Work Order Management Level 2

PM Tasks

Before creating maintenance schedules on your equipment, you should create a list of the tasks to be performed on those assets. These tasks are called PM Tasks. PM tasks are accessed from the PM Tasks menu option in the Navigation tab, which opens the Tasks File Listing. From the list view, you can add new tasks by clicking the 'Add New Record' button in the upper left corner. Alternatively, you can access existing records for viewing or editing by clicking on the task number of the selected PM task.

The PM Task Detail Screen includes a 'Task No.' field for creating a unique alphanumeric ID for the task. The 'Brief Description' field is for defining the task. The 'Detailed Description' is an unlimited text field that can contain as much information as you wish.

Screenshot Description: A screenshot displays the eMaint software interface showing the 'TASKS File Listing' with columns for 'Task No.', 'Brief Task Desc.', and 'Detailed Task Text'. It also shows the 'Tasks' detail view with fields like 'Task No.', 'Brief Task Desc.', 'Detailed Description', and 'PM Group'.

PM Group

The 'PM Group' field is used for defining or assigning a group identifier to a PM task to manage a group of PMs and adjust their schedules collectively. The PM Group can be assigned at the PM Task level or the PM Schedule level. For example, if multiple PM tasks are associated with equipment on 'LINE 1', 'LINE 1' can be designated as the PM Group for all related PM Tasks.

eMaint provides a 'PM Task Library' for adding PM tasks by copying and pasting from electronic documents, accessible via the Data Center section of the Navigation tab.

Screenshot Description: A screenshot shows a 'Generic PM Task Library' interface for the 'Air Compressor' task, detailing 'Special Instructions' and 'Detailed Task Text' which includes numbered steps and checkpoints for maintenance.

Creating PM Schedules

PM Work Orders are scheduled from the Asset File Information. PM schedules for an asset are located on its detail record. If the PM section is blank, no PM schedule has been established for that asset. To access, view, edit, or delete an existing PM schedule, click the 'GoTo' link next to the entry. To add a new schedule, click the 'Add' link in the PM Schedule section.

All PMs require an asset. PMs can be calendar-based, meter-based, or both. The system allows individual PM schedules to be defined as both calendar and meter-based, triggering the PM based on whichever occurrence happens first.

Calendar Based PMs

Calendar Based PMs are scheduled based on specific dates. Fields related to this are shaded green. When setting up a Calendar Based PM, you must enter the first scheduled occurrence and the interval (days, weeks, or months) for future PMs.

The 'Calendar Freq. Type' (Static or Shadow) determines when the next PM work order is due. Static PMs are based on the last generated work order date, while Shadow PMs are based on the close-out date.

The 'Ignore if Open (Calendar)' field suppresses the calendar portion if the last work order is still open. 'On Calendar?' allows the PM schedule to appear on the Maintenance Calendar. 'Assign To' and 'Perform For' fields link to Contacts for assigning responsibility.

Screenshot Description: A screenshot shows an asset detail view with a 'PM Schedule' section, including fields for 'Produce Every?', 'Based Freq.', 'Next PM Date', 'Last PM Work Order Date', 'Meter Reading', and 'Related Parts'. Another screenshot shows a PM detail view with 'Calendar Based' and 'Meter Based' sections and various configuration fields.

Meter Based PMs

Meter Based PMs are based on an interval counter, typically usage (e.g., Hours, Miles, Units). The 'Meter type' (Running or Totals) affects how meter readings are processed. 'Last PM Reading' is the value when the last PM was produced, and 'Meter To-Date' tracks total entries.

'Meter Freq. Type' determines if the PM is produced based on the reading at generation ('Static') or close-out ('Shadow'). The 'Ignore if Open (Meter)' field suppresses the next PM if the last work order is open.

Deactivate PM

This field allows you to prevent PM work order generation from a schedule, regardless of the work order status. Setting it to 'True' suppresses the PM schedule, and a reason can be entered in the 'Deactivation Reason' field.

