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When the PM schedule is generated, IMMS InfraLink creates a PM case for each occurrence of a PM defined by a particular group. Different PM groups and different occurrences of a PM defined by a particular group will generate separate PM cases. Each PM Case consists of one or multiple tasks (one or more for each system element of PM Group's scope).
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Each PM task associates a form, defined by the project administrator, with particular system element, as defined by the PM group's scope . The purpose of the IMMS InfraLink Work Forms (also known as Task Templates) capability is to provide a common mechanism for defining predefined operational tasks, tracking completion results and, in most cases, capturing the system- and process-centric data gathered in the course of performing the predefined tasks. Each PM Work Form defines the sequence of steps that must be completed to execute a particular kind of a PM, inspection, testing or audit on a system element. Typically, each step of the work procedure requires the user to capture some work completion data. For some work steps, that may be as simple as checking a checkbox indicating completion of the steps, while other work steps may require capturing a measurement, a comment, a picture, or another artifact. In that sense, work procedures may be viewed as interactive scripts or advanced checklists / “smart forms”.
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- Open (Pending) - the work has not yet been started
- Saved (In Progress) - the work has been started and the user saved the partially completed (work in progress) PM form
- Completed - the user has completed the task and the associated PM form
- Unable to Perform - the user has not been able to perform the work due to operational constraints, e.g. site conditions, access to equipment, etc., and the PM occurrence for that particular system element had to be skipped
IMMS InfraLink also allow for QC review and approval of completed PM tasks and associated forms, as will be discussed below.
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As with any other work category in IMMSInfraLink, PM cases follow a workflow defined and selected by the administrator for the particular contract. The workflow is a set of defined statuses with defined transitions between them. . PM workflow defines what transitions between statuses are allowed, as well as status-specific business logic describing a behavior, transition prerequisites and metrics.
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Executing PM Tasks
Accessing PM Task
IMMS InfraLink provides several way to locate and initiate completion of a PM task. The most common ones are as follows:
- PM case details. IMMS InfraLink creates a case for each occurrence of the PM defined by a PM group. If the case is assigned to you or if you locate it using the All Cases, PM→Status by Group, or another view for browsing cases, you can locate the tasks that need to be completed in the Tasks section (widget) of the case details panel. The form name serves as the link and will allow you to open the PM task completion modal window.
- System element details. The System Element Details panel displays all PM tasks associated with the system element in the PM Tasks section. The form name (left-most column) serves as the link and will allow you to immediately open the PM task completion modal window.
- All Scheduled Tasks view. Sometimes, for example, when entering information for a large number of tasks completed offline using paper form, it may be practical to use the All Scheduled Tasks view to complete PM tasks. You can locate the task to be completed using the extensive filtering options and/or quick search (top-right corner). Selecting the task in the list will open the Task Details panel on the right. Click the "Show Form" button to bring up the PM task completion modal window.
Whether you choose one of the above navigation path or another, the PM task to be completed will be presented in the task completion modal window. To prevent loss of data you will not be able to access the main menu or any other function of IMMS InfraLink while the task completion window is active.
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The content, quantity, and the sequence that must be filled out depend on the configuration of the form defined by your project administrator / engineer, and your project's standard operating procedures will usually provide detailed guidelines for each procedure / form type. However, as far as the IMMS InfraLink functionality is concerned, the following general characteristics apply.
- Form fields. A form is a collection of fields of different types - numeric, text, lists, and so forth. The fields comprising a native form are presented in a two-column, name-value layout. IMMS InfraLink presents the appropriate data entry control based on the data type of the field, as defined by the administrator who created the form. The following information pertaining to form fields may be beneficial:
- "Well-known" fields. The form may include a number of "well-known" fields, such as system element name, location, asset tag, and others. IMMS InfraLink will automatically pre-populate these fields from the system element and/or case details when you open the form for completion. Depending on the configuration of the form defined by your project administrator, you may be able to update these fields if the pre-populated information is no longer accurate.
- File fields. A field may be defined with the "file" data type. Such fields are commonly used to upload pictures or other artifacts. IMMS InfraLink will present the standard file upload control to populate such field.
