Equipment and Inspections

You can manage your Equipment and Inspection records through KPA EHS. This guide will use Trucks as an example, but there are endless possibilities once you understand the tools.

EQUIPMENT TYPES

Before you start adding each of your Trucks to KPA Flex, you need to define a Truck. To do this, you will create a type of equipment called Truck and setup inspection schedules, additional fields, etc.  A Standard Equipment Profile keeps track of information like Serial #, Location, Line of Business, Employee Assigned To, etc.  Adding Custom Fields allows you to keep track of data for equipment that is not included in the default list, like VIN, Year/Make/Model of a vehicle, Registration Info, etc.   

• Navigate to Equipment > Manage Types > +Add Type
• Enter Trucks as the title for this equipment
• Click +Add to create Custom Fields (optional)
• Provide a Field Name, then choose the Field Type
  • Text, where you type in any text
  • Numeric, where you type in a number
  • List, pulls from a Datalist already in the site
  • Date, like a registration date

• If List is selected, choose from the options provided
  • For more information about creating and utilizing Datalists, click here
• You can create as many different Custom Fields as you like

• Inspections allow you to schedule tasks for each Equipment type and create a set schedule for when those inspections are due
• Click +Add to create Inspections (optional)
• Provide a Name for the Inspection, then choose the Schedule type
  • None, inspections are not required, status will always be up to date
  • Time, inspections are required weekly/monthly/annually/etc.
  • Custom Field, inspections are required based on a custom field, e.g. 5000 miles or 200 hours, etc.
• If Time is selected, choose the Frequency (how often the inspection is required), the Timing (when during the month) and Begins Expiring (when to begin notifications)
• Click the icon for more information about these options
• If Custom Field is selected, choose the Field and the Frequency desired
• The site will allow you to utilize a Form as part of your Inspection by selecting from the list.  Click here for more info about creating and using a custom Form for your Inspections.
• Attachments? allows you to require attachments like photos or files for the inspection, or make them optional
• Click Done to save your changes to the Inspection
• You can create as many different Inspections as you like

Click Save to create your New Equipment Type

ADDING EQUIPMENT

Now that you’ve defined a Truck, let’s add an actual truck to the site

• Navigate to Equipment > +Add Equipment 
• Complete the form:
  • Serial Number – This is an identifier that KPA Flex will use to reference the piece of equipment. It must be unique across the entire system. In other words, you can’t have a Truck “123” and a Fire Extinguisher “123”. In that case, you should use a prefix like “truck-123” and “fe-123”.
  • Type – Choose the equipment type 
  • Location – (Optional) The office or location of the item
  • Line of Business – (Optional) The line of business of the item
  • Alias – (Optional) Employee friendly name unique to this item
  • Companies – (Optional) Customers or subcontractors associated with the item
  • Assign To – (Optional) The employee who is responsible for the equipment. This person will receive the open tasks when an inspection is due.
  • Parent – (Optional) Another piece of equipment that this is associated with.  E.g. a Fire Extinguisher that is assigned to a Truck.
  • Attachments – (Optional) You can attach documents like receipts or purchase orders here. Any time-sensitive documents like inspections should be attached within an inspection.
  • Photo – (Optional) You can include a profile picture for this item if you’d like.
  • Notes – (Optional) Include whatever text you’d like to describe the item, etc.
• Press Create

• Once you’ve created the truck, you can now edit the custom fields
  • Click Edit
  • Make any changes needed like adding a photo, updating the Year, Make & Model or Registration Date
  • Click Save to keep the changes

• Now that your truck is in the system, you may notice that the inspections are out-of-date (because you haven’t added any yet). This means the assigned person receives open tasks for these inspections as well.  For info on completing Equipment Inspections, click here.

ADDING EQUIPMENT VIA DATALOAD (SPREADSHEET)

You can also create equipment via the Dataload. This is especially useful if you’re working with a large number of items. For more information, click here.

Note you can also update custom fields using the dataload. For example, you could run a weekly update of mileage for all on your trucks. 

COMPLETING AN INSPECTION

Now that you’ve listed your equipment in the system, we’ll walk through the 2 ways to complete an inspection.:

• Open the profile page for the Equipment you wish to inspect, OR
• Click the Open Task for an Inspection that is assigned to you
• Click Add Inspection
• Enter the inspection date, notes, and attachments
• Press Save

A few things worth noting:

When you setup your equipment type, you can choose a “Form” for the inspection. This is a form that you designed (within the Forms module) and the inspector is required to fill it out for the inspection. Click here to learn more about using custom Forms for Inspections.

The inspection will expire based on the date you select. So, if you want the inspection to expire on a specific date, set your start Date accordingly.

If the Inspection is set up as a Form:

• When you click Add Inspection or the Open Task, the Form will appear
• Complete the requirements of the Form
• Click Submit

UPDATING INSPECTIONS VIA DATALOAD (SPREADSHEET)

You can also create and update Equipment Inspections via the Dataload. This is especially useful if you’re working with a large number of items and have historic information to upload.