Maintenance / Preventive 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. The role that typically performs this work is also listed.

You can also view the workflow in terns of roles. See Role-Based Overview.

Step 1: Establish validating data

  1. The maintenance manager, or someone familiar with operations at the site, sets up the validating (background) data and maintenance-specific background data, including craftsperson schedules, from which users will choose values when working with the application.
  2. A system administrator establishes the behavior of the Preventive Maintenance application.

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

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

  1. Define the site's general PM procedures.
  1. Assign the general PM procedures to equipment and locations.
  2. Set the preventive maintenance schedule.
  1. Define maintenance checklists, if you wish to provide this feature to craftspersons so that they can use either OnSite, the Maintenance mobile app, or a view to verify a series of steps before signing off on work.
  2. 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 (service desk manager)

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 overview information, see Understanding SLAs and Service Desk Manager Overview.

  1. Define SLAs for preventive maintenance.
  2. Determine the ordering sequence of SLAs.
  3. 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 (maintenance manager)

Determine the upcoming maintenance work for a specified time period .

Step 5: Schedule labor (maintenance manager)

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

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 (maintenance manager)

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.

Step 7: Generate PM work orders (maintenance manager)

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

Step 8: Issue Work Orders (maintenance manager)

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

From the Maintenance Console, the supervisor can:

Note: Supervisors in the field may find it convenient to perform these tasks from their smart phone or mobile device using the Archibus Maintenance mobile app.

Step 9: Execute the work (craftspersons)

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 or the OnSite mobile app.

Workflow (Status Changes)

Other Tasks

Concepts

Ongoing: Manage work with the Maintenance Console (supervisor)

Supervisors working with Maintenance Console can perform the following tasks as needed:

Workflow (Status Changes)

Other Tasks

Concepts

Step 10: Complete and close out work (maintenance supervisor)

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

Step 11: Review preventive maintenance reports (maintenance manager)

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.