- Multi-value fields. A field may be defined as multi-value, in which case IMMS InfraLink will allow you to enter multiple values (or upload multiple files) to populate the field. The quantity of values may be limited in the form definition, in which case IMMS InfraLink won't allow you to enter more values than allowed.
- Required fields. Some of the form fields may be defined as required by the administrator. Such fields must be populated to complete the task. (However, you can save a partially completed form - work in progress, - even if the required fields aren't filled out). If a multi-value field is defined as required, at least one value will have to be entered.
- Validations, acceptable values. Form fields may include custom validation rules limiting acceptable values as defined by the form creator (administrator). If the value you enter does not pass the validation, IMMS InfraLink will display an error symbol. Hover over the exclamation mark icon to review the error description/instructions.
- Read-only fields. The administrator who creates a form may define some fields as read-only. Administrator usually rely on read-only fields to provide additional instructions or communicate other information to the use completing the form.
- Field description. The administrator who creates the form may include field-level description / instructions. If uncertain about the purpose or definition of a form field, hover the mouse pointer over the value entry control for the field, and IMMS InfraLink will present a tooltip (if defined by the form creator).
- Sections. Form fields are organized in sections, and the sections may include sub-sections. Use the collapse/expand controls (chevron next to the group title) to expand or collapse the groups for ease of navigation. A section may include a description provided by the administrator. The description, if available, is displayed directly under the section title and collapsed by default to save space. Expand the description to review work instructions. Note that expanding and collapsing sections does not reload or save the data. Use the Save function to prevent data loss.
- Overall result. Each form has the overall result field, displayed at the bottom of the form, which may take one of the two values - Pass or Fail. The field is required and one of the values must be selected in order to complete the task. The exact meaning of the Pass/Fail values is subject to your project's standard operating procedures. However, in general, "Pass" means that no major anomalies were uncovered by the PM task. The "Fail" value, on the other hand, means that the PM activity uncovered one or multiple anomalies/failures. Such anomalies are usually tracked as issues.
- Comment. The optional comment, which pertains to the task as a whole, may be entered in the Comment field following the Overall Result.
- Date and Time. Use these fields to indicate when the task was completed. IMMS InfraLink will allow you to enter the date/time in the past, which is useful for tasks that were performed with paper forms and had to be entered in IMMS InfraLink after the fact or if completing the task in IMMS InfraLink was delayed for another reason. The date/time cannot be in the future.
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- Click the "Details" header (vertical) in the open form completion modal window
- IMMS InfraLink will expand the details tab on the right
- Click the Save button
- On the next screen, enter a comment and, if applicable, record the time spent on the task (both optional), then click the Save button
- IMMS InfraLink will save the partially completed form and close the form completion modal window
You will be able to pick up where you left off by locating the task and opening the form completion window the same way you did to start filling out the form.
Please note that IMMS InfraLink does not perform complete validation when saving a partially completed form and will allow you to save the form even if some of the required fields and/or overall results have not be filled out.
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- Select the Overall Result of the task:
"Pass" overall results - when all steps described in the form have been completed and no corrective action is required.
"Fail" overall results - if any step from Work Form can't be completed or if captured measurements are out of provided range, for example. Failed tasks automatically generate a follow-up service request for the failed device. The pre-populated service request includes default failure comments referencing the sourcing PM case and task as a part of its description. Note: If failed System Element already had a service request, user can select that service request to be a follow-up ticket (merge task's follow-up into existing ticket) - (Optional) Enter a comment, which applies to the task as a whole. Using the comments
- Update the date/time when the task has been completed
- Select "Complete" button in the PM Task Details panel on the right
- IMMS InfraLink will allow you to add one or multiple activity records to track the work and/or travel time spent to complete the form.
- When done with entering activity records, if any, hit the Complete button to finish the process.
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The reason should be included in the comment section.
IMMS InfraLink will not perform validation of required fields and will not require selection of the overall result for the form and will not require completion of the form to complete the containing it case.
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