Purpose Statement
This article explains how to configure Preventative Maintenance (PM) cycles for apparatus in First Due. PM cycles automatically generate recurring work orders based on scheduled intervals, apparatus usage, or a combination of both.
Automating preventative maintenance helps departments maintain fleet readiness, reduce unexpected failures, support maintenance compliance, and minimize manual tracking.
Background Information
Preventative Maintenance (PM) allows departments to automatically generate apparatus work orders using the following maintenance conditions:
- Scheduled: Generates work orders based on a defined time interval, such as monthly, quarterly, or annually.
- Triggered: Generates work orders based on apparatus usage, including operating hours or odometer readings.
- Combined (OR Condition): Generates work orders when any configured maintenance condition is reached first.
Available Triggered Maintenance Types:
- Apparatus Hours: Maintenance based on accumulated operating hours from the selected hour meter:
- Engine Hours
- Aerial Hours
- PTO Hours
- Pump Hours
- APU Hours
- Generator APU Hours (Auxiliary Power Unit)
- Odometer: Maintenance based on accumulated mileage.
Unlike equipment PM cycles, apparatus supports combinations of different usage-based maintenance types, allowing departments to schedule maintenance based on multiple operating measurements.
Supported Combinations:
- Scheduled + Triggered
- Triggered + Scheduled
- Triggered + Triggered (using different maintenance types)
Unsupported Combination:
- Scheduled + Scheduled
PM cycles are commonly used for:
- Routine apparatus inspections
- Engine oil changes and fluid servicing
- Pump and aerial system maintenance
- Generator and Auxiliary Power Unit servicing
- Manufacturer-recommended maintenance intervals
- Mileage-based fleet maintenance
- Recurring testing and certification requirements
Prerequisites:
- Apparatus records must exist in Assets.
- Work Order Boards and Work Order Types must be configured.
- Current apparatus operating hours and odometer readings should be recorded for applicable usage-based maintenance.
Required Permissions
To configure Preventative Maintenance, users typically need:
- Assets: Setup (view/edit)
- Preventative Maintenance: Create/Edit
- Work Orders: View (Create/Edit recommended)
Video
Step-by-Step Guide
1. Access Preventative Maintenance
Navigate to Preventative Maintenance using one of the following paths:
- Assets → Setup → Preventative Maintenance tab
- Assets → Preventative Maintenance
- Assets → Apparatus List → Open an apparatus record → Preventative Maintenance tab
From Assets Setup
From Preventative Maintenance
From an Apparatus Record
2. Add a New Maintenance Schedule
- Click Add Maintenance from your selected entry point.
3. Select the Apparatus Tab
- In the Add Maintenance window, select the Apparatus tab.
Important Note:
When accessing Preventative Maintenance from an apparatus record, the asset type is automatically selected.
4. Choose the Maintenance Type
Select the maintenance condition that determines when work orders are generated:
- Scheduled: Uses a defined date or recurring time interval.
- Triggered: Uses an apparatus operating-hour or odometer threshold.
To configure maintenance based on multiple conditions, add a secondary condition in Step 6.
Single Maintenance Type
Multiple Maintenance Types
- Click the + icon to add another maintenance condition.
5. Configure the Primary Maintenance Condition
Complete the configuration based on your selected maintenance type.
Scheduled Maintenance
- Select the desired recurrence interval.
- If selecting Custom Timeframe, enter the frequency in days, weeks, months, or years.
- If selecting One Time, specify the date and time when maintenance should trigger.
Triggered Maintenance
- Select Triggered.
- Choose the appropriate maintenance type:
- Apparatus Hours:
- Engine Hours
- Aerial Hours
- PTO Hours
- Pump Hours
- APU Hours
- Generator APU Hours (Auxiliary Power Unit)
- Odometer: Mileage-based maintenance.
- Apparatus Hours:
- Enter the required usage threshold in the Value field.
Important Note:
A Value is required when configuring usage-based maintenance. Apparatus Hours thresholds are entered in hours, while Odometer thresholds are entered in miles.