Setting 'Skip Days' on PM's

This feature is useful for schedules that must run daily but the maintenance shop does not operate seven days a week. You can set specific days to 'True' to skip them, and the system will push those PMs to the next non-skipped day.

Important Fields

Four fields (Site, PM Group, Route, Assignment) can be populated on the PM schedule or asset to control PM generation using the 'Generate PM Work Orders' function. These fields are used for filtering.

• Assignment: The 'Assign To' person from the Maintenance Contact file.
• Route #: Defines routes and sequences for performing PMs.
• PM Group: Assigns a group identifier to PM tasks or schedules.

PM Procedures

This section allows you to associate multiple procedures with a PM Schedule and define their sequence. All PM Tasks or Procedures are created in the PM Tasks Listing. If you want to define a PM as a single task, use the 'Brief Description' and 'Detailed Text' fields on the PM Schedule screen. For multiple procedures, use the 'PM Procedures' section to select them from your PM Tasks List. Procedures can be sequenced numerically (1, 2, etc.).

Screenshot Description: A screenshot shows a 'PM Procedures' section with fields for 'Task Sequence', 'Task Description', and 'Standard Task Details', illustrating how to add and sequence procedures.

PM Parts

This section associates parts needed for a PM task with the PM Schedule. Quantities can be placed in 'Auto Issue Qty.' for charging upon close-out, or in 'Recommended Qty.' for charging via the Quick Parts option.

Screenshot Description: A screenshot displays the 'PM Parts' section, listing items with 'Item', 'Description', 'Sub Total', 'Invloc', 'Auto Issue Qty.', and 'Unitms'.

Copy PM Schedule

You can copy established PM schedules from one asset to others. This is done by clicking the 'Copy PM Schedule' link on the asset with the existing schedules. All schedules from the current asset are copied to the chosen asset, allowing for subsequent modifications.

Screenshot Description: A screenshot shows the 'Copy PM Schedule' interface, allowing selection of a 'From Asset ID' and 'To Asset ID' to copy schedules.

Using the Calendar

The Maintenance Calendar provides a view of projected PMs on any given date to aid in managing PM workload. The 'On Calendar' field must be set to 'True' for PMs to appear. The calendar displays dates with projected activities in blue. Clicking a date shows a detailed view of activities. You can also add activities outside of PM schedules.

Screenshot Description: A screenshot shows the 'Maintenance Calendar' interface, featuring a calendar grid for October 2007 and an 'Activity Listing' with details like 'ID', 'Asset ID', 'Date', 'Description', 'Est. Hours', and 'Assign To'. Another screenshot shows the 'Detail View Maintenance Calendar' for adding or editing activities.

Meter Reading

Meter Reading values can be entered manually or captured electronically. Manual entry involves clicking the 'Add' link in the Meter section and filling in 'Meter Reading', 'Date Taken', and 'Taken By'. 'Reset' and 'Adjustment' fields are for meter counter resets. Assets can have multiple PM schedules based on different meter types, with readings separated by type.

Screenshot Description: A screenshot shows the 'Meter' detail view within the eMaint software, where meter readings can be entered, along with 'Date Taken' and 'Taken By' fields.

PM Manager

The PM Manager, located in the PM Center, helps in defining, updating, and modifying PM schedules, including routes, assignments, groups, and next PM dates. It allows for distributing workload, assigning tasks to new employees, or grouping PMs by criteria like location.

Modifying PM Manager Fields

You can customize the fields displayed in the PM Manager. Clicking the '+' sign in the column heading opens a window to select fields to add. Fields can be highlighted and added or removed. After selecting fields, click 'Save'. To remove a field, click the '-' sign.

Screenshot Description: A screenshot shows the 'PM Manager' interface with fields like 'Department', 'Floor', 'Room / Space', 'Route', 'PM Group', and 'Assign To'. Another screenshot shows the 'Select Filters' window for adding fields to the PM Manager.

