SPM Mobile User Guide - SPM Assets · Chapter 2 Getting Started 5 SPM Assets is a web based software application that offers advanced analysis and reporting tools to assist in strategic

Printed on 16 September, 2014

SPM Mobile User Guide

Copyright © September 2014 SPM Applications

All rights reserved.

This software contains proprietary information of SPM Applications. It is provided under a

licence agreement containing restrictions on use and disclosure and is also protected by

copyright law. Reverse engineering of the software is prohibited.

Due to continued product development, this information may change without notice. The

information and intellectual property contained herein is confidential between SPM

Applications and the client and remains the exclusive property of SPM Applications. If you find

any problems in the documentation, please report them to us in writing. SPM Applications does

not warrant that this document is error-free.

No part of this product may be reproduced, stored in a retrieval system, or transmitted in any

form or by any means, electronic, mechanical, photocopying, recording or otherwise without

the prior written permission of SPM Applications.

SPM Applications

P O Box 300-081

North Shore 0752

Auckland

New Zealand

+64 9 9214070

Email: [email protected]

Website: www.spmassets.com (http://www.spmassets.com/)

http://www.spmassets.com/

Contents i

Contents

Mobile Introduction 1

Key Principles ..................................................................................................................................................2 System Requirements ......................................................................................................................................2 Typographical Conventions ...........................................................................................................................3 Process Overview ............................................................................................................................................4

Getting Started 5

SPM Mobile Login Process .............................................................................................................................5 SPM Mobile News ...........................................................................................................................................6 SPM Mobile Interface ......................................................................................................................................7

Using SPM Mobile 8

Survey Planner .................................................................................................................................................8 Property Selection ............................................................................................................................................9 Property Menu ............................................................................................................................................... 13 Information Fields ......................................................................................................................................... 14 Selecting a Property ....................................................................................................................................... 16

Add new Property Record ...................................................................................................................... 16 Add new Components .................................................................................................................................. 23

Add new Components using a template .............................................................................................. 28 Edit/Add Component Data ..................................................................................................................... 33 Using the Component Calculator .......................................................................................................... 37 Edit/Add Component Information ........................................................................................................ 38 Add Component Details ......................................................................................................................... 39 Saving a Component Record .................................................................................................................. 42 Deleting a Component Record ............................................................................................................... 44 Searching for Component Barcodes ...................................................................................................... 50

Status Indicators ............................................................................................................................................ 52 Property Quality Standard Questions ........................................................................................................ 54 Schedule of Rates (SOR)................................................................................................................................ 56 Essential Services (ESS) ................................................................................................................................. 59 Work Orders ................................................................................................................................................... 61 Survey Validation .......................................................................................................................................... 63

ii Contents

Uploading Property Photographs to SPM Assets 71

Uploading property photographs using add photo button 71

How to view the photos in SPM Assets 72

Resizing images on an iPad .......................................................................................................................... 74

Uploading Component Photographs to SPM Assets 77

Uploading component photographs when creating your own email 77

How to select the Component ID in a mobile device 78

Uploading component photographs using add photo button 79


Uploading Work Order Photographs to SPM Assets 81

Uploading work order photographs using add photo button ................................................................ 82


Trouble Shooting 88

How to clear browsing history and cache 92

How to end a session on an iPad 95

Frequently Asked Questions 98

Glossary of Terms 103

Index 107

1

SPM Assets

SPM Assets is a strategic asset management tool for organisations and individuals that manage

fixed assets.

SPM Assets provides an end to end system that greatly simplifies best practice asset

management.

Beginning with the collection of condition and building performance data, the tool then

provides a finely detailed analysis of asset performance and provides for the allocation and

prioritisation of asset related projects.

SPM Mobile

SPM Mobile is a mobile computing survey solution that links to SPM Assets, uploading

condition assessments, performance assessments and work orders that have been collected in

the field.

SPM Mobile ensures accuracy in recording stock condition information and removes

duplication in the data capture process by recording survey data remotely on-site offsetting any

need to input detailed data to the main system when returning to the office. It also reduces

errors caused by incorrect data recorded when out of the office.

In This Chapter

Key Principles ..................................................................................................... 2

System Requirements ........................................................................................ 2

Typographical Conventions ............................................................................. 3

Process Overview ............................................................................................... 4

Chapter 1

Mobile Introduction

2 SPM Mobile User Guide

Key Principles

SPM Assets is a web based application. Commonly known as ‘Software as a Service’ (SAAS) or

Application Service Provision (ASP). This means that wherever there is Internet access it is

possible to connect to the full version of the software application providing the freedom to work

from any location.

SPM Mobile allows fast data entry whether you are in the field or processing data in the office.

The process is as simple as selecting the Property Records, entering the data through the ‘add

component’ function or adding an entire predefined template for a Property Record. Once the

component is added, then add the survey information on condition, quantity, comments, etc.

Post the survey data to SPM Assets when complete.

System Requirements

For best performance ensure that your system meets the following minimum requirements.

Hardware

A device with 3G or wifi connection to the internet e.g. iPad, iPhone, Smartphone

A browser with sql lite enabled e.g. safari or google chrome - recommended

Digital camera set at 640x480 resolution

Ensure you have:

Configured email on the device

Enabled JavaScript

Enabled Cookies

Turned off Private Browsing

Mobile Introduction 3

Typographical Conventions

Before you start using this guide, it is important to understand the terms and typographical

conventions used in the documentation.

For more information on specialised terms used in the documentation, see the Glossary at the

end of this document.

The following kinds of formatting in the text identify special information.

Formatting convention Type of Information

Triangular Bullet() Step-by-step procedures. You

can follow these instructions to

complete a specific task.

Special Bold Items you must select, such as

menu options, command

buttons, or items in a list.

