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Cartegraph AMS Self-Service Guide: Tasks

In this session, you will learn how to:

  • Create tasks
  • Enter resources
  • Review asset maintenance history
  • Manage tasks

Task Overview

A task is a single activity on a single asset. Tasks represent all the work that needs to be completed or has been completed by your organization. Check out the Tasks Overview to learn more.

Asset Tasks 

Create asset tasks from the Assets tab in Cartegraph. To create an asset task, you first need to select an asset, then click Create Task. Or select multiple assets to create a task for each asset in one easy workflow. Learn how to Create Task for Single or Multiple Assets.

When in the field create asset tasks with the Cartegraph One app.

When creating an asset task, the list of activities to choose from is limited to the activities applicable to that asset type. If more than one type of asset is selected when creating multiple tasks, the activity list will be limited even further—only showing activities that apply to both (or all) asset types. You can adjust which activities are available for which asset types. Learn more in the Administration session of your learning path.

Non-Asset Tasks

Create non-asset tasks from Work tab in Cartegraph.

Non-asset tasks are used when:

  • You aren’t sure what asset to associate the work to
  • The asset you are doing work on does not yet exist in the system
  • You are doing work that is not related to a specific asset

Learn how to Create a Non-Asset Task.

Non-asset tasks are a great way to capture miscellaneous work that needs to be tracked for time tracking purposes or cost accounting and budgeting purposes. Examples include cleaning up the maintenance garage, preparing a parade route, or even administrative work related to an upcoming project. But as part of an asset management system, it’s important to track your costs against the actual assets you worked on, when applicable. In the situations where you created a non-asset task because you couldn’t identify the asset or the asset did not yet exist, you should convert that non-asset task to an asset task and associate it to the appropriate asset when available.

Learn how to Convert an Existing Task to Asset Task.

Resource Entry

Before completing a task, you will document the resources used to then calculate the cost of that task. 

There are three types of resources: Labor, Equipment, and Material. You can also have Other Costs associated with completing your work. In the Resources session provides more information about setting up Equipment, Materials, and Vendors.

Enter Resources

Resources are entered on a Time Sheet. You can access Time Sheets from the Task List View, Task Detail View or from the Time Sheet button at the top of your screen.

In the Advanced Topic session of your learning path, you will learn about the Distribute Resources feature for saving time when entering resources. 

Complete Task

After the work has been completed and the resources have been entered, you can Complete a Task.

If additional changes need to be made, you can reopen a task.

Asset Maintenance History

As each asset task is created, it is reflected as part of the asset’s maintenance history. The final question related to asset management was, “how much is it costing me?”  The cost information comes from your asset tasks. From the asset detail record, you are able to see total cost in the overview header as well as all task history by scrolling to that section or clicking the Tasks hyperlink on the left-hand side. Inspections are also included within the Task history. But if you want to look at just the inspections and their results, jump to the Inspections section of the detail record.

As soon as you create a task associated to an asset, that task is available from the Work tab as well as from the asset’s detail record.  Access the task from either location to update and complete the task. Most tasks are simply an activity to be completed on an asset, but there are four types of tasks with additional functionality: Inspect, Install, Replace, and Retire.

Inspect

The Start Inspection button only exists on Inspect tasks. When you Start an Inspection, an inspection record is generated with the appropriate condition categories and other details related to that asset type. The inspection must be completed before the task can be completed. 

Review the Assets session on your learning path for more information related to asset condition and inspections. 

Install, Replace, and Retire

When an install, replace, or retire task is completed, an asset’s key dates are recalculated. Key dates are the Installed, Replaced, and Retired dates for the asset. These dates help you to understand the age and life cycle of an asset. Learn more About Key Dates.

Asset Associated to Task

There may be times when you have associated the wrong asset to a task. Learn how to change the associated asset on a task.

Review Maintenance History

From the asset detail record, you can see an individual asset’s maintenance history.  From Asset List View, you can better understand the bigger picture of how your assets are being managed.  Advanced filters are a great way to identify what work has or has not been completed on your assets. 

You can answer questions like:

  • Which water hydrants have been repaired in the last 6 months? 
  • Which regulatory signs have not been replaced in the last 5 years? 
  • Which trees are scheduled to be trimmed in the next 60 days?

Check out these examples of Advanced Filters. Learn more about Advanced Filters in the Advanced Topicssession.

Managing Work

The Work tab is designed to help manage tasks. 

Task Assignments

When a task is created, you can assign laborers to complete that work. After a task is created, you can also add or adjust assignments.  Learn how to Edit Labor Assignments.

There are filters to help with viewing tasks by labor assignments.

Filtered Layers

Filtered Layers are the key to viewing and understanding the data in your system. Here is a great practical example of applying filters to layers, Display Completed, Planned, and In Progress Tasks.

Using multiple filtered layers at once, with each layer in a different color, can help you see the bigger picture of what is happening at your organization. 

You can create advanced filters to answer questions like:

  • Which tasks are overdue?  You can determine if you need to re-assign, re-prioritize, or re-schedule.
  • How much work do we have scheduled for next week?  You can determine if you want to adjust schedules.
  • How many tasks are assigned to each worker?  You can determine if the workloads are balanced and decide if you need to re-distribute work. 
  • Where is the work distributed geographically? You can determine if you should reassign work based on where the workers are expected to be. 

Learn more about Advanced Filters in the Advanced Topics session.

Task Calendar

Access the Task Calendar by clicking on the calendar icon in your Task List View. The calendar will display all tasks that are currently in your list view. To make best use of the calendar, used a filtered layer to narrow your task list down to the items you want to focus on.

Reports

Reports are a great way to review roll-up information such as Average Activity Cost and Task Performance Measures. Review ways to access reports.

To generate your own spreadsheet-like reports, remember to utilize the Export from List View feature.

Review

Now that you have completed this session, you should be able to:

  • Create single or multiple asset tasks
  • Create non-asset tasks
  • Use time sheets to enter resources
  • Complete and reopen tasks
  • Change the asset association on a task
  • View asset maintenance history from the asset detail record and asset list view
  • View and change task assignments
  • View tasks on a calendar
  • Use filtered layers to review and manage tasks
  • Run task reports
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