Selecting PM Records

To manage PMs, you first select a subset of PM tasks using existing values from fields related to the Asset record or PM Schedule. You can view all values in a field by checking the 'All?' column. Click 'Preview' to see the results. You can then update or change PM values for the selected tasks.

Change Values

To update PM values, select 'Change Values' from the Action drop-down and click 'Proceed'. This allows modification of fields from the PM schedule form. Checkboxes in the center of the screen select items for update, and appropriate values are chosen to the right.

Adjust Next PM Dates

The PM Manager allows adjustment of 'Next PM Date' for groups of PM Schedules. You can use the PM Group or other fields as criteria. Select 'Adjust Next PM Dates' from the Action menu and click 'Proceed'. You can then adjust dates by adding or subtracting Days, Weeks, or Months, or set them to 'Today'.

Managing the Route Sequence

This feature helps manage defined routes and sequences for PMs. Each PM Schedule screen allows indication of the PM Route and sequence number. The 'Route Sequencer' option is used to manage these routes. You select 'Route Sequencer' from the Action list, click 'Proceed', and then define the sequence number for each item.

Update Standard Times

This function recalculates estimated hours for PM schedules to better reflect actual work time. It uses a date range and shows 'Total Hours/WO's' and 'Current Standard' (Est. Hours). The 'Average Standard' is the new estimated time based on average work hours. It is recommended to perform this operation once a year.

Annual PM Projection

This option plots a projection of PM schedules for the year on a calendar, allowing visualization of upcoming work. For this to function, 'On Calendar' must be 'True' and meters must have a daily average entered. The PM Manager is used to select schedules, and the 'Annual PM Projection' option displays a calendar showing projected PMs with dots indicating when they are scheduled.

Screenshot Description: A screenshot displays a calendar-like grid showing the 'Annual Projection' for various assets and PM schedules across months, indicating scheduled weeks with checkmarks.

PM Task Changes

The 'Publish' link on the PM Task detail view allows you to publish changes made to PM tasks to all assets using that task on a PM schedule. After editing and saving a PM Task, click 'Publish'. Clicking 'Update' displays a list of assets affected by the change.

Screenshot Description: A screenshot shows the 'PM Task Publisher' interface, indicating that existing PM schedules assigned to a task will be updated with the current brief and detailed description. Another screenshot lists assets that had their PM tasks updated.

Generating PM Work Orders

There are two methods for generating PM Work Orders: manual or automatic. Manual generation can be done via the 'Generate PM Work Orders' menu item or the 'Manually Generate' link on individual PM schedules. You can specify a date range for generation and use filters. Previewing PMs shows a list with 'C' for calendar-generated or 'M' for meter-generated.

'Generating Future PM's' creates PMs for future dates within the specified range. 'Preview PM Parts Requirements' allows viewing associated parts and their quantities on hand.

Screenshot Description: A screenshot shows the 'PM Generation' interface with filters for 'PM Group', 'Generate Through', 'Route', and 'Assignment', and options to 'Preview PM's' or 'Proceed'. Another screenshot shows the 'PM Generation' interface with a list of previewed work orders, indicating their type (C/M) and status.

Automatically Generating PM's

The system can be configured to automatically generate PM Work Orders daily and email PDF attachments to the system administrator and assigned contacts. This setting is managed in 'Administration' under 'Change Your Settings'.

Work Order Center

Generated PM work orders appear in the Work Order Center for viewing and management. The list view allows filtering and sorting of work orders using text boxes under column headers. Pressing Ctrl+F can help locate information on the page.

Screenshot Description: A screenshot displays the 'Work Order Center' list view, showing columns like 'WO No.', 'WO Date', 'Asset ID', 'Asset Description', 'WO Type', 'Status', and 'Work Order Status'.

Printing Work Orders

Work orders can be printed individually from the detail screen or as a filtered group from the Work Center. The 'Print' link is available in the work order detail view. The 'Work Order Print Manager' allows printing multiple work orders using various filters and sorts.

