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1. Best Practices in Inspection and Management Using Software inspecttech Presented by: Ben Witter

2. In Today’s Presentation • Improving safety and compliance while collecting data efficiently and accurately • Developing asset management systems that are built upon a solid management strategy • Variety of examples from agencies in the U.S.

3. Inspection Software Data Collection • Best Practice: using software for higher quality, • quicker, and more accurate inspections.

4. Inspection Software Best Practices • All information and reports integrated into one place • Single point of entry for coding, narrative, pictures, and other attachments • Laptops and Web Based System • Multiple Personnel can work on same report in the field (data merged on server) • Laptops and Server easily synchronize data and update necessary program files • Tab based, interactive form entry for all information • Built-in Error Checks and manuals

5. Inspection Software Best Practices • Start inspection on laptop/tablet • Submitted to Web-Server when in office • Report continued from any computer • Submitted for review • Reviewed and approved online • Able to run reporting and searching on data

6. Inspection Software Best Practices • Electronic collection: Reduces errors and eliminates redundant data entry • Picture Organization • Integration of Manuals • Easy incorporation of attachments • Automatically pre-load past data • Saves significant time by formatting the report and auto-generating many sections: • Table of Contents • Cover Page • Picture Pages • Page Numbering

7. Portal to Allow for Easy Information Access for all Stakeholders

8. Familiar Web Based Interface • Very Easy to Support • Access from Anywhere • Usernames drive permissions • Allow access to all desired stakeholders

9. Easy Selection of Assets and grouping data by Asset Type

10. Inspection Interface for multiple user types

11. Electronic Inspection Forms

12. Drop-Down Menus

13. Pictures/Attachments Easy To Add

14. Link Pictures to allow Information to be Visually Communicated

15. Link Pictures to allow Information to be Visually Communicated

16. Annotate Pictures for showing data

17. Reference Pictures

18. Customized Forms for communicating specific need types/problems

19. Integrated Maintenance Flags with Pictures and Sketches

20. Portal for Managers to find Needed Data by variety of factors

21. Document decisions made and track through the entire process

22. Scheduling and Inspection Plans of Action (Event or Time based)

23. Scheduling and Inspection

24. Communicate costs by item, priority, and location

25. Risk-Based Management • Identify needs on multiple criteria • Organize repairs based on vulnerability and cost

26. Make Report Generation Simple

27. Report Output focused on User Type

28. Simple Report Generation

29. Summary Emails for Findings and Resolutions

30. Visually Show Scheduling and Inspection

31. Report Review/Approval Best Practices • Reports have full lifecycle and accountability • Tabs clearly show status of reports • Clearly documented who did the inspection • What changes were made • Who reviewed and when • Ability to set approval chain based on asset • Information not entered into official database until it is approved • Auto-flag certain assets for review

32. Management Software Best Practices All data in a single location with easy to use and powerful modules for past, current, and future info/tasks. Pictures/Sketches GIS Scheduling Prioritization Cost Estimates Instant Access Reporting/Searching

33. Management Software Best Practices • Full Search Capabilities • Track/Highlight Changes • Accountability of all data entered/changed • Instant Data Access: All digitized documents are stored and retrieved, such as • Pictures • Diagrams • Memos - Standardized Reports from all inspection/inventory data • Maintenance Needs / Priorities • Scheduling • Interactive Interfaces • Triggers/Alerts • Consultant assignment • Calculators/reporting • Do not lose critical knowledge when people retire

34. Asset Detail Pages • Information gets summarized by asset • Links to data from other sources: • Electronic Records Management • Design Drawings/Rehab Drawings • Agreements with other agencies • Enterprise systems • Other data

35. Asset Detail Page to Provide Accessto summary and detailed data

36. Search pictures and drawings by description and date

37. Compare Pictures Across Time for visually seeing changes

38. Access to any electronic file

40. Asset Detail Page • Contain links to all current and past information on the asset • Reports, Pictures, Sketches, Maintenance Items • Contracts, Load Rating, Letters, etc. • Link to Asset Location • Asset Notes • Upcoming inspection dates • Functionality integrated from other programs • Users can control default view

41. Find Trends • Much cheaper and safer to fix problems when they are just starting • Quickly find new problems early on • Able to find changes on condition or element data

42. Search and Visualize Data • Search across any field within the inspection reports or inventory information • Fields automatically linked from inspection forms to search pages • Boolean logic can create simple or very complex nested queries • Show on screen in table • Export to Excel • Plot results onto interactive map • Very easy to do, no additional programs required.

43. Query – Easy Interface for reporting and searching that Managers can utilize

44. Field Selections in Queries

45. Select Columns to Display

46. Query Results

47. Search to GIS, CAD, Satellite • Important for decision makers to visually be able to see the data and results in relation to other data • Ability to interactively zoom in/out • With spatial information can overlay any needed layers

48. Mapping of Search Results

49. Visualization of assets queried