How each screen works.

Assets (the register)

Every asset you own, where it sits, what state it is in and how much risk it carries.

• The figures across the top count assets, those in service, those in risk bands A to C, open and overdue work, book value and parts below their reorder point. Open work, Overdue and Low stock open the screen behind them.
• The table lists the riskiest first. Switch to Tree to see it by hierarchy (a pump under its station, a station under its site). Search by code, name, maker, serial or place, narrow by status, or pick a class chip.
• Tick rows to print their labels. With the asset management permission you can also change status, criticality, class, site or area of the ticked assets at once; each asset records the change and your note in its history.
• Export the register as CSV, Excel, GeoJSON or a StreetSaver section file, in the same columns the import reads, so a load can be compared with its source. The export is the whole register, not the current filter.
• When the register holds likely duplicates, a link says how many and opens them side by side.

How to use it

1. Search or pick a class to find an asset, then open its row.
2. Use Tree to walk the hierarchy from a site down to its parts.
3. Tick rows and use the bulk form to correct many assets at once; write a note so the history says why.

Terms

Risk

Likelihood of failure times its consequence. The band places it among the rest of the register in tenths: A is the riskiest tenth, J the safest.

Criticality

How much it matters when the asset fails, 1 (little) to 5 (a lot). It sets the consequence part of risk.

Condition

1 is new, 5 is end of life, unless the asset's class defines its own scale.

Class

The type of asset (hydrant, culvert, vehicle). It decides which extra fields an asset carries and how it looks on the map.

One list answers what you own, what condition it is in and where to spend next, and every change to it is recorded.

An asset's page

Everything about one asset: its facts, place, risk, reliability, work, plans, readings, inspections, files and history.

• The top shows the code, status, risk band and score, and class, with the chain of assets it sits under. Buttons print its label, show it on the map, find what is within 50 m, edit it or raise a work order on it.
• Reliability counts breakdowns, mean time between failures and to repair, downtime, availability, preventive maintenance done on time and maintenance cost over the period shown.
• Lifecycle outlook projects condition year by year, the economic life, and what deferring replacement by three years would cost, and says what it assumes. A class needs three condition observations before its own curve is fitted.
• Risk, and how it was computed, shows the likelihood, the consequence and how confident the score is. Retired and disposed assets carry no risk score.
• Links say what feeds, protects or drives this asset; What stops with it lists what goes down when it does; on a network you can trace upstream, downstream or what to close to isolate it.
• Record a meter reading, add files or photos, share a file by link, and read the full history newest first. Fields that ArcGIS owns are marked and change only in ArcGIS.

How to use it

1. Read the risk and lifecycle outlook before deciding on repair or replacement.
2. Use Raise work order to send someone to it; the order is linked to this asset.
3. Add a component to build the hierarchy below it, or plot it on the map if it has no position.

Terms

MTBF / MTTR

Mean time between failures and mean time to repair, from the asset's breakdown work orders.

Availability

The share of the period the asset was not down for a breakdown.

Economic life

The age at which keeping the asset costs more each year than replacing it.

Confidence

How much evidence is behind the risk score; low confidence means few observations.

Before you decide to repair, replace or leave an asset, this page puts its condition, cost, risk and past work side by side, with the reasoning shown.

Edit an asset

Change an asset's fields; every change is kept in its history with who made it and why.

• Change the class, what it sits under, status, condition, costs and the fields its class adds. Fill in Why: it is kept with the change.
• For an asset that comes from an ArcGIS layer, a banner lists the fields ArcGIS owns. Its position and those fields change in ArcGIS; saving refuses changes to them here.
• Needs the asset management permission.

How to use it

1. Change the fields.
2. Write why.
3. Save changes.

Corrections are safe to make because nothing is overwritten without a trace.

New asset

Add one asset to the register; its class decides which extra fields it carries.

• Pick a class, give a code and name, say what it sits under (type its code or name and pick it from the list), and fill the fields the class requires.
• Opened from Add a component on an asset's page, Sits under is filled in already.
• Give it a position afterwards: Plot it on the map from its page, or Plot an asset on the map.
• Needs the asset management permission. To add many, use Import instead.

A single asset is in the register, with its history started, in under a minute.

Asset classes

The types of asset you keep, the fields each carries and how each looks on the map, set without code.