Emphasis Use to emphasize the

importance of a point or for

variable expressions such as

parameters.

CAPITALS Names of keys on the

keyboard. for example, SHIFT,

CTRL, or ALT.

KEY+KEY Key combinations for which

the user must press and hold

down one key and then press

another, for example, CTRL+P,

or ALT+F4.


Process Overview

The purpose of SPM Mobile is to complete a field survey of properties and component assets

without a requirement for bulky equipment or Internet access.

Process Descriptions

1) Browse to SPM Mobile via the internet on the device

The SPM Mobile application will link directly to the SPM Assets database. Select the

property to be surveyed.

2) Enter Survey Results

The field survey can take place once the has been selected properties in the application.

Completion of a field survey can involve entry of Property, Work Order, Quality Standards

or Component details.

3) Upload SPM Mobile results to SPM Assets

Once the survey has been completed, results can be saved from SPM Mobile back to SPM

Assets.

The collected survey data is held within the page open in the web browser. This data will be

available as long the web browser keeps pointing to and displaying the SPM Mobile pages.

To avoid browsing away from the page, by accident, a dialog is raised to confirm this action.

The browser can be left holding the collected data, as long the mobile pages remain the

active page in the browser.

In this way the device can be used at places where there is no direct wireless network

coverage.

We recommend that save should be used as much as possible to minimise risk of data loss

and to shorten server processing time.

Chapter 2 Getting Started 5

SPM Assets is a web based software application that offers advanced analysis and

reporting tools to assist in strategic asset planning.

Intuitive navigation options ensure rapid learning pathways that quickly provide

relevant, reportable planning solutions.

SPM Mobile Login Process

To login to SPM Mobile:

1) Open your Internet browser and link to the SPM Mobile web site.

The url will be provided by SPM.

The SPM Login page will be displayed:

2) Type your login ID.

3) Type your password.

Both the login and password are case sensitive.

4) Click the Login button, or press the Enter key on your keyboard.

Chapter 2

Getting Started


SPM Mobile News

The news page for SPM Mobile shows release notes including the main changes in the

new version. It will also be used for other news items as well.

New News items will be displayed after the user logs in.

A click on seen will mark the articles as old news for the logged in user. News will stay

available under the news button but will not be displayed the next time the user logs in.

Chapter 2 Getting Started 7

SPM Mobile Interface

The home page for SPM Mobile shows a summary of the database you have logged in.

It shows the client name, user name, the number and updates per user for properties,

components and crvs.

This screen also shows if the database cache is available or not as shown below.

The cache is not available for the above session of the application. Therefore if the

mobile connection is lost any survey data not saved could be lost.

The cache is available for the above session of the application. Therefore if the mobile

connection is lost any survey data not yet saved will be not be lost. Reconnect to SPM

Mobile, logon, follow the prompts, and save the property survey data.

Click next to move to the search window.


Survey Planner

This screen provides the means to define the search for properties when properties are

assigned to a surveyor including survey dates and survey status as defined in SPM

Assets.

Chapter 3

Using SPM Mobile

Chapter 3 Using SPM Mobile 9

The various options provide the following filters.

Options Outcomes

Clear my 1 pre-selected

properties

When you have previously selected a

property it will be saved. This options

allows the previous selection to be cleared

List All My properties Displays all properties allocated to the

surveyor

List all my properties with

status Assigned

Displays only the properties with the

status of assigned

List all my properties planned

for Today

Displays only the properties planned for

today

List all my properties planned

for This Week

Displays only the properties planned for

this week

Show normal search and list

options

Displays the search function screen which

uses the property code or property name

(click next to just load the

pre-selection)

Displays only the properties which have

been selected previously

Property Selection

This screen provides a search box by which the full list of properties held in SPM Assets

may be accessed.


The drop down search function can be used to definite the search.

Search Item Description

search for: Enter a new search on part of a code or part of a

property.

search status: Select a property status (set up in SPM Assets)

from the drop down list.

use saved selection: Select a saved selection (set up in SPM Assets)

from the drop down list.

get current selection Click on get to select all the ticked properties.

reset current selection Click on reset to reset to the previously ticked

properties.

Enter the property name or property code as assigned in SPM Assets. The search can

also be done on part of the code or part of the property.


Click search

A list of properties that match the search are displayed.

The camera icon indicates that documents and/or photographs are attached to the

property.

Select the properties that are to be surveyed.


Click next to go to the next menu item.

A list of the properties selected will display.

To update a property click on the name of the appropriate property. The active property

will display in a blue highlighted line.

The property menu will display for the selected property.


Property Menu

This will display the Property Menu for the selected property.

Field Description

inf Information on the property

cmp Components for the property

pqs Property Quality Standard questions

sor Schedule of Rates for the property

wrk Work Orders for the property

ess Essential Services

add Add a property

copy Copy the property

del Delete the property

save Save the property

home Return to the home page

select Select returns to the select windows to

choose another property

logout Logout


Information Fields

Click on inf to add the property information.

Any information already loaded in SPM Assets will display.

Complete the fields as necessary.

Field Description

survey status: A general status of the property.

Click on - none - to select from the list.

property code: A property code can be an abbreviation of

the name or some other alpha and/or

numeric code. This code must be unique.

property name: Name of the Property.

cat-3:site This is the third pre-defined category used

for selecting and reporting.

address: Property street address.

floor area: Total floor area in square metres.


gps-1/2 The 1st and 2nd global positioning

co-ordinate that pinpoints the location of this

property.

get position This populates the gps field with the current

co-ordinates.

show map The google map will display showing the

location of the property using the gps

co-ordinates.

rf/bar code: The barcode or RFID (radio frequency

identifier) that uniquely identifies this

property.

constr yr: Year in which the property was built. If left

blank, the current year will be entered.

descr: A general description of the property.

appr: A general comment about the condition of

the property.

owner: The owner of the property.

