Setting Up and Generating Preventive Maintenance Work Orders

This chapter presents an overview of preventive maintenance (PM) work orders and discusses how to:

• Set up preventive maintenance loops.

• Set up and maintain preventive maintenance schedules.

• Run the Preventive Maintenance process.

• Generate and analyze preventive maintenance projections.

Understanding Preventive Maintenance Work Orders

This section discusses the setup and processing of preventive maintenance work orders.

Setup and Processing of Preventive Maintenance Work Orders

Maintenance Management enables users to plan, schedule, and complete an organization's routine maintenance of individual assets, groups of assets, or specific locations through the creation and processing of preventive maintenance work orders. Users can set up preventive maintenance schedules for individual assets, for preventive maintenance loops composed of multiple assets, and for specific locations where non-asset-related maintenance activities are performed on an ongoing basis. You can select one of several different scheduling options and base the scheduling on selected dates or meter readings (assets and loops only). When you run the Preventive Maintenance process, it uses information in the schedules and their associated job templates to generate work orders. You run the Preventive Maintenance process in batch mode. Based on projection data that you set up in preventive maintenance schedules, you can run the Preventive Maintenance process to generate projections, which enable you to plan future maintenance and determine future resource demand. You can load this data into Microsoft Project for further analysis. To generate preventive maintenance work orders you:

• Set up work order task and work order job templates that define the resource requirements and data needed to perform work order tasks for a scheduled asset in a preventive maintenance work order.

  See Setting Up Work Order Templates.

• Optionally define preventive maintenance loops, which are comprised of groups of similar (homogeneous) and, possibly, even dissimilar (heterogeneous) assets. Maintenance loops can be associated with preventive maintenance schedules and work order job templates and used to generate preventive maintenance work orders and projections.

  See Understanding Preventive Maintenance Loops.

• Set up preventive maintenance schedules for single assets, preventive maintenance loops, and locations, which establish specific rules based on time intervals or meters that are associated with specific assets and are used by the Preventive Maintenance process to control the due date of the next scheduled maintenance.

  The Preventive Maintenance process also uses preventive maintenance schedules to provide work order header information and provide access to the work order job template, which it uses to create preventive maintenance work orders.

  See Understanding Preventive Maintenance Schedules.

• Run Preventive Maintenance processing to apply the rules set up in the preventive maintenance schedules to generate preventive maintenance work orders.

  See Understanding the Preventive Maintenance Process.

• Run, if desired, the Preventive Maintenance Projections process to apply the rules set up in the preventive maintenance schedules to generate projection data, which can be loaded into Microsoft Project to perform forecasting activities.

  See Understanding Preventive Maintenance Projections.

Work Order Task and Work Order Job Template Setup

You create work order task and work order job templates to predefine the resource requirements and other data based on specified asset categories for similar types of work orders. Creating these templates reduces the amount of data entry time needed to create work orders. Work order task templates enable you to predefine the resource requirements and associated data for various types of maintenance and repair work orders. Work order job templates are applied at the work order header level and predefine a sequence of one or more job steps, which consist of the work order task templates that you need to complete maintenance or repair work. You must create a work order job template even if the maintenance operation consists of only one task.

You must associate a job template with each type of preventive maintenance schedule definition, which includes schedules for individual assets, for a maintenance loop, or for a location. Work order job templates used for preventive maintenance work orders are not set up any differently than any other work order job templates. However, you must set up these templates prior to setting up preventive maintenance loops and schedules.

For example, a fleet maintenance planner may want to set up a work order job template for the 3000 mile service of a specific line of trucks. This 3000 mile service consists of the following work order tasks:

• Change oil.

• Rotate tires.

• Inspect brakes.

You create a work order task template for each activity, defining any resource requirements, attachments, instructions, checklists, and notes for each task. You then create the work order job template, naming it 3000 Mile Service, for example, and organize each of these tasks within the job template as job steps needed to complete the work order.

You can then associate this work order job template with one or more preventive maintenance schedules for this type of asset. You can also associate this work order job template with a preventive maintenance schedule that references a group of automobile assets that are defined for a maintenance loop.

In addition, since these work order task and job templates have effective-dating, it is possible to maintain an individual task's requirements and tasks within a multistep job template over time. When you adjust the task in either the work order task template or the work order job template, the changes are reflected in all of the preventive maintenance schedules that either directly or indirectly reference the template. For example, if you set up a new work order task template, Emission Inspection, and add it to the 3000 Mile Service work order job template, then any preventive maintenance schedule associated with this job template automatically has the Emission Inspection task added to it.

See Understanding Work Order Templates.

Setting Up Preventive Maintenance Loops

To set up preventive maintenance loops, use the Maintenance Loop (WM_PM_MAINT_LOOP) component.

This section discusses how to:

• Create a preventive maintenance loop.

• Search for a specific asset.

Understanding Preventive Maintenance Loops

You set up preventive maintenance loops to enable you to schedule and generate one or more work orders to perform a preventive maintenance service operation on a group of multiple similar and dissimilar, but related, assets.

Important! You must select the Multiple Asset Per Work Order check box in the appropriate work order business unit(s) to enable you to create work orders using a loop.

Preventive maintenance loops are set up for groups of:

• Assets, which are similar, or more specifically, homogeneous.

  Homogeneous assets means that all the assets listed in the loop grid share the same default asset classification parameters based on the level of specification in the loop's header. You must specify, at a minimum, the asset type and asset subtype in the loop header. For example, if you specify the asset type (fleet) and asset subtype (truck), then you can set up a loop that includes trucks from different manufacturers that are associated with job templates that are also generic in nature. In other words, the job templates and underlying task templates are not applicable for specific makes and models of trucks. Continuing the previous vehicle example, a 3000 mile checkup job template could include a task to change the oil and a task to rotate the tires, and it could be applied to vehicles from any manufacturer. In this case, you do not have to assign a job template to each individual asset. Instead, you can assign a job template in any schedule that you set up for this type of loop. When the Preventive Maintenance process generates a work order based on this loop, the resource requirements and data associated with the template specified in the preventive maintenance loop schedule applies to all of the assets.

• Assets, which are dissimilar, or heterogeneous.

  Heterogeneous assets are assets that are set up together in a preventive maintenance loop that are related to one another in some way, but do not fall under the same asset categories (asset type, subtype, manufacturer, and model). For example, an organization may use a group of different kinds of equipment to perform a specific kind of job and want the service maintenance on each piece of equipment in the group to occur at the same time to avoid having to take individual pieces of equipment in the group offline at different times. An example of a heterogeneous assets would be a pickup truck from one manufacturer, a dump truck from another, and a cement mixer from a third. You may want to schedule them to be serviced on a specific day every six months. In this case, you must assign a relevant work order job template to each type of asset.

  Important! You can only use a heterogeneous loop for a single maintenance situation.

  You can also create a preventive maintenance loop that contains a list of homogeneous assets and heterogeneous assets. For example, you may require the use of 5 pickup trucks (homogeneous), a dump truck, and a cement mixer for certain kinds of jobs. You set them up in a preventive maintenance loop so that they can be scheduled for maintenance at the same time and same interval. In this case, you must assign a work order job template to the heterogeneous assets in the list (the dump truck and cement mixer). However, you have the option to either specify a work order job template in the schedule to apply to the homogeneous assets (the pickup trucks), or specify the same work order job template in the Override Job Template field for each homogeneous asset listed in the loop. If you specify an Override Job Template value for one or more assets in a loop, then you can usually use the loop in only one maintenance situation.

  You can use the Preventive Maintenance process to generate a work order based on a preventive maintenance loop schedule that has heterogeneous assets.

  Using the previous example, you set up a loop with heterogeneous assets:

The Monthly Truck Service work order job template contains three work order tasks: Rotate Tires, Change Oil, Check Brake Fluid.

The Monthly Dump Truck work order job template contains four work order tasks: Rotate Tires, Change Oil, Check Brake Fluid, and Clean Truck Bed.

The Monthly Cement Mixer work order job template contains two work order tasks: Lubricate Drum Turning Mechanism and Clean Drum.

A preventive maintenance loop schedule is set up to perform the maintenance monthly.

The Preventive Maintenance process generates a work order based on the loop schedule. The requirements are applied to each work order task in the work order based on the tasks in the work order job templates.

Pages Used to Set Up Preventive Maintenance Loops

Creating a Preventive Maintenance Loop

Access the PM Maintenance Loop page.

