Preventative maintenance (PMs) work order templates are located on the Asset's detail view, in the related table marked PMSchedules. To access an existing PM schedule for viewing, editing, or deleting purposes, click the GoTo link to the left of each PM Schedule entry. Add a new schedule by clicking the Add link in the top-left corner of the PM Schedule related table.
All PM's must have an asset on which the schedule is performed. They can be calendar based, meter based, or both. On a PM schedule that is simultaneously a calendar based (such as every three months) and a meter-based (every 3,000 miles), whichever occurrence happens first will trigger the PM, generate a work order, and then both schedules will begin the interval over again.
The calendar and meter sections within the PM Schedule form are color coded to help differentiate them.
CalendarBasedPMs
Calendar Based PM's are scheduled work to be performed based on the specific date. Fields related to calendar based scheduling are shaded green. The fields required for an active calendar-based PM are:
- ProduceEvery? and CalendarBasedFreq – Creates the frequency of the PM. For example, entering a 2 in ProduceEvery? and selecting Weeks in the CalendarBasedFreq will create a PM Schedule that occurs every two weeks. You can select any number for ProduceEvery? and your options for CalendarBasedFreq are Days, Weeks and Months.
- NextPMDate– Next scheduled date of generation. During initial PM setup, this date should be set to a day into the future.
- CalendarFreqType – Determines how the system will calculate the Next PM Date. When the system generates a PM into a work order, it will automatically configure the NextPMDate. This field tells the system how.
- Static: The system will calculate the next scheduled generation based on the day the PM work order is generated. For example, if a PM is generated into a work order today, the NextPMDate value will be calculated based on the PM work order's WODate.
- Shadow: The system will calculate the next scheduled generation based on the day the PM work order is closed. For example, if a PM Is generated into a work order today, but it is closed on another day, the NextPMDate will be calculated based on the PM work order's closing date.
Additional fields that are optional for a calendar-based PM are:
- SuppressPM– Enables and disables automatic suppression for the PM.
- NestingGroup and NestingLevel – Nesting allows you to set levels of PM against a single asset. When PMs are due to generate on the same day, the higher level PM will generate and the lower level PMs will skip to their next interval, if they are assigned to the same NestingGroup.
- For example, a PM with a Nesting Level of 5 will take priority over a PM with a Nesting Level of 1. The higher the number in the Nesting Level field, the higher the priority.
- NOTE - Nesting Group and Nesting Level only function after a PM generates and the PM checks if any other PMs in the same nesting group have a matching Next PM Date cycle with a higher Nesting Level. If you manually change two PMs and put their Next PM Date to the same date, they will both generate on the same day.
MeterBasedPMs
Meter Based PMs are based on an interval counter that generally involves usage. Meter related fields are shaded yellow. The fields required for an active meter-based PM are:
- ProducePMEvery and OccursDesc - Creates the frequency of the PM. For example, entering a 3000 in ProducePMEvery and selecting Miles in the OccursDesc field will create a PM Schedule that occurs every 3000 miles. You can select any number for ProducePMEvery and your options for OccursDesc are Hours, Miles, Units, Kilometers and Misc.
- MeterType - (Running or Totals) determines whether the meter reading values are added together or used as a stand-alone value.
- Running – Similar to a vehicle's Odometer, this meter continues to increase. Resetting a Running meter is very uncommon, usually only during an overhaul or the meter becomes maxed out and rolls back to 0.
- Totals – Similar to a vehicle's Tripometer, this meter's value is recorded and then reset to 0 for the next use.
- MeterFreqType – This is the meter's equivalent to the CalendarFreqType field. It determines how the system will calculate the meter's next start point.
- Static: When a meter entry generates a PM work order, the system will begin the new interval based on that meter entry. For example, our PM with an interval of every 3000 miles gets a reading of 3050 and generates a PM work order. The new interval will begin at 3050 and the next PM work order will occur at 6050 miles.
- Shadow: The system will calculate the next scheduled generation based on the latest meter reading at the time of the PM work order's closing. For example, a meter reading of 3050 miles generated a PM work order. While the work order was open, another meter reading of 3110 miles was made. When that work order is closed, the system will begin the new interval using the latest reading of 3110 miles.
Additional meter-based fields are:
- DailyAverage– This field allows you to enter an average amount per day. The system will use this field, along with the latest reading, to calculate an approximate generation date. This date will be found in the Calendar tab as well as in the Scheduler Tab.
- LastMeterReadingEntry and LastMeterReadingDate – These fields display the last meter entry made and the date it was taken.
- LastPMProducedAt – This field displays the meter reading that produced the last PM work order. The value in this field can be added to the value in the ProducePMEvery field to get the required meter amount for the next work order generation.
- Meter-To-Date – The value in this field represents the total meter readings entered for the equipment.
- SuppressPM (Meter) - Enables and disables automatic suppression for the meter PM. See Advanced Configurations suppression instructions.
OtherPMFields
The calendar and meter fields are used to create the generation schedule. The remaining fields allow you to define the purpose and properties of the PM work order.
- AssetID– This is the Asset ID the PM Schedule is associated with.
- WorkOrderType – The type of work order. This drop-list is identical to the WOType on the work order. Upon generation, the value recorded here will be copied to the work order.
