- Equipment Management

Equipment Management

Introduction

Navigate to Laboratory Records -> Equipment.

navigate to equipment

The main tabs in iPassport Equipment module are:

  • Recent Equipment
  • Search Equipment
  • New Equipment
  • Reports

four options in the equipment module

Access to the equipment module is controlled by permissions such as: Equipment: View Equipment: Allow a user to view equipment records and Equipment: Create Equipment: Allow a user to create equipment records. Found in Administration -> Roles -> Select a Role -> Permissions tab -> Select Permission Group as ‘Laboratory Records’ and select Filter by Type to ‘Equipment’. In addition to this, each equipment item is placed within an OU, so it may be a user has access to the equipment module for some OUs and not others.

Creating a New Equipment Record

To create a new equipment record click on the ‘New Equipment’ tab or Laboratory Records -> Equipment -> and click on the ‘+’ button.

There are a total of four steps to complete when creating a new equipment record.

Step One of Four

New equipment record

The first action required is to select the OU that the equipment record belongs to. The ‘Organisational Unit’ field is in the form of a drop down menu and displays all the OUs available for selection. Only the OUs the user has access to (with associated Equipment roles) will be displayed here. Once the equipment record has been created, it is possible to move it to another OU assuming the user has permission to do so.

The ‘Name’ is a required field and has to be unique on an OU level. For example, if a system has multiple items with the same name it is recommended that the name is supplemented with a numerical value. e.g. Beckman Synchron LX20, Beckman Synchron LX20 – 1, Beckman Synchron LX20 – 2.

All of the other fields are free text with the exceptions of ‘Capital Equipment’, which is a ‘Yes/ No’ selection field and the ‘Equipment Type’ field.

The ‘Equipment Type’ field allows a user to break equipment records down into searchable types. The ‘Equipment Type’ search is found as part of the ‘Search Equipment’ tab. Within iPassport there is no limit to the number of types that can be created, although an equipment record can only have one type. Currently, the ‘Equipment Type’ is shared between OUs, so if there are items displayed here that look unfamiliar, they may be being used in another OU.

To create a new ‘Equipment Type’ click the spanner icon to the right of the field, this will open the new Equipment Types light-box.

New equipment type light-box with six entries

If the light-box has no entries then this is simply because none have been created at this point, the example shown has six entries. ‘ELISA’ is presently not used in any equipment record, which can be seen in the ‘Actions’ column (the trash can icon). If an item is in use then it cannot be deleted.

To add a new type click the ‘Add Equipment Type’ option, then enter a new ‘Name’. Once the new ‘Name’ has been added click the ‘Create Equipment Type’ button. The user will then be returned to the first step in the creation process and the new equipment type should have been added.

Adding a new equipment type

Should the user no longer want to create a new equipment type click the ‘X’ in the top right corner of the light-box.

Complete the rest of the fields required and click ‘Next Step’. The ‘Previous Step’ button can be used to make amendments to the fields in step one, however it will not be possible to edit the OU selected.

Step Two of Four

The second step (which is optional) allows a user to select a Storage Location(s) and/ or Usage Location(s) for the equipment. The ‘Storage Location(s)’ is particularly useful when the equipment is taken out of service. It is possible to edit this information at any point once the equipment record has been created. It may be useful to inactivate the equipment record if it is being taken out of usage.

Storage and usage locations

The ‘Usage Location(s)’ is designed for when the equipment is still in service, as this allows a user to record where the equipment can be found. It is also possible to adjust this information should the equipment be transferred to a different department or location during service.

From this step it is only possible to select existing locations, it is not possible to create new locations. To create a new location navigate to: Administration -> Locations -> New Location or Administration -> Locations -> ‘+’ button and add a ‘Short Name’ and ‘Long Name’ for the new location.

adding new locations

The user will then need to assign the newly created location to an OU by clicking on the ‘OUs & Tags’ tab.

OUs and Tags Tab

When the details have been entered, click the ‘Next Step’ button.

