Creating Task Lists for Technicians

Overview

While ARMOR's maintenance system tracks when service is due, you can enhance your workflow by creating standardized task lists and checklists for technicians. This guide covers practical approaches for documenting maintenance procedures, integrating with work orders, and ensuring consistent service quality across your fleet.

Understanding the Workflow

How ARMOR Fits Into Maintenance Operations

ARMOR's Role:

• Tracks maintenance intervals (runtime, distance, time)
• Generates alerts when service is due
• Records when maintenance was completed
• Resets counters for next maintenance cycle

External Systems Handle:

• Detailed step-by-step procedures
• Parts and materials lists
• Labor time estimates
• Technician checklists
• Quality inspection criteria
• Work order creation and tracking

Integration Points

Approaches for Task List Management

Option 1: Reference in Alert Messages

Include procedure references directly in ARMOR maintenance alert messages:

Advantages:

• Simple - no external system required
• Procedure reference visible in alert
• Works well for simple maintenance

Limitations:

• Limited space in alert message
• Can't include detailed checklists
• No ability to track individual task completion

Option 2: Link to External Documentation

Store detailed procedures in a document management system and link from ARMOR:

Systems to Consider:

• SharePoint or OneDrive for document storage
• Google Docs for collaborative procedures
• Confluence or wiki for knowledge base
• QR codes on equipment linking to procedures

Option 3: Integrate with CMMS/Work Order System

Use ARMOR alerts to trigger work orders in a comprehensive maintenance system:

Example Workflow:

1. ARMOR detects oil change is due on Asset #12345
2. Alert email triggers work order creation in CMMS (via email parsing or API)
3. CMMS work order includes full task list, parts, labor estimates
4. Technician completes tasks in CMMS, checks off each step
5. Technician marks maintenance complete in ARMOR (resets counter)
6. Work order closed in CMMS with completion documentation

Popular CMMS Options:

• Fiix (cloud-based, mobile-friendly)
• UpKeep (mobile-first, barcode scanning)
• Maintenance Connection (enterprise-grade)
• Hippo CMMS (affordable, easy to use)
• EAM systems like IBM Maximo, SAP PM

Option 4: Custom Mobile Forms

Create mobile-friendly checklists technicians can access on tablets or phones:

Tools to Consider:

• Microsoft Forms: Simple checklists with conditional logic
• Google Forms: Free, easy sharing, offline capability
• JotForm: Advanced form builder with mobile app
• KoBoToolbox: Offline-capable field data collection

Example Implementation:

1. Create form: "Kaivac 17CC Oil Change Checklist"
2. Include fields: Date, Technician, Asset ID, Serial Number, Checkboxes for each task
3. Share link in ARMOR alert message or via QR code on equipment
4. Store completed forms in spreadsheet or database

Creating Effective Task Lists

Essential Components

Every maintenance task list should include:

1. Header Information

• Maintenance type (e.g., "250-Hour Oil Change")
• Equipment type and model
• Frequency (every 250 hours, annual, etc.)
• Estimated time to complete
• Required skill level

2. Safety & Preparation

• Required PPE (gloves, safety glasses, etc.)
• Lockout/tagout requirements
• Environmental precautions (spill containment, ventilation)
• Pre-task equipment state (cool down, drain tanks, etc.)

3. Tools & Materials

• Required tools (wrenches, specialty tools, diagnostic equipment)
• Replacement parts with part numbers
• Consumables (rags, cleaners, lubricants)
• Quantities needed

4. Step-by-Step Procedures

• Sequential numbered steps
• Clear action verbs ("Remove", "Inspect", "Replace", "Torque to spec")
• Specific values (torque specs, fluid levels, etc.)
• Photos or diagrams for complex steps
• Checkboxes for task completion

5. Inspection & Quality Checks

• Visual inspections ("Check for leaks", "Inspect belts for wear")
• Measurements ("Check oil level on dipstick")
• Functional tests ("Start engine, listen for unusual noise")
• Pass/fail criteria

6. Documentation & Sign-Off

• Technician name and signature
• Date and time completed
• Current hour meter or odometer reading
• Notes section for observations or issues found
• Supervisor review (if required)

Example Task List Template

Integrating Task Lists with ARMOR

Method 1: Email Alert to Work Order

Setup:

1. Configure ARMOR to send maintenance alert emails
2. Set up email rule in CMMS to auto-create work orders
3. Email parser extracts asset ID, maintenance type from alert
4. CMMS matches maintenance type to pre-configured task list
5. Work order created with full procedure attached

Example Email Subject: [ARMOR Alert] Oil Change Due - Asset: KV-17CC-042

Method 2: API Integration (Advanced)

For organizations with development resources:

1. Use ARMOR API to query maintenance alerts
2. When alert detected, call CMMS API to create work order
3. Populate work order with asset details, procedure, task list
4. When work order marked complete in CMMS, call ARMOR API to mark maintenance complete

Benefits: Fully automated, real-time sync, no manual steps

Method 3: Shared Spreadsheet

For smaller operations without CMMS:

1. Create shared Google Sheet or Excel Online spreadsheet
2. When ARMOR alert received, add row: Date, Asset, Maintenance Type, Due Date, Status
3. Include link to procedure document in "Procedure" column
4. Technician checks sheet daily for assigned tasks
5. After completion, technician updates Status = "Complete" and marks maintenance complete in ARMOR

