Step-by-Step Guide

Understanding the Value of Mobile Mapping

Mobile mapping transforms how irrigation teams locate, document, and maintain assets across their sites. The primary benefit is eliminating wasted time searching for buried or overgrown components. When crews dedicate time to thoroughly mapping all system components—valves, backflows, controllers, splices, and more—they create a reference library that saves hours on every subsequent service call.

Field technicians can pull up work orders on their mobile devices and immediately see GPS directions to the exact valve or component that needs attention. They can view photos showing what's in the ground, reference pictures showing landmarks for locating the asset, and physical descriptions of the location. This means technicians arrive on site with the right parts and tools, eliminating return trips for additional supplies.

The mapping process requires dedicated effort upfront. Crews spend significant time walking sites, using wire tracers and metal detectors to find components that may have been buried for years. The challenge is ensuring crews fill out every field completely rather than taking shortcuts. Establishing a quality assurance process to review collected data helps maintain data integrity.

Accessing the Mobile Mapping Tools

1. Ensure you're using WeatherTRAK Mobile 3.0. If you're using WeatherTRAK Mobile 1 or 2, update to version 3.0 to access all current mapping features.

2. Open the WeatherTRAK Mobile app and navigate to the Sites section.

3. Select the site you want to map. You can select the site level or drill down to a specific controller.

4. Look for the mapping pin icon in the upper right corner of the screen. This icon appears on both the site view and controller view screens.

5. Tap the mapping pin icon to open the site map for that location.

Understanding Your Location on the Map

When you first open the site map, you'll see a blue dot representing your current physical location. This is the location of your smart device, and it updates as you move around the site. This feature is invaluable when adding new assets because you can simply stand at the physical location of the asset and drop a pin directly on your position.

As you walk around the site, the blue dot follows you, allowing you to see where you are in relation to all the assets you've already mapped. You can zoom in to see your precise position relative to nearby valve boxes, controllers, or other components.

In areas with weak signal strength, the location may be off by a few feet, but the system allows you to manually adjust pin placement to ensure accuracy.

Adding a New Asset to the Map

1. Navigate to the site map where you want to add an asset.

2. Tap the green plus button (+) at the bottom of the screen to begin adding an asset.

3. Select the type of asset you're marking. The most commonly used asset types appear at the top of the list under "Recent." Scroll down to see all available asset types, including:

• Station valves
• Controllers
• Backflow preventers
• Two-wire splice boxes
• Rain sensors
• Flow sensors
• Master valves
• Pump stations
• Quick couplers
• Custom assets

4. After selecting the asset type, the system automatically drops a pin at your current location (the blue dot). If you're indoors or the GPS signal places the pin incorrectly, you'll need to adjust it in the next step.

Confirming and Adjusting Pin Location

1. After the initial pin is placed, you'll see a confirmation screen showing the pin location on the map.

2. Place your finger on the pin. The pin will "jump up" and attach to your finger, indicating you can now move it.

3. Drag the pin to the exact location where the asset is physically located. Google Maps can be off by as much as 10 feet in any direction, so always verify and adjust the pin placement for accuracy.

4. Once the pin is in the correct location, tap the checkmark to proceed to the asset details screen.

Adding Photos to Asset Records

Photos are one of the most valuable components of asset documentation. They provide immediate visual reference for technicians who may have never visited the site before.

1. On the asset details screen, tap the camera icon or photo field to add images.

2. Take a close-up photo of the asset itself. This should clearly show:

• The type and brand of the component
• The size (for valves, pipes, backflows)
• The condition of the component
• Any identifying markings or model numbers
• What's actually in the ground (the valve, wiring, connections)

3. Take a point-of-reference photo. Step back from the asset and capture a wider view that shows:

• Landmarks that help locate the asset (buildings, trees, art installations, signage)
• The asset's position in the landscape
• Surrounding features that make the location identifiable

One effective technique is to place an orange cone on the valve box, then photograph it with a distinctive landmark in the background. This makes it easy to navigate to the exact spot even when valve boxes are hidden under vegetation or debris.

4. For backflows and other equipment with manufacturer information, take additional photos of:

• Product tags
• Serial numbers
• Model numbers
• Manufacturing dates
• Specification plates

These photos eliminate the need to physically access the equipment just to gather basic information for ordering parts or scheduling replacements.

Selecting Controller and Station Information

For station valves and other components connected to controllers, you must link the asset to the correct controller and station. This is the only information WeatherTRAK requires you to complete, as it uses this data to connect everything in the system.

1. On multi-controller sites, use the Controller dropdown to select which controller manages this asset.

2. Use the Station dropdown to select which station number controls this valve.

While these are the only required fields, completing all other fields dramatically increases the value of your asset database.

