It All Starts Here. WEB WORK v.7 USER MANUAL Chapter 8 Preventive Maintenance (PM) Module Maintenance section of Azzier. Tero Consulting Ltd.

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1 It All Starts Here. WEB WORK v.7 USER MANUAL Chapter 8 Preventive Maintenance (PM) Module Maintenance section of Azzier Port Coquitlam BC V3C 6G5 T: F: E: sales@tero.ca W: Technical Support Call Monday-Friday, 8AM-5PM PST* *Closed on Government holidays. support@tero.ca Live Chat

2 Copyright, Trademark and Disclaimer Notice The information (the Proprietary Content ) contained herein is, unless otherwise noted, the property of The Proprietary Content is protected by federal, provincial and international copyright and trademark laws, or other proprietary rights. These rights are protected in all forms, media and technologies existing now or hereinafter developed. No portion of the Proprietary Content may be reprinted, republished, modified, or distributed in any form without the express written permission of Tero Consulting Ltd. You may not reproduce, reverse engineer, decompile, disassemble, modify, transmit, sell, distribute, license or create derivative works of any of the Proprietary Content. You may not make any unauthorized copies of any Proprietary Content. You may not remove any copyright, trademark or other intellectual property or proprietary notice or legend contained on the Proprietary Content. Any rights not expressly granted on the Proprietary Content or any applicable end-user license agreements are reserved by Except as expressly provided above, nothing contained herein shall be construed as conferring by implication, estoppels or otherwise any license or right under any patent, copyright or trademark of Copyright All rights reserved. All information contained herein is confidential and any unauthorized use and/or any disclosure is strictly prohibited. Web Work is a registered trademark of Copyright 2016 All rights reserved. All registered trademark of 2

3 CHAPTER 8 Preventive Maintenance (PM) Module WEB WORK V.7 USER MANUAL... 1 CHAPTER 8 PREVENTIVE MAINTENANCE (PM) MODULE OVERVIEW OF THE PREVENTIVE MAINTENANCE (PM) MODULE DECISIONS TO MAKE BEFORE CREATING YOUR PM USING PMS CALENDAR OR USAGE Example 1 Calendar based PM Example 2 Usage based PM USING PM S ADVANCED Multi trigger PM Calendar and Usage Multi trigger PM Dual Usage (Meter) SEASONAL PM S AND INACTIVE PM S Seasonal PM Inactive PM s NEXT DUE OR ON COMPLETE? ADDITIONAL FIELDS TO KNOW CREATING NEW PM S Adding new PM records - General Adding New PM records Calendar-based Example Adding new PM records Usage-based Example Adding a second Meter for a Dual Meter PM record Setting up a Calendar and Usage based PM ADDING ESTIMATES TO A PM PM ACCOUNTS Adding a default Account to your PM s Adding individual Accounts to your PM Adding Accounts to your PM by cost or percentage Modifying PM Costs to Accounts Deleting PM Costs to Accounts DELETING PM RECORDS PROJECTING AND GENERATING PMS Generate PM s general usage Projecting PM Work Orders Generating Calendar-based PM records Generating Meter-based PM records Override Date SHOW WOS (WORK ORDERS)...32 Copyright 2016 All rights reserved. All registered trademark of 3

4 8.13 NESTED / COMPREHENSIVE PM To Create a Nested or Comprehensive PM View the Nested PM Sequence Copyright 2016 All rights reserved. All registered trademark of 4

5 8.0 Overview of the Preventive Maintenance (PM) Module The PM module is where Preventive Maintenance or PM schedules are created. In Chapter 11 Work Order Module, you will see a variety of Work Types, including the PM Work type. This chapter outlines how the PM Work Type is developed. PM s are designed to help your assets last through tomorrow. The PM module is where you setup PM schedules that in turn generate PM Work Orders against Equipment Locations Route Readings on an ongoing basis. WebWork Azzier supports two types of PM schedules Calendar-based PM s (e.g. weekly, monthly) and Usage-based PM s (e.g. 2000hrs of operation, or every 5000km/miles). Preventative Maintenance is the next stage in developing your Work Order system. You should have read through Chapter 6 - Resources Chapter 7 - Procedure Module prior to going through this chapter. Figure 1 PM s are located in the Maintenance section of your menu. To access the PM Module, click on the and click on PMs. Icon, scroll through the Maintenance section of the menu PM s allow you to fill in much of the same details that the Procedures offered, but at a much slower rate as you will need to develop individual PM s and manually add all the resources required. Similar to Procedures, PM s can also be used as a setup template for your Work Orders, with more detail than the Procedures. The primary advantage of the Procedures was that you could create one Procedure for many PM s that have similar requirements, saving you a lot of time adding resources to your PM s or Work Orders. PM s take that one step further by utilizing all of the details from the Procedure, and giving you a method by which to apply it to a work order through a series of triggers You can add all of the same resources that you did in the Procedures chapter directly into the PM Module without using a Procedure. It just means that instead of adding 1 procedure over and over again, you have to create each set of instructions to each PM manually. Copyright 2016 All rights reserved. All registered trademark of 5

