PM Tasks

Before creating maintenance schedules on your equipment, you should create a list of the tasks to be performed on those assets. In the eMaint system, these tasks are called “PM Tasks.” A PM Task can be assigned to multiple PM Schedules, which will allow you to manage task changes very easily by editing the PM Task, then publishing it to all associated PM Schedules.

The PM Tasks are located in "Standard Tasks File," on the Navigation tab, under the section marked "PM Center." From the list view, you can add new tasks by clicking the Add New Record link in the upper right corner or you can access one of the existing records for viewing or editing by clicking on the task number, magnifying glass or the pencil icon of the selected PM task.

The PM Task Detail Screen is a very small form, making tasks easy to add.

• 'The Task No.' field is the unique identifier for the task.
• The 'Brief Description' field is for defining the task.
• The 'Detailed Description' is an unlimited text field that can contain as much information as you wish.

TIP: PM Tasks can be used to store your existing work procedures. Simply copy the document's text and paste it into the Detailed Description field. eMaint provides the PM Task Library for this purpose. It is located in the Data Center section of the Navigation tab.

Editing PM Tasks

When tasks change, it can be time consuming to navigate to each PM Schedule and make the necessary adjustments. The PM Tasks make this process much easier by allowing you to adjust the PM Task, then publish those adjustments to each associated PM Schedule.

• First, edit the PM Task, make your adjustments then click Save Changes.
• Click the "Publish" link located under the "actions" menu, on command bar.
• You will be presented with the task so you may review it one last time before publishing. When you are ready, click the Update button.

Upon completion, you will be presented with a list of Assets that were updated with the task changes.

Managing Preventative Maintenance Schedules

Preventative maintenance (PMs) work order templates are located on the Asset's detail view, in the related table marked “PM Schedules”. To access an existing PM schedule for viewing, editing, or deleting purposes, click the GoTo link to the left of each PM Schedule entry. Add a new schedule by clicking the Add link in the top-right corner of the PM Schedule related table.

All PM's must have an asset on which the schedule is performed. They can be calendar based, meter based, or both. On a PM schedule that is simultaneously a calendar based (such as every three months) and a meter-based (every 3,000 miles), whichever occurrence happens first will trigger the PM, generate a work order, and then both schedules will begin the interval over again.

The calendar and meter sections within the PM Schedule form are color coded to help differentiate them.

Calendar Based PMs

Calendar Based PM's are scheduled work to be performed based on the specific date. Fields related to calendar based scheduling are shaded green. The fields required for an active calendar-based PM are:

• 'Produce Every?' and 'Calendar Based Freq' – Creates the frequency of the PM. For example, entering a “2” in 'Produce Every?' and selecting “Weeks” in the 'Calendar Based Freq' will create a PM Schedule that occurs every two weeks. You can select any number for 'Produce Every?' and your options for 'Calendar Based Freq' are “Days”, “Weeks” and “Months”.
• 'Next PM Date' – Next scheduled date of generation. During initial PM setup, this date should be set to a day into the future.
• 'Calendar Freq Type' – Determines how the system will calculate the Next PM Date. When the system generates a PM into a work order, it will automatically configure the 'Next PM Date'. This field tells the system how.
• • Static: The system will calculate the next scheduled generation based on the day the PM work order is generated. For example, if a PM is generated into a work order today, the 'Next PM Date' value will be calculated based on the PM work order's 'WO Date'.
  • Shadow: The system will calculate the next scheduled generation based on the day the PM work order is closed. For example, if a PM Is generated into a work order today, but it is closed on another day, the 'Next PM Date' will be calculated based on the PM work order's closing date.

Additional fields that are optional for a calendar-based PM are:

• 'Suppress PM (Calendar)' – Enables and disables automatic suppression for the calendar PM. See Advanced Configurations for suppression instructions.
• 'Nesting Group' and 'Nesting Level' – Nesting allows you to set levels of PM against a single asset. When PMs are due to generate on the same day, the higher level PM will generate and the lower level PMs will skip to their next interval, if they are assigned to the same 'Nesting Group'. See Advanced Configurations for set up instructions.  For example, a PM with a Nesting Level of 5 will take priority over a PM
  with a Nesting Level of 1.  The higher the number in the Nesting Level
  field, the higher the priority.

Meter Based PMs

Meter Based PM‟s are based on an interval counter that generally involves usage. Meter related fields are shaded yellow. The fields required for an active meter-based PM are:

• 'Produce PM Every' and 'Occurs Desc' - Creates the frequency of the PM. For example, entering a “3000” in 'Produce PM Every' and selecting “Miles” in the 'Occurs Desc' field will create a PM Schedule that occurs every 3000 miles. You can select any number for 'Produce PM Every' and your options for 'Occurs Desc' are “Hours”, “Miles”, “Units”, “Kilometers” and “Misc”.
• 'Meter Type' - (Running or Totals) determines whether the meter reading values are added together or used as a stand-alone value.
• Running – Similar to a vehicle's Odometer, this meter continues to increase. Resetting a Running meter is very uncommon, usually only during an overhaul or the meter becomes maxed out and rolls back to 0.
• Totals – Similar to a vehicle's Tripometer, this meter's value is recorded and then reset to 0 for the next use.
• 'Meter Freq Type' – This is the meter's equivalent to the 'Calendar Freq Type' field. It determines how the system will calculate the meter's next start point.
• • Static: When a meter entry generates a PM work order, the system will begin the new interval based on that meter entry. For example, our PM with an interval of every 3000 miles gets a reading of 3050 and generates a PM work order. The new interval will begin at 3050 and the next PM work order will occur at 6050 miles.
  • Shadow: The system will calculate the next scheduled generation based on the latest meter reading at the time of the PM work order's closing. For example, a meter reading of 3050 miles generated a PM work order. While the work order was open, another meter reading of 3110 miles was made. When that work order is closed, the system will begin the new interval using the latest reading of 3110 miles.