• Each class lists its map style, its fields, expected life, version and how many assets use it; the count opens those assets.
• With the asset management permission, click a class to change its name, expected life, icon or line style, and its condition scale (best first). Fields can be text, number, date, choice or yes/no, required or not, with a unit.
• Fields every asset carries, whatever its class, and the network snap tolerance (how close line ends must be to join, 0.1 to 10 m) are set here too.
• A class change makes a new version; assets keep their values.

Terms

Snap tolerance

How close the ends of two lines must be for them to count as connected in a network trace.

Roads, hydrants, transformers or playgrounds: you configure the register for your estate yourself, without waiting for a release.

An asset type and its maintenance program

The recurring work and inspection rounds every asset of a type gets, including one added tomorrow.

• The Maintenance program tab lists the type's recurring work (every N days or every N on a meter) and its inspection rounds, with how many assets each covers, how many are due and the soonest due dates.
• An asset added to the type, or to one of its sub-types, is covered from the day it is added: its first due date counts from then, and nobody edits a plan.
• A round is raised as work a week before it is due; the inspection that does it completes that work.
• With the asset management permission, change the program and save it as the next version; Undo goes back to the version before (as a new version, so it can be undone too). Plans the program owns are changed here, not on the Plans page.

Terms

Maintenance program

One per asset type: its recurring work and inspection rounds, versioned, applied to every asset of the type.

A city keeps thousands of hydrants or pumps: the work belongs to the type, not to a list of assets someone has to keep up to date.

Possible duplicates

Pairs of records that are probably the same asset; nothing changes until someone keeps one.

• Pairs are found by the same serial, telemetry id or barcode first, then the same name and place, or the same make and model in the same room.
• Keep this one merges the pair: the kept record takes the other's work, plans, readings, inspections, files and history, and the other's code still scans to it.
• Needs the asset management permission; add a note so the history says why.

Migrations and years of data entry leave doubles; this cleans them without losing any of their past.

Work

Every work order: what is waiting, what is late and who is on it.

• The counts across the top: open orders, P1 emergencies open, overdue, waiting for approval and in progress.
• Filter by state (open, done, all), priority and asset code, and choose Board or List, then Apply filters.
• The board has a column per status (Requested, Approved, Planned, In progress, On hold; or Completed, Verified). A column shows 25 cards and links to the rest in the list. Closed and cancelled orders are in the list only.
• The list shows number, title, assets, status, priority, type, assignee, the clock (due in, or overdue), cost and dates, newest first.
• An order marked Waits for approval is held in the Approvals inbox until someone decides it.

How to use it

1. Filter to Open and P1 to see emergencies first.
2. Open an order from the board or list to plan, assign or close it.
3. Use Raise a work order to add one; Schedule to place planned work on days and crews.

Terms

Priority clocks

Each priority sets a respond-by and a finish-by: P1 1 hour and 24 hours, P2 4 hours and 72 hours, P3 24 hours and 14 days, P4 72 hours and 30 days.

Overdue / late response

Past the finish-by, or not started by the respond-by.

Supervisors see the whole backlog and what is slipping at a glance, without a separate report.

Raise a work order

Send someone to an asset: what to do, how urgent, who does it and what it needs.

• Give a title and description, the type and priority, an assignee or crew, the estimated hours, the assets (find by code or name), and for a line asset where on the line.
• Add checklist steps the technician must tick, and the parts it needs; parts are reserved for it in the storeroom.
• Work estimated at or above the approval amount set for your deployment (5,000 unless changed) waits in the Approvals inbox; the form says so before you raise it. Emergencies and P1 work never wait.
• Needs the permission to do maintenance work.

How to use it

1. Pick the assets.
2. Set type and priority; the clocks follow from the priority.
3. Add steps and parts.
4. Raise work order.

One form captures everything a technician needs, so nobody has to call back to ask.

A work order

One job from request to close: status, plan, labour, parts, failure coding, cost, files and signature.

• Badges show status, priority, type, Overdue and Late response; a line says where the order came from (a person, a plan, an inspection, a sensor, a request, an import or the Copilot).
• Move it on with the status buttons: Approve, Plan, Start, Put on hold, Complete, Verify, Close, Cancel, Reopen. Verify needs a drawn signature; Cancel and Reopen ask for a note.
• Planning sets the assignee, crew, day and hours. Add labour, add parts or issue them now from stock, and code what failed. The cost box adds labour, issued parts and other costs.
• Add files and photos. Split an order, merge it into another, or link related ones.
• Share with a contractor gives a link for 1 to 90 days that you can stop at any time (asset management permission).
• A closed order is reopened before it changes; a cancelled one cannot change.

