Purpose Statement

This feature allows module managers to create intelligent checklist schedules that respond dynamically to apparatus status changes. When an apparatus is temporarily out of service, daily checks can automatically discontinue, eliminating unnecessary work. Conversely, you can create specialized checklists that apply exclusively to reserve or out-of-service apparatus, ensuring appropriate maintenance protocols are followed regardless of operational status.

This capability streamlines checklist management by automatically adjusting inspection requirements based on real-world apparatus availability, reducing administrative burden while maintaining appropriate oversight for all equipment regardless of operational status.

Background Information

Prior to this functionality, all checklists applied universally to apparatus regardless of their operational status, requiring manual intervention to pause or resume checks when vehicles moved between in-service and out-of-service states. This created unnecessary administrative work and potentially incomplete checklist records.

Important Legacy Information

For checklists created before this feature release: These checklists automatically default to remain scheduled for ALL apparatus status selections (In Service, Out of Service, Primary, and Reserve). This preserves existing workflows without disruption.

For checklists created after this feature release: New checklists default to apply schedules only when apparatus are marked as "In Service" and "Primary," reflecting the most common use case while allowing customization as needed.

Common Use Cases

• Seasonal apparatus: Automatically pause daily checks on wildland engines during off-season
• Apparatus under repair: Discontinue routine inspections while vehicles are in the shop
• Reserve fleet management: Create specific maintenance checklists that only apply to reserve apparatus
• Surge capacity vehicles: Implement different inspection protocols for temporarily activated equipment

Prerequisites

• Apparatus must already be configured in the Assets module
• Checklist templates should be defined or ready for creation
• Understanding of your agency's apparatus status workflow and maintenance requirements

Required Permissions

To create or edit checklists with status-based scheduling, users must have the following permissions:

• Assets Module Access: Full access to the Assets module
• Checklist Management Permission: Ability to create and edit checklists within Assets Setup
• Module Manager Role: Typically assigned to personnel responsible for configuring module settings

Note: Standard users without these permissions can view and complete checklists but cannot configure status-based scheduling parameters.

Video

Step-by-Step Guide

Creating a New Status-Based Checklist

Step 1: Navigate to Checklist Setup

Access the checklist configuration area within the Assets module.

1. Click on Assets in the main navigation menu
2. Click on Setup in the secondary navigation
3. Click on Checklist to view all existing checklist templates

Begin the process of creating a new checklist template.

4. Click on Add Checklist button

Step 3: Configure Basic Checklist Settings

Complete the standard checklist configuration fields (name, description, frequency, etc.) until you reach the apparatus-specific settings.

Note: The Scheduled When field only becomes visible AFTER you select Apparatus in the Applies To field. You must first designate that this checklist applies to apparatus before status-based scheduling options appear.

Step 4: Configure Status-Based Scheduling

Specify when this checklist schedule should be active based on apparatus status.

5. Locate the Scheduled When field (appears after Apparatus selection). In Service + Primary is the default selection for new checklists.
   
6. The Status-Based Scheduling is a multi-select field giving users the ability to choose multiple conditions.
7. Select the appropriate status condition(s):
   • In Service - the associated apparatus is in service
   • Out of Service - the associated apparatus is out of service
   • Primary - the associated apparatus is in primary status
   • Reserve - the associated apparatus is in reserve status

Step 5: Save Configuration

Finalize the status-based checklist schedule.

7. Click on Save to apply the status-based scheduling configuration

Editing an Existing Checklist for Status-Based Scheduling

Step 1: Navigate to Checklist Setup

Access the checklist management area.

1. Click on Assets in the main navigation menu
2. Click on Setup in the secondary navigation
3. Click on Checklist to view all existing checklist templates

Step 2: Locate Target Checklist and Access Edit Mode

Find the specific apparatus checklist you need to modify.

4. Locate the apparatus checklist to be edited in the checklist list
   
5. Click on the edit or pencil icon in the Actions column for the selected checklist
   

Step 4: Modify Status-Based Scheduling

Update when this checklist schedule should be active.

6. Locate the Scheduled When field
7. Select the desired status condition(s) from the available options

Step 5: Save Changes

Apply the updated status-based scheduling configuration.

8. Click on Save to finalize the changes

Best Practices

Strategic Scheduling Recommendations

Do:

• Review existing checklists: Audit legacy checklists to determine which should remain "All Status" versus status-specific
• Align with operational reality: Match checklist schedules to actual apparatus usage patterns
• Create reserve-specific checks: Develop specialized checklists for reserve apparatus that may have different maintenance requirements
• Document your logic: Maintain clear notes about why specific status configurations were chosen
• Test before deployment: Create a test checklist and cycle an apparatus through status changes to verify behavior

Don't:

• Over-complicate schedules: Most checklists should use simple "In Service + Primary" scheduling
• Forget about reserves: Ensure reserve apparatus have appropriate inspection protocols
• Ignore legacy checklists: Leaving all old checklists on "All Status" may defeat the purpose of this feature
• Assume automatic updates: Existing checklists do not automatically adopt new default behavior

Common Mistakes to Avoid

1. Forgetting the prerequisite: Attempting to configure status-based scheduling before selecting "Apparatus" in the "Applies To" field
2. Not updating legacy checklists: Assuming old checklists will automatically use new status logic
3. Inconsistent status definitions: Creating conflicting checklist schedules that confuse field personnel
4. Missing reserve protocols: Failing to establish appropriate checks for reserve apparatus

Optimization Tips

• Quarterly review: Regularly assess whether status-based scheduling is working as intended
• Coordinate with operations: Ensure checklist scheduling aligns with how apparatus status is actually managed in the field
• Create clear naming conventions: Use checklist names that clearly indicate status-based scheduling (e.g., "Daily Truck Check - In Service Only")

Troubleshooting & FAQs

Frequently Asked Questions

Q: Why can't I see the "Scheduled When" field?

A: The "Scheduled When" field only appears after you select "Apparatus" in the "Applies To" field. Make sure you've designated the checklist as applying to apparatus first.

Q: What happens to checklists created before this feature was released?

A: Legacy checklists automatically default to "All Status Selections" to preserve existing behavior. You must manually edit them to implement status-based scheduling.

Q: If I mark an apparatus as "Out of Service," will scheduled checks immediately stop?

A: Yes, if the checklist is configured to only apply during "In Service" status, the schedule will automatically pause when the apparatus is marked out of service.

Q: Can I schedule a checklist ONLY for out-of-service apparatus?

A: Yes, select "Out of Service" options in the "Scheduled When" field to create checklists that apply exclusively to apparatus not currently in service.

Q: What's the difference between Primary and Reserve status?

A: Primary apparatus are your agency's front-line vehicles, while Reserve apparatus are backup units. This distinction allows different maintenance protocols for equipment serving different operational roles.

A: The available options in "Scheduled When" determine the combinations you can select. Contact your system administrator if you need custom status logic not covered by the standard options.

Common Issues and Solutions

Issue: Checklist not appearing on apparatus even though status is correct

Solution: Verify that the "Applies To" field is set to "Apparatus" and that the specific apparatus is included in the checklist's scope. Also confirm the "Scheduled When" settings match the apparatus's current status.

Issue: Legacy checklist still showing for out-of-service apparatus when it shouldn't

Solution: Edit the legacy checklist and update the "Scheduled When" field from "All Status Selections" to the appropriate in-service configuration.

Issue: Confusion about which checklists apply to which apparatus

Solution: Implement a clear naming convention for checklists that includes status applicability in the title (e.g., "Engine Daily - In Service Primary Only").