Click on - please click to select - to select

from the list.

funct: Main function or purpose of the property.


from the list.

udf fields User definable fields 1-5 allow organisation

specific information to be collected.

Select the field an enter the appropriate data.


Selecting a Property

Click select to return to the Select Properties screen.

This provides a search box by which the full list of properties held in SPM Assets may be

accessed.

Select a Property menu item

Add new Property Record

It is possible to identify template properties that contain 'standard' property components

and property quality standards.

Once templates have been created, property components and quality standards can be

cloned to other similar properties.

Any properties defined as Templates in SPM Assets will always be downloaded and will

be available in the SPM Mobile Templates listing.

To create a new property record from a template:

Click on add to add a property record.

The templates which are loaded in SPM Assets will display.

Chapter 4


Select the template appropriate for the room to be surveyed.

Entered the details as required.

The category field will display the categories used in the active properties. If no

properties are active the category will default to templates for this new property record.

The following image shows that property record SUN - 202: Office 202 is active.

The following image shows that there is no property record active.

Field Description

use for: The template can be added to the active


property or a new property.

Click on - active property - to select from the

list.

code: A property code can be an abbreviation of



name: Name of the Property.

cat: This is where to new property record is

linked to the parent property.


from the list.

NB: If this field is not modified the

property record will stay linked to the

templates.

If there are no active properties the category

will default to templates.

include: This is to include the components and PQS

items saved within the template in SPM

Assets.

Copying a Property Record

Select a property to copy.

Click on copy to add a property record.


The property record which you activated will be copied.

Field values will be copied with the prefix CPY in the property code and the property

name field with have COPY OF entered.

Modify the new property record as required.

Field Description

code: A property code can be an abbreviation of



name: Name of the Property.

cat: This is where to new property record is

linked to the parent property.


from the list.

NB: If this field is not modified the

property record will stay linked to the

templates.

include: This is to include the components and PQS

items saved within the template in SPM

Assets.


Deleting a Property Record

Select the property record to be deleted.

Click on del to delete a property record.


The name of the property record will change to red and the status indicator will change

to a red cross.

Select save to post the changed and/or inserted records to SPM Assets.

The following prompt will appear.

Click ok if the data is to be overwritten.

Click cancel if the records need to be modified prior to overwriting the existing data.

When the data has been saved the Property List will display the updated information.

In this case Alma Court - unit 20 has been deleted and does not appear in the list.


Saving a Property Record


The collected survey data is being held within the page opened in the web browser. This

data will be available as long the web browser keeps pointing to and displaying the SPM

Mobile pages. To avoid browsing away from the page, by accident, a dialog is raised to

confirm this action.

This is the dialog prompt.

Click ok.

When the collected survey data is saved the updated property records will display.


Add new Components

Click on cmp to add a component to the property.

Any components already linked to the Property will display.

The camera icon indicates that documents and/or photographs are attached to the

component.

Field Description

add Returns to the component group list to select

another component to be added to the

property record.

Chapter 5


filter Enter a specific requirement and filter the list

of components . This is a multi toogle which

will change to the different search types

when selected. The options are filter, search,

and barcode.

group by Sort the list of components by name,

location, or location and type.

save Save all data on the device.

del Delete the component.

back Returns to the active property list.

Click on add to add a new component to the property.

The component groups which are loaded in SPM Assets will display.


Click on the component group.

The list of component types loaded in SPM Assets will display.

Click on the component type.

The list of component references loaded in SPM Assets will display.

Select the components required from the list by clicking in the box on the left. Multiple

components can be added at once. Click on sel to select all components, clicking on it

again will un-select the items.

The search function at the top right of the screen will search on for a reference.


Enter the name or part of the name of the reference required. A list of the component

references which match the search criteria will display.




Clicking on the column headings will sort the search result.

The location can be set for the components to be added by modifying Global to the

require location. The default setting is Global.

To clear the search criteria in the search box select the in the search box.

If component location look ups are enabled you can enter specific location information in the

location suffix field. The maximum number of characters for this field is 50.


Click add.

The component will display with no condition grades entered on the summary screen.

Click on the component name to display the component attribute screen.

The condition grade will default to 99% in CG1 and 1% in CG5.

Field Description

cond Condition and remaining life of the

component.


info Information on the component:

code:

barcode:

serial no:

ownership:

management:

Make:

Model:

9 / 9 / I This shows that this is component record 9 of

9 and it is an insert. The possible function

codes are:

I - insert

U - update

D - delete

E - error

N - no change



property record.

back Returns to the active property menu.

save This will post the modified records to SPM

Assets.


Add new Components using a template

Click on cmp to add a component template to the property.


Any components already linked to the Property will display.

Field Description



property record.


of components.

group Sort the list of components by name,


save Save all data on the device.


back Returns to the active property list.


Click on add to add a new component to the property.

The component groups which are loaded in SPM Assets will display.

Click on Templates.

The template loaded in SPM Assets will display.


Click on Component Templates.

The list of component templates loaded in SPM Assets will display.





The search function will search on a reference.

Clicking on the column headings will sort the search result.

The location can be set for the components to be added by modifying Global to the

require location. The default setting is Global.

Click add.

The components will have been copied to the property record selected. If the property

already has components only new components will be added. Duplicates will not be

created.


Edit/Add Component Data

Select cond to enter the survey data for the component.

Update the data for the component.

Enter the location of the component. Add any applicable comments.

Enter the quantity. The unit rate and cost display as loaded in SPM Assets.

Click on the - na - to update the confidence levels for quantity and cost.