How to use it

1. Plan it: assignee, crew, day, hours.
2. Start it when work begins.
3. Record labour and parts as you go.
4. Complete it, then Verify and sign.

Terms

Verify

A supervisor's signed check that the work is done properly, after Complete.

Failure coding

What failed, why and what was done, so recurring failures show up in the reliability figures.

Every hour, part and decision on the job is recorded where the next person will look, and the asset's reliability figures come from it.

Requests

Problems reported by staff or the public, before they become work.

• Counts of open requests, new ones with no work yet, those with work under way and those from the public. Tabs for open and all; the list shows the newest 500.
• Each row shows what and where, who reported it, the status and its work order.
• With the asset management permission, copy the public form link to put on your website: residents report a problem after confirming their email with a six-digit code.
• File a request records one taken by phone or at the counter.

Terms

Request statuses

New, Work planned, In progress, Done, Closed, or Merged into another request.

Calls, emails and web reports land in one queue, and the person who reported it hears back when it is fixed.

File a request

Record a problem someone reported: what, where, and who to tell.

• Pick the kind (pothole, streetlight out, traffic signal, water leak and others), say what is wrong, give the address or a spot on the map, and who reported it.
• With their email, the reporter is told when the status changes.
• Needs the permission to do maintenance work.

A phone call becomes a tracked request in seconds, with the same path as a web report.

A request

One reported problem: check for duplicates, turn it into work or close it.

• A new request lists open requests of the same kind within 50 m or at the same address as possibly the same problem; Merge into joins them.
• Make it a work order picks a nearby asset and a priority and raises the work; the request follows the order's progress.
• Close it asks for a reason.

Ten calls about one streetlight become one job, and every caller still hears back.

Notifications

Your own notices, and the rules that decide what you are told and how.

• Notices: your newest 200, with the unread count and Mark all read.
• My rules: choose the event (work raised, assigned to me or my crew, a P1 emergency, work overdue, work completed, an inspection failed, a part low, a plan raised work), in the app or by email, narrowed by priority, site, crew or work assigned to you. Pause, edit or delete a rule.
• Pop-ups on this browser turns on notifications for this device; on an iPhone, add the site to the home screen first.

Each person hears about what concerns them, and nothing else.

Field

The technician's app: today's jobs on a phone, online or not.

• Install on this phone adds it to the home screen. The jobs and their assets are kept on the phone, so it works without signal.
• On a job: Start, record what failed, hours, notes, condition, readings and inspections, then Mark completed. Completion waits until required checklist steps are done, and for repair work until what failed is entered.
• Sync now sends what you recorded. If someone changed the same record while you were offline, you choose Keep mine or Keep theirs; nothing is overwritten silently.
• Nearby lists assets around you.

How to use it

1. Install on this phone.
2. Open the app while online to download your jobs.
3. Work offline; record as you go.
4. Sync now when back in signal.

Work is recorded where it is done, not typed up at the end of the day from memory.

Scan a tag

Point the camera at an asset's label to open its page.

• Scan with the camera reads a QR code or barcode; or type the tag and press Open.
• A tag that matches an asset code, a merged asset's old code or a barcode opens the asset; anything else opens a register search.
• Where the browser cannot read barcodes, use the phone's camera app on the label.

The right asset in two seconds, without typing a code in the rain.

Labels

Print QR labels for assets, up to 500 to a sheet.

• Labels come from the assets ticked in the register or from an asset's page. Print sends the sheet to your printer.
• On Android Chrome, Write to NFC tag puts the asset's link on an NFC tag.

Every asset carries a tag that opens its page, so field records land on the right asset.

Reports

Saved reports, ready to download or sent on a schedule.

• Each saved report shows its dataset, schedule, when it was last sent and who made it, with CSV and Excel downloads.
• New report opens the designer; Municipal reports opens the PSAB 3150 and O. Reg. 588/17 reports; Costs to Caselle sends work-order costs to the finance system.

The reports people ask for every month are one click, or arrive by email without asking.

