Equipment Inspection Reports

Equipment Inspections Reports

What's New?

You now have the option to evaluate equipment with customized Equipment Inspections using the Crew Mobile app. With this functionality, You can configure a scale either Pass/Fail or Green/Yellow/Red to an Inspection Type composed of Inspection Categories that you create. 

Additionally, you can configure your application settings to automatically generate an equipment service for Inspection Categories with failing scores. The data aggregated from the equipment inspections you conduct in Crew Mobile will be available to generate and view Equipment Inspection Reports in either Crew Mobile or the Aspire app.

Requirements 

To create equipment inspections and to view and generate reports from those inspections, you will need the following permissions enabled under your User Role. 

• To create and edit Equipment Inspections in Aspire, you must have the Create Equipment Inspections permission enabled.
  
• To allow your users to have visibility into an Equipment Inspection Report summarizing the inspection, the View Drill Down Reports and View Drill Down Reports - Equipment Inspections permissions must be enabled.

Keep in Mind 

• If you do not have the Create Equipment Inspections permission enabled under your User Role, you will still be able to view Equipment Inspection Report information on the equipment details screen, but the Equipment Inspection Report will not be available under the Standard Reports section of the Reports module. 
• If you do not see the Reports module in the Main Menu of Aspire, ensure the View Revenue permission is enabled under your User Role. 

Configuration

 You must enable the following settings before creating and viewing Equipment Inspection Reports.

Configuration Application Settings  

To automatically have a service request generated for categories with a failing score after an inspection is submitted in Crew Mobile, you must enable the Auto Generate Service Requests on Equipment Inspection Submission functionality by taking the following steps:

1. Go to the Administration Menu. 
2. Click on Configuration. 
3. Select Application. 
4. Enable Auto Generate Service Requests on Equipment Inspection Submission. 

Configure Inspection Types 

The inspection type should denote the type of inspection to be conducted along with how the inspection categories within that type will be rated. Follow the steps below to create the Inspection Types to add to your inspection categories.  

1. Go to the Administration menu. 
2. Click on the Equipment section. 
3. Select the Inspection Types subsection. 
4. Select New to create an Inspection Type. 
5. Classify the Inspection Type with a name suitable for the inspection type that will be carried out (e.g., Mower Inspection, Truck inspection, etc..). 
6. Select the Pass/Fail or Green/Yellow/Red scoring option under the Inspection Scale dropdown. 
   1. The Pass/Fail score will reflect as a green thumbs up or a red thumbs down in Crew Mobile, providing a simplified pass or fail score option.
   2. The Green/Yellow/Red rating resembles a horizontally oriented stop light and provides increased scoring flexibility so that you can account for items that are not failing but cannot be considered to be in passing condition.

7. Click Save. 

• Remove an Inspection Type by clicking on the three dots menu. 
  • Inspection types that are in use cannot be removed.  

Configure Service Tags (Optional) 

Use service tags to quickly group and identify the service needed when requesting an Equipment Service in Crew Mobile. The only service tags that can be added to Inspection Categories must have a designated Service Type of Request Service. Follow the steps below to create a Service Tag. 

1. Go to the Administration menu. 
2. Select the Equipment section. 
3. Click on the Service Tags subsection. 
4. Select Request Service from the Service Type dropdown. 
5. Create a Service Name. 
6. Click Save. 

Configure Inspection Categories

The Inspection categories will be used to compose an inspection type. Use the below-listed steps to create inspection categories. 

1. Go to the Administration menu. 
2. Click on the Equipment section. 
3. Select the Inspection Categories subsection. 
4. Select New to create an Inspection Category. 
5. Fill in the required and applicable optional fields. Within each category, you can add the following information: 
   1.  Inspection Category Name - In most cases, the name should reflect a component item (e.g., brakes, lights, gears, etc.) on the equipment that will be inspected.
   2. Service Tag - add a service tag to identify and group the inspection category by the service needed if the category receives a failing score.         
   3. Inspection Types - Add the Inspection Types in which to include the Inspection Category. 
   4. Display Order - Select a numerical value to represent the order in which the Inspection Category should appear in the Inspection Types in which they are included.
6. Click Save. 

 Keep In Mind

• Click on the three dots menu to see the option to Delete an Inspection Category. 
  • You cannot delete inspection categories that are in use. 

View and Manage Inspection Reports in Crew Mobile 

Prerequisites 

The following requirements must be met before you can see Request Equipment Service and Equipment Inspections as options in the Crew Mobile menu: 

1. The permission to View Equipment or Admin Equipment must be enabled under your User Role. 
2. The equipment that you are using must be assigned to the same route associated with the crew leader. 

