SOP Model Development

Viewing and editing existing models

View/Edit a new or existing models

 – Click on the there dots to the far right of the row to expose the menu list

 – Click on edit

 – Or click on the model hyperlink

Duplicate a model and rename it is an easy feature behind the three blue dots. This is only when you want to have a completely new model that is going to be renamed and modified to suit.

The Remove option is available, which enables positions within the policy group that can publish a model can "Remove" a model from the model list screen.

This is a restricted feature to control who has access to see this feature to perform the removal of a model.

It is highly recommended to seriously consider the ramifications when performing this function.

The historical data of the completed services is not lost, the model is not available in the model list again.

If the user has access to remove a model it can be recovered.

A "Restore Model" button will appear in the top right.

Click on this to view the removed model and restore.

All good, you're saved now.

Version Control

Click on the View Version link.

Presents the current and previous model versions.

A model that has been made active but is no longer active is identified with the red dot.

Only an active model with a green dot is presented to the iPad application.

A previous version can be opened and the placed back into development by clicking on the new version button, once opened.

Version number is self populated by the system when a model is started or the status has been changed to a new version.

Review Date

The review date is a column to show document management when the next review of the model is expected.

 – A red highlighted date indicates that the date for review has passed

A review date is only set when the model is published.

A review date can be changed to a published model.

Building a New Model

Easy to start a new model by clicking on the "Add New" button top right of screen.

Fill in the start details and build away.

Suggestion

 – Build a template model that has many of your standard start questions and tasks to speed up the initial development 

Details Tab

Buttons top right.

Make a model active/inactive

 – The purpose is to enable you to not show the model in inspections so that they cannot be selected

 – It can be used during initial testing or that you want to shut down the model but not delete it and lose the model content

 – Any inspection previously performed will not be lost and still be accessible when in the inactive position

To change the model version

 – Click on new version top right button

 – This changes an published model to a new version

 – The published model stays in use until the new version is made published

You cannot edit a model that is published.

You can change a published model to edit by clicking on the new version button top right of the opened model screen.

A new version with a new version number will be developed.

Change status enables you to change a published model into another status.

 – If you do not have the privilege to make a model published it will present a popup outlining this limitation

Add/Edit Model Details.

Assign a model to a department or departments

 – Models assigned to a department will present these models to users assigned to these departments. Additionally, it will default some screens on start up and the user will have the filter defaulted to their assigned department

Settings check boxes can be ticked to trigger actions on the iPad application.

Add a model image via drag and drop or browse option.

Add model associated documents via a drag and drop or browse option. These have a size limitation.

Add Notes. These notes are only presented on this screen they are not shared anywhere else in the applications.

Stages Tab

Add or edit a new stage is easy.

Select the add new button top right.

Add an image by drag and dropping or browse a folder.

To change the stage flow click on the icon to the far left and drag the row to the location that best suits your new flow of stages.

The stage image of the process flow is made within MS PowerPoint and converted to an image to be added as a jpg or png file format.

Stage with the “Has Areas” box ticked will force the user to assign the task to the stage to an operation.

This is a structural feature to build the model around.

Tasks will be assigned to a Stage.

Areas Tab

Areas is part of a stage to the job.

Each area is set up now so that when you build your tasks you can assign the task to an area within the stage.

To change the area flow click on the icon to the far left and drag the row to the location that best suits your new flow of areas.

This is a structural feature to build the model around.

Tasks will be assigned to an Area.

Intervals Tab

An interval is a defined instruction which will have many tasks assigned to it to perform the job.

A model can have many different intervals that tasks can be assigned too.

If you have multiple intervals you can set the rule by clicking on the “Auto-Include Interval” box to assign all tasks that are assigned to the top interval will apply to all the other intervals added.

This is a structural feature to build the model around.

Tasks will be assigned to Intervals.

Task List Numbers

Adding a task list number at the interval level provides a unique code that can be utilised when registering the job.

You can add as many task list numbers you like to an interval

 – You’ll need the task list number to register a job via the upload tool

A task list number can be from SAP or you can make a unique code that can be applied.

 – Eg GGC-1 or A-09883

This is not a compulsory option but has the ability to improve the efficiency of registering jobs in the future.

Roles Tab

Assigning roles to the model enables you to assign task to the role.

This means you can have many different roles on the job, each with their own assigned tasks structured to align with the inspection process.

You can map a role

 – Mapping a role means that you can use an existing role that users are assigned to but they will also be able to play the role of the one you have added without making changes to the user group.

