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Preventive maintenance, or PM, allows you set up routine procedures to keep your assets running smoothly.

Establishing Preventive Maintenance (PM) Tasks

PM Tasks is a feature that can save you an enormous amount of time when creating PMs for your assets. Normally, you would enter a PM's description each time which can be a daunting task when you're creating several PMs. A PM task allows you to create one, very descriptive, maintenance procedure and then associate that PM task to your PM schedule(s).

Another benefit of using PM tasks is the ability to make any changes to a task then "Publish‟ the changes to all the PMs (PM schedules) that are linked to the task.

TIP: Each eMaint X3 account comes pre-loaded with a PM Library which lists common Preventive Maintenance tasks on common equipment. You can use this list to help you build your own PM Task list.

List View
In the Navigation tab, click the PM Task link to display the Tasks File Listing.

The PM tasks are displayed in rows with column headers at the top of each row. Note that each PM task displayed in the list has its 'Tank No.' underlined. This means you can click the Task No. to see the PM task record in detail. To the left of each row are two icons. The magnifying glass icon will open the detail record of the PM task. The pencil icon will open the PM task record in edit mode.

From this screen you can add a new record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a PM task while this window was open, click "Refresh‟ to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your PM Tasks
You can expand you search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only the tasks with a Task No. that begins with the letter 'S', you would type the letter 'S' in the filter for the Task No. column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

The PM Task detail screen has a Task Number field to use for creating a unique alphanumeric ID 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.

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 to adjust the schedule of PMs as a group rather than adjusting the schedules individually. The PM Group can either be assigned at the PM Task level on this screen or at the PM Schedule level when establishing a new PM schedule for a piece of equipment.

The additional options available for the task detail include:

Add – Opens a blank record for entering a new task.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.

Edit – Opens the record in Edit mode for changing a PM task's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view. Previous – Displays the detail of the previous record (ordered by ID).

<< – Displays the detail of the
previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Actions –  Allows you to choose from the different
actions you can perform.

    Publish – Applies any changes made to this PM task to all assigned assets.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.


Adding PM Tasks
You can add new PM tasks from either the list or detail view. From the list view, the 'Add New Record' link is directly above the field headers and will open a new window in add mode. From the detail view, the 'Add' choice is the first in the main menu bar and will change the current window to add mode. The 'Copy/Add' option also changes the current window to add mode, except it will populate the form with the previous record's values for fast record entry.

The key field for PM tasks is 'Task No.' and must be entered before 'Save New Record' is pressed. However, you should enter as much information as you can to differentiate the asset from others. Click 'Save New Record' to save the new asset. 'Cancel Changes' will discard the new asset information.

Editing PM Tasks
The form for editing PM task information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the PM task.

Editing In Place
If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Task No. link on the list view. Place your mouse cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting PM Tasks
Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record's ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.

The second step of the deletion process is to completely remove the records from the system. Go to the Removed Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to permanently remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Publishing PM Tasks
If you have made any changes to a PM task, the "Publish‟ link applies the changes to all PMs that the task is assigned to.

After making changes to the PM task, click the "Publish‟ link. A confirmation screen will appear with the changes you made to it.

Confirm your changes and click 'Update'. A window will appear with a list of assets that were updated. Click 'Return To Task' to return to the PM task detail.

Establishing PM schedules on Assets

The PM display and editing tools are located in the standard view of the asset detail form (see page 22). All PMs that have been scheduled for an Asset will be listed under the PM Schedule section. If the PM Schedule section is blank on an asset record, it means you have not yet established a PM schedule for that asset. To add a new schedule, click the 'Add' link in the left-hand corner of the PM Schedule section for that asset. You can access an existing PM schedule on an asset for viewing, editing, or deleting by clicking the 'GoTo' link to the left of the schedule.

The options available for the PM detail include:

Edit – Opens the record in Edit mode for changing a PM task's information.

Delete – Marks the record for deletion and removes it from the list view.

Actions – Displays the different actions you can choose
to perform.

    Manually Generate – Generates the PM on demand, applying today‟s date as the work date, instead of waiting for the next scheduled generation.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.


Adding PMs

Click the 'Add' link on the PM Schedule section to add PMs to your asset. PMs can be calendar based, meter based, or both. The calendar and meter sections within the PM Schedule form are color coded to help differentiate them.

