Build vehicle inspection and tools checklist in AMD Data Tracker

[atdservicebot]

Describe the problem.

The Signal Management Section of AMD is in need of a vehicle inspection and tools checklist to be performed at the beginning and end of the work day.

Describe the solution you have in mind.

A fillable checklist. The checklist items are basically the same, but different forms are needed in order to identify damage on four separate truck body types. The form would look like the one attached, where a technician is able to select their vehicle number, which would pull up the appropriate form. As forms are submitted, a historical record would be maintained in the Knack database to be able to identify issues. Flags and reports would be created to identify issues before they become a problem in the field.

How will we know that our solution is successful?

1. Efficiency - Reduction in the number of vehicles that show up to the worksite without the proper tools or equipment.
2. Accountability - Better documentation of vehicle damage that might occur on the job.
3. Accountability & Safety - Drivers ensure that they have the proper tools and safety equipment to do the job.

Users

All employees in the AMD Signal Maintenance Section

Sponsorship

Brian Craig

Which Strategic Direction 2023 “Mobility” indicators would this new application impact?

['System efficiency and congestion', 'Transportation cost', 'Safety']

Which Austin Strategic Mobility Plan goals would this new application support?

['Commuter Delay – Reduce the amount of time workers spend traveling between home and work.', 'Health & Safety — Protect Austinites by lowering the risk of travel-related injury and promoting public health.', 'Sustainability — Promote integrated designs and quality additions to the built environment while reducing impacts and promoting efficient use of public resources.', 'Innovation — Draw inspiration from forward-looking cities around the world, change the way we think about what’s possible, and set an example for the rest of the country.']

Describe any workarounds you currently have in place or alternative solutions you've considered.

For now, fillable PDF forms have been created for drivers. However, these files are distributed through the Sharefile site, which does not support fillable PDFs. Technicians must download a copy of the PDF to their tablet or phone before they can complete and submit the form. All copies are then printed out and maintained in paper files, which are tedious to manage.

Is there anything else we should know?

This is needed ASAP in order for the adoption of a Division SOP requiring the forms to be used on a daily basis by truck operators.

How have other divisions/departments/cities addressed similar challenges?

The Signs and Markings Division may have a similar system in place.

Requested By Brian V.

Attachment (3.5mb)

Request ID: DTS24-114015

[ChristinaTremel]

References to SMD Vehicle Inspection forms & management page:

• Manage Vehicle Inspections
• Daily Vehicle Inspection Form

[dianamartin]

4/18/2024

Miles shared a PDF form in our AMD Sprint Review

[ChristinaTremel]

Scoping session scheduled for 5/23

[ChristinaTremel]

Scoping Notes - Bucket Truck Check-List

Goals

• Would like technicians to select the truck number (based on what form they used)
• Inspected by of employees
• Date of inspection

  Table with inspection details

  • Check boxes to select either OK or NO
    • If selecting no, notes need to be required for them to document the issue

      Tool checklist (Daily)

• Bulleted list and check off the tools that currently exist on their vehicle
• Checkboxes for the tools checklist and have technicians check the tools that they have on their vehicle
• Damage response - if a damage is reported, need a page for the Supervisors to check and be notified when they need to respond to damages

  Page 2

• Susanne and I need to do some testing on what's possible

  Attachments

• Allow technicians to include attachments

  Tool Checklist (End of the Week - every Friday)

• Right now, this happens monthly and Supervisors are walking through the checklist with them - technicians should mark quantity
• Trying to avoid a situation where there were 4 trucks there and not enough cones to do traffic control at that location.
• Check and restock this on a monthly basis
• Check off the tools they have in their vehicle
  • Will then need a report of what's needed (what was not checked) so they can restock
  • Or as they are going through, if they are missing something replenish it so the vehicle is ready for the technicians the next week
• There are scenarios where inventory is not available for them to restock, so there will be times in the checklist that things are not checked off until more inventory comes in
• Tool Checklist is a mix on actual inventory items and items that are just in a working stock and can be pulled
  • Actual inventory items are: banding clips, banding material, 3 section head, all the LEDs, t-base, and switch packs.
  • Everything else is ordered by the Supervisors
• When submitting the daily or weekly forms, the technicians should sign off at the bottom of the form before submitting

[ChristinaTremel]

Build Notes for the first form

Form 1 - Daily Vehicle & Tools Checklist

• fleet_vehicles
  • VEHICLE_DISPLAY_NAME
• New Object: fleet_vehicles_tools_inspection
  • Inspected By (Created By field)
  • Inspected Date (Created Date field)
  • Fields for inspecting - multi-choice fields (Choices OK or NO)
    • HEADLIGHTS
    • FRONT BLINKERS
    • WINDSHIELD
    • WIPERS
    • MIRRORS
    • REAR BLINKERS
    • BRAKE LIGHTS
    • TIRES
    • BUCKET LANDED PROPERLY
    • BUCKET COVERED
    • BED CLEAN & ORGANIZED
  • Tool Options (reference Unit Option 1 field in SMD Data Tracker
    • MILWAUKEE HAMMER DRILL
    • MILWAUKEE SAWZALL
    • MILWAUKEE COMPACT BLOWER
    • MILWAUKEE 5.0 AH BATTERY
    • MILWAUKEE 4.0 AH BATTERY
    • MILWAUKEE CORDLESS DRILL
    • FIRE EXTINGUISHER
    • BUCKET COVER

[ChristinaTremel]

Form 2 - Weekly Tools Check-List

• Look into structuring this similarly to the PM form from AMD
• Will create build notes and new issue for this form build

[ChristinaTremel]

Testing out the forms:

• Configuring the entire forms:
  • Add photos
  • Add entire tool checklist
• Configure weekly inspection form
• Testers
  • Airy R
  • Owen F
  • Lawrence R
  • Miles M
  • Andrew C