The options are:

highly reliable

reliable

uncertain

very uncertain

Enter the condition grades in the boxes. These must be equal to 100. If the component

is in condition grade 4 or 5, a comment can be added.

Click on the - na - to update the confidence level for the condition grade.

Enter the assessed remaining life (arl) in the boxes.

Click on the - na - to update the confidence level for the assessed remaining life (arl).

Enter the installation year.


Component Attribute Fields

Definitions of the fields on the Component Attributes screen.

Field Description

description Description of the component within the property.

This field will only display if it has been enabled in

SPM Assets.

location Location of the component within the property.

This field can be used to create multiple unique

locations of a component in the same building or site.

The default value will be Global.

comment Any comments regarding this component.

This field is optional, but can provide useful

information after a survey.

Quantity Information

Field Description

quantity Quantity of the component that exists in the property.

This field must be entered by the user.

unit Unit of measurement for this component.

The unit of measure choices are normally: no

(number), m (metres), m2 (square metres), m3 (cubic

metres), sum (each or an aggregate).

Care must be taken to avoid different different unit

measurement types for the same component as this

may make later data analysis difficult.

unit rate The replacement cost of the component per unit of

measure.

Changing this value is not recommended other than

for a very specific reason.


Care must be taken to avoid different rates for the

same component as this may make later data analysis

difficult.

cost A system generated field showing total replacement

cost of the component (quantity * rate).

confidence Your confidence level that the quantity and cost

information is accurate.

The confidence level choices are A: highly reliable, B:

reliable, C: uncertain, D: very uncertain or E: not

assigned.

This field is not mandatory but will default to not

assigned.

Condition Information

Field Description

condition C1, C2, C3, C4,

C5:

The percentage of the component that is in each

condition level:

Grade 1 = Very Good, Grade 2 = Good, Grade 3 =

Moderate, Grade 4 = Poor and Grade 5 = Very Poor

The percentage must add up to 100%

e.g. If 50% of the component is in very good condition and

50% is in good condition, the entry would look like

this:


arl R1, R2, R3, R4, R5: The assessed remaining life in years for each category

of condition grade.

As assessed remaining life of 1, 2 or 3 years will

override the system generated remaining life when

running lifecycle analysis.

These lives are also used as a validation check of the

surveyor's condition grade assessments in the

Validate Data Analysis.

e.g. If it is assess that the portion that is in 50% very good

condition will last another 10 years and the portion

that is in 50% good condition will last 5 more years,

the entry would look like this:

confidence condition Your confidence level that the condition grade

information is accurate.



assigned.


assigned.

life range base Expected life of the component in years.

This value must be in the range of the upper and lower

base lives.

life range upper Upper end of the expected life range of the

component in years.

life range lower Lower end of the expected life range of the

component in years.

confidence baselife Your confidence level that the base life information is

accurate.



assigned.


assigned.


installation yr The installation year of the component.

Using the Component Calculator

The Component Calculator enables the ability to add quantities together in the Mobile

module. It is for where a surveyor is assessing say carpet in multiple rooms and only

recording one component in one Property Record. They usually use pen and paper to

record the results and add them up at the end.

To use the calculator:

1) Select component screen and select the grey arrow beside the quantity box to

activate the calculator.

2) The calculator will display as below.

3) Enter the quantities to be added together to get the total quantity for the component.

As the quantities are entered more rows will appear.


4) Select ok to save the calculation. Select cancel to close the calculator. Select clear to

remove quantities entered.

Edit/Add Component Information

Select info to enter the component information.

Enter the information into the boxes.

Field Description

comp. code: A component code can be an abbreviation of the name

or some other alpha and/or numeric code. This code

must be unique.

comp. barcode: The component barcode information.

serial no: The component serial number information.

ownership: The owner of the property.

Click on - please click to select - to select from the list.

These values are created in Lookup Values within the

references section of SPM Assets.

management: Group that manages the property.

Click on - please click to select - to select from the list.

UDF Fields User definable fields 1and 1 allow organisation

specific information to be collected.

These fields will only be available if required by the

organisation and the field labels will vary.

gps-1/2 The global positioning co-ordinates that pinpoints the

location of the component.

pos Position of Site - by clicking on this the gps


co-ordinates will be populated.

map This displays a map showing the location of the site.

Add Component Details

Component Details can be used to collect additional component specific information.

These are configured in the reference section of SPM Assets and will be linked to the

component.

To edit the Component Details

The icon indicates Component Details are required for a component.

Select the icon on the right under sub.

indicates the component needs to be tested and tagged.


The component details will display.


Complete the fields as required.

The orange indicates the item is mandatory.



Saving a Component Record






This is the dialog prompt.


Click ok.

This screen allows to cancel the process if required.

The data is send in bundles to the server. If all of the data is correct in SPM Mobile it

will be synchronized with the data on the server.

If the data is not all correct a dialog box will appear indicating the error and the save

process will stop.

Once the data has been saved the updated component list will display.


Deleting a Component Record

To delete one component record

Select the component record to be deleted.

Click on del to delete a component record.


The name of the component record will change to red.

Use the arrows at the bottom to move through the Component Records.

To delete multiple component records

Click on the sel heading to enable the selection boxes.


Select the components to be deleted by clicking in the selection box.

Click on del to delete a component record.

The name of the component record will change to red.


Once the data has been saved the components will not display in the list.

If the components are not to be deleted, reselect the components and click del. This will

remove the delete action from the components and redisplay the components in blue.

Field Description

4 / 4 / D This shows that component record 4 of 4 and

it is to be deleted. The possible function

codes are:

I - insert

U - update

D - delete

E - error

N - no change

back Returns to the active property menu.


Assets.

del This will delete the selected records.




This screen allows to cancel the process if required.

