You can then enter the order details in the form that opens. Refer to Partial Area Order Details and Inventory Order Details for more information.
▪To change the status any of the inventory items installed on the functional unit, click in the Operational Status menu and select the appropriate status.
8.Click Save or Save and Close.
Mark Order as Complete
If the work associated with an order for the functional unit has been completed, you can update its status to Finished by editing it.
To Mark an Order as Complete
1.Navigate to the details page for the functional unit associated with the order.
2.Expand the Orders section, select the inspection you want to mark as complete, and click the Edit (
) or icon.
3.Do either of the following:
▪In the State menu, select Finished.
▪Select the Completed check box.
4.Enter additional inspection or order details as required (for example, select the date and time work on the order began in the Start of Execution field). Refer to Inspection and Order Details for descriptions of all form fields.
5.Click Save or Save and Close.
You cannot complete two orders generated by the same interval on the same date.
Not Carried Out
When editing an order or inspection, you can select the Not Carried Out check box to indicate that the order is being closed despite the associated work not being completed.
Not Carried Out Check Box
When you select this check box, VertiGIS FM updates the order's State to Finished. When you click Save and Close, the order's status icon indicates that the work was not completed.
Status Icon for Order Not Carried Out
When saving an order as Not Carried Out, you can include a note in the Description field explaining that the work was deemed not necessary or otherwise cancelled..
Complete Inspection and Order Workflows
As an alternative to the procedures outlined in this topic, which involve processing inspections and orders on the details page of the associated functional unit, you and your employees can adopt workflows that allow you to see all inspections and orders in the system, regardless of their associated data object, and to update or complete them from this view.
The processes below include inspections and orders for functional units as well as for inventory items.
Inspections
You can see all active inspections (i.e., inspections whose status is Planned or In Progress) for on the Playground Management search page by clicking Inspection under Objects. You can then select the inspection you want to complete and click the Perform Inspection () icon.
All Inspections Listed on Search Page
Orders
You can see all active orders in the system either of two ways:
•On the Playground Management search page, click Orders under Objects. You can then double-click the order you want to complete.
•On the Playground Management legacy start page, under Operational Procedures, click Orders. This opens a page with a list of all active orders associated with inventory items and functional units.
Inspections and Orders Per VertiGIS FM Greenspaces Data Object
Data Object |
Applicable Maintenance Events |
|---|---|
Inspections |
|
Orders |
|
Inspections and orders |
|
Inspections and orders |