 Additional meter-based fields are:

• 'Daily Average' – This field allows you to enter an average amount per day. The system will use this field, along with the latest reading, to calculate an approximate generation date. This date will be found in the Calendar tab.
• 'Last Meter Reading Entry' and 'Last Meter Reading Date' – These fields display the last meter entry made and the date it was taken.
• 'Last PM Produced At' – This field displays the meter reading that produced the last PM work order. The value in this field can be added to the value in the 'Produce PM Every' field to get the required meter amount for the next work order generation.
• 'Meter-To-Date' – The value in this field represents the total meter readings entered for the equipment.
• 'Suppress PM' (Meter) - Enables and disables automatic suppression for the meter PM. See Advanced Configurations suppression instructions.

Other PM Fields

The calendar and meter fields are used to create the generation schedule. The remaining fields allow you to define the purpose and properties of the PM work order.

• 'Asset ID' – This is the Asset ID the PM Schedule is associated with.
• 'Work Order Type' – The type of work order. This drop-list is identical to the 'WO Type' on the work order. Upon generation, the value recorded here will be copied to the work order.
• 'PM Group' – The 'PM Group' field allows you to assign your PMs into groups. This makes working with common PM Schedules easier when using the Generate PM Work Orders and PM Manager sections. For example, if you have several PM tasks that are associated with a particular group of equipment, such as LINE 1 of your production equipment, you can indicate the designation of LINE 1 as the PM Group on all the PM Tasks assigned to any piece of equipment on LINE 1. Then you can use the “LINE 1” as a filter when generating or managing your PM Schedules.
• 'Est Hours' – Records an approximate length of time that it will take to complete the PM work order.
• 'Last PM Work Order Date' and 'Last PM Work Order No' – These fields allows you to reference the previous generated work order.
• 'On Calendar?' - An option to allow the PM schedule you have created to appear on the Calendar and the Scheduling tool. When set to “True”, the PM will be found on the day its due to generate and will have “Projected PM” displayed in the Type column.
• 'Route' and 'Route Sequence' – Allows you to configure a sequence of PM work orders. See Advanced Configurations for setup instructions.
• 'Suppress PM' and 'Suppress Reason' – Deactivates the PM from future generations and records the reason. These fields can be set to work automatically. See Advanced Configurations for setup instructions.
• 'Assign To Type', 'Assign To', 'Perform For Type' and 'Perform For' – These fields are used in same manner as the work order fields of the same names. Listing your contacts here will auto-assign them when the PM work order is generated. Commonly, the 'Assign To' field is used to identify the person (or contractor) that will be doing the PM each time it is generated as a work order. The 'Perform For' field is used to identify the person for whom the work is being done. Use the 'Assign To Type' and 'Perform For Type' fields to sort the list of contacts presented when assigning 'Assign To' and 'Perform For' contacts.
• 'Skip Monday', 'Skip Tuesday', etc – The skip days fields allow you to prohibit a calendar-based PM schedule from generating on certain days. This is especially useful if your maintenance department has the weekend off and no one will be able to complete the work.
• 'Task No' – This field allows you to link your PM Tasks to your PM Schedules. Use the lookup to access the PM Task Listing. Locate your desired PM Task and click the Select link. The 'Task No', 'Brief Description' and 'Detailed Description' will be copied to your PM Schedule.
• 'Brief Description' and 'Detailed Description' – Using a pre-defined PM Tasks is optional. You can also hand-type your description directly into these fields. Text entered here, either by a PM Task or by hand-typing, will be copied to the same fields on the work order form.
• 'Weblink' – Lets you establish a link between the record and an external document - either a web page or a document residing on your network.

Note: Leaving blank fields on the PM will allow you the flexibility of populating them when the PM is generated. For example, not assigning the PM to a contact will allow you to decide who to assign the job to when the PM is generated.

PM Procedures

This section, located at the bottom of an established PM Schedule, lets you associate multiple procedures with a PM Schedule and indicate the sequence in which they should be performed. These procedures should be created in the PM Tasks section first, but is not necessary.

When the PM Schedule is generated into a work order, all assigned PM Procedures will be copied to the Work Procedures table on the Work Order detail view.

For example, you may have lock-out/tag-out procedures or other safety procedures that need to be performed, in addition to the standard steps involved in a weekly or monthly PM for an asset, and these various tasks or procedures should be performed in a specific sequence in order to meet safety guidelines. If so, you can define these various procedures in your PM Task Listing file and then add those procedures to the PM Procedures within a PM Schedule.

Add a PM Procedure

• Click the Add link on the PM Procedure section.
• Set the 'Sequence' with the drop-list to identify when, in a list of procedures, the procedure should be completed.
• If using PM Tasks:
• • Click the folder icon on the 'Task Description' field to display the list of tasks from your PM Task File Listing. Locate and select the appropriate procedure. The 'Task No', 'Task Description' and 'Task Details' will populate automatically.
• If not using PM Tasks:
• • Enter the 'Task Description' and the 'Task Details'.
• Use the 'Weblink' field to link to any documents or pictures from the internet or your local network.
• Place the estimated time to complete in the 'Standard Time' field.
• Click the Save Entry or Save and Return links at the top of the screen.

Click Save and Return to save the record and return to the PM screen. You may continue to add more procedures by clicking Save Entry and repeating the above steps.

Edit an existing PM Procedure

Click the GoTo link to the left of the procedure. The procedure will display. Click the Edit link at the top of the procedure‟s form. Edit the record, save your changes, and click Go Back to return to the PM Schedule.

NOTE: When a PM is generated, the procedures that are associated with the PM schedule will be displayed at the bottom of the Work Order detail screen in the Work Procedures section.

PM Parts

This section, located at the bottom of an established PM Schedule, lets you associate the parts needed to complete the PM task with the PM Schedule. If the quantity of the parts to be used is placed in 'Auto Issue Qty,' these parts will be listed on the close out screen for charging when the PM work order is closed (see page 36). If you prefer to charge them out manually with the Quick Parts option (discussed on page 30), then you can place the quantity to be charged in the 'Recommended Qty' field.

Copy PM Schedule

Once you have PM schedules established on one asset, you can copy those schedules to other assets by clicking the Copy PM Schedule link on the asset which has the established schedule(s). This will take you to the Distribute PM's tool, which is also accessible through the Navigation menu. The Distribute PM's tool is covered later in this manual. Click Here to learn more about it.