Screenshot Description: A screenshot shows the 'Detail View Work Orders' screen with a 'Print' link. Another screenshot shows 'WO No. 113 Print Options' with choices for PDF or HTML format.

Tracking Charges Against Work Orders

Charges (Parts, Labor, Misc.) can be added to work orders. These charges are grouped and subtotaled by category. Work orders with charges cannot be deleted.

Parts

Parts charges use the Inventory file to validate item numbers and pull related information. Unit cost and on-hand quantities are retrieved. The quantity used cannot exceed the current on-hand value.

Screenshot Description: A screenshot shows the 'Work Order Charges' interface for adding 'Parts' charges, with fields for 'WO No.', 'Asset ID #', 'Transaction Date', 'Qty.', 'Location', 'Item No', 'Description', 'On Hand', 'Item Cost', and 'Extended Cost'.

Labor

Labor charges utilize the Maintenance Contacts file. You select a 'Labor Category' and then a 'Contact Name'. Rate information is pulled from the contact record. You enter hours worked and any additional information.

Misc

Misc. Charges cover items not fitting other categories. Unit cost, quantity, and comments are entered for each item.

Charges Against Work Procedures

Charges can also be tracked against work procedures listed in the Work Procedures section. The task description is available in a drop-down box on the charge-out screen.

Quick Parts

Quick Parts pulls related parts from the asset or PM schedule. You can adjust quantities to reflect actual usage. Saving entries charges out the parts.

Screenshot Description: A screenshot shows the 'Quick Parts' interface, listing parts with 'Qty.', 'Item No', 'Item Cost', 'Description', 'Location', 'On Hand', and 'Extended Cost'.

Viewing and Editing the Charges on a Work Order

Submitted charges are sorted and subtotaled by work procedure and category in the Work Order Center. A pencil icon allows editing or removing charges. To edit or remove a charge, click the pencil icon next to it, which displays an edit screen.

Screenshot Description: A screenshot shows the 'Work Order Charges' summary with charges sorted by category, and a pencil icon next to each entry for editing. Another screenshot shows the 'Edit Charges - Work Order #151' screen for modifying details like 'Procedure Charged', 'Trandate', 'Start time', 'Stop time', 'Qty', and 'Hourly Rate'.

Closing PM Work Orders

The PM close-out screen is divided into sections: 'Work Order Close Out', 'Calendar Based PM', 'Meter Options', and 'Close out fields'.

Calendar Based PM

This section shows the calendar frequency and the next PM date if the PM is static frequency. You can select a new date or, for Shadow based PMs, the next PM date is determined by the close-out date.

Meter Options

This section is shown if the asset records a meter. You can enter a new meter reading. For running meters, a message like 'Must be higher than X' appears. For totals meters, there is no such message. If an asset has multiple meters, you can select the meter type from a drop-down. If no number is entered, the work order closes without a meter reading.

The 'Select parts charges to issue' section shows PM Parts with 'Auto Issue Qty.' which can be deselected or checked to be charged upon close.

Shadow Frequency

Shadow based PMs automatically adjust the next PM interval based on the meter reading at close-out. The reading shown is used unless a new reading is added before closing. The 'Adjust Next PM Interval' box does not need to be checked for shadow-based meters.

Static Frequency

Examples explain options for static meters. If you only want to record a new meter reading, check 'Record New Meter Reading' and enter the value. The system indicates if the entry must be greater than the previous reading. The 'Last Meter Reading Entry' field is updated.

If the meter has advanced significantly, you can enter a new reading and have the next PM schedule based on this new reading. Check both boxes ('Record New Meter Reading' and 'Adjust Next PM Interval'). The entry must be greater than the specified value. The 'Last PM Produced At' and 'Last Meter Reading Entry' fields are updated.

The examples refer to running meters, but options are available for totals meters as well. For totals meters, the 'higher than' values are not displayed.

PM work orders cannot be reopened once closed. Ensure all close-out information is correct before closing.