Scheduled WOs (PM Schedules - Calendar/Meter Based)

Preventive Maintenance (P) - SINGLE ASSET

1 - Creating Single Asset PMs (Calendar Based)

In this first example we will be creating a Calendar-Based PM. After clicking the “New” button and selecting the “Preventive Maintenance” option, follow the steps below:

• A - Click on “Add frequency”.

• B - Setup a “Calendar frequency” (e.g. 3 Months). In the “When to trigger work order” area (see image below), choose between “Use a fixed frequency” and “After previous work order is closed”. If you choose the former, this PM will generate on the time interval indicated on the schedule, counting from the date of the last WO generated.  This date get’s recorded on the “Last performed on” field. If you chose the latter, the next PM will generate according to the time interval listed, counting from the date that the last PM work order for the schedule was closed.
• C - Select an Asset (or type to search).
• D - Select a date into the “last performed on” field.

 When To Trigger Work Order

• E - Click on Details.
• F - Write a Description for this PM (If you choose a Task, the description field will populate automatically).

 Additional Fields

Task - By selecting a task here, the task description and procedures will be copied automatically to the Work Order.

Suppression - If the time difference between two projections is less than “X” days, the system will keep only one projection. Example: If you say that you have a 3 days frequency and a suppression of 1 day, when the system generates the projections (WOs with “Future” status), if for some reason (say you selected a calendar that skips weekends) 2 of those projections fall 1 day apart, the system will only show one.

• G - Click on the “Work Order Template”.
• H - Write a Brief description and any other required information.
• I - Click “Save” when you are done.

1.1 - Projections Preview

During or after the creation of a PM, you can always click the “Projections Preview” button at the top right hand corner of the screen to see up to 100 projections or 24 months for that PM.

1.2 - Assignments & other Related Entities

During or after creating a PM, on the “Work Order Template” screen, you will be able to click any of the Related entities to: Assign it to one or multiple contacts, add labor requirements, add Part Requirements, add procedures, etc.

To assign a PM, start by clicking the “Assignments” button under Related Entities.

On the Assignments screen, you will need to: A - Select a beginning date; B - Select an end date; C - Select a contact; D - Click the “Add” button (repeat this process as many times as you need, if you wish to assign this WO to more people); then E - When you are done adding contacts make sure to hit the “Save” button at the bottom, otherwise you will lose your entries.

2 - Single Asset PM (Meter Based)

2.1 - Asset Meter Setup

In X5, before you start creating Meter based PMs, you will first need to perform a quick meter setup at the asset level. The advantage of it is that you will be able to add/track meter readings even for Assets that don’t have meter based PMs created for them.

To setup meters for an asset, follow the steps below:

• Navigate to an asset record, then click on “Asset Meters” under Related Entities.

• A - Select a meter Type (Hours, Kilometers, Miles, Units Produced);
• B - Write a Description for this meter setup (you can setup multiple different meters for the same asset (e.g. Hours, Miles, etc)
• C - Enter the current meter value for this asset.
• D - Enter an average per day, so the system can estimate when PM generation will occur.
• E - Click the Add button.
• F - Click the save button when you are done.

Note - In the “Max Reading Per Day” field you can define the max value that can be entered per day. This field was designed to prevent data entry mistakes.

2.2 - Creating a Meter based PM

To create a Meter-Based PM, follow the steps below:

• Click on the Schedule WOs Tab, then click the “New” button.

• Select the “Preventive Maintenance” option.

• A - Select an Asset that is already setup with meters at the asset level.
• B - Select a Meter type (e.g. Miles).
• C - Input the last WO reading  (e.g. 20,000), so the system knows where to start counting from.
• D - Input the meter frequency for generation (e.g. Every 3,000 Miles)

Note - If you want this PM to also function on a Calendar based frequency, you can click the “Add frequency” button at the top to set it up (whichever comes first will generate).

• E - Click on Details.
• F - Write a Description for this PM (If you choose a Task, the description field will populate automatically).

• G - Click on the “Work Order Template”.
• H - Select a WO Type (e.g. Preventive).
• I - Write a Brief description and any other required information.
• J - Click “Save” when you are done.

   Additional Information (Multi-Meter PMs)

As mentioned before, you can set up an Asset with multiple meter types if needed. In the example below we setup the Punch Press with two meters types (Hours and Units Produced).

When creating a Meter based PM for this asset, we are able to select both of these meter types and setup different meter frequencies (WO triggers) for them. This only makes sense for PMs that will use the same WO Template for all meter types included in the PM. It’s important to note that these meter frequencies have no effect on each other. The system will create a WO for each meter type when their threshold is met.

  Meter Type Setup

As you may have noticed, when setting up Meters at the asset level you are asked to select a Meter type. By default, you will see: Hours, Kilometers, Miles and Units Produces. However, you can create as many types as you need to track meters for your assets.

System Administrators will have the ability to navigate to “Account Settings” to manage the meter types. To do so, follow the steps below:

• A - Click on the User icon at the top of the screen.
• B - Click on Account Settings.
• C - Click on the “References” tab at the bottom of the left menu.
• D - Click on Meters.

Once on the Meters list you will see all the existing types and you will be able to add more if needed. On this list, among other columns, you will see the 3 main columns highlighted below: Description (This is the label that will show up on the list for selection), Unit (this is the unit of measurement) and Type (your preferred method for entering meter readings - Totals or Running - See explanation below).

If you wish to create a new type, click the “New” button on the top of this list, then:

• Select a Meter Type - Here you will have two options Running (T) and Totals (R). The meter that is being tracked on an Asset is considered either a “Running” meter (such as an odometer in a car) or a “Totals” meter (such as the total units produced on a line for a 24-hour period).
• In this section input a Description and the Unit of measurement.

Preventive Maintenance (P) - MULTIPLE ASSET

In the X5 system you can also create a single PM Schedule for multiple assets. Say you have 10 trucks that need an Oil Change PM. Instead of creating 10 separate PMs for the same purpose, you will be able to create one single PM and add all 10 trucks. On this PM you will be able to define different “last PM dates” for each asset, so that the system can generate a different PM WO for each Asset when time is right.

Another great feature is that when creating a PM for a Parent Asset, the system will include all children assets to a single WO upon generation. Say you have a Parent Asset called “Garage” and, at the asset level, you have all your vehicles set up as children of the Garage, when you create a PM Schedule for the Garage, the generated WO will include all of these vehicles.