Create New Schedule Definition

To create a new schedule definition, click the Create New button in the top right corner of the screen. The user will be taken to a new page to enter information about the new schedule definition:

• Details Tab Name - The Name textbox is the name given to the inspection schedule definition. While it can be helpful to name the schedule definition after the inspection type that it will be used for, such as routine or underwater, the name is not used in any other feature of AssetWise Inspections.
• Recurring - The Recurring dropdown determines whether or not the inspection schedule will be for a recurring inspection.
  • "Yes" is used for recurring inspections that must be completed at a determined interval for the life of the asset. "No" is used for unplanned, reactive inspections, such as a damage or flood inspections.
  • If "No" is selected, the Interval, Frequency Locked, and On Completion, Auto-Schedule Next Inspection controls are removed from the schedule definition form.
• Interval - The Interval textbox and dropdown determine the length of time between inspections of an asset and are only applicable if the schedule definition is for a recurring inspection. Enter a value in the Interval textbox and then use the Interval dropdown to determine the unit of time.
• Due Date Requirement - A due date must be determined for each inspection using the Due Date Requirement dropdown. The requirement can be a specific day or an entire month. This selection can have a large impact on scheduling and deadlines if inspections are not completed and approved on time.
  • Example: If an inspection is set to be due "On Month" January 2016, but does not get completed until 02/01/16, the inspection will appear to be an entire month late. Then, if the next inspection is auto-scheduled and the due date is calculated from the completion date of the last inspection with auto-schedule turned on, the next inspection will be scheduled in February a month later than it should have been.
• Frequency Locked - Once the interval is determined for a schedule definition, the user must use the Frequency Locked dropdown to choose whether that interval can be changed for assets with that schedule definition or if the interval must always stay the same. The interval that was assigned to the schedule definition will be the default, but the choice of "Yes" for the frequency lock allows an owner to override the interval from within the Collector module.
  Note: The configurable security features within AssetWise Inspections control which users are permitted to view and change certain aspects of the software.
• Inspection Completed When - The Inspection Completed When dropdown is used to choose the stage within the inspection process that the inspection is considered complete. The inspection can be considered complete at "Report Create," "Report Approved," or during a time that is uniquely defined by the user – "Passes Through Workflow Stage". Selecting "Passes Through Workflow Stage" allows the user to select a workflow stage for specific inspection types on the Inspection Types tab (after saving).
  Note: In order to utilize a workflow within a schedule definition, the workflow must first be created on the Manage Workflows page.
  Note: When an inspection is completed, the asset’s scheduling needs and next due date are updated to indicate that this inspection requirement has been satisfied. The inspection will no longer appear under scheduling on the Quick View tab of the Asset Details page or on the Inspection Schedule Filter page.
• On Completion, Next Due Date Calculated From - Choosing the next due date for recurring inspection schedules is an important step in the schedule definition process. Use the On Completion, Next Due Date Calculated From dropdown to select from when the due date will be calculated. This selection can cause major changes to a schedule depending on the inspection process.
  • Example: Recurring inspection / 24 month interval / Completed upon report approval Inspection Timeline: Due on 01/01/20 Performed on 01/05/20 Approved on 02/01/20
• Previous Due Date – If the next due date is calculated from the previous due date, the next inspection will be due 01/01/22. However, because the inspection wasn’t considered complete until approved on 02/01/20, the new inspection due date will be 23 months after completion.
• Inspection Date – If the next due date is calculated from the inspection date, the next inspection will be due 01/05/20. However, because the inspection wasn’t considered complete until approved on 02/01/20, the new inspection due date will be just over 23 months after completion.
• Completion Date – If the next due date is calculated from the completion date, the next inspection will be due on 02/01/22. While this choice is successful in maintaining the overall 24 month interval, the inspection itself will be performed around 25 months after the previous inspection.
  • In order to choose the correct setting, the user must examine their inspection process and determine which selection will be most successful at adhering to their schedule and maintaining the assets.
  • On Completion, Auto-Schedule Next Inspection - In an effort to preset and therefore simplify the inspection scheduling process, the On Completion, Auto-Schedule Next Inspection dropdown allows the admin to choose whether or not to have AssetWise Inspections automatically schedule an asset’s next inspection upon completion of the current inspection. The auto-schedule feature should be set to "Yes" for most recurring inspections.
  • On Completion, Re-assign Previous Inspector - The On Completion, Re-assign Previous Inspector dropdown allows the admin to choose whether or not to have AssetWise Inspections automatically assign the same inspector who completed the last inspection to future inspections.
• Save and Cancel - The Save and Cancel buttons are located at the bottom center of the screen. The Save button saves the changes made to the schedule definition.
  • The Cancel button cancels any changes made to the schedule definition.
• Delete - Once the schedule definition is saved, the Delete button becomes available in the top right corner of the screen. Click Delete to delete the currently selected schedule definition. Note: When deleting a schedule definition, the system will warn the admin if any scheduled inspections will be deleted as a result.
  • Once the schedule definition is saved, two additional checkboxes appear on the Details tab and the Inspection Types tab appears.
• Update Checkboxes:
  
  • If the Update existing inspection due dates based on frequency for all affected assets checkbox is checked, all existing inspections of the inspection types selected in the Inspection Types tab will have their inspection due dates updated to match the settings of the schedule definition.
  • If the Update existing inspection scheduled dates based on frequency for all affected assets checkbox is checked, all existing scheduled inspection of the inspection types selected in the Inspection Types tab will have their scheduled dates updated to match the settings of the schedule definition.
  • Inspection Types Tab - The Inspection Types tab lists all of the inspection types that exist in the system. Checking the box of an inspection type ensures that it will follow the schedule definition that the user is currently creating or modifying.
    
    Note: An inspection type can only have one schedule definition attached to it, but one schedule definition can be attached to multiple inspection types.
    • Example: One of the most commonly used inspection types is routine. However, routine inspections can have a various range of intervals. Despite the range, only one schedule definition can be attached to the routine inspection type. So, if a user commonly has both 24 month and 36 month routine inspections, two separate inspection types, such as routine24 and routine36, would have to be created in order to utilize a schedule definition for both intervals.
  • As mentioned earlier, if "Workflow Stage Action" is selected as the inspection completion indicator, the Inspection Types tab will have additional selections in the grid that allow the user to select a uniquely defined workflow as the completion point:
    
  • The available dropdowns and selections in each dropdown are dependent upon the settings established for the inspection types as well as the specifics of each workflow.