This article and video provide a walk-through for creating PM Inspection Forms.
PM Inspection forms can be attached to PM services for your service technicians
to complete an inspection report as part of the preventative maintenance
We'll begin by taking a quick look at examples of PM inspection forms.
When a service technician, or service manager, adds a PM service activity that
is tied to a PM inspection form, a window will pop-up when they click on the
activity to enter notes.
Each section of the PM inspection form is represented by a button on the
pop-up window. For example, there is an EXTERIOR CAB button in the
example below for inspecting items on the exterior of the cab. The names
of these sections are user defined, and you can have as many, or as few,
sections as you want or need.
Clicking on a button will take you to a list of checks for that
section. The checks can be Pass / Fail selections, a field for entering a
number (i.e. brake pad thickness), a date/time selector, or text data entry.
By default, Pass/Fail items are pre-filled with Pass selected. This is
controlled by a system parameter and can be disabled so Pass is not selected
automatically. Please contact our customer experience team if you want to
change the default setting in your EMDECS system. In addition, parameters
can be set to require notes for any failed items, and to control whether
defects must be included on the repair order. These can also be set for
you by our customer experience team.
A completion status is displayed underneath each button as the form is being
Upon completion, the user needs to open the Defect Summary.
The signature requirement is optional. If enabled, users need to click Sign.
A technician signature example is displayed below. Additional
signatures (i.e. a supervisor signature) can also be required.
Service managers can print inspection forms from the Complete RO screen (Service → Complete
RO). Open the repair order then click on the labor
description and click the Inspection button to print a hard
copy of the inspection form.
Service technicians can print the inspection form by clicking on the
labor description then click the Inspection button to open a PDF of the inspection form for printing.
1. To create a new PM inspection form, open the Fleet menu and select PM Inspection Manager.
2. Open the PM Inspection Setup tab.
3. If you have not created any PM inspection forms
yet, the screen will be blank. Click the Add button.
4. This opens the PM Inspection Form Setup
Wizard to step you through the process of creating your inspection
Select the appropriate Task and Reason codes from the drop-down lists then enter a Code , Title ,
and select a Type.
The DVSA Type drop-down list is
for customers in the United Kingdom only. If you are in the UK and you
use EMDECS with the DVSA Earned Recognition program, then the appropriate DVSA
type needs to be selected.
Click Next at the bottom-right to continue.
5. The next screen is where the inspection form
sections and each individual check will be created.
Begin by adding the first section to your form by
clicking Add New Section.
Each section that you add will create a separate
button on the PM inspection form for technicians to click on and complete a
checklist, as demonstrated in the "Example of a PM Inspection Form"
6. Enter a name for the section and click OK.
7. To add checklist items to a section, click Add.
8. Each inspection check item needs to be tied to a
VMRS code. If a defect is reported on an inspection form, the VMRS code
that you select will be the VMRS code required to repair the defect. For
example, if the check is for measuring brake pad thickness, you would want to
choose the VMRS code for replacing a worn out brake pad.
You can search for a VMRS code, or click on an
icon to drill down and locate the appropriate service activity, just as you
would when adding labor activities to a repair order in EMDECS.
9. Once you have found the appropriate VMRS code,
click the green plus to select it and add it to the list on the right-hand
10. Edit the description to describe what
information the technician should enter for this checklist item.
11. Repeat these steps to add additional items for
the new section, then click Add.
12. Repeat steps 5-11 above to add additional
sections and inspection checklist items for each section.
13. When adding inspection items, the default type
is Check . A Check is a Pass/Fail condition.
Technicians select a radio button to pass or fail the item.
14. The following options are available for the
15. Check boxes are available to set inspection
checklist items required ( Req. ) or not applicable ( NA ).
If Req is unchecked, technicians can complete the form with the checklist item
left blank. If a check has the NA option checked, technicians will have
an option to select NA to indicate it is not applicable. For example, you
might use the same inspection form for both single axle and double axle trucks,
in which case checking tires or brakes on a second power axle might not be
16. To remove a row / checklist item, click on the
17. In the Move section are arrows
you can click on to rearrange rows/items in the checklist. The up and
down arrows will move rows up and down within a section, while the double arrow
can be clicked on to move a row to another section.
18. Note: If you are building a large
inspection form and cannot finish it in one sitting, you can click Save
and Exit at the bottom of the screen to save your progress and return
After you have completed your inspection form,
19. Signatures can be required when forms are
completed, to confirm failed items, and when defects have been fixed. To
add a signature requirement, click Add.
20. Enter a label (i.e. Technician or Supervisor)
and then select an option from the When drop-down list.
21. Repeat the steps 19 and 20 to add multiple
signature requirements for different circumstances, as shown in the example
below, then click Next to save and continue.
22. The Attach to Service screen is where you set
which PM services will trigger your inspection form to pop-up. Each inspection
form can be attached to many PM services. This step controls whether the
PM inspection form pops up to be completed when the service is done on a repair
If the new inspection form should be used as a
default form for a specific PM service for all customers in EMDECS (i.e. this
is a standard PM DOT form that you will use for any PM DOT service, regardless
of who the customer is), then click on Select to choose the PM
23. In the pop-up window, search for and select the
VMRS of the service activity.
Note: Each PM service can only be linked to
one inspection form. If an inspection form is already linked to a
service, you will see the linked inspection code and you will be unable to
attach the new form. To attach the form, you will first need to revise
the linked inspection form and remove it from the service. Revising
inspection forms is covered in the next section.
24. Alternatively, PM forms can be added to multiple
PM services by customer. To attach the form to different services, click Add.
25. Select a customer name from the drop-down list,
put a check next to the PM services that should pop-up the inspection form,
then click Add. You can repeat these steps to use the form
with different services for different customers in EMDECS.
26. After you are done attaching services, click Activate
Inspection to complete the wizard.
27. The new inspection form will be added to the
list with the current date as the approved date.
1. To edit an existing PM inspection form, click on
the appropriate Revise button.
2. After clicking revise, the inspection form will
be listed twice. One row is the previously approved version which cannot
be edited, and the second line is for your new revision. A Delete button is available in the right most column if you decide you want to delete
your revision. Click on the PM inspection code for your new revision to
3. The PM Inspection Form Setup Wizard will appear on the screen. Click Next to step
through the wizard and make changes to the inspection form and settings.
4. Click Activate Inspection on
the final screen of the wizard when done making changes.
5. The new revision will now be listed by itself,
with the current date set as the approved date, and an updated revision number.