Field asset and Furniture surveys are typically carried out by estate staff as part of their normal duties. Surveys may be pre-planned, or may be setup to allow for ad-hoc reporting when staff see something that needs doing. The staff can record the inspection using the Tree Survey or Asset Survey Android™ applications (on their mobile phone or tablet), or the data can be noted down and later entered directly into the OTISS web site.
We use the term furniture as a general term for items of outdoor infrastructure, for example:
- estate/farm furniture: gates, fences, signs, water taps, water meters, water troughs, stiles, kissing gates, etc.
- park furniture: benches, signs, notice boards, playground equipement, water taps, stiles, kissing gates, gates, fences, etc.
- street furniture: signs, lamp posts, litter bins, post boxes, etc.
Viewing the Furniture Data
The Furniture button shows the furniture/assets as rows on a table/spreadsheet. Read more about how to sort and filter the data and edit the data. The spreadsheet can be used to select/filter items, and then various reports can be created.
The survey form can be customised to suit your own working practice and for each individual client’s requirement – see below.
The table (at bottom of this page) lists the data that is recorded for each site furniture inspection.
For each estate, you setup up a list of Asset Categories. Each category consists of a number of Asset Types. Each Asset Type can be assigned a map icon. See the Estate-> Furniture Survey. Addition Asset Types can also be added when using the OTISS survey apps.
On the survey forms, each item is assigned to one of the Asset Types. The optional SubType field allows for further distinctions to be recorded (if required) – enter some text or select from the configurable dropdown list.
Each Asset Category or individual Asset Type can be configured to have a slightly different survey form. This is intended where some of the survey data fields are not relevant to specific asset types and so can be omitted from the survey forms. Similarly, some fields can be configured with different drop down lists for the same field.
The Description and Survey Notes fields allow for free text entry. But to speed up the survey process we provide a means of quickly entering your commonly used sentences and phrases. Below each field there is another button that allows you to select from a list of commonly used sentences and phrases, these are appended to the text field and can then be modified to suit this particular inspection. You can customise this list of commonly used sentences and phrases via the Customise Survey button on the Furniture page – see below.
The survey form has three separate Recommendation fields to record what work is required. Each recommendation field has a separate Timescale/priority, so that you can itemise short and long term work/maintenance recommendations. The Timescale fields record your suggestion of how quickly the work should be carried out; e.g. Urgent, 3 months, 1 year, etc. On the Maps page, you can colour code the icons based on when the recommendation/work is due for completion.
You have two options on what to do when there are no actions required on a particular item. For some surveys, it is best to fill in the Recommendation field to say ‘No action required.‘ (or similar) and set the Timescale to ‘No Action‘. This provides an explict record of your recommendation and will be shown in all the Survey and Recommendation reports. Alternatively, you can simply leave the Recommendation fields blank. In this case, the Recommendation reports will be shorter, and focused on the works/actions required.
The Recommendations fields allow for free text entry. Below each field there is another button that allows you to select from a list of commonly used work items, these are appended to the text field and can then be modified as required. You can customise the Recommendations and Timescale fields via the Customise Survey button on the Furniture page – see below.
Shape and Location
Furniture items can be shown as POINT, LINE or POLYGON shapes. The Shape field is used to control how an item is displayed. Simply select a new shape and press Save – the location co-ordinates will be automatically converted to the required shape.
The location coordinates are shown in the standard Well Known Text (WKT) representation for GIS objects. We don’t expect that you will ever need to edit these coordinates directly. It is recommended to change the shape and location on the Map page. Valid WKT formats are as follows:-
- POINT (x y)
- LINESTRING (x1 y2, x2 y2, x3 y3, …)
- POLYGON ((x1 y1, x2 y2, x3 y3, …, x1 y1)) – NB: the last set of coordinates must be the same as the first.
Map Icon Colours
The colour of the map icons can be configured based on the data values assigned to some of the survey fields. The Furniture Colours panel is found via the Customise Survey button on the Furniture page.
The Populate Colours button allows you to pick one of the supported fields and it will create/update the colour key for that field. It will search the surveyed items and add a value-colour entry for all the data values found. You can then use the Edit button to select a row and change the colours.
