PPM Details

Define key settings for your Planned Preventative Maintenance (PPM) schedule in the Details tab of the PPM Builder. Enter PPM details to ensure proper scheduling, asset tracking, compliance, and cost control.

PPM basic information

Enter essential details to ensure maintenance activities are well-organized, consistent, and aligned with regulatory standards and organizational goals.

• PPM name: Enter a name for the PPM. A blue arrow icon indicates the PPM was created with the PPM Manager.

• PPM description: Enter a description to clarify the PPM’s purpose, scope, and maintenance requirements.

• Organization for contract: Select the organization responsible for this PPM to ensures accountability and proper assignment.

  The system selects the parent organization by default. If you change it to a specific organization under the parent, the PPM applies only to sites within that organization. If unsure, keep the default selection.

• Category and Subcategory: Select the classification of the PPM for better reporting and resource alignment.

Asset management

Define how the PPM should assign assets to ensure effective work order distribution.

• Single assets PPM: Select Yes to create one work order per asset across all sites covered in the contract.

• Limit assets PPM: Select Yes to restrict the PPM to specific categories, subcategories, asset types, and other criteria for better control.

• Asset indicated handling: Select how assets are assigned to this PPM:

  • Automatically indicate assets: Links assets to the work orders based on predefined criteria, reducing manual effort and errors.

  • Manually indicate assets: Manually select assets for more control.

PPM type

Select the appropriate PPM type to align with maintenance and regulatory needs.

• PPM type: Select the appropriate type, such as preventive or regulatory. Select Statutory compliance if the PPM is part of a compliance (CPPM) contract.

Schedule and compliance

Configure scheduling parameters to prevent conflicts and ensure compliance with work order generation.

• Start date and End date: Define the PPM's timeframe to prevent scheduling conflicts.

  Set the PPM start date in advance of your site's start date to ensure proper PPM generation.

• Status: Select whether the PPM is Active or Inactive to track its operational state.

  If inactive, the PPM doesn't run. Activate the contract at least one day before the system generates work orders.

• Certificate required: Select whether the technician needs a certificate, ensuring compliance with certification requirements. This certificate is the Certificate of Insurance (COI), which must be valid and uploaded for the contractor. Without a valid COI, the contractor cannot perform the work.

  • If you select Yes, the Certificate type field appears. Select the appropriate certificate type, such as insurance.

Financial and contract details

Define financial settings to align PPM costs with contract terms and work order charges.

• Account code: Enter or select the account code to apply to the work orders. This links PPM costs to the appropriate financial account.

  This defaults to the account code assigned to the category, subcategory, or problem type in Admin > Asset Categories.

• PPM not to exceed (NTE): Enter a maximum cost limit for the PPM. If left blank, the default NTE is applied per site or work order.

• WO priority: Select the work order priority, typically PPM. Changing this to a standard work order type might affect PPM or CPPM functionality.

  Configure additional priorities in Admin > Work Order Types.

• PPM contract detail: Select contract-specific details:

  • Time & materials: Most common option. The final cost depends on the labor, parts, and materials used during maintenance. Charges are calculated based on the work performed rather than a fixed rate, providing flexibility for unexpected repairs or additional work.

  • Comprehensive: This option sets a fixed price for the PPM, covering all services under the contract. No additional charges apply, regardless of labor, parts, or travel costs. This is often used for contracts where costs are predetermined, ensuring budget stability.

• PPM charge unit: Select to charge based on work orders, assets, or sites.

• Price per... (above): Enter the price per charge unit selected in PPM charge unit. For example, charging $50 per asset, $100 per work order, and so on.

• Load component contract with zero value: Typically used for Comprehensive contracts. Enables zero-value contracts for work orders, meaning costs default to 0 instead of site-specific amounts. A comprehensive contract payment work order consolidates multiple site costs into a single payment-only work order.