Asset Type, Asset Subtype, Manufacturer ID, and Model

Specify the asset classification values common to the homogeneous (similar) assets within the loop, such as Fleet and Auto. You must select asset IDs for each asset listed in the Asset List grid for both homogeneous and heterogeneous (dissimilar) assets. Note. For homogeneous assets, you must, at a minimum, specify both Asset Type and Asset Subtype. If you also choose to identify a Model, you must also identify the Manufacturer ID. You cannot skip over a member in the asset category hierarchy.

Asset Search

Click this link to access the Asset Search page. Note. You must specify an asset type and asset subtype at a minimum to perform the search. See Searching for a Specific Asset.

Asset List

The Asset List grid lists the homogeneous (like) assets that you copied from the Asset Search page. You also select individual (heterogeneous) assets and their associated business unit directly in the grid.

Searching for a Specific Asset

Access the Asset Search page.

Search Criteria

Enter the values to narrow the search for either homogeneous or heterogeneous assets and click the Search button to display the assets in the Search Results.

Search Results

Setting Up and Maintaining Preventive Maintenance Schedules

To set up a preventive maintenance schedule for an asset, use the Schedule (WM_PM_SCHD) component.

To set up a preventive maintenance schedule for a loop, use the Loop Schedule (WM_PM_LOOP_SCHD) component.

To set up a preventive maintenance schedule for a location, use the Location Schedule (WM_PM_LOC_SCHD) component.

To copy a preventive maintenance schedule, use the Copy Schedule (WM_PM_SCHD_CPY) component.

This section discusses how to:

• Create a preventive maintenance schedule.

• Set up advanced options for a preventive maintenance schedule.

• Copy a PM schedule.

Understanding Preventive Maintenance Schedules

You set up preventive maintenance schedules to enable the Preventive Maintenance process to automatically generate work orders to use for servicing or maintaining one or more assets or a location at specified times and service intervals. A service interval refers to the frequency with which the maintenance types are performed. These intervals, which are specifically defined in the schedule, can be either date-based or meter-based. You also associate a work order job template with a schedule, which defines the work order tasks, with its resource requirements and attachments, that must be completed in the work order. You can also define the work order header information and the project and activity to associate with the preventive maintenance work order that the Preventive Maintenance process generates. Each preventive maintenance schedule that you set up is unique. You can set up a preventive maintenance schedule for:

• A single asset.

• A preventive maintenance loop (group of assets).

• A specific location.

  This type of schedule is used for a task that is not associated with an asset, such as scheduling the routine cleaning of the shop floor.

You set up preventive maintenance schedules and associate them with a work order business unit and a maintenance type defined in asset management. If the schedule is defined for:

• A single asset, you must also associate it with an Asset Management business unit and an asset ID.

• A preventive maintenance loop, you must also associate it with a loop ID.

• A location, you must also associate it with a location code.

A schedule for an asset can incorporate both date-based and meter-based rules. In this case, the Preventive Maintenance process looks first at the date-based rules, and if the target date is less than or equal to the current date, then the process creates a work order and ignores any meter-based rules. If, as of the current date, neither the date-based nor meter-based rules are due and the estimated meter usage is not defined, the Preventive Maintenance process will not generate the work order until either a date-based due date or a meter-based due date comes up. However, if you set up the estimated meter usage, the system generates a work order with an estimated maintenance date.

Work Order Business Units and Maintenance Types

You assign a work order business unit to each PM schedule. This is the business unit that the Preventive Maintenance process uses to create work orders and the business unit for which the work is performed.

You can assign a schedule ID to a PM schedule, or you set up a PM schedule without a schedule ID and when you save the schedule, the system automatically generates a schedule ID for you. You associate each schedule with a maintenance type that you set up in Asset Management. Maintenance types are user-defined and are used to divide service maintenance procedures into specific categories. You can set up as many maintenance types as you need. Each preventive maintenance schedule is categorized by the type of maintenance that is being performed. For example, you can set up maintenance types as major, minor, rebuild, tune-up, 3000 mile service, 6000 mile service, and more. You also must specify either the asset, preventive maintenance loop, or location that you want to schedule for this type of maintenance.

This table shows how the work order business unit is mapped to the maintenance type and asset business unit for preventive maintenance schedules.

Note. The work order business unit should use the same set of item, labor and tools data, namely record group FS_18, RS_02, and AM_05, as the job template uses.

See Understanding Work Order Templates.

See Understanding Asset Processing.

Basis Date

The first date that you enter in the Schedule - General Options page is the Basis Date. The Preventive Maintenance process uses this date to determine the base date for the first cycle of the preventive maintenance work order generation. For example, this date is often the acquisition date of the asset. The only time this date is not used, is for schedules that are set up to use a specific date. You cannot change the basis date after the first PM work order is generated for a PM schedule. The only way you can reset the basis date, such as for a major overhaul or component replacement, is to create a new PM schedule for the asset.

Effective Dating

Effective dating enables you to change a PM schedule's content over time and track the changes. For example, you can change to a new date-based or meter-based rule, change the job template, select a different scheduling option, change work order header and Project Costing tracking information.

Work Order Job Templates

The Preventive Maintenance process generates work orders with the requirement details that are specified in the work order task templates associated with the work order job templates. The Preventive Maintenance process places demand on Inventory for the inventory item requirements if the commitment rule defined in the work order business unit is either based on the parts list or a status change. If based on a status change, the default PM work order status must be the same as the status specified in the work order business unit commit rules. If either of these commit rules apply, then the Preventive Maintenance process also generates an Inventory schedule for the work order. You receive an error when you save the PM schedule online (and not in batch mode) if some of the inventory items defined in the underlying task templates associated with the job template in the schedule are not available because they are associated with a different Inventory business unit than the Inventory business unit that is specified in the work order business unit. You can still correct the template or you can manually include a valid item in the work order schedule after it is generated by the Preventive Maintenance process.

If the work order job template has more than one effective date associated with it, the Preventive Maintenance process uses the effective date in the job template, which is closest to the required start date.

For example, if the processing date is September 8, 2004, and the effective dates in the work order job template are August 8, 2004 and January 1, 2004, the Preventive Maintenance process applies the template dated August 8, 2004 to the work order since it is the date closest to the run date of September 8, 2004.

Override Options – Generate One Time

If you select this check box, the Preventive Maintenance process creates a work order and disregards any date-based or meter-based rules that are set up in the schedule only once. The process also removes the check mark from this option (changes it to off) so that the process generates a work order and considers the date and meter rules the next time you run it. If you want the process to generate another work order that disregards the date and meter rules, then you must access the schedule page and select this option again.

Scheduling Options

There are different options for generating work orders based on both date-based and fixed meter preventive maintenance schedules, which include:

• Generate the new work order only when the prior is complete.

  The Preventive Maintenance process generates the next preventive maintenance work order for the selected asset, loop, or location only after the previously generated work order's status is marked complete.

  Note. The process generates only one work order at a time for the PM Schedule. You must mark the PM work order complete before the process can generate another work order.

• Always generate work orders based on the PM schedule.

  The Preventive Maintenance process generates the next scheduled preventive maintenance work order even if the status of the most recently generated preventive maintenance work order is a status other than complete. The Preventive Maintenance Process continues to generate a work order for the next scheduled maintenance. A good example is when users set up a schedule to perform maintenance on a fleet of cars monthly and they are unable to complete the work before the next due date. This means that the first work order has a status of open. When the next due date comes up, the Preventive Maintenance process creates a new work order with a status of open. Even if you change the status of the generated work order to complete, canceled, or open, the selected status does not affect the generation of the next preventive maintenance work order. This is important for organizations that need a method to keep track of every scheduled maintenance, even if the maintenance was not able to be performed.

• Generate a work order if the prior work order's status is complete. If prior work order's status is not complete, update the PM Log to identify that the scheduled work order will be fulfilled by the prior work order.

  In this case, if you do not change the status of the current open work order to complete, then upon the next maintenance due date, the Preventive Maintenance process generates the next preventive maintenance audit record, which points to the open work order. The process continues creating audit records when the next due date or meter reading is due. Each audit record provides a method of tracking preventive maintenance work which was included as part of an existing work order.

• Generate one time.

  In this case, the Preventive Maintenance process generates a preventive or scheduled maintenance work order only once. This option is often used for equipment that is under warranty to generate a final inspection of the asset before its warranty expires. The schedule type that you can select for this scheduling option is either None , which is used when a schedule applies only meter-based rules, or Specific Date.

Threshold Percentage

The threshold percentage is used for calculating the next maintenance due date for date-based, fixed meter, and meter-based rules. It is not used for calculating the next maintenance due date for specific date and project meter rules When a schedule has both fixed meter rules and date-based rules and the threshold percentage is used to calculate the preventive maintenance start date, then the Preventive Maintenance process applies the threshold percentage to rules that have a target date closest to the current date.

For example, a date-based schedule for a vehicle's maintenance is monthly and the meter (odometer) interval is every 1000 miles. The system keeps track of the percent due date-based and meter-based figures for reporting purposes. If you enter a threshold percentage in the schedule's General Options page, the Preventive Maintenance process creates a work order if the calculated percent due for either the date-based or meter-based readings is more than or equal to the threshold percentage. In this example, if you entered a threshold percentage of 70, and the percentage of the next maintenance due for the date-based reading is 65 and the percentage of the next maintenance due for the meter-based reading is 70, then the Preventive Maintenance process creates a work order based on the meter-based reading.

This table describes the fields that display when you select a schedule type based the scheduling option that you select.

Next Maintenance Due Calculations Using Date-Based Schedules

You can create scheduling rules based on dates or time periods. The Preventive Maintenance process uses these rules to determine when the next maintenance is due by comparing the last performed maintenance date to the current date. If the number of days between the last performed maintenance date and the current date matches the calculated interval defined by the date-based rules, then the Preventive Maintenance process generates a work order.

After you select a scheduling option, if the scheduling is date-based, you must select the type of maintenance schedule that you want the Preventive Maintenance process to use to generate work orders. The scheduling types include:

• Daily

  Selecting this option means that you want to schedule the maintenance based on intervals of a specific number of days. For example, if you want the floor cleaned in the shop every two days, you enter an interval number of 2, which means that the Preventive Maintenance process creates a preventive maintenance work order for this task every two days.

  If you select Generate the new work order only when the prior is complete as the scheduling option, then you can select the From Last PM Completion check box, which enables the system to use the completion date in the previous work order for calculating the next maintenance due date. If you do not select this check box, then the system uses the start date specified in the previous work order for calculating the next maintenance due date.

  Note. For the start date that appears in the work order header, the Preventive Maintenance process compares the calculated start date against a predefined calendar that you can optionally select in the PM Options page of the work order business unit. The process searches forward to ensure that the actual preventive maintenance work order start date falls on the next available working day. The Preventive Maintenance process does not validate the start date if you do not select a calendar in the work order business unit.

• Monthly by Date

  You enter the number of months between each maintenance as the number of intervals and the date of the month in which you want the Preventive Maintenance process to create a work order for the maintenance. The Preventive Maintenance process uses a 360 day year (twelve 30-day months) in the calculations.

  Note. For the start date that appears in the work order header, the Preventive Maintenance process compares the calculated start date against a predefined calendar that you can optionally select in the PM Options page of the work order business unit. The process searches forward to ensure that the actual preventive maintenance work order start date falls on the next available working day. The Preventive Maintenance process does not validate the start date if you do not select a calendar in the work order business unit.

• Monthly by Day

  You enter the number of months between each maintenance as the number of intervals, the week of the month, and the day of the week in the month in which you want the Preventive Maintenance process to create a work order for the maintenance. The Preventive Maintenance process uses a 360 day year (twelve 30-day months) in the calculations.

• None

  You select this option when you only want to use meter-based schedules to determine the dates for the Preventive Maintenance process to create a work order for the maintenance.

• Weekly by Day

  Enter the number of weeks between each maintenance as the number of intervals and select the day of the week in which you want the Preventive Maintenance process to create a work order for the maintenance.

The Preventive Maintenance process takes into account the threshold percentage that you indicate in the schedule's General Options page, as well as any blackout periods you indicate in the schedule's Advanced Options page when it creates a preventive maintenance work order. In addition, the system calculates the percentage due for both date-based rules that are compared to the threshold percentage to determine the number of days before the actual next maintenance due date that the Preventive Maintenance process should generate a work order.

The formula for calculating the percentage due for date-based rules is:

Percentage Due = 100 × (Total number of days that have passed from last maintenance date to current date) ÷ (Date interval (days))

Note. The last maintenance date depends on your selection of a scheduling option and scheduling type. For example, if you selected the scheduling option, Generate the new work order only when the prior is Complete, and select the From the last PM completion check box, then the date that you changed the work order to complete is the date used here. If you selected any of the remaining date-based schedule types (except for None), the system uses the start date in the header of the last work order.

For example, if the last maintenance date was March 1, 2005, the current date is March 20, 2005, and the scheduled interval is 30 days, then applying the formula: 100 × 20 ÷ 30 = 66.7% due. This means that 66.7% of the scheduled maintenance period has passed before the next scheduled maintenance due date.

If this is the first cycle for the scheduled maintenance, then the formula is:

Percentage Due = 100 × (Total number of days that have passed from the Basis Date specified in the schedule's General Options page to the current date) ÷ (Date interval (days))

For example, if the Basis Date in the schedule is January 1, 2005 and the current date is January 25 and the cycle is every 30 days, then the percent due is: 100 × 25 ÷ 30 = 80.3%.

Next Maintenance Due Calculations - Meter-based Schedules: Basic (Fixed) Meter Readings

The Preventive Maintenance process calculates the next maintenance due date and generates a work order based on the meter rules that are defined in a schedule's General Options page. You define the fixed meter rules on the Basic tab of the grid by selecting a meter type and entering the intervals for the meter readings. The Preventive Maintenance process uses increasing and decreasing meter types. The start date in the work order header is the current date. The system determines when the next maintenance is due and when to create a work order by comparing the current equipment meter reading to the next maintenance due reading, which is the last meter reading plus the interval defined in the preventive maintenance schedule. If the asset has multiple meters associated with it, the meter interval that is reached first causes the Preventive Maintenance process to trigger the automatic creation of a work order.

For example, if the last maintenance for a car was performed when its odometer reading was 7000 miles, and the meter interval specified to indicate the next maintenance due in the preventive maintenance schedule is 1000 miles, then the Preventive Maintenance process creates the next preventive maintenance work order when the car's odometer reaches 8000 miles. An odometer is an example of an increasing meter type.

If you enter a threshold percentage amount, the Preventive Maintenance process takes that number into account, as well as any specified blackout periods, when it creates a work order. For blackout periods, this means that if a meter reading interval is every 1000 miles, and the interval is reached during a blackout period, then the process does not create a work order. However, if the threshold percentage is equal to or less than the calculated percentage, then the process will create a work order.

Once meter readings are entered in Asset Management for the asset, the Preventive Maintenance process uses the accumulated reading in the asset's Meter Reading History to determine the next maintenance due date.

The formula that the Preventive Maintenance process uses to determine the next maintenance due date for PM based on an increasing meter type is:

Next Meter Reading = Last PM Work Order Meter Reading + Meter Interval

Important! Last PM Work Order Meter Reading is only used for PM schedule in which you selected either the Generate the new work order only when the prior is Complete, Always generate work orders based on the PM Schedule, and Generate work order if the prior is Complete scheduling options.

If the prior work order is not complete, the process updates the preventive maintenance Process Log to indicate that the scheduled work order will be fulfilled by the prior work order. In this case, the Preventive Maintenance process uses the previously calculated meter reading. Thus, you do not have to enter the last work order reading.

If this is the first preventive maintenance cycle, which means that there is no last preventive maintenance meter reading, the Preventive Maintenance process uses zero as the lower limit reading in the formula:

Next Meter Reading = zero + Meter Interval

For example, if the lower limit for the odometer is set at 0 miles, and your maintenance interval is every 1000 miles, then the next service is based on a odometer reading of 1000 miles.

A good example of how decreasing meters are used involves the measurement of the thickness of tire tread for tires attached to an earth mover. The tread of these expensive tires decreases over time. Each meter reading captures the current thickness of each tire's tread. Once the reading falls below a specified value, the Preventive Maintenance process generates a preventive maintenance work order. This is an example of how using a decreasing meter can serve as an elementary method for performing condition-based monitoring for assets that wear down or deteriorate over time. It is much more useful for this type of meter to trigger the preventive maintenance of an asset, rather than tying the reading to the tires accumulated mileage, since an earth mover that travels over coarse gravel can wear down the tire treads much faster than an earth mover that travels on soft dirt, even if the miles traveled in the soft dirt are greater.

