Open topic with navigation

Building Operations / Preventive Maintenance

Preventive Maintenance: Application Overview

Preventive maintenance (PM) work requires analysis of the periodic work required for maintaining a facility's equipment and locations, such as safety inspections, filter changes, equipment cleaning, equipment lubrications, carpet cleaning, and window washing.

These jobs can be performed weekly, monthly, annually, or at any interval that you choose.

A typical process is:

1. A maintenance manager defines the preventive maintenance required for the site. This entails defining general procedures, applying these procedures to specific equipment items and locations, and setting a schedule for executing the work.
2. To ensure that the work requests (generated in step 3) 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.

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.

3. A maintenance manager or supervisor specifies a time frame, and the system determines all work due during this time frame and generates a work request for each job, consulting the SLA associated with the procedure, equipment, or location to do so.
4. Once the system generates work requests and work orders, craftspersons and supervisors work with them in the same manner that they work with on demand work orders; that is, executing the work, updating the details about the job, and closing out the work order.

Note: Web Central's On Demand and Preventive Maintenance applications both use work requests and work orders as the tool to address a facility's maintenance issues. These applications differ in how users originate work requests and work orders; however, once work orders are generated, these applications share many of the same tasks for managing work orders, and share the same set of help topics. You can manage both PM and On Demand work orders from the Preventive Maintenance application.

Note:The Preventive Maintenance application includes work requests and work orders (both on demand and preventive maintenance) that were generated in the Windows client/server environment. For workflow processing, the system automatically assigns these items a service level agreement so that they can be managed from the Web. The default SLA does not provide rules on service windows, service providers, or other information that would alter or restrict a work request entered in the Windows client/server system.

Role-Based Tasks 

Users can log into Web Central to access various tasks appropriate to their role, such as defining a maintenance task, generating preventive maintenance work orders for a specified time frame, updating a work order with details about the job, or closing out a work order.

Note: Some sites prefer to directly access work requests without first viewing the parent work order. This makes it easier to issue, complete, and close a set of work requests at one time.

To accommodate sites that do not wish to reference work orders, the Craftsperson and Supervisor roles have corresponding roles -- "Supervisor (Work Requests)" and "Craftsperson (Work Requests)" -- whose tasks hide the Work Order information so that users can directly access work requests. If your site prefers to directly access work requests, your Business Process Owner can activate the "Supervisor (Work Requests)" role and "Craftsperson (Work Requests)" role, instead of the corresponding Supervisor role and Craftsperson role.

The roles and tasks for the Preventive Maintenance application are:

Business Process Owner

Setting Up Background Data

Setting Up Building Operations-Specific Background Data

Maintenance Manager

Overview

Defining Procedures, Steps, and Resources

• Understanding Preventive Maintenance Procedures and Steps

Assigning Procedures to Equipment and Locations

Scheduling Preventive Maintenance

• Defining PM Schedule Groupings (Optional)
• Generating and Editing Schedules with the Define PM Schedule Dates by PM Schedules task (Optional)
• Understanding the Scheduling Options
• Understanding the PM Scheduling Routine
• Reviewing PM Schedules

Generating Work Orders

• Understanding the PM Work Order Generation Routine

Service Desk Manager

Overview

Define Service Level Agreements for PM

Determine Ordering Sequence of Service Level Agreements

Search & Manage

Supervisor

Overview

Schedule Craftspersons and Tools for Work Requests

Issuing Work Orders 

Printing Work Orders

Updating Work Orders and Work Requests

Closing Out (Archiving) Work Orders

Craftsperson

Overview

Updating Labor Hours

Updating Work Orders with Details about the Job

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.

Reports

Operational Reports

Management Reports

Analysis Dashboards