Version 1.19: See how long your maintenance and compliance items are open

As a maintenance and compliance manager, you need to see clearly when new tasks and corrective actions are available to be worked on and track how much time it takes for your teams to complete those items. You might also need to know if scheduled checklists and forms are taking longer to complete than expected. This is especially important if you have performance or compliance targets you need to meet. To help you with this, we made some changes in Version 1.19 so you can now see easily which of the following items are the newest and how long they've been open:

  • Tasks
  • Corrective actions
  • Checklists (inspection, maintenance, and inventory)
  • Forms

Now, let's take a look at these changes in more detail.

New column in list views

To see the age of your items quickly and easily, we added a Days Open column to the list view in the following locations:

  • Maintenance > Overview > Advanced Search tab
  • Onboard > Logs
  • Onboard > Overview > To Do tab
  • Compliance > Corrective Actions > Corrective Actions tab

The Days Open column displays both the number of days your items have been open and the date and time they were opened. You can show or hide the column as needed. Since the time is displayed as well as the date, you can see more easily which items are newer.

ObLogs_ListView_DaysOpenColumn_1.19.png

Changes to tasks and corrective action windows

You can now see the number of days an item has been open, plus the date and time it was opened, above the description in task and corrective action windows.

Task_OpenedDateOpenDays_1.19.png

How the opened date and days open values are calculated

We calculate the opened date and days open values differently, depending on how each item was created and whether or not it requires approval. Also, both values are set by the system and can't be edited, which is important for compliance and audit requirements. Here's what you need to know:

  • The days open value is calculated at midnight (00:00). For example, if three items are opened at various times on Monday, even as late as 23:59, as of Tuesday at 0:00, all three items are considered to be open for one day.
  • Tasks and corrective actions are considered "opened" when:
    • A user manually creates a task and clicks "Create Task."
    • A task generated by a failed item on a checklist or form is published after the checklist or form is completed. If the checklist or form requires approval, then the task is considered "opened" only after the checklist or form is approved and the task is available to be worked on.
    • A corrective action generated by an audit is published.
    • Checklists and forms are considered "opened" as soon as they are "in progress," which means you've selected or completed fields other than only Assignee or Scheduled.
  • Checklists and forms are considered "opened" as soon as they are "in progress," which means you've selected or completed fields other than only Assignee or Scheduled.

What happens to existing items when you update to Version 1.19

Here's how the opened date and days open will apply to your existing maintenance and compliance work items in Helm CONNECT when you update to Version 1.19:

  • Any existing open tasks and corrective actions will now display an opened date that matches their created date.
  • Tasks and corrective actions that were already in history when you update to Version 1.19 won't display an opened date.
  • Existing checklists and forms won't have an opened date, only a created date.

New fields in reports

We added two new fields, Opened Date and Days Open, to the following reports:

  • Inspection Checklists
  • Inventory Checklists
  • Maintenance Checklists
  • Tasks
  • Corrective Actions
  • Forms

Here's what these changes mean for your reports:

  • Previously existing open checklists or forms won't have opened date and days open data, but this information will be available for any new items created after you update to Version 1.19.
  • Previously existing open tasks and corrective actions will be updated with an opened date that matches their created date after you update to Version 1.19. This won't be as accurate as the opened date for new items, but it will still be useful for filtering and sorting.
  • For open items that have an opened date, the days open value is calculated based on the difference between the opened date and the date you run the report.
  • For closed items that have an opened date, the days open value is calculated based on the difference between the opened date and the finished date, or, if the item required approval, the approved date.
  • If an item is omitted or discarded, there will be no days open or opened date recorded.
Note

We recommend that you select the Convert Dates to Local check box in the report settings so the days open and opened date values display correctly for your time zone.