Tip:
Select the hour meter associated with the component being serviced. For example, use Pump Hours for pump-related maintenance or Generator APU Hours for generator-related servicing.
6. Add a Secondary Maintenance Condition (Optional)
A secondary condition allows a PM cycle to generate a work order when either configured condition is reached first.
- Click Add condition to add a secondary maintenance condition.
- Select Scheduled or Triggered.
- If selecting Triggered, choose the appropriate apparatus usage type.
- Configure the required scheduling interval or usage threshold.
Supported Combinations:
- Scheduled + Triggered
- Triggered + Scheduled
- Triggered + Triggered (different usage types)
Example: A PM cycle configured for every 250 Engine Hours or every 6 months will trigger when either condition is reached first.
Warning:
Scheduled + Scheduled is not supported because one scheduled interval would always occur first, making the second condition redundant.
When using Triggered + Triggered, select different usage types to avoid redundant maintenance conditions.
Important Note:
PM conditions are calculated using the current date and applicable apparatus usage readings at the time of setup.
When modifying an existing PM cycle, follow your department's PM cycle update process to avoid unintended changes to maintenance timing. See Managing Preventative Maintenance Cycles for additional guidance.
7. Select the Work Order Type
- Select the appropriate Work Order Type from the dropdown.
Tip:
Work Order Types are pulled from configured Work Order Boards. Verify that the required Work Order Type exists before creating the PM cycle.
8. Select Apparatus
- Select the apparatus to assign to the PM cycle.
- Select additional apparatus if the same maintenance requirements apply.
Important Note:
Multiple apparatus can be assigned to a single PM cycle.
9. Add Preventative Maintenance Notes
- Enter maintenance instructions in the Notes field.
Information entered in Notes becomes the Description on generated work orders.
Include relevant details such as:
- Required maintenance tasks or checklist items
- Tools, supplies, or replacement parts
- Safety precautions
- Manufacturer-specific maintenance requirements
- Department-specific instructions
Tip:
Use clear, actionable instructions so maintenance personnel understand the required work.
10. Save the Preventative Maintenance Cycle
- Review the maintenance conditions, usage thresholds, Work Order Type, selected apparatus, and Notes.
- Click Save.
The PM cycle is now configured to automatically generate work orders when its defined maintenance conditions are met.
Example: A PM cycle configured for every 250 Engine Hours or every 6 months will generate a work order when either condition is reached first.
Best Practices
- Follow manufacturer recommendations: Establish PM intervals based on manufacturer guidelines, departmental SOPs, and applicable maintenance requirements.
- Select the appropriate usage type: Match the Triggered maintenance type to the component being serviced. For example, use Engine Hours for engine maintenance, Pump Hours for pump servicing, and Generator APU Hours for generator-related maintenance.
- Use combined conditions for frontline apparatus: Configure Scheduled + Triggered conditions for high-use or mission-critical apparatus to initiate maintenance based on whichever condition occurs first.
- Maintain accurate usage readings: Keep Engine Hours, Aerial Hours, PTO Hours, Pump Hours, APU Hours, Generator APU Hours, and odometer readings current to support accurate maintenance timing.
- Use different usage types for combined triggers: When configuring Triggered + Triggered conditions, select different usage measurements that are relevant to the maintenance activity.
- Standardize Work Order Types: Use consistent Work Order Types for similar fleet maintenance activities to improve reporting, maintenance tracking, and audit readiness.
- Include detailed maintenance Notes: Document required tasks, inspection criteria, supplies, and safety precautions. Avoid vague instructions that leave maintenance requirements unclear.
- Group apparatus with similar requirements: Assign multiple apparatus to one PM cycle when they share compatible service intervals, usage thresholds, and maintenance instructions.
- Avoid overlapping PM cycles: Review existing schedules before creating additional cycles to prevent unnecessary or duplicate work orders.
- Review PM cycles after major repairs: Reevaluate maintenance conditions following engine replacements, pump repairs, APU servicing, meter replacements, or significant changes in apparatus usage.