The data is send in bundles to the server. If all of the data is correct in SPM Mobile it

will be synchronized with the data on the server.

If the data is not all correct a dialog box will appear indicating the error and the save

process will stop.

Once the data has been saved the updated component list will display.


When a Component Record has not been posted to SPM Assets it will show in red as

below for record: Global INF FNF Hot Water Cylinder. When a Component Record has

been posted to SPM Assets it will not appear in the list.

If the components are not to be deleted, reselect the components and click del. This will

remove the delete action from the components and redisplay the components in blue.


Searching for Component Barcodes

Click on cmp.

The filter options will display at the top.


Filter is a multi toogle which will change to the different search types when selected. The

options are: filter, search and barcode.

Enter the barcode in the field and the component with this code will appear.

Field Description


of components. This is a multi toogle which

will change to the different search types

when selected. The options are filter, search,

and barcode. This will search all properties

on the device.

group by Sort the list of components by name,



Status Indicators

The indicators showing for properties, components and PQS show the status of the item.

The screen shot below shows examples of the various indicators.


The thresholds are set in the reference area of SPM Assets.

Indicator Description

Orange text indicates an error

Red cross indicates the item is selected to be deleted

Blue text indicates new or updated information

Grey dot indicates unchanged

The thresholds for Properties

Indicator Description for Properties

Green dot indicates the property is in Condition Grade

Index of <2

Yellow dot indicates the property is in Condition Grade

Index of =>2 but <2.7

Red dot indicates the property is in Condition Grade Index

of =<2.7 but =<5

The thresholds for Components

Indicator Description for Components

Green dot indicates the component is in Condition Grade

C1 or C2

Yellow dot indicates the component is in Condition Grade

C3

Red dot indicates the component has more than 5% in

Condition Grade C4 or C5

Indicates Component Details are required for this

component

Test and Tag has been used in the Component Details

Other Indicators



Displaying the camera icon in the property and component

lists easily identifies whether photographs and/or

documents are attached to a property or component

Indicates the survey results have been emailed to the server

Property Quality Standard Questions

Click on pqs to access the PQS Cateogries.

The PQS Cateogries will display as loaded in SPM Assets.

Click on a PQS category and the PQS questions will display.


Using the tick boxes select the appropriate answer for this property record.

Enter any comments as required.

Field Description

11 / 40 / U This shows that this is question 11 of 40 and

it is an update. The possible function codes

are:

I - insert

U - update

D - delete

E - error

N - no change

back Returns to the property menu


Assets


Schedule of Rates (SOR)

Schedule of Rates (SOR) can be used to identify and cost maintenance work and minor

new works. The SORs are configured in the reference section of SPM Assets.

To add a Schedule of Rates

Click on sor to access the SOR screen.

If the property already has SORs raised these will display on this screen.


To add a new SOR select add.

The SOR groups will display.

If you know the code, you can add a new SOR by using the search function, located in the

top right-hand corner.

Select the group for the new SOR item.

The SOR types will display.


Select the type for the new SOR item.

The SOR references will display.

Select the reference for the new SOR.

Enter a location. The default setting is Global.

Select add.



Essential Services (ESS)

Essential Services (ESS) can be used to analise compliance and survey results for essential

asset information, e.g. Building Warrant of Fitness (BWOF). The Essential Services are

configured in the reference section of SPM Assets.

To display Essential Services

Click on ess to access the ESS screen.

To add a Essential Services

Click add

Click "TMP-Essential Services"

Click - please click to select - to updated the category.

Tick ESS items to include these in the selected property.

Click OK.

To view the Essential Service Measures

Click on ess.


The Essential Service Measures will display.

To complete an Audit for Essential Services

Display the Essential Service Measures.

Click on the heading to see the list of measures.


Click on the appropriate answer.

Enter comments if needed.

Click save.

Work Orders

Click on wrk to view the work order screen.

If the property already has work orders raised these will display on this screen.

To add a new work order select add.


Completed the required fields and select save to post the changed and/or inserted records

to SPM Assets.


If the work order is updated in SPM Assets it will appear in SPM Mobile with an

anticipated works completion date as below.

Field Description

raised: This is the date the work order is entered.

urgency: This is the urgency of when the work needs

to be completed by.

The available options are:

high

medium

low

description: A description of the work to be completed.

This is a mandatory field.

cost: The best estimate of the cost associated with

the work required.

h&s issue: Check this box if the issue involves a health

and safety risk.

completed: This date will only show when an

anticipated works completion date has been

entered in SPM Assets.

add Returns to the new work order screen to add

another work order.

back Returns to the property menu



Assets.

del Delete the work order and associated

photograph.

Survey Validation

The survey validation displays a summary of the data on the mobile device versus the

data saved in SPM Assets.

From the properties list, select the drop down arrow on the right of the property to view

the survey validation form.


The following Survey Validation screen will display.


From this screen the tabs can be checked.

For example: Check the components.

1) Click on the word components.


In this example the list of components display.


The indicators show the areas which need attention.


Orange indicates the results need to be updated

Gray indicates the results are updated

To save survey data for a property

Once the survey data has been checked it is possible to save only this property's survey

results.

Click on save within the Survey Validation form as shown below.

The save button on the bottom menu bar saves all survey results for all properties.


To email survey data for a property

If the device does not have network coverage select mail as shown below.

Ensure a valid email account is set up on the device. If not, the device will prompt for

one to be created.

Select mail.

A pre-populated email will pop up.


When the device has network coverage it will send the email to the SPM Assets server.

The icon beside the property name will change to to indicate that the mail option has

been selected.

Only mail the survey once. You will need to move the emailed survey

results to the original property record in SPM Assets.

To move the emailed survey data to the original property record

Select the emailed category and navigate to your emailed property. It will be listed under

the date it was emailed.