Using the Calendar

The Maintenance Calendar gives you the ability to view all work that is to take place on any given date, aiding you in the process of managing your workload.

The Calendar screen shows a calendar display on the Quick Bar and a listing of the day's Projected PM's on the right side.

When a date on the calendar is green, it means activities are projected to take place on that date. Clicking the date on the calendar will load a detailed view of the day's activities on the right side. Each item displayed will have a link in the ID column. Click on it to open the edit view of the activity and make adjustments to it if necessary.

You can also use the Calendar to add an activity which exists outside of the PM schedules. Click the Add New Activity link on the Calendar to access the activity screen. Here you can enter a type, short description and detailed description of the activity. If you want a reminder email, simply click the reminder box, enter a date for the email to be sent, and make sure the email address is correct.

After you save the activity, it will be available for viewing and editing from the Calendar and the Control Panel.

When the activity is complete, click the Edit link for the activity and check the 'Complete?' box. The activity will then drop off of your Activity List.

Meter Reading

An asset's meter can be entered electronically or manually. The electronic method requires additional configuration on your account. See your eMaint representative for further details.

There are two places to enter a meter reading manually: on the Meter Readings table located on the asset detail form and when closing a work order that has an asset with a configured meter PM.

Before making a meter entry, the asset must have a metered PM Schedule in place. This activates the meter on the asset and allows it to accept readings.

To add a meter reading on the asset form, click the Add link on the top-left corner of the Meter Reading related table and complete the form:

• 'Meter Type' – This is the type of meter being entered. The option entered here must match a PM Schedule configured for the asset; otherwise the reading will be immediately deleted.
• 'Date Taken' – The date the meter reading was recorded. Default value is the current date.
• 'Taken By' – The user who recorded the meter reading.
• 'Meter Reading' – The meter reading value.
• 'Asset ID' – The associated equipment's Asset ID (automatically populated).

'Reset' and 'Adjust' fields are only needed if the meter counter needs to be reset. The 'Adjust' value is the amount of meter units that occurred between the last meter reading and the point that the meter was reset. On the PM Schedule, the current Meter Reading will be displayed based on the meter reading value entered.

An asset may also have multiple PM schedules which are based on different meter types. As the different types of meters are entered, the reading entries will be separated according to their type in the Meter Reading section of the asset.

PM Manager

The PM Manager  is designed to aid you in defining, updating, and modifying the routes, assignments, next PM dates, etc. for groups of PM Schedules at one time.

Filtering for PM Records

The first step in PM management is to select a subset of all of the PM schedules in the system by choosing existing values from a series of fields that relate to either the Asset record or the PM Schedule. This is the first option you will be presented with the moment you open the PM manager. There are many elements to this panel:

Filter rows

• Check Box - Click this box to activate this filter row.
• Field - This drop-down will allow you to select any field from the PM or Asset table by which to filter.
• Operator - This drop-down to the right of the field column will allow you to select the operator you would like to use to filter your records. For a detailed description of the operators available please review the Reporting documentation HERE.
• Value - This area is a free form text field which will allow you to type the value you would like to filter by. For date, date/time, logical, and character fields with lookups there will be an additional folder icon to the right of the field. This option will open another panel that allows to select using a lookup or date picker, just as you would when entering a value into this field.
• Add Filters - This option will allow you to add additional lines of filters to this screen if you need to filter by more than 3 values.
• Clear Filters - This option will clear any and all filters that have been entered into this screen.

Custom Filters

• Custom Filters are employed in addition to any filters that you have set in the previous section. If no initial filters are set then only the Custom Filter selected will be used to reduce results returned.
• Check Box - Click this to activate the Custom Filters option.
• Select a Filter - Use this drop-down to select an existing filter to edit or use to reduce results returned.
• Add - This option will allow you to create a new Custom Filter. For further information on creating custom filters please review the documentation located HERE.
• Edit - This option allows you to make modifications to existing Custom Filters.

Save

• Applies the selected filters and directs you to your filtered list of PM schedules. When you are directed to your list of PMs all records will automatically be selected.

Cancel

• Returns you to the previous list of filtered results that were displayed.

Blue Question Mark Icon

• This icon will bring you directly to the PM Manager manual that you are viewing now, should you have questions about this feature in the future.

Sorting the Records

The records that appear in the list can be sorted by any field. Simply click the header of a column to sort by that column. The arrow in the center indicates whether it is in ascending or descending order. Click the header again to switch between the two. There is also an arrow on the right side of the header that will open a window which allows you to choose ascending or descending order.

Placing the cursor between columns will allow you to adjust their width.


Modifying PM Manager Output Fields

Before you begin adjusting your PM schedules, you should make sure that your PM Manager displays the fields you will use for management.

You can choose the fields you would like to view in your PM Manager. In the upper right hand side of the PM Manager screen there is a "Options" link. This area  is for adding a field to the display. To add a field:

• Click the "Options" link in the upper right hand side of the user interface. A new output selection panel will open with a list of all available fields in the left-hand box grouped by their primary tables, either PM or COMPINFO (Asset).

• Left click and hold the field you would like to add to your display fields. (PM Fields = Blue, Asset Fields = Pink)
• Drag the field to the location that you would like it to display in the grid. The field at the top is the leftmost field and additional fields will be displayed to the right.
• If you accidentally choose a field, you can left click and hold to drag it back to the main list. You can also drag and drop the fields to reorder them.
• Once you have selected all the fields you need, click Save to update the PM Manager with the new fields.
• To reset all changes you can select the "Reset" option before selecting "Save".

Once you have selected a subset of PM schedules to display on screen, you can then update or change the values of the PM schedule fields. You will not be able to modify any of the Asset fields.

Change Values

The Change Values feature allows you to make mass field changes to your PMs Schedules. This is useful for changing Assign To and/or Perform For assignments when employees are hired, or deactivating several PMs when the asset is shut down.

After configuring the filters and previewing the list of PMs:

• Check the box next to the records you would like to update.
• Select Change Values from the main menu bar.
• Next, a panel will appear with the title "Mass Change Values". This panel is very similar in some ways to the "Filter" panel.

