Workflow
Rounds: Manage Rounds Routes Workflow
This workflow describes how the Rounds Analyst manages checkpoint templates and template groups. Rounds checkpoints represent recurring monitoring, inspection, and routine maintenance activities such as lubrication. To ensure consistency in how checkpoints are defined, and provide efficiencies in defining and maintaining Routes, checkpoints should be based on templates whenever possible.
Manage Asset Strategy
Persona: Analyst
The Asset Strategy defines the Actions required to mitigate known asset Risks. Actions may be implemented as Rounds checkpoints, which then need to be organized into Routes.
Manage Rounds Templates
Persona: Analyst
Checkpoint Templates and Template Groups are created in the Manage Rounds Templates workflow. In general, Checkpoint Templates should be created in advance based on the known likely Asset Strategies. However, the Analyst may find that a suitable Template does not exist, so a new Template should be created if it is expected that similar Checkpoints will be required by multiple strategies.
Go to the Manage Rounds Templates workflow.
Create Route
Persona: Analyst
Checkpoints are organized into logical Routes containing checks for one or more assets. Routes are frequently organized by location or by Technician sub-role (for example, Lubricator, Vibration Tech, Maintenance Tech, or Operator). One Route can contain Checkpoints that each have schedule with difference recurrences. However, Routes maintenance may be simplified by creating Routes based on required check frequency (for example, separate Routes for daily, weekly, or monthly checks), in which case the schedule may be maintained for the Route itself rather than individual Checkpoints.
Add Checkpoints to Route
Persona: Analyst
Checkpoints are added to the Route. Existing Checkpoints (for example, Checkpoints created to implement Strategy Actions) can be added to any Route. Alternatively, Checkpoints can be added by applying a selection of Templates or Template Groups for a selected asset, or individual Checkpoints can be created from scratch.
Sequence Route
Persona: Analyst
The Checkpoints on a Route are arranged to provide the Technician with a logical, efficient order to complete the checks. Route sequencing may include conditions, such that some checks will only be presented to the user if a preceding step produces a specified result.
Assign Route to Users
Persona: Analyst
Assign the Route to appropriate user(s) (for example, the Technician) in order for the Route to be available for them to download it to a tablet device.
Activate Route
Persona: Analyst
Routes are inactive by default when they are first created; this prevents Technicians from collecting data for the Route until the Rounds Analyst has completed their work on the Route. The final step in creating a Route is to activate it so that it can be used.
Collect Rounds Data
Persona: Technician
Data is collected for the Checkpoints on the Routes.
Select Existing Checkpoint to Implement Action
Persona: Analyst
If an existing Checkpoint exists for the asset, it can be used to implement the Action. This will be common where the client has imported existing checks from a legacy system to create Routes, and where the Strategy is being defined based on existing activity.
Create Checkpoint to Implement Action
Persona: Analyst
If there is no existing Checkpoint, a new Checkpoint or Checkpoint group is created to implement the Action. Checkpoint records define in detail the check to be done including any alert levels and recommended actions in case of alert. Checkpoint Task records define the schedule for the check including the next due (when the check is due) and the compliance interval (after which the check will be counted as overdue by the Monitor Rounds Compliance workflow).
Rounds: Manage Rounds Templates Workflow
This workflow describes how the Rounds Analyst manages Routes. Routes consist of a series of checkpoints that represent recurring monitoring, inspection, and routine maintenance activities such as lubrication. These activities need to be completed on one or more assets. Checkpoints may be defined as part of the Asset Strategy and implemented in that module, and then added to a Route for execution. Alternatively, checkpoints can be created in the context of Route management, and then later associated with Actions in an Asset Strategy. This workflow encourages the use of checkpoint templates or template groups when defining Routes to ensure consistency and provide efficiencies in ongoing Route maintenance.
Manage Asset Strategy
Persona: Analyst
If the Asset is not performing as desired, the existing Asset Strategy may need to be updated. This may require in an update to a Rounds Template that was used to implement an Action.
Define Required Checkpoint Templates
Persona: Analyst
The Analyst will review Asset Strategies and Strategy Templates to identify common PM and PdM tasks which are to be implemented as Checkpoints (that is, Measurement Locations and Lubrication Requirements) in Rounds. This defines the requirement to create Checkpoint Templates.
Once an Asset strategy is implemented, it may need to be updated based on whether asset performance is meeting expectations, changes in operating conditions, etc., which may require that a Template is added or updated.
Define Allowable Values
Persona: Analyst
Before creating Checkpoint Templates where the Technician will choose from a defined list of values, the ranges of Allowable Values, methods, lubricants, manufacturers, and components must be defined. A group of these attributes can be reused in any number of Checkpoints and Templates.