The Work Due value is calculated from the date of the inspection and the recommended timescale of carry out the work. Different colours can be setup to represent the priority of the required works; (a) no recommendations/no work required, (b) work already overdue, (c) work due within the next year, (d) work due after 1 year.
Customise the Survey Form
You can customise most of the fields on the survey form via the Customise Survey button on the Furniture page – i.e. those field marked with a * in the table below.
- The field’s name can be changed. A shorter name is suitable for columns in tables and spreadsheets, whereas a more informative name can be used on the survey forms.
- A picklist of common values will speed up data entry on the mobile devices. This can be ‘suggestion’ list where you pick an item from the list but can also entry a value manually; or you can tick the “Value must be one of the list below” box, which means that you can only select from the list (i.e. manual entry is not allowed). It may be worthwhile adding ‘not applicable’ or ‘not recorded’ to the picklist for when an actual/sensible value is not appropriate.
- Set some fields as mandatory so that you do not forget to provide a value when filling out the survey form.
- Hide any unwanted fields to make the survey forms shorter and uncluttered.
- You can configure minimum and maximum values for the numeric fields.
With the Survey Templates button, you can copy a survey that you setup for a different client. Use that as a starting point and then modify it further as required for this client.
OTISS is constantly developing to suit our users’ requirements. Please contact us if you have suggestions for features or options that you would like to see.
Furniture Data Fields
|Survey & Site||Each inspection is carried out within a Survey. The Survey dictates the site for this item.|
|Shape*||Select Point, Line or Polygon|
|Location||The location – stored as longitude/latitude in the GIS database. Also displayed as national grid references. Assets can be drawn as points, lines or polygon – see Shape below.|
|Reference||A reference name or number. e.g. DX06542, BD-32-11.|
|Type||An item/asset type selected from a list of furniture, e.g. gate, fence, sign, bench, water meter, etc.|
|Subtype*||A subtype or category.|
|Description*||A detailed description of the item. For example: its general structure, its location, potential issue, etc. This information tends to be unchanging between inspections.|
|Inscription*||A record of any inscription, information or warnings on the item.|
|Survey Notes*||Detailed notes of what was seen during this inspection.|
|Inspection Cycle*||How long before this item should be inspected again, e.g. 1 Year, 2 Years, 5 Years, etc.|
|Condition*||A summary of the overall condition: good, fair, poor|
|Number of Items*||Usually 1. But can be used to record the number of items the a group, or how many steps, etc.|
|Height*||A measurement or estimate of the height in metres.|
|Length*||A measurement or estimate of the length in metres.|
|Width*||A measurement or estimate of the width in metres.|
|CustomText1*||A configurable text field (max 50 letters).|
|CustomText2*||A configurable text field (max 50 letters).|
|CustomText3*||A configurable text field (max 50 letters).|
|CustomNum1*||A configurable decimal number.|
|CustomNum2*||A configurable decimal number.|
|CustomNum3*||A configurable decimal number.|
|Recommendation 1, Timescale 1*||A set of recommendations for maintenance work required. A timescale for these recommendations, e.g. No Action, Urgent, 6 Months, 1 Year, 2 Years, etc.|
|Recommendation 2, Timescale 2*||Another set of recommendations for maintenance work required. A timescale for these recommendations, e.g. No Action, Urgent, 6 Months, 1 Year, 2 Years, etc. These fields are often hidden if you only want to have one set of recommendations.|
|Recommendation 3, Timescale 3*||Another set of recommendations for maintenance work required. A timescale for these recommendations, e.g. No Action, Urgent, 6 Months, 1 Year, 2 Years, etc. These fields are often hidden if you only want to have one set of recommendations.|
|Date Inspected||The date on which the item was inspected.|
|User Name||The name of the person who carried out the inspection.|
|Removed||When an item is ticked as ‘removed’, then it will no longer appear on the maps or reports showing the ‘most recent’ survey data for that site. The previous survey data is retained, and can be seen when a specific survey is selected.|