• Check the box to the left of a row to activate it.
• Next, Select a value in the field drop down. All fields from the PM table should be available here.
• Once a field is selected the "Value" column will become editable. If a field has special characteristics (lookups, date value, logical) you will be provided with those options to select a value.
• Finally, you can select another row to replace another value or you can select "Save" to complete your changes. The panel title will update to confirm the changes have been made.

PM Due Date Manager (45 Day)

This tool provides a graphic representation of when PM Schedules are set to generate and gives the user the ability to make adjustments to those dates quickly and easily.

To initiate the process first filter for and then select the group of PM schedules you would like to project into the future. Then, select "PM Due Date Manager (45 Day)"

Next, you will be presented with a screen that will allow you to view and adjust the next PM dates for these records. If you receive the message "There are no valid records in your selection. Try again with new new filters", then your selection has no PMs with a next pm date within the next 45 days.

This screen is composed of many elements, but the primary function is very straight forward. Each PM has a bar associated with sliders that represent the dates a PM will be generated. You can select and drag these sliders to align the generation dates for a group of PMs. When a user adjusts the next pm date through this screen it will validate against the attributes of the original schedule (IE skip days) to confirm that a valid date has been selected. Once you have made an adjustment to a PM schedule, you can click the Save button or you can select the red "x" icon to revert that adjustment.

Below is a more thorough description of the individual elements from the previous image.

• (A) This area displays the Asset ID as the header and the current next pm date for each PM for this Asset. Mousing over the Asset ID or date will return a panel with more details about each record.
• (B) In gray the Asset Description is displayed. Below the description the "Calendar Frequency" and "Produce Every?" are displayed for each PM schedule.
• (C) This is the legend showing the numeric value of the days for the next 45 days.
• (D) This will take you back the to the main PM Manager screen, allowing you to re-filter for a new group of PM's.
• (E) These sliders allow you to adjust the "Next PM Date" simply by dragging to a new location on the bar.
• (F) Here you have a few basic options which will allow you to change the quantity of records displayed, Save or revert the changes, and move to the next page.

Adjust Next PM Dates

The PM Manager screen also enables you to select a group of PM Schedules and make adjustments to their Next PM Dates. Besides adjusting the Next PM Date, this is a useful tool for establishing the initial PM Date for newly created PM Schedules. Click the Adjust Next PM Dates button at the top of the screen.

This can be done in two ways. You can select "Set to" and choose a date to change the Next PM Date of all the selected PM's to that date, or you can select "Adjust +/-" and enter the amount of time by which to increase or decrease the dates. For example, if you want to increase the Next PM Dates by 2 days, put a 2 in the field and select "Days" from the dropdown box. If you want to decrease them by 1 week, enter "-1" in the field and select "Weeks," instead of "Days." When you are ready, click the Save button and the changes will be finalized.


Annual PM Projection

The Annual PM Projection option allows you to see, on a 1-year timeline, when your PM schedules will produce PM work orders.

The individual blocks represent the different weeks in each month and the "X's" mark when the PM's will be due to generate. This tool is very useful for examining multiple PM schedules at once, with a long-term view, to foresee any potential overlap or redundancy.


Update Standard Times

This tool will allow you to set the Est Hours field on the PM schedule with the average number of employee labor hours for the work orders that PM has produced in the past. Just click on Update Standard Times and this window will appear:

Enter a date range that will encompass the labor charges you want to use in the calculation and click the Preview button. The system will find all employee labor charges (within that date range) for the work orders that the PM's have generated in the past and take the average. It will assign that number to the Est Hours field for the PM's. In the preview, you can see that value under "New Standard."

You'll see in the leftmost column, it's showing the total number of hours that were found and it's dividing that by the number of work orders. In the "New Standard" column, you'll see the result of the calculation. This will be the new value for the Est Hours field. After reviewing the data, click Update Standard Times again. Click the Update Selected button and the changes will be applied.

Generating PM Work Orders

There are two methods available for generating PM Work Orders: manual or automatic.

Using the ‘Manually Generate’ Link

Each PM Schedule has the link Manually Generate above the detail screen (shown below). This feature allows you to generate individual PM work orders quickly and easily.

Clicking the link will immediately generate and show the PM work order. It will have the current date as the WO Date and the PM Schedule's interval will be reset based on the current date or last meter entry.

Using ‘Generate PM Work Orders’

The Generate PM Work Order screen is used to either preview or generate PMs that match the criteria you have specified in the filters. The available filters are Group, Route, Site, and Assignment to list the PMs you wish to produce (described below). Single or multiple filters may be set.

PM Group Filter – This field will allow you to display or generate PMs that have been assigned a particular 'PM Group'. Clicking on the drop-down list will display all PM Groups assigned in your PM Schedules.

Route Filter – This field will allow you to display or generate PMs that are a part of a 'Route'. Clicking on the drop-down list will display all Routes assigned in your PM Schedules.

Site Filter – This field will allow you to display or generate PMs for a particular 'Site'. The 'Site' field is configured on the PM's associated asset screen. Clicking on the drop-down list will display available Sites.

Assignment Filter – This field will allow you to display or generate PMs for a particular 'Assignment'. Clicking on the drop-down list will display all possible Assignments for selection.

Generate Through – This date field allows you to indicate the date the PMs are due to generate. All PM's due to occur on or before the date indicated will be displayed.

Generate Future PMs – By default, this field is blank (unchecked). Setting a date in the “Generate Through” field to a future date will not return any results past the present date. Placing a check in this box will display future PMs.

Action – The options are Preview PM’s, Generate PM’s and Preview PM Parts Requirement. The Preview PM’s command will show list the PMs that meet your criteria. Selecting Generate PM’s will cause the PMs to be generated into work orders after the Proceed button is selected. Preview PM Parts Requirement will list the PMs with parts listed in the PM Parts table on the PM form. See below for detailed explanations of these options.

Preview PM's

After you have configured your criteria, you must preview the list before generating the PM work orders. Select Preview PM’s in the drop list and click the Proceed button. A list of PM Schedules that match your criteria will appear below the filter area.

