Archibus SaaS / Maintenance

Typical Workflow for Managing Preventive Maintenance

The following is the typical workflow for establishing preventive maintenance procedures and executing preventive maintenance tasks as they come due.

For an alternative overview in which tasks are broken down by typical role, see Role-Based Overview of the Maintenance Module.

Prerequisite: Review PM Concepts

Step 1: Establish validating data and module behavior

A facility manager, or someone familiar with operations at the site, sets up the following background validating data and schedules:
A system administrator establishes the behavior of Maintenance module.

Step 2: Define the preventive maintenance tasks and the schedule for executing them

The maintenance manager, or someone familiar with operations at the site, analyzes needs and establishes the preventive maintenance tasks and schedule.

Define the site's general PM procedures.

Assign the general PM procedures to equipment and locations.
Set the preventive maintenance schedule.

(Optional) Your site may wish to group together similar PM procedures on the same work order. If so, develop grouping categories with the Define PM Schedule Groups task.
Define PM schedule patterns
- The system uses these to determine upcoming work for servicing equipment and maintaining areas.
Suppress Overlapping Schedules
Scheduling with Date Ranges (Concept)
Understanding the Scheduling Options (Concept).
As necessary, review the work schedules by running the View PM Schedules task and the PM Planner task.

Ongoing: At any time you can review the schedule, analyze statistics, create new PM Schedule and PM Schedule Dates, and make changes using the PM Planner task.

Step 3: (Optional) Define Service Level Agreements (SLAs) to handle work requests

To ensure that the work requests (generated in step 9, below) are handled in the appropriate manner, a service desk manager can define service level agreements (SLAs) that will be matched to work requests. This allows the system to automatically route the work to proper craftspersons, enforce service window rules when forecasting, and automatically issue work orders. For information, see Understanding SLAs.

(Optional) Define Maintenance Checklists.
Define SLAs for preventive maintenance.
Determine the ordering sequence of SLAs.
Ongoing: Manage preventive maintenance SLA's with the Search & Manage Work Requests task.

Note: This step is optional. If your site does not have specific craftspersons for a task, if you do not want to enforce escalations in the time that work is to be completed, and if you do not have different supervisors/work teams for different PM procedures, then you do not need to set up service level agreements.

Step 4: Generate the schedule

Determine the upcoming maintenance work for a specified time period .

Generate the schedule by running the Define PM Schedule Dates by PM Schedule task and clicking the Generate Schedules button.
For details on how the scheduling routine generates dates, see Understanding the PM Scheduling Routine.

Step 5: Schedule labor

Once the system generates the schedule, the preventive maintenance supervisor can schedule the craftspersons who will execute each task.

There are a few ways to schedule labor.

Labor Scheduler

The supervisor can schedule labor using the graphical Labor Scheduler. To work with the Labor Scheduler, see these topics:

Maintenance Console

As a supervisor, you can perform these scheduling-related tasks from the Maintenance Console:

Step 6: Review and manage the schedule with the PM Planner

Once you schedule your work, you can review it graphically on the PM Planner

Upon reviewing the schedule, you may find that changes are needed. Maintenance managers can change the date of any future PM Schedules Dates for which work orders do not exist. Changing dates allows the user to optimize to PM plan and balance resources and budgets.

You can also edit the details of the underlying PM Schedule using the PM Planner.

See these topics for information on working with the PM Planner:

Step 7: Generate PM work orders

The maintenance manager generates PM work orders. There are two methods:

Have the system automatically generate work orders for you, based on rules that you define with the Manage Work Order Generations Rules task.

-- or --
At periodic intervals, generate PM work orders for the maintenance work due during a time period you specify by running the Generate PM Work Orders task.
- With this task, you generate work orders -- complete with required part, labor, and tool type requirements-- based on the preventive maintenance requirements you defined in Step 2, above.
- For information on how the system generates work orders, see Understanding the PM Work Order Generation Routine

Step 8: Review and issue work orders

Once the work orders are generated, the supervisor can review and then issue them.

From the Maintenance Console or Archibus Maintenance mobile app, the supervisor can:

For the remaining steps, the following conceptual and overview topics are helpful.

Step 9: Execute the work

Craftspersons receive a list of their assigned work and go to the site to perform the task. As they complete the work on site, they update the system about the work they completed.

Note: Craftspersons in the field may find it convenient to perform these tasks from their smart phone or mobile device, rather than by using a laptop connected to the network. Sites wishing to provide craftspersons with this ability must implement the Archibus Maintenance mobile app.

Review Work

Ongoing: Manage work

Supervisors can perform the following tasks as needed:

Step 10: Complete and close out work

When craftspersons complete their work, the system routes it back to the supervisor for review and close-out.

Step 11: Review preventive maintenance reports

To analyze efficiency and cost, the maintenance manager will want to periodically generate reports on the PM work at their site, analyze the results, and look for ways to improve operations. See: