Maintenance Module Process – Follow-Up Action (FUA) Items

The following is a brief summary of the workflow stages for Follow-Up Actions (FUA) within the AssetWise – Maintenance Module. A user is assigned to an FUA when passing or failing an FUA, except when the workflow is changed to either “Transmitted to Bridge Owner” or “Completed.” The Maintenance Module tracks both On- and Off-System FUAs that are initiated, typically during inspections, on all bridge-class structures.
  • Open
    - The inspector (Consultant Inspectors or TxDOT Inspectors) performs an inspection on the structure (i.e., Routine, Underwater, NSTM, Damage, etc.) and identifies items that require typical maintenance or specific structural repairs. The inspector will then create an FUA(s) in the Maintenance Module within AssetWise. Upon completing the required fields, documenting the issue(s) in detail, and uploading a photo(s) of the issue(s), the FUA(s) is then passed to the District Bridge Inspection Office in the
    District Bridge Review
     workflow stage for notification and review.
  • District Bridge Review
     - District Bridge Inspection Personnel review the FUA(s) in the Maintenance Module and determine the next course of action. District Bridge Personnel may choose from the following options as the next step in the workflow:
    • Pass the FUA item on to the Area Office Review workflow stage for review and handling. In some cases, District Bridge Inspection Coordinators work directly with District Maintenance when a Bridge Maintenance Crew or Special Maintenance Crew is available to handle bridge repairs. IN these cases, notify the Area Office as they are ultimately responsible for the structures under their jurisdiction.
    • Pass the FUA item to the Deferred Action workflow and assign the FUA to whomever will be responsible for documenting the completion. See below for more on Deferred Action. Note: This workflow stage is also applicable to TxDOT owned facilities managed through contracts.
    • Pass the FUA item to the local jurisdiction Bridge Owner (Transmitted to Bridge Owner workflow stage). Note: This workflow stage is not applicable to TxDOT owned facilities managed through contracts and is intended only to be used for Off-System bridge
  • Area Office Review
    – The District Bridge Inspection Office passes FUA(s) to the Area Office for review and handling of FUA item(s). Once the recommended action is completed, FUA(s) will be sent through the workflow to District Bridge Closeout. Area Offices may choose from the following options for the next workflow stage:
    • If the Area Office determines the repairs can be done by in-house forces, the FUA is passed through the workflow to
      District Maintenance In-Progress
       for the local TxDOT Maintenance Section to handle.
    • If the Area Office determines the repairs cannot be done by in-house forces, or Area Office has a contract to address the maintenance issue(s)/repair(s), the FUA is passed through the workflow to
      Deferred Action
      . See below for more on completion documentation and
      Deferred Action
      .
  • District Maintenance In Progress
     – In this workflow stage, District Maintenance, a Maintenance Section, Special Bridge Crew, District Bridge Maintenance, etc., will review the FUA item(s) and then properly document completed repairs. Once complete, the FUA item is then passed through the workflow to District Bridge Closeout. Documenting completion of FUA(s) includes:
    • Description of the work performed including prices, materials used, forces used, date work completed, name of the person documenting the completed work, etc.
    • Photo(s) of the completed work.
  • Deferred Action
     - the Deferred Action workflow is reserved for items when the action to resolve the FUA will be performed by contracted forces in the future. This is meant to be a temporary holding stage until maintenance or repairs can happen (i.e., grouping multiple structures together for joint repairs, repairs are beyond the capability of in-house forces, etc.). After a deferred action is completed, upload documentation to show completion as described in the District Maintenance InProgress above. When a repair is complete, pass the FUA to District Bridge Closeout for review and closeout by District Bridge staff.
    • Document the Approved Plans for Priority Level (PL) 1 and PL 2 FUAs in the
      Deferred Action
       workflow stage when the repair will not be performed within the timeframe designated by the assigned priority level. Indicate details for the work to be performed including description of work, funding source, project status, approximate letting date, CSJ or other project ID, indication of plan approval, and who approved the plan. Plan approval may be made by a PE in the district bridge or maintenance chain of authority (e.g., Bridge Inspection Coordinator if PE, Bridge Engineer, TPD, DOM, DOO, or DE). Include a documented monitoring plan noting frequency of site visits as part of Approved Plans.
    • Note: Deferred Action is not intended to be used as an indefinite holding place for FUAs. Frequent monitoring might be required for instances of safety risks.
  • Transmitted to Bridge Owner
     – FUAs are transferred to local entities via their inclusion in inspection report documentation. District Bridge Inspection Coordinators may move FUAs for Off-System bridges to this workflow in bulk after securely transmitting inspection reports. District Bridge staff upload photos and document information received from the Bridge Owners or use evidence of repair documented (descriptions and photos) during inspections to close out Off-System FUAs. Transmit Off-System bridge PL 1 and PL 2 FUAs to owners as soon as districts become aware of them.
  • District Bridge Closeout
     – Once a FUA Item has been repaired, whether it was by inhouse forces or contracted forces, the item is passed back to the District Bridge Inspection Office for final review and closeout of the FUA. Once complete, pass this FUA Item through the workflow to Complete. The District Bridge Inspection Office checks for the following items in their review:
    • Information is filled out properly and completely, detailing the work that was performed.
    • A date is specified for the completion of the FUA. This is the date the repair was completed, and not when it first started.
    • Details on who repaired the FUA item is specified (TxDOT or Contract Forces).
    • Pictures of the completed repair/maintenance item are uploaded into the Maintenance Module. The pictures should clearly show the item was repaired. It is best practice to get a completion picture(s) from roughly the same location that the original picture was taken from.