Preventive Maintenance Balancer

The Preventive Maintenance Load Balancer provides the following functionality:

• The tool allows you to balance the load by shifting next generated dates using the PM Cycle Start By and PM Cycle Start Date fields stored at the asset-level. This is the same process that is used by organizations that use the feature to schedule PMs based on an organizational unit such as department, rather than the PM Schedule.

• The counts shown in the graph and Monthly columns are from work order projections, but the changes made to alter the projections are lasting changes being made to assets that will permanently alter PM Scheduling for those assets.

• If the PM Cycle Start By value is being set to AS (Asset) on a given record, modifying the asset's PM Cycle Start Date will propagate that change to ALL PMs associated with the asset, not just the individual record you may be trying to change.

• If the PM Cycle Start Date for a record marked as DP (Department) is changed, the schedule will change for ALL assets in that department with a PM Cycle Start By value of DP, not just the individual record or records being changed.

  Customers that schedule by organizational unit typically change the PM Cycle Start Date on the PM tab for that organizational unit to ensure they can clearly understand the records that will be affected.

• The Smart Report displayed should be grouped by an attribute that mirrors your business process. The default grouping for the PM Load Balancer report is by department, which is appropriate for organizations such as health care that typically schedule PMs by department.

  For other organizations, the report may more optimally be grouped by an appropriate level of the Asset Hierarchy. This helps the individual making changes to better see the other records that will be impacted by the change.

• The data presented in the graph and report summarize projected work orders over the next twelve months. If this report were being run in April, the bar and columns representing January, February, and March would represent the following calendar year.

1. Select Tools > Preventive Maintenance > Preventive Maintenance Balancer from the Main Menu.

2. Click the Generate button.

   The report and graph refreshes with projections based on current data.

   • You can use the smart search fields to filter the data. For example, to get to the PMs for the Clinical Engineering Department, you could enter Cl above the Department column. The report refreshes with all records tied to assets in any department starting with Cl highlighted.

   • You can also place a 1 in the month that you are trying to balance out to filter to records that have work orders generating in that month.

   The rows in the report reflect PM Asset records. If an asset is tied to multiple PMs, there are likely to be multiple rows displayed for it.

3. Choose one of the following options:

   • Click a record to select it.

     The text color changes to orange.

   • Use the Select All and Select Group controls on the upper-right part of a group to select all records in the group.

4. Select the appropriate organizational unit that should drive the cycle start date for the asset from the PM Cycle Start By field.

   If the PM Cycle Start By field is set to AS for Asset, a date needs to be specified. If the PM Cycle Start By field is set to an organizational unit such as Department (DP), the date only needs to be changed if you want to project a date different from that which is currently set on the attribute.

   This field appears in the toolbar at the bottom of the page. This selection will change the setting for the assets associated with the selected records.

5. Enter the date on which the next maintenance cycle should be scheduled in the PM Cycle Start Date field.

   This field appears in the toolbar at the bottom of the page. This selection will change the setting for the assets associated with the selected records.

   If your organization schedules by department (or a similar attribute), it is important to understand that changing the value of the PM Cycle Start Date field will modify the schedule of all assets tied to this unit that are scheduled in the same way. You can use this tool to view the impact of such a change, with the understanding that the value must be shifted back if the result is not as desired.

6. Click Save.

   The report refreshes with updated Next Scheduled Dates showing.

   Next Scheduled Dates for assets scheduled by an organizational unit are calculated based on the month and day of the specified PM Cycle Start By, the year of the last generated work order for the given PM, and the frequency defined in the PM Schedule. For more information, see Preventive Maintenance Schedule Configurations.

7. Click the Generate button.

   The projected work order counts showing in the report columns and graph are recalculated.

   Steps 1 to 5 can be repeated until the PM Load Balance appears as desired. If a change resulted in an undesired effect, the date for the selected attribute should be reset.

8. When you are finished modifying PM Asset Schedules, click the Close button at the top of the window.