Each line item provides you with basic information about the PM Schedule. Also included on each line is a checkbox so you can include or exclude the PM Schedule from the generation.

The 'WO No.' field shows either a Preview C or a Preview M. C indicates a calendar-generated PM; M indicates a meter generated PM. When you generate the list, these values will change into the work order number assigned to the PM.

The 'Asset ID' and 'Last PM Work Order No' columns indicate the associated asset and the last PM work order number. Each contains a clickable link which opens the record's detail view. The 'Last WO Status' column shows the last work order's status as open or closed.

The right-most column indicates the status of the PM Schedule. If the PM was due to be generate before the current date, an “OVERDUE” status will appear, indicating the PM is past due. If the PM is due on the current date or a day in the future, this column will be empty.

Preview PM Parts Requirements

This option allows you to see the parts you have associated with the PM tasks you have just previewed. Select the filter criteria for the PM's you would like to see then click to view the parts requirement. The list shows the part number (with hyperlink), description, PM quantity associated with the PM Schedule and the quantity on hand. With this information, you can plot your purchasing strategy.

Generate PM's

To generate the PM's, switch the Action field to Generate PM’s and click Proceed. The listed PM Schedules will be generated into PM work orders. Above the listed work orders are buttons to either PRINT these PM Work Orders or EMAIL these PM Work Orders. Select either option by clicking either button. The email button uses the email settings configured in the My Account, PM Settings page.

When the PMs were generated, they received their work order number which appears as a clickable link. To see the detail of one of the work orders on the list, click on the individual work order number to open it in a new screen or navigate to the Work Order Center.

Note: Unlike the Manually Generate link on the PM Schedule (described above), each work order’s ‘WO Date’ is assigned the same date it was due to be generated instead of the current date, and the next interval will calculated based on that date. For example, if a PM Schedule was due for generation 7 days ago and is generated today, it will receive a ‘WO Date’ 7 days prior to the current date and the Next PM Date will be calculated based on that date.

Automatically Generating PM’s

Instead of manually generating your PM Schedules, you can set the account to automatically generate PM Work Orders on a daily basis and email a copy of each PM work order to the system administrator, the Assign To and Perform For contacts, and other parties associated with the PM's. These configuration options are located in the My Account, PM Settings screen. You must be logged in as the system administrator to access this page.

Turning on automatic PM generation is as simple as navigating to the PM Settings page and removing the check from the checkbox for the 'Disable Daily PM Generation&Email' option. However, you may wish to configure other associated PM options. See page 37 for other available options.

Work Order Center

Once a PM work order has been generated, it drops into the Work order Center for viewing and management. All work orders, regardless of whether they are generated from the PM schedules or approved through the request form, will reside in the Work Order Center.

Filtering and sorting the work order list
The sort and filter capabilities of the list view allow for quick retrieval of work orders. The text boxes under the column header line are used to filter the list for that field.

The list will match data from the work orders with the text entered in the textbox. Only the length of the entered text will be matched with the data from the work order. For example, entering 'J' in the 'Assign To' column would pull up all work orders that started with 'J' regardless of the last name or any other text after 'J'. For any filter to be set, press the red Set link located on the left side of the line.

To sort the list, click on the header field to sort on that field. To locate information on the page, press Ctrl+F to bring up the standard 'Find' dialog box. This will help in locating text contained on the page itself, so it is important to use the filter functions to narrow the list as much as possible. Keeping simple filters in place such as an 'O' for the Work Order Status will always display that group of items when the list view is opened. If no filter is used, the number of work orders displayed per page is controlled by the Form Options link at the bottom of the page. If a filter is active, all work orders that match will be displayed on the same page regardless of the number found.

NOTE: The System Administration course provides information on applying a variety of different types of filters to view the subset of work orders that you are seeking.

Printing Work Orders

In eMaint you can either print a single work order from the detail screen of the work order or print a filtered group of work orders by selecting that option from the Work Center.

Printing a single work order

To print a work order from the detail view, click the Print link on the menu bar at the top of the work order.

The next screen that appears gives you the option to view the printable work order in PDF or HTML format or return to the detail view of the work order.

Click the option for the format you wish to view. The work order will appear on screen in either Adobe Acrobat PDF or HTML format. There is a printer icon button on both screens. Use the application‟s print option to print a paper copy of your work order.

Printing multiple work orders

The Work Order Print Manager is a feature which allows you to print multiple work orders using various filters and sorts.

• Select 'Work Order Print Manager' from within the Work Center section of the Navigation tab.
• This screen is managed in the same manner as the PM Manager (see page 15 for a full discussion). Add or remove any necessary fields to achieve your work order list.
• Place a check in the 'All' column to exclude the field from the search criteria. The 'All' column signifies “all possible values”.

• Once you have configured your filters, click the Prepare to Print button. The system will search for work orders that fit your criteria. Once it is finished, it will indicate how many records there are to print. If your search returned 0 results, click the Reset Form link in the right-hand corner to try a different set of criteria.

When you are satisfied with your results, click the Proceed to Print button. This will load the “Work Order Print Options” screen where you can choose the format for printing.

Clicking 'Go' will give you a print icon which you will click for the preview of the work orders.

The option to print a PDF list consolidates all the work orders into a list which allows the user to check off a box when a task is completed. This format is especially helpful when printing PM tasks where the Brief Description of the task contains all task information or when performing a work inspection.

Tracking Charges Against Work Orders

Located beneath each work order form (detail view) is the section to add charges to the work order, called Work Order Charges. These charges can be defined in several ways: Parts, Labor, and a general Misc. charge. When several charges are made against the same work order, each type is grouped and subtotaled by category.

To add a charge, select the type of charge in the drop-down list then click the Add button.

NOTE: Work orders with charges cannot be deleted. Charges need to be marked for deletion then purged from the system with Remove Deleted Records.

Parts

A Parts charge uses the Inventory file to validate the item number and populate the related information into the form.