6 We will show you how to save some additional time with this as well, but suffice to say, adding Procedures to your PM s will be your best way to save data entry time. 8.1 Decisions to make before creating your PM Before creating your first or additional PM s, you will want to plan these out carefully. As the PM Module is your Middle section to creating your Work Order templates, a number of things should be considered: 1. Does your PM require a Procedure? In Chapter 7 Procedures, we showed you how to develop your primary template for your Work Orders. If you have created these, this is the first item you will want to add to your new PM. Knowing this before you start, will make your next steps easier. 2. Will this be a Calendar or Usage based PM? Or a combination of both? In Section 8.2 Using PMs Calendar or Usage and 8.3 Using PM s Advanced, we will discuss these selections at length. 3. Is this the type of PM that needs to be run at each interval when it is Next Due, or does the PM generation process have to wait until the previous Work Order is Completed? In section 8.5 Next Due or On Complete?, we will explore how these 2 options affect your PM scheduling. 4. Seasons. If your organization operates in a seasonal capacity, whether its outdoor maintenance services that do not operate in the Winter months, or a School district that requires bus services to be halted for a number of breaks (Winter, Spring and Summer), the concept of Multiple Seasons may need to be taken into account. Section 8.4 Seasonal PM s and Inactive PM s will cover this with a multi season example. 5. Which fields are required in your Work Order when you generate your PM s. In other words, your PM is your Work Order Template, which fields should you be filling in now so they can be part of your Work Order automatically? 6. What are you going to generate against? Equipment, Location and Route Readings would be the most important, but you can generate PM s for any specific purpose that would include a task of some sort. We wouldn t suggest running PM s for reminders, but there are many reasons to generate one outside of those Using PMs Calendar or Usage PM s being similar to Procedures, in that they can also be a template for Work Orders that add the estimate resources, Tasks, Material, Labour, Services and Tools, take that one step further by being the Trigger to create the Work Orders. Even though the Procedures can be used on a Work Order directly, you may want your Work Order to be created or generated based on a specific trigger. By adding Procedures to your PM, or adding resources manually to your PM, all of your resources will be applied to that generated Work Order. These triggers are based on two different types: Copyright 2016 All rights reserved. All registered trademark of 6

7 Calendar type trigger what day and how often do I want to generate work? Usage type trigger (Meters) how many km/miles do I need to drive before I need to change the oil? Do these selections work for every PM design? No. Here is an example of how these are used: Example 1 Calendar based PM Your Organization has a regulatory requirement to manage and inspect all of your 20 Fire Extinguishers. This has to be done on a monthly basis. Because each Fire Extinguisher is of the same brand, make, model and specification, you can create one Procedure with a series of tasks to run the inspection and add them to all 20 of your PM s. Each PM would have one specific location and the Equipment ID of the fire extinguisher. These are monthly generated PM s, so they would be part of the Calendar based PM configuration. Figure 2 For a Calendar-based PMs, fill in the: Next Due Date (this field is auto updated after each time this PM is generated. On a new PM, this would be the first time you require the PM to generate a Work Order) Interval (how many Interval Units before it will generate the next PM) Interval Unit (Day, Week, Month, or Year) Figure 3 Copyright 2016 All rights reserved. All registered trademark of 7

8 The Calendar based PM can be used with or without any other nonmandatory fields filled in. Typically you would have at least a Location on your PM, but as it s just a date based generation, it can be for any number of work types you require Example 2 Usage based PM Your Organization has a regulatory requirement to inspect all vehicles in your department after 5000 Kilometers, including Lube, Oil and tire inspection. This could be done on a quarterly basis potentially as you know your vehicles could be driven enough to reach 5000 Kilometers by then, but not all vehicles will reach 5000 Kilometers as they are driven locally, and some may hit that figure within a month. A pre-configured Procedure to run this inspection can be added to your PM s, and possibly a different Procedure would be used depending on the Make and Model of the vehicle on the PM. Not only would you not want to have this setup as a Calendar based PM due to the regulatory requirement of 5000 Kilometers, but if you managed to setup each Vehicle for the same day, you wouldn t have enough time to inspect them all in the same day possibly. The Equipment would have been setup with a Meter called Odometer (could be a different name). This would be used on your PM as a Usage based PM and the Odometer would be the trigger after reaching the 5000 Km figure. Unlike the Calendar based PM, the Usage-based PMs require you to have filled in the Equipment first. Figure 4 Assuming this was done and your Equipment has meters (see Chapter 4 Equipment), fill in the: Meter Name (this is based on the Equipment. Only meters that belong to the Equipment in your PM will be available here) Meter Interval (how often should this PM be triggered?) Copyright 2016 All rights reserved. All registered trademark of 8

