PM Task Schedules - WebTMA 5

Path: Organization > Task > Records / PMs Tab

PM schedules can be created for the following:

Each of the windows listed has a PMs Tab, and you can set the PM details individually. If you have a number of items that use the same PM task, use Organization > Task > Records / PMs Tab to add all items that are assigned the task for a PM work order. The tasks are also listed on the PMs Tab of each item record.

The Task / PMs Tab in View mode shows a list of all items that use this task for a PM work order. Click the Collapse link in View mode or the Expand link in Edit mode, and select a line item to see details such as frequency of PMs, the next due date, and other information. You can make different settings for each item on the list. Similar to adding an item, details added or deleted from either the item PMs Tab or the Task / PMs Tab are reflected in both places.

A red sphere  in the first column indicates that either the item has been inactivated or the building or area where the item is located has been inactivated, i.e., the Active check box is clear.

For items under contract, you can move the cursor over the Contract Number label to see a popup with the Contractor Code and End Date.

If you use a metered PM task, the fields that accommodate it are found only on the item's PMs Tab. This assures that the correct meter is monitored since many items can have more than one meter.

When PM Tasks are assigned to a Crew rather than a Technician, the PMs generated by Batch Job Service create a schedule line for each technician that belongs to the crew.

Seasonal PMs

When an item is only used for a particular period of time, e.g., a snow blower is not used during the warmer months, you can set a Season Start and Season End date for calendar based schedules.

Suppose you set the following dates with a PM Frequency of one month:

Season Start = 04/01/2018

Season End = 06/30/2018

PM work orders will be generated for the following dates:

04/01/2018

05/01/2018

06/01/2018

After each work order is generated, the Next PM Date is advanced based on the Due Every Frequency (one month in this case).

When the 06/01/2018 is generated, the Next PM Date would normally be updated to 07/01/2018, but that date is beyond the Season End date. In this case, the dates would be updated as follows:

Next PM Date = 04/01/2019

Season Start = 04/01/2019

Season End = 06/30/2019

How to Create Task PM Schedules

Path: Organization > Task > Records / PMs Tab

Scheduling PMs from the Task window is useful when you wish to assign a schedule to several items at the same time. From this window you can review items that have been scheduled for a specific task and add line items to the schedule as needed. In Edit mode, an Expanded link toggles the view between a list-only view to a shortened list with the PM details displayed in the lower part of the window.

From the desired Task Code:

1. Click Edit on the WebTMA toolbar.
2. Click the Add PM link to open the Item Selection popup window.
3. (Optional) Click the Filter Added Items to filter out any items previously assigned.
4. Click the check boxes of all items you want to add.
5. Click the Add Selected button, and Close the window.
6. Complete the required fields and any elective fields as needed.
7. Click the Apply To Checked link at the upper right of the grid. By default, all the items you just added are selected. See Caution below.
8. Click Save on the WebTMA toolbar.

Step 7 is very important. Unless you apply these settings to the selected item, the system does not add a schedule.

Meter Based or Dual PMs

Path: Organization > [Item] > Records / PMs Tab

Some maintenance-worthy items have meters that can be used to determine the next due date. Before you can set up a meter based PM, two things are required:

• Set a PM task for the record
• Define and save the meters on each record (Organization > [Item] > Records / Meters Tab)

Once the item has an assigned Task, use the Meter Based Subtab on the item PMs Tab to set a metered or dual based PM. Items can have several meters; therefore, the only way to assign a meter based schedule is from the item record. This assures that the proper meter is applied to the PM schedule.

If the item is under contract, you can move the cursor over the Contract Number label to see a popup with the Contractor Code and End Date.

The definitions and instructions for PM Task Schedules apply to the fields on the PMs Tab of both the Tasks window and item windows. However, the following additional fields on the item record PMs Tab apply to meter based PMs.

Required Fields

Assigned Meter – a meter associated with an item. Unless you add meters to the Meters Tab of an item record, you cannot create a meter based PM.

Meter Interval – the numeric interval between PMs. For example, if oil changes are to occur every 3000 miles, then 3000 is entered in this field.

Next PM Meter – the meter reading when the next PM is due.

Percent Margin – since it is difficult to perform a PM exactly when a meter reaches the average count, this number is the allowable margin such as 5% used to determine the next PM.

Elective Fields

Last PM Meter – a read-only field that displays the meter reading at the last PM.

Projected Next Date – enter the date that you estimate the next PM meter reading will be reached.

Meter calculation when WO completes – mark the check box if you want the Next PM Meter value to be recalculated based on the Reading entered when the PM work order is closed.

The calculation adds the Reading to the required Meter Interval when you enter readings from either the Quick Post Meters window or when you click Post Meter Reading on the Work Order Action Menu.

Example:

Meter Interval = 1000 and Last PM Meter = 2000, which would make the Next PM Meter = 3000.

HOWEVER, the PM is performed at 500. With this check box marked, the Next PM Meter value is recalculated as 3500.

How to Create Dual PM Schedules

Path: Organization > [Item] > Records / PMs Tab

The interval between PMs can be set for both a metered interval and a time interval. A dual schedule PM is triggered by either the meter reading or the date, whichever comes first. Oil changes are a good illustration of dual schedules where the task is due in a set amount of time or a set number of miles.

The meter-related fields of a dual schedule are visible only from the individual item record. The item's PMs Tab includes a Meter Based Subtab.

You can include the item on the Organization > Task > Records / PMs Tab following the instructions in How to Create PM Schedules. Then go to the individual items to complete the Meter Based fields using the following instructions. Alternatively, you can complete the entire record from the item's PMs Tab. Note you have to save each setting separately (time and meter).

On the item's PMs Tab in Edit mode:

1. Select the line item.
2. Select frequency as Meter in the field adjacent to the Due Every field.
3. Click the Meter Based Subtab.
4. Type the Meter Interval, i.e., the numeric interval between PMs, such as 3000 for odometers.
5. Enter the Next PM Meter reading and the Percent Margin allowance.
6. Complete other elective fields.
7. Select the Assigned Meter.
8. Click the Apply To Checked link at the top of the grid.
9. Click Save on the WebTMA toolbar.

Be certain to click the Apply To Checked link; otherwise, your changes are not saved.

WebTMA software considers an item due for preventive maintenance when either scheduling criteria is met. When a dual PM is generated, both the calendar data and meter unit data are calculated. Calendar data uses the current date to assure the time span will never exceed the specified time duration.

Example: Using a three months or 3000 miles oil change, if a vehicle is scheduled for an oil change at 9000 miles or September 25 and the odometer reads 9001 miles on August 20, the PM will be generated on or near August 20. When the system calculates the new PM parameters, the next PM date is November 20, i.e., three months from the current date.

If the PM is generated based on a meter reading, the work order will show the actual date the PM was generated in the Last PM Date field, and the next PM date is recalculated based on the date the PM was generated.

NOTE:  Dual based scheduling requires that meter or odometer readings be posted.