Jordan Rail Operating System
A unified platform for plant and equipment management, workforce compliance, and rail-network operations — integrating scheduling, field inspections, maintenance, procurement, freight, reporting and traceability into one auditable system of record.
System Summary
The Jordan Rail Operating System is a role-based platform (Admin, Manager, Worker/Workshop) that connects every operational layer — from a scheduled rail job and its allocated plant, through pre-mobilisation inspections, breakdown repair lifecycles and procurement, to compliance sign-off, payroll and analytics. Records are cross-linked by reference number and entity ID, giving full traceability from a single work order to every inspection, repair, PO and invoice it produced. Real-time subscriptions keep the workshop floor, manager overview and interactive screens in sync, while automated notifications and scheduled reminders drive timely action without manual chasing.
Scheduling & Work Allocation
Plan, allocate and mobilise plant, personnel and transport across projects with conflict-aware scheduling and automated job generation.
- Work Schedule with fatigue validation, conflict detection and plant/attachment allocation
- Equipment Availability & Gantt views for forward resource planning
- Transport & Logistics Schedule with driver notification and docket generation
- Automated hire task generation and shift reminders sent to workers
- Work Orders flow from accepted quotes to live job-progress tracking
- Rail gauge, project and client linkage for every scheduled job
Compliance & Document Control
A single source of truth for policies, procedures, SWMS, bulletins and register currency — with version history and scheduled review.
- Document Control Register tracking revisions, review intervals and currency status
- Policies, Procedures & Compliance library with AI-assisted digital versions
- SWMS builder with hazard register, PPE, legislative links and version history
- Bulletins & Safety Alerts with digital sign-off and correspondence logging
- Manager-controlled document visibility (visible_on_app toggles)
- Automated expiry and revision-due notifications
Field Checks & Inspections
End-to-end inspection lifecycle from pre-mobilisation through battery life checks, dry-hire and post-hire — with defect capture and repair creation.
- Pre-Mobilisation Inspections with 9-section checklists, defect register and supervisor sign-off portal
- Pre-Check, Dry-Hire and Post-Hire inspections with shareable PDF reports
- Battery Life Checks with auto-breakdown handling for non-starting plant
- Rail Gauge Conversion forms with back-to-back measurement and on-track testing
- Plant Commissioning Reports with modular checklist and profile auto-linking
- Workshop & Site Pre-Start meetings with attendee sign-off and rich-text minutes
Freight & Logistics Management
Coordinate transport contractors, delivery dockets and plant movements with GPS traceability and insurance tracking.
- Transport Schedule with job status, driver assignment and notify-driver workflow
- Transport Contractor register with insurance, service areas and compliance flags
- Delivery Dockets and transport dockets with hours capture and PDF export
- GPS tracking integration (WhatsGPS) for live fleet location
- Vehicle checkout logs and vehicle policy sign-off workflows
- Automated transport insurance renewal reminders
Reporting & Analytics
Operational, financial and sustainability reporting across fleet, repairs, invoicing and compliance dimensions.
- Plant Analytics with inspection, maintenance and repair performance charts
- Repair Cost Dashboard and breakdown analytics with recurrence tracking
- Invoice Report, Invoicing Reports and AI Docket Scanner
- Sustainability Report with consumption calculations
- Fuel Reporting — dispenser-imported usage analytics with quarterly BAS/FTC (fuel tax credit) reporting
- Manager Overview dashboard with live clock status, tasks and shift reminders
- RFQ Dashboard, quote analytics and competitor pricing comparison
Maintenance & Preventive Care
Proactive and reactive maintenance management — from PM schedules and service history to breakdown repair lifecycles.