9 Meter Range (within how many KM, or hours or otherwise, should this meter be triggered before the actual Next PM reading is reached? This can be set to 0 if you require an exact or greater Next PM reading) Next PM Reading (if the Range is set to 0, what is the exact next PM reading to be before this PM generates a Work Order?) The Current Reading will be auto-filled based on the reading from your Equipments current meter reading. Figure 5 Both of the above are very common examples of how we use Calendar and Usage based PM s. But what if you have additional requirements, such as Multiple Meters, or a 3 Month or 5000KM requirement for inspection? 8.3 Using PM s Advanced Many organizations have a number of possible triggers that need to be setup, with a variety of additional selections, such as multiple usage, calendar or usage combined (whichever comes first), Seasonal where the PM will not generate during that time frame (multiple Seasons can be created) or Multiple usage with Calendar (3 possible triggers) Let s look at a couple of examples of what these look like before we go through the creation of a PM Multi trigger PM Calendar and Usage Your organization has a requirement to do oil changes on all of your vehicles. The suggested time frame from auto manufacturers tends to be similar to 3 Months OR 5000 Kilometers. One may come before the other, so you may need this configuration as well. In Figure 6, we have entered 2 possible triggers to the PM. A 3-month Calendar trigger as well as a Usage based triggers using the Odometer readings. Whichever comes first will trigger the PM to generate a new Work Order. When this occurs, the Calendar based section will be automatically updated with the next Due Date as 3 Months after the time the Work Order is completed. We will look at Completing work orders in Chapter 9 Work Orders. Copyright 2016 All rights reserved. All registered trademark of 9

10 Figure Multi trigger PM Dual Usage (Meter) It is also possible to use a multiple meter based trigger that looks at 2 possible meters to do checks on. There are some situations where you have multiple meters on a vehicle or some other equipment types that may both be individual triggers. Your maintenance department however, may require the same maintenance to be done on the Equipment no matter which trigger sends it in. Using the Dual meter configuration, you can trigger your single PM on whichever Meter reaches its target first. Figure 7 Consider that you have a Cement Mixing vehicle. Not only is there an Odometer on this vehicle, but you may also need to track the Mixers meters. The Mixer may be a separate piece of Equipment, so its maintenance would be considered separate from the vehicle and may have its own PM system. However, the engine may be required to be running while the cement mixer is pushing out concrete. Now you have an Odometer that is no longer changing, but you have Hours of operation still ongoing. The Hours are considered its own meter and can be added to the Vehicle s Meter list as Hours. This would be a second meter on your PM Copyright 2016 All rights reserved. All registered trademark of 10

11 and can be then used as a first to reach its target trigger. In other words, whichever meter reaches its target, will set off the PM trigger and generate a Work Order. 8.4 Seasonal PM s and Inactive PM s Section 8.1 Decisions to make before creating your PM looked at the decisions that needed to be made before creating your PM s. Seasonal settings are not as common as some settings, but are used by a number of organizations that rely on annual budgeting for specific usage of their equipment. What is this for? Seasonal settings in your PM Module, prevent PM s from generating Work Orders during a time when your organization is closed down for the season (Winter for example) Some examples would be mowing maintenance services. If your PM is designed to do regular maintenance on your Lawn mowing equipment every month that it is in service, you wouldn t want to set all of your Equipment to Inactive, or your PM s for that matter just so you do not run the PM s for off months. The other option would be to make your PM Inactive. You may still need the PM s to generate later, but do not have a set Season setup Seasonal PM Schools are closed throughout the summer in most locations in North America. Again, you wouldn t really want to have to do Monthly inspections while the school buses are parked. You might have other PM s for these, but not ones that are based on the hours of operation or mileage. Azzier allows the ability to include as many seasons, including weekend downtime as you require. We know that there are a number of reasons to have more than one season for some types of Equipment. Schools and their equipment are great examples. Schools, depending on their location in North America, may be closed in the Summer, but may also be closed during the last 2 weeks of December and for a week or more in the Spring. To add a Seasonal selection to your PM, click on the Seasonal main menu. Icon in your top Figure 8 Figure 9 displays the Seasonal PM Setup. Copyright 2016 All rights reserved. All registered trademark of 11

12 Figure 9 Click on the Add new record icon to add in your Season. Seasons are added using the MM/DD function. As this is something that occurs throughout each year, you are not required to enter a year. Figure 10 Click on the Save icon in the In Place Insert row. We used July 1 (07/01) to August 31 (08/31) as our example. Click Cancel if it s incorrect. PM s will not generate during this time frame. If your PM is a monthly PM for example, and is set for June 1, 2012, it will generate the June 1, 2012 PM, but once July 1 comes, it will not generate that one as well as the Aug 1 PM. It will however, be setup for Sept 1, 2012 and will generate this one, skipping the previous 2 months as expected. Once saved, you can then enter a second season, and then a 3 rd season. In Figure 11 you can see that we created our Winter, Spring and Summer break for our School Bus. Copyright 2016 All rights reserved. All registered trademark of 12

13 Figure Inactive PM s The primary different between Seasonal and Inactive PM s are that Season automatically takes into consideration the start and end date of the Season when it needs to generate the next PM. Inactive PM s will not generate until it is no longer deemed Inactive by the user managing the PM. It will however, generate all PM s that it did not generate while it was inactive once made Active again. In other words, if you made a PM inactive on Jan 1, 2012 and it was a monthly PM, then set the PM to Active on July 1, 2012 and generate, it will generate all PM s from Jan 1 July 1. The way to prevent this, before you make the PM active again, would be to set the Next Due Date to the current date you want to start with, which would be July 1, 2012 or, when you read Section Override Date we will discuss using the Override Date. Either will work in this case and both will set the new Next Due Date back on schedule. To make a PM Inactive: 1. Query for the PM you are looking for and locate the Inactive selection on your PM Screen: 2. Choose Yes to make it Inactive, No to make it Active. 3. Click the Save Icon in your top menu. 8.5 Next Due or On Complete? In order to decide how often you require your PM s to be generated and to manage the generated Work Orders, you have 2 additional selections to choose from. Next Due or On Complete. Next Due Your PM will generate a new Work Order every time your Calendar or Usage based PM frequency is met. Copyright 2016 All rights reserved. All registered trademark of 13