The formula that the Preventive Maintenance process uses to determine the next maintenance based on a decreasing meter type is the same as the formula for increasing meters, because it uses the accumulated reading from the Meter Reading table, which is increasing and positive for both increasing and decreasing meter types. Only positive numbers can be entered for the meter interval value in the PM schedule for both increasing and decreasing meter types.

Since these are fixed meter readings, the Preventive Maintenance process also accounts for the threshold percentage. For example, if the threshold percentage is 80%, the Preventive Maintenance process creates a work order when the calculated percentage due based on a defined meter interval reaches 80%. If more than one meter interval is listed , the system uses the percentage closest to the threshold percentage. The formula for calculating the percentage due is:

Percent Due = 100 × Current Reading − Previous Work Order Reading ÷ Meter Interval

For example, if the current odometer reading is 7700 miles, the previous reading was 7000 miles and the meter interval is 1000 miles, then 100 × 7700 – 7000 ÷ 1000 = 70 % due.

If the threshold percentage is equal to or greater than 80%, then the system creates a work order when the calculated percentage based on the meter reading reaches 80%.

Projected Meter Readings

Projected meter readings are useful for calculating the next maintenance due as long as they are accurate. Projected meter readings can be used for:

• Maintenance performed by outside organizations.

  In this situation, the Preventive Maintenance process generates a preventive maintenance work order with a start date in the near future in order to determine the equipment downtime and the work start date to avoid conflicts with the outside organization's external resources.

• Planning purposes.

  The maintenance planner can gain efficiency and reduce costs and prevent maintenance delays by projecting when and how often the future preventive maintenance needs to be performed.

You select the way you want the Preventive Maintenance Projection process to project the next maintenance due in the schedule's Meter-based Schedules – Advanced grid. You select from two overall methods for estimating or projecting the next maintenance due:

• Average from Asset.

• Sampling.

  There are three different types of sampling methods.

  • Days.

  • Readings.

  • Cycles.

The objective of both the average from asset and the sampling method is to project the next maintenance due date for an asset. The difference between average from asset, sampling days, and sampling readings methods is based on the way the average reading per day is obtained or calculated. Once the average reading per day is calculated, average from asset, sampling days, and sample readings all use the same formula to calculate the number of days until the projected next maintenance is due.

The cycles sampling method uses a different calculation formula, which is discussed later.

See Understanding Asset Meters.

Determining Average Meter Reading Measured Per Day for Average from Asset, Sampling Days, and Sampling Readings

Before the Preventive Maintenance process can apply the formulas described previously, the system has to determine the average meter reading measured per day for the average from asset, sampling days, and sampling readings methods.

Important! For example, if the meter type is an odometer, the average meter reading per day is equal to the average number of miles that accumulate each day based on daily odometer readings.

The average from asset method uses the actual average daily meter reading in the Asset Meter table as its average meter reading per day figure.

The sampling days method and the sampling readings method are very similar in the way they determine the average meter reading per day value. The difference between the two methods is the way the sample size is determined based on the readings in the Meter Reading History table. This is an example of the data contained in Asset Management's Meter Reading History table for a particular asset's odometer meter:

• Sampling Days

  This sample size used in this method is based on the actual number of days that you want the system to count back based on the dates that the meter readings were taken in the Meter Reading History table from the current date.

  For example, if you enter a sample size of 60 days in the schedule and today's date is May 4, 2004, the system counts back 60 days from May 4, 2004 to the first reading date, which is March 11, 2004. The last reading date in the Meter Reading History table is April 30, 2004. If you calculate the number of days between March 11, 2004 and April 30, 2004, there are 50 days between these readings.

  To calculate the average number of miles per day based on sampling days, the system uses this formula:

  (Last meter reading – First meter reading) ÷ The total number of days between the meter readings = Average miles or meter reading value per day.

  Continuing with our example using sampling days: The last meter reading was on April 30, 2004 and was 10,000 miles. The first meter reading was on March 11, 2004 and was 3000 miles. There are 50 days between the meter readings. Applying the formula: (10,000 miles – 3,000 miles) ÷ 50 days = 140 miles per day (average miles or meter reading value per day).

• Sampling Readings

  The sample size used in this method is based on the number of readings, not days, that you want the system to count back from the current date.

  For example, if you enter a sample size in the schedule of 3 readings and if today's date is May 4, 2004, then the first reading date is March 21, 2004 and the last reading date is April 30, 2004.

  Note. The number of sample readings is based on counting the last reading date and the reading date prior to the first reading date in the Meter Reading History table, which means: April 30, 2004, April 15, 2004, and April 1, 2004. The total number of days between March 21, 2004 and April 30, 2004 meter readings is 40 days.
  
  Continuing with our example using sampling readings: The last meter reading was April 30, 2004 and was 10,000 miles. The first meter reading based on a sample reading size of 3 was March 21, 2004 and was 5000 miles. There are 40 days between the meter readings. Applying the formula (10,000 miles – 5,000 miles) ÷ 40 days = 125 miles per day (average miles or meter reading value per day).

Calculating the Next Maintenance Due Date for the Average from Asset, Sampling Days, and Sampling Readings Methods

Once the system calculates the average meter reading value per day for each meter-based method, it can apply the results of these calculations (from either the Average from Asset, Sampling Days, or Sampling Readings calculations) to the following formulas to determine the next maintenance due date.

The formula used by the Preventive Maintenance process is based on the values that you select in the schedule's Projected From field, which are:

• Last PM Completion Date

  This is the date when the last preventive maintenance work order was marked complete.

• Current System Date

  This is the last date that the Preventive Maintenance process was run to generate a work order.

The formula for increasing meters if you selected a Projected From value of Last PM Completion Date is:

Meter Interval ÷ Average Meter Reading per Day = Number of days from the completion of the last preventive maintenance work order to the next preventive maintenance due date.

For example, if the Meter Interval is 2000 miles and the Average Meter Reading per Day is 140 miles per day, then: 2000 ÷ 140 = 14 days. This means that the next maintenance due date is 14 days from the work order completion date.

If you selected the Projected From value of Current System Date, the formula for increasing meters is:

(Reading from the date that the last preventive maintenance work order was completed + Meter Interval defined in the PM Schedule) – Current Meter Reading ÷ Average Meter Reading per Day

For example, to determine the days due based on our Sampling Days example:

You select the Last PM value in the schedule. The last date that you changed the status of the preventive maintenance work order to complete was April 30, 2004, and the meter reading was 10,000 miles. The interval value that you entered for this odometer in the schedule was 2,000 miles. The current meter reading is 11,000 miles.

(10,000 miles + 2,000 miles) – 11,000 miles ÷ 140 miles per day = 7 days

Therefore the projected maintenance due date is 7 days from the last date that the Preventive Maintenance process was run. For example, if the run date was May 1, then the next maintenance due date would be 7 days from May 1, 2004, or specifically May 8, 2004.

The formula for decreasing meters is the same as it is for increasing meters because the process uses the accumulated meter reading from the Meter Reading table, which is increasing and positive for decreasing meters. The intervals must always be positive.

Important! Remember that these formulas apply exactly the same for the sampling readings and average from asset methods. The only difference is that you must use the average meter reading per day value in the formula based on the method that you choose in the Meter-based Schedules Advance grid.

Sampling Cycles Method

Sampling cycles are based on the percentage due and are only projected from the last date that you ran the Preventive Maintenance process. The system first calculates the percentage that the maintenance is due. Next, the process calculates the number of days it took to get to the above percentage. This number of days is then used to determine how many days it takes to reach 100%.

The formula used for increasing meters is:

Percentage of the preventive maintenance due for an asset = 100 × (Current Meter Reading – Meter Reading from the last completed PM work order) ÷ Meter Reading Interval

For example, the current meter reading for a truck is 10000 miles and the meter reading for last preventive maintenance work order performed for an oil change was 7500 miles, and the interval defined for changing the oil is 5000 miles. Then the maintenance due percentage is 100 × (10000 – 7500) ÷ 5000 = 40%.

To calculate the number of days it took to reach this percentage (40%):

Days = Current Date – Last PM WO Complete Date

Continuing with the example, if it took 30 days to reach 40%, then it would take 45 more days for the preventive maintenance to be 100% due.

The formula used to calculate the number of days left to reach the maintenance date is:

Number of days left = 30 days × (100 – 40) ÷ 40 = 45 days.