Select the part using the folder lookup located next to the 'Item No' field. The 'Item Cost' and 'On Hand' are pulled from the Inventory file when the part is selected. Please note the 'Qty.' (quantity) used cannot exceed the 'On Hand' value of the part.

Add any additional information such as the account number or an item cost adjustment. This part can also be added to the Asset's Related Parts section by checking the 'Update Asset parts list'. Click Save Entries to save the charge to the work order.

TIP: If you know the item number of the part, you can hand-type it in and use the Validate Entries button to auto-populate the remaining fields.

Labor

The Labor charge page uses the Contacts file to assign labor charges easily.

Begin by choosing the contact using the 'Category' and 'Full Name' fields. The 'Category' field will filter the available contacts according to their assigned category. Next, choose the contact from the 'Full Name' list. The “Hourly Rate($)/ Unitcost” will pull over from the contact record if present. If you need more information about the contact you have chosen, click the contact icon to the right of “Full Name” field‟s drop-down list.

The 'Start Time' and 'Stop Time' fields are optional fields which can be used to calculate the quantity of the labor. The calendar (shown right) allows you to select the date and choose the time upon which the system will calculate the quantity of time worked.

If you choose not to use the 'Start time' and 'Stop time' fields, enter the hours worked by the contact in the 'Qty' field.

The remaining fields, 'Sub-Category', 'Acct_no' and 'Comment', can be used to track more information but is not necessary to record the charge.

Misc Charges

Misc. Charges are used to track charges for items or contacts that do not have a record in the system. An example of this is a person who is contracted to do a single job or the purchase of a new asset.

Please be aware that items or contacts used in this manner will not have a history file. It may be beneficial to create a record then use the Labor or Parts charge option instead.

Use the fields on the Misc. Charges form to describe the charge. Click the Save and Return button to save the charge and return to the work order. Click the Save and continue button to save the charge and reload a new, blank charge form. Click the Cancel button to return to the work order without saving the charge.

TIP: If you are not using eMaint to track your parts inventory but still want to track parts charges on work orders, you can use the Misc. charges to track them. Use the comments field on the Misc. charge screen to describe the part used. The comment will appear on the detail charges view.

Quick Parts

Quick Parts allows fast entry for multiple parts charges. Simply enter the quantity in the 'Qty.' column and hand-type the item number in the 'Item No.' field. When you click or tab off of the 'Item No.' field, the system will validate the entry and populate the remaining fields based on the Parts‟ record.

You also have the option to pull the related parts from the asset and/or the parts related to the PM schedule from which the work order was created. On the Action line at the bottom of the page, use the drop-down list to select the parts list to load from. The options are “All (PM&Asset)”, “PM Only” and “Asset Only”. Choose your desired parts list and click the Load Parts button.

Before saving, review your parts list and make any quantity or cost adjustments needed. Place a check in the 'Update Asset related parts list' checkbox to add the list to the Related Parts table on the asset form. Click Save Entries to charge out the parts. A confirmation message will appear with a summary of parts that were added to the asset related parts list. Click the Reset Form link at the top right of the page to start over or click the Return to Work Order link to go back to the work order.

NOTE: Quick Parts does not have an option to charge to a work procedure. If you must charge to a procedure, use the standard Parts charge option.

Charges Against Work Procedures

The Work Procedures table is used to define common and/or complex tasks to the work order. When used, the Work Order Charge table can track the charges against these procedures.

The task description for each procedure will be available in the drop-down box next to the 'Procedure Charged' field. Choose a procedure from the drop-down list then complete the charge form as normal. When saved, Procedure charges will appear in their own subsection on the Charges table.

Viewing and Editing the Charges on a Work Order

The charges on the Work Order Charges table are sorted and subtotaled by category.

To edit or remove a charge that has been applied to a work order, click the GoTo link that is next to the charge in question. This will display the edit screen.

Labor and Misc Charges

Make the appropriate changes in the fields provided and click the Update Charges button. To delete the charge altogether, click the Delete Charges button. If you do not intend to edit this entry, click Cancel.

NOTE: You cannot edit a contact on a Labor charge. You must first delete the charge for the incorrect employee entry and then add a new charge for the correct employee.

Parts Charges

Clicking the Goto link on a Parts charge provides you with three adjustment options. You can edit the cost of the part by clicking the Edit Unit Cost link. You can change the procedure (if any) by clicking the Change Procedure link. Or you can remove the parts charge from the work order and return the item back to inventory by clicking Return to Inventory.

Note: An item that is returned to inventory will be marked in red. Remove the items in red by using Remove Deleted Records menu option in the Navigation tab. This will only remove the items in the charge table, not delete the part from the system.

Closing PM Work Orders

The PM close out screen (seen below) is divided into 5 sections: “Work Order Close Out”, “Calendar based PM”, “Meter based PM”, “Close out fields” and “Select parts charge to issue”.

Work Order Close Out

This section allows you to change the completion date. By default, the 'Completed Date' is automatically populated with today's date.

Calendar Based PM (will only show when PM is based on calendar)

The calendar frequency of the PM will be listed here. The next PM date is shown if the PM is a static frequency. Select a new date if you wish to change it. Shadow based PM's will indicate that the Next PM Date will be determined by the close out date.

Meter Options (will only show if work order Asset records a meter)

Here you can enter a new meter reading when closing the work order. If the meter is a running meter, the message “Must be higher than X” will show next to the box. If it is a totals meter, there will be no message. If the asset has multiple meters, you will have the opportunity to pick which meter type is being entered from a drop-down. If no number is entered here, the system will simply close the work order without adding a meter reading.

Static Frequency

Here are examples that explain the options available at close out for static meters.

1) You have completed the PM work and simply want to record a new meter reading.

• Leave the box “Record a New Meter Reading” checked and enter the new reading (in this case 125).
• The system will indicate what the entry must be greater than (if it is a running meter). This line's value shows the last meter reading entered on this asset. In this case, 105 shows because the PM was generated at 105 HOURS.

Result: 'Last Meter Reading Entry' field on schedule is updated and a new meter is entered.

2) You have completed the PM work and want to enter a new reading but the meter has advanced to such a point that you need to have the next PM schedule based off of the new reading instead of the reading when the PM was generated.