 – For example. Inspector is in the role list but you are going to need 3 different Inspector Roles to do the job.  Add a new role at the model called Inspector 1, Inspector 2 and Inspector 3 all mapped to the Inspector role

Assign department to the role

 – A role can be assigned to all departments or to a specific department. If assigned to a specific department, any users in the other departments assigned to the model with this role option will not see the registered jobs for this model

Questions Tab

Add start questions to the model

 – These are presented on the iPad when the user starts the job

 – They are a list of safety, policy type questions as well as general information that you wish to receive information about

 – Start questions are presented every time a person starts the job, even when it has been stopped and restarted by another person, they will have to answer the same questions

So be mindful of what type of questions you want answered and how you want them answered

 – There are many different types of question styles that you can ask and the answers will be structured around the type you selected

Tasks Tab

Start building your tasks to perform the job that needs to be performed

–Eg Inspect a workshop

You need to understand the process, who is involved, what needs to be done, how, what permits or tools needed. You’ll need to know what the instructions are going to be and how it is all going to flow in a step by step process

 – This is a very complex phase of the building of a model but we have designed the software to define the information required in a easy to relate to process of information collection and presentation

Copy or duplicating a questions is available

 – Copy from another model and paste to the model you’re working in

 – Duplicating only adds the task to the existing model

 – Here you can copy task questions and paste them to another task

Task Details Tab

Click on the tasks row to open task details panel

 – The task is broken down into 12 additional tabs

Not all the tabs needs to be populated. There are some fields that have a red asterix which indicates it as a compulsory field.

Work through each field and select from the dropdown list or add the free text.

Notes are for the content developer to share points. These are not seen anywhere in the application suite other than here.

The blue hyperlink in the task name will take you to the service layout screen, do not click on this to open the panel.

Hyperlink to the job layout. Click on the task or question to go back to this task in the task list screen.

Task - Intervals Tab

Assign the task to a interval or intervals.

This means that this task will appear when this interval is registered to the job.

Selecting the "This Task has Custom Intervals" box will override the rules applied in the model intervals tab.

Task - Stages Tab

Add the task to a stage or stages.

Assign assets to a stage if the stage task does not have an area.

You can assign an asset to a stage but if there is an area assigned to the task it will use the area asset for the task.

Task - Areas Tab

Add the task to an area, if required

 – Only stages with areas will make this a compulsory field to complete

You need to assign an asset to the task where there is an expectation that a finding will be added to this task during the job execution on the iPad application. If no asset is assigned the finding will not be assigned to an asset nor available to be loaded into the CMMS work order system.

You can have multiple areas using the same task and different assets assigned to the areas. But only one asset per area for the task.

Complex, I know but you’ll see it come together soon.

Chemicals Tab

Add chemicals that need to be used in the task.

Chemicals need to be pre loaded via the site application settings/task definitions section of the application.

Supplies Tab

Add supplies required to perform the task if needed.

Equipment

If required, add a tool or tools to the task

Permits Tab

If required, add a permit to the task

Task - Workbook Tab

Start adding the information to perform the task safely and efficiently with all the required information. 

Not all the fields need to have content but it’s best that the end user has as much information as possible so they can perform the job to the best of their ability.

When writing this information

 – Keep it simple

 – Keep it clear

 – Do not write lengthy sentences 

 – Break it down into steps

 – Use the highlights, bold, underline or italic sparingly

  – Keep it simple

If you have a large list of steps to perform the task, consider if the task can be broken down into several tasks.

Task - Images Tab

If required, add an image or images

 – Up to 10

 – Use images sparingly to save of data uploading during sync process

 – Add images that add value not just for the sake of adding an image

Also "Paste Task Name" button enables you to quickly use the task name as the description.

Task Questions Tab

If required, add a question or questions to the task.

Define why type of question you’re asking based on the answers you’re trying to collect.

Use the different question type options for the response you're needing. 

Be specific and blunt with the question

 – Do not write a sentence, make it specific and to the point.

 – Add in the unit of measure in the text (psi) or (ohms)

Make the question compulsory if you must get a response.

Dropdown or check list types can have multiple options to select from

 – Dropdown only one option can be selected

 – Check list multiple options can be selected

 – You can add the function to “raise a finding” if the answer is selected

Numerical questions

 – Without a min/max value the answer is not trended

 – With a min/max value added the CM trending feature will be presented to the end user

You can copy/paste questions from other models or from within the model.

You can copy multiple questions from a task and paste them all in one action using these buttons. Click on the 3 dots on the far left of the task row to find the feature.

Task - Attachments Tab

If required, add an attachment or attachments

An attachment can be

 – A document

 – A link to a document or website

    * A link needs to be available to the user group you’re asking to perform the task and use the information in the link

 – Be careful adding documents or large files as it will impact the sync process to the iPad application and it could impact the performance of the device if memory is low

Job Layout Tab

Job layout enables you to flow the job down to

 – The role

 – The interval 

Click on the task hyperlink to take you back to the task.

Click and drag the task to the desired spot using the icon to the far left of the task.

New tasks added will appear at the bottom of the stage or operations list.

A duplicated task will sit under the task that it was duplicated from. If the duplicated task was allocated a different stage or area it will be found at the bottom of that stage or area.

Flow is the most important requirement of the content developer to get correct.

Do this by each role and check with each interval to ensure the right flow is achieved.

 – Ask questions and work with the people that do the job to ensure the flow works

You cannot move a Stage or Area from this screen. That can be done from the specific model tabs.

Select the “Switch to Inspection Layout” will take you direct to the task in that screen

 – If the filters are not to the role or interval, the task will not appear

 – If it is presented, it will be highlighted in yellow

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