Maintenance / Corrective Maintenance
Maintenance / Preventive Maintenance
Sustainability & Risk / Compliance

Use Compliance Questionnaires with Maintenance Workflow

If you have both the Compliance application and a Maintenance product (Corrective Maintenance, Preventive Maintenance, or the Maintenance module), you can include both maintenance checklists and compliance surveys as part of the maintenance workflow. The tool underlying maintenance workflow -- the service level agreement -- supports assigning both types of questionnaires as optional checklist steps, as shown in the below image.

For example, you might have existing questionnaires that you have developed in the Compliance application, but the same questions apply to maintenance work. You can assign the compliance questionnaire to the maintenance workflow by assigning it to the SLA. The questionnaire can be used in both applications at the same time.

If you have both applications, consider these guidelines to determine if you should manage your inspections with maintenance checklists or with compliance surveys.

• From the maintenance applications, you can manage light compliance reporting needs with maintenance checklists, created with the Define Maintenance Checklists task. For example, procedures might call for quarterly inspecting your fire doors. As part of your PM workflow, you can generate a work request with a maintenance checklist and the craftsperson can execute the inspection using the Maintenance mobile app. You can then report on the inspection using the Maintenance Survey Report.
• In the above example, suppose you already have a questionnaire created in Compliance for this inspection work. You can assign it to the maintenance SLA.
• If you want to track compliance requirements with the full reporting functionality, use the Compliance application's Define Compliance Questionnaires task to define a compliance questionnaire and assign a requirement or regulation to the questionnaire. You can then report on your surveys and inspections using the robust reporting system offered by the Compliance application.
• Suppose you use the Maintenance applications to create a maintenance workflow that includes maintenance checklists for an inspection. If you later add the Compliance application, you may want to track your inspection with Compliance reporting. To do so:
  • Use the Define Compliance Questionnaires task to create a new compliance questionnaire.
  • Use Smart Client to access the questionnaire tables. Copy the questions in the maintenance checklist and assign them to the new compliance questionnaire.
  • In Compliance, assign requirements to the new questionnaire.
  • In the SLA optional steps for the Issued status, replace the existing maintenance checklist with the new compliance questionnaire.
  • Regenerate all future PM work requests.

Procedure: Develop a compliance survey and link it to maintenance workflow

Follow this procedure to use a compliance survey with maintenance workflow.

1. Develop the inspection as a compliance survey using the Define Compliance Questionnaires task.
2. In the Preventive Maintenance or Corrective Maintenance applications, use the Manage Service Level Agreements task to create a new SLA or edit an existing SLA. For the Issue status, add an optional checklist step to the SLA and assign the compliance questionnaire. You will need to set the Type option to Compliance in order to select the compliance questionnaire.

3. When you generate work requests that use this SLA, the compliance questionnaire is linked to the work request.

4. The craftsperson completes the compliance survey using the Maintenance mobile app.

Use Questionnaires with the OnSite Mobile App

The following question types are not yet supported by the OnSite mobile app:

• Lookup/Time fields

• Looped follow-up questions (a follow-up question from another follow-up question)

• Custom action of "Workflow" or "Other"

If you create questions of these types, the questions will not show in OnSite. You must use the Compliance application or the Compliance mobile app to complete questions of these types.