Chintaro version 2018.11.30 or later now includes the necessary fields for thew reporting of Smoke Alarms, Exit Lights and Thermostatic Mixing Valves. This reporting is mandatory for some Australian states to comply with state based regulations, but may be useful to other states/countries internal reporting also. This solution details how to set up Chintaro to accommodate for this reporting.
Setting Up Reference Tables for Smoke Alarm/Exit Alarm/Thermostatic Mixing Valve Item Types
Before you're able to run a report on Smoke Alarm Compliance, certain fields need to be set up in Chintaro.
From the Home Screen, open the System Maintenance menu, followed by Reference Tables and scroll down and select the Item Type table:
In order to report on Smoke Alarms, Exit Lights and Thermostatic Mixing Valves, they need to be set up a Inventory Items, all with an Item Type. In this screen, look for any Item Type that is either one of the 3 items listed, and select the relevant Safety option from the drop down list:
Repeat for all Items that you would like to record as either Smoke Alarms, Exit Lights or Thermostatic Mixing Valves, and if the Item Type you would like to report on is not in the list, add each Item Type individually at the bottom row in the box next to (New), then select what Safety option it is to be categorised to from the Safety drop down list:
Exit the Reference Tables screen.
Setting Up Properties to record the HOMES Reference Number
Next, you will need to add the HOMES Reference Number to each of the Properties that you are required to report on. To do this, click the Home button, then open the Property Search Screen by clicking Property in the Toolbar, and open a Property that you would like to add the HOMES Reference Number to, then click the Reporting tab:
In the HOMES Data section, add the Property's HOMES Property Reference Number:
Repeat for all Properties that have a HOMES Reference number.
If you do have existing Inventory Items for Smoke Alarm, Exit Lights or Thermostatic Mixing Valves
If you already have Inventory Items set up in Chintaro for Smoke Alarms, Exit Lights or TMV's, you will see an Inventory Item in a Property that looks similar to the following:
Enter the quantity of items in the Quantity box:
Next, ensure that the Cyclical Maintenance on this Item fields are filled in, with the Maintenance Cycle (the basis of time-frame you would like Chintaro to create the Maintenance Tasks) and the First Maintenance date (the date you would like the first Cyclical Maintenance Task created):
Repeat for all Inventory Items with an Item Type of Smoke Alarms, TMV or Exit Lights in the system.
Reporting on Smoke Alarm, Exit Light and TMV Maintenance
Once you have updated all Inventory Items in the system, you can run the necessary report by going to the Home Screen, clicking Properties and opening the Manage Inventory Items screen:
Filter the Item Name column by the Items you would like to report on (EG Smoke Alarms):
Scroll to to the right hand side of the screen to see the following:
|Column Name||Description||Where in Chintaro?|
|HOMES Reference Number||If your organisation is required to report on HOMES Data you must have a HOMES Reference Number in each Property you are reporting on.||Property > Reporting tab > HOMES Reference Number field.|
|Safety Quantity||Number of Items to be checked in Property per Inventory Item||Property > Inventory > Safety Quantity box (only available if Smoke Alarm, Exit Light or TMV selected).|
|Safety Last Checked||The date the last Maintenance Task for this Inventory Item was closed.||Maintenance Task > Completion Details > Actual Completion Date|
|Safety Last Outcome||A description of the works completed for the last Maintenance Task for this Inventory Item was closed.||Maintenance Task > Completion Details > Work Completed:|
|Safety Checked By||Tradesperson allocated to the last Maintenance Task||Maintenance Task > Tradesperson Details:|
|Safety Next Checked||The date the next maintenance is due on the item(s)||Property > Inventory > open Inventory Item > Cyclical Maintenance on this Item > First Maintenance:|
|Safety Interval||The time interval in which the maintenance is due on the item(s)||Property > Inventory > open Inventory Item > Cyclical Maintenance on this Item > Maintenance Cycle:|
NOTE: If the Safety Last Checked field is showing a time (12:00:00) or is blank, and the Safety Last Outcome is showing as No Report, it means this is a new Inventory Item, and Chintaro hasn't created any cyclical tasks to populate the screen yet.
When you are ready to report on the data in this screen, click the Export button at the top to take the data out of Chintaro and populate it in Excel.
If you do not have existing Inventory Items for Smoke Alarm, Exit Lights or Thermostatic Mixing Valves
The data required for this reporting needs to have an Inventory Item to link Cyclical Maintenance To. Please click this link to see How to Set Up Recurring Maintenance Tasks (Cyclical Maintenance) or contact firstname.lastname@example.org for assistance with setting up Cyclical Maintenance.
If you would like further assistance
Chintaro Support are here to help if you would like assistance with anything in this solution. Please email email@example.com and request a Go To Meeting for assistance if you would like us to assist you in setting up Smoke Alarm, Exit Light or TMV Inventory Items for reporting.