Building Operations / Preventive Maintenance / Business Process Owner - Maintenance

Managing Maintenance-Specific Background Data When Not Using the Building Operations Console

Note: This topic describes developing maintenance-specific background data when you are not using the Building Operations Console. The console includes the feature to associate parts with storage location. If you are using the Building Operations Console, see Developing Maintenance Background Data for PM When Using the Building Operations Console.

For the Preventive Maintenance applications, the business process owner will develop the space and organizational hierarchies using the tasks of the Business Process Owner - Facilities process. For example, you develop accounts, and service contracts from that process as described in Manage Background Data .

For use with On Demand Work and Preventive Maintenance applications, the Business Process Owner can also define the following:

Developing Equipment

You define the following to establish your equipment inventory:

Define Equipment and Define Equipment Standards. First define the standards that categorize your equipment, and then develop your equipment inventory by entering. key information for the equipment. See Maintaining an Equipment Inventory.
Define Equipment Parts by Equipment. Use this task to associate equipment and equipment parts. See Define Equipment Parts by Equipment.

Warranties

The Warranties table holds data about warranties for your furniture and equipment items. Multiple items may be purchased under one warranty, so you can first define the warranties and then associate furniture and equipment items and furniture standards with warranties. Note the following fields:

Warranty Code	The primary key field that uniquely identifies each warranty.
Description	A description of the warranty coverage. Can also document the location of the warranty paperwork, as it may be required to execute the warranty.
Meter Expiration / Metered Units	The warranty expiration in terms of metered units, such as miles, hours of runtime, or rotations. The Meter Units field describes such units. The Meter fields do not mandate that items assigned to the warranty expire on the same date, only that they are warranted for the same period. For example, if Meter Expiration is 90 and Meter Units is Days, any tagged furniture or equipment asset that has a 90 day warranty, regardless of the exact date the warranty expires, can be assigned to the warranty
Expiration Date	The date that the warranty expires. The expiration date may be in addition to, or instead of, a meter expiration.
Warranty Vendor	The provider of the warranty, that is, the vendor to call when you need to execute the warranty.
Contact Info	Contact information on the provider of the warranty.
Warranty Document	Use this document field to hold files referring to your warranty. For example, you could scan the paper copy of the warranty, store it in a PCX or other file, and then reference this file in the field. Such a procedure saves you from manually entering the details of the warranty into the database.

Trades, workteams, craftspersons, and supervisors

See Trades, Work Teams, Craftspersons, and Supervisors

Developing a parts inventory

The following tasks are available from the Business Process Owner - Maintenance Process when you are not using the Building Operations Console.

Define Vendors. Enter vendor and vendor accounts if you have not already developed this data in another ARCHIBUS application. See Entering Vendors

Define Parts Vendors. Associate parts with vendors so that you can generate purchase orders for these parts. See Maintaining a List of Part Vendors.
Define Parts Inventory. As a starting point for using the application's features of reserving parts as you work, and of debiting parts when you close out work requests, you must first develop an accurate equipment parts inventory. Once this inventory is developed, you can check your understocked parts, as well as manually update your inventory when you receive new parts from vendors. See Maintaining an Equipment Parts Inventory.

View Parts by Vendor.: Generate this report to review key information for parts by vendor. For example, you can see whether the part is understocked ,and the average cost. From this report, you can run the Update Calculations action to ensure that the data is up-to-date. See View Parts by Vendors
Review Understocked Parts. This task provides a detailed assessment of understocked parts, such as the number of parts that are not reserved for work that is issued and in progress. Use this report to plan ordering new parts to keep your inventory well stocked and avoid bottlenecks. See Reviewing Understocked Parts.

Physical Inventory Variance. In addition to tracking their parts with an electronic inventory, some sites like to periodically survey their facility and physically count the parts on hand. They can then use the Physical Inventory Variance report to compare the physical inventory to the electronic inventory. See Comparing the Electronic Inventory and Physical Parts Inventory.
Adjust Inventory. When you close out work orders, the system automatically deducts the parts used for the work order from the parts inventory. However, sometimes you may need to manually update the inventory to reflect consumed parts that were not recorded as part of a work order, or add new parts to the inventory. If so, you can run the Adjust Inventory action to make changes to the inventory. See Manually Adjusting the Parts Inventory.
View Inventory Transactions. This report provides an historical a

Developing tools and other resources

You can use the following tasks to develop your tools and other resource types:

Develop a Tools Inventory by defining tools and their types
Define Other Resource Types. When supervisors add an estimate for a work request, they can estimate costs for labor, parts and tools. These estimates contribute to the costs summaries shown in reports. If you want to track other types of costs, such as costs for transportation, or permits, you can add Other Resource Types that provide ways of categorizing these additional costs.

Work Classifications

Your site may wish to analyze your maintenance costs and histories in terms of categories. Use the following tables to establish classifications for problems and their resolution.

Problem Types -- Use this table to define frequently occurring problems, such as installation, leaks, and safety. The Problem Types table is used by other applications, including Clean Building and offers the unlimited-tier hierarchy feature so that you can optionally prefix the problem types to show related items. For example, the sample data uses the parent CB for the various Clean Building actions, such as CB|INSPECT and CB||ABATE. To create a multilevel value, complete the Problem Type Code field in the format PARENT|CHILD, such as LEAK|CEILING and LEAK|RESTROOM.

Cause Types -- This table defines typical causes of maintenance and repair problems, such as accident and vandalism.
Repair Types -- This table defines common resolutions to problems, such as cleaning, replacing, and moving. See Define Repair Types.
Problem Description Codes -- Use this table to enter a list of common problems by completing the Problem Desc. Code field with a unique value and the Problem Description memo field with a memo describing this problem. When users report problems, they can automatically complete the work request’s Problem Description field with a descriptive memo from the memos stored in this table. This is useful for minimizing the typing required when requesting work, and for standardizing the way work problems are described.
Problem Resolution Codes -- Use this table to enter a list of common resolutions by completing the Problem Resolution Code field with a unique key and the Problem Resolution memo field with a memo describing this solution. When craftspersons record details about the job, they can use these values to automatically complete a work request’s Craftsperson Notes field with a descriptive mem

Manage Reference Documents

From the Enterprise Asset Management, On Demand, and Preventive Maintenance applications, you can manage reference documents. Reference documents are documents stored in the Assigned Documents table that are associated with an equipment or furniture standard, a building use, property type, PM procedure, work request problem type, action item Action Type, or project Project Type. You can also associate a document with a URL, or can mange documents from the Documents tab to more easily locate a document. See Managing Reference Documents.