14 If your Calendar PM is set for each month and the date is April 30, then your PM can generate that day or later and the Next Due would advance the date forward to May 30 and so on regardless of completing the generated Work Order. If your Odometer based Usage PM is set for an Interval of 5000KM, then your PM will generate a new Work Order ever 5000KM starting from the point of your first Odometer entry on your PM. This will occur regardless of whether you have completed or cancelled the previous Work Orders. The advantage to this is that you can also pre-generate work orders for a number of intervals into the future if required. We will explain this later in section 8.7 Creating New PM s. On Complete - Complete PM will only generate new Work Orders when the previously generated Work Orders are completed. This differs from the Next Due selection in that you will only ever have one open Work Order for this specific PM. Unlike the Next Due selection, when you have completed the Work Order using the Complete selection, the Next Due Date on your Calendar PM will advance based on the date that you completed your Work Order and your Meter will advance based on your Meter reading on your Completed Work Order. Here are 2 examples. If your starting Next Due date was Apr 30 and you generated your work order on that day, but the Maintenance department took 2 weeks to actually complete the work order and was completed on May 15, then the Next Due date would advance to June 15 or 1 month later based on the Calendar settings. If your Meter Interval was set to 5000KM and you generated your Work Order at 5000KM exactly, but when you completed your Work Order, you entered 5432KM as your current meter reading, then your next PM reading would be set to 5432 plus the 5000 interval and would be set to The Next PM Reading would not be updated however until you actually Completed your Work Order and you could not generate another until this one was completed or cancelled. Copyright 2016 All rights reserved. All registered trademark of 14

15 Tero Tip! There are 2 calculations that occur for Calendar and Usage based PM s depending on if it s a Next Due or an On Complete type PM, but both provide the same result. Next Due for Calendar type PM s use the current Next Due Date + the Interval, be it a day, month, week or year to give the updated Next Due Date. For usage is uses the Next Meter Reading figure + the Interval to give the updated Next Meter Reading. On Complete uses the same formula, only it takes it from the Completed Date on the Work Order + the Interval to give the updated Next Due Date or the Current Meter Reading on the Work Order + the Meter Interval to give the updated Next Meter Reading. 8.6 Additional Fields to know As in all modules, there are additional fields to know and understand. Many of the fields in the PM Module may be auto filled by other portions of WebWork Azzier. Please review the Equipment, Locations and Labour chapters that are associated with the modules in the list below for a description of the fields and what they are used for. These fields are used to develop the PM by having the Procedure, Equipment or Location partially fill in the PM with its own information. Location and Location Description: Equipment and Equipment Description: Room: Priority: Procedure: This may be auto filled by either the Equipment, Procedure or manually selected for your PM from the Location table. This may be auto filled by the Procedure or manually selected for your PM from the Equipment table. This is a free form field, but may be auto filled by your Equipment of Procedure This is a lookup field but may be auto filled by your Equipment or Procedure This is a lookup field for a specific Procedure to be added to your PM. This will also auto fill your Resources and Accounts. These fields or indicators are specific to the Generating of PM s and are read only information fields. Copyright 2016 All rights reserved. All registered trademark of 15

16 Last Gen. Date: Last PM Date: Last Targeted WO: This is the actual date that the Work Order was last generated. This is the date that the last Work Order was completed. When one or more Next Due Work Orders are generated, this is the date the last Work Order was targeted. This is based on the Next Due Date. When a Usage based Work Order is generated, regardless of Next Due or Completed PM type, this is filled with the current date, which is the same as the Last Generation Date. Last PM Reading: For Usage based PM s only, this is the reading that is entered on the last Work Order when it s completed. Average Usage: The Average daily usage is calculated by taking the last 2 PM s and dividing them by the days lapsed between them. Open WO: An indicator showing if the PM has any Work Orders Open. This is more specific to the On Complete Generation as you would be able to see why a PM does not generate. These fields are either filled in from the top section Procedure, Equipment or Location and their data. The order that these are filled depends on which 3 selected fields are used. They are auto filled in based on Location, then Equipment and then Procedure. If not, they can be filled in manually. Work Type: Work Status: Inactive Yes/No: The Work Type by default for a PM, is PM. However, you may have various terms for different types of PM s. This field will override the default PM Work Type with that work type you require. The default Work status is either WTAPPR or APPR depending on if you have auto approve set in the Admin settings (See Chapter 1 Administration) If you have to halt the PM generation process from occurring, you can select this Radio button selection to Yes to make the PM inactive, or No to switch it back to Active. There are a few additional fields that are specific to the PM that affect the Work Order directly. Copyright 2016 All rights reserved. All registered trademark of 16

