Network Rail ARMS - Asbestos Risk Management System. Training Guide for use of the Import Asset Template

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1 Netwrk Rail ARMS - Asbests Risk Management System Training Guide fr use f the Imprt Asset Template

2 The ARMS Imprt Asset Template New assets can be added t the Asbests Risk Management System (ARMS) using the Imprt Asset Template excel file. This methd f adding assets is an efficient way f adding multiple assets t the system. Each asset t be imprted is added as a single rw in the spreadsheet and the whle file can then be imprted frm the Search Sites / Prperties screen in ARMS. The aim f this dcument is t explain hw recrds shuld be added t the Template and t describe key aspects f the imprt prcess. The Imprt Asset Prcess The steps belw describe the prcess fr imprting ne r mre assets using the Imprt Asset Template:- Dwnlad and pen the Imprt Asset Template using the link fund n the ARMS lgin page Ppulate the template, with each asset t be imprted n a separate rw. Guidance fr adding an asset can be fund later in this dcument, but the basic structure f the template is shwn in the screensht belw The field type A cnditinally mandatry field warning Is the field mandatry (required)? The field name A drpdwn field A free text field Save a cpy f the template Lgin in t ARMS at Select Sites & Prperties Management frm the left menu On the Search Sites / Prperties screen, left-click n the Imprt Sites buttn fund t the tp-right f the screen

3 If the Imprt Sites buttn is nt visible, yur ARMS accunt des nt have the crrect permissins t imprt assets and yu may need t submit a request fr yur accunt t be updated On the Imprt Sites / Assets screen, left-click n the Chse file buttn and then select the template that yu wish t uplad frm the Open file dialg bx Use the Descriptive Captin field t add a captin fr the imprt. The captin will be used t identify the imprt Left-click n the Uplad buttn t cnfirm the imprt The My Imprts Queue screen will be displayed, shwing all f the imprts that yu have perfrmed (fr bth assets and surveys) The State and View Lg clumns will update as yur imprt is prcessed and are explained in mre detail later in this dcument

4 Mandatry Fields The table belw lists the template fields that are mandatry fr the successful imprt f an asset, alng with the input type and any restrictins applied t the input data. Field Name Input Type Restrictins Asset ID Free text Max 100 characters Site / Prperty Name Free text Max 255 characters Descriptin Free text Max 1GB Has Linkages Drpdwn Drpdwn values nly Rute Drpdwn Drpdwn values nly Maintenance Area Drpdwn Drpdwn values nly Asset Categry Drpdwn Drpdwn values nly ELR Free text 3 r 4 characters nly Business Area Drpdwn Drpdwn values nly Asset Type Drpdwn Drpdwn values nly Asset Sub Type Drpdwn Drpdwn values nly Asset Cnditin Drpdwn Drpdwn values nly Nte: The Rute field will nt be mandatry if the Asset Type field has been set t Plant Tractin Rlling Stck.

5 Nn-mandatry fields The table belw lists the template fields that are nt mandatry under any circumstances, alng with the input type and any restrictins applied t the input data. Field Name Input Type Restrictins OPAS ID Free text Integers nly GPS Latitude Free text t GPS Lngitude Free Text t Blck Address Free Text Max 255 characters Address 2 Free Text Max 255 characters Address 3 Free Text Max 255 characters Address 4 Free Text Max 255 characters Address 5 Free Text Max 255 characters Pstcde Free Text Max 20 characters Categry Drpdwn Drpdwn nly Duty Hlder Drpdwn Drpdwn nly Tenant Free Text Max 100 characters Cnditinal Mandatry Fields The table belw lists them template that can becme mandatry as a result f values selected fr ther fields, alng with the cnditins under which the field becmes mandatry, the input type and any restrictins applied t the data input. Field Name Cnditin Input Type Restrictins Parent Asset ID Has Linkages field is set t Yes Free text Max 20 characters Shuld reference the Asset ID f an existing Asset Mileage Asset Categry field is set t Nn-linear Asset Free text Numerical values in mmm.yyyy frmat nly Mileage Frm Mileage T Asset Categry field is set t Linear Asset Asset Categry field is set t Linear Asset Free text Free text Mileage must be -999 t +999 Yardage must be t +1759

6 Imprted Assets & Risk Clur When assets are imprted, they are autmatically assigned a Risk Clur f Orange, indicating that they have nt been surveyed and therefre the presence f asbests must be presumed. The Risk Clur can nly be changed frm range when a survey has been carried ut n the asset and dcumented in ARMS. Imprting Assets that are Already Present in ARMS If an imprt template cntains a rw fr an asset which already exists in ARMS (i.e. with the same Asset ID), the imprt prcess will validate the prvided infrmatin as usual, but will update the existing asset rather than adding a new recrd. An imprt template culd cntain a mixture f new and existing assets. Linking Assets via the Imprt Asset Template Within ARMS, links can be used t establish a Parent-t-Child relatinship between tw assets. Assets that are being added r updated using the Imprt Asset Template, can be linked t a parent Asset via the fllwing steps:- Set the Has Linkages field t Yes Ppulate the Parent Asset ID field with the Asset ID f the parent asset. This value must be fr an asset that already exists in ARMS r that will be created as part f the current Imprt Asset Template. Hw Des ARMS Validate the Imprt Asset Template? When an Asset Template is imprted, each asset within the sheet will be checked t ensure that nly valid data is added t ARMS. The assets are prcessed ne-by-ne frm tp t bttm and assets cntaining invalid data will nt be imprted. Depending n the nature f the invalid data, the imprt prcess will either stp the prcess cmpletely r mve n t the next asset t be imprted. In bth f the abve scenaris, the reasns that the asset failed validatin checks will be added t the Output Lg.

7 When will the imprt prcess be stpped? The imprt prcess will be stpped either when the first blank rw is reached within the list f assets t be imprted (even if there are assets after), r when an asset is reached that des nt have a valid Asset ID. Any remaining assets will nt be imprted. When will the imprt prcess mve n t the next recrd? When any ther invalid data is fund, the imprt prcess will abandn the current rw and mve nt the next asset f imprt. Examples f invalid data that culd cause this wuld be missing mandatry fields, incrrect values added fr drpdwn fields r data added that falls utside f an acceptable range (e.g. a yardage greater than 1759). Viewing and Understanding the Output Summary The status f yur recent Asset Imprts can be viewed n the My Imprts Queue screen in ARMS, which can be accessed by selecting My Imprts frm the left menu. Each rw in the My Imprts Queue represents ne recent imprt (up t yur last 20 imprts) and will be updated as the imprt is prcessed. Imprts that have been cmpleted successfully will have their State set t COMPLETED, while imprts that have been unsuccessful fr ne r mre f the cntained assets will have their State set t COMPLETED - PROCESSING ERRORS. Fr any imprt that is in prgress r has cmpleted, the Lg can be viewed t see the current state f the imprt. This can be particularly useful fr imprts that have been unsuccessful, as the Output Lg can be viewed t identify the assets that have failed t imprt and the reasn(s) fr the failure. T view the Output Lg, left-click n the Output dialg bx. icn fr the required imprt item t display the Lg

8 The images belw shw the Lg Output fr an asset imprt that failed due t an incrrect Mileage value being prvided fr a Linear Asset, alng with the template entry with the errneus value. The Asset ID can be used t easily identify the recrd(s) within the template. Hw many Assets can be Included in an Imprt Template? ARMS places n restrictins n the number f assets that can imprted r updated using a single Imprt Template. Hwever, it is imprtant t remember that larger imprts will take lnger t cmplete.

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