Report designer

Build a report over assets, work, inspections, stock, readings or risk, without code.

• Pick a dataset, then the columns and their order, up to 20 filters, a grouping with a count, sum, average, smallest or largest, and the sort.
• The preview runs as you change it; Export CSV or Export XLSX. Results stop at 10,000 rows and say so.
• With the asset management permission: save or delete it, and send it on a schedule (every so many days, at an hour, as Excel or CSV, to a list of emails). The email carries a link valid for 7 days; the report runs when it is opened, so it is current.
• Without that permission you can preview and export.

Managers answer their own questions instead of waiting for someone to write a query.

Municipal reports

The tangible capital asset schedule (PSAB 3150) and Ontario levels of service (O. Reg. 588/17), from the register.

• PSAB 3150: cost, amortization and net book value by asset class for the year.
• O. Reg. 588/17: tables 1 to 5 by category with the number of assets, length, replacement cost, average age and the spread of condition from very good to very poor.
• Pick the year (this year and the five before); last year is the default. Export XLSX.
• What the register cannot provide is shown as not computed; it is never estimated. Classes are placed in a category by their name.

Year-end and asset management plan figures come from the same register the crews keep up to date.

Costs to Caselle

A month's work-order costs as a General Ledger import file for Caselle Connect, sent once.

• GL accounts: the expense account for labour, parts issued and other cost, an override per asset class (an order posts by its first asset's class), the account each kind is credited from, the books' time zone and the SFTP folder.
• Check the month: the orders finished in it (local time), their costs, the file's debits and whether they reconcile, contractor and unrated hours left out, and every line.
• Send to the folder over the SFTP connection (production or sandbox), or record it as sent and download it. Each file is kept; checking or sending the month again carries only what changed since, so a month is never booked twice.
• In Connect: General Ledger, Journals, Import Amounts, user-defined delimited: Account, Amount, Description, Date (MM/DD/YYYY), comma, skip 1 header line. Saving accounts and sending need the asset management permission.

Maintenance costs reach the ledger from the work orders themselves, without retyping, and the totals match.

Insights

Reliability, risk, lifecycle, capital planning and levels of service across the estate.

• Overview: a morning brief (act now, today, note), reliability over 90 or 365 days (failures, MTBF, MTTR, availability, PM compliance, planned share, cost, backlog by priority), the risk register with each score's formula and inputs, and a capital plan over 5, 10 or 25 years within an annual budget.
• Lifecycle: deterioration curves per class with how well each fits; pick an asset to see its projected condition, its cost per year by years kept, and whether to replace now or defer.
• Capital: run a renewal scenario (replace at a condition, over a horizon), or find the smallest budget that keeps the share of poor assets or the average risk at a target. Saving scenarios needs the asset management permission.
• Levels of service: each measure with its target shows met, not met or not measured.

Terms

PM compliance

The share of preventive work done by its due date.

Planned share

The share of work that was planned rather than breakdowns.

RMSE

How far a deterioration curve is from the observed conditions, on average; smaller fits better.

Council and the finance office get a defensible renewal budget, with the assumptions shown.

Facilities

Each building's condition index and how its space is used.

• One card per building: the facility condition index, deferred maintenance, replacement value, and space (floor area, seats, occupants, utilisation, area per occupant, area by use).
• An asset counts as a building when its class is a building, facility, warehouse or hall. Rooms need the fields area_m2, use, capacity and occupants to count in the space figures; rooms missing an area are listed.

Terms

Facility condition index (FCI)

Deferred maintenance divided by replacement value: under 5% good, up to 10% fair, up to 30% poor, above that critical.

Deferred maintenance

Open repair work plus renewals that are overdue.

Shows which buildings need money first and which have room to spare.

Fleet

Vehicles and plant: fuel, cost per kilometre and the fund to replace them.

• Each vehicle shows odometer, engine hours, fuel use per 100 km, cost per km, litres and spend over 12 months, and open work; its fills open the fuel history.
• Record a fill-up (vehicle, litres, cost, odometer). The odometer can only go up, and it drives distance-based maintenance plans.
• Replacement fund: from an opening balance, inflation and a horizon, how much to set aside each year, any shortfall, and the balance year by year.

Shows which vehicles cost too much to keep and whether the reserve will pay for their replacements.