17 Route Name: Craft: Crew: Employee: Department: Supervisor: Contact: Phone: Accounts: Duration: Instead of Generating PM s based on Location or Equipment; use the PM module to schedule your Route Readings. This field may come from the Procedure or can be manually selected. This may also be filled in when a Contact is chosen on the PM. This field may come from the Procedure or can be manually selected This field may come from the Procedure or can be manually selected This field may come from the Procedure or can be manually selected This field may come from the Procedure or can be manually selected. This may also be filled in when the Contact is chosen on the PM. This field may come from the Procedure or Location, or can be manually selected This field is auto filled based on the Contact field or can be manually entered. These fields may come from the Procedure, Equipment, Location, or can be manually selected This field may come from the Procedure or can be manually selected. The duration is not a calculated field and is used primarily as an approx time frame that the Procedure or PM would take to complete. It does not take any data from the resources however and may not be an accurate representation if it s not modified manually if changes occur to the Procedure or PM. 8.7 Creating New PM s Now that we have made all of our decision, we can finally start to develop our PM s. In this section, we are going to create a Calendar based PM with its own resources, a Usage based PM with its own resources, and we are going to create another PM and add in the Procedure we developed in the previous chapter to show how they add the information to the PM module Adding new PM records - General To create a new PM record: 1. At the top in your main menu, select either New or Auto New: Copyright 2016 All rights reserved. All registered trademark of 17

18 2. We have chosen to use the Auto New for our new PM. Figure 12 Our PM s current operation is set to NEW and is empty except for the new PM Number. 3. If you have mandatory fields, you would fill those in now. Unlike the Procedures module back in Chapter 6, you cannot save this new record until one of 2 columns of data is completed. Calendar or Usage Based PM. 4. Before deciding on one of these 2 sections, now would be the time to look at the Procedure you would like to add to this PM. It s not mandatory, but if you have Procedures that already have additional fields filled in such as Equipment, Location and Employee, these will auto fill in on your PM for you. Copyright 2016 All rights reserved. All registered trademark of 18

19 For this example, we have chosen to use our Procedure from Chapter 6 (Procedure 1) Figure 13 Notice that all of the fields in the top section are now filled in, including the Location, Equipment and the PM description. These are taken from the Procedure as we explained in Chapter 6, as our Template for our PM s. 5. Decide on your Calendar, Usage, or combination of both for your trigger. 6. Select the correct radio button for the Next Due or On Complete type PM. 7. Once you have developed your trigger, your PM is technically completed. You can save the PM from here and add additional information to it later. 8. Click on the Save button in your main menu to save the PM record. 9. Once you save the new PM, you will then be in Edit mode - you can edit and resave the PM record, add resources to the PM record, print the PM record or continue working in the module of your choice by clicking on the module button on the left-hand side of the screen Adding New PM records Calendar-based Example Section Adding new PM records - General, we created a new PM but did not decide on which method we wanted for our trigger. We are going to make this a Monthly Calendar example. Before you save, you need to fill in the Calendar based PM column. This or the Usage based columns are mandatory to choose from before you will be allowed to save. 1. Add in your Next Due Date by either manually filling in the date or click the Calendar Icon and select the Next Due Date. 2. For a Monthly PM, add a 1 to the Interval. 3. For the Interval Unit, select MONTH. 4. Click the Save icon at the top of your PM Main menu. Copyright 2016 All rights reserved. All registered trademark of 19

20 Figure 14 Once those fields are filled in, you now have a PM that you can save. You already have a developed set of Procedures included when you selected the Procedure and regardless of the PM being Next Due or On Complete, you can generate this PM into a Work Order ready for your maintenance department to manage Adding new PM records Usage-based Example Taking the same PM we developed using the Calendar Based selection, we noted that there is Equipment on this PM that has a Meter. This may be better suited as a Usage based PM. For the example, we are going to remove the Calendar information and add in the Usage based information. 1. Click on the Query Icon to lookup the Meter you want to generate against. We selected Odometer. 2. Add in your Meter Interval. Our Interval that we want to generate PM s against is Add in your Meter Range. We want to be within 250KM of your Next PM Reading to generate the PM. 4. Add in the Next PM Reading. Depending on your current Meter reading for your Meter, this is the reading you want to reach on your Equipment before the PM generates the Work Order. Copyright 2016 All rights reserved. All registered trademark of 20

21 Figure 15 Once you click the Save icon, your Usage based PM is completed and similar to the Calendar Based PM, you are now ready to generate Work Orders against your Usage configuration Adding a second Meter for a Dual Meter PM record Our particular piece of Equipment on our PM also has a second Meter to work with. Because of the type of work it does, it needs to be operating but not moving. The Engine is being used to run a small pump system in the Vehicle. Because of this, we want to generate our Usage based PM against both Meters, but only against the first meter to reach its levels. To add this second meter, we use the same process and selection we did in section Adding new PM records Usage-based Example, but under the second Usage column, we use the Query to locate our second Meter. Figure 16 Copyright 2016 All rights reserved. All registered trademark of 21