Create Equipment Inspections in Crew Mobile

Once you have configured your administrative settings you can start using Equipment Inspections in Crew Mobile. Follow the steps below to create equipment inspections in Crew Mobile: 

1. Select Equipment Inspection from the Crew Mobile menu. 
2. Choose an Equipment item from the Select One dropdown at the top of the screen. 
3. On the next screen, you will see a history of the previous equipment inspections.
4. Select New in the bottom right corner of the screen.
5. Select an Inspection Type. 
6. Complete the inspection by adding a score to the applicable inspection categories. 
   1. You can leave a description and upload images under each category. 
      1. Any uploaded image can be removed and replaced before the inspection report is saved. 
7. Click on the Save icon at the bottom right corner of the screen. 
8. On the Confirm screen, click Disagree if you need to go back and review. Once you click Agree, you cannot go back and make any changes to the inspection.

Keep in Mind

• You will only see equipment items that are assigned to the same route to which you are assigned.
• Only Crew Leaders can view inspection history and details. 
• You can only see inspection reports for equipment items that are In Service. 
• You can only add one photo to a category by uploading an existing photo or by capturing a photo in Crew Mobile. 
• You can deselect and choose a different score for any of the Inspection categories of an equipment item before you confirm the completion of the inspection report. 
• You can see up to 30 of the most recent inspections for one equipment item from Crew Mobile and you can view all inspections under an equipment item within Aspire. 
• A response is not required for each category. 
• When the list of categories is collapsed, you will see a score, image, and note icon next to the categories that contain these details.

Automatically Generate Service Requests in Crew Mobile

In Crew Mobile, you can configure your account so that service requests can be automatically generated for failing categories.  Take the following steps to view the service request that is generated from a failing category: 

1. Go to the Equipment module. 

2. Select an item from the equipment search list screen. 

3. Select the hyperlink in the Previous Inspection Report field. 

4, Click on the desired Inspection Report. 

5. Expand the Category containing the inspection failure. 

6. Click on the icon of the exclamation icon at the bottom right corner of the category to view and manage the service request. 

Keep in Mind

•  If multiple categories with a failing score share the same service tag, only one service request will be generated. 
• Any note posted in the category of a failing score will be preserved and added to the service request.
• If multiple failing service categories generate the same Service Request, only one service request will be created. For example, if you have a failing category for tire tread and tire sidewall and both contain a tire replacement Service Request, only one service request will be created. 
  • If an equipment item has an existing open service request and thereafter, an inspection is conducted that contains a failing category with a service request that is the same as the existing open service request, a new one will not be generated.

View Inspection Reports 

View an Inspection Report in Crew Mobile

1. Select Equipment Inspection from the Crew Mobile menu.
    
2. Choose an Equipment item from the Select One dropdown at the top of the screen.
    
3. On the next screen, you will see a history of the previous equipment inspections. 
4. Click on the entry listing the desired equipment inspection for a detailed report. The inspection report will contain the following information:
   1. The inspection type.
   2. The date the inspection was saved.
   3. The time the inspection was saved. 
   4. The individual who completed and saved the inspection. 
   5. Each inspection category is included in the inspection type. 
      1. Expand a category for more details. 
      2. When a category is condensed, you can view icons that indicate the category score, attached images, and included notes when applicable. 

View An Inspection Report in Aspire

The inspections that are carried out in Crew Mobile can be viewed and managed in Aspire. Take the following steps to view inspection reports: 

1. Go to the Equipment module from the Main Menu. 
2. Click on an equipment item in the advanced search list. 
3. Click on the hyperlink in the Previous Inspection Report. 
4. This will direct you to a list of Inspection Reports. Select the desired report from the list. 
5. Collapse or condense categories to view associated material such as category descriptions, photos, notes, and scores.
   
   

Keep in Mind

• All the information in the equipment inspection report can be viewed but not changed. 
• The time zone that appears in the fields that display dates and times in the Equipment Inspection Reports will reflect the user's timezone.    

Generate an Inspection Report

You can view and curate Equipment Inspection reports from the Reporting module in Aspire by taking the following steps: 

1. Click on Reports from the Main Menu.
2. Click on Standard Reports. 
3. Select Equipment Inspection under the Production heading.
     
4. Select a report entry from the advanced search list to be directed to the Equipment Report screen. 
5. Use advanced search tools to curate lists that can be shared or printed. 

You will have the following fields to sort, group, filter, and display information from Vehicle Inspection Reports. 

Keep in Mind

• You must have both the View Drill Down Reports and the View Drill Down Reports-Equipment Inspections to view Equipment Inspection Reports when accessed from the Reports module.