Step Three of Four

The third step (which is optional) allows a user to add details of the staff member that received the equipment when it arrived. The ‘Received By User’ field is a multiple select field, allowing a user to select one or more users.

The ‘Life Span’, ‘Purchase Cost’, and ‘Estimated Replacement Cost’ are all free text fields.

The ‘Date Received’ field uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection.

Create Equipment

To create a new ‘Equipment Received Condition’ click the spanner icon to the right of the field, this will open the ‘Equipment Received Conditions’ light-box.

Equipment condition lightbox

To add a new type, click the ‘Add Equipment Received Condition’ option, and then enter a new ‘Condition’.

Once the new ‘Condition’ has been added click the ‘Create Equipment Received Condition’ button

Adding a new equipment condition

Complete the rest of the fields required and click ‘Next Step’.

Step Four of Four

The fourth and final step (which is optional) allows a user to add details of the staff member that installed, or supervised the install of the equipment. The ‘Install Supervised By’ field is a multiple select field, allowing the user to select one or more users.

The ‘Installed By Company’ field uses a smart search tool, when a user starts to type in this field it searches the companies on the system. It does not allow a user to add free text information here.

Installed by detail

Should a company not be available on the list then it is not on the system, and as such would need to be added via: Laboratory Management -> Companies -> New Company.

The ‘Installation Notes’ is a free text field and allows a user to add further information.

The ‘Date Installed’ field uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection.

Once the fields required have been completed, click the ‘Create Equipment’ button in the lower right corner.

The equipment record will then be created.

Newly created equipment record

Editing an Equipment Record

Once an equipment record has been created it is possible to adjust any field in the equipment record. Any field with a pencil edit icon to the right of it can be edited (assuming the user has appropriate permissions). Simply click the pencil edit icon to open the editable field.

Editing the Name field

Once the field is open the user can make the changes. Once the changes has been made click the ‘Save’ button. Should a user have edited the field by accident then click the ‘Cancel’ button.

All changes are user, date and time stamped in the ‘Changelog’ tab.

Changing the OU

Changing the OU uses a different process to normal field editing; this is a menu option in the equipment drop down menu. To change the OU click on the dropdown -> select ‘Change OU’ -> click Go -> the change OU light-box will open.

Change the OU is governed by the permission Equipment: Change Organisational Unit: Allow a user to move equipment records to the selected organisational unit.

dropdown of 'Change OU'

The change OU lightbox

Only the OUs which the user has the ‘create equipment’ permission in will appear in this list. iPassport also displays the OU the equipment record is presently in. Select the OU that the user wishes to move the equipment to and click ‘Save’.

Scheduling Maintenance

Maintenance is scheduled at an equipment level and is arranged from the ‘Maintenance’ tab within the equipment record. It is possible to arrange maintenance weeks and months in advance, with the ‘Due Date’ and ‘Activation Date’ facility lending itself to maintenance reminders.

All maintenance scheduled on iPassport is displayed on the calendar and email notifications can be sent out based on users task preferences.

Maintenance tab

On first entry to the ‘Maintenance’ tab there will be no entries as no maintenance has been scheduled. To schedule this, click the ‘Add Maintenance Event’ option; this will open the new maintenance event fields.

New maintenance event

The first item is the ‘Maintenance Type’, this is a user definable drop down field. To create a new ‘Maintenance Type’ click the spanner icon to the right of the field, this will open the new maintenance type light-box.

Once the new ‘Name’ has been added click the ‘Create Maintenance Type’ button. The user will then be returned to the equipment maintenance tab.

To add further maintenance types simply repeat this process.

Adding a new maintenance type

Now a maintenance type has been added, it is possible schedule maintenance.

The ‘Due Date’ field uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection. The ‘Due Date’ field is used to say when the maintenance is due and this works in conjunction with the ‘Active Date’ field. The ‘Active Date’ field is used when the due date is set many months in advance and the user does not want the maintenance task issued until closer to the time.

Should an ‘Active Date’ not be set then the maintenance task becomes active as soon as the maintenance event has been created, regardless of how far in the future the maintenance event is scheduled for.