• Check both boxes.
• The meter entry must be greater than the “Record a New Meter Reading” value because you want to record a reading and also change the meter entry for the entry on which the next PM generation will be based.

Result: 'Last PM Produced At'&'Last Meter Reading Entry' fields on schedule are updated along with a new meter reading being entered.

Shadow Frequency

Shadow based PM's automatically adjust the next PM interval based on the meter reading at close out. The meter reading which shows on the screen will be used as the base for the next PM work order unless you add a reading before you close the work order. If you add a meter reading, that reading will be incorporated into the meter to-date and used as the base for the next PM's generation.

Because the system automatically adjusts the next PM interval on shadow based meters, there is no need to check the box 'Adjust Next PM Interval.'

Close Out Fields

The fields in this section are determined by the system administrator. These fields will appear on all work order types. The System Administration training explains how to select the fields for this close out screen.

Select parts charges to issue

The bottom section called 'Select parts charges to issue' shows PM Parts which were set with an Auto Issue Qty. These may be deselected; but if checked, they will be charged to the work order upon close.

Note: The pictures and the examples above refer to a running meter, but the options are available for totals as well. The same fields on the PM schedule will be updated.

WARNING: PM work orders can NOT be reopened once closed. Please be sure that the information you enter upon close is correct because you will not be able to change the close out information after the close.

PM Settings

This section sets the global PM settings and PM email notifications.

The top row on this page allows you to set general PM settings.

• 'Disable Daily PM Generation&Email' – This option enables and disables the automatic PM generation. A check in the box disables automatic generation.
• 'Send email when no PM's are Generated' – Sends an email to the admin when there are no PMs generated that day.
• 'File Type' – Sets the email attachment format to PDF or HTML. If set to HTML, a Configure link will appear which will allow you to customize the header and footer of the print form.
• 'Produce PM's automatically every day at' – Allows you to set the PM generation time. Use the drop-down boxes to select the time, AM or PM, and the time zone.

The next five rows allow you to configure the options for sending the generated PMs.

• 'Send PM Summary and work orders to Administrator' – Sends the Administrator all generated PMs in an attachment and includes a summary of the PMs in the body of the email.
• 'Send PM work orders to the Perform For' – Sends only the assigned PMs to the person(s) designated in the 'Perform For' field of each PM Schedule.
• 'Send PM work orders to the Assign To' – Sends only the assigned PMs to the person(s) designated in the 'Assign To' field of each PM Schedule.
• 'Send PM Summary and work orders to Other Address' – Sends a summary email and all generated PMs to the email address specified in this field.
• 'Send PM Summary and work orders to PM Field' – Allows you to use a custom field on the PM form to add additional email addresses to. When the PMs are generated, any email addresses in this field will be sent a copy of the PMs. Enter the field's 'Field Name' in the box provided. See the System Administration guide for creating new fields and obtaining a field's 'Field Name'.

The last setting, if checked, will automatically generate a meter-based PM when the meter exceeds the value in the 'Produce PM Every' field on the PM form.

Click on the Save Settings button to save your changes. If you do not want to save any changes, click the Cancel button or the Return to Main Menu link.

Distribute PM's

Since a PM schedule can only be attached to one asset, it's common to create identical PM schedules for different assets. Different pieces of equipment often require the same type of maintenance. There are tools that make it easier to create these duplicate PM's, like using tasks to fill in the description, but the most efficient way to copy a PM schedule to a group of assets is by using the Distribute PM's option. This feature can be found on the navigation screen, under the heading "PM Center."

You will see a filterable list of assets. Use this to select the asset that has the PM schedule you wish to copy.

Click Select to choose the asset. Once you have chosen the asset you want to use, you will be taken to a screen like this:

This shows all of the PM Schedules that have been created for this asset. Check the box for the one you want to copy and uncheck the boxes for the others.

NOTE: You can copy multiple PM Schedules by checking their boxes.

After you have your PM Schedule(s) selected, click the Configure Tree button to begin searching through your assets.

This window will allow you to decide how the assets will be organized, so you can find them more easily. The left column contains all of the fields that exist on the assets table. Simply drag a field from the left side to the right side and drop it. For this example, we will first separate the assets by Department and then, by Building. Just drag the Department field to the right side and then, do the same with the Building field. You can use whatever fields you'd like to help you locate the assets you want.

Just click the Save button when you're finished. The lower part of the screen is now populated.

The section on the left contains the "tree" that we just set up.

First, there are folders that represent the different values for the Department field. Click one to expand it. Then, you will see folders within it. These are the different values for the Building field. Click on one of those folders and the right side of the screen will be populated with the records that meet the criteria. In this case, I'll choose "MAINT" for the Department and "1" for the Building.

These are the assets with "MAINT" for the Department field and "1" for the Building field. Now that we've looked up the assets we want, we can just check the boxes for the ones to which we want to copy the PM Schedule. Now we have a PM schedule and some assets selected, so we can copy that PM schedule to those assets. The last thing to do it click the button that reads "Copy PM's to the Assets."

You will be asked to confirm that you're sure and, once you click Yes, the PM schedules will be copied.

This is a great tool for saving you time when you have a lot of PM schedules to create for different assets. You can also access this feature by clicking the Copy PM Schedule button on the asset screen.

Meter Manual

Meter readings are a great way to record data on your equipment; mileage, machine hours, units produced, etc. This information can be used to generate PM work orders.


Creating a Meter-Based PM Schedule:

The first step is to create a meter-based PM Schedule so we can track meter readings. In order to add meter readings to an asset, there must be a PM schedule that's based on that type of meter. First, go to the asset for which you'd like to add a PM Schedule. Then, scroll down to the PM Schedule area.

This will show you all of the PM Schedules for the asset. In this example, there are currently none. Click the Add button to create a new one. You will be taken to the PM Schedule form, where you can fill out the various fields that define and control the PM. Most of these fields are covered in the previous sections of this manual, but there is a small area of the form where the meter-based PM fields are located.

