Procedures: Preventive Maintenance

Multiple procedures can be defined to be run at different intervals. Procedures performed at later intervals are often cumulative. For example, the Quarterly procedure may include all the tasks performed in the Monthly procedure, plus an additional set of tasks. Since only a single procedure is run at each interval, all tasks must be included in the larger procedure. When creating multiple procedures, new procedures are often creating by cloning the base procedure, and then adding the incremental tasks to be completed.

Attach a new procedure to this Preventive Maintenance Schedule:

1. Click Add.

   A window opens.

2. Select the procedure you want to add.

   The Procedures window opens.

3. Enter a value in the Interval field.

   Choose between two options:

   • Enter a 1 for the base procedure, the procedure run most frequently, as defined on Schedule. If this is a single-procedure schedule, you should select 1.

   • Enter the appropriate interval (multiple of base schedule) for all other procedures on the multiple-procedure schedule. For example, if the base procedure is scheduled to run monthly, you would enter a 3 to run a quarterly procedure (at the third scheduled interval of base procedure).

     Refer to the sections on Multiple Procedure Schedules and Intervals and Sample Preventive Maintenance Schedules for additional information on interval settings.

4. Enter the number of days prior to the due date that the work order should be created (or a notification should be made) in the second field.

   This setting is only honored when the PM Automation tab has the Use Procedure to set the number of days prior to this PM being due setting enabled.

5. Click Apply.

   The selected procedure appears in the My Selection(s) list at the bottom of the window.

6. Repeat as necessary.

   To remove a record that has been added to the My Selection(s) area in error, click the blue arrow directly to the left of the row.

7. Click Apply.

   Maintenance Connection will not save your new procedure if a procedure with the same interval already exists. If a default procedure was created when this schedule was first saved, you must remove that procedure before entering the correct procedure.

8. Click Save.

Each Preventive Maintenance Schedule must have a minimum of one procedure. If you save a Preventive Maintenance Schedule before defining a procedure, Maintenance Connection will automatically assign and attach a default procedure. The default procedure will have the same ID and Name as the Preventive Maintenance Schedule.

This newly created procedure can be edited to include appropriate tasks and details. Alternatively, if you prefer to attach a different procedure, you can remove the default procedure and attach a new one.

Modify the currently designated procedure:

1. Right-click the procedure you want to modify and select Open in New Window.

   The procedure opens in a new window.

2. Enter your preferred ID and Name for this new procedure.

   Modifications made to this procedure will affect ANY Preventive Maintenance Schedule to which it is attached. Do not modify the procedure unless you want it modified in all instances it is used.

3. Make your changes.

4. Add tasks to your new procedure.

5. Click Save.

6. Click Close.

1. Click the row for the procedure you want to modify.

   A window opens, prompting you to designate an interval.

2. Enter your desired interval.

   Choose between two options:

   • Base procedures (the procedure that runs most frequently) are always defined with an interval with "1".

   • Enter the appropriate interval (multiple of base schedule) for all other procedures on the multiple-procedure schedule. For example, if the base procedure is scheduled to run monthly, you would enter a 3 to run a quarterly procedure (at the third scheduled interval of base procedure).

     Refer to the sections on Multiple Procedure Schedules and Intervals and Sample Preventive Maintenance Schedules for additional information on interval settings.

     Only one procedure can be defined for a given interval. If you define two procedures with the same interval, the second procedure will be deleted upon saving.

3. Enter the number of days prior to the due date that the work order should be created (or a notification should be made) in the second field.

   This setting is only honored when the PM Automation tab has the Use Procedure to set the number of days prior to this PM being due setting enabled.

4. Click Apply.

5. Click Save.

Procedures that are no longer run can be removed from the Preventive Maintenance Schedule. If the procedure to be removed was created by default when this Preventive Maintenance Schedule was made and will not be used by any schedule, you can permanently delete the procedure. Otherwise the procedure should be removed from this schedule. 

Remove a Procedure

Permanently Delete a Procedure

Project plans can also be attached to a PM Schedule on the Procedures tab. The process works the same as individual procedures, except that a listed project will result in the generation of a "set of predefined work orders / procedures", as defined in the Project Plan.

In general, attaching a project plan to a PM Schedule works as follows:

• On the date specified on the PM Assets page, work orders will generate for each procedure defined in the project plan.

• All work orders will be associated with the asset specified on the PM Assets page, unless a specific asset was specified for the procedure on the Project Plan Procedures tab.

• Organizational attributes for the work order will be assigned based on values specified on the PM Assets page, just like any other PM-generated work order. The work orders will not be associated with the attributes defined on the project plan, as would be the case if the project plan was manually generated.

• Multiple assets can be specified on the PM Assets page. If so, the full set of procedures will be created for each asset at the specified interval / date.

Attach a project plan to this Preventive Maintenance Schedule:

1. Click Add.

   The Procedures module lookup opens. In addition to all available procedures, each project plan will be listed. The project plans appear on the list like any other procedure, as each defined project plan has an associated procedure. These project plan procedures are hidden from view when accessing the Procedures module, but are available in the data so that they can be assigned to a PM.

2. Locate and select the project plan you want to add.

   The Procedures window opens.

3. Select the interval for the project plan from the Interval field.

   For most PM Schedules generating project plans, only a single interval (1) is used.

   Refer to the sections on Multiple Procedure Schedules and Intervals and Sample Preventive Maintenance Schedules for additional information on interval settings if you want to define multiple procedures.

4. Click Apply/Close.

   The Procedures module lookup closes, and the new project plan is added to the Procedures / Project Plans List.

5. Click Save.