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Maintenance App

Maintenance​

This is where preventative maintenance (PM) plans are created, tracked and executed. Maintenance Plans are used to keep track of when maintenance must be performed on assets, and which tasks need to be completed as part of the maintenance plans.

Dashboard​

The maintenance dashboard displays the maintenances that have a maintenance status of upcoming, due, or scheduled. You are also able to complete or schedule the maintenance from this page.

  • At the top of the page are 2 charts.

    • Maintenance Status Statistics

      • This donut chart displays the percentage of maintenances of upcoming, due or scheduled type
      • You can see how much percent of maintenances are due or upcoming or scheduled by moving cursor over the chart

    • Maintenance Status Trend

      • You will be able to see the maintenance occurrences over timeline in this chart.
      • One week of maintenance occurrences are displayed here.
      • You can see the count of each maintenance status for particular date by moving cursor over the line chart

  • Maintenance List

    • This is list of all maintenances of your assets.
    • The search field can be searched on:Asset Name, Maintenance Plan Name, and Status.
    • The Upcoming and Due radio buttons will filter the table to Due or Upcoming Assets.
    • The Export to CSV button will generate and download a CSV of the table.
    • You will be able to complete or schedule the maintenance by clicking on "Complete Job" or "Schedule Job" icon of any maintenance.
    • If the job is not completed on its scheduled time, then it will become due again after 3 days of schedule date.
    • For any offcycle maintenance you can click on "Add" icon on top right corner of table.
    • For any off-cycle or repair maintenance you can click on "Add" icon on top right corner of table.

Maintenance Lifecycle​

  • Reminder >> Upcoming >> Due >> Scheduled >> Due (in 3 days if not completed) >> Missed (if next iteration is due)
  • Reminder >> Upcoming >> Due >> Scheduled >> Completed

Schedule Maintenance Job​

You will be able to schedule the maintenance job and assign the maintenance to user on this page.

  • To schedule the maintenance click on "Schedule Job" icon in the maintenance reminders list.
  • You will be prompted with the popup with following fields:
    • If Admin has assigned some planning task to this maintenance then you will need to complete that task by clicking on the "Complete Maintenance" button.
    • You will be redirected to new page to complete the task on clicking on "Complete Maintenance" button.
    • After completing the task you will be redirected to same complete maintenance dialog
    • You will be able to see the parts required to complete this maintenance. If you don't have the required parts, then you can purchase them by clicking on "Purchase Kit" button.
    • Schedule Date
    • Schedule Note
    • Assigned User
  • After submitting this form, you will be able to see the status of maintenance as scheduled, and "Assigned To" column value to user name that you have selected on the form.

Complete Maintenance Job​

This is the page where you will indicate that the maintenance due is complete.

  • You can complete the maintenance by clicking on "Complete Job" icon in maintenance reminders table.
  • You will be able to see the popup with following fields:
    • If any task is associated with this maintenance, then you will need to complete that task before submitting the form. If you have already completed the tasks associated with the job, you will see "View Task" button instead of "complete task" button.
    • you will be redirected to task when you click on complete task button.
    • after submitting the task you will be redirected to same popup on maintenance page
    • Upload the WorkOrder/Job document (and any other physical documents) by clicking the upload document button.
    • Enter Job #
    • Enter Date of Service
    • Enter Run Hours of Asset (or any other parameter) at the time of Service
    • Enter Service technician Note
    • Select the User who completed the job
  • Once you submit the form by filling these details, the maintenance job will be completed and you will be able to see this maintenance under maintenance history for future reference.

Maintenance History​

This page is a table that lists the maintenance plans that have been completed.

  • The search can be done by Asset Name, Maintenance Plan Name, and Maintenance Status.
  • You can export the table to a CSV file.
  • Clicking the View Details button takes you to the page that you were shown after completing the maintenance plan.

Maintenance History Details​

This page shows you the details of a completed maintenance plan.

  • The following details are listed on this page.
    • The Asset name
    • The entered work order #
    • Who completed the service -- this is based on the user that was logged in at the time of hitting the "Complete" button
    • The date that the maintenance was performed
    • The entered run hours
    • Any notes entered in for the tasks that were in the maintenance plan
    • Attached documents
    • Completed tasks

View Existing Plans​

This page lists your existing maintenance plans.

  • You can do a text search by Name, Description, or tags
  • You can sort the table by Name or Description
  • The CSV export will export the maintenance plans, which tasks are in the maintenance plan, which assets are in the maintenance plans, and the frequency of the maintenance plans.
  • Clicking anywhere in the row of a maintenance plan will take you to the Maintenance Plan Details page.

Maintenance Plan Details​

This page lists the maintenance plan details and allows you to edit it.

