AIRPORT INSPECTION MANAGER AIM MANUAL Description Page Dashboard 2 Work Orders 3 Creating Work Orders 4 Work Order Photos 5 My Work Order Status 6 Work Order Data List 7 Assigning Data Order 8 Completing a Work Order 9 10 139 Inspections 11 139 Inspections How to Add 12 139 Work Order Maps 13 15 Re occurring Inspections 16 PAPI Inspections 17 FICON Reports 18 19 User Preferences 20
Dashboard This is the main part of program. Everything is accessible in this view. Your available links are listed in the grid on the left hand side under Main Menu. Events are listed out on the right hand side either in the calendar or in a list. The color of these links do not matter. Blue will be links not visited from machine being used. Purple is links that have been. Common links include: Work Orders Link to work order section of program. 139 Inspections Link to 139 Inspections section of program Reoccurring Inspections Link to Reoccurring Section of program. This is where PAPI and any other reoccurring inspections are located. FICON Link to FICON Section Master Map External link to BF&S mygis Manager Map that loads everything GIS related. My Preferences Link to the user preferences. Changing password, show closed events and default dashboard view are found here. Events Link that toggles between a list of events and a calendar view of events. Depending on what is selected, calendar or list will be displayed in link Log Out Link will log you out of program
WORK ORDERS On the main work order screen, the following links are listed: Create a Work Order Link to create new work orders. My Work Order Status Link to page to view all work orders that were created by you. Work Order Map All Link to map that shows all work orders for all facilities. Work Order Map By Facility Link to a page that lists facilities. Choose the facility you wish to view and it will take you to a map of all worker order for that facility. Work Order Data List Links to page that shows data for every work order. Search grid on top, results of search grid on bottom.
FIELDS on screen: Create a Work Order RECORD ID This is an auto populated field that makes the record unique. You cannot change this field. FACILITY This is a list of facilities. You must choose a facility from this list in order to continue. POINT ON MAP Once a facility is selected, this link will appear. Click on this link to place a point on the map where this work order is located. It can be a pre existing asset you choose, or you can place a point wherever you want. (See next page for how to place point). NORTHING Latitude of point on map. Will not populate until you place point. Cannot change unless new point is dropped. Blank only if RINGS is populated. EASTING Longitude of point on map. Will not populate until you place point. Cannot change unless new point is dropped. Blank only if RINGS is populated. RINGS Latitude and Longitude points on a map. This only will appear if you chose an item that is a POLYGON and not a POINT. Will not populate if place point. Cannot change unless new polygonal asset it chosen. Can be Blank only if NORTHING and EASTING are populated. ITEM Asset information from map. Can be blank. If a point is selected on the map is not an asset, this field will not populate. Cannot change until new asset is selected. Can be Blank. DESCRIPTION Asset information from map. Can be blank. If a point is selected on the map is not an asset, this field will not populate. Cannot change until new asset is selected. Can be Blank. ASSET TAG Asset information from map. Can be blank. If a point is selected on the map is not an asset, this field will not populate. Cannot change until new asset is selected. Can be Blank. PRIORITY Priority of Work Orders. Changing the priority will change what day the event gets put on your screen. Field is required. TYPE A listbox of issues. Select the appropriate one. If Other, the ISSUETYPE OTHER textbox becomes editable where you can type in the appropriate issue. Field is required. ISSUETYPE OTHER A field that is used to store a value that isn t listed in TYPE listbox. Only editable when OTHER is selected in TYPE listbox. ISSUE NOTES Textarea that houses any notes or comments one may have when entering a work order. CREATED BY defaults to current user signed in. Not editable STATUS Status of Work Order. OPEN or CLOSED. Defaults to OPEN. Once your desired fields are populated, you can have the choice to submit and add photos to the work order or submit with no photos.
Submit and Add Photos When submitting a new work order with photos, an empty grid will appear. When you add photos to your work order, this list will populate with the filename and description of the photos. To add a new Photo, Click on Add New This will bring up a record underneath the empty grid. Click Filename to choose your file. If you want to put a caption on the Photo, type it in the CAPTION textbox. When the workorder is assigned and is being complete, the list of files are sorted by filename and caption. When uploading it will appear either by the filename that is uploaded, or it will appear by the caption text that you gave it. An example, file 123.txt is uploaded and given a caption of My Text File. The maintenance technician would see the file listed as My Text File and not 123.txt. If no caption was given in the example, the file would be listed as 123.txt. The DESCRIPTION field is a place to describe anything of importance that is going on in the photo or any special notes you want the maintenance technician to see. You may add as many photos as you wish to a work order. When done adding photos, click on the Return link.
