Documentation
Follow us on:
Scheduled Work Orders
2. Scheduled Work Orders
Fig. 3A
The diagram above illustrates scheduled maintenance.
We have your machine # 10001 (Asset) which, according to the manufacturer (or your experience, etc.), should have a certain procedure (PM TASK) performed on a monthly basis (PM Schedule) in order to ensure proper running of the equipment.
You probably have several pieces of equipment identical to #10001 which will require the same PM Task to be performed. eMaint X3 reduces the amount of data entry required by a CMMS by only requiring you to enter these procedures once. So let’s do it…
We will first review setting up your assets, then setting up the PM Tasks and finally setting the PM Schedule on the Asset.
2a. Setting up Assets in eMaint X3
Fig. 3B
The Asset File Listing is the starting point for accessing your assets, or your equipment records.
As you add new equipment records to your account, you will see the records listed on this screen. When you first establish your eMaint X3 account, there is one record in the list, labeled as “Unassigned”
Click “Add New Record” in the upper left portion of the screen to add a new equipment record. Your new record screen will open, allowing you to create a new asset record.
The screen will look something like this:
Fig. 3C
The Asset ID and the Description are the minimum fields that should be filled in for an asset record. You can fill in as many or as few of the other fields on the asset record as you wish.
Asset ID
The ID number on the asset is known as a Key Field. In eMaint X3, the ID number that identifies any record is known as a key field and its importance is significant. Once you establish an ID number on a record and save the record, the ID cannot be edited. Therefore, give careful consideration to the ID you establish for a record. The ID can be a combination of letters and/or numbers, without spaces.
This field is 21 characters in length. The length of a key field cannot be modified.
Examples of good ID numbers:
0000001
AIRCOMP1
22-076-336-001-01
Examples of bad ID numbers:
00001 01 (space between characters is not allowed)
09-#03-001 (cannot use any symbol characters, such as # or $ or *)
6”motor1 (cannot use quote marks, such as “ or ’, to denote inches or feet)
Description
The description field can be a combination of letters, numbers, symbols and spaces, as you desire.
After you populate the appropriate fields for this asset record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.
You can also edit the current record being viewed by clicking ‘Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.
Remember: There are other fields that can be exposed on this screen if there is more information that you want to track about your equipment. Contact us at info@emaint.com or 856-810-2700.
2b. Setting up PM Tasks
With eMaint X3, you first define the PM task(s) that will be performed on the equipment, and then you schedule or assign the tasks to the asset with which they are associated.
Fig. 3D
There are 3 main fields to populate:
1) The ID number, which is a key field,
2) The Brief Description, and
3) The Detailed Text, an unlimited text field.
There is also a PM Group field, which allows you to define group types for PMs here at the task level or at the schedule level, and then manage the groups through the PM Manager menu option. The PM Group process is discussed in greater detail in eMaint’s training course materials.
Fill in the ID number, the brief description, and the detailed description (you can copy and paste from another document, as well as from the PM Task Library that is available from your main menu).
After you populate the appropriate fields, click ‘Save New Record’ at the top left section of the screen. This saves the record and displays it on screen. From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.
You can also edit the current record being viewed by clicking the ‘Edit' After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.
Add as many PM Tasks to your eMaint account as you wish. You can enter them all at once or build the list as you go.
2c. Scheduling PMs to your Assets
Now that you have defined your PM Tasks, you can set up the PM schedules for your assets. From the Asset File Listing, select the asset for which you want to schedule a PM Task.
Fig. 3E
Click the ‘Add’ link to add the type of PM that you want. Calendar and Meter based PM’s are setup using the same form.
Fig. 3F
Fill in the appropriate fields on the PM schedule form, and click ‘Save Changes’ in the upper left corner of the screen. Upon clicking save, you are returned to the detail screen of the asset. To assign another PM schedule to this asset, click the ‘Add’ link in the PM section and proceed as before. To assign PM schedules to another asset, locate the asset on the Asset File Listing, select the asset and proceed with same steps as outline above.
2d. Maintenance Contacts – Establishing your List of Employees and other Contacts
There are several categories or types of Maintenance Contacts that are tracked in eMaint X3. The Categories include Employee, Contractor, Supplier, Location, Customer, and Tenant. It is important to establish your list of contacts in order to assign employees or contractors to PM schedules or work orders or to associate suppliers to parts.
Fig. 3G
There are many fields that you can populate on this new record page. Record as much or as little detail as you wish, noting the primary fields identified in the example above.
After you populate the desired fields for this record, click the ‘Save New Record’ button at the top left corner of the screen. This saves the record and displays it on screen.
From here, you can add another new record by clicking the ‘Add’ button at the top of the screen.
You can also edit the current record being viewed by clicking ‘Edit.’ After making changes to the record, click the ‘Save Changes’ or ‘Cancel Changes’ button at the top of the edit screen to return to the display view of the record.
Fig. 3H
2e. Generating Preventive Maintenance Work Orders
There are two methods available for generating PM Work Orders: manual or automatic.
Manually Generating Pms
Fig. 3I
Fig. 3J
Indicate the date through which the PMs should be generated. It is optional to indicate the PM Group, Route, Site and Assignment filters. To “Preview” the PMs that are due to be generated through the date indicated, click ‘Proceed’ (If you plan to generate PMs that are due to come out at a future date, be sure to check Generate Future PMs.) The list of PMs to be generated will appear on screen.
Fig. 3K
Above the list of generated work orders contain links to either 'Click to print' or 'Click to email' the work orders. Select the output that you desire by clicking either link. These open PM work orders that appear on the list are now available in the Work Order Center. To see the detail of one of the work orders on the list, click on the individual work order number and it will display in a new screen.
Automatically Generating PMs
In addition to generating PMs manually, there is an option to set the account to automatically generate PM Work Orders and email a HTML or PDF attachment of the generated work orders to the system administrator, along with copies of the work orders emailed to the appropriate Assign To contacts associated with the PMs and the System Administrator (provided a valid email address is contained in the contact record).
Click ‘My Account' from the top of the page access the option.
Fig. 3L
Make sure the Disable PM emails is not checked, indicate the type of attachment you wish to send with the email, and the time of day you want the PM work orders generated. Click ‘Save PM Email Settings’ to save the settings.