How the Equipment Module Works (Video)

The following is a transcript of the video guide:

This is the equipment management video guide.
Here we’re going to go all the way through the whole equipment module for KPA EHS, and show you how to build everything from scratch, and give you an idea of how it all works.
If you’re just looking to understand the inspections piece in the open tasks, you may check out the other video guide.
It will be a little bit shorter, and more to the point on that.

Here we go.
I’m going to go to my home page and to start out with, I’m going to go over, since I’m an admin in the system, and I’ve been given permission, I have this equipment link on the left.
If you don’t have that and need it, you could talk to your KPA EHS Administrator, and they can go into the roles and permissions in their control panel, and then they could scroll down to the equipment section, and then this is where they would give you permission to view equipment and then edit it, and do inspection and that type of thing.
Back to our homepage.

I’m going to walk you through what it looks like just to search equipment to give you some context of what we’re looking at here.
I’ll click on the equipment search page, and I’ll just go ahead hit search.
What you can see, is we have some different kinds of equipment here.
We have in this example, body harnesses, facility audits, fire extinguishers and so on.

It’s important to remember equipment is what we chose for this demo, and what to call it in the site.
You can use this really for anything that would have a reoccurring inspection schedule.
That would apply to actual equipment but it could be, you know, cars and trucks, and facilities, and really anything you can think of that you would want to keep track of, and assign to a person or a field office.
On this search page, you can find equipment in a lot of different ways.

You can look for a specific type of equipment.
Maybe I’m looking for fire extinguishers.
I could look for things in a certain field office, or things that haven’t been assigned to a field office.
Things assigned to a certain person, so I could choose Chad right here, and hit Search, and it’s going to show me all the equipment assigned to Chad.

Then by default, it’s going to show you just, ‘In Service,’ equipment in this search results, but you can also search for things that are considered, ‘Out of Service’.
The ‘Out of Service’ items, would basically just not generate any open tasks for a piece of equipment’s inspections.
Then you can also look at the overall status, so you could say, “I want to see everything that’s expired.”
Then that’s going to give you a list of all the different pieces of equipment that are expired.

You can combine these and say, “I want to see everything in the Beeville, “or the Oklahoma City field office that are expired.”
Now you have those search results right there.
Then of course, we also have a Notes field on there, So you could actually search for a certain keyword that might make sense to you.
Maybe somebody’s office, if you know there’s some equipment in there.

That’s going to show those search results.
Another thing that’s nice about this search page, is that you can go into the– Basically you can run a search maybe for a certain employee.
You could say, “Chad is about to leave.” ”
We’re going to reassign all of his equipment “to somebody else.”

Well I can run a search for all Chad’s equipment, and I can hit the Reassign button over here.
I could say that’s all going to be reassigned to Hope.
I hit Save and hit Done.
Then now whenever I search for equipment for Chad, there would be nothing listed there, and it would all be listed under Hope’s name.

That’s a quick look at the search page, right there.
I think a good place to start with adding your equipment into the system, would be to look at the types of equipment.
Basically, when you have a new KPA EHS website, and you click on Types right here, you’re not going to have anything, because we don’t know what equipment you want to track.
This is where you define what types of equipment that you actually want to be able to keep track of.

Here I have body harnesses, and fire extinguishers, and so-on, but maybe I wanna keep track of trucks.
I can add a new type of equipment, and it could be a truck, and then I could have it where it doesn’t have any required inspection schedules, or I can add as many as I wanted to.
I could have a yearly inspection of the trucks.
I’ll call it yearly, I’ll choose yearly for the frequency.

These would be instructions of what needs to happen. ”
Please check the blah blah blah,” and that would be instructions for the person that’s actually doing the inspection.
This determines how much in advance you warn people that the inspection is about to expire.
If you want to give them a month heads-up, “Hey this truck’s inspection is about to expire.”

That’s where you would choose that.
Then whenever they’re filling out an inspection, you can make attachments required, so perhaps there’s a certain certificate you need, you could require that right there, and then you could describe in the instructions what the certificates is that you need from them.
I’m going to make that optional for now for this demo.
When I hit save, it’s going to show the truck as a new type of equipment right here.

If I hit Edit right there, I can go in and I can see a way to delete that, or I can change the way any of this works.
Now I could actually go back to my equipment page, and I can actually add equipment, add trucks, right there.
I may have a serial number that I want to use that’s already built in to the truck, and it cold be gibberish like that, or perhaps you don’t know, you don’t have anything assigned to it already, and you could just hit the Generate button right there, and it’s going to create a serial number that’s unique in the system.
These serial numbers have to be unique across all the equipment, and that’s what defines it in the system.

It is important to make sure we get that right.
Then you choose what type of equipment.
This is a truck that we’re going to add.
We’ll assign it to the Oklahoma City field office, and I’ll assign it to me.

Then I can write some notes about it. ”
This is the F-250 pickup,” Whatever.
Then I can create that piece of equipment, and then now I actually have a record of that equipment in the system.
The inspections aren’t expired, because I haven’t done any yet.

If I go to my homepage I can see that there’s a truck that needs to be inspected right there, So if I click on that task again, I can go ahead and complete that inspection.
That’s how that process works, you see that.
If I go back to my homepage, the other way– that’s one way to load equipment into the system, but there’s a pretty good chance that you have more than, say, 10 pieces of equipment, and in fact you may have a hundreds of thousands of pieces of equipment, and doing them one at a time could take a while.
I definitely recommend you check out our Data Loads Video Guide, but real quick I’m going to show what it looks like to load a large amount of equipment in to the system using a spreadsheet.

If you have access, you would go to the control panel.
There would be a Dataload button that you could click on.
You click on New Dataload, and this just means that you’re going to load a spreadsheet of equipment into the system, and this is a guide that walks you through that process.
It explains exactly what the data file should look like, and if I go down here to Equipment, I can actually see what my spreadsheet would need to look like to load equipment.

For example, I would need to have a column name of ‘Serial Number,’ and I would do the serial number right there, and then what type of equipment it was and list the name right there, and so on.
Then this explains each of those fields, and whether they’re required or whether they’re optional, and I can download an example spreadsheet as well.
Do have more questions about how the Dataload works, and how to load data in with the spreadsheet, definitely check out the Dataload video guide.
You can also do inspections that way, so if you already have historical records of inspections you’ve done for equipment, and want to load them in, you can do that through this Dataload.

This explains how you do that, but basically, you’re just going to say the serial number of the equipment, and when it was inspected, and who inspected it and that type of thing.
That covers the management side of equipment.
It creates open task for when inspections are incomplete, and then also you can go to an employee profile, you can scroll down to the equipment section, you can open that up and you can see what equipment they are responsible for and what the status is of those pieces of equipment.
Hopefully that all makes sense.

Definitely check out the other equipment video guides if you have more questions.
Or feel free to contact us if you have questions.