My Work Order Status The My Work Order Status page returns a list of Work Orders that was created by your User ID. Work Orders are listed in descending order (newest first). You can also type in any part of the RECORD ID into the RECORD ID textbox and click search and return any work orders containing your search parameter. To view a work order, click on the View link next to the work order you wish to view. This will bring up a page where you can view the Work Order in a little more detail and/or the status of your Work Order.
Work Order Data List This is a little more in depth way to view work orders. This page is mainly for maintenance to see every work order. In the top Search record, there are several different options to search by. You can search by one or many different combinations. To view a work order, click on the View link next to the work order you wish to view. This will bring up a page where you can view the Work Order in a little more detail and/or the status of your Work Order. To view the PDF of the work order, click on the PDF link on the right hand side. This will bring up the PDF version of the Work order with the location of the work order on the last page. At the bottom, there are a few possible links, Page Number, Next, Last, PDF List. Page Number Clicking on this link will take you to the corresponding page. Next Will take you to the next page Last Will take you to the last page PDF List Will take you to a PDF list of the results in your grid. *Important* At the bottom of the grid of Work Orders, there is a PDF List link. This will print all the PDFs that are in the result grid. If you click on PDF List without choosing any search parameters at the top, you will PDF ALL work orders in the database. This may take a long time and cause the program to time out. For example, there are 50 work orders in database and 5 of those are CLOSED. If you search by CLOSED in the search record and click the submit button, the bottom results grid will have 5 records in it. Now by choosing PDF List, just those 5 records will be turned into a PDF file and not all 50 records.
Assigning a Work Order From the dashboard, click on the WO box. This will bring up a list of Work Order events. Assignable Work orders are under the heading WO CREATED. Click one of those links. The link will bring you to this page. The only fields that can be changed on here by a non admin account is the ASSIGNED_TO, ASSIGNED_TO_NOTES, and the DUE_DATE. A non admin will only be able to assign the work order to themselves. If you do not wish to assign it to yourself, you can click the Return button. The Maintenance admin can assign the record to anyone, change the PRIORITY and change the STATUS of the work order. Once the Work order has been assigned to you by either the admin or you did it yourself, an email will get sent to you and the admin notifying both of you of the change in the Work Order.
Completing a Work Order From the dashboard, click on the WO box. This will bring up a list of Work Order events. Open Work Orders are under the heading WO DUE. Click one of those links. The link will bring you to this page. The left hand side consists of the Work Order data with the following editable fields. COMPLETED NOTES a textarea for any notes you had while completing the work order. NOTIFY SMS TEAM by checking this box, an E Mail will get sent to the SMS team to record it in their Safety Management System. STATUS a listbox where you can select CLOSED. You may update anything on the work order at any time and come back and modify the record as long as the CLOSED is not selected in the STATUS listbox. Once the record is marked as CLOSED, everything will lock and an administrator will have to reopen the record for you if you want to make any changes. This includes the sections on the right hand side.
The right hand side holds places for Photos, Man Hours, and Materials. You can add your own PHOTOS by clicking on the Add New link in the photos section. Workorder Manhours. This section holds data for how long it took to complete the work order and who did the work. To add a record, click on Add New. This will bring you to a screen to enter the hours of everyone who worked on the work order. The fields on this screen are: USERID The ID of the user who you are saying worked on the work order. TIME WORKED HRS/MIN Amount of time spent working on the work order. The first listbox is hours and the second listbox is minutes. The minutes are broken down in 6 minute intervals. DATE Date when the TIME WORKED happened. You can fill out as many Manhour records as needed. If job is completed over a couple days, you will have a record of everyone and their hours worked for each day. If one worked for one hour a day over 3 days, you would record three separate entries of the one hour worked and the different dates the time was on. Workorder Materials This section holds data for what consumable materials it took to complete this work order. Example, someone s light bulb needed went out and it was replaced. Under the Workorder Materials, you would click Add New. This will bring up a screen with the following fields: MATERIAL_USED This is a listbox/text box field. This is where you will either select the materials that you used from the listbox, or if the material is not in the listbox, you can type it into the textbox. Whatever you type into the textbox will auto populate into the listbox for next time. Make sure to browse the listbox first so you don t add materials that are already in the listbox under a different name (i.e. Light bulbs vs. Bulbs of Light, Duct Tape vs. Duck Tape, etc ) Quantity This is where you input the amount of material used if applicable. Comment This is where you put any general comments about the Material that you used. It may be left blank.