- Verify new PM configurations: After saving, confirm the selected maintenance conditions, usage thresholds, Work Order Type, assigned apparatus, and Notes are correct. Review subsequent work orders to ensure the configuration meets operational needs.
Troubleshooting & FAQs
Why is my apparatus PM cycle not generating a work order?
- Confirm the PM cycle was saved successfully.
- Verify the scheduled interval or usage threshold has been reached.
- Confirm the correct apparatus is assigned to the PM cycle.
- Verify the applicable apparatus usage readings are current.
- Confirm a valid Work Order Type is selected.
- Review the configured maintenance conditions for incorrect values.
If the configuration appears correct but no work order is generated, contact your department administrator or First Due Support.
Why did my PM cycle trigger earlier than expected?
Combined PM cycles use an OR condition, meaning maintenance triggers when either configured condition is reached first.
Review all configured conditions to determine which scheduled interval or usage threshold may have initiated the work order.
Why hasn't my usage-based maintenance triggered?
- Verify the selected maintenance type matches the intended apparatus measurement.
- Confirm the current usage reading is accurate.
- Review the configured Value to ensure the intended threshold was entered.
- Confirm the usage threshold has been reached.
If the configuration appears correct, contact your department administrator or First Due Support.
What is the difference between APU Hours and Generator APU Hours?
These are separate Triggered maintenance options.
Select the option corresponding to the component or meter being maintained. Use Generator APU Hours when configuring maintenance specifically associated with the generator's Auxiliary Power Unit hour reading.
Confirm the appropriate usage measurement is being recorded before configuring the PM cycle.
Can I combine two different usage-based maintenance types?
Yes. Apparatus supports Triggered + Triggered combinations using different maintenance types.
For example, a PM cycle may combine Engine Hours and Odometer to initiate maintenance when either usage threshold is reached first.
Why can't I combine two Scheduled maintenance conditions?
Scheduled + Scheduled is not supported because one scheduled interval would always occur first, making the second condition redundant.
Use a single Scheduled condition or combine Scheduled with a Triggered condition.
Can I assign multiple apparatus to one PM cycle?
Yes. Multiple apparatus can be selected during configuration.
For consistency, group apparatus with similar maintenance intervals, usage thresholds, and service requirements.
Can I modify an existing PM cycle?
Yes. Review the current maintenance conditions and usage readings before making changes.
Follow your department's PM cycle modification process to avoid unintended changes to maintenance timing. See Managing Preventative Maintenance Cycles for additional guidance.
Why can't I find the Work Order Type I need?
Available Work Order Types are pulled from configured Work Order Boards. Verify that the required Work Order Type exists in the appropriate board configuration.
Contact your department administrator if additional setup is needed.
Why is the generated work order missing maintenance instructions?
The PM cycle's Notes field populates the generated work order's Description.
Review the Notes field and add the required maintenance instructions for future work orders.
Can I create a one-time maintenance event instead of a recurring cycle?
Yes. Select Scheduled, choose One Time, and enter the desired date and time.
What happens if apparatus usage readings are incorrect when creating a PM cycle?
Usage-based PM conditions are calculated using the applicable apparatus readings at setup. Incorrect readings may affect maintenance timing.
Verify the relevant hour meter or odometer reading before creating the cycle. If corrections are needed afterward, follow your department's PM cycle modification process.
What should I review before assigning additional apparatus to an existing PM cycle?
Confirm the additional apparatus share the same maintenance intervals, usage thresholds, and service instructions.
Apparatus with different maintenance requirements may need separate PM cycles.
Why is Generator APU Hours not triggering maintenance as expected?
- Confirm Generator APU Hours was selected as the Triggered maintenance type.
- Verify the current Generator APU Hours reading is accurate.
- Confirm the configured Value matches the intended maintenance interval.
- Review any additional maintenance conditions that may have triggered first.
If the expected threshold has been reached but no work order is generated, contact your department administrator or First Due Support.