Note. If a last PM WO completion date is not available (for first cycles), the system uses the Basis Date defined in the schedule, which can be the same date as the date that the asset was acquired or put in service, if applicable. If there is no meter reading from the last maintenance completed (for first cycles), the system uses zero as the lower limit. This also applies to the Average from Asset, Sampling Days, and Sampling Reading projected data.

Advanced Scheduling Options

This page enables you to define default values for the work order header. Values that you enter in this page override values set up elsewhere, such as the work order business unit.

You can also specify blackout periods in this page. These periods are used in the calculation of the next maintenance due dates for all date-based and meter-based schedules, except for schedules using a specific date.

See Maintaining Asset Meters.

Project Costing Data

You can set up Project Costing data for a preventive maintenance work order here, or else the system will create the work order with the default project ID and generate an activity ID. When you save a PM Schedule, the system verifies that a default project exists.

If this preventive maintenance work order is associated with a Project Costing-managed project, then you can select both the Project ID and the Activity ID. Only one project activity is associated with all the work order tasks performed for a preventive maintenance work order.

If the preventive maintenance work order is associated with a work order-managed project, then you can select the Project ID and the activity is generated automatically when the Preventive Maintenance process creates the work order. If you leave both of these fields blank in the schedule for a work order-managed project, the Preventive Maintenance process assigns the Project ID and the Activity ID based on the work order business unit, work order type, and service group values that you entered in the schedule.

Duration Multiple

This field only appears in the Advanced Option page of the Loop Schedule component. You can use this field to increase the duration of the preventive maintenance work order duration by multiplying the value of this field with the value of the duration field in the work order job template.

For example, if a loop has three similar assets, and the associated job template has one or more sequential tasks (100% dependent) that total 8 hours, then if:

• You want the system to perform a parallel operation on the assets, you do not enter any multiple and the duration in the work order header is 8 hours.

• You want the system to perform a sequential operation on the assets, then you enter a multiple of 3, which is multiplied times 8 hours, which means the duration in the header is 24 hours.

Copy Schedules

Use this feature to copy the PM Schedule for similar individual assets to expedite the schedule set up for newly acquired assets. You define one PM Schedule and copy or clone this PM Schedule for multiple assets. When you select the asset ID associated with the schedule that you want to copy in the Copy From section, the date in the AM Business Unit, Asset Field, and Asset Type fields appear in the Copy To search criteria. Values may appear in additional fields depending on the asset ID that you select in the Copy From section. The system searches for and lists all of the assets that fall within the search criteria. You can then select the target asset to which you want to copy the Copy From asset's schedule.

Pages Used to Set Up and Maintain Preventive Maintenance Schedules

Creating a Preventive Maintenance Schedule

Access the Schedule - General Options page.

Description	Define the purpose of the preventive maintenance work order and describe, briefly, the scheduling rules and intervals being defined in this schedule.
Basis Date	Enter the date that you want the Preventive Maintenance process to use as the base date for the first cycle of generating a preventive maintenance work order. For example, this date is often the installed or in-service date of the asset. The only time this date is not used is for a schedule is when you enter a specific date for the maintenance to occur. Note. The Basis Date becomes unavailable for selection in the PM schedule after the first work order is generated.
WO Job Template work order job template	Select a work order job template to define the job steps, requirements, and associated data to apply to the work order generated by the Preventive Maintenance process . This template is used unless an overriding template is specified in the preventive maintenance loop definition.
Override options - Generate one time	Select this check box to enable the Preventive Maintenance process to bypass any scheduling rules and force the creation of a work order in the next run of the PM Process.
Scheduling Option	Select the method that you want to use to schedule this preventive maintenance work order: Generate the new work order only when the prior is Complete. Always generate work orders based on the PM Schedule. Generate work order if the prior is Complete. If prior work order is not Complete, update the PM Log to identify the scheduled work order will be fulfilled by the prior work order. Generate one time only. Note. The only Schedule Type values that display when you select Generate one time only. are None and Specific Date.
Threshold % threshold percent	Enter a value to instruct the system to force the due date for the preventive maintenance work to occur earlier than the scheduled date based on the percentage entered here. Note. It is recommended that you set the threshold below 100% especially when there is a long lead time to acquire materials, services, and/or tools required to perform the scheduled maintenance associated with the PM Schedule. See Understanding Preventive Maintenance Schedules.

Date-based Schedule

Meter-based Schedules – Basic

Click the Basic tab.

See Understanding Preventive Maintenance Schedules.

Meter-based Schedules- Advanced: Estimate Meter Usage is Average from Asset

Select the Meter-based Schedules - Advanced tab. The values in this grid change based on the Estimate Meter Usage value that you select.

Meter-based Schedules- Advanced: Estimate Meter Usage is Sampling

Access the Meter-based Schedules – Advanced tab and select Sampling in the Estimated Meter Usage field to display the following options.

Setting Up Advanced Options for a Preventive Maintenance Schedule

Access the PM Schedule - Advanced Options page.

Update Last Reviewed	Click this button to update the date and time in the preventive maintenance schedule and indicate that the preventive maintenance schedule has been reviewed. The value shown in the field can then be used to determine when the schedule was last reviewed and who reviewed it. The date, time, and user ID display in the Last Reviewed field.
Service Group, Work Type, Shop, and Priority Code	Specify the default values for the preventive maintenance work order header. The work order Business Unit field acts as the set control field for the Service Group, Work Type, Priority Code and Task Status fields. Note. The Preventive Maintenance process uses the work order business unit, job template, and preventive maintenance schedule as the hierarchy for retrieving default values for the preventive maintenance work order.
Task Status	Select a task status to apply to the work order. This status must be the same at every level of the work order. Specifying a status at this level overrides the status that is set up in the work order business unit.
Approval	Select whether this work order is Pre-Approved or requires Workflow Approval. When you select a value in this field, it overrides whatever value is set up in the work order business unit.
Description	Enter the description of this preventive maintenance that you want to appear in the work order. This is a required field in the work order.
PC Business Unit (Project Costing business unit)	Displays a default value based on the specification in the work order business unit.
Project ID and Activity ID	Enter values for both of these fields if the preventive maintenance work orders generated by the Preventive Maintenance process based on this schedule are associated with a Project Costing-managed project. If the preventive maintenance work orders generated by the Preventive Maintenance process based on this schedule are associated with a work order-managed project, perform one of the following activities: Leave both fields blank. The system finds and uses default project information based on the work order Business Unit, the Work Type, and the Service Group values. When you save the PM Schedule, the system verifies that a default project exists. The Preventive Maintenance process generates the activity for the work order. Specify the Project and leave the Activity field blank. The system verifies that this is a work order-managed project and the Preventive Maintenance process generates the activity when it creates the work order.
Work Order Duration Multiplier	Displays this field only in the Loop Schedule - Advanced Options page. The default value is 1. The Preventive Maintenance process calculates the duration for a generated preventive maintenance work order based on the value residing in the Duration field defined for an asset in the associated work order job template.
Repeat Years	Specify the number of years you want to create blackout periods and specify the Start Date and End Date for the blackout period that you want to repeat.
Populate	Click this button to add the successive blackout period rows to the Blackout Period grid based on the number of repeat years and start and end dates that you entered.
Blackout Periods	Specify Start Date and End Date for each blackout period that you add. Blackout periods are often used for seasonal assets, such as snow-plowing equipment. The Preventive Maintenance process does not generate preventive maintenance work orders during the blackout periods specified in this schedule. Note. These periods are taken into consideration for date-based schedules (except for specified dates) and all types of meter-based schedules.

Copy PM Schedule

Access the Copy PM Schedule page.

Search	Click this button to display a list of assets in the Search Results grid based on the criteria that you set up in the Copy To group box.
Copy	Select the target assets from the Search Results group box to which you want to copy the selected Copy from asset's schedule. Once the schedule is copied to the selected assets, then you can review and modify the new schedules of the assets by accessing the Preventive Maintenance Schedule Setup, Schedule component.

Copy From

Select the Asset Management business unit that is associated with the asset PM schedule from which you want to copy. When you select the Asset ID associated with the schedule from which you want to copy, the AM Business Unit, and the Asset Type values display in the fields in the Copy To group box of the page. Additional field values may also display depending on the Asset ID you select in the Copy From group box on the page.

Note. The only assets that display in the list are assets that are associated with a PM schedule.

Copy To

Running the Preventive Maintenance Process

To run the preventive maintenance process use the Run Preventive Maintenance (WM_PM_RUN_CNTL) component.

To review the results of preventive maintenance information use the View Preventive Maintenance (WM_PM) component.