139 Inspections 139 Inspections can be accessed by either clicking on the blue 139 box on the calendar or clicking on the 139 Inspections link on the left hand side. There are two ways to add a new inspection. 1. Click 139 Inspection link on dashboard. Click on 139 Inspection List. This will take you to a screen of all your 139 inspection that have been created. At the bottom of the grid, click on Add New. This will take you to a screen where you input the date (today s date with auto populate) where you can change the date if desired. The Special Inspection box should be checked if it is a Special Inspection. Click the Add Button. The software will automatically determine the Inspection number based on the date and if you chose it to be special or not. 2. Click on the 139 box on your dashboard. This will bring up a popup window with an event for a 139 Inspection. Click on that link. If the inspection isn t currently in the system, it will add it for you. If it is already in system, then it will just take you to your record. NOTE: 139 Inspections aren t created automatically anymore, meaning that inspection 1 for the day will not make inspection number 2 automatically. It will however, place an event on your dashboard for the next inspection. So once you click on that event (or you can manually add a new one like in step 1) the inspection record will appear. This is because of the carrying forward of NOTAM items. If scheduled inspection 2 record was created right after scheduled number 1 and I wanted to do a special inspection, the items from the special inspection wouldn t show up on scheduled inspection 2 since it was created before the special inspection took place. You may only have one 139 inspection record open as well before you can start a new one. If one is accidently created from the dashboard or created manually accidently. You can click Go by the 139 inspection and click the delete button. The Add New link at the bottom of the list of 139 Inspections will not show unless all Inspections are closed.
How to add a 139 Work Order You can add a discrepancy/work order to a 139 inspection a few different ways. 1. Click on 139 Inspection link on dashboard. Click on 139 Inspection Map. This will take you to the map of the most current OPEN inspection. If no inspection are open, a message will display on the screen notifying that the user should open a new inspection. 2. Click on 139 Inspection link on dashboard. Click on 139 Inspection List link. Click on Add Work Order from Map next to the desired inspection. This will bring a map up where one can add points. 3. Click on 139 Inspection link on dashboard. Click on 139 Inspection List link. Click on GO link by desired inspection. This will bring up the data for the inspection. On the right hand side once can click on the Add New Point / Polygon link or the Add New Existing Asset link. The Point / Polygon link is for adding a work order that is not for an asset. These issues would be something like pavement cracked, dead birds, Rubber deposits, or anything else that is not supposed to be there. The Existing Asset link is for work orders that are on a predetermined asset such as lighting, navigational aids, signs, etc.
139 Work Order Maps Once the 139 Map is open, you have a few different options. You can add a point, create a polygon of an area, or select an asset that is already on the map. The buttons on the upper right hand side are there to help determine what you want to do. These buttons look like this: These buttons function as follows: Outstanding Issues Will take you to a separate map where one can see all 139 Work Orders that still have a NOTAM. Reset (Top Line) resets any point that you draw on the map. Add Point Button used to activate the tool to add a point. Confirm Point Button used to verify that is the place you want point to be. Legend This will open up a box on the bottom right hand side of screen that will show the legend for the map. From here you can turn layers off and on. Reset (Bottom Line) resets any polygon that you draw on the map. Add Polygon Button used to activate the tool to add a polygon. Confirm Polygon Button used to verify that is the place you want polygon. ADD A POINT To add a point to the map that is not an asset, click on the Add Point button. Click on the map where you want your point to be. Once in your desired location, click the Confirm Point button. This will open up a form on the right hand side of the screen where you enter the appropriate information about this point. You can verify that your point was added correct by seeing if the NORTHING and EASTING fields are filled out on this form. ADD A POLYGON To add a polygon to the map, click on the Add Polygon button. Then single click on the map and draw the side of your polygon. Once you single click the line will end and you can add another side. When you are done adding sides to your polygon, double click and it will automatically fill out the last side for you. The polygon will turn black. Click on the Confirm Polygon link. This will open up a form on the
right hand side of the screen where you enter the appropriate information about this polygon. You can verify that your point was added correct by seeing if the RINGS field is filled out on this form. ADD EXISTING ASSET To add a work order to an existing asset, click on the asset on the map. This will pop up a little information window about the asset. The window should have information about the asset (NAME, DESCRIPTION and ASSETTAG) and some XY information. Since some assets are on top of each other you may not get what you want the first time you click. Here is an example of what you will see when you click on an area that has more than one asset. The circled triangle will navigate you to the next item. You can also see how many total items are in the area. To avoid selecting numerous assets, zoom in to a level where the assets are separated. Once the asset you want to add is selected, click on the choose link. This will populate the right hand side with the asset s information. When selecting from an existing asset, the TYPE field will sometimes prepopulate with the type of 139 Work Order. If the TYPE field does not populate then the asset you chose either doesn t have a TYPE associated with it or it could fall under a few different TYPES.