Naming Assets Effectively

The Asset Name field is critical for organization and usability. When viewing assets in the desktop version or scrolling through lists on mobile, the asset name is what you'll see first. If you leave this field blank, you'll end up with dozens or even hundreds of assets that all display generic names like "Valve," making it impossible to distinguish between them.

1. Develop a uniform naming convention for your organization and apply it consistently across all sites.

2. Include identifying information in the name, such as:

• Controller designation
• Station number
• Location identifier
• Area name

For example: "Controller-A-Station-12" or "South-Field-Valve-8" or "Area-C-Backflow"

3. Keep names concise but descriptive enough to identify the asset at a glance.

Using the Identifier Field

The Identifier field is an open field that can be customized to meet your organization's needs. One effective use is to track which crew member or assessor collected the data for each asset.

By entering the name of the person who performed the data collection in this field, managers can:

• Monitor the progress of data collection efforts
• Identify which team members may need additional training
• Track accountability for data quality
• Generate reports showing who has completed mapping in specific areas

When you export data to Excel, this field appears as a column, making it easy to sort and filter by assessor.

Writing Effective Descriptions

The Description field should contain a brief, one-sentence summary of the asset and its function. This description appears when you hover over assets on the desktop view and displays prominently in the mobile app, so it needs to be concise and immediately useful.

1. Keep descriptions short—ideally one sentence or a brief phrase.

2. Include the most critical information a field technician needs to know:

• For backflows: "8-inch backflow that controls Area C"
• For RCV valves: "2.5-inch Rain Bird RCV valve"
• For station valves: "1.5-inch valve controlling south lawn"

3. Avoid writing multiple sentences or paragraphs in this field. When descriptions are too long, they become difficult to read in the mobile interface and create unwieldy columns in Excel exports.

4. If you need to include more detailed information, use the Asset Notes field instead (covered below).

The description essentially consolidates the most important details from the Details section into a quick-reference format. While this creates some redundancy, it significantly improves usability for field staff who need information at a glance.

Completing the Details Section

The Details section allows you to record specific technical information about each asset. Complete as many fields as possible to create a comprehensive record.

1. Enter the Brand or manufacturer of the component.

2. Enter the Model number if available.

3. Record the Size (for valves, pipes, backflows, etc.).

4. Enter the Installation Date. This is one of the most important fields for long-term asset management.

Why Installation Dates Matter

The installation date is the single most valuable piece of information for deferred maintenance planning and facility reinvestment strategies. While field crews may initially resist taking the time to research and enter installation dates, this data becomes invaluable over time.

Installation dates allow you to:

• Calculate the service life of components
• Identify assets that are due for replacement based on age
• Plan proactive replacement programs rather than reactive repairs
• Filter assets by age to develop upgrade projects
• Justify replacement costs based on expected lifespan
• Track which brands or models have longer service lives

For example, if you know you have Rain Bird valves that are 25 years old, you can proactively schedule their replacement rather than waiting for failures. If you're phasing out old Valve-Con products, you can filter by brand and installation date to identify which assets should be prioritized.

From a management perspective, this data supports budget requests and capital improvement planning with concrete evidence of asset age and replacement needs.

Entering Unit Prices

The Unit Price field allows you to enter the average cost for each type of component. While this may seem like extra work during initial data collection, it becomes a powerful tool for project planning and budget development.

1. Enter average unit prices for each asset type (valves, backflows, controllers, etc.).

2. When you export data to Excel, you can filter by asset type and use Excel's hover function to instantly see:

• The total count of that asset type
• The average unit price
• The total cost to replace all assets of that type

This gives you immediate cost estimates for upgrade projects. If you need to know what it will cost to replace all RCV valves on a site, you can filter to RCV valves and instantly see the total replacement cost based on your unit prices and asset count.

This data is particularly valuable when responding to budget requests or developing deferred maintenance projects on short timelines.

Using Asset Notes for Detailed Information

The Asset Notes field is where you record detailed, ongoing information about each asset. Unlike the description field, asset notes can be lengthy and are designed to capture information that accumulates over time.

1. During initial data collection, use asset notes to record:

• What the station irrigates (turf, shrubs, hillside, etc.)
• The type of sprinkler heads on the system
• The number of sprinkler heads
• Terrain characteristics (slope, exposure, soil type)
• Coverage area details
• Any special considerations for programming

2. One effective workflow is to have the initial mapping crew collect basic asset information, then have site staff add detailed asset notes during station checks. This distributes the workload and ensures the people most familiar with each station's irrigation needs contribute their knowledge.

3. Use asset notes to document stations that are no longer in use:

• Why the station was discontinued
• When it was taken offline
• Whether the area was repurposed
• If the area is now a natural/non-irrigated zone

This prevents technicians from wasting time trying to restore service to stations that were intentionally decommissioned. When a technician finds a shut-off valve, the asset notes immediately explain that the station hasn't been used for years and why.

