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Building Operations / Preventive Maintenance

Typical Workflow for Managing Preventive Maintenance

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.

You can also view the workflow in terns of roles. See Role-Based Overview.

Step 1: Establish validating data (business process owner)

A business process owner sets up the validating (background) data and maintenance-specific background data, including craftsperson schedules, from which users will choose values when working with the application.

Step 2: Define the preventive maintenance tasks and the schedule for executing them (maintenance manager)

The maintenance manager, or someone familiar with operations at the site, analyzes needs and establishes the preventive maintenance tasks and schedule.

1. Define the site's general PM procedures.

• Run the Define Procedures, Steps, and Resources task.
• For an understanding of PM procedures, see Understanding Preventive Maintenance Procedures and Scheduling with Date Ranges.

2. Assign the general PM procedures to equipment and locations.
3. Set the preventive maintenance schedule.

• (Optional) Your site may wish to group together similar PM procedures on the same work order. If so, develop grouping categories with the Define PM Schedule Groups task.

• Define PM schedule patterns that the system can use to determine upcoming work for servicing equipment and maintaining areas.
• As necessary, review the work schedules by running the View PM Schedules task and the PM Planner task.
• For details on the scheduling options presented by the scheduling tasks, see Understanding the Scheduling Options. 

4. Ongoing: At any time you can review the schedule, analyze statistics, create new PM Schedule and PM Schedule Dates, and make changes using the PM Planner task.

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.

Step 4: (Optional) Define Service Level Agreements (SLAs) to handle work requests (service desk manager)

To ensure that the work requests (generated in step 9, below) are handled in the appropriate manner, a service desk manager can define 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.

1. Define SLAs for preventive maintenance.
2. Determine the ordering sequence of SLAs.
3. Ongoing: Manage preventive maintenance SLA's with the Search & Manage task.

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.

Step 5: Generate the schedule (supervisor)

Determine the upcoming maintenance work for a specified time period .

• Generate the schedule by running the Define PM Schedule Dates by PM Schedule task and clicking the Generate Schedules button.
• For details on how the scheduling routine generates dates, see Understanding the PM Scheduling Routine.

Step 6: Schedule labor (supervisor)

Once the system generates the schedule, the preventive maintenance supervisor can schedule the craftspersons who will execute each task.

There are a few ways to schedule labor.

Labor Scheduler

• The supervisor can schedule labor using the graphical Labor Scheduler.

Schedule Work Requests Task

• The supervisor schedules craftspersons and tools using the Schedule Work Requests task.

Building Operations Console

As a supervisor, you can perform these scheduling-related tasks from the Building Operations Console:

• Add and Schedule Craftspersons
• Estimate Trades and Parts
• Reserve Tools
• Reassign Work

Step 7: Review and manage the schedule with the PM Planner (maintenance manager)

Once you schedule your work, you can review it graphically on the PM Planner

Upon reviewing the schedule, you may find that changes are needed. Maintenance managers can change the date of any future PM Schedules Dates for which work orders do not exist. Changing dates allows the user to optimize to PM plan and balance resources and budgets.

You can also edit the details of the underlying PM Schedule.

• PM Planner: Overview
• Analyze Costs and Labor Requirements

Step 8: Generate PM work orders (maintenance manager)

The maintenance manager generates PM work orders. There are two methods:

• Have the system automatically generate work orders for you, based on rules that you define with the Manage Work Order Generations Rules task.
  -- or --
  
•  At periodic intervals, generate PM work orders for the maintenance work due during a time period you specify by running the Generate PM Work Orders task.
  • With this task, you generate work orders -- complete with required part, labor, and tool type requirements-- based on the preventive maintenance requirements you defined in Step 2, above.
  • For information on how the system generates work orders, see Understanding the PM Work Order Generation Routine

Step 9: Issue Work Orders

Once the work orders are generated, the supervisor can review and then issue them.

Using the Schedule Work Requests Task

• The supervisor issues work orders for execution using the Schedule Work Requests Task.

Using the Building Operations Console

From the Building Operations Console, the supervisor can:

• Review Work
• Forward Work
• Issue Work
• Cancel, Stop, or Put Work On Hold
• Return Work to a Prior Status

Step 10: Execute the work (craftspersons)

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.

If you are not using the Building Operations Console

• Update hours worked on the job  
• Update the system with other details about the job

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.

Using the Building Operations Console

• Review Work

• Forward Work
• Issue Work
• Cancel, Stop, or Put Work On Hold
• Return Work to a Prior Status

• Updating Work Requests
• Editing Request Parameters
• Returning Work Requests
• Creating a New Work Request by Copying and Linking
• Self-Assigning Work
• Adding Another Craftsperson Assignment
• Redlining Drawings and Photos for Work Requests
• Reviewing Reference Documents for a Work Request
• Putting Work On Hold
• Completing Work Requests

Ongoing: Manage work with the Building Operations Console (supervisor)

Supervisors working with Building Operations Console can perform the following tasks as needed:

• Add and Schedule Craftspersons
• Estimate Trades and Parts
• Reserve Tools
• Reassign Work

• Track Craftsperson Assignments
• Track Craftspersons Hours and Costs
• Review your Work

• Assign Work Requests to Work Orders
• Create a New Work Request by Copying and Linking
• Forward Work
• Issue Work
• Cancel, Stop, or Put Work On Hold
• Return Work to a Prior Status
• Edit Request Parameters
• Get Work Request Information to the Person Doing the Work
• Track Work by Division and Department
• Review Tool Type Information

Step 11: Close out work (maintenance supervisor)

When craftspersons complete their work, the system routes it back to the supervisor for review and close-out.

If you are not using the Building Operations Console

1. The supervisor reviews the details entered by the craftsperson and adjusts work order details as necessary.
2. When satisfied with the data, the supervisor closes out (archives) the work order.

Using the Building Operations Console

• Updating Work Requests and their Labor Assignments
• Updating Work Requests with Actual Values after Work is Done
• Benefits of Updating Additional Information for Work Requests
• Completing Work Requests
• Verifying Completed Work Requests
• Closing Work Requests

Step 12: Review preventive maintenance reports (maintenance manager)

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.

• Operational Reports
• Management Reports
• Analysis Dashboards
• Work Team Performance Report
• Labor Requirements and Costs Reports (PM Planner)