22 1. Click on the Query Icon to lookup the second Meter you want to generate against. We selected Hours. 2. Add in your Meter Interval. Our Interval that we want to generate PM s against is Add in your Meter Range. We want to be within 10Hrs of your Next PM Reading to generate the PM. 4. Add in the Next PM Reading. Depending on your current Meter reading for your Meter, this is the reading you want to reach on your Equipment before the PM generates the Work Order. 5. Click the Save icon. Figure 17 The configuration in Figure 17 will now generate against either the Odometer or Hours Meters. In this case, the Odometer will generate first as the current reading is now over the Next PM Reading whereas the Hours meter has not reached its target yet Setting up a Calendar and Usage based PM Going back to our original setup in Adding New PM records Calendarbased Example, we decided that we really needed to have our PM setup with both a Calendar and Usage setup. This is for our Procedure, 3 Months or 5000KM road check and oil change. Copyright 2016 All rights reserved. All registered trademark of 22

23 To do this, we simply need to add in both a Calendar setting and a Meter, same as we did in the previous sections. The end result would look like this: Figure 18 This will now generate our PM against one of the 2 selection types, Calendar or Usage. Both the Calendar and Usage are now both past due. Section 8.11 Projecting and Generating PMS will discuss how this works. 8.8 Adding Estimates to a PM After your PM has been developed, if you have not used Procedures with existing resources, you may need to add additional information to them to have them do more than just add the Equipment and Location information to your Work Orders later. Estimates can be added to a PM or Procedure when it is either first created or at a later date. Estimates will help your employees, contractors and even your requesters, to help determine what is needed for specific tasks. To add Estimates to your PM without the use of a Procedure, please refer to Chapter 6 Resources if you haven t already. Because Resources are used in a number of modules, we developed a separate chapter for it. Copyright 2016 All rights reserved. All registered trademark of 23

24 8.9 PM Accounts Accounts were covered in Chapter 1 Administration Module in Section PM Accounts can be assigned to one Account or to a variety of Accounts depending on the accounting practices of your organization. As there are a number of possible fields in WebWork Azzier where Accounts are used, it s best to decide if the account is to be assigned to what will become the Work Order or each separate Resource or to more specific Accounts that break down the costs into multiple accounts regardless of the resources used. Let s look at all 3 possible methods. Remember that all of these fields used may be carried over from your PM and carried over to the Work Order Adding a default Account to your PM s The account assigned to the entire set of resources (Tasks, Labour, Material, Service and Tools) in your PM most likely would be the account or accounts assigned when you create the PM at the beginning. When the account fields are used, they most likely would automatically be associated with each resource added to your PM. This would be carried over to the Work Order later for your reference if you have the optional setting in your Admin Settings (See Chapter 1 Administration). If not, this would be a reference account only. To add an account to your PM Costs to more than one Account: 1. Either during the creation, or after you query for a PM, look for the Account field as indicated in Figure Click on the Query Icon and select the Account that would be associated with the PM. These accounts would be setup by your Administration and will be covered in Chapter 1 Administration. 3. You are returned back to your main screen with the selected Account in the correct field. Copyright 2016 All rights reserved. All registered trademark of 24

25 Figure Adding individual Accounts to your PM Accounts can also be assigned directly into each Resource. If each Labour resource has a requirement for a separate Account, possibly your Mechanic and Electrician have separate Accounts associated with those crafts, then you can use a separate account in each resource. To do this, you will need to edit your resource if you do not already have an account associated. See Chapter 5 Resources to edit your resource. Once you are in Edit mode for your selected Resource, same as we did in the last section, locate the Account field and click on the Query Icon and select the Account required. You will be back in your resource directly after selecting. Copyright 2016 All rights reserved. All registered trademark of 25

26 Figure 20 Click the Save Icon to bring you back to your PM. You do not have to save the PM again but you can edit additional resources if you require Adding Accounts to your PM by cost or percentage Lastly, you can assign multiple Accounts to your PM s by either using the percentage rate or the cost total amount you choose for each specific account. This allows you to choose between specific costs for each account or break it down by a specific percentage of the cost for each account required. To add these accounts: 1. Click on the Accounts Tab in your Procedures module. 2. Click on the Add new record icon. 3. You can then enter either the Account by clicking on the Query icon as we did previously or manually enter it. Enter the Cost Amount or the Cost Percent. The Cost Percent will automatically give you the percentage in the Cost Amount and at the bottom of your Accounts screen; you will see the Total and the percentage total as seen in the Figure 22. Copyright 2016 All rights reserved. All registered trademark of 26

27 Figure Once entered, you can continue to enter additional accounts until you reach 100%. Figure Click the to save the account record Modifying PM Costs to Accounts In each of the Account selection fields in the main PM screen, to modify the Account, the Query icon again and select another account, or remove the account from the field and enter a new one. However, if you have a number of resources that also have Accounts associated, because the Accounts may vary from resource to resource, these would have to be modified separately. It is best to be sure you have the correct accounts at the beginning of your PM development. Copyright 2016 All rights reserved. All registered trademark of 27