- Preventive Maintenance schedules with auto-generated work orders and service history logs
- Repairs & Breakdown Centre with full repair lifecycle: report → approve → allocate → complete → close
- Plant Repair Reports with parts-from-stock, contractor costs and labour calculations
- Tag-out / lock-out tracking with photo evidence and return-to-service workflow
- Service contractor register linked to repairs and POs
- Fleet maintenance auto-updates on service completion
Analysis & Traceability
Every record is linked, audited and traceable — from a scheduled job through to the inspection, repair, PO and invoice that followed.
- Cross-entity linking: Work Schedule → Pre-Mob Inspection → Task → Repair Report → PO → Invoice
- Full change history and audit trails on POs, tasks, SWMS and compliance documents
- Task history tracking with author, timestamp and field-level diffs
- Correspondence logs capturing every email sent/received against a PO or bulletin
- Reference numbering (JR-PS, JR-SWMS, PR-YYYYMMDD) for unique document identity
- Recurring-repair detection and unit-level repair history
Plant & Equipment Compliance
Fleet profiles, attachments and safety equipment registers kept current with inspection intervals and network approvals.
- Fleet list with unit profiles, network approval matrix and visibility controls
- Machine Attachments and Hydraulic Flow & Pressure reference register
- Unified Specifications register — AI-designed spec documents for plant, attachments, methodologies and tasks
- Lifting Equipment register with assessor-led inspections and due-date tracking
- Fire Extinguisher, First Aid, Spill Kit and Fall Protection registers (3-monthly assessor + pre-mob + daily)
- Height & Slew Key register and EWP compliance records
- Electrical Test & Tag and MSDS registers with currency status
Worker & Rail Compliance
Operator competency, RIW roles, inductions and rail-network approvals managed per worker and per network.
- Worker profiles with inductions, VOC, tickets, medicals and document tracking
- RIW Roles & Classifications with network-level mapping and compliance dashboard
- VOC (Verification of Competency) assessments and records
- Induction Packs with digital sign-off, access control and presentation flow
- Network Approval Matrix linking plant + operators to rail networks and gauges
- Competency Matrix mapping workers to required skills and tickets
Procurement & Inventory
Purchase orders, parts and hydraulic fittings — from field Quick PO through to stock receipt and inventory sync.
- Purchase Orders with line items, GST, provider linking, approval flow and close-out
- Quick PO (field) for managers/admins with instant PO number and office finalisation
- PO Dashboard with status analytics and correspondence logging
- Parts Inventory and Hydraulic Fittings with add-to-stock from PO line items
- Suppliers and Service Contractor registers feeding PO auto-fill
- Inventory sync on PO close-out with backorder support
Health, Safety & Environmental
Hazard dashboard, incident reporting and environmental observations keeping the workforce and sites safe.
- Hazard Dashboard consolidating safety risks across registers and inspections
- Incident Reporting with analytics, corrective actions and bulletin generation
- Environmental documents, site procedures, observations & corrections and tools
- Compliance Calendar surfacing all upcoming due inspections and reviews
- Safety Dashboard with across-register status and overdue alerts
- QR Code Library for instant access to manuals and compliance docs in the field
Payroll & Timesheets
Clock in/out, daily timesheets and manager review with public-holiday and RDO awareness.
- Workshop tablet sign in/out with PIN security and self-only enforcement
- My Timesheet with leave requests, expenses and daily hour capture
- Timesheet Review for managers with approval workflow
- Payroll overview with public holiday and RDO calendar integration
- Interactive Screen clock widgets with real-time sync across all surfaces
- PIN recovery via SMS verification
Notifications & Automation
Automated reminders, sign-off requests and alerting across the system keep work moving without manual chasing.
- Scheduled reminders for inspections, document reviews and insurance renewals
- Automatic manager notifications on PO submission, breakdown and sign-off requests
- Daily job and shift reminders to workers
- Equipment status and maintenance alerts
- In-app notifications centre with user preferences
- Real-time sync via entity subscriptions across workshop, manager and interactive screens
End-to-End Traceability
Every step is linked by reference number and stored entity ID, so any record can be traced forwards and backwards through the chain — the foundation of the system's auditability.