STANDARD OPERATING PROCEDURES Inspections Application - Mobile For Maintenance Supervisors and Maintenance Techs Revised: July 3, 2018 Singh Management Company 7125 Orchard Lake Road, Suite 200 West Bloomfield, Michigan 48322 www.singhweb.com v4.30.18 1
HOW-TO: Utilize the Yardi Inspections mobile application The following instructions will assist you in creating, performing, and completing inspections using the new Yardi Inspections Module, both through your desktop Yardi access and through the mobile application now located on your tablets. PART 1: Creating an Inspection Step 1: You will notice on the first screen is empty. This is where pending inspections will be accessible once they are created. To begin a new inspection, click the + symbol in the upper right. Step 2: When selected, a new screen will pop up titled Inspection Entity. Nine times out of ten, you will be selected Unit as most inspections pertain to an individual unit, but we will have inspection that are property based, such as landscaping or lighting inspections. In those cases you can also select Property, as we do not have inspections broken down into the other categories.
Step 3A: Unit-centric inspections are inspections on the unit itself, not pertaining to the resident. This will be the majority of your inspections, including vacant inspections, preventative inspections, and REAC inspections. On this screen, you will be entering the basic information to set up your inspection. RED: You can use these hyperlinks to search available options to select property and unit. (Mandatory) GREEN: You can manually enter the property and unit information as well if you know it. (Mandatory) PURPLE: You can select the template for the inspection that you wish to conduct. (Mandatory) YELLOW: All other fields, including scheduled future time, estimated duration, and any notes. (Optional) STEP 3B: Resident-centric inspections are inspections that need to include the resident s information. This will allow us to connect inspections historically to the resident and not just the unit. This will only be used with the unit inspection checklist for move-ins and move-outs unless otherwise informed. In the screenshot below, click the resident hyperlink bemeath Unit and select the current resident for that specific unit.
Part 2: Performing an Inspection Step 1: When you save in the previous section, you can now select the inspection from the home screen. From there, you can select Assign, which will send you back to the main screen again. From there, you can begin performing the inspection. Step 2: This page will give you a layout of the previous information that connects to Step 3 in Part 1. Had we selected the Resident hyperlink we could have attached the inspection to the tenant as well. To proceed, we will click the next arrow in the bottom right. You can also select the back arrow in the bottom left to head back to the previous screen at any time during the inspection.
Step 3: The inspection is now open to perform. By selecting the green arrow, you will begin the timer on the inspection. The timer will log with the inspection to let us know how long the inspections are taking on average to complete. You can select it to start the inspection as well as the red circle that will eventually appear to pause the inspection at any time until it is complete. Step 4: Once the inspection has started, the checklist will be open to you. You can use the + and - icons to open and close sections of the inspection. Any items marked with the asterisk * are required to complete the inspection. To proceed to those portions, press the magnifying glass on that line.
Step 5: This is the drilled-down portion of each inspection, where you will make you observation on the specific part of the inspection and save your notes. There are a variety of different options to choose from, which are all detailed below: RED: Rating: Here you can select a decision based on the template. Some will give you a rating option from Excellent to Poor while others will simply offer a Pass or Fail. This selection will determine whether or not this portion of the inspection passes or fails. RED: Responsibility: This section, in most cases, will only be used for move-out inspections. From here, if there is a failing grade in the Rating section, you can select who is at fault, the community or the current resident. This will assist you in assessing damage charges when processing the move-out. RED: Observations: When you select the SET button, the following screen will come up. This screen will allow to select what will need to be done if the inspection has failed. In most cases, it will simply say Repairs Required which will generate a work order for your further review.
RED: Notes: You can select this section to type in any additional notes during the inspection. YELLOW: While the section in this example is currently an empty space, a button will appear here that can open up additional instructions to be reviewed during this inspection. GREEN: If there is a failure, or even sometimes just as a note for a passed inspection, an image is required in order to complete this portion. You can select the image tab, open the camera, and take a picture. This will attach directly to the inspection for further reference. RED ARROW: When you have completed this section, make sure to SAVE. Step 6: As you continue, you ll notice that a green check mark will appear in place of the magnifying glass. This signifies that you have given a pass rating to this section. If it were to be a failure, it would be a red X. However, you can access these again at anytime during the inspection. Once all of the magnifying glasses in required areas have turned to either a green check mark or red X, you can begin completing the inspection.
Part 3: Completing the Inspection Step 1: Once all options have a green check or red X, proceed to the finalization steps by pressing the double forward arrows in the bottom right. Step 2: You will now reach the finalization screen. This will detail area that you can edit before submitting the inspection. Continue on the next page to see the how to finalize the inspection.
RED: Select a primary status of pass/fail. In some instances, you can also select complete if you are just submitting completed information without ratings. Otherwise, select pass/fail. YELLOW: Add any additional notes you would like to see. BLUE: If an inspection has failed, you can select the re-inspection checkbox, which will automatically regenerate a follow-up inspection with the same parameters as the original. Use this only if required. PURPLE: Any failed details can be reviewed her specifically. More on this later. GREEN: Press the edit button next to this option to open the signatures page. This will only be required for situations where a resident or outside source may be included. If it is an in-house inspection, the signature is not necessary.
Select the Edit button. Use your finger to create the signature and hit submit. From there, return to the finalization screen.
There will be times when an inspection fails. Referring to a one of the previous slides, when this occurs, you will be able to select the option titled Failed Details in order to inspect further and make sure that these details match up with what you believe failed the inspections. From there, you can select Fail in the Primary Status section to fail the inspection, as seen below. Depending on the settings for that inspection, failing an inspection can automatically create a follow-up inspection to be completed at a later date. This will be determined by your system administrator or your regional maintenance supervisor but will appear in your inspections cue on the opening screen if it is present.
Step 4: When you have completed the boxed sections, select finalize at the bottom of the page. When asked if you would like to finalize, select yes. This will bring up the main screen, which will now show the inspection you completed in a reddish color. This means it is ready to be submitted. Do so by pressing SYNC at the bottom. When it syncs, which may take a moment, the inspections will disappear and will load into Yardi as completed. At any time, these inspections can be reviewed from a desktop computer by anyone who has access to the property. From there, you can make any additional edits or add information. In the next section, we have a few screenshots from Yardi on the desktop to see where to access this information.