Using Equipment Inspection Reports

Overview

Use Equipment Inspections in Aspire Mobile to evaluate the condition of your equipment in the field. Rate each inspection category on a Pass/Fail or Green/Yellow/Red scale, or on any other inspection type you set up in Aspire.

Every inspection your crew leaders submit in Aspire Mobile is added to the Equipment Inspection report, so you can review equipment condition over time from the Reports module.

Things to know

You can configure Aspire to generate a Service Request automatically when an inspection category receives a failing score.
Crew leaders complete inspections in Aspire Mobile. You review the results in Aspire.
Equipment must be assigned to a route before it's available for inspection. For more information, see Configure inspection categories.

Requirements

Your user role needs the following permissions to create equipment inspections and to view and generate reports from them.

The Create Equipment Inspections permission allows you to create and edit equipment inspections. This permission also gives you access to the Equipment Inspection report in the Reports module. Without it, you can only see the inspection report on an equipment item's Detail screen.
The View Drill Down Reports and View Drill Down Reports - Equipment Inspections permissions are both required to see details on the Equipment Inspection report.
The View Revenue permission displays the Reports module icon in the left navigation pane.

Turn on automatic Service Requests

When an equipment inspection receives a failing score in the field, Aspire can generate a Service Request for you. Follow these steps to turn this on.

Select the user profile dropdown, then select Administration.
Select Configuration, then select the Application tab.
Select the Auto Generate Service Requests on Equipment Inspection Submission checkbox.
Select Save.

Configure service tags

Service tags are optional. Use them to group and identify the service needed when you request an equipment service.

In Administration, select the Equipment tab.
Select the Service Tags tab.
From the Service Type dropdown, select Request Service.
In the Service Name field, enter a name for the service tag.
Select Save.

Note: Request Service is the only service type you can use for service tags.

Set up inspection types

Inspection types categorize the kind of inspection your crew leader completes, and set the rating scale each inspection uses.

In Administration, go to Equipment > Inspection Types.
Review the inspection types already set up for your system, or select New to create one.
Enter a name for the inspection type.
From the Inspection Scale dropdown, select the rating scale you want crew leaders to use.
Select Save.

Configure inspection categories

Inspection categories combine inspection types and service tags, and control the order in which categories display to your crew leaders. You can also use them to require an inspection before a work ticket can be completed.

The Inspection Categories tab on the Equipment tab in Administration.

Select the Inspection Categories tab.
Select New.
Complete the required fields, plus any others you need.
- Inspection Category Name — an identifier for the inspection type that will be performed.
- Service Tag — optional. Add a service tag to identify and group the inspection category by the service needed if the category receives a failing score.
- Inspection Types — the inspection types included in this category.
- Display Order — a numerical value that sets the order in which the category displays within the inspection types that include it.
Select Save.

Note: You can't delete an inspection category once it's in use.

Confirm equipment route assignments

After you review the inspection settings in Administration, confirm that each piece of equipment is assigned to the correct route. Route assignment is what makes a piece of equipment available for inspection, so your crew leaders can create and view inspection reports in the field.

Equipment inspection eligibility comes from the Route field on the equipment record. It is not driven by the Primary Vehicle field on the route.

Go to the Equipment module.
Select an equipment item to open its Detail screen.
Confirm the Route field lists the route your crew leader is assigned to.
Select Save.

Note: Equipment must be Active and In Service to display in Aspire Mobile. Each piece of equipment can be assigned to only one route.

View existing inspection reports in Aspire Mobile

Your crew leaders can review past inspections for any equipment item assigned to their route.

Open the navigation pane and select Equipment Inspections. A list of existing items displays.
Select an item from the list to view its reports.

Each report shows:

Inspection type
Completed date
Completed time
Who completed the inspection
Your customized inspection categories

Create an equipment inspection in Aspire Mobile

You can start a new report from the Equipment Inspections screen, or from the screen of a listed equipment item.

From the Equipment Inspections screen:

Open the navigation pane and select Equipment Inspections.
If the item you want to report on isn't listed, select Add.
Complete the following fields:
- Equipment — select the piece of equipment you're inspecting.
- Inspection Type — select the inspection category that applies.

From a selected item's screen:

Open the item you want to report on.
Select Add to start a new inspection.

From here, the process is the same however you started the report.

Complete the inspection form. If your inspection categories are configured for it, you can rate each category and add notes. Aspire Mobile saves your changes as you go.
Select Submit.
Review your entries.
If your entries are accurate, select I Agree to complete the report.

Things to know when using Aspire Mobile during inspections

If you select the wrong item or inspection type, select the back arrow to choose a different one.
You can add an image to a report by uploading a photo from your device or taking a new one.
Don't select Submit until you've completed and reviewed the report.
Reports don't display in Aspire until they're submitted. Any report you don't submit isn't saved.
Submit isn't available until all required categories are complete.
While working online, the 10 most recent inspection reports for the selected equipment item are available.
While working offline, only the most recent inspection report for the selected equipment item is available.

Use automatic Service Requests

If you turned on automatic Service Requests in Administration, you can view the Service Request in Aspire after a failed inspection is submitted.

A submitted equipment inspection report showing a failing category.

Follow these steps to view a Service Request generated from a failing category.

Go to the Equipment module.
Select an item from the equipment search list screen.
Select the link in the Previous Inspection Report field.
Select the inspection report you want.
Expand the category containing the inspection failure.
Select the exclamation icon in the category to view and manage the Service Request.

Keep the following in mind when you use automatic Service Requests.

Any note you post in a failing category is added to the Service Request.
If several failing categories share the same service tag, Aspire generates only one Service Request. For example, if a failing tire tread category and a failing tire sidewall category both carry a tire replacement service tag, you get one Service Request.
If a failing category matches an existing open Service Request, Aspire doesn't generate a new one.

View equipment inspection reports

Follow these steps to view equipment inspection reports in the Reports module.

The Reports module in Aspire.

Go to Reports > Standard Reports.
In the Production section, select Equipment Inspection.
Select a line item for more information. Default columns are Inspection Type, Equipment Description, Score, and Completed Date. The original submitted report displays.

For more information on emailing or printing a report, visit Print or Email an Equipment Inspection Report.
For more information on equipment reporting, visit Equipment Reporting.
For more information on the Equipment tab in Administration, visit Understanding the Equipment Tab in Administration.