Management tasks practical uses

Management tasks 

Management tasks are compliance activities that need to be carried out for assets the customer manages.

Assets are things like;

• Machines

• Equipment 

• Inspection kit

• H&S equipment 

• Tools

• Jigs

For the majority of situations the management tasks should be forms. In some circumstances it will be a task or process.

Core steps to setting up management tasks;

1. Get a list of all management tasks from the customer

2. Understand for each task, should it be a form/task/process and build them

3. Then in asset hub, setup the management task’s templates, selecting frequency and responsible people; asset owner, holder or leave blank.

4. Once the management task templates are created, then go to your profiles, click edit, or create a new profile.

5. In the profile page, near the bottom you will be able to pick management task templates to quickly add. Or, create a new one.

   1. If setting up a new profile, you just simple add the management task and set the frequency and who its assigned to go to. 

   2. If adding to an existing profile you will be given the option to apply to all, selected or to new assets only. 

Note - Management task templates are connected 

The Management task templates on a profile are connected to management tasks .

• So when a Management tasks is added to a profile and assets are created or uploaded after. 

• Of if you add a management task to an existing profile and apply it to assets.

Then all of the asset management tasks are connected. So if you go to the profile and change something with the task template, such as the frequency, or who the task will be sent to. It can be applied to all management tasks across all assets in that profile.

However if you modify an individual management task on a single asset, it can break this connection.

Examples of management tasks - 

Calibration: should be a calibration form.

• If the customer wants to just record the calibration date and upload a cert, that should be showing in the form.

• If the customer wants to inspect or record additional things when calibrating, the calibration form should have additional fields added. 

• If there are significantly different types of calibration, then different forms should be used and separate management tasks templates created. 

Weekly/monthly checks

• Many assets need inspections. These should be forms. 

• If the checks or inspections have very different questions, they should be different forms and separate management tasks templates. 

Task examples - External service.

• At times there may be something like a “Service” that is needed. This may not be done in house. It just needs to be organised and complete.

• This is where a task would be used over a form. 

• And can be used on multiple asset profiles in a more generic sense. 

Changes and ongoing management tasks needs

What to do when you need to create a new management task for existing assets?

• If the management task needs to be applied to more than one asset in a profile. 

  • Then create a management task template in asset hub for it.

  • Go to the profile(s) that needs the management task and add it.

  • Once setup, click save, you will be asked options on setting the management task up for assets. 

  • You can then select to apply to all or apply to selected. 

  • You will also be able to setup the dates for the start of the new management task if it’s a scheduled task.

Adding a new management task to a single asset. 

• Sometimes a single asset may need a task. 

• Go to the asset

• Go to the asset management task tab.

• Scroll down and click add management task. You can then create or add one just for the is asset.

When you want to update a management task for a single asset, for example, changing who is responsible for the task or how often it should be done.

• let’s say you have a monthly inspection task on an asset set to the asset owner. But you now want to send it to be weekly, and go to a specific person.

• Open the asset, go to the management task tab. 

• Click to expand the management task bar.

• Click edit in the bottom right. 

• Then click schedule settings, and edit these to be the new frequency you need and set the next date it should start. 

• Then scroll down in the main management task box and change the assignee to the required person

• Click save and the changes will now apply to all future management tasks.

Frequently Asked Questions

Q: Which type of management task should you use, task, form, process? Whats the difference?

A: It depends on what type of activity you are creating for the asset.

• Tasks are best for small activities or reminders, where you do not need to centrally hold the information captured from the tasks in one place.

• Forms are the most common management task type for assets. Using a form allows you to create a central locations and set of data for all the activities in one place, at the same time allowing each asset to have a log of the entries (records) that have been carried out against it.

  • Calibration

  • Inspections

  • Examinations

  • Checks

  • Services

• Processes are used when a multi-stage activity is needed on the asset. For example a more complicated inspection process that involves various teams depending on the results of the inspection process would be an appropriate use of a process as a management task.

💡 Most of the time, a Form is the best management task type to use.