- PMGroup – The PMGroup field allows you to assign your PMs into groups. This makes working with common PM Schedules easier when using the Generate PM Work Orders and PM Manager sections. For example, if you have several PM tasks that are associated with a particular group of equipment, such as LINE 1 of your production equipment, you can indicate the designation of LINE 1 as the PM Group on all the PM Tasks assigned to any piece of equipment on LINE 1. Then you can use the LINE 1 as a filter when generating or managing your PM Schedules.
- EstHours – Records an approximate length of time that it will take to complete the PM work order.
- LastPMWorkOrderDate and LastPMWorkOrderNo – These fields allows you to reference the previous generated work order.
- OnCalendar? - An option to allow the PM schedule you have created to appear on the Calendar and the Scheduling tool. When set to True, the PM will be found on the day its due to generate and will have ProjectedPM displayed in the Type column.
- Route and RouteSequence – Allows you to configure a sequence of PM work orders. These fields are useful when needing to print out multiple work orders in a specific sequence. You can group those PMs using the Route field and then use the Sequence
- SuppressPM and SuppressReason – Deactivates the PM from future generations and records the reason. These fields can be set to work automatically. See Advanced Configurations for setup instructions.
- AssignToType, AssignTo, PerformForType, and PerformFor – These fields are used in same manner as the work order fields of the same names. Listing your contacts here will auto-assign them when the PM work order is generated. Commonly, the AssignTo field is used to identify the person (or contractor) that will be doing the PM each time it is generated as a work order. The PerformFor field is used to identify the person for whom the work is being done. Use the AssignToType and PerformForType fields to sort the list of contacts presented when assigning AssignTo and PerformForcontacts.
- SkipMonday, SkipTuesday, etc – The skip days fields allow you to prohibit a calendar-based PM schedule from generating on certain days. This is especially useful if your maintenance department has the weekend off and no one will be able to complete the work.
- TaskNo – This field allows you to link your PM Tasks to your PM Schedules. Use the lookup to access the PM Task Listing. Locate your desired PM Task and click the Select link. The TaskNo, BriefDescription and DetailedDescription will be copied to your PM Schedule.
- BriefDescription and DetailedDescription – Using a pre-defined PM Tasks is optional. You can also hand-type your description directly into these fields. Text entered here, either by a PM Task or by hand-typing, will be copied to the same fields on the work order form.
- Weblink – Lets you establish a link between the record and an external document - either a web page or a document residing on your network.
NOTE: Leaving blank fields on the PM will allow you the flexibility of populating them when the PM is generated. For example, not assigning the PM to a contact will allow you to decide who to assign the job to when the PM is generated.
PMProcedures
This section, located at the bottom of an established PM Schedule, lets you associate multiple procedures with a PM Schedule and indicate the sequence in which they should be performed. These procedures should be created in the PM Tasks section first, but is not mandatory.
When the PM Schedule is generated into a work order, all assigned PM Procedures will be copied to the Work Procedures table on the Work Order detail view.
For example, you may have lock-out/tag-out procedures or other safety procedures that need to be performed, in addition to the standard steps involved in a weekly or monthly PM for an asset, and these various tasks or procedures should be performed in a specific sequence in order to meet safety guidelines. If so, you can define these various procedures in your PM Task Listing file and then add those procedures to the PM Procedures within a PM Schedule.
AddaPMProcedure
- Click the Add link on the PM Procedure section.
- Set the Sequence with the drop-list to identify when, in a list of procedures, the procedure should be completed.
- If using PM Tasks:
- Click the folder icon on the TaskDescription field to display the list of tasks from your PM Task File Listing. Locate and select the appropriate procedure. The TaskNo, TaskDescription and TaskDetailswill populate automatically.
- If not using PM Tasks:
- Enter the TaskDescription and the TaskDetails.
- Use the Weblink field to link to any documents or pictures from the internet or your local network.
- Place the estimated time to complete in the StandardTime field.
- Click the Save Entry or Save and Return links at the top of the screen.
Click SaveandReturn to save the record and return to the PM screen. You may continue to add more procedures by clicking Save Entry and repeating the above steps.
NOTE: If when you created your tasks you added the procedures to the “Task Procedures” related table instead of to the “Detailed Description” of the task, then you wouldn’t add tasks through the “PM Procedures” table. You would select a “Task No.” on the PM form, then go back to the task Library and Publish that task, so the “Task Procedures” will show up under the PM Schedule.
EditanexistingPMProcedure
Click the GoTo link to the left of the procedure. The procedure will display. Click the Edit link at the top of the procedure?s form. Edit the record, save your changes, and click GoBack to return to the PM Schedule.
NOTE:WhenaPMisgenerated, theproceduresthatareassociatedwiththePMschedulewillbedisplayedatthebottomoftheWorkOrderdetailscreenintheWorkProceduressection.
PMParts
This section, located at the bottom of an established PM Schedule, lets you associate the parts needed to complete the PM task with the PM Schedule. If the quantity of the parts to be used is placed in AutoIssueQty, these parts will be listed on the close out screen for charging when the PM work order is closed . If you prefer to charge them out manually with the Quick Parts option, then you can place the quantity to be charged in the RecommendedQty field.
CopyPMSchedule
Once you have PM schedules established on one asset, you can copy those schedules to other assets by clicking the Copy PM Schedule link on the asset which has the established schedule(s). This will take you to the DistributePM's tool, which is also accessible through the Navigation menu as well as the PM Center tab.
