Entering Pump Out Events

Pump Out Events can be entered via:

§  Facilities Management à Pump Out Events tab

§  Pump Out Management (Main Menu à Pump Outs)

§  Event Management (Main Menu à Events)

§  LinkoHW – Linko Hauled Waste Software (sold separately)

To add an event to track, select a Facility from the <Facility No> or <Facility Name>list box then click the <Add New> button. Complete all the fields, and then click <Save>.

View or Modify

To modify, open the Pump Out Details Screen by clicking on the <Details> Button and click on the <Edit> Button.

Alternatively, you can edit some event information directly in this list view screen by simply changing any data with a white background.

Follow-up Events

When a Pump Out Event is completed, a follow-up event is created. This is user-configurable in Event Admin à Configurations Tab à Local Configurations à All Events à

“Create follow-up Events how?”  Automatically, Prompt, or Never.

“Create follow-up Events based on?”  Due Date or Complete Date.

These settings apply to all types of Events. These settings affect the currently logged on user if Linko is configured with the Security feature. Without Security, they apply to the local computer.

Pump Out Follow-up Event Frequency

A follow-up Pump Out Event is created after a Pump Out has been completed. The Frequency for the Follow-up Event is the Extractor Cleaning Frequency from the Extractor Details for that Facility.

If there is no Extractor or if there is no Cleaning Frequency assigned in the Extractor, then the Frequency for the next Pump Out event, takes the value of the field “Auto Scheduler Freq” for the Pump Out Event Type in Event Admin à Pump Outs tab. This value may be anything the user chooses.

An “Auto Scheduler Freq” of “Permit Pump” will indicate that the frequency of the next Pump Out Event be taken from the Pump Frequency assigned for that Facility in Facility Management.

Buttons

Action performed

Complete All

Allows you to add the Completed date for every event on the screen at one time.  Useful for tracking that letters have been sent for groups of Facilities.  After you “Complete All”, a new Pump Outs will be created automatically based on the Frequencies assigned for that Pump Out Event Type.

Update Due

Mark all Incomplete Events with new Due Date. Clicking this control opens this window:

Enter the Due Date you want to change the Event to.

Delete

Delete an event.

Close

Closes the screen, returns to the Main Menu

Record Selectors

Standard Record Selectors allowing you to move between displayed Pump Outs.

Status Bar

Reduced Status Bar allowing you to view a Calendar, a Calculator, Contact Information, or create a new Phone Log Event.

Group/Filter

Opens the Filter form to create and modify groups and filters.  For more information go to the Filter Form

Quick Filter

Access the Quick Filter function by a Right Click on a field of interest and sort for and select just the records you want to display.

Filter Criteria

Description

Select by:

Facility: Allows you to select, and work with events for a single Facility one at a time.

Group: Allows you to select, and work with events for a whole group of Facilities at the same time.  These groups are created in the Facility Groups Section of the software

Facility No

Displays the Facility number of the Facility associated with the events displayed.  Displayed only when using "Select by: Facility" mode

Facility Name

Displays the Facility name of the Facility associated with the events displayed.  Displayed only when using "Select by: Facility" mode.

Facility Group

Displays the Group name of the Facilities associated with the events displayed.  Displayed only when using "Select by: Group" mode

Due Date

Drop down box offering a list of time periods.  Choosing a time period limits the Pump Out and Disposal Events displayed to the ones that have a Due Date within that time period. The user can create a Custom Date range (See the Custom Date explanation in the List and Details View section of Common Features) or add / modify / delete Date Ranges available in the listing via the Quick View tab of Event Administration.

Category

The Pump Out Management screen only shows Pump Out Groups.

Category / Group

Choose the Pump Out Group type that you would like to filter on.  These can be customized by clicking on the Groups/Filter button above it, but the groups you select will only be Pump Out related.

Item

Description

Add New

Opens the create New Event Pick box to create a new Pump Out event for the selected Facility.  If the Select By Group option button is selected at the Pump Out Management screen, the New Event Pick Box will allow users to select a Facility to create a Pump Out. 

Details

Opens the Event Details Screen. Modifications can be completed by clicking on the <<Edit>> Button.

Facility Name

The Facility that was pumped.

New in version 15, you can double click on the facility name on the Pump Out Events List view, and retrieve contact information from the pop-up screen.

Site Address

Address of the facility for the displayed Pump Out

Event Type

In Pump Out Management, the Event Type will typically be the Default Event type of PUMP.