The ‘Assigned To’ field uses a smart search tool, when the user starts to type in this field it searches the users on the system. It does not allow the user to add free text information here.

This field is used to select a user who will be sent an automated maintenance task. Maintenance tasks can only be sent to one user.

However, when the Maintenance Event has been created other users can be copied in on the task email via the ‘CC Users’ field.

The ‘Priority’ can be set using the drop down menu; it is not possible to adjust the items in this list.

The ‘Frequency’ of the maintenance needs to be set; by default this is ‘Non-Recurring’ but can be adjusted using the drop down menu. It is not possible to add any further customised frequencies to the system. Should a recurring frequency be set e.g. monthly, then iPassport automatically creates a new task upon completion of the current maintenance task. This is created immediately; as such the task might be sent and displayed well before it is due.

The ‘Company’ field uses a smart search tool, when a user starts to type in this field it searches the companies on the system. It does not allow a user to add free text information here. Should a user have an in-house or in-department maintenance team that perform this then simply create a company called ‘In-House’.

Should a company not be available on the list then it is not on the system, and as such would need to be added via: Laboratory Management -> Companies -> New Company.

A ‘Description’ on the maintenance is required.

When the details have all been entered click ‘Create’.

Completing a Maintenance Task

A task will be issued based on the activation date used. This task is displayed (and can always be found) in the ‘Task’ tab for the equipment record and the personal task list for the user it has been assigned to.

iPassport has some hardwired code to issue advanced notifications for recurring equipment maintenance tasks in the second year, 3 months ahead of the due date.

For Example;

If a user sets up a new maintenance task with an activation date one month ahead of the due date (e.g. Due date = February 10, 2018), the assignee will get their first notification on January 10, 2018 (letting them know the task is approaching) and then another on February 10, 2018 (letting them know the task is now due). The following year they get a notification to let them know the task is approaching 3 months ahead of time, so November 10, 2018, and then a notification on the actual due date, February 10, 2019.

Maintenance task in the task tab

Should a recurring frequency have been selected then completing the task creates the next event. To complete the task, simply click ‘Complete Task’ button. Then a ‘Complete Equipment Maintenance Task’ light-box will appear, the user can add ‘Completed Note’ however this is not required, then click ‘Next Step >>’.

Complete Equipment Maintenance Task' light-box

In completing an equipment maintenance task the user has the ability to upload further information.

Step two in completing maintenance task, with upload ability

It is optional to upload a document, should this not be required then simply click the ‘Complete Task’ button. Completing the maintenance task moves the current maintenance event to the ‘Log’ tab in the equipment record.

The log tab for the equipment record

The ‘Log’ tab is broken down into two elements, the ‘Maintenance Events’ (the default view filter) and ‘Breakdown & Repair’.

All completed maintenance events are listed here. By clicking on the row or the magnifying glass in the ‘Actions’ column allows a user to see further details and any attachments uploaded as part of the task completion.

details in the log

Recording a Breakdown

The ‘Breakdown & Repair’ filter allows a user to record specific breakdown events for the equipment.

'Breakdown & Repair'

Here a user can add a breakdown event using the ‘Add Breakdown Log’ button. This opens the ‘Add Breakdown Event’ light-box.

Adding a breakdown log

The ‘Title’ of the breakdown is a required field, along with the date the breakdown was ‘Reported On’ (this can be in the past) and the ‘Description’ of the breakdown.

The ‘Reported By’ field uses a smart search tool, when a user starts to type in this field it searches the users on the system. It does not allow a user to add free text information here. Once the breakdown details have been added click the ‘Save Breakdown’ button in the lower right corner, this creates the breakdown log in the ‘Log’ tab.

Breakdown log main screen

Once the breakdown has been logged it can be viewed using the magnifying glass in the ‘Actions’ column.

Breakdown log, magnifying glass in the Actions column

The spanner icon opens the Report ‘Repair Log’ light-box which allows a user to let the system know when the breakdown was fixed.

Report repair lightbox

There is no upload facility here so should a user wish to add further details, use the ‘Attach’ tab in the equipment record.

attach tab