Preventive Maintenance Plans

What is it and what is it for?

Each plan is tied to a piece of Equipment and defines its maintenance schedule through two independent mechanisms you can use separately or combined:

• By date: you set a Frequency in days and the Next Date the next maintenance is due. Each time it's done, the plan can be "rescheduled" to automatically calculate the next date.
• By reading: you set the Meter the plan is scheduled on, a reading Frequency (for example, every 5,000 kilometers) and the Next Reading the service is due at, compared against the last reading recorded for THAT meter. Because the plan is scheduled on the meter-reading combination, the same piece of equipment can have one plan every 10,000 km on its odometer and another every 500 hours on its hour meter, each falling due against its own counter.

On top of the due date or reading, each mechanism has its own reminder days or units: the plan shows up as "pending" ahead of the exact due date or reading, so you have time to schedule the work. The plan can also carry a list of Spare Parts (items and supplies that will be used) and Tasks to perform, which are copied automatically into the Maintenance Order when it's generated from the plan.

Screens in this area

How to use it, step by step

1. Open "New" from the list. AdmCloud pre-fills your user's default subsidiary if your plan has subsidiaries enabled.
2. Pick the Equipment this maintenance plan applies to, and optionally its Location (it must belong to the same subsidiary as the plan).
3. Choose how the plan is scheduled. The form has one section for each way, and you can fill in one or both. In the Scheduling by frequency in days section you set the Frequency in days, the Next Date the maintenance is due, and how many Reminder Days ahead of that date you want the plan to already show up as pending. You can skip it entirely if you'll only use reading.
4. In the Scheduling by meter reading section you pick the equipment Meter the plan is scheduled on (the combo lists the active meters of the chosen Equipment and refills if you change the equipment), the reading Frequency, the Next Reading the maintenance is due at, and how many reminder units ahead of that reading. This is also optional if you'll only use dates.
5. Add the Spare Parts (item, quantity, unit of measure) and the Tasks (with their hours) normally needed for this maintenance, so they're copied automatically into every Maintenance Order generated from the plan.
6. Save the plan. From then on it shows up under "Pending" and on the Calendar as its due date or reading approaches.
7. Once the maintenance is performed, open the plan's Details and press "Register Maintenance Order" to generate the order with the equipment, spare parts and tasks already pre-filled, then press "Reschedule" so AdmCloud calculates the next date and/or reading automatically by adding the configured frequency.

Key capabilities

• Scheduling by date, by equipment reading, or by both at once, each with its own reminder.
• A list that toggles between "Pending" (only what's overdue or due soon) and "All" without reloading the page, with customizable columns and filters by subsidiary, date, equipment, location and department (including sub-locations and sub-departments).
• A monthly, weekly or daily Calendar view of upcoming maintenance dates.
• A "Register Maintenance Order" button that creates the Maintenance Order with the plan's equipment, spare parts and tasks already pre-filled and linked to each other.
• A "Register Dispatch Request" button (when this feature is available on your edition) to ask for the plan's spare parts to be dispatched from the warehouse.
• A "Reschedule" button that automatically advances the Next Date and/or Next Reading by the configured frequency, with no manual calculation or editing needed.
• A Linked Transactions tab showing every document (maintenance orders, dispatches, etc.) generated from the plan.
• A collaboration section on Details with chat, notes, personal tasks, events, visits, file attachments and an audit log.
• A printable report of pending or of all plans, with multiple filters.

Key fields

Validations when saving

• Name is required and can't repeat within the same subsidiary.
• Equipment must exist and not be voided.
• If you set a Location, its subsidiary must match the plan's.
• If you set a Frequency (Days) greater than zero, the Next Date is required, and vice versa: if you set a Next Date, Frequency (Days) is required.
• If you set a Frequency (Reading) greater than zero, the Next Reading is required (it can't stay at zero), and vice versa: if you set a Next Reading, Frequency (Reading) is required.
• If the plan falls due by reading, the Meter is required: without it there is no counter to compare against. It must also belong to the plan's Equipment and, if the plan is active, it can't be an inactive meter.
• Every Spare Parts line must reference an active, non-voided item, with a valid, non-voided unit of measure.
• Every Tasks line that references your Maintenance Tasks catalog must point to a task that isn't voided; a line with no description and no task selected is simply skipped when saving.
• A plan that already has linked transactions (for example, maintenance orders generated from it) cannot be deleted; you must delete or unlink those transactions first.

Availability, plan and modules

• This screen is only available when your company has the Equipment Maintenance add-on module active (Enterprise plan). If it isn't active, the list, the calendar and the create form all show a message that the feature is unavailable on your edition.
• Access is controlled by the "Maintenance Plans" permission, with separate levels to view, add, edit, delete and void.
• The "Register Dispatch Request" button on Details only shows up if your edition has Dispatch Requests enabled.
• A user's plans are limited to the Subsidiary they work in, when your plan has subsidiaries enabled.

Tips and common pitfalls