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
• The Current value MUST be changed in that individual asset record

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

Why can't I edit a Preventative Maintenance record?

Verify that you have:

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

I updated the Next Due trigger, but the maintenance schedule still doesn't look correct.

For usage-based PM cycles, updating the Next Due trigger does not change the asset's current meter reading. The asset's Current value (such as odometer mileage or equipment hours) must be updated on the individual asset record for the schedule to calculate correctly.

Does updating the Next Due value reset the PM cycle?

No. Updating the Next Due date or trigger only changes when the next maintenance is scheduled. It does not reset the Preventative Maintenance cycle or modify the recurring schedule.

Does updating the Next Due value affect completed maintenance history?

No. Existing work orders and maintenance history remain unchanged. Only future scheduling is affected.

Should I adjust the Next Due value or create a work order?

Use Next Due updates when you need to change the timing of the next scheduled maintenance because of operational changes, delayed service, or policy updates.

Use a work order to document, perform, and track maintenance activities.

For additional information about work orders, refer to the Managing Preventative Maintenance article.

Can I adjust a Preventative Maintenance cycle from either access point?

Yes. You can update the same Preventative Maintenance record from either:

• Assets → Preventative Maintenance
• The Preventative Maintenance tab within the individual asset record

Both workflows provide access to the same PM record and update the same Next Due values.