Archibus Cloud / Maintenance / Workflow
Maintenance / Corrective Maintenance / Business Manager
Maintenance / Preventive Maintenance / Maintenance Manager

Maintenance Checklists: Overview

You create maintenance checklists using the extended questionnaire feature to develop a list of questions that the field personnel should answer as part of their work on a maintenance job. The checklists can include a variety of response options, such as multiple choice, yes/no, free-form text, attached photos or documents, counts, look-ups, and measurements, as well as provide follow-up questions and actions based on initial response.

Maintenance checklists have several uses in corrective and preventive maintenance:

• Maintenance managers can ensure that work is properly completed by outlining the steps for maintenance work in the form of a checklist and associating the checklist with the work request. The craftsperson can then refer to the checklist when executing the work. They can check off each step as they complete it, respond to a series of questions to inspect an item, enter measurements, and so on..
• To document that equipment is maintained properly, craftspersons often must complete very lengthy questionnaires from the equipment manufacturer to verify that all proper steps were taken. Setting up these questions as checklists attached to the work order enables the craftsperson to complete the questions at the time they service the equipment. The responses are saved to the database, thereby providing documentation that all steps were followed.

• Maintenance work often requires multiple permits. For example, for a job on the roof using an open flame might require a working at heights permit and a hot works permit. Obtaining these permits can managed through checklists such that you create a checklist for each permitting step.

• Maintenance checklists can track light compliance reporting needs; for example, you might have a series of steps that you need to take in order to inspect an item for safety. If you wish a more comprehensive compliance system that tracks programs, regulations, and requirements, you can work with the Compliance application and its compliance surveys.
• Safety inspections require that a craftsperson work through a series of steps and record their completion. For example, a maintenance technician inspecting fire doors in a hospital can access the fire door checklist on their mobile device and work through the checklist to inspect the door. and record my answers in the system.

Field personnel inspecting items or working through procedures use the Maintenance mobile app access checklists, enter their responses, and save the data to the system, thereby creating a record of the work performed.

The Archibus Extended Questionnaire System

Maintenance checklists use the underlying extended questionnaire technology to hold questions and user responses. Review the Concept: Questionnaire Tables topic for an understanding of how the extended questionnaire system stores questions and responses.

The extended questionnaire technology is also used by the Compliance application's survey features. For users defining questionnaires, Archibus provides two views:

• Define Maintenance Checklists (ab-pm-checklist.axvw)
• Define Compliance Questionnaires (ab-comp-checklist.axvw)

The two views operate very similarly, but there are some differences. For features that operate the same in both views, the online help provides one topic. In this case, the topic uses the generic "questionnaire" terminology rather than "checklist" or "compliance survey." For features that do not share the same user interface, the online help provides separate topics. Consult the Navigator paths at the top of a topic to see if the topic applies to both Compliance and Maintenance.

SLAs Link Checklists to Work Requests

Maintenance SLAs are the vehicle through which checklists are linked to work requests, as outlined in step 2, below.

Since you can create SLAs based on location, equipment type, problem type, PM procedure, and so on; you can associate a different checklist with each SLA to create checklists specific to these various components. For example, you might create a generic checklist for inspecting the safety and cleanliness of a particular type of equipment and associate this checklist with the SLA for this equipment standard. Suppose there is a unique situation for a particular item of this standard (for example it has a rebuilt engine) and you want to inspect additional elements. You could copy the checklist for the equipment standard, modify it accordingly for this particular equipment item, and then assign it to an SLA for this particular equipment item.

Because you can associate checklists with the flexible SLA system, you will find that the checklist system can accommodate a variety of situations. Moreover, the extended questionnaire system has many features to quickly create new checklists based on the checklists you have already defined so that you will be able to quickly generate checklists for these situations.

General Procedure

1. Use the Define Maintenance Checklists task to create checklists that craftspersons can use in the field. The task is available from the Navigator paths listed at the top of this topic.
2. Connect checklists to the maintenance workflow by assigning one or more checklists to an SLA's Issued status.
3. Generate PM and corrective work orders in the standard manner.
4. Craftspersons using the Maintenance mobile app in the field complete the checklists and upload their answers when they sync.
5. Managers review the uploaded responses (stored in the questionnaire tables) using the Maintenance Survey Report.

Concepts

• Comparing Maintenance Checklists and Compliance Surveys
• Using Compliance Questionnaires with Maintenance Workflow
• Extended Questionnaires and Events
• Tables for the Extended Questionnaire System