Preventive maintenance (PM) work requires analysis of the periodic work required for maintaining a facility's equipment and locations, such as safety inspections, filter changes, equipment cleaning, equipment lubrications, carpet cleaning, and window washing.
These jobs can be performed weekly, monthly, annually, or at any interval that you choose.
Note: Web Central's On Demand and Preventive Maintenance applications both use work requests and work orders as the tool to address a facility's maintenance issues. These applications differ in how users originate work requests and work orders; however, once work orders are generated, these applications share many of the same tasks for managing work orders, and share the same set of help topics. You can manage both PM and On Demand work orders from the Preventive Maintenance application.
Note:The Preventive Maintenance application includes work requests and work orders (both on demand and preventive maintenance) that were generated in the Windows client/server environment. For workflow processing, the system automatically assigns these items a service level agreement so that they can be managed from the Web. The default SLA does not provide rules on service windows, service providers, or other information that would alter or restrict a work request entered in the Windows client/server system.
This topic has the following sections:
Opting in to Using the SLA and Building Operations Consoles
Typical Workflow for Managing Preventive Maintenance
Role-Based Overview of Preventive Maintenance
You have the choice of managing your On Demand and Preventive Maintenance work using the screens accessed from the Process Navigator, or using the SLA and Building Operations consoles. These consoles provide a graphical interface that simplifies selections. Working from the SLA Console, you can use a wizard to create SLAs, or use a quick action form that creates an SLA based on SLAs you have previously created. Working from the Building Operations Console, you can create work requests and manage them from one location.
For existing customers, you can continue using the Process Navigator-based screens for defining SLAs and managing work requests, or you can opt in to using the new consoles. New deployments have the same choice to use either the Process Navigator-based screens, or the consoles. A significant difference between the two ways of working is that the Building Operations Console SLA workflow focuses exclusively on the work request, and not at all on the service request. Because these two methods handle data differently, you must use one method or the other.
For information to help you make this decision, see:
For information on how to opt in, see:
For information on working with the new interfaces:
The following is the typical workflow for establishing preventive maintenance procedures and executing preventive maintenance tasks as they come due. The role that typically performs this work is also listed.
A business process owner sets up the validating (background) data and maintenance-specific background data from which users will choose values when working with the application.
The maintenance manager, or someone familiar with operations at the site, analyzes needs and establishes the preventive maintenance tasks and schedule.
Step 3. (Optional). Set up preventive maintenance using a simplified method.
If you have preventive maintenance schedules that do not include steps, procedures, or resources. See Setting Up Quick-Start Preventive Maintenance.
To ensure that the work requests (generated in step 4, below) are handled in the appropriate manner, a service desk manager defines service level agreements (SLAs) that will be matched to work requests. This allows the system to automatically route the work to proper craftspersons, enforce service window rules when forecasting, and automatically issue work orders. For information, see Understanding SLAs.
Note: This step is optional. If your site does not have specific craftspersons for a task, if you do not want to enforce escalations in the time that work is to be completed, and if you do not have different supervisors/work teams for different PM procedures, then you do not need to set up service level agreements.
The maintenance manager generates PM work orders. There are two methods:
Once the system generates work requests and work orders, it routes them to the preventive maintenance supervisor for execution and management. The supervisor then:
Craftspersons receive a list of their assigned work and go to the site to perform the task. As they complete the work on site, they update the system about the work they completed.
Note: Craftspersons in the field may find it convenient to perform these tasks from their smart phone or mobile device, rather than by using a laptop connected to the network. Sites wishing to provide craftspersons with this ability must implement the ARCHIBUS Maintenance mobile app.
When craftspersons complete their work, the system routes it back to the supervisor for review and close-out.
To analyze efficiency and cost, the maintenance manager will want to periodically generate reports on the PM work at their site, analyze the results, and look for ways to improve operations.
The above procedure outlines using the various roles to manage PM work start-to-finish. Typically, these tasks will be performed by several different types of users and these users will sign into Web Central to access just the tasks appropriate to their role. As an alternative application overview, the below sections lists the roles and their major tasks, as outlined on the Process Navigator.
Setting Up Building Operations-Specific Background Data
Defining Procedures, Steps, and Resources
Assigning Procedures to Equipment and Locations
Scheduling Preventive Maintenance
Define Service Level Agreements for PM
Determine Ordering Sequence of Service Level Agreements
Schedule Craftspersons and Tools for Work Requests
Updating Work Orders and Work Requests
Closing Out (Archiving) Work Orders
Updating Work Orders with Details about the Job
Note: Some sites prefer to directly access work requests without first viewing the parent work order. This makes it easier to issue, complete, and close a set of work requests at one time.
To accommodate sites that do not wish to reference work orders, the Craftsperson and Supervisor roles have corresponding roles -- "Supervisor (Work Requests)" and "Craftsperson (Work Requests)" -- whose tasks hide the Work Order information so that users can directly access work requests. If your site prefers to directly access work requests, your Business Process Owner can activate the "Supervisor (Work Requests)" role and "Craftsperson (Work Requests)" role, instead of the corresponding Supervisor role and Craftsperson role.
52 Week PM Work Schedule Reports
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