General fields to enter:

• The work order type (usually PM).
• Whether it should be listed on the Maintenance Calendar. The route and route sequence. These fields are optional and are covered in the Work Order Level 2 manual.
• The PM Group. If a PM Task is used, this field will auto-fill from that table. This field that may be left blank. (PM grouping is explained in detail in the Work Order Management Level 2 manual).
• The employee or contractor that is assigned to this PM task when it becomes a work order. This optional field is linked to the Maintenance Contacts file.
• The maintenance contact that this PM task will be performed for. This optional field is linked to the Maintenance Contacts file.
• The standard number of hours normally required to perform this task (optional).
• The Brief Description and Work Description fields. If you are using a PM Task, click the yellow file folder next to the 'Task No.' field to display the task list and click the 'Select' link on the appropriate task. The Task No., PM Group, Brief Description and the Work Description fields fill in automatically. If for some reason you want to enter a brief description and work description directly without picking from the PM Tasks List, you may do so as well.
• The Weblink, which lets you establish a link between the record and an external document - either a Web page or a document residing on your network.
• Suppress PM, which tell the PM schedule to pause running as an active schedule. The schedule will remain paused until it is manually set back to “False.” (Suppression settings are explained in detail in the Work Order Management Level 2 manual).

On a Calendar-based PM:

• The 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 click on 'Months' in the 'Calendar Based Freq' field.)
• Whether it is Static or Shadow (static is the default).
• The Next PM date, that is, the date on which this PM should be generated as a new, open PM work order.

On a Meter-based PM:

• The Produce PM Every field. This is the number on the meter.
• Occurs Desc. is the meter's value. Example: Miles, Hours, Units, etc.
• Meter Type describes the meter as a value that is updated with each reading (Running) or is a value that is added to the last reading (Totals).
• What the daily average is for the meter.
• The Meter-to-Date.

NOTE: Advanced PM features such as “Suppress if Open” type Calendar option and “Shadowed Meter” are available and are explained in full detail in the Work Order Level 2 training manual.


Editing PMs

The form for editing PMs can only be accessed from an asset's detail view. From the PM Schedule table on the asset, click the 'GoTo' link on the PM's line to display the PM's detail view. On that screen, click the 'Edit' link in the menu bar. The PM will open in edit mode in the existing window.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the asset.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. On the asset detail, click on the PM Schedule's GoTo link to access the PM Schedule's detail form. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting PMs

Deleting records is a two step process. The first step is to mark the PM for deletion by clicking the 'Goto' link of the PM and then click 'Delete' on the PM form. This highlights the record in red on the list view when you return to the asset detail. At this point, you can still un-delete the record by clicking the 'Undelete' link.

The second step of the deletion process is to completely remove the record from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Manual Generation

This feature allows you to bypass the assigned schedule for the PM and generate the PM on demand. It will also reset the time/meter to the next PM. For example, if your monthly PM is 2 weeks into its scheduled generation date and you manually generate it, the PM will reset and be generated in one month.

NOTE: There is no confirmation for manual generation. Clicking the 'Manually Generate' button will immediately turn the PM into a work order and display the work order.

Copy PM Schedule
The Copy PM Schedule feature allows you to copy the existing PM Schedule to other assets in your system. This feature is covered in the Work Order Management Level 2 manual.

PM Parts
The PM parts table displays any parts required to perform the maintenance.

Any items listed here will be placed on the work order's HTML printout (system option required, see page 9) and the close out screen under the “Select parts charges to issue” section (not shown if no items exist).

To add a PM Part, click the 'Add' link on the right side of the table.

The fields to enter here:

• Enter a Category for the part. Choose from Lubricant, Spare or Replacement. Additional categories can be selected by editing the field's lookup properties. See the System Administration manual for customizing fields.
• Use the lookup to display your Parts list. Choose the part by clicking the 'Select' link on the left side of the part. The 'Item' and 'Descrip' fields will automatically populate with your selected parts information.
• If you have the Multiple Inventory Module enabled on your account, select the location of the part in the drop-down list. If the Multiple Inventory Module is not installed on your account, only 'Main' will be available on the drop-down list.
• Enter the number of items you want to automatically issue to the work order and the recommended quantity in the 'Auto Issue Qty' and the 'Recommended Qty' fields.
• If the part being issued is a measureable item, enter the unit of measure in 'Unitms'.

Click 'Save New Record' to save the part to the PM, or click 'Cancel Changes' or 'Go Back' to return to the PM without saving.

PM Procedures

If you have detailed descriptions of the procedures required to complete a PM and you would like it to be added to the work order when it's generated, add it to the PM Procedure table.

PM Procedures links with the PM Tasks. When used, the PM Procedures will be generated with the PM and be placed in the Work Order's 'Procedures' table.

To add a PM Procedure, click the 'Add' link on the right side of the PM Procedure table,

The fields to enter are:

• If there is more than one procedure, enter this procedure's number sequence here.
• Use the file lookup on 'Task Description' to open the PM Task list. Choose a task by clicking the 'Select' link on the left of the task. 'Task Description' and 'Task Details' will automatically populate with the PM Tasks information.
• You can link to a local file, web address or email by entering the value in 'Web Link'. The "File” button will open the window to help you choose a file on your machine or local network.
•  Enter the time the procedure should take in the 'Standard Time' field.

Click 'Save New Record' to save the procedure to the PM, or click 'Cancel Changes' or 'Go Back' to return to the PM without saving.