Schedule Compliance Date

As part of our continued effort to provide the tools necessary for our users to document and show compliance with various regulatory requirements, we have added new core features related to scheduled maintenance activities. These features allow TMS schedule managers (schedules are defined as PM, PE, and Inspection records within the Schedules menu) to define the number of days (called Grace Days) in which a technician must complete a scheduled Work Order. To meet the various agency rules, the schedule manager can also determine how that grace period is defined. These choices are represented on the Scheduled Work Order when it is generated.

This new feature adds two new fields to the Schedules module and one new field to the Work Orders module, and several data sources for use on Dashboards.

 

How Does it Work?

The Schedules Module

The Schedules module has two new fields dedicated to Schedule Compliance: Grace Days and Set Compliance Date. These are available on Calendar-based Schedules only and will be visible for Schedules having the B-Both (Calendar and Meter) or C-Calendar Schedule Type codes.

 

Grace Days is a positive whole number representing the number of days of the compliance period. The number is added to either the Next Due Date or end of month (configurable) when a Work Order is generated from the Schedule.

Set Compliance Date determines how the Grace Days value is applied to the Next Due Date and has two options.

 

• From End of Month. This option will add the Grace Days value to the last day of the calendar month of the Next Due Date. For example, if the Next Due Date is 2/1/2023 and the Grace Days are 10, TMS will set the Schedule Due By field on the Work Order to 3/10/2023 11:59 PM.

• From Scheduled Date. This option will add the Grace Days value to the current Next Due Date. For example, if the Next Due Date is 2/1/2023 and the Grace Days are 10, TMS will set the Schedule Due By field on the Work Order to 2/11/2023 11:59 PM.

 

These new fields are also available within the Schedule Mass Edit Data Maintenance tool, allowing TMS administrators to set them across Schedules with similar characteristics.

 

The Work Order Module

The Work Order module has a new datetime field called Schedule Due By. This field will contain the results of the Grace Days and Set Compliance Date values. It is placed within the Calendar section of the Details tab, along with the Date Available and Date Needed fields. Since this field is calculated by TMS, it is not editable. However, it can be added or excluded from custom forms as needed.

 

If the Schedule is a Monthly or greater frequency and either Grace Days or Set Compliance Date are left blank, TMS will set the Schedule Due By to the last day of the calendar month of the Next Due Date. This helps our customers communicate best-practices regarding schedule completion.

To ensure you can meet the documentation requirements for schedule maintenance, we have added new Work Order Status and Sub Status entries to aid our customers in their regulatory compliance activities.

• Under the TMS standard Work Order Status Code of ACTIV, we have added new sub statuses of:

  • A code of EIU with a Description: Equipment\Space In Use

  • A code of ENL with a Description: Equipment Not Located

• Created a new TMS standard Work Order Status Code of CNP with a description of Closed Not Performed. Under this new Status Code we added these new TMS standard Sub Status Codes:

  • A code of EIU with a Description: Equipment\Space In Use

  • A code of ENL with a Description: Equipment Not Located

These codes will document when your team cannot complete scheduled maintenance due to equipment or space unavailability.

 

Reporting

To provide you with the tools to report on compliance for scheduled maintenance, we added five new data sources to the System segment, so that they are accessible in each of your user segments.

1. DB-Scheduled Maintenance Compliance (This Month)

2. DB-TMS SC-EIU/ENL Open Scheduled WO Listing

3. DB-TMS SC-EIU/ENL Work Orders (Scheduled Last 3 Months)

4. DB-TMS SC-PM Compliance (Current Month)

5. DB-TMS SC-PM Compliance (Previous Month)

In addition, we have added a new report, SC WO Detail Report, to display the new Schedule Due By date field.