February 5, 2012 To: Canadian Digital Track Notebook Users From: Tom Price, Specialist Track Work Methods Subject: Immediate Need to Improve DTN Inspection Record Quality CP has just completed two Federal audits of our Digital Track Notebook inspection recording system. The DTN system received very positive comments with respect to its ease of use and ability to view due and completed inspections as well as outstanding defects. The regulators were able to quickly audit our inspections along with the details of those inspections. Following three days of auditing we received a number of suggestions and one requirement that will help CP improve the DTN recording system. The requirement was an immediate need for CP to work with the track inspectors and those who enter DTN information in order to quickly improve the quality of the inspections that are entered into DTN. This letter is intended to provide our track inspectors with more specific direction for the completion of inspection details so the quality of track inspections records will improve. Specific examples of data entry will follow but a very basic question must be answered first: When we enter inspection and defect details, what are we trying to achieve? One might think that is obvious, however, the federal audits indicate there are many different approaches when answering the question so let s try to answer the question. When you enter inspection and defect details you are actually creating a short story. This story should provide all the details and information of the inspection performed so that a person with no knowledge of the territory nor how an inspection is performed can read the DTN record and understand what was done and what was found. It follows, then that this story should be as complete as possible without turning it into an encyclopedia. No creativity is required: Just Tell Us the Facts. The next few pages should help clarify what both CP and Federal regulators are looking for when inspection details are entered. Our inspectors are the eyes and ears for our maintenance efforts so we want their experience and skill represented on the records they create. Let s go through the Inspection and Defect Details parts of an inspection record. Canadian Pacific February 5, 2012 Page 1
Inspection Details Digital Track Notebook The Inspection Details Comments Box: o Enter information that may have bearing on the inspection: e.g. weather condition, night, quantity of fresh snow, etc. o Do not enter comments about a defect here. Defect Details Regulatory vs. Non-Regulatory Box: o It is extremely important that your measurements, type of defect and class of track actually qualify for a regulatory defect. o If the defect parameters do not qualify for a regulatory defect then the defect must be recorded as a non-regulatory defect. Regulatory Sub Part Box: o The sub parts are listed the same as the RTSR rule book. o What you choose here will determine what is displayed in the Section box. Regulatory Section Box: o Ensure you have the right section selected. o If you don t see what you want you may have to choose a different Subpart. o Keep looking to find the code that is right for your defect. o NOTICE: These codes may change with the new TC Rules coming May 24, 2012. Canadian Pacific February 5, 2012 Page 2
Regulatory Code: o The list you see will be based on the choice you made in Section box. o Make sure what you choose applies to class of track your asset has (e.g. don t use code 4 for a class 1 track). o Take the time to read the codes before you choose. Defect Value and Milepost Boxes: o Always enter your measured value. o The defect value is needed to support all the selections you made above this box. o In some occasions when there isn t a measurement you may enter how many items have caused a defect (e.g. how many broken bars, how many missing bolts, etc.) o The defect value also determines what immediate action must be taken. o The milepost must be entered at all times in order to locate the defect. o If there is more than one defect at the same location, use mileposts to the hundredth (e.g. instead of having three defects at mile post 53.2, show them as 53.20, 53.21 and 53.22). Immediate Action Box: o This box is extremely important to get right. o What you choose depends on the type of defect you have described, your class of track and the value of the defect. o For a regulatory defect No Action Taken and Scheduled Repair are not options. You must act when dealing with a regulatory defect. o For a non-regulatory defect you may choose to use Other- See Comments. If so make sure to add information in the Defect Comments box. Canadian Pacific February 5, 2012 Page 3
Correct Before Date Box: CHANGED o This box is now very important and MUST be completed for each defect. o For regulatory defects enter a realistic date which must not exceed 30 days from the date the defect was found. o Be defect specific as there are some time frames that are less than 30 days (e.g. defective rails can be in hours!). o For non-regulatory defects choose a realistic date. o WARNING: Managers and Inspectors: DO NOT disregard these dates when viewing your Defect Tab. For regulatory defects this date is a hard date and will be monitored to ensure defects are corrected in the proper time frame. Defect Comments Box: o This box is to describe the defect more clearly or to add more specific location information. o Information entered here helps the foreman find the correct location and identify the defect properly. o Do not put information about the repair here. Status Box: o It is a small box and can be overlooked. o If you are doing an immediate repair make sure you choose Closed before you complete the Corresponding Corrective Action Details. o If you are not doing an immediate repair this box must show Open. Corrected Date Box: o Enter the date the repair was made. o This date can be backdated more than 7 days. Corrected By Box: o This is very important because we want to know who is responsible for the repair work. o Enter first name and last name. o Do not enter initials, nicknames, or the maintenance crew name. o We want the name of the person responsible for the work. Corrective Action Box: o Choose the action you used for the repair. o Add more explanation in the Corrective Action Comments Box (e.g. how many feet were surfaced or gauged, how many items were replaced, how far did you spike?) Canadian Pacific February 5, 2012 Page 4
Corrective Action Comments Box: o Do not enter defect information here, just repair information. o Information here explains the final repair and closes the book on the defect. That s about it. Your short story is complete and it should make sense from top to bottom, from defect to asset type, from corrective action to corrected date. Before you save or close a defect or sign a completed inspection, take 30 seconds to read it and make sure it is understandable if read by someone else. Your willingness to enter information in a professional manner will be to your credit and something you can take pride in. If you have questions please contact me. Thanks for your help, Tom Price, Specialist Track Work Methods, Canadian Pacific, Calgary, Alberta 403.319.6925 tom_price@cpr.ca Canadian Pacific February 5, 2012 Page 5