  • The top section contains:
    • The Name of the maintenance plan
    • When the maintenance plan was created
    • The description of the maintenance plan
    • Tags
      • Tags are used for searching on the page with the list of maintenance plans.
      • When editing tags, they are separated by a comma and are created only after enter key is clicked.
      • Tags can have spaces, but we recommend one word.
    • Who will be notified when the maintenance plan is upcoming and due
    • The schedule type
      • Fixed means that the maintenance will recur at that set interval, regardless of when the maintenance plan was last performed. For example; if a maintenance plan had a recurrence of every 100 hours, and the last maintenance was performed at 205 run hours, then the next maintenance will be at 300 run hours.
      • Offset means that the maintenance plan will recur based on when the maintenance plan was last performed. For example; if a maintenance plan had a recurrence of every 100 run hours, and the last maintenance was performed on an asset at 205 run hours then the next maintenance will be at 305 run hours.
    • Meter Based or Calendar based is when the maintenance plan will be due.
      • Meter based maintenance plans are related to the operation of the asset. This includes meters such as mileage, or run hours.
      • Calendar based maintenance plans are based on how much time has passed since last maintenance. Example, the maintenance would happen every 3 months.
    • Planning Checklist attaches the list of tasks that needs to be performed prior to the visit.
      • Planning Checklist can be Inspection, Training or simple checklist. When selected from the drop down menu, user will be required to perform these tasks before "Scheduled Job" event.
      • Complete Checklist attaches the list of tasks that needs to be performed during the maintenance visit.
        • Complete Checklist can be Inspection, Training or simple checklist. When selected from the drop down menu, user will be required to perform these tasks before "Complete Job" event.
      • Product references the parts (eg Air filter) that needs to be purchased or ordered or prepared prior to the visit.
    • To be able to edit any of the above fields, you will need to click the Edit button. The Edit button turns to Cancel, this will cancel any changes that you have made.
    • When you click the Delete button you will get a confirmation window to confirm that you want to delete the maintenance plan.

Maintenance Plan Detail Page​

This page is used to view a maintenance plan. By clicking on "Edit", you can edit that plan.

1. Task Details​

  • The Tasks tab lists the tasks that are to be completed when performing the maintenance plan.
  • When you click the "Add New Task" button you will see a modal window.
    • The Title field is the name of the task
    • The body field is to describe or provide additional information for the task.
  • Each row in the table has a checkbox to the left of it, if you check that and then click "Remove Selected" that task will be removed from the maintenance plan.
  • Clicking the Edit button for a task will let you change the title and body of the task.

2. Assets Details​

This lists the asset that are in the maintenance plan.

  • The table lists the asset name, make and model.
  • To remove an asset from the maintenance plan, click the checkbox on the left side of the table then click "Remove Selected".
  • To add an asset to a maintenance plan, click the "Add Asset" button.
    • This opens a modal window.
      • Clicking Select Asset opens another modal window to select an asset.
      • The Date field is when the odometer or run hours were recorded
      • Based on if the plan is Meter or Calendar based, you will need to enter in the run hours or the odometer of the asset. If available, the last reported run hours of the asset will be automatically filled in.

Create Maintenance Plan​

This page is used to create a maintenance plan.

  • Maintenance plan will be created by account administrator.
  • Enter basic details like, plan name, emails that should be notified when maintenance occurs, assets, description etc.
  • In email field you can enter "@" symbol to get suggestions of users in this account.
  • If you want to notify the person who is not in this account then you can directly enter the full email address.
  • Once you add any user in list to be notified, you will get options to send SMS or Email to this user, you can configure this by clicking on SMS and Email checkboxes in front of user email.
  • To stop notifying any user you can click on remove button in front of user email.
  • Maintenance task is list of tasks that you need to complete before performing the maintenance, you can select the checklist or training or inspection in this field.
  • Maintenance planning task is list of tasks that you should perform before scheduling the maintenance.
  • During maintenance plan creation you are required to add at least one asset to the maintenance plan. Adding tasks is done after the maintenance plan has been created on the Maintenance Plan details page.
  • The Document links are used to supply additional information relating to the maintenance. For example, you could link to a maintenance service manual. The 'Href' field is where you would place the URL of the maintenance document link. These links will appear when a user is on the Complete Maintenance Plan page.
  • Schedule Types
    • Fixed means that the maintenance will recur at that set interval, regardless of when the maintenance plan was last performed. For example; if a maintenance plan had a recurrence of every 100 hours, and the last maintenance was performed at 205 run hours, then the next maintenance will be at 300 run hours.
    • Offset means that the maintenance plan will recur based on when the maintenance plan was last performed. For example; if a maintenance plan had a recurrence of every 100 run hours, and the last maintenance was performed on an asset at 205 run hours then the next maintenance will be at 305 run hours.
  • Schedule Rules
    • Meter based maintenance plans are related to the operation of the asset. This includes meters such as mileage, or run hours.
    • Calendar based maintenance plans are based on how much time has passed since last maintenance. Example, the maintenance would happen every 3 months.
    • 'Upcoming reminder' indicates when the Maintenance Plan will become 'Upcoming' and appear on the Maintenance Dashboard and send a notification. For example, if a maintenance plan is due every 200 hours, and is upcoming in 10 hours, at 190 hours it will turn to upcoming.