Select the property record to be moved and select copy.

The copy form will display.


Enter the original property code in the property code box.

The following clone property form will appear.

This will activate the copy function for the survey data to the original property and delete

the emailed record.

Select OK.

Select the fields to be copied.

Select save.

Chapter 6 Uploading Property Photographs to SPM Assets 71

1) Take the photograph(s)

2) Compile an email with the subject heading as the Property Code of the Property

Record that the photograph(s) are to be attached to

3) Attach the photograph(s) to the email - limited by the capacity of the email server

4) Address and sent the email to <client_code>@assets.spmapplications.com

The email address will vary depending on your url.

Location URL

New Zealand http://assets.spmapplications.com/

Australia http://assets-au.spmapplications.com/

South Africa http://assets-sa.spmapplications.com/

Privately owned servers will have their own url. Please check with your SPM Assets

Consultant if you are unsure what email address to use.

Chapter 6

Uploading Property Photographs to SPM Assets

Uploading property photographs using add photo button


1) Select the add photo button once the property has been saved located on the info tab.

2) Take the photograph(s).

3) Paste the photograph(s) into the email which was generate when the add photo

button was selected - limited by the capacity of the email server.

4) The email address and subject is pre-populated in the email. Send the email.

1) In SPM Assets select the Property Record the photograph(s) were emailed to.

How to view the photos in SPM Assets

Chapter 6 How to view the photos in SPM Assets 73

2) Browse to the docs and photos

3) The photograph(s) which were emailed will display.

The photograph names can not have any characters or symbols in them

as the system will not accept the photograph.

When a document and/or photograph is saved a will display.

On the Mobile device the icon will only display once the property and/or

component synchronises with the server. (Reload page or reset the

property selection).


Resizing images on an iPad

1) Create the email by clicking the ‘Add Photo’ button in SPM Mobile.

A pre-populated email will appear.

2) Double tap the body of the email to display the select options as shown below.


3) Select Insert Photo or Video.

4) Select the photo.

5) The size of the image will display as below.


Click on the size.

Chapter 6 Uploading Component Photographs to SPM Assets 77

6) From the image size options, select the size of the photo, as shown in the screen shot

below, then select send.


2) Compile an email with the subject heading as the Component ID Code of the

Component Record that the photograph(s) are to be attached to.

Note:

Uploading Component Photographs to SPM Assets

Uploading component photographs when creating your own email


a) The component must be saved to generate the component ID

b) The component ID can be seen by clicking on the component name

c) The component ID is displayed as below

d) The component ID must be proceeded by cmp in the subject of the email

e) The component ID can be copied and pasted into the subject of the email

3) Attach the photograph(s) to the email - limited by the capacity of the email server.

4) Address and sent the email to <client_code>@assets.spmapplications.com

The email address will vary depending on your url.

Location URL

New Zealand http://assets.spmapplications.com/

Australia http://assets-au.spmapplications.com/

South Africa http://assets-sa.spmapplications.com/


Consultant if you are unsure what email address to use.

1) Select the component in the iPad by selecting the component name.

The component information will display.

2) Long touch on the component id field.

How to select the Component ID in a mobile device

Chapter 6 Uploading component photographs using add photo button 79

3) Select the select all option.

4) Select the copy option.

Uploading component photographs using add photo button


1) Select the add photo button once the component has been saved. The component ID

will only display when saved so this is an indication that the component has been

saved.


3) Paste the photograph(s) into the email which was generate when the add photo

button was selected - limited by the capacity of the email server.



Chapter 6 Uploading Work Order Photographs to SPM Assets 81

1) In SPM Assets select the Property Record and then the component the photograph(s)

were emailed to.

2) Select the docs tab.

3) The photograph(s) which were emailed will display.

4) Ensure the main photo is selected.



When a document and/or photograph is saved a will display.

On the Mobile device the icon will only display once the property and/or

component synchronises with the server. (Reload page or reset the

property selection).

Uploading Work Order Photographs to SPM Assets


Uploading work order photographs using add photo button

1) Take the photograph.

2) Select the add photo button once the work order has been saved. A message will

display when the work order has not been saved.


3) A pre-populated email will appear - the email address and subject is pre-populated.

4) Paste the photograph into the email which was generate when the add photo button

was selected.


To do this, long press the body of the email. The black menu will appear. Select Insert

Photo or Video.


5) Select the photograph to be sent.



Remove any email signature that includes an image so it is not uploaded.

1) In SPM Assets select the Property Record and then the work order the photograph

was emailed to.



2) The photograph will display in the work order.

3) Rename the photograph if required.




There are a few rules to ensure the mobile surveying process runs smoothly, particularly

if there are "live" connection issues.

Ideally, each property record should be saved immediately after the room is completed,

however, if it is likely that the property being surveyed is outside mobile coverage,

follow this process:-

1. Whilst in the coverage area, connect as per normal, upload the property records to be

surveyed and highlight at least one property.

2. Return to iPad front page and select Settings, switch Airplane mode (top left hand) to

ON which will turn off the 3G.

3. Return to front page, click Safari, this should return the screen to the page of selected

properties.

4. Complete the selected out of range surveys and then go back to wherever mobile

coverage operates.

5. Return to settings and switch AIRLINE mode OFF.

6. Return to Safari, ensure coverage is in operation, reconnect, and logon, follow the

prompts, and save the property survey data.

Chapter 7

Trouble Shooting

Chapter 7 Trouble Shooting 89

Only save if the surveyor is 100% confident that the iPad is connected – the status is

visible on the top left of the screen – save WITHOUT connection will lose the data.

It is possible that several hours surveying may be completed in this mode and thereby

avoid ‘time-out’ issues.