28 For the Accounts Tab, to modify your Account, locate the row that has the incorrect Account and click on the Edit icon. This reopens the insert line where you can again, click on the Query icon to select a new Account, or delete the current account and add a new one. You will also have the opportunity to change the Percentage or Costs Deleting PM Costs to Accounts To delete an Account from the PM Accounts tab, click the Delete icon Deleting PM Records Throughout our manual, we have discussed deleting records in your WebWork Azzier application. As these records are tied to specific items, such as open Work Orders, Equipment and/or a Location and have a Procedure on them, if at all possible, unless the record is no longer required and will not be needed in reports at a later date, the records can be kept in WebWork Azzier. However, you may have created a PM by mistake or are no longer required due to changes within your organization. You may re-use the PM, but reporting later on may create incorrect data as the PM seemingly is now tied to different assets going forward. To delete a PM record: 1. Retrieve the PM record you want to delete. 2. Click the Delete Icon in your top menu. 3. A message box confirming you want to delete the procedure and associated resources will be displayed. Copyright 2016 All rights reserved. All registered trademark of 28

29 4. Click on the OK button to delete the PM record or the Cancel button to cancel this action Projecting and Generating PMS Now that you have completed your development of the PM s and have decided on whether you are using Procedures, which resources, Equipment and Locations, along with all of the other details that you need to start managing your facilities and other assets, we can now start Generating our Work Orders. You have 2 choices when it comes to generating PM s. You can either Generate them or take a look at what may generate by running a Projection Generate PM s general usage Before we generate or project, let s look at the general features to better understand how this works. 1. Open the PM Module and either query for a PM or just click the Generate icon at the top of your screen. 2. The following window pops up with the different criteria sets available for you to choose from. Figure 23 Copyright 2016 All rights reserved. All registered trademark of 29

30 3. You have 3 selections to choose from for both generate and projection. All PM Records This allows you to generate or project for all of your PM s. Selected PM Records If you query for a specific selection, such as all PM s for Employee Bob or Data Division 1.1. This PM Record The current PM you are in. 4. You also have 3 selections to choose from for the PM Type. Calendar PM Only PM s that have a Calendar type criterion. This includes PM s that may have a Usage selection, but it will not include it in the projection. Meter PM Only PM s that have a Usage or Meter criteria. This includes PM s that may have a Calendar selection, but it will not include it in the projection. Both This includes PM s with either PM Type or both and will include both into the criteria. If either can trigger the PM, then it will display in the projection. 5. By default, the Generate WOs for the next days is set to 1. If you want to generate or project for the next year, you would enter 365 here. 6. The selection, Sort work order printout by is something to be set when you are actually going to generate the work orders. Once you generate, you have a print icon that will print the new work orders and have them sorted based on this selection. 7. And lastly Generate PM or Projection Projecting PM Work Orders Projecting your PM Work Orders allows you to plan ahead as to the resources you require to maintain your facilities and assets. Following section Generate PM s general usage on setting up your PM Generate settings after clicking the Generate icon, simply click the Project icon shown in Figure 23 earlier to display Figure 24 below with the PM s that will generate based on your selection: Copyright 2016 All rights reserved. All registered trademark of 30

31 Figure Generating Calendar-based PM records To generate Calendar PM s for a specified number of days: 1. Following section Generate PM s general usage on setting up your PM Generate Settings. 2. Click the Generate PM Work Order button in your main menu to open the Generate PM Work Orders screen as seen in Figure Select Calendar PM as your choice. As you may have PM s with both Calendar and Meter and you only want Calendar, its best to select the correct one. 4. Once you have your selections, click the Generate icon as seen in Figure 23 to generate your PM Work Orders. 5. Once you have generated, you can print out your PM Work Orders or choose them in the Work Order module and print them as you require Generating Meter-based PM records To generate Usage or Meter PM s for a specified number of days: 1. Following Section Generate PM s general usage on setting up your PM Generate Settings. 2. Click the Generate PM Work Order button in your main menu to open the Generate PM Work Orders screen as seen in Figure Select Meter PM. As you may have PM s with both Calendar and Meter and you only want Meter, its best to select the correct one. 4. Once you have your selections, click the Generate icon as seen in Figure 23 to generate your PM Work Orders. Copyright 2016 All rights reserved. All registered trademark of 31

32 Override Date 5. Once you have generated, you can print out your PM Work Orders or choose them in the Work Order module and print them as you require. Every now and again, a PM is overlooked or is set to generate on the wrong date due to some unforeseen circumstance. It is not uncommon for someone to set the date incorrectly for a monthly or weekly PM or even an annual one, only to find that the PM will not generate because it s not in the correct sequence. You can attempt to reset the Next Due Date, but if the PM was already generated less than the current interval (monthly was generated 2 weeks previous) and the actual next due date isn t for another week or 2, you can use the Override date. To set an Override date: 1. Locate the PM that you need to generate at this time. 2. Add in the Override Date (this is for Calendar based only) 8.12 Show WOs (Work Orders) 3. Save the PM with the Override date. As you may not be generating this PM at the time, saving this override date allows you to generate this PM when you generate the others. 4. Once you have generated, the override date is automatically removed and the Next Due Date is now updated with the correct Next Due date based on your interval. Every PM is linked back to the work orders that they have generated. You can either look these up in the Work Order module directly, or, to locate Open Work Orders (non-complete, cancelled or closed) from the PM Module. This is on an individual PM basis unless you use a report to locate the open work orders for the PM work type. To show WOs: 1. Query for the PM Record you want to locate Open Work Orders with. 2. Click on Show WO menu selection Copyright 2016 All rights reserved. All registered trademark of 32