See Default Pump Out Event Type to configure a different Default Type if you have previously created another Pump Out Type to use.

To create new Pump Out Event types go to the Event Types of Event Administration, Pump Outs tab.

Amount Pumped

How much the Hauler pumped.  This must be a numeric value.

Units

Units for Measuring the volume of waste pumped from the Extractor. 

See “Default Amount Pumped Units” for configuration information.

Due Date

The date that this event is due to be completed.  This date is filtered on by the Quick View Due Date function

Completed Date

Disposal Date

The Complete Date is the date that the Pump Out Event was actually completed. This identifies when the Hauler actually pumped the Trap at the Facility.

The Disposal Date is the date that the Hauler disposed of the pumped materials. Depending on the emphasis of your FOG program, you may not be tracking the Disposal Date of the Wastes, or you may not be receiving that information.

Disposal Information was added to the Pump Out and Disposal event to allow the POTW to track both Pump Out Date and the Disposal date together as part of 1 database record.

Linko’s default setup works this way:  If a user enters a Pump Out Complete Date, the Disposal Date will be automatically populated with the same date. 

See “Use Complete Date as Disposal Date” for configuration information.

When the “Use Complete Date as Disposal Date” is set to NO, then the Date of the Disposal and the Complete Date of the Pump Out must be entered into Linko separately.

This provides the ability to track when the Facility Extractor was pumped (Complete Date); and then see if and when the Hauled Waste is disposed of (Disposal Date).

Manifest #

If you are tracking Pump Outs via a Manifest # you can enter that number here.

Late

This field will display YES if the Pump Out was completed late, or if it is incomplete as of the current date.

Other Field Names and Action Menu – Config Layout

The List View Configure Link Allows you to select which fields are displayed, their width, and order. The Pump Out Management screen has a variety of additional Fields that can be used including additional Facility address info, Extractor info, Hauler info, and Pump Out event information.

Action Menu – Excel Preview

Excel preview will take your current list view and create a spreadsheet view you can export to Excel.

Facility No.

ID of Facility where the Extractor was pumped.

Site Address 2

Address where the Pump Out took place.

State / Zip

State and Zip code of the Facility.

Hauler

When a new Pump Out is created, this information is pulled from the Facilities Management Account Info tab for the Facility. The Inspector may also choose a different Hauler than the one that is listed in the Facility info.

Haulers entered on a manifest will update the hauler entry on the FSE details.

Extractor ID

This item comes from the Extractor Details screen. This is a unique identifier for an Extractor at a particular Facility.

Extractor Description

This item comes from the Extractor Details screen. Allows the user to identify an extractor by its location, size, proximity, and so forth.

Extractor Type

This item comes from the Extractor Details screen. Users define different types of Extractors in the Facilities Administration section under the Extractors tab and apply them to the Extractor..

Flow Seq.

This item comes from the Extractor Details screen. Identifies what point in a multi-stage process belongs to this Extractor when more than one extractor or more than one stage in an extractor is used. This can help identify how the water flows before it enters the sewer.

Trap Size

This item comes from the Extractor Details screen. This value must be numerical and decimals are okay. This Trap Size value from the Extractor is used in a Pump Out Event to check the amount that is Pumped. If the Amount Pumped exceeds the Trap Size you will receive a warning from Linko.

Facility Person Present

You can select from the Contacts for the Facility or add one to the list by simply typing it in.

Waste Type

When you create a new Pump Out, the Waste Type field will automatically fill in with the default type of Pump Out waste. The value typically will be FOG.

See “Default Pump Out Waste Type” for configuration.

Vehicle #

The vehicle number of the Hauler.  If you enter a Hauler and that Hauler only has 1 vehicle, that vehicle is automatically entered here.  Changing the Hauler causes this information to be reset.

Driver

The driver of the vehicle for the Hauler.  If you enter a Hauler and that Hauler only has 1 driver, that vehicle is automatically entered here.  Changing the Hauler causes this information to be reset.

Pump Method

When you create a new Pump Out, the Pump Method field will automatically fill in with the default type of Pump Method. The value typically will be FOG but a user-defined list can be created. The Inspector may choose an alternate or add a new Method to the list.

See “Default Pump Method” for configuration.

Disposal Site

The location the Hauler disposed of the pumped materials.

Disposal Person Present

Personnel of the Disposal site who was present at the disposal.

