Equipment pieces can be scheduled for maintenance within the equipment record. It is possible to arrange maintenance weeks and months in advance and it can be set up to happen periodically. The process is task driven to ensure it’s not ignored.
All maintenance scheduled in iPassport is displayed on the calendar and email notifications can be received based on users’ task preferences.
To schedule maintenance for a piece of equipment:
Select an Active Date if required from the pop-up calendar provided.
This is the date when the task will be released to the person assigned; it’s mostly used when the maintenance ‘due date’ is far in the future so the task can be issued closer to the date.
Click the Assigned To field and use the smart search tool to search as you type the name of the person to perform the maintenance. Click the name when it appears in the dropdown menu to select it. Only this person will receive the task but other users can be copied in.
A Priority level can be selected; the default is Low and the other options are, Medium, High or URGENT.
A free text field is available to add a Maintenance Contact Number, which can then be accessed in the maintenance record.
Other users can be selected to receive a notification of this task if their personal preferences are set up to do so. Tick the checkboxes by their names in the multi-select tool marked, ‘Copy users into this task?’.
The Frequency field is set to Non-Recurring by default but it can be adjusted to one of the options provided, which range from Daily to Quinquennial.
When this maintenance task is completed, the system will immediately generate a task for the next maintenance if the setting is other than Non-Recurring.
The Company field doesn’t accept free text and a company record must be created in the Companies section under Laboratory Management before it becomes available in the search-as-you-type tool.
A Description is required as no default text is added to explain the nature of the task.
Click the Create button to complete the setup of a maintenance event.
An editable record will be available under the Maintenance tab until the task is completed. After that, it will be moved to the Log tab, where all previously completed maintenance tasks are kept.
This is one of iPassport’s user configurable list of options which can be edited when the spanner/wrench icon is visible next to the field.
Instructions on how to manage this configurable look-up field can be found by clicking this LINK.
A maintenance task is issued on the activation date entered or immediately, if no activation date is used. This task is displayed (and can always be found) in the Task tab of the equipment record. Like all tasks, it is also visible in the task lists for the user it has been assigned to.
To complete the task:
Completing the maintenance task moves the current maintenance event to the Log tab in the equipment’s record.
The ‘Log’ tab has two sections, Maintenance Events (the default view filter) and Breakdown & Repair. All completed maintenance events are listed in the first section. 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.
To record a breakdown:
Details of breakdown logs can be viewed using the magnifying glass in the Actions column. If no repair has been reported, a spanner/wrench icon is also displayed and the row is highlighted in pink. A paper clip icon appears in the Actions column when an attachment has been added.
Clicking the spanner/wrench icon, opens the Repair Log light-box, which allows a user to report when the breakdown was fixed. Supporting documents can be attached here as well.