Electrical Equipment Register

Introduction

The Electrical Equipment Register module provides a centralized system for maintaining an inventory of all electrical equipment. It enables you to track crucial details for each asset, manage its test schedule and history, and link related maintenance or corrective actions. Proper use of this register helps ensure compliance, safety, and efficient equipment management.

Key functionalities include:

• Detailed record-keeping for each piece of electrical equipment.
• Comprehensive test history logging and scheduling.
• Integration with Action Management for tracking related tasks.
• Standard features for searching, filtering, and customizing views.
• Organization of equipment by Company, Division, Department, and Site through hierarchy.

Adding and Managing Equipment

Registering New Electrical Equipment

To add a new item, navigate to the Electrical Equipment Register and select the option to create a 'New Record'. You will be presented with a form to input the equipment's details.

Key information to record includes:

• Type: The category of the equipment (e.g., Extension Lead, Power Drill, Monitor).
• Asset Number: Your organization's unique identifier for the asset.
• Make & Model: Manufacturer and specific model information.
• Serial Number: The manufacturer's serial number.
• Asset Group: A classification for grouping similar assets.
• Tag ID: Any physical tag identifier used for the equipment.
• Test Period: How often the equipment requires testing (e.g., 3 Monthly, Annually). This helps in scheduling future tests.
• Hierarchy: Assign the equipment to the correct Company, Division, Department, and Site to ensure it's correctly placed within your organizational structure.

Equipment Workflow

Electrical equipment records typically follow this lifecycle:

• Draft: The initial status when creating a new record. All details can be entered and modified.
• Active: Once submitted, the record becomes 'Active', indicating it's a current, in-use piece of equipment.
• Archived: Equipment that is no longer in use, disposed of, or decommissioned can be 'Archived'. This removes it from active lists but retains its history for reference.

Tracking Equipment Test History

Maintaining an accurate test history is crucial for safety and compliance.

Logging a New Test

For an 'Active' piece of equipment, you can log new tests:

1. Access the equipment record.
2. Locate the Associated Test History section and choose the option to log a new test.
3. In the test form, provide details such as:
   • Type: The kind of test performed (e.g., PAT Test, Visual Inspection, Calibration).
   • Test Date: When the test was conducted.
   • Tested By: The individual or entity that performed the test.
   • Next Test Date: Automatically calculated or manually entered, indicating when the next test is due.
   • Tag Number: Identifier of any tag applied after the test.
   • Status: The outcome of the test (e.g., Passed, Failed, Conditional Pass).
   • Details: Any relevant notes, observations, or measurements.

Test History Workflow

Test history records also have a simple workflow:

• Draft: The initial status when logging a new test.
• Complete: Once finalized, the test record is marked as 'Complete'.

The 'Associated Test History' section on the equipment record will display a summary of all logged tests, including key dates and outcomes.

Linking Actions and Viewing Comments

Linking to Action Management

If a test fails or if maintenance is required, you can link or create an action in the Action Management module directly from the equipment record. This is typically done from an Associated Actions section. This ensures that follow-up tasks are tracked and managed effectively. Key details of linked actions (like description, assignee, and due date) will be visible.

Comments and Record History

Most records feature a Comments or History section. This area logs changes made to the record and allows users to add notes, providing an audit trail and context for the equipment's lifecycle.

Searching and General Features

Searching and Filtering

You can find equipment records using the search functionality. Quick searches often utilize the Asset Number for equipment and Test Date for test history. Advanced search options allow for more specific queries. You can also save frequently used search views.

Record List Display

The main list view for the register can often be customized to show the columns most relevant to you, such as Workflow Step, Type, Make, Asset Number, Serial Number, Test Period, and Site.

Other Useful Features

This module also benefits from standard platform capabilities:

• Attachments: Add files like manuals, certificates, or photos to equipment records.
• Exporting Data: Export register data for reporting or offline analysis (permissions dependent).
• Importing Data: Administrators may have tools to bulk import equipment data.

For more information on general features like customizing column headings, managing attachments, or advanced searching, please refer to the relevant sections of the general system help documentation.