Created By

You can select from a pull-down list of POTW employees to assign who created the Pump Out.

Assigned To

You can select from a pull-down list of POTW employees to assign who the Pump Out is assigned to.

Performed By

You can select from a pull-down list of POTW employees to assign the party that completed the Pump Out event.

Event Comments

The Inspector can enter explanatory notes in this field (8000 character max). These will be displayed on reports.

Internal Comments

The Inspector can enter explanatory notes in this field. The notes in this field will NOT be displayed on reports. (8000 character max)

Attachments:

Add new attachments or view existing.  See Using Attachments for more details

Complete?

This field will show NO if the event is not complete.

Violation Exists

Has a violation been created in association with this event?  You can create a violation from any event from the Event Details screen.  That violation is then associated or related to the event for the life of the event. Double-clicking this field when it has a red YES will take you to the Violations Management screen where all the violations for that event will be listed. Double-clicking this field when it is blank will ask you if you want to Create a Violation.

Record ID

Linko assigns a unique number to each Pump Out so that it can be searched on. This allows the user to quickly limit their search to one record and report on it or send a letter regarding it.

Buttons

Create Violation

Opens Violation Details page allowing you to create a new Violation for this Pump Out.

New

Clears values and allows you to create a new Pump Out.  While editing, the New, Edit, Close, and Record Selector buttons will be disabled.

Edit

Allows you to edit the displayed Pump Out.  While editing, the New, Edit, Close, and Record Selector buttons will be disabled.

Save

Saves the changes made to the Inspection.

Close

Closes the screen.

Cancel

Cancels any changes made to the Inspection.

Delete

Deletes the Inspection Event.

Attachments:

Add new attachments or view existing.  See Using Attachments for more details

Record Selectors

Standard Record Selectors allowing you to move between the Details of different Pump Out events. 

Status Bar

Reduced Status Bar allowing you to view a Calendar, a Calculator, Contact Information, or create a new Phone Log Event.

Item

Description

Facility No

ID of Facility where the Extractor was pumped.

Facility

Name of Facility where the Extractor was pumped.

Address

Address where the Pump Out took place.

Event Category / Type

This displays that you have selected the Event Category of  “Pump Out “. Linko will automatically enter the Default Pump Out event Type. For configuration see “Default Pump Out Event Type.”

Pump Out / Pump will typically be the event you are performing at this step, but you can create other types of Pump Outs using the Event Administration, Pump Outs tab.

Due Date

The date the Pump Out Event is due to be completed.

Complete Date

Disposal Date

The Complete Date is the date that the Pump Out Event was actually completed. This identifies when the Hauler actually pumped the Trap at the Facility.

The Disposal Date is the date that the Hauler disposed of the pumped materials. Depending on the emphasis of your FOG program, you may not be tracking the Disposal Date of the Wastes, or you may not be receiving that information.

Disposal Information was added to the Pump Out and Disposal event to allow the POTW to track both Pump Out Date and the Disposal date together as part of 1 database record.

Linko’s default setup works this way:  If a user enters a Pump Out Complete Date, the Disposal Date will be automatically populated with the same date. 

See “Use Complete Date as Disposal Date” for configuration information.

When the “Use Complete Date as Disposal Date” is set to NO, then the Date of the Disposal and the Complete Date of the Pump Out must be entered into Linko separately.

This provides the ability to track when the Facility Extractor was pumped (Complete Date); and then see if and when the Hauled Waste is disposed of (Disposal Date).

Extractor ID

The Extractor’s ID number for that Facility. Other Extractors for that Facility can be selected from the pull-down. This will show all the Extractors for the Facility that do not have a retire date. If a retire date has been assigned then the extractor does not show up in this list. When creating a new Pump Out, if only 1 Extractor exists, for a Facility, it shows up in this field automatically.

Manifest #

A number that the POTW uses to identify the Pump Out. This number is not required and does not have to be unique. Manifests are typically printed up ahead of time with unique numbering schemes. Linko does not auto-create the Manifest number. This can also be a Manifest number that the Hauler has created, and the Hauler may report several Pump Outs on the same Manifest.

Amount Pumped

The volume of waste pumped from the Extractor. The system will warn you if the amount pumped is greater than or less than the extractor size.  This setting can be found in the Event Administration in System Administration.

Amount Pumped  Units

Units for Measuring the volume of waste pumped from the Extractor.  

See “Default Amount Pumped Units” for configuration information.