This section discusses how to:

• Run the preventive maintenance process.

• Review the preventive maintenance inquiry.

Understanding the Preventive Maintenance Process

The Preventive Maintenance process uses the date-based and meter-based preventive maintenance schedule information, the schedule's associated work order job templates, the effective date in the job template which is closest to the next calculated maintenance date, and the work order header and project information to create a work order based on the determination of the next maintenance due date. Preventive maintenance work orders are created for single assets, loops, and locations. Most of the preventive maintenance work order fields are copied from the work order job template specified in the preventive maintenance schedule's General Options page or for assets defined in a loop.

After the preventive maintenance work order is created, it is accessible through the Work Order component. You can then access the preventive maintenance work order and schedule resources, if needed. Once you schedule a technician, the preventive maintenance work order appears as a link in the technicians' workbench. If a scheduler is assigned in the work order, the work order appears in the scheduler's view of the Work Order Workbench.

Preventive maintenance work orders have the same status values as any other work orders created in Maintenance Management.

Depending on the scheduling options you selected in the schedule, the Preventive Maintenance process may not always create a work order. For example, if you select the scheduling option, Always generate work orders based on the PM Schedule, and you do not change the status of the current work order to complete, and it is time for the next maintenance based on the due date, the Preventive Maintenance process creates an audit record every time a work order due date comes around, but does not create a new work order. The Preventive Maintenance process creates an audit record regardless of whether a work order is generated. The system also creates an audit record when you ultimately change the status of the work order to complete. These records are used as preventive maintenance audit records.

If you selected Always generate work orders based on the PM Schedule or Generate work order if the prior is Complete in the PM schedule, the Preventive Maintenance process uses the previously calculated meter reading instead of the meter reading based on the last work order. This applies to all Preventive Maintenance processes. If the prior work order is not complete, update the process updates the Process Log to indicate that the scheduled work order will be fulfilled by the prior work order.

Important! You cannot access a preventive maintenance work order through the Express Work Order component.

The Preventive Maintenance process default hierarchy is set up so that the default values that are set up in the work order business unit are used in the preventive maintenance work order if they are not overridden at one of the subsequent levels. The work order also uses the default orders set up for the Control Default Order and the Project Default Order in the work order business unit.

See Setting Up Maintenance Management System Parameters.

The main default hierarchy is:

1. Work order business unit.

2. Service group.

3. Work order type.

4. Shop.

5. Work order job template.

6. Preventive maintenance schedule.

The following table describes the source of the default values that display in a preventive maintenance work order header and describes the default hierarchies for the values.

Since the Preventive Maintenance process is dependent on the values set up in the schedule, the details of how the process works are discussed in the preventive maintenance schedule's Understanding section. Other default values in a Preventive Maintenance work order, which include notes, instructions, a checklist, labor, inventory, purchasing and on-hand, and tool requirement values are derived from each work order task template that is identified in the work order job template, which is associated with the PM Schedule. One exception is the Commit Rulecheck box, which is defined either in the shop identified in the PM Schedule or in the work order business unit.

When the Preventive Maintenance process runs, it calculates the estimated costs for labor, inventory, purchased materials, and tools. It also calculates the required end date based on the duration specified in the job template, which assumes that one day has 24 work hours.

The formula for calculating the work order end date is:

WO Start Date + (Duration in Job Template ÷ 24) = Work Order End Date

See Understanding Preventive Maintenance Work Orders.

Preventive Maintenance Process Log

Use the Run Preventive Maintenance - Process Log page to track the Preventive Maintenance process based on its process instances and review any messages generated by the process. You can also click on the Process Monitor link to view the status of each process instance in a batch. You can view processing details for each process instance from the process monitor, as well as view the status of the servers running the processes.

Errors

Use the Run Preventive Maintenance - Errors page to view any error messages and their associated details generated by the Preventive Maintenance Process. You can also review the Asset Business Unit, Asset Identification, SetID, Maintenance Loop ID , and Maintenance Type associated with each error.

Preventive Maintenance Inquiry

After the Preventive Maintenance process is complete, you can access the Preventive Maintenance Inquiry page to view the status of the work orders created, the meter reading when the work order was created, and the next maintenance percentage due based on the scheduling rules you selected The page displays a list of all preventive maintenance schedules that were processed and displays the maintenance percentage. For example, if the maintenance percentage is 50%, this means that the preventive maintenance work is half way from being due. When the value is 100%, then the process creates a work order unless the maintenance due date falls in a blackout period. The page also displays the next due reading, next due date, PM maintenance loop information, and shows the work order information. It also has a link to enable you to view the current preventive maintenance work order.

Note. Readings are only based on meter-based schedules.

Pages Used to Run the Preventive Maintenance Process

Running the Preventive Maintenance Process

Access the Run Preventive Maintenance - Selection page.

Selection Type

Select the type of data to use to run the Preventive Maintenance process. Selecting this option displays a list of selection data types, which includes: AM business unit list. All business units. Asset classification. Location list. Maintenance type list. PM schedule selection. WO business unit list.

AM Business Unit List

Selecting the Selection Type AM business unit list makes all subsequent fields inaccessible to the user except for the Selection grid, where you can create a list of Asset Management business units to serve as criteria for which to run the Preventive Maintenance process.

All Business Units

Selecting All business units as the Selection Type makes all subsequent fields inaccessible to the user and does not display the Selection grid because the Preventive Maintenance process is run for both Asset Management and work order business units.

Asset Classification

Selecting Asset classification as the Selection Type makes all subsequent fields inaccessible except for the Search grid where you create a list of asset characteristics, which include Asset Type, Subtype, Manufacturer, and Model # to serve as criteria for running the Preventive Maintenance process .

Location List

Selecting Location list as the Selection Type makes all subsequent fields inaccessible except for the Search grid where you create a list of work order business units and their associated locations to serve as criteria for running the Preventive Maintenance process.

Maintenance Type List

Selecting Maintenance type list as the Selection Type makes all subsequent fields inaccessible except for the Search grid where you create a list of maintenance types to serve as criteria for running the Preventive Maintenance process.

PM Schedule Selection

Select PM schedule selection as the Selection Type.

Selecting this option and then selecting one of the values in the Asset Lookup Field enables you to enter active fields as search criteria to search for PM schedules.

Asset ID

Select Asset ID for theAsset Lookup Field value.

Important! If you select one of the other lookup fields listed previously, such as Serial ID, the following field descriptions apply except the field names and values will pertain to the Asset Lookup Field value that you selected.

Don't Show

Select Don't Show as the Asset Lookup Field value. This selection makes the Asset Business Unit, Asset, and To fields inaccessible to the user. However, you can enter the Maintenance Business Unit, Loop, and To fields as search criteria and click the Search button to list the preventive maintenance schedules based on the selected criteria. You can then select the preventive maintenance schedules that you want the Preventive Maintenance process to use.

Note. You can also select the Show Override Options Only check box, which makes all of the other fields inaccessible.

Serial ID

Select Serial ID as the Asset Lookup Field. All of the subsequent fields and buttons display and work the same way as your selection of the Asset ID, except that you can enter one serial ID or a number or a range of serial IDs instead of one or more Asset IDs.

Tag # (tag number)

Select Tag # as the Asset Lookup Field. All of the subsequent fields and buttons display and work the same way as your selection of the Asset ID, except that you can enter one tag number or a range of tag numbers instead of one or more Asset IDs.

VIN (vehicle identification number)

Select VIN as the Asset Lookup Field. All of the subsequent fields and buttons display and work the same way as your selection of the Asset ID, except that you can enter one VIN or a range of VINs instead of one or more Asset IDs.

Reviewing the Preventive Maintenance Inquiry

Access the Preventive Maintenance Inquiry page.

Search Criteria

You can search for all work orders created by the Preventive Maintenance process by leaving the Business Unit, AM Business Unit, Asset Identification, Maintenance Type, Location Code, and Loop ID blank and selecting the Search button on the Preventive Maintenance search page.

PM Info

After specifying the search criteria, you click Search to display work orders in the grid. Access the PM Info tab.

PM Maintenance Loop

Access the PM Maintenance Loop tab to display the SetID associated with a Maintenance Loop ID, if this is a preventive maintenance Loop Schedule.

Work Order Info

Access the Work Order Info tab to display the work order Business Unit, the Work Order number, and the current work order Status. You can also click a View link to view the actual work order. You cannot modify the work order using this link.

Generating and Analyzing Preventive Maintenance Projections

To generate preventive maintenance projections use the Run Project (WM_PM_PJC_RUN) component.

