Purpose Statement

This article explains how to manually execute a Preventative Maintenance (PM) cycle before it reaches its scheduled trigger within the Assets module. This functionality allows agencies to accurately document maintenance performed early—such as completing service while an apparatus is already in the shop—while maintaining complete, compliant maintenance records.

Background Information

Preventative Maintenance cycles are typically configured to trigger automatically based on predefined thresholds such as mileage, engine hours, or time intervals. However, maintenance activities in the field do not always align perfectly with these triggers.

Executing a PM cycle ahead of schedule ensures:

• Maintenance history remains complete and accurate
• Duplicate or missed PM records are avoided
• Work orders are properly tied to PM cycles
• Compliance and audit readiness are maintained

Common Use Cases:

• Apparatus is already out of service for repairs
• PM trigger threshold is approaching (e.g., within a few hundred miles or hours)
• Multiple maintenance tasks are consolidated into a single shop visit

Prerequisites:

• Preventative Maintenance cycles must already be configured for the asset
• User must have access to both the Assets and Work Orders modules

Required Permissions

To execute a Preventative Maintenance cycle ahead of schedule, users must have the following permissions:

• Assets – View
• Preventative Maintenance – View
• Preventative Maintenance – Execute
• Work Orders – Create
• Work Orders – Edit

Video

Step-by-Step Guide

1. Navigate to Preventative Maintenance

• Select Assets from the main navigation menu
• Click Preventative Maintenance

2. Select or Create a Custom View (Optional)

• Open the Default View dropdown to select a saved view
• Click the ellipsis (⋯) to create or manage custom views (permission-based)

3. Search or Filter for the Desired PM Cycle

• Review the list of configured PM cycles
• Use search and filter options to narrow results by:
  • Asset
  • PM type
  • Status

4. Customize the Grid (Optional)

• Drag and drop columns to adjust visibility
• Surface key data such as:
  • Trigger thresholds
  • Last completed date
  • Asset details

5. Review Available Actions

Each PM record includes the following actions:

• Play (Execute): Generate a work order and run the PM cycle
• Pencil (Edit): Modify PM configuration
• Trash (Delete): Remove the PM cycle

6. Execute the PM Cycle

• Click the Play icon for the selected PM
• The system automatically generates a new work order tied to that PM cycle

7. Complete the Work Order

• You will be redirected to the work order
• Enter all required details, including:
  • Maintenance performed
  • Notes
  • Labor
  • Costs

8. Save the Work Order

• Click Save
• The work order will follow your agency’s standard workflow and status progression

9. Manage the Work Order (Optional)

• Navigate to the Work Order Board
• Update the following fields as necessary:
  1. Assign To User/Team 
  2. Work Order (PM) status
  3. Complete/Archive the work order to close and start next PM cycle

Best Practices

• Execute PMs early only when maintenance is actually performed
• Always complete all work order details for accurate record keeping
• Regularly review PM trigger thresholds to ensure they reflect real-world usage
• Train personnel on proper PM execution to prevent errors

Common Mistakes to Avoid:

• Executing a PM without completing the associated work order
• Attempting to execute a PM while an active work order already exists
• Deleting work orders without understanding how it impacts PM tracking

Troubleshooting & FAQs

Why can’t I execute the PM again?
A PM cannot be executed again while an associated work order is still active. The work order must reach a final status, or be archived/deleted.

What happens if a PM work order is deleted or archived?
If a PM-related work order is removed before completion, the system allows the PM cycle to be executed again.

Can I execute multiple PM cycles at once?
No. PM cycles must be executed individually to ensure accurate tracking and proper linkage to work orders.