Sub Procedures

The Procedures > Sub Procedures tab records individual readings or measurements taken while maintaining or inspecting the device. It ensures that you have everything you need, stay organized, and streamline your workflow.

Set up sub procedures for each step in a procedure. For example, create a procedure called "AHU Inspection Procedure" and then create data reading sub procedures for each step of the inspection where your technicians will record data.

Types of sub procedures:

• Choice list: Create a list of options for technicians to select from during scheduled maintenance as a type of sub-procedure.

• Data reading: Results in a value and includes a data label. For example, hour meter readings for an asset.

• Notes/comments: Includes a text field, similar to other comment fields in Accruent TMS, where you record notes according to the sub procedure’s instructions.

• Ranged data reading: Enter a data value within a specified range. It's useful for capturing measurements that need to fall within certain limits, such as temperature, pressure, or other quantifiable metrics.

• Yes/no reading: Results in a Yes or No flag on the sub procedure, indicating that the technician took a reading. Many Accruent TMS customers need to visually inspect assets and answer Yes or No questions.

The Sub Procedures tab includes sections that you can expand or collapse.

The Sub procedures section includes the following:

• ID: Unique identifier for each sub procedure.

• Type: Indicates the type as described above.

• Text: The value describes the purpose of the sub procedure. It comes from the field of the same name on the sub procedure record.

• Required: Indicates Yes/No (previously True/False). It shows the user whether the sub procedure must be completed before the work order it is attached to can be closed.

Create sub procedure

Create new sub procedures to customize workflows and meet specific needs. Develop sub procedures for each step of a procedure's workflow, providing detailed instructions within a procedure.

1. On the Procedures > Sub procedures tab, in the Sub procedures section, click Create.

2. When you select a type on the Main tab, only certain fields shown below are available, while others are read-only.

   • Choice list: Type, Text, Control type, Default value, Instructions, and Required.

   • Data reading: Type, Text, Data type, Data reading label, Instructions, and Required

   • Notes/comments: Type, Text, Instructions, and Required

   • Ranged data reading: Type, Text, Data reading label, Instructions, and Required.

   • Yes/no reading: Type, Text, Instructions, and Required

3. Navigate through the tabs and enter details based on your selection. For Choices and Ranges, define at least one.

   • Choices: Click Add to create choices, offering flexibility and customization to ensure the sub procedure meets specific requirements.

   • Ranges: Click Add to create ranges. Define the range of values for the sub procedure by setting minimum and maximum values to ensure it operates within defined limits.

4. Do one of the following:

   • Click Create to save.

   • Click Create another to save and then clear the values to create another record.

5. The system creates the sub procedure.

Choice list

If you select Choice list on the Main tab of the Create sub procedure window, the Choices tab opens. The choice list type of a sub procedure helps you document and accurately select options during a scheduled maintenance.

1. On the Main tab, in Type, select Choice list, then fill in the details within the tab.

2. Select the Choices tab, click Add.

3. In the Add choice window, enter the following for each choice you want to add:

   • Label: Text that displays for users to select from.

   • Value: Value or text to store as the procedure reading in the TMS database.

   • Message: Enter a message to display under certain conditions. For example, you might display a warning or informational message if a certain choice is selected.

4. Click, hold, and drag the icon on the left of the row to rearrange choices in the list.

5. Do one of the following:

   Click Add to save.

6. Click Add another to save and then clear the values to create another record.

7. To update or delete an existing choice, on the Choices tab, select the Actions menu to the left of a choice list. Select Update or Delete.

Set default value

After you create a choice list, you can set a default value. You pre-assign a default value to the sub task on the work order with the attached parent procedure. When the technician accesses the Update procedure readings modal, the default value from the sub procedure appears, allowing quick acceptance without selection.

1. Create a choice list.

2. Switch to the Main tab.

3. In Default value, select the choice that you want to be the default.

4. Click Add to save the sub procedure.

Ranged data reading

If you select Ranged data reading on the Main tab of the Create sub procedure window, the Ranges tab opens. The ranged data reading type of a sub procedure includes a minimum and/or maximum range in which the value you enter should fall. For example, if the value entered falls outside of the required range, TMS notifies you and asks for confirmation on whether to save the data reading.

1. On the Main tab, in Type, select Ranged data reading.

2. On the Ranges tab, click Add.

3. In the Add range window, enter the following:

   • Min value: Lower limit of the acceptable range. It can be left blank if you don't want to set a lower limit. To include this value in range, select Include min in range.

   • Max value: Upper limit of the acceptable range. It can also be left blank if you do not want to set an upper limit. To include this value in range, select Include max in range.

   • Message: Enter a message to display when a data reading falls outside the specified minimum or maximum range. The message serves as an alert indicating the value entered is not within the acceptable range.

   • Value can be saved: The data reading can be saved even if it falls outside the specific minimum and/or maximum range. The exception gets flagged for review first.

4. Click Add.

5. To update or delete an existing range, on the Ranges tab, select the Actions menu to the left of a ranged data reading. Select Update or Delete.

Add a single sub procedure

If you know the sub procedure ID, search for it. If the sub procedure exists, it automatically gets added to the procedure.

1. On the Procedures > Sub procedures tab, in the Sub procedures section, enter a sub procedure ID in Add by ID and press Enter.

   If the sub procedure exists, it's added to the list.

2. Click Update to save.

Add multiple sub procedures

Adding multiple sub procedures at once saves time and increases efficiency. This approach streamlines the workflow and reduces the need for repetitive actions.

1. In the Sub procedures section, click the search icon next to Add by ID.

2. In the Lookup sub procedures window, enter details in or select one or more filters.

3. Click Apply filters.

4. The Results list displays sub procedures that match your search criteria.

5. In the Results list, select each sub procedure you want to add and click Add selected. To restart the search, click Back.

6. The selected assets get added.

Update sub procedure

You may need to update sub procedures if details change, to ensure data accuracy, comply with regulatory requirements, or address other considerations.

1. In the Sub procedures section, select Update from the Actions menu on the left of a row.

2. In the Update sub procedure window, make changes.

3. Click Update to save.

   The sub procedure updates.

Remove sub procedure

If a sub procedure is obsolete, you may want to remove it from the attached procedure. This action removes the association between the sub procedure and the procedure, but doesn't delete the sub procedure from the database

1. In the Sub procedures section, select Remove from the Actions menu on the left of a row.

2. In the confirmation message, click Remove.

   The system removes the sub procedure from the procedure and the record remains in the database.

3. Click Update to save.