4. Each note automatically includes:

• A timestamp showing when the note was added
• The username of the person who added the note

This creates a clear chain of accountability and allows you to track the history of service, modifications, and observations for each asset over time.

Using Custom Asset Types

The Custom asset type allows you to map components that don't fit into the standard irrigation categories. This is particularly useful for organizations that manage both irrigation and other facilities.

Custom assets can be used to map:

• Drinking fountains
• Water heaters
• Domestic water isolation valves
• Plumbing fixtures
• Non-irrigation water features
• Any other water-related infrastructure

One effective organizational strategy is to use custom pins for all domestic water infrastructure, creating a clear distinction between irrigation and plumbing systems. You can then use the asset name and description fields to specify exactly what type of custom asset you've mapped.

By mapping water heaters and other plumbing equipment, you can store model numbers, installation dates, and photos in the same system, giving plumbing crews the same benefits irrigation crews receive. When a water heater fails, the plumber can pull up the asset record and immediately see the model, specifications, and installation date without making a site visit just to gather information.

Saving the Asset Record

1. After completing all fields and adding photos, tap Save to finalize the asset record.

2. The system returns you to the map view, where you'll see the new pin in its designated location.

3. All the information you entered is now stored and accessible from both mobile and desktop interfaces.

Finding Yourself on the Map

When you're out in the field and need to orient yourself relative to mapped assets:

1. Open the site map.

2. Look for the blue dot representing your current location.

3. Use pinch-to-zoom gestures to zoom in and see your precise position relative to nearby assets.

4. As you walk around the site, watch the blue dot move in real-time, helping you navigate to specific assets.

Activating Stations from the Map

Station location pins (marked with a water droplet icon) have special functionality that allows you to manually activate valves directly from the map.

1. While walking the site, identify station location pins (water droplet icons) near your current position.

2. Tap on a station location pin to open its details.

3. Tap the Start button to manually activate that station.

This allows you to perform station checks as you walk the site without returning to the controller or navigating through multiple menus. You can simply tap the station nearest to you and turn it on to verify operation, check coverage, or demonstrate the system.

Getting Turn-by-Turn Directions to an Asset

When you need to navigate to a specific asset—particularly on large or unfamiliar sites—the mapping system can provide GPS directions directly to that component.

1. Open the site map and locate the asset you need to reach. You can browse the map visually, use the filter function, or use the search function (covered in the next sections).

2. Tap on the asset pin to open its information panel.

3. In the lower right corner of the information panel, tap the map pin icon with a circle around it.

4. The system opens Google Maps and drops the asset location into a new map with turn-by-turn navigation enabled.

5. Follow the GPS directions to navigate directly to the asset location.

This feature is invaluable when dispatching technicians to sites they've never visited before. Instead of wandering the property searching for a specific valve or backflow, they can drive or walk directly to the exact location, arriving prepared with the right tools and parts.

Using the Filter Tool to Simplify the Map View

On sites with many mapped assets, the map can become cluttered with pins, making it difficult to focus on specific components. The filter tool allows you to display only the asset types you're currently interested in.

1. Open the site map.

2. Tap the filter icon in the upper right corner of the screen.

3. A list of asset types appears. Tap the asset type you want to view. For example, tap Station Locations to see only station valve pins.

4. All other asset types are hidden from the map, leaving only the selected type visible.

5. You can select multiple asset types if needed by tapping additional categories.

6. To turn off the filter and restore all pins to the map, tap the filter icon again and deselect the active filters, or tap a "Show All" option if available.

The filter is particularly useful when:

• Walking station checks and you only want to see station valves
• Looking for the single backflow preventer among hundreds of other assets
• Focusing on two-wire splice boxes during troubleshooting
• Reviewing only controllers on a multi-controller site

Using the Search Function to Find Specific Assets

When you need to locate a specific asset by name, the search function provides the fastest route.

1. Open the site map.

2. Tap the magnifying glass icon in the upper right corner of the screen.

3. A list of all mapped assets on the site appears.

4. You can scroll through the list or use the search field to type the asset name.

5. Tap the asset you're looking for in the list.

6. The map automatically centers on that asset's pin and highlights it.

Both the filter and search functions are valuable tools for quickly zeroing in on specific assets without manually panning and zooming around the map.

Viewing Asset Information from the Map

Once you've located an asset pin on the map, you can access all the detailed information you entered during the mapping process.

1. Tap on any asset pin on the map.

2. A summary panel appears showing the asset name and description. This gives you quick-reference information without leaving the map view.

3. To access the complete asset record with all details, photos, and notes, tap the information icon (i) on the summary panel.