Best Practices

For Task List Design

• Keep it simple: Clear numbered steps, no jargon
• Include visuals: Photos of part locations, torque spec charts
• Specific values: "Torque to 15 ft-lb" not "tighten securely"
• Safety first: Always start with safety requirements
• Test with technicians: Have someone unfamiliar with task follow procedure
• Version control: Date procedures, update when equipment or methods change

For Workflow Integration

• Single source of truth: Don't duplicate task lists across systems
• Clear handoffs: Define who does what at each step
• Close the loop: Ensure ARMOR counter reset happens after completion
• Audit trail: Keep records of who completed what and when
• Continuous improvement: Collect feedback from technicians, refine procedures

For Documentation

• Standardize naming: "Manufacturer-Model-MaintenanceType-Interval" (e.g., "Kaivac-17CC-OilChange-250hr")
• Store centrally: One location for all procedures (SharePoint, wiki, CMMS)
• Make mobile-friendly: Technicians often work from phones or tablets
• Offline access: Procedures should work without internet (PDF, printed)
• Regular review: Update procedures annually or when equipment changes

Example Implementations

Small Fleet (10-50 Assets)

Setup:

• ARMOR tracks maintenance intervals
• Email alerts sent to maintenance supervisor
• Procedures stored in Google Drive (one PDF per maintenance type)
• Google Sheet tracks open maintenance tasks
• Technicians print procedures as needed
• After completion, supervisor marks complete in ARMOR

Cost: Free (Google Workspace)

Medium Fleet (50-200 Assets)

Setup:

• ARMOR tracks maintenance intervals
• Email alerts trigger work order creation in cloud CMMS (UpKeep, Fiix)
• CMMS contains detailed procedures with checklists
• Technicians use CMMS mobile app to view tasks and check off steps
• Parts inventory integrated with CMMS
• After completion in CMMS, technician also marks complete in ARMOR

Cost: $50-150/month for CMMS subscription

Large Fleet (200+ Assets)

Setup:

• ARMOR API integration with enterprise EAM/CMMS
• Maintenance alerts automatically create work orders
• EAM system manages procedures, parts, labor tracking, scheduling
• Completion in EAM triggers API call to mark complete in ARMOR
• Bi-directional sync keeps both systems in sync
• Advanced analytics and reporting in EAM

Cost: Enterprise EAM + custom integration development

Sample Task Lists by Equipment Type

Floor Scrubbers - Daily Checklist

• ☐ Empty recovery tank, rinse clean
• ☐ Clean solution tank filter
• ☐ Inspect squeegee blades for damage
• ☐ Check solution tank cap - ensure sealed
• ☐ Clean vacuum hose, check for clogs
• ☐ Wipe down exterior, remove debris
• ☐ Check battery water level (if flooded lead-acid)
• ☐ Charge battery overnight

Floor Scrubbers - 250-Hour Maintenance

• ☐ Change engine oil and filter
• ☐ Grease wheel bearings
• ☐ Inspect and adjust squeegee blade alignment
• ☐ Check tire pressure and tread wear
• ☐ Test all safety switches and interlocks
• ☐ Inspect electrical connections for corrosion
• ☐ Lubricate steering linkage
• ☐ Test emergency stop button

Pressure Washers - Pre-Use Check

• ☐ Check engine oil level
• ☐ Inspect high-pressure hose for damage
• ☐ Verify nozzle is clean and appropriate size
• ☐ Check fuel level
• ☐ Test trigger gun - ensure smooth operation
• ☐ Connect water supply, turn on, check for leaks
• ☐ Start engine, verify pump builds pressure

Vehicles - DOT Pre-Trip Inspection

• ☐ Check all lights (headlights, turn signals, brake lights)
• ☐ Inspect tires for damage, proper inflation
• ☐ Check fluid levels (oil, coolant, brake, power steering)
• ☐ Test horn
• ☐ Inspect windshield for cracks
• ☐ Test windshield wipers and washers
• ☐ Check mirrors - adjust as needed
• ☐ Inspect underneath for leaks or damage
• ☐ Test brakes in parking lot before departure

Troubleshooting

Technicians Not Following Procedures

Problem: Tasks skipped or done incorrectly

Solutions:

• Make procedures easier to access (QR codes on equipment)
• Shorten procedures - remove unnecessary steps
• Provide training on why each step matters
• Implement spot checks or audits to verify compliance
• Collect feedback - maybe procedures need updating

Maintenance Marked Complete in ARMOR But Tasks Not Done

Problem: Counter reset but work wasn't actually performed

Solutions:

• Require documentation before marking complete (photo, checklist scan)
• Implement supervisor approval workflow
• Separate permissions: technicians can't mark complete, only supervisors can
• Periodic audits - check equipment for signs of neglected maintenance

Procedures Outdated or Incorrect

Problem: Equipment changed, procedure no longer accurate

Solutions:

• Implement version control and review schedule
• Encourage technician feedback - "Report Incorrect Procedure" link
• Assign procedure ownership to experienced technician or supervisor
• Review procedures annually or when equipment is updated

What's Next?

After establishing task lists and procedures:

• Viewing & Completing Maintenance Events - How technicians mark maintenance complete in ARMOR
• Maintenance Calendar View - Visualize upcoming maintenance for scheduling
• Upcoming Maintenance Report - Generate reports for maintenance planning
• Linking Maintenance to Goals - Combine preventative and performance-based tracking

Getting Help

For guidance on integrating ARMOR with your work order or CMMS system, contact the ARMOR Support Team. We can provide API documentation and implementation advice.