Review maintenance and test records across a substation fleet
For: Asset manager or maintenance engineer at a transmission or distribution network operator
The pain today
Oil analysis reports, breaker timing tests, relay test sheets and battery discharge tests sit inside work orders. Overdue tasks, results drifting toward limits and findings closed without action are found only when one site is audited.
The ask
“Go through the maintenance work orders and test reports for our substations. For each transformer, breaker, protection relay and battery bank, tell me which required tasks are overdue under our maintenance policy, which test results were outside the stated limits, and which findings were closed without a recorded action.”
Plain words, as you would say it to a colleague. Edit it to fit your case before you send it.
What you attach or connect
- Work order history from the maintenance system
- Test and inspection reports as text
- Maintenance policy with task intervals and limits
- Asset register by substation and bay
The unit of work
One worker task per one asset's record history.
Why a swarm fits
The fleet is a tree: region, substation, bay, asset. A leaf needs one asset's records and the policy rows for its type. Leaves are independent and roll up into site and fleet views.
Not for
Live condition monitoring or alarm handling. It reads recorded results and does not replace diagnostic judgement on a transformer or breaker.
The decision tree
6 typed decisions, each with an action for every answer
At fixed moments in a run, the engine puts one narrow question to a decision model. The decision model never writes text: it answers yes or no with a probability, picks from listed options, or gives a score, about a small slice of the material. The engine then does exactly what this tree says, which is what makes the run auditable. The thresholds are the template's design values, not measured results.
Planner, while planning
Split or keep serialYes or no, with a probability
While planning
Does the asset register list enough separate bays and asset types at this substation for its records to be read independently?
Sees only: One substation's rows in the asset register
Why: Keeps small switching stations as one task and splits only the large sites.
- Yes: 0.60 or higherthenSplit the work
- Unsure: 0.40 up to 0.60thenKeep serial
- No: below 0.40thenKeep serial
Split or keep serialYes or no, with a probability
While planning
Do the work orders for this bay name individual assets, so they can be divided per transformer, breaker, relay and battery?
Sees only: Work order headers for one bay
Why: Splits to asset level only when records can be assigned without guessing.
- Yes: 0.60 or higherthenSplit the work
- Unsure: 0.40 up to 0.60thenKeep serial
- No: below 0.40thenKeep serial
Scope checkYes or no, with a probability
Before work starts on a unit
Does the asset tag or serial on this test report match the asset in the register row?
Sees only: One test report header and one register row
Why: Stops a result from being credited to the wrong breaker or transformer.
- Yes: 0.60 or higherthenAccept
- Unsure: 0.30 up to 0.60thenEscalate to a strong model
- No: below 0.30thenSkip this unit
After workers, the judge checks
Evidence checkA choice among options
After a worker answers
Does the quoted test report state a result for this test, and does the supplied policy row give a limit for it?
Sees only: One quoted test result and the policy row for that asset type
Why: Uses only the operator's own limits and treats a missing result as missing, never as a pass.
- Result stated, within the policy limitthenAccept
- Result stated, outside the policy limitthenMark unresolved
- Result stated, policy gives no limitthenAsk a person
- No result statedthenMark unresolved
Evidence checkYes or no, with a probability
After a worker answers
Does the quoted work order closure text describe an action taken, rather than closing the finding without one?
Sees only: One finding and the closure text of its work order
Why: Finds findings that were closed on paper with nothing recorded as done.
- Yes: 0.85 or higherthenAccept
- Unsure: 0.50 up to 0.85thenEscalate to a strong model
- No: below 0.50thenReject and retry
Accountable person, before anything is settled
Person decidesYes or no, with a probability
Before anything is reported as settled
Does the finding report an out-of-limit result, an overdue task on protection or batteries, or a finding closed without action?
Sees only: One asset finding with its quotes
Why: The responsible asset engineer sees every condition-relevant finding; the swarm assesses no equipment.
Accountable: The responsible asset engineer owns condition assessment and any decision to restrict, repair or replace equipment.
- Yes: 0.40 or higherthenAsk a person
- Unsure: 0.15 up to 0.40thenAsk a person
- No: below 0.15thenAccept
The fleet: who does what
Model tiers by role, not brands: you choose the models. Strong reasoning models plan and reconcile, small fast models do the wide work, and the judge is a decision model from a different family, so it does not share the workers' blind spots.
Planner
A strong reasoning model builds the tree from the asset register and attaches the policy rows that apply to each asset type.
Decisions here:1. Split or keep serial2. Split or keep serial3. Scope check
Workers
Small fast workers from an open-weight family read one asset's work orders and reports against its policy rows.
Designed for 40 to 600 agents, one worker task per one asset's record history. Each worker receives only its own unit.
Judge, from a different model family
A decision model from a different family checks each overdue or out-of-limit claim against the quoted record and limit.
Decisions here:4. Evidence check5. Evidence check
Reconciler
A strong reasoning model rolls findings up by bay, substation and asset family and keeps records that contradict each other.
Accountable person
The responsible asset engineer owns condition assessment and any decision to restrict, repair or replace equipment.
Decisions here:6. Person decides
Checked before anything is accepted
- Every finding quotes the work order or report and the policy limit applied
- Missing records are reported as missing, never read as a pass
- Limits are taken from the supplied policy only, not from general knowledge
What comes back
- Findings per asset with quotes and dates
- Overdue task list by substation
- Asset families with repeated out-of-limit results
- Records that conflict or could not be matched to an asset
What to measure
- Findings confirmed by the maintenance engineer
- Audit findings on sites the swarm had reviewed
- Engineer hours per substation reviewed
- Cost per asset
Names of measures only. No result is claimed for this template.
Templates open in the workspace chat with the ask filled in. Nothing runs until you send it.
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