If ‘Save’ is selected before turning ‘Airplane Mode’ to ‘Off’, it will appear

as though the normal process is taking place, however, it will just keep

looping and not save.





The browser can be left holding the collected data, as long the mobile pages remain the

active page in the browser.

In this way the device can be used at places where there is no direct wireless network

coverage.

Although not necessary, we recommend that save should be used a much as possible to

minimise risk of data loss and to shorten server processing time.

In case of an 'emergency' (data can not be saved to server for some kind of reason):

If you are not in 3G coverage area or have a bad connection you can email the survey

results.

1) Select back to return to the list of properties selected.

2) Select the drop down arrow on the right of the property.


The following Survey Validation screen will appear.

3) Select mail.

A pre-populated email will pop up.

Ensure a valid email account is set up on the device. If not, the device will prompt

for one to be created.

4) Select mail.

When the device has network coverage it will send the email to the SPM Assets

server.

Chapter 7 Trouble Shooting 91

Only mail the survey once. You will need to move the emailed survey

results to the original property record in SPM Assets.

To move the emailed survey data to the original property record in SPM Assets

1) Select the emailed category and navigate to your emailed property. It will be listed

under the date it was emailed.

2) Select the property record to be moved and select copy.

The copy form will display.

3) Enter the original property code in the property code box.

The following clone property form will appear.


This will activate the copy function for the survey data to the original property and

delete the emailed record.

4) Select OK.

5) Select the fields to be copied.

6) Select save.

SPM recommend this is completed at least weekly.

To clear the browsing history and cache in Safari on an iPad:

1) While on the iPad home screen, Tap Settings.

How to clear browsing history and cache

Chapter 7 How to clear browsing history and cache 93

2) Select Safari from the Settings column on the left. Towards the bottom of the Safari

column three buttons will display - Clear History, Clear Cookies and Clear Cache. Tap

each of the three to perform that action.

3) A prompt will appear for each one. Tap Clear to confirm the deletion. Repeat the

above steps until each item (cache, history and cookies) have been cleared.

To clear the browsing history and cache on an Android:

1) While in the Android browser, Tap the external menu button.

(On the Samsung Galaxy S it was located at the bottom left corner of the screen, but this can

vary depending on the device.)


2) The menu should now appear on the screen, Tap the More option from that list.

3) Tap the Settings option from the list.

4) Scroll down the settings window until you get to Privacy settings.

There are quite a few thing to clear here:

* Clear history

* Clear all cookie data

* Clear form data

* Clear location access

Chapter 7 How to end a session on an iPad 95

5) Click on everything in Step 4 above, a prompt will appear for each one. Tap OK to

confirm the deletion each time.

How to end a session on an iPad


To end an application or session on an iPad with iOS6:

1) Double-click the "Home" button. An icon of the applications you have opened since

the iPad has been turned on appears along the bottom of the screen.

2) Touch one of the applications in the list and move your finger to the left to view more

applications that are currently running. This is the list of applications running in the

background on the iPad.

3) Touch and hold the icon of an application in this list you want to completely close.

4) Release the application icon when it starts to wiggle and then tap the red "X" button

in the upper-left corner of the application to completely close it. Repeat this process

for any other applications in the list you want to completely close.

5) Press the "Home: button to lock the rest of the icons in place and close the list of

recently used applications.

Chapter 7 How to end a session on an iPad 97

To end an application or session on an iPad with iOS7:

1) Double-click the "Home" button. An icon for each applications you have opened on

the iPad will appear on the screen.

2) Scroll to the right to view more applications that are currently running. This is the list

of applications running in the background on the iPad.

3) Swap upwards the icon of an application in this list you want to completely close.

4) Repeat this process for any other applications in the list you want to completely close.

5) Press the "Home: button to lock the rest of the icons in place and close the list of

recently used applications.


What is the url for SPM Mobile?

The url will vary depending on your location. The url for you to use will be provide by

SPM Assets.


Consultant if you are unsure which url to use.

Do I have to have a separate log in for SPM Mobile?

Yes, you need a different log in for SPM Mobile and SPM Assets.

How many photographs can I email to SPM Assets?

This is dependent on the size of the email server.

How do I turn off Private Browsing on an iPad using iOS7?

When private browsing is turned on the top banner is black instead of blue.

To turn off private browsing on iOS7:

On the Safari screen tap the blue + sign in the top right hand corner to bring up blank

screen. Then tap the main search box at top of screen. The keyboard pops up and the

Private sign in blue is at the top leaf hand corner. Select to turn off.

How do I take a screen shot of your iPad?

1) Click the power button on the top right corner of the ipad, and while holding it

down, click the "iPad button".

Chapter 8

Frequently Asked Questions

Chapter 8 Frequently Asked Questions 99

2) The screen will 'flash' white and the camera will make a 'clicking' sound. Open the

Photos application on the iPad.

3) The screen shot will display as a thumbnail. Tap the photo to view the screen shot.


4) The easiest way to transfer the screen shot to a PC or Mac is to email it. Tap the

"arrow" button on the upper-right corner of the screen while viewing the screen shot.

5) Select Email Photo

Chapter 8 Frequently Asked Questions 101

6) The email will automatically open with the image attached to a message. Fill in the

address to send the screen shot to, enter a subject and any information required in the

body of the message. Click send.

103

Symbols & Numeric 3G Datacard

3rd Generation datacard.

A datacard that allows laptop users to

access the Internet via the new high-speed

Vodaphone 3G network

C Component

Specific part of a property having

independent physical or functional identity

and having specific attributes such as base

life expectancy, replacement cost or

criticality. (see "Criticality" on page

103)Components are either standardised

(see "Standard Component" on page

104)(can be used in any property) or special

(see "Special Component" on page

104)(created for a single property as a

unique component). Components are

grouped in component types (see

"Component Type" on page 103) and then in

component groups (see "Component Group"

on page 103) so that they are easier to locate

in a list.

