InfraLink refers to PM, inspections, testing, audits and other recurring scheduled activities as PM work. PM Work is organized into PM Cases created by the PM Generator (based on the rules defined by PM Groups) and comprised of individual PM Tasks.

This article provides information and guidance on these topics related to the performance and completion of PM work.

PM Tasks and Forms

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 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”.

A PM Task is a fundamental building block of the PM workflow and has a very simple lifecycle. A task may be in one of the following states:

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

InfraLink also allows for QC review and approval of completed PM Tasks and associated forms, as will be discussed below.

PM Case Workflow Rules

As with any other work category in InfraLink, 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.

Example: PM Case in Status "New" can be transitioned into "In Progress", then from "In Progress" into "Canceled", "Closed" or "Suspended" and so on. Each of these statuses have a set of configurable characteristics and/or requirements (business logic) that must be met for this Case to be able to transition into this status.

One of the business logic attributes associated with workflow statuses is the PM Task statuses allowed and whether the users are allowed to update PM Tasks comprising the Case while it is in the particular status. Using this attribute, the administrator may define when users can complete for PM Tasks. For example,

If a "New" Case status does not allow task updates, the users won't be able to complete the tasks until the Case is progressed to, let's say, "Dispatched" status. The administrator may use this control to prevent users from updating the tasks prior to the work being assigned and/or prior to certain updates being performed and recorded at the Case level.
Likewise, "Completed" status may not allow any edits in Case scope and require all PM Tasks to be in "Completed" or "Unable to perform" statuses. Using these two controls the administrator can ensure that
- (A) All tasks are completed (or marked as Unable to Perform) before the Case can be progressed to the "Completed" state, AND
- (B) Users cannot intentionally or unintentionally modify the work results after the Case has been marked as completed

Work Tickets

PM Case's tasks can be grouped into Work Tickets - dispatch records (a mechanism for scheduling and managing field work). One or multiple WTs may be created to dispatch technicians to complete a set of PM Tasks defined by a PM Case. Work Tickets have their own statuses with business logic and workflows. If PM Tasks are grouped into Work Tickets, these Work Tickets have to undergo certain steps defined by the workflow configuration in order to be completed. If all tasks within Work Ticket's scope are completed - Work Ticket can be completed as well. If Work Ticket contains uncompleted tasks then user must select between 2 options: create a follow-up Work Ticket for these uncompleted tasks (within the scope of the same PM Case), or associate uncompleted tasks with PM Case (move tasks from Work Ticket's scope into PM Case's).

Executing PM Tasks

Accessing PM Task

InfraLink provides several way to locate and initiate completion of a PM Task. The most common ones are as follows:

PM Case details. 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 InfraLink while the task completion window is active.

Important: The ability to update PM Tasks and save PM form results depends on the business logic defined for the status of the PM Case, which the task belongs to. If the Case is in the status, which does not permit PM Task updates, you will not be able to complete the PM form or save the work in progress results. As an extra step to prevent losing data, it is a good idea to check that the Complete and Save buttons are available on the PM Task Details panel of the PM Task completion modal window prior to entering the data.

Task Completion Window

The task completion window consists of the following three parts:

System Element configuration. The System Element configuration section (top of the main part of the window) displays a hierarchical view, which includes the System Element the form is associated with and it's components and subcomponents, if any. If/as prescribed by your project's standard operating procedures, use this section to verify configuration of the System Element and its components prior to proceeding to the PM activity. Selecting a System Element in this section will display the standard System Element details panel on the right. Use it the same way you would use the System Element Details panel in any other part of the application.
PM form. The main part of the task completion window is the PM form. The format of the section depends on whether the PM Task is defined with a native or PDF form.
Details panel. If no System Element is selected in the Components section, the details panel on the right (collapsed by default) will display the PM Task details, update history, and workflow controls. For instance, you will use these controls to perform task-level functions, such as saving, completing, or marking it as unable to perform. If a System Element is selected in the Components section, the System Element Details panel will be displayed instead of the Task Details.

Filling Out the Form

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 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. 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. 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. 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 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 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, 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 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. 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 InfraLink after the fact or if completing the task in InfraLink was delayed for another reason. The date/time cannot be in the future.

Depending on configuration and custom fields included in Work Form, it may have pre-populated sections, like components information, device details along with testing/inspection procedures. PM Case workflow regulates PM Tasks behavior, for example, PM Case's tasks can't be worked on if the Case is in New status.

Saving Work in Progress

Electronic forms may be quite long and may take time to complete. It may also be necessary to interrupt the procedure after the form has been partially filled out due to site conditions or other factors. To prevent losing the data entered into the form, which is not yet ready to be completed, you can save the in-progress results:

Click the "Details" header (vertical) in the open form completion modal window
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
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 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.

Printing a Blank or Completed Form

When a technician has to perform one or multiple predefined tasks in a facility, which prohibits the use of electronic equipment, the technician can print the blank form(s) associated with the tasks ahead of time and can use them to capture work results in an old-fashioned way, using paper and pencil. Users may also print forms associated with completed tasks as part of the review process and/or to submit them with contractual deliverables.

Completing the Task

When you have finished all the PM steps, as prescribed by the form, and completed all the fields, it's time to complete the PM Task, as outlined below:

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.
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
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.

You can reuse saved the values entered in the PM form the next task of the same type within the same PM Case by selecting “Pre-populate next form using previously completed form” option in PM Task Details panel. In this Case all matching Work Forms of the PM Case will be pre-populated with results saved in original Work Form.

Tasks That Cannot be Completed

Sometimes it is not possible to complete the scheduled PM activity due to the site constraints or other reasons. Use the "Unable to Perform" button in the details panel of the task completion modal window to mark the task accordingly.

The reason should be included in the comment section.

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.

Multiple tasks of the same PM Case can be marked “Unable to perform” at the same time if they are in “Open” or “In Progress” statuses.

Quality Control Review

If the PM Case containing the PM Task is based on a PM Group configured to require a QC certification, each completed task will have to be reviewed by an authorized user (a user with corresponding privileges), such as a QC specialist or a maintenance supervisor. Such user will have to review each task and its corresponding PM form regardless of its result (Fail, Pass, Unable to perform) before the PM Case can be closed.

The user performing the QC review has two options:

To Approve the task results; or
To Reopen it, thus requiring the technician to perform updates (and potentially re-execute the PM activity, as prescribed by the project's standard operating procedures)

If all QC procedures - a sequence of steps to verify Work Form's saved results - are passed, the PM Case can be closed.

If QC inspection fails, the PM Case should be rejected (reopened, depending on workflow configuration) with a specific reason and correction comments. If PM Cases failed QC inspection it rolls back to ("Open") status that allows editing of Case scope and tasks in order to perform corrections mentioned in rejection comments.

Closing PM Case

When all tasks and, if applicable, work tickets for the specific PM Case have been completed (are in "Completed", "Rejected", "Approved", "Unable to reform", "Canceled" statuses - depending on workflow configuration), the user with sufficient privileges closes the Case, thus indicating that the scope of the PM cycle has been fully completed.

To close the Case follow the steps outline below:

Locate the PM Case. For instance, you may use one of these methods:
1. Use the Status by Group view accessible under the PM, Inspect, Test stack of the main menu
2. Use the All Cases view accessible via the Overview stack of the main menu
3. Use the Item # link located in the top part of an associated PM Task's Task Details panel
Use the workflow buttons in the top-left corner of the PM Case Details panel to progress it, as allowed by the configuration defined for the Case category

Since Case workflows are project-specific, refer to your project's standard operating procedures and/or consult with your administrator on the details of the PM Case closure process.

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Completing PM Work