Define Templates
Persona: Analyst
The use of Checkpoint Templates improves consistency and avoids duplication of effort when managing Routes. The Analyst should create the majority of the required Checkpoint Templates based on the known likely Asset Strategies before starting the Manage Rounds Route workflow. The Checkpoint Template defines the characteristics of the data to capture when the Rounds Technician completes a specified check. The Template may include allowable value lists/ranges, schedules, limit levels, corrective actions, reference information, etc.
Define Template Groups
Persona: Analyst
In many cases, a certain type of asset may require a series of routine PM or PdM tasks (for example, checks for vibration, temperature, oil level, etc.) that are repeated each time the asset is inspected. To maintain consistency and reduce the time taken to create Routes for these assets, a series of related Checkpoint Templates can be combined into Template Groups that can be applied to one or more assets in a single step. Template Groups are managed like "mini-routes" using a process similar to that described in the Manage Rounds Routes sub-process.
Go to the Manage Rounds Routes workflow.
Update Template
Persona: Analyst
The Analyst will review Asset Strategies and Strategy Templates to identify common PM and PdM tasks which are to be implemented as Checkpoints (that is, Measurement Locations and Lubrication Requirements) in Rounds. This defines the requirement to create Checkpoint Templates.
Once an Asset Strategy is implemented, it may need to be updated based on whether asset performance is meeting expectations, changes in operating conditions, etc., which may require that a Template is added or updated.
Update Existing Checkpoints
Persona: Analyst
Template updates can be applied automatically to existing Checkpoints created from the Template. Selected Checkpoints (for example, ones that were originally created from the Template but then customized) can be excluded from the Template update.
Manage Rounds Routes
Assess Asset Health
Persona: Analyst
Analysts will periodically review the asset's performance to check that it meets expectations for cost, reliability, and performance.
Recommend Strategy Change
Persona: Analyst
If the Asset is not performing as desired, the existing Asset Strategy may need to be updated. This may require in an update to a Rounds Template that was used to implement an Action.
Collect Rounds Data
Persona: Technician
Data is collected for the Checkpoints on the Routes.
Rounds: Monitor Rounds Compliance Workflow
This workflow describes how the Rounds Technician and Analyst can monitor Rounds Compliance. The Monitor Rounds Compliance process provides key performance indicators that the Rounds Analyst can use to identify whether Rounds are being completed as required by the Asset Strategy. Deviations from these requirements may be addressed via the Performance Recommendation process.
Collect Rounds Data
Persona: Technician
Data is collected for the Checkpoints on the Routes.
Review Compliance
Persona: Analyst
Periodically, the Analyst will review the Rounds Compliance KPIs which are displayed on the RD Overview page. If compliance is inadequate, further investigation is needed.
Review Geolocation Data
Persona: Analyst
Periodically, the Analyst will review the data from a Route on a Map to confirm that Rounds data is being collected at the expected locations. If data is tagged with unexpected locations, further investigation is needed.
Core Analysis
Persona: Analyst
The User or the Analyst investigates the causes of poor compliance using Core Analysis tools such as Queries.
Non-Compliance (Scheduled Task) Tracked
Persona: APM Automated Process
Non-compliance with Checkpoint schedules is tracked by an automated task. This task checks all Checkpoints with a schedule (that is, first level checks only, not including those triggered by a condition, and not including those where Route-based schedules are used and the Checkpoint task schedule is empty). If the current date/time is after the Non-Compliance Date and the Non-Compliance Next Check Date, a reading with blank value and status of "Non-Compliant" is added to the Checkpoint. Note that the Next Date is not updated by this process. When a Non-Compliant reading is added, the Non-Compliance Next Check date is increased by either one day, or the schedule interval, whichever is less. This means that, for Checkpoints with schedule intervals of 1 day or longer, an additional Non-Compliant reading is added for each day that the Checkpoint is overdue.
It is recommended that the schedule for this task is configured to run frequently (for example, every 15 minutes so that compliance data is kept up to date) but not so frequently that the processing is a burden on system resources. This schedule is configured in the Rounds section of Application Settings.
Compliance KPIs Calculated
Persona: APM Automated Process
Rounds Compliance KPIs are calculated by means of queries. The Route Completion KPI measures the percentage of readings taken against readings expected for all Routes that were marked done on a specific day. This KPI does not measure whether Routes or readings were completed according to the defined schedules. It does include all Checkpoints, however, including those added to Routes when readings match defined Checkpoint conditions, thus providing insight into whether Routes are being completed as designed or whether significant portions are being skipped.
The Readings Compliance KPI measures the percentage of readings taken on any specific day that were Compliant vs. the total of Compliant plus Non-Compliant readings for that day. Note that this KPI does not include any "Ignored" readings (that is, readings taken ahead of schedule which do not reset the Checkpoint Task Next Date). This measure therefore gives insight into compliance with Checkpoint schedules: a low percentage will indicate that many Checkpoints are overdue for inspection.
Manage Performance Recommendation
Persona: Analyst
The new recommendation is managed for approval and implementation through the Manage Performance Recommendation workflow.