4. The full asset details screen opens, showing:

• All photos
• Controller and station assignments
• Complete details (brand, model, size, installation date, unit price)
• All asset notes with timestamps and user names
• Any other information entered during mapping

This workflow allows field technicians to quickly reference asset information while on site, viewing photos of what they should expect to find and reading notes about previous service or special considerations.

Moving Existing Pins to Correct Locations

If you discover that an asset pin is in the wrong location—whether due to GPS inaccuracy during initial mapping or because the asset was physically relocated—you can easily move pins to their correct positions.

1. Open the site map.

2. Tap the lock icon to unlock the map. By default, all pins are locked to prevent accidental movement.

3. Once unlocked, locate the pin you need to move.

4. Place your finger on the pin. It will jump up and attach to your finger, just like when you initially placed it.

5. Drag the pin to its correct location.

6. Release your finger to drop the pin in the new location.

7. Tap the lock icon again to re-lock the map and prevent accidental changes.

This feature ensures that you can continuously refine and improve your asset data. If a previous crew member wasn't as precise as needed, you can correct the location without having to delete and recreate the entire asset record.

Establishing Quality Assurance Processes

The quality of your asset data depends on consistent, thorough data collection. Establishing quality assurance processes helps maintain high standards across your mapping project.

1. Review data regularly using the desktop interface. The desktop view makes it easy to see which assets have incomplete information.

2. Export data to Excel periodically to review data quality in spreadsheet format. This allows you to:

• Sort and filter by assessor to see who collected which data
• Identify assets with missing fields
• Check for consistency in naming conventions
• Verify that descriptions are concise and useful
• Ensure installation dates and unit prices are entered

3. Provide feedback to field crews based on your quality assurance reviews. If certain team members consistently leave fields blank or write overly long descriptions, address it through training and coaching.

4. Develop a standard operating procedure (SOP) that documents:

• Your organization's naming conventions
• Photo requirements (what to photograph and from what angles)
• Which fields are mandatory beyond the system requirements
• How to write effective descriptions vs. detailed asset notes
• How to use the identifier field
• Quality standards for pin placement accuracy

5. Train all field staff on the SOP before they begin mapping to ensure consistency from the start.

Using Asset Data for Project Planning and Management

Once you've invested the time to thoroughly map your assets, the data becomes a powerful tool for long-term planning, budget development, and project justification.

1. Export your asset data to Excel to analyze it in spreadsheet format.

2. Use Excel's filtering and sorting functions to:

• Group assets by type, age, brand, or location
• Identify all components that exceed their expected service life
• Calculate total replacement costs for specific asset categories
• Develop phased replacement schedules based on priority

3. When you filter to a specific asset type (such as RCV valves) and hover over the unit price column, Excel displays:

• The count of assets in that filtered view
• The average unit price
• The sum of all unit prices (total replacement cost)

This gives you instant cost estimates for upgrade projects without manual calculations.

4. Use installation dates to justify replacement projects. When you can demonstrate that 30% of your system components are beyond their expected service life, you have concrete data to support capital improvement requests.

5. Use the mapping data to develop consolidation plans. For example, if you have multiple small controllers scattered across a site, you can:

• Map all existing controllers and their stations
• Measure distances between components
• Identify central locations for consolidated controllers
• Plan two-wire system installations that eliminate the need for electrical runs to remote locations
• Calculate the total station count needed for consolidated controllers

6. Create visual presentations using your maps to show stakeholders the complexity and scope of your irrigation systems. When decision-makers see hundreds of individual components mapped across a site, they gain appreciation for the maintenance burden and can better understand budget requests.

7. Use the data to support applications for rebates and funding. Detailed asset inventories with installation dates, water use data, and efficiency metrics strengthen applications for water conservation grants and utility rebate programs.

8. In political or bureaucratic organizations, use the data to provide accountability for water use. When you can demonstrate that every component is documented, maintained, and monitored, you can justify water consumption and defend against criticism during drought conditions.

Leveraging Maps for System Visualization

The visual nature of the mapping system helps communicate the scale and complexity of irrigation systems to people who don't work with them daily.

For sites that appear simple on the surface—"it's just one park"—the mapped view reveals the reality: potentially hundreds of individual components including valves, controllers, backflows, sensors, and splice points. This visualization helps:

• Justify staffing levels by showing the number of components requiring regular maintenance
• Explain why irrigation management is a specialized, technical field
• Demonstrate the value of preventive maintenance programs
• Support budget requests by showing the scope of infrastructure under management
• Help contractors understand site complexity when bidding on projects

The more comprehensive your mapping data, the more valuable it becomes for both day-to-day operations and long-term strategic planning.

Video Walkthrough

Video originally published May 2021.

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