Equipment Register User Guide

Introduction

The Equipment module facilitates the tracking of equipment / asset maintenance and service records for all equipment in the organisation.

It provides a mechanism for recording maintenance of assets (such as motor vehicles, equipment), and enables the scheduling of future works. It allows managers and administrators to view and manage maintenance and servicing of assets.

Depending upon your access permissions, you may not be able to add, view or edit existing entries.

Adding a New Record

Click the ADD NEW button in the left menu of the Equipment Page.

Enter the 'Date of last work',  'Type of Vehicle', 'Make', 'Rego', 'Location' and 'Nature of last work'.

If any of the above details have already been recorded they will appear in the drop down list against the field and should be selected accordingly.

If they are not in the list they can be manually entered by clicking 'ADD NEW' and typing in the new details in the adjacent field to the right.

If applicable, record an EXPIRY DATE.

If a particular service / record is only valid for a defined period of time (such as electrical tag), then the EXPIRY DATE should be recorded. This will allow managers to be notified when renewals are required (see below in 'Managing Existing Maintenance Records').

Any extra information regarding a particular record can be recorded in the NOTES field.

If a hard copy certificate, record of maintenance or any other RESOURCE was issued this document can be attached to the maintenance record. Resources an be attached by using the BROWSE function to the right of the ATTACH RESOURCE field.

Click SAVE when finished.

Managing Existing Training Records

After clicking the MANAGE RECORDS button, you review or modify records already in the system.

The picture below depicts the 'Manage Existing Records' form. In this form you can;

• SEARCH for an existing record by using the Search feature.
• FILTER the list by selecting from any drop down box and click the Filter button. The list can also be filtered by reference to date range by inserting dates in the drop down calendar on the 'date range' bar.
• SORT the list by clicking any column heading.
• COPY a printed report to the Filing Cabinet using the 'Copy to Clipboard' button.
• DELETE an entry by selecting an entry using the tick box, and clicking the 'Delete' button.
• PRINT the current view using the 'PRINT' button.

Creating a Training Matrix

Create an Excel TRAINING MATRIX from a set of Filtered records, using the EXCEL EXPORT button.

Identify expired training records/competencies.

If an expiry date was recorded against a training record then the training record currency indicator (left-most column) will:

• Turn RED when the expiry date has passed. The status column will display EXPIRED.
• Turn ORANGE one month prior to the expiry date - alerting users and managers of the imminent expiration. The Status column will display EXPIRING.
• Stay GREEN at all other times - indicating the training/competency is CURRENT.