Component Group

A hierarchical way of grouping like

components. (see "Component" on page

103)Component groups contain component

types (see "Component Type" on page 103),

which contain components. A component

can only belong to one component type,

which in turn can only belong to one

component group.

Component Type

A hierarchical way of grouping like

components (see "Component" on page

103). Component types (see "Component

Type" on page 103) belong to component

groups (see "Component Group" on page

103) and contain components. A

component can only belong to one

component type, which in turn can only

belong to one component group.

Condition Confidence

The amount of confidence of the assessed

condition of a component. The likelihood of

this figure being correct. The possible

values are [highly reliable, reliable,

uncertain, very uncertain, and not

assigned]. A high confidence means

decision makers can rely on the figure

when designing strategies, a low

confidence may suggest the need for

further research.

Glossary of Terms


Criticality

A series of values that outline the

implications of failure of assets from a

safety, appearance and consequence of

failure perspective.

The possible values are [high, medium to

high, medium, low to medium, and low].

Assets with a high criticality will be

considered more important, and

consequently life cycle (on page

104)schedules will ensure that replacement

occurs before failure. Criticality is a

personal decision to an organisation as

overall objectives will vary. For example,

organisations that prioritise their image

may place a higher criticality on the

appearance of some assets than other

organisations do.

D Data Source

The source of the latest component

condition information, for example from a

survey, report from a tenant, or invoice

information.

G Global Positioning System (GPS)

GPS uses satellite signals to track the

location or position of vehicles or vessels on

earth

L Life Cycle

An analysis based on the principle that

assets have an expected useful life, after

which they will need to be replaced. This

cycle repeats on a predictable schedule

which can be calculated using base life,

criticality, condition and minimum

condition grade.

P Property Code

An abbreviation of the property name or

some other code which is unique to the

property.

Property Quality Standards

A method of testing the performance of a

property against pre-defined standards or

levels of service to see if a property meets

expectations. Examples of standards

include the presence of latches on windows

and the presence of smoke detectors. A

series of questions are answered for each

property, which identifies it's compliance to

the desired standard. The cost to bring a

property up to a desired standard can then

be calculated.

R Remaining Life

The time remaining until an asset ceases to

provide the required level of

service/usefulness. It should be noted that

often assets become obsolete to

organizations before their physical life is

ended. Remaining life is a calculated

value based on base life, condition grades

and criticality (on page 103)factors unless

an assessed remaining life of 3 years or less

has been entered by the user in which case

the assessed value will be used.

S Special Component

A component that is uniquely set up for a

specific property. The component

attributes such as base life and cost per unit

to replace need to be identified when the

special component is created.

Specialised Component Cost

The sum total of all special component (on

page 104) replacement costs in a property.

Glossary of Terms 105

Standard Component

A component which is defined in the

building component guidelines. The

component attributes such as base life and

cost per unit to replace are identified in the

references section of the database and will

be used as a default whenever a standard

component is added to a property.

Survey

A field investigation to record the current

quanties, condition grades and quality

standards of selected property assets.

W Work Order

A request for maintenance that needs to be

completed on a specific property. This

need is generally discovered during a

survey of the property and is not the same

as routine ongoing maintenance.

107

3

3G Datacard ........................................... 103

A

Add Component Details ........................... 39

Add new Components .............................. 23

Add new Components using a template ... 28

Add new Property Record ........................ 16

C

Component ............................................. 103

Component Attribute Fields ..................... 34

Component Group .................................. 103

Component Type .................................... 103

Condition Confidence ............................ 103

Copying a Property Record ...................... 18

Criticality ....................................... 103, 104

D

Data Source ............................................ 104

Deleting a Component Record ................. 44

Deleting a Property Record ...................... 20

E

Edit/Add Component Data ....................... 33

Edit/Add Component Information ........... 38

Essential Services (ESS) .......................... 59

F

Frequently Asked Questions .................... 98

G

Getting Started ........................................... 5

Global Positioning System (GPS) .......... 104

H

How to clear browsing history and cache 92

How to end a session on an iPad .............. 95

I

Information Fields .................................... 14

K

Key Principles ............................................ 2

L

Life Cycle ...............................................104

M

Mobile Introduction ....................................1

P

Process Overview .......................................4

Property Code .........................................104

Property Menu ..........................................13

Property Quality Standard Questions .......54

Property Quality Standards ....................104

Property Selection ......................................9

R

Remaining Life .......................................104

Resizing images on an iPad ......................74

S

Saving a Component Record ....................42

Saving a Property Record .........................22

Schedule of Rates (SOR) ..........................56

Searching for Component Barcodes .........50

Selecting a Property ..................................16

Special Component......................... 103, 104

Specialised Component Cost ..................104

SPM Mobile Interface ................................7

SPM Mobile Login Process ........................5

SPM Mobile News .....................................6

Standard Component ...................... 103, 105

Status Indicators .......................................52

Survey .....................................................105

Survey Planner ...........................................8

Survey Validation .....................................63

System Requirements .................................2

T

Trouble Shooting ......................................88

Typographical Conventions .......................3

U

Uploading Component Photographs to SPM

Assets ....................................................77

Uploading Property Photographs to SPM

Assets ....................................................71

Index

108 Index

Uploading Work Order Photographs to

SPM Assets .......................................... 81

Using SPM Mobile .................................... 8

Using the Component Calculator ............. 37

W

Work Order ............................................ 105

Work Orders............................................. 61

Documents

SPM Mobile User Guide - SPM Assets · Chapter 2 Getting Started 5 SPM Assets is a web based software application that offers advanced analysis and reporting tools to assist in strategic