Purpose Statement
The purpose of this article is to guide users through configuring Preventative Maintenance (PM) cycles for apparatus. PM automates the creation of recurring work orders based on time and/or usage, ensuring fleet readiness, reducing manual tracking, and supporting compliance with maintenance standards.
Background Information
Preventative Maintenance (PM) for apparatus enables automated work order generation using:
- Scheduled cadence (date/time-based intervals)
- Usage-based triggers (e.g., Apparatus Hours)
- Combined logic (OR condition) to trigger based on whichever occurs first
This functionality is commonly used for:
- Routine inspections
- Oil changes and fluid checks
- Pump testing and certifications
- Manufacturer-recommended service intervals
Prerequisites:
- Apparatus records must exist in Assets
- Work Order Boards and Work Order Types must be configured
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
Step 1: Access Preventative Maintenance
You can create Preventative Maintenance schedules from three locations:
- Navigate to Assets → Setup → Preventative Maintenance tab
- Navigate to Assets → Preventative Maintenance
- Go to Assets → Apparatus List → Open an apparatus record → Preventative Maