Purpose Statement

This article outlines how to adjust Preventative Maintenance (PM) cycles while an agency is actively mid-cycle. It focuses on updating the Next Due date or Next Due trigger values (e.g., mileage or hours) to ensure maintenance schedules remain accurate based on real-world usage.

Background Information

Preventative Maintenance schedules track required service intervals for apparatus, equipment, and locations using either time-based or usage-based triggers.

Operational changes—such as increased usage, delayed maintenance, or repairs—may require updating the Next Due values without modifying the overall PM structure. These updates can be performed from:

• The centralized Preventative Maintenance menu
• A specific asset record

This article focuses strictly on adjusting Next Due values.

Required Permissions

Users must have:

• Access to the Assets module
• Permission to:
  • View Preventative Maintenance records
  • Update Preventative Maintenance records

Note: If you do not have access to these permissions, contact your agency administrator to request the appropriate access.

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Step-by-Step Guide

Step 1: Choose Your Access Point

You can update PM cycles using one of two workflows:

Option A: Central PM Management

• Navigate to Assets → Preventative Maintenance
• Locate the PM record you want to update

Option B: From a Specific Asset

• Navigate to:
  • Assets → Apparatus List or
  • Assets → Equipment List
• Select the Edit pencil to open the record
• Open the Preventative Maintenance tab

Step 2: Select the PM Record

• Identify the correct Preventative Maintenance entry
• Click the Edit (pencil) icon

Step 3: Review Current Cycle Status

• Locate the Next Due fields:
  • Scheduled (date-based)
  • Trigger-based (usage meters)
• Confirm current values before making changes

Step 4: Update Next Due Values (Mid-Cycle Adjustments)

For Date-Based PM Cycles:

• Update the Next Due Date
• Ensure the new date reflects operational or policy changes
• Update the appropriate meter value
• Ensure the value aligns with current usage expectations

For Usage-Based PM Cycles:

• Update the appropriate meter value (mileage, hours)
• Ensure the value aligns with current usage expectations

5. Save Changes

• Click Save
• Confirm updates are reflected in the PM record

6. Validate Cycle Updates (Recommended)

• Re-open the PM record
• Confirm:
  • Correct Next Due date or trigger value
  • No unintended changes to cycle frequency

Best Practices

• Adjust Next Due values only when necessary to avoid disrupting maintenance tracking
• Align updates with:
  • major repairs
  • usage changes
  • policy updates
• Keep PM cycles consistent across similar assets when possible
• Document why adjustments were made (internally or via notes if applicable)
• Avoid frequent manual changes that could reduce reporting accuracy

Troubleshooting & FAQs

Q: Why can’t I edit a PM record?
A: Verify you have:

• Assets module access
• PM edit permissions

If access is missing, contact your agency administrator.

Q: Does updating Next Due affect PM history or completed work?
A: No. Completed work orders remain unchanged.
Only future scheduling is impacted.

Q: Should I update the PM cycle or create a work order instead?
A:

• Use Next Due updates to adjust scheduling
• Use work orders to track completed or upcoming maintenance

Q: Can I update PM cycles from both locations?
A: Yes. Both the PM menu and asset record provide the same functionality.