ITEM, DESCRIPTION, ASSETTAG, NORTHING, EASTING, and RINGS will all carry over form the asset you chose. If some of these fields are blank, then the asset doesn t have any of this information. Adding a Point / Polygon from inside the 139 inspection. To add a point/polygon from inside a 139 inspection, fill out the TYPE and CONDITION first. Then choose whether it is a point or polygon. This will pop up a link that says Locate on Map. Click the link and a map will appear. Click on the Add Point or Add Polygon button on the top of the map. Then click the Confirm Point or Confirm Polygon when done. This will close the map and take you back to the 139 Issue screen. The NORTHING and EASTING fields will now be filled out if a point was selected and RINGS will be filled out if a polygon was selected. Completing a 139 Inspection Once all your issues are on a map, you need to check the checkbox next to the appropriate category as being complete (PAVEMENT AREAS, SAEFTY AREAS, etc ). If there are no work orders associated with a category, No Work Orders will automatically populate in the space just to the left of the checkbox. Once all these are checked, back on the left hand record, you may mark your inspection as being complete and submit your inspection. Once your inspection is complete, you will not be able to edit or unlock the inspection. If you wish to make changes later, do not select the inspection as COMPLETE and click the submit button. This will save your changes and you can mark as complete at a later date. Upon completion of record, an event on your dashboard calendar will be made for the next inspection. When you click on the event, the inspection automatically get created and any NOTAM items are pulled forward to this. If you want to do a special inspection you need to make sure that any open inspections are deleted out. Example. Jan 1 Inspection 1 was created. No NOTAM items on the inspection. Event for Jan 1 Inspection 2 is created. That event is clicked on and Jan 1 Inspection 2 is created. Nothing is pulled forward onto that inspection because there are no NOTAM items. The inspection is sitting there because it isn t time yet to do that inspection. However, a special inspection has been requested. You would need to go and delete out the open inspection first (Jan 1 Inspection 2) and create a new one using the Add New link at the bottom of the 139 inspection list. Fill out Jan 1 as your date and check the box as special. This inspection gets created, and pulls items forward from Jan Inspection 1. Since there were no NOTAM items, nothing gets pulled over. However, on the special inspection there is one item marked as NOTAM. The inspection gets marked as completed. When clicking on the event now for doing Jan 1 Inspection 2, it will recreate that inspection, however, it will have a NOTAM item because it is now pulling from the last inspection, the Jan 1 Special Inspection 1.
Re occurring Inspections Re occurring inspections are where the PAPI inspections are housed. You can select from this menu a regular PAPI inspection or a special PAPI inspection. Both are pretty much the same thing, however a regular PAPI inspection gets recorded onto the PAPI PDF for the year, while the special inspection gets populated onto its own PDF. Once you choose regular or special, you then can choose quarterly, monthly, or semi annual. This will take you to the list of PAPI inspections broken down by runways. You can click on the Go by the record to edit the inspection or Add new Link at the bottom of the screen to add a new inspection. PAPI Inspections can also be accessed through the calendar on your dashboard. An event will appear in a blue box labeled PAPI. Clicking on this will open a pop up with a list of the inspections that need to be completed on that date. Click on the inspection you want to do and it will automatically take you to where you need to go. This is the preferred and recommended way of getting to the PAPI inspections and the PAPI Inspection Records.
