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Step 4: Create a Scheduled Maintenance


This procedure outlines the steps necessary to create scheduled maintenance for an asset. In essence, scheduled maintenance is a template for work orders. When the right conditions are met (a certain amount of time has elapsed, or a meter reading is greater than it should be), the system generates a work order from the scheduled maintenance. 


Create a New Scheduled Maintenance

  1. Navigate to Maintenance > Scheduled Maintenance, and click New.
  2. In General tab, start from the top and enter in the relevant information for the scheduled maintenance:
    1. Select the Asset on which this maintenance will be performed from the dropdown.
    2. Set Start Work Order As Status dropdown. This is the work order status that will be allocated to the work order when its created. You could set it as open if if you are unsure who will do the scheduled maintenance on the day.
    3. Set the Maintenance Type to classify type of work to be performed.
    4. Enter a value for the Estimated Completion window. This determines the window of opportunity to complete the work order. In this case, its a monthly with a 3-day window. 
      Note: A simple way to improve your asset availability and reduce unscheduled repair is to work to the 10% scheduled maintenance rule for time-based scheduled maintenances. Basically, the 10% rule states that a maintenance action should be completed within 10% of the scheduled maintenance interval. 
    5. If the maintenance is part of an ongoing project, add it to the Project dropdown menu.
    6. Set the Priority for the work order when generated.
    7. Provide a Summary of Issue.
  3. Click Save.

Scheduling Tab

The Scheduling tab determines when the scheduled maintenance item will create a work order. 

  1. In the Scheduling tab, click Add to add your first trigger. 

    There are three types of triggers: 
    • Time-based (e.g. every 6 months)
    • Meter reading-based (e,g. if temperature exceed 110 F)
    • Event-based (e.g., a power outage occurs)
  2. In this case, it's a time based trigger so we'll select Generate Work Order by Time Schedule.
  3. Define the recurring cycle. In the example above, it's a weekly scheduled maintenance on Mondays.
  4. If you're creating a daily, weekly, monthly or yearly scheduled maintenance (but not an hourly one), specify the Trigger Time. In the example above, scheduled maintenance triggers at 7:00 AM. 
  5. Set the maintenance to either be fixed or floating. To learn more, see What does Fixed or Float mean?
  6. Set the Start On date. It is recommended that you set the start date to match the first date you want the scheduled maintenance to trigger.
  7. Click OK to save the trigger.

Remember, you can add multiple triggers if you like. You can then select if you want the scheduled maintenance triggered when ALL the triggers occur, or when ANY of them occur. For more information on scheduled maintenance triggers, see the Scheduled Maintenance Triggers, where triggers are discussed in depth. 

Nested PM Tab

The Nested PM tab is only available on the Professional tier or higher. It's covered in more detail in the Configure a Time Based Nested PM procedure. 

Labour Tasks Tab

The labour tasks are the steps that need to be taken in the PM. 

  1. Click on the Labour Tasks tab. 
  2. Select the single Add icon to add a single task, or click the double Add Task Group icon to add a task group.
  3. In this example, we've added a simple Monthly Checklist. When your tasks are added, it will look something like this:

Parts Tab

The Parts tab lists the consumable parts to be used on the maintenance. For example, an annual car service would list filters, oil, spark plugs, etc.

  1. To add a part to the scheduled maintenance, in Parts tabclick New.
  2. Select the part from the dropdown, and add a suggested quantity for the maintenance. Entering a suggested quantity is important for parts forecasting.
  3. Click OK when done.
  4. Repeat the process until all the required parts have been added.

Notifications Tab

The Notifications tab displays a list of the users who will receive email notifications when the work is triggered. In this example, Gordon Smith was automatically added as he created the scheduled maintenance. Matt the Manager is added as he is assigned to the work order tasks above. Let's say that the Supervisor wants to be notified whenever the corresponding work orders generated from this PM are closed.

  1.  Click Add to add another user.
  2. In the pop-up window, select the user from the list, and select the relevant notifications to be received. Click OK to complete.
  3. The notifications list now shows the three users and the corresponding notifications they will receive:

Notes Tab

The Notes tab can be used for a number of different purposes, including documenting changes to the scheduled maintenance, informing users of safety cautions to take during the scheduled maintenance, or noting special tools required. The Notes are passed through to the Admin Notes section in the work order when it is created.

Businesses Tab

Associating businesses with a scheduled maintenance gives you the ability to add and attach vendor information.

  1. To add a business, click Add.
  2. Select the Business and Business Type from the drop-down lists. Select Display as primary business to have the business appear at the top of the scheduled maintenance form.

Files Tab

The Files tab on the scheduled maintenance should be used for any material that will help the technician while performing the maintenance.

  1. Navigate to the Files tab.
  2. Drag and drop any images, documents, MSDS sheets, manuals, or schematics needed to complete the maintenance.
  3. Repeat until all relevant files have been added.

Log Tab

The Log tab shows a list of work orders generated from the scheduled maintenance over time. This will be blank for a new scheduled maintenance until the first work order has been created. In addition, the Activity Log at the bottom of the pane displays the trigger history for the scheduled maintenance.  

Activate the Scheduled Maintenance

The scheduled maintenance is now complete, but it's still in the paused state. This means the system is not scanning for the trigger conditions and will not generate any work orders while it is still paused. 

Click the toggle to Activate the scheduled maintenance. When activated, navigate to the Scheduling tab to check your work by verifying the Next Trigger Threshold.

Now the scheduled maintenance is running, it will generate a work order when the trigger conditions are met. 

Note: Depending on your settings, scheduled maintenance might not trigger until the previous work order is closed off. To learn more, see the Trigger Behaviour section in Scheduled Maintenance Triggers.

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