To review projections use:

• The View Projection Summary (WM_PM_PJC) component.

• The View Projection Detail (WM_PROJECTION) component.

To integrate preventive maintenance projections with Microsoft Project use the Microsoft Project Integration (WM_MSP) component.

This section presents an overview and describes how to:

• Set up preventive maintenance projection processing options.

• Review a summary of preventive maintenance projections.

• Review details of preventive maintenance projections.

• Integrate preventive maintenance projections and work orders with Microsoft Project.

Understanding Preventive Maintenance Projections

Preventive maintenance projections enable you to plan future maintenance, as well as determine future labor and material demand. The Preventive Maintenance Projection process uses the maintenance rules and intervals that you set up for a single asset, asset loop, or location in the preventive maintenance schedule to determine when to create the projected maintenance work. Once these projections are generated into a staging area, you can view the results using the View Projection Detail and the View Project Summary components in Maintenance Management or by loading the projection data into Microsoft Project. The difference between the Preventive Maintenance process and the Preventive Maintenance Projection process is that the Preventive Maintenance process generates the first maintenance due date, while the Preventive Maintenance Projection process generates multiple projections with future dates based on a specified period of time or on the number of occurrences entered. The Preventive Maintenance Projection process generates a projection with the most recent projected start date. For example, if the date-based rule is every 15 days, and the start date for the meter-based rule is projected for 30 days ahead, the process creates the projection based on the date-based rule, since the projected start date is more recent than the one calculated for the meter-based rules.

Note. The Preventive Maintenance Projection process generates the same projection for all of the assets defined in the loop.

Projections are processed based on the data entered in the preventive maintenance schedule. The calculation methods that the Preventive Maintenance Projection process uses to generate preventive maintenance projections are the same methods used by the Preventive Maintenance process described in the Understanding Preventive Maintenance Scheduling section. They are:

• Date-based schedules.

  The Preventive Maintenance Projection process calculates these projections based on the date and period rules set up in the preventive maintenance schedule. The process determines the next projected date by adding the date interval to the last generated projection date. Blackout periods set up in the schedule are taken into account for projections. For example, if a blackout period is set up from July 1, 2005 to September 1, 2005 and the projected date falls within the blackout period, the process does not generate that projection. The Preventive Maintenance Projection process uses the start date defined in a schedule's General Options page, rather than the last preventive maintenance work order date for the first cycle.

  Note. Projections are not generated for schedules using specific dates. In addition, the threshold indicated in the PM schedule is not used for projections.
  
  

• Meter-based rules.

  The meter-based rules are:

  • Basic or fixed meter rules.

    Projections are not calculated for these rules.

  • Average from asset meter-based rules, which are used to determine the average meter reading from the Asset Management Meter Reading table and then use the same calculation as the Sampling Days and the Sampling Readings rules to determine the next maintenance due date.

  • Sampling days meter-based rules, which are used to calculate the average meter reading based on the Asset Management Meter Reading History table using a sample size of a specified number days. This average meter reading is then used to calculate the number of days until the next maintenance is due.

  • Sampling readings meter-based rules, which are used to calculate the average meter reading based on the Asset Management Meter Reading History table using a sample size of a specified number of meter readings. This average meter reading is then used to calculate the number of days until the next maintenance is due.

    See Understanding Preventive Maintenance Schedules.

    Note. If there are no readings, the system uses the estimated average reading from the Asset Management setup. If the estimated average is not found, the system issues an error message. If there is only one reading on the Asset Management Meter Reading History within the period determined in the sample size field, the Preventive Maintenance Projection process issues an error message indicating that there is no reading history from which to perform projections. If the user specifies a sample size greater than the number of readings available, the Preventive Maintenance Projection process proceeds to generate the projections and issues a warning message in the error table.

  • Cycle meter-based rules.

    These rules are based on the calculation of the percentage of the maintenance that is due. The system then calculates the number of actual days it took to get to the percentage of the maintenance due. Finally, the system calculates the number of days it will take to reach 100% maintenance due.

    If the Preventive Maintenance Projection process is calculating the first projection date for the preventive maintenance schedule, the projected date will be thirty days forward from the last work order completion date. For the projections following this first one, the next projected date will be the thirty days forward from the previous projected date.

    Note. You can perform projections if there are no readings from the last maintenance completed for first cycles, the Preventive Maintenance Projection process uses zero as the value for the last maintenance completed reading for the meter type, which is set up in Asset Management. Also if there is no last maintenance completed date available for first cycles, the Preventive Maintenance Projection process uses the start date defined in the PM schedule, which may be the same date as when the asset acquisition date, in service date, or any other user-defined date.
    
    If you selected Always generate work orders based on the PM Schedule or Generate work order if the prior is Complete in the PM schedule, the Preventive Maintenance process uses the previously calculated meter reading instead of the meter reading based on the last work order. This applies to all preventive maintenance and projection processes. If the prior work order is not complete, update the process updates the Process Log to indicate that the scheduled work order will be fulfilled by the prior work order.

  Important! Averages from Asset, Sampling Days, and Sampling Readings projections are calculated based on whether the user selected in the preventive maintenance schedule that they wanted the projections calculated from the Current System Date, which is the date the last date that the Preventive Maintenance process was run, or the Last PM Complete Date, which is the date the last preventive maintenance work order was closed. The Cycle rules only use the Current System Date.
  
  If the projection is based on the last date a preventive maintenance work order was closed (Last PM Completion Date) and there is no date available because this is the first cycle, then the process uses the Basis Date defined in the preventive maintenance schedule's General Options page.
  
  If the projection is based on the last date the preventive maintenance process was run (Current System Date) and this is the first cycle, the process uses zero as the minimum reading.
  
  If the Preventive Maintenance Projection process calculates a past date for the next projected date, the system replaces this date with the current date.
  
  Also, the Preventive Maintenance Projection process does not factor the work order duration into the calculation of the next projected start date.

The Preventive Maintenance Projections process selects the preventive maintenance schedules to process based on criteria that you define in the Run Projection – Selection page. This page is exactly the same as the page described in Running the Preventive Maintenance Process section, with one exception, the Show Override Options only field does not appear on the page because it is not applicable for projections.

The system processes projection data based on a user's selections in the pages of the Run Projection component. The Preventive Maintenance Projections process continues to calculate the maintenance projected date until it reaches the Finish date or until it fulfills the number of occurrences specified in the Run Projection – Processing Options page. Following that, the system creates any exceptions and error messages.

See Understanding the Preventive Maintenance Process.

Projection and Effective Dates

The Preventive Maintenance Projection process uses the effective date in the work order job template that is closest to the projected due date of the first projection that was generated. For example, if the process is run on September 8, 2004 and there are two effective dates set up for the job template (August 8, 2004 and January 1, 2004) the system uses the effective date August 8, 2004 since this is the closest date to all of the generated projections.

Using the Preventive Maintenance Projection Summary Inquiry

The Preventive Maintenance Projection process generates the projections and stores them in a Projections table. There are two methods of viewing and analyzing these projections, use:

• Maintenance Management's Preventive Maintenance Projection Summary and Detail Inquiries.

• Microsoft Project.

You can review and analyze the projections using the View Projection Summary and View Projection Detail components. Once you review the projections, if you are satisfied with them, you can either exit the page or create work orders based on the projections. If you are not satisfied with the results of the projections, you can run them again after modifying the rules in your schedule.

The Preventive Maintenance View Projection Summary component contains:

• A Projection General list of each projection generated by the Preventive Maintenance Projection process , which includes the Asset Management business unit, asset ID, asset description, location, maintenance type, and due date.

• A PM Schedule Info list of each preventive maintenance schedule ID associated with each projection and its associated work order business unit. If the associated schedule is a loop schedule, the list also includes the setID associated with the loop and the loop ID.

• A Projection Detail list, which is a list of all of the projection IDs and their associated work order business units, as well as a link to enable users to view each projection's details.

• An Asset Info list which identifies the Asset Management business unit, the asset ID and description, the asset's location, and the asset type and subtype classifications.

• An Additional Asset Info tab includes the maintenance due date, the manufacturer ID, and the model.

Using the Preventive Maintenance Projection Detail Inquiry

The Preventive Maintenance View Projection Detail component contains:

• A Projection page that describes the projection's work order header information, including:

  • A duration group box, which contains the required start and end dates and the duration of the work order.

  • An estimated cost group box, which contains the total estimated costs that are calculated based on the requirements defined in the work order job template associated with the schedule and the cost values in the shop.

  • A shop group box, which contains the shop ID from either a default value in the schedule or a value entered in the work order and the scheduler's ID, which is a default value from the work order.

  • An approval group box, which indicates the approval characteristics of the work order.

• A Task page contains:

  • A General grid listing all of the work order tasks, which were defined in the work order job template associated with the schedule, the work order task duration, any task dependencies, the percentage of overlap with other dependent tasks, and whether the cost of each task must be charged back to another organization.

  • An Estimated Cost grid containing any estimated inventory, material, labor, and tool costs for each task.

  • An Asset Info grid, which defines the Asset Management business unit, asset ID, location, and asset up (identifies if the asset is functioning or offline for repair) associated with each task.

• A Labor Requirement page, which contains a Requirements grid for each task and lists the labor requirements and the estimated costs of these requirements.

  Note. Estimated costs are calculated for a work order only if you specify that you want to calculate them in the work order business unit.

• A Tool Requirement page, which contains a list of all the tools required for a task and the estimated tools usage costs.

• A Material Requirement page, which contains a list of all of the inventory requirements for a task and the estimated costs for these materials.

• A Procurement Requirement page, which contains a list of all of the non-inventory and open description items that you must procure for the task, along with their estimated costs.

Using Preventive Maintenance Projections with Microsoft Project

If you want to analyze the projections using Microsoft Project, you can access the Microsoft Project Integration component and set up the search criteria to export either projection, work order, or both projection and work order data into Microsoft Project. If you export projections, you must enter the Process Instance ID for the particular projection run in the search criteria. After you enter the search criteria, you can save them and reuse them. Click the Search button, and a list of projections, work orders, or both displays. You can select the projection and work order data that you want to export to Microsoft Project, assign a name to the export file, and let the software insert key projection and/or work order data into the WM_MSP_AET_DAT using the WM_MSP_AE process for access by Microsoft Project.

Pages Used to Create Preventive Maintenance Projections

Setting Up Preventive Maintenance Projection Processing Options

Access the Run Projections - Processing Options page.

Create Work Order	Select this check box to create work orders that are identical to the previously generated and analyzed projections. Note. Typically, most users want to run the Preventive Maintenance Projection process first without selecting this check box. After analyzing the projections generated, they can select this check box and create work orders based on the same run control and criteria that were used to generate the projections.
Start	Enter the date for the Preventive Maintenance Projection process from which to start generating the projections. If this field is entered the Occurrences field is left blank.
Finish	Enter the date for the Preventive Maintenance Projection process from which to finish scheduling preventive maintenance . If this field is entered the Occurrences field is left blank. Note. The generated projections fall between these start and finish dates.
Occurrences	Enter a number between 1 and 999. If you do not enter Start and Finish dates, then you enter the number of maintenance due dates that you want to include in the projections. The maximum number of projection occurrences is 999. If you enter this field , the Start and Finish fields are left blank.
Method	Select: Cycles Days Readings Note. If you select a schedule on the Selection page, which uses Sampling as the Estimate Meter Usage method, then you can select one of these method values to override the value that you selected in the PM schedule. The Preventive Maintenance Projection process uses the method selected here. You can also leave this field blank if you want to use the method selected for Sampling in the PM schedule.
Sampling Size	If you selected Cycles, a (1) displays in this field. Cycles does not use a sampling size. For Days and Readings, enter the number of days that you want to include in the Sampling Size or the number of readings that you want to include in the Sampling Size.
Projected From	Select: Last PM Completion Date Current System Date See Understanding Preventive Maintenance Schedules.

Reviewing a Summary of Preventive Maintenance Projections

Access the Projection Inquiry page.

Projection General

Displays the AM Business Unit, Asset Identification, Description, Location Code, Maintenance Due date, and Maintenance Type for each projection.

PM Schedule Info

Select the PM Schedule Info tab to view the information in the Projection General grid along with the work order Business Unit and the PM Schedule ID for each projection.

PM Loop Info

Select the PM Loop Info tab to view the information in the Projection General grid along with the SetID associated with the Maintenance Loop and the Maintenance Loop ID for each projection. (This information only appears for projections that used the PM Loop Schedule.)

Projection Detail

Select the Projection Detail tab to view the information in the Projection General grid along with the Projection ID and a View link to the View Projection Detail inquiry for the specific Projection ID.

Asset Info

Select the Asset Info tab to view the information in the Projection General grid along with the Asset Type and SubType for each projection.

Additional Asset Info

Select the Additional Asset Info tab to view the information in the Projection General grid along with Manufacturer ID and Model for each projection.

Reviewing Details of Preventive Maintenance Projections

Access the Projection page.

Projection

The Projection page presents a summary of the projection and the information that will appear in the work order's header.

Task

Select the Task tab to view a list of projected tasks based on the job template associated with the PM schedule used for the projection.

• Select the General tab in the Project Tasks grid to review the task number, the duration, any task dependency, the overlap percentage, and whether to calculate chargeback costs to another organization.

• Select the Estimated Cost tab to review the projected estimated tools, material, and labor costs for each task in the projection.

• Select the Asset Info tab to review the Asset Management business unit, asset ID, asset location, and whether the asset is functioning or offline for repair.

Labor Requirement

Select the Labor Requirement tab to review the labor requirements for each separate task, including a description of the task.

• Select the General tab in the Requirements grid to review each line (row) within the task, the craft, the quantify of labor needed, and the unit of measure used to calculate the estimated cost of labor.

• Select the Estimated Cost tab in the Requirements grid to review each line's labor cost rate and bill rate (default value derived from the shop identified in the PM schedule) and the calculated estimated labor cost and estimated billing amount for each line.

  Note. Click the arrow in the right hand corner of the Project Tasks group box to review the lines for the next task (if the projection included more than one task.)

Tool Requirement

Select the Tool Requirement tab to review the tool requirements for each separate task, including a description of the task.

• Select the General tab in the Requirements grid to review each line (row) within the task, the asset type, subtype, manufacturer and model characteristics of the tool along with the amount of tool usage.

• Select the Estimated Cost tab in the Requirements grid to review each line's quantity of tools needed and the unit of measure, along with the tool cost rate and bill rate (default value form the shop identified in the PM schedule) and the calculated estimated tool usage cost and estimated tool usage billing amount for each line.

  Note. Click the arrow in the right hand corner of the Project Tasks group box to review the lines for the next task (if the projection included more than one task.)

Material Requirement

Select the Material Requirement tab to review the inventory requirements for each separate task, including a description of the task.

• Select the General tab in the Requirements grid to review each line (row) within the task which includes the Inventory business unit, the item, the quantity required, and the unit of measure.

• Select the Estimated Cost tab in the Requirements grid to review each item's unit cost rate (default value specified in the item ID and derived from the work order task template associated with the job template in the PM schedule) and the calculated estimated cost for each line.

  Note. Click the arrow in the right hand corner of the Project Tasks group box to review the lines for the next task (if the projection included more than one task.)

Procurement Requirement

Select the Procurement Requirement tab to review the labor, material, and tool requirements that must be procured for each separate task, including a description of the task.

• Select the General tab in the Requirements grid to review each line (row) within the task which includes the resource type (labor, material, tools), the Inventory business unit, the item number, the quantity required, and the unit of measure.

• Select the Estimated Cost tab in the Requirements grid to review the estimated cost, which is based on calculating the estimated unit cost based on the resource type times the quantity required.

  Note. Click the arrow in the right hand corner of the Project Tasks group box to review the lines for the next task (if the projection included more than one task.)

Integrating Preventive Maintenance Projections and Work Orders with Microsoft Project

Access the Search & Export Work Orders/PM Projections page.

Name of Search	Enter a name to identify a search to use to filter the work order, preventive maintenance projects, or both types of data. You can enter the search criteria in the Work Order Projections Search group box before you enter a name to identify the search for future use, if desired.
Save Search	Click this button to save the identified search after you enter the search criteria to enable you to reuse the search criteria again without having to re-configure the search criteria.
Use Saved Search	Select a previously saved search name and click the Search button to display the search results based on the criteria specified in the Work Order Projections Search group box.

Work Orders/Projections Search

Enter the search criteria to list the projections and/or work orders that you want to export to Microsoft Project.

Work Order/PM Projections List

When you click the Search button after entering the Search criteria, a list of work orders, projections, or work orders and projections displays. You can select the items from the list that you want to export into Microsoft Project.