PAPI Inspections Once you are in a new PAPI inspection, the form is pretty much straight forward. Each form will have different questions in the middle of the form, but has the same top and bottom portion. The fields that are the same for all forms are: PAPI ID The ID of the PAPI inspection. This is auto populated for you and not editable. RUNWAY A dropdown box of Runways to choose the runway you are inspecting. If inspection is accessed through the calendar on the dashboard, this field will be prepopulated with the Runway. COMPLETE this field is a dropdown box to mark the inspection as complete or not. NEXT INSPECTION DATE this field is prepopulated with the date that the inspection should happen the next period. It will happen on the last Monday of that period. EVENT ID This dropdown is a list of events that deal with PAPI inspections. If Inspection is accessed through the calendar on the dashboard, this field will be prepopulated with the event. If you are accessing the Inspection by clicking the Add New link and not the event on your calendar on your dashboard, you will need to specify the Runway and Event that you are doing. The EVENT ID dropdown is a listing of all the open events that deal with PAPI inspections. You need to select the EVENT that is corresponding to the Runway you are doing and the Type of inspection (Quarterly, Monthly, Semi Annually). Example Jan 25 Last Monday of month, PAPI s are due. You are doing a Monthly Inspection for Runway 9R. You don t add a PAPI by going to the calendar on your dashboard and you simply click Add New under the Monthly Inspections under the Regular PAPI menu. The EVENT ID at the bottom you need to select would be PAPI MONTHLY CHECKLIST 9R 2016 01 25. This will tie that inspection to the event on your dashboard and when completed it will close that event and take it off your list.
FICON The FICON Link on dashboard will take you to a menu where you can select FICON Map or FICON List. FICON Map will take you to the last open FICON map while the list will take you to listing of all FICONS ADD NEW FICON REPORT There are 3 different ways to add a new FICON report. You can choose the FICON Map link from the menu, click on the Add New from Map link from the list, or click the Add New link from the list. The Add New link and the Add New from Map link will only appear if all FICON reports are marked as complete. ADDING FROM MAP Click on FICON Map link from the menu or click on the Add New from Map link from the list. This will bring up a map of the airport zoomed in to the appropriate level. If the new report occurs less than 4 hours after the last report, the previous FICON conditions will carry forward. To change the conditions of the Runway/Taxiway/Ramp, simply click on it. A small bubble will appear with the NAME and description of what you clicked on. From there click the Choose link to select the object you clicked on. This will bring up a form on the right hand side of the screen for you to input information about what you selected. When done with the input of your information click on the Submit button. This will close the form. Your information will be saved and if you refresh the map you will see that the object you selected now changed colors based on if it is open or closed. You can also edit the information you just put in by selecting an object and clicking the choose link. This will take you back to the information you just entered. Any updates will be saved once closed and the map will be updated upon a refresh. If the condition no longer exists or you entered information into the wrong object, select the object and click the Condition No Longer Exists Link. This will open a form where you need to verify that you want to remove the condition. Once you verify, the form will close and the map will change upon refresh. To complete the inspection you will have to exit map and select RUNWAY, TAXIWAY or RAMP from the inspection list and set REPORT COMPLETE to YES. You only have to select the REPORT COMPLETE on one of those screens and not all three. Then you can click the Submit button to save your report. ADDING NEW FROM DATA To add a new FICON report from the data screen, click on Add New. This will take you directly to the Runway section of a new report. From that screen you can fill out the appropriate runway, taxiway and ramp information. Do not change the REPORT COMPLETE dropdown to YES unless you are totally done with your report. There are a few links that the right hand side of the form that do various things. These links are: View Hovering over this link will popup a window of what was on the previous FICON report for that object. Copy Clicking this link will populate the object information with what was on the previous inspection for that object.
Copy Above Clicking this link will copy the information directly above it and place it in the row you clicked on. Copy above will only work for grouped things (i.e. all runways, taxiway A A6, B B6, J J2, and N N3). The first selection of each group (Runway 9R, Taxiway A, B, J, N, Tango and all ramps) do not have a copy from above. Clear Clicking this link will clear out everything on the row that you clicked on.
User Preferences Clicking on this link on the dashboard will take you to a record where your user defaults are stored. From here you can change your dashboard to a list of events instead of a calendar listing. You can check the HIDE CLOSED EVENTS checkbox and it will hide events that are closed on the calendar. You will only see the open events with this checked on. You can also change your password from this screen. To change your password, simply type your new password into the NEW PASSWORD field and in the CONFIRM PASSWORD field and click Submit.