The fields here include:

• Produce PM Every: This is where you can enter a numeric value for the frequency of the PM generation. Frequency is determined by a combination of this field and the Occurs Desc field. If, for example, you'd like the PM to generate every 5000 miles, put 5000 in this field.
• Occurs Desc: This field lets you set the type of measurement: HOURS, MILES, UNITS, KILOMETERS, and MISC. It's used in conjunction with the Produce PM Every field to determine the frequency. Using the same example of "every 5000 miles," you would want to select MILES from the dropdown.
• Meter Type: The Meter Type controls the way the readings will be entered and recorded. If it's set to RUNNING, you will enter the value that it currently reads, which will only go up (like an odometer on a car). If it's TOTALS, you will enter values that will be added up and the total will be used as to generate the PM's.
• Daily Average: This field can be filled out with an estimated average, which will allow you to see a projection in the PM Manager or the Scheduler.
• Last Meter Reading Entry: This is automatically filled in and will show the value of the last meter reading that was entered.
• Last Meter Reading Date: This will also be filled in automatically and shows the date that the last meter reading entry was made.
• Last PM Produced At: This is another automatically populated field. It displays what the meter read at the time when the last PM work order was produced.
• Meter-To-Date: The historical total of all meter readings will be automatically calculated and displayed here.

Click Save when you are finished. Now that we have a meter-based PM schedule, we can add meter readings of that type; in this case, MILES.


Adding Meter Readings:

Meter readings are what determine when meter-based PM's will generate. Every asset has a related table below, where readings can be entered.

Click the Add button to add a new reading. The Add form will appear, displaying the following fields:

• Tran ID: This is the ID that the system uses to identify this particular transaction. The system will generate a random value to place in here.
• Meter Type: This is where you'll select the type of reading you are entering; HOURS, MILES, UNITS, KILOMETERS, or MISC.
• Date Taken: When you add a reading, the current date will be filled in here.
• Taken By: You can enter your initials here so users will know who entered the meter reading.
• Meter Reading: Enter the value of the reading.
• Asset ID: This will be automatically filled in with the Asset ID of the asset for which you're adding the reading.
• Reset: Set this field to True to indicate that you are resetting the meter. Otherwise, set it to False.
• Adjust: If you'd like to make an adjustment to the current value of the meter, rather than adding a new reading, use this field. You can increase it by entering a numeric value or decrease it by placing a minus sign before the number (example: -50).

When you are finished, just click the Save New Record button and the reading will be created.


Administrative Settings:

There is a setting that controls the way meter-based PM's are generated. You must be logged in as the administrator to access it. Click the My Account link in the upper right-hand corner of the screen and then click the pencil icon next to PM Settings. You will see various options for PM generation, automatic emails, etc.

The option we're looking for is called "Automatically generate PM on exceeded meter reading." If this is checked, the system will generate the PM as soon as you enter a meter reading that makes it due to generate. If it's unchecked, the PM will become due but it will not generate until 1 AM.


Meter Manager:

The Meter Manager is a tool that will allow you to edit or delete the meter readings that you've entered. There is no button or tab for the Meter Manager, rather it is accessed by changing the URL in the browser's address bar to this: http://x3.emaint.com/wc.dll?x3~metermanager. A screen will appear that asks you to choose an asset.

Next, you will be asked to choose which type of meter you wish to view (MILES, HOURS, etc). Just slect the appropriate type and click the Preview button. The following screen will show you the different PM schedules for that meter type, on that asset, as well as all of the history of the meter activity.

You will be able to edit or delete the previous meter reading. Click the "pen and paper" icon to edit the meter reading or the "trashcan" icon to delete it.


There are other options available in the Actions dropdown, which include:

• Adjust Beginning Meter: Allows you to increase the Meter-to-date field but does not affect existing PM Schedules
• Add New Reading: Simply another way to add a meter reading
• Reset Meter: Resets the number used for tracking readings but does not affect the Meter-to-date field
• Recalculate Meter-to-date: Uses the existing readings to determine the Meter-to-date field again, correcting any data errors

Importing Meter Readings:

Meter Readings can be imported from an excel spreadsheet as well. This is often helpful if there are a lot of readings to enter because you don't have to spend time going to each individual asset and entering the readings one at a time.


Importing by Asset ID:

First, click on the "Meter Import (Asset ID)" option, located on the Navigation page, under the PM Center heading (If you don't see the option, it may need to be added). You will be taken to this screen:

The recommended way to begin is to click the link that says "Click here to download XLS Template," which will give you a spreadsheet that shows you the proper form for the meter readings you're entering. It will contain all of your assets that have meter-based PM's on them, along with the proper information.

Simply add your readings to the "reading" column and remove all of the rows that you don't want to import, including the header. Make sure it's saved as a "Microsoft Excel 5.0/95 Workbook" type.

Next, Click the Browse button and select the XLS file. Click Preview and the system will show you the readings it's about to import.

If there are no errors, the lines will say "Readings Appear Valid!" Click the Post button to import them. They will be imported and you can click "Return to Main Menu" to exist the import tool.


Importing by PLC ID

Another way of importing meter readings is to use the PLC ID. This will allow you to have one line on a spreadsheet that represents a group of assets, which can save a lot of time if there are assets with similar meters. The first step is to go to the asset records and enter a value into the field called "PLC ID #" (Any value will do). To group assets together, make sure they have the same value in this field. If the field is not on the form, it can be added by going to the design mode and selecting it from the existing fields.

Next, go to the Navigation page and select "Meter Import (PLC ID)" from the PM Center section. This will work the same way as the other import tool.

Click "Download Template" to get your template. Then, Add the readings to it and use the PLC number to identify which assets you're referring to, based on the PLC numbers that were assigned to them. If, for example, I have 3 assets that all have the value "GROUP1" for the PLC ID, I can enter one row on this spreadsheet, using "GROUP1" as the PLC ID and the reading will be applied to all 3 assets, as long as those assets have meter-based PM's. Enter you meter readings in the template, remove the rows you don't wish to import, and make sure the spreadsheet is saved as "Microsoft Excel 5.0/95 Workbook."

Now, you can click the Browse button and select the file. Click the Upload File button to preview the readings. After you examine it carefully, click the Import File button to finish.