33 3. A screen similar to the one shown here comes up, showing the currently open work orders and relevant information. Figure 25 Clicking on any of the records will open the Work Order module and allow you to view the Work Order Nested / Comprehensive PM The design and definition for both the Nested and Comprehensive PM s were covered in Chapter 7 Procedures (section 7.2). Looking at these definitions again: Nested PM s contain multiple Procedures, each include their own Tasks, Labour, Materials, Service and Tools resources specific to their own interval. Comprehensive PM s contain Procedures that include all the tasks that will be performed in each procedure. Most of the PM chapter has looked at PM s from a Single Procedure standpoint. Now we are going to add the information we learned in Chapter 7 to our PM. For our purposes, we have created 2 sets of 3 Procedures. One set is used for Nested and one set is used for Comprehensive. For a better understanding of the major differences, please refer to Chapter 7 Procedures, Section and A Monthly PM Procedure 1 Nested in Red and Procedure A Comprehensive in Green Copyright 2016 All rights reserved. All registered trademark of 33

34 A Quarterly PM (every 3 months) Procedure 2 Nested in Red and Procedure B Comprehensive in Green An Annual PM (every 12 months) Procedure 3 Nested in Red and Procedure C Comprehensive in Green You can of course create these 3 Procedures and add these to their own PM and have 3 separate PM s. Those procedures wouldn t go to waste as you can add them to additional PM s for similar Equipment. However, when it comes time for the Quarterly and Annual inspection, your PM Generation will generate one, two or 3 Work Orders for one piece of equipment, each with very similar tasks. Nesting PM s can be either Calendar or Meter (Usage) based. Each has the same basic requirements. Each Procedure that is developed is required to be part of a sequence. There are two important rules concerning the Interval of a Nested PM. The Interval cannot be smaller than the Base Interval which is the Interval of the Procedure that is performed most frequently. Example would be the Interval on the PM Main screen shows as 1000 KM. In the Nesting, you cannot use 500KM as the smallest Interval. The Interval of the Procedure must be a multiple of the Base Interval. Copyright 2016 All rights reserved. All registered trademark of 34

35 Example for this would be any Procedures that are performed every 20- and 50-days cannot be created as a Nested PM since 50 is not a multiple of 20. Whereas, Procedures that are performed every 20- and 60-days can To Create a Nested or Comprehensive PM Creating either a Nested or Comprehensive PM is developed the same way. Only the decision as to which Procedures are used would be different. 1. Query or create a new PM that will not already contain a Procedure. The primary difference for a Nested or Comprehensive PM is that the Procedure is not listed on the main PM screen. To create a new PM, see Section 8.0 Creating New PM s. 2. Enter the Interval, Interval Unit and the Next Due Date. In our example this would be 1, Month and Jan 1, 2013 as our starting point so we can see our projection in the example. 3. Proceed down to the third section of the screen and enter any other assignment details like Equipment, Account, Crew, Work Type, etc. 4. Unlike a single PM, you should not enter the Procedure number to the PM on the main screen. As this will be nested, we have a separate entry screen for this. 5. Click on the Save button in your top main menu to save the PM Record. Somewhere on your PM screen, is a Nested PM radio box. This is here just to let you know that the PM is either a Nested or a Comprehensive PM or not at all. This is auto populated when you create your Nested PM. Now that you have your PM all ready to go, we can now add in our Nesting selection. 1. Click on the Nested PM Icon in your main menu. 2. The following pop up is available for you to start developing your Nesting Sequence: Copyright 2016 All rights reserved. All registered trademark of 35

36 Figure You have 2 selections to choose from. a. Comprehensive. If you are creating a Comprehensive PM then, select the Yes as indicated in the green outline. b. Nested. If you are creating a Nested PM, then select Nested as indicated in the Red outline. 4. Click on the Add New Record to start adding your nesting sequence. 5. You can either Query for the specific Procedure or enter the Procedure name, and then enter the Interval. We have already added our Monthly and Quarterly and we are adding our Annual now as 12 months. 6. Click the Save icon after each Procedure is added. Copyright 2016 All rights reserved. All registered trademark of 36

37 Figure After you have added your completed set of Procedures, you can close this window off, or click on the Sequence Icon to see the actual and current PM Sequence. The next section will explore the PM Sequence and how to make changes to it View the Nested PM Sequence In your Main Menu, click on the Nested Sequence icon in your main menu. The PM Sequence Set up screen will be displayed. The sequence is numbered started at 1 and continues to the end of the final sequence. In this case, it s an Annual Procedure that completes the sequence, so we see 12 as our final selection. The selection that is currently in Red is the Procedure that will be performed at the next generation of the PM Work Order for this PM. Copyright 2016 All rights reserved. All registered trademark of 37

38 To change the selection to another point in the sequence, simply click on that selection and click the Save icon. Copyright 2016 All rights reserved. All registered trademark of 38

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