Ladder Register

Introduction

The Ladder Register module provides a centralized system for managing all ladders used within your organization. This module allows you to maintain a detailed inventory of each ladder, track its specifications, manage inspection schedules and history, record its operational status, and link any necessary corrective actions or comments.

Effective use of the Ladder Register helps ensure:

• Compliance with safety regulations.
• That all ladders are safe to use and properly maintained.
• Efficient tracking and management of ladder assets.
• A clear audit trail for inspections and maintenance activities.

Key Capabilities

• Detailed Ladder Inventory: Maintain comprehensive records for each ladder, including its asset number, type, size, current location, and designated inspection frequency.
• Inspection Management: Schedule, log, and track all inspections. Record who performed the inspection, the date it occurred, and when the next one is due.
• Status Tracking: Monitor the operational status of each ladder (e.g., 'In Use', 'Archived') throughout its lifecycle.
• Integrated Actions: If an inspection identifies an issue, link directly to the Actions module to assign and track follow-up tasks.
• Comments and History: Maintain a log of comments and historical notes for each ladder record.

Adding and Managing Ladder Records

Registering a New Ladder

1. Navigate to the Ladder Register module from the main system menu.
2. Select 'New Record'. A new form will open, usually in a 'Draft' state.
3. Organizational Hierarchy: Confirm the correct organizational unit (e.g., Site, Department) is assigned. This helps in organizing and filtering records and may be pre-filled based on your profile.
4. Enter Key Ladder Details:
   • Asset Number: (Required) Your organization's unique identifier for this ladder.
   • Type: (Required) Select the type of ladder from the dropdown list (e.g., Platform, Pole, Rung, Step). You can often add new types if needed.
   • Location: Specify the current physical location of the ladder.
   • Size: Select the ladder's size (e.g., 1.8m, 3.6m) or add a new size.
   • Inspection Frequency: Choose how often the ladder should be inspected (e.g., Annual, Quarterly). This helps in scheduling future inspections.
5. Saving the Record:
   • Select 'Save' to keep the record as a 'Draft' if you need to complete it later.
   • Select 'Submit' to finalize the entry. This typically moves the ladder to an 'In Use' status.

Managing Existing Ladder Records

• Viewing and Editing: Find ladder records in the module's list view. Open a record to view its details. If you have permissions and the record is in an editable state, select 'Edit' to make changes, then 'Save' or 'Submit'.
• Workflow Statuses: Ladders progress through statuses:
  • Draft: Initial creation stage.
  • In Use: Active and operational.
  • Archived: No longer in active service (e.g., retired, disposed of). This status is usually reached by selecting a 'Remove From Service' (or similar) action on an 'In Use' record.
  • An 'Archived' ladder can often be **'Reactivate'**d if it's brought back into service. Workflow actions are typically available as buttons on the form.

Managing Ladder Inspections

Logging an Inspection

1. Open the specific Ladder record that was inspected.
2. Navigate to the 'Inspection History' section.
3. Select 'Log New' (or a similar button) to open the "Inspection History" form, which will start in a 'Draft' state.
4. Complete Inspection Details:
   • Inspected By: Select the person who performed the inspection.
   • Last Inspection: Enter the date the inspection was conducted (e.g., dd/MM/yyyy).
   • Next Inspection: Enter the date the next inspection is due, often guided by the ladder's 'Inspection Frequency' and the 'Last Inspection' date.
   • Details: Provide a summary of findings or observations.
5. Submit the Inspection Record: Select 'Submit' on the "Inspection History" form. This usually moves the inspection to a 'Complete' status and lists it in the ladder's inspection history.
6. Save the main ladder record if changes were made.

Viewing Inspection History

All logged inspections for a ladder are listed within its 'Inspection History' section, providing a chronological maintenance record.

Linking Actions and Adding Comments

Linking Corrective Actions

If an inspection reveals an issue requiring follow-up:

1. From the ladder record, find the 'Actions' section.
2. Select 'Log New' to create a new task in the Action Management module, or 'Select' to link an existing one. This ensures that necessary repairs or other tasks are formally tracked. Linked actions often display key details like the task description and due date. For more details, see the Action Management documentation.

Adding Comments

1. Open the ladder record.
2. Find the 'Comments' section.
3. Add any relevant notes or observations.
4. Save the record. Comments are logged with a timestamp and user details, providing valuable historical context.

Other Useful Features

• Searching & Filtering: Use standard search tools to find ladders by criteria like Asset Number, Type, or Location. You can customize the columns displayed in the list view and save your preferred layouts. Refer to general help guides on "Searching Records," "Customising Column Headings," and "Saving Search Views."
• Attachments: Upload relevant files (e.g., photos, manuals, certificates) to ladder records via the 'Attachments' section. See the "Adding Attachments" general help guide.
• Exporting Data: If permitted, you can export ladder data for reporting or offline analysis. See the "Exporting Data" general help guide.