Waste Type

When you create a new Pump Out, the Waste Type field will automatically fill in with the default type of Pump Out waste. The value typically will be FOG.

See “Default Pump Out Waste Type” for configuration.

Pump Method

When you create a new Pump Out, the Pump Method field will automatically fill in with the default type of Pump Method. The value typically will be FOG but a user-defined list can be created. The Inspector may choose an alternate or add a new Method to the list.

See “Default Pump Method” for configuration.

Facility Person Present

If you want to track who was present from the Facility during the Pump Out, you can select from the Contacts for the Facility or add one to the list by simply typing it in.

Late Event

Linko automatically sets this field when the Pump Out is overdue or if it is completed late.

Has Viol

Linko automatically sets this field when the Pump Out has a Violation associated with it.

Created by

You can select from a pull-down list of POTW employees to assign who created the Pump Out. It defaults to the currently logged on user if Linko is configured with the Security feature.

Assigned to

You can select from a pull-down list of POTW employees to assign who the Pump Out is assigned to.

Performed by

You can select from a pull-down list of POTW employees to assign the party who completed the Pump Out event.

Pre Notify/Post Notify?

Pre Notify Events are created within any of the Events screens (Samples Included).   Pre and Post Notify will automatically generate events before and after the original events are due.  For example, users can create a pre-event to notify POTW personnel of an upcoming sample event.

This is a discontinued feature provided for backwards compatibility. Please see the Pre / Post Configuration setting.

Event Comments

The Inspector can enter explanatory notes in this field (8000 character max). These will be displayed on reports.

Internal Comments

The Inspector can enter explanatory notes in this field. The notes in this field will NOT be displayed on reports. (8000 character max)

Pump Out and Disposal Event Details:

Differing Functionality when using Linko’s Hauled Waste Module (LinkoHW)

Hauler

This is a list of the Haulers in the database. If a user selects a Hauler whose permit has expired, the user will be notified to consider making a different selection.

When adding a new Pump Out, if a Hauler / Pumper has been assigned to this Facility in Facility Management, it will be automatically added into this field. The Inspector may also choose a different Hauler than the one that is listed in the Facility info.  The FSE details will update if a different hauler than the default is selected on the pump out manifest.

Haulers are added to the database via the Linko Hauled Waste Module (LinkoHW) when it is installed.

Otherwise, you can add Haulers to the database via the Haulers Tab in Facility Admin.

Vehicle Number

The vehicle number of the Hauler. This field is available only when Linko Hauled Waste Module (LinkoHW) is used.

A user must select a Hauler to be able to select a Vehicle. If a user assigns a Hauler and only 1 Vehicle exists for that Hauler, it is defaulted to this field. If a user assigns a Hauler and Vehicle, and then changes the Hauler, the user is requested to change the Vehicle also. A user may enter a Vehicle Number that is not in the list, and they will be prompted to add it to the list.

Driver

The driver of the vehicle for the Hauler. This field is available only when Linko Hauled Waste Module (LinkoHW) is used.

A user must select a Hauler to be able to select a Driver. If a user assigns a Hauler and only 1 Driver exists for that Hauler, it is defaulted to this field. If a user assigns a Hauler and a Driver, and then changes the Hauler, the user is requested to change the Driver also. A user may enter a Driver that is not in the list, and they will be prompted to add it to the list.

Disposal Site

The location the Hauler disposed of the pumped materials. This field is always available. A user can assign a Disposal Site to a Pump Out even when the Linko Hauled Waste Module is not in use.

Disposal Sites with a retire date will not show in the drop-down list.

Disposal Sites are added / managed via the Disposal Sites screen under the Facilities selection of the Menu Bar.

Linko will compare the Expiration Date on the Disposal Site to the Complete Date of the Pump Out and warn you if the date is out of range. (You can’t dispose of a Pump Out at an Expired Disposal Site.)

Using Linko Hauled Waste (LinkoHW):

If a Hauler has been assigned a Default Disposal Site in Hauler Management in Linko Hauled Waste (LinkoHW), that disposal site is automatically entered into the Disposal Site field when a new Pump Out Event is created. If you then select a different Hauler from the drop-down list, the Disposal Site is not changed.

Disposal Person Present

Personnel of the Disposal site who were present at the disposal. This field is always available. Choose from a list of all the Disposal Persons ever entered for all Pump Outs ever disposed of at that Disposal Site. You may also type in a person of your choice.