Classified Equipment Register

Introduction

The Classified Equipment Register module is your central hub for managing specialized equipment that requires formal registration due to regulatory, safety, or organizational mandates. This typically includes items needing periodic inspections, certifications, or adherence to specific operational protocols.

Using this module helps your organization maintain a detailed inventory of such equipment, track registration details, manage test and inspection histories, and link associated operational requirements or follow-up actions. Effective use of this register supports compliance, enhances safety, and ensures efficient lifecycle management of critical assets.

Key Uses and Capabilities

• Maintain Detailed Records: Keep a complete record for each piece of classified equipment, including asset numbers, equipment type, official registration details, and serial numbers.
• Track Tests & Inspections: Log and manage the history of all tests, inspections, and certifications, including dates, outcomes, and upcoming due dates.
• Document Operational Requirements: Record specific needs such as necessary competency licenses for operators, required Personal Protective Equipment (PPE), pre-start checks, and particular maintenance procedures.
• Manage Equipment Lifecycle: Track equipment from its initial registration, through active use, and to its eventual archival when no longer in service.
• Link Related Information: Easily connect equipment records to related tasks in the Action Management module, or add relevant comments and attachments (like manuals or certificates).

Adding and Managing Classified Equipment

To add a new item to the Classified Equipment Register or manage an existing one:

1. Navigate to the Classified Equipment Register module from the main system menu.
2. To add new equipment, select the 'New Record' option. The form will open in a 'Draft' state. To edit existing equipment, locate it in the list and open its record.
3. Organizational Hierarchy: Ensure the equipment is assigned to the correct part of your organization (e.g., Site, Department). This might be pre-filled.
4. Fill in Core Equipment Details:
   • Asset Number: Your organization's unique identifier for this piece of equipment.
   • Type: The category or type of equipment (e.g., "Pressure Vessel," "Registered Crane").
   • Registration Number: The official registration number from the relevant authority.
   • Authority Registration: Select the body that issued the registration (e.g., "State Government").
   • Serial Number: The manufacturer's serial number.
   • Asset Value: The monetary value, if tracked.

Capturing Operational and Maintenance Requirements

This section is for details crucial for safe and compliant operation:

• Plant type / name: A descriptive name.
• Power source: How the equipment is powered.
• Operators Manual (location): Where to find the operator's manual.
• Servicing, maintenance & repair records (location): Location of service logs.
• Servicing & Maintenance requirements: Any special servicing instructions.
• Competency license required?: Note if specific operator licenses are needed.
• Personal Protective Equipment required to operate?: List mandatory PPE.
• Pre-start / daily checks required?: Outline any routine pre-operation checks.
• Specific requirements for testing, transport, cleaning, decommissioning and disposal: Detail any special handling procedures.

Logging Tests and Inspections (Test History)

Maintaining a history of tests and inspections is vital. These are logged as "Test History" entries linked to the main equipment record.

1. Open the relevant 'Classified Equipment' record.
2. In the 'Test History' section, use the option to 'Create Test' (or similar, like 'Log New') to add a new test event.
3. Complete Test Details:
   • Type: The kind of test (e.g., "Annual Safety Inspection," "Certification Renewal").
   • Test Date: When the test was performed.
   • Tested By: Who conducted the test.
   • Next Test Date: When the next test is due. This is important for tracking future compliance.
   • Tag Number: Any physical tag ID applied during the test.
   • Costs: Costs associated with the test.
   • Status: The outcome (e.g., "Passed," "Failed").
   • Details: Summary of work done, observations, or measurements.
4. Save or Submit the Test History entry. A 'Complete' test entry will update the overall test status of the equipment.

The 'Last Test Date' and 'Next Test Date' fields on the main Classified Equipment record are typically updated based on the latest 'Complete' Test History entry.

Equipment Lifecycle and Workflow

Classified Equipment records generally follow this process:

• Draft: The initial state when creating a record.
• Submit: Moves the record to 'Active', indicating it's officially registered and in use.
• Archive (Button): If equipment is taken out of service, use the 'Archive' button. The record moves to an 'Archived' state, preserving its history.
• Re-Open (Button): If archived equipment is returned to service, use the 'Re-Open' button to make it 'Active' again.

Test History records also have a simple Draft -> Complete workflow.

Adding Comments and Linking Actions

• Comments: Use this field on the equipment record for notes or historical context.
• Associated Actions: Link follow-up tasks (e.g., "Schedule Re-registration") from the Actions module directly to the equipment record.

Searching, Reporting, and General Features

• Finding Records: Use standard search and filter tools in the list view (e.g., filter by 'Type', 'Next Test Date', or 'Registration Number'). Refer to general help guides on "Searching Records," "Customising Column Headings," and "Saving Search Views."
• Exporting Data: You can typically export the list of equipment records for reporting or offline analysis (permissions permitting). See the "Exporting Data" guide.
• Attachments: Attach relevant files like certificates, manuals, or photos to equipment or test history records. See the "Adding Attachments" guide.

Your ability to perform these actions depends on your user role and system permissions. If you need assistance, contact your system administrator.