KaarbonTech's Programme SMART uses the Anchor date and Cycle to calculate the clean dates for your assets. Rather than having a set date for each clean, the system uses the Anchor date (which is the date of the first required clean) and uses the cycle length to then calculate the next clean for each period that a programme is created. The system also provides a 3 month window in which time the clean can be performed and counted as cleaned on time. Any cleans performed before the cleaning window will be treated as reactive cleans and not count towards the programme, and any cleans that are performed after the cleaning window will count, but be logged as being cleaned late.
To set up a programme requires the anchor dates and cycles to be set first. you can do this using a State report to identify the group of assets to edit.
Once done, you will need to create a new programme for the year ahead, or if part way through the year and updating assets to change their clean dates, you will need to rebuild the current programme to activate the new clean dates.
The process of programming assets for cyclical cleans is as follows:
- Programme the Anchor dates and cycles of the assets as required.
- Create a new programme (or update the current programme).
- Allocate the programme to allow crews to download the work items.
Setting the Cycles and Anchor Dates
The first step in Programming cyclical work on the Programme SMART system is setting the correct Maintained by, Cycle and Anchor date values on the assets in question.
Identify the assets to be programmed
Use the State Report to identify the assets you wish to edit and set up for a cyclical clean. This can be done by road names, areas, asset type, or any other filterable attribute.
For example, if you wish to programme all the gullies in a single ward to be due in April, on an annual cycle, you could do the following:
Click Reports in the main menu.
Click State Report.
Using the filters, select all gullies in the desired ward and run the state report. See the article on Running a state report for more details.
Once the report has run, click the Edit assets button in the Report action buttons section.
Using the options in the Bulk edit selected assets screen, you can edit both the cycle and due date of all the assets you have selected using the filters.
Set the Cycle as required. The available options will depend on your system configuration.
Set the Anchor date as required.
Click Apply edits and save.
When prompted, click Yes.
The assets have been programmed for cyclical work.
You can of course use other filters to split your assets by road classification, speed limit or any other value you choose.
You can repeat this process for all assets that need to be programmed. While you can programme an entire network in this manner, it can take several reports to do so, especially for complex programmes.
Creating a programme
The next stage in setting up a programme is to create a new cyclical work package, or updating an existing programme with the new Anchor dates and cycles that you have programmed in the previous steps.
From the map screen, click Work Planning in the main menu.
Click Cyclical Work.
The different programme types available are shown. Depending on the configuration of your system, you may see programmes available for multiple asset types or work types. For example, you may see a programme for normal cyclical assets and one for high speed roads.
Click the programme you wish to configure.
Click New to define the new programme.
Give the programme a name, and set the date range for the new programme.
Scroll down, and select the assets to be included in the programme. You can select by asset type, and also by the suggested traffic management on the assets. This can be useful to set up programmes for high speed roads, or out of hours visits.
Once the asset selection has been set, you can then set the performance parameters of the programme. This is used to set the timeframe in which crews can visit the asset either side of the anchor date, and how many revisits are required for access issues.
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Work items become due: Assets can be cleaned from the first day of the month in which they are due. Changing this setting modifies how early your crews will see the asset as ToDo. By setting this value to the default value of 1, the asset will light up on the tablet on the first day of the previous month.
For example, any assets due in June, would become available on the 1st of may, as that is one calendar month before the target month of June.
Any cleans performed before this window will be treated as dayworks and not count towards the programme. - Work items are planned to be done: This determines how long the crews have to complete the clean in time. While assets will remain available to clean after this date, any cleans undertaken after the end of this period will be marked as cleaned late. Late cleans still count towards the programme. If cleans are not performed before the next due clean, they will be marked as failed.
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Number and type of visits required if not cleaned: This allows you to set the revisit requirements as per your contractual terms.
If you are required to make two attempts for gullies blocked by vehicles, you can set Vehicle over to 2. On a second recorded vehicle over visit, the asset is recorded as adequately attempted and marked as done in the programme.
You can set the following options depending on your particular system configuration:- Vehicle over: Access to the gully is blocked by a parked vehicle.
- Access Problem: The gully cannot be accessed because the cover is stuck or locked closed.
- Buried on Arrival: The gully was buried by grass, soil of other material and the crew did not have the necessary tools to uncover the gully.
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Inaccessible: The gully was inaccessible for any other reason.
Any asset that has been cleaned after the date it becomes due, or has had the set number of inaccessible visits will be counted as complete in the programme.
Once configuration is complete, click Save. The system will then calculate the number of cleans required for the programme.
Activate the programme
Once the programme has been created, all that remains is to allocate the programme to all crews so that they can download the work onto their tablets.
From the cyclical work menu, click the programme that you wish to allocate to the crews.
Click Allocate.
The system will generate work items for all assets within the programme. This can take several minutes depending on the size of your programme.
Once allocation is complete, the programme is live and your users can download it on their tablet to commence work.
Rebuilding an existing programme
If you have edited some assets within an already existing programme, you will need to rebuild the existing programme to take the edits into account. This will update the edited assets with new work items that conform to the dates and cycles set during the edit.
Note:
It is recommended to rebuild at the end of the work day, once all crews have uploaded their daily work. They will also be required to download the updated programme on their next shift.
In Cyclical work, click the programme that is required to be updated.
Click Rebuild.
The system will calculate the changes needed and update the programme. As with new programmes, any changes then need to be allocated. Once calculation is complete, click Allocate.
Once allocation is complete, the updated programme is live and your users can download it on their tablet to commence work.