Below is product documentation to get you started with the PM system in eMaint X3.
The Training Guide is a companion to the the Work Order Management Level 2 training course.
The series of Learn More guides are overviews on how to complete key activities within the PM system.
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.
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.
Upon completion, you will be presented with a list of Assets that were updated with the task changes.
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:
Additional fields that are optional for a calendar-based PM are:
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:
Additional meter-based fields are:
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.
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.
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 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.
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.
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.
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:
'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.
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:
Blue Question Mark Icon
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:
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.
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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 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 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.
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.
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.
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.
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.
Result: 'Last PM Produced At'&'Last Meter Reading Entry' fields on schedule are updated along with a new meter reading being entered.
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.
This section sets the global PM settings and PM email notifications.
The top row on this page allows you to set general PM settings.
The next five rows allow you to configure the options for sending the generated PMs.
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.
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."
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:
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:
When you are finished, just click the Save New Record button and the reading will be created.
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.
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:
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.
Advanced Suppression Settings
Aside from the Static and Shadow options for calendar and meter based PM schedules, the “Suppress PM (Meter)” and “Suppress PM (Calendar)” fields can be used to used to keep PM generation on track.
The Suppress PM field is a logical (true/false) field that controls whether or not a PM schedule will generate. It’s normally set to false. Setting it to True will simply cause it not to generate either with the automatic process or the “Generate PM Work Orders” tool.
Suppress PM (Calendar)
This field provides an alternative way to preventing overlap of PM’s, different from the Shadow frequency option. This is intended to be used with a Calendar Freq Type of “Static.”
GENERATION: Set this field to True and, when the PM generates a work order, the PM will become suppressed; changing the standard “Suppress PM” field to True. The “suppression Reason” field will be automatically populated with an explanation. The Next PM Date will immediately be updated for next time, based on the frequency that has been set.
NOTE: Since the PM is suppressed, it won’t generate while the previous work order is still open. However, if enough time passes for its Next PM Date to be reached, the automatic PM process will update it and set it for the next generation’s date (skipping it), but it still won’t generate.
CLOSING: When the work order the previous PM created is closed, the PM schedule’s “Suppress PM” field will be changed back to false and the “Suppression Reason” field will become empty again. Unlike using the Shadow frequency type, no change will be made to the Next PM Date at this point.
Suppress PM (Meter)
This is an option that works along with a Meter Freq Type of Shadow. Shadow frequency for meters works a little differently from the calendar-based version: when a PM WO is closed, the interval for the next generation is adjusted based on the where the reading is at the time of closeout. However, while the WO is still open, it’s possible for the PM to generate again if its interval is reached. The Suppress PM (Meter) field will prevent this. With this field set to True, the PM schedule will be completely suppressed after it generates a work order. When the work order is closed, the PM will then be un-suppressed so it can resume.
The PM Scheduling tool is both powerful and flexible. It enables you to establish calendar-based and/or meter-based PM schedules to an asset. This means that in addition to a standard calendar-based or standard meter-based schedule, you can have a PM schedule that is simultaneously calendar based (such as every three months) and meter-based (every 3,000 miles), whichever occurrence happens first.
Another flexible feature is the ability to indicate whether there are any days of the week that a PM Schedule should be skipped, so that, for example, if your shop is closed on Sundays, a daily PM can be suppressed from generating on Sundays.
Once a PM Schedule is established, you also have the ability to select multiple procedures from your PM Task Listing to associate with a schedule and assign a sequence order to those tasks.
The PM display and editing tools are located in the standard view of the Asset File Form, the detail record of an individual asset. All PMs that have been scheduled for an Asset will be listed under the PM section. If the PM section is blank on an asset record, it means you have not yet established a PM schedule for that asset. To access an existing PM schedule on an asset for viewing, editing or deleting purposes, click the ‘GoTo’ link to the left of the scheduled activity displayed in the section. To access a PM schedule entry form and create a new PM schedule for an asset, click the 'Add' command located on the right corner of the PM Schedule section.
The following fields are available to record information on the PM Schedule form:
Work Order Type – The default setting for Work Order Type for a PM is ‘PM’, but you have the ability to change the Work Order Type of your PMs to differentiate the types of PMs you are performing. The Work Order Type field is also displayed in your Work Order Center. The values in the lookup for this field are managed from the Data Center on your main menu.
PM Group – The PM Group field is used for defining or assigning a group identifier to a PM task, in order to manage a group of PMs and adjust the schedule of PMs as a group, rather than adjusting the schedules individually. Define or assign the PM Group when establishing a new PM schedule for a piece of equipment.
Produce Every – The calendar frequency of the PM (For example, if it is to be performed every six months, enter the number '6' in the ‘Produce Every’ field and select 'Months' from the Calendar Based Freq).
Calendar Based Freq (Frequency) – Options are Days, Weeks, Months, or N/A (not applicable).
Calendar Freq Type – The options are Static or Shadow, with Static as the default setting. Static PMs are based on the ‘Next PM Date’ that is entered on the PM Schedule. The next PM will generate on the appropriate time interval indicated on the schedule, counting from the ‘Next PM Date’ recorded. Shadow PMs are based on the close out date of the previous PM Work Order that was generated from the schedule. The next PM will generate according to the time interval listed, counting from the date that the last PM work order for the schedule was closed.
On Calendar – Select 'True' if you wish for this activity to be listed on the Maintenance Calendar, otherwise the default value is 'False'.
Route Sequence – The Route Sequence associated with this PM if applicable. Enables you to specify a sequence for how a specific Route # will be carried out if there are multiple PM Schedules associated with a Route #.
Route # – The Route Number associated with this PM if applicable. Enables you to categorize and define your PM Schedules according to Route. You can then manage and generate your PMs according to Route #.
Assign to Type – Possible selections are Employee, Contractor, Customer, and Tenant, which correspond to the categories in the Maintenance Contacts section. Select the appropriate category first before populating the ‘Assign To’ field.
Assign To – The contact (Employee, Contractor etc) that will be assigned to this PM task when it becomes a work order. You can use the 'File' Icon to open the contact list and select an 'Assign To' Contact if you wish.
Perform For Type – Possible selections are Employee, Contractor, Customer, and Tenant, which correspond to the categories in the Maintenance Contacts section. Select the appropriate category first before populating the ‘Perform For’ field.
Perform For – The contact (Employee, Contractor etc) that this PM task is being performed for when it becomes a work order. This optional field is linked to the Maintenance Contacts file. You can use the 'File' Icon to open the contact list and select a ‘Perform For’ Contact if you wish.
Next PM Date – The date on which this PM should be generated as a new, open PM work order.
Last PM Work Order Date – An auto-populated field displaying the last date on which this PM was generated.
Last PM Work Order No – An auto-populated field displaying the last Work Order Number associated with this PM.
Produce PM Every – The meter-based frequency of the PM (for example, if it is to be performed every 1000 hours, enter the number '1000' in the Produce Every field and select 'Hours' from the 'Occurs Desc.').
Occurs Desc – Description of the type of Meter being monitored. Selections include Hours, Miles, Minutes, Kilometers, MISC.
Meter Type – Options are 'Running', 'Totals', and N/A (not applicable). The meter that is being tracked on an Asset is considered either a ‘Running’ meter (such as an odometer in a car) or a ‘Totals’ meter (such as the total units produced on a line for a 24-hour period).
Daily Average – Meter PMs will use the daily average value to provide an estimate of when future PMs are projected to occur on the Maintenance Calendar.
Last Meter Reading Entry – An auto-populated field displaying the last meter reading taken for this PM
Last Meter Reading Date – An auto-populated field displaying the date when the Last Meter Reading was taken.
Last PM Produced At – An auto-populated field displaying what the meter reading was the last time the PM was generated.
Skip Days Section – You may select to skip any Day of the week by setting the Day you wish to skip to 'True'. The default value of each day is 'False', indicating that the PM will run on that particular day.
Brief Description – You may record a brief description of the PM if you wish.
Detailed Text – You may record as much detailed text to describe the PM if you wish. However, you also have the option to associated multiple PM procedures or tasks to the PM schedule and leave this detailed text blank.
When you have completed your entry you can select 'Save New Record' or 'Cancel Changes'. Once a PM Schedule has been saved, you then have the capability to assign the PM Procedures to that schedule. The PM Procedures section is listed at the bottom of the saved PM Schedule.
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. Single or multiple filters may be set.
From the PM Generation Screen, indicate the following:
PM Group Filter – This field will allow you to display or generate PMs that have been assigned a particular Group. Clicking on the drop-down list will display possible Groups for selection.
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 the possible Routes for selection.
Site Filter – This field will allow you to display or generate PMs for a particular Site. Clicking on the drop-down list will
display the possible Sites for selection.
Assignment Filter – This field will allow you to display or generate PMs for a particular Assignment. Clicking on the drop-down list will display the possible Assignments for selection.
Generate Through – This date field allows you to indicate the date the PMs are due to generate.
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, Generate and Preview PM Parts Requirement. The Preview command will show list the PMs that meet you criteria. Selecting Generate 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.
Proceed – Click Proceed to execute the command in the Action field.
When you have completed your PM Generation, click the Return to Main Menu link to go back to the main menu. At any time you may select Reset Form to clear the current filters and set the filters to their respective default values.
You can also generate PMs on their Detail form by clicking the Manually Generate link. The PM will be generated and the page will load the new work order.
Meter information can be automatically imported to an eMaint X3 account through email sent from your metering equipment. When your equipment sends the data to our mail server, in the format listed below, your meters will reflect the most current meter information; without having to manually input data.
1. The "Date Taken" for the data in a YYYY/MM/DD format.
2. The "Time Taken" for the data in a HH:MM:SS format.
3. The 6 character PLC identifier (PLC-ID).
4. This is the number of units produced. This field will be replaced by an "*" if the data is unavailable (such as might be the case on a "down day").
5. The administrator account name
6. The unit of the meter being submitted
Please note the following:
A) The email must be in Plain Text format
B) The email should be sent to firstname.lastname@example.org
C) The 6 character identifier is NOT the Asset ID - it is the PLC ID on the asset record
eMaint recommends that you partner with support before attempting to begin emailing your meters to ensure a smooth transition. Support can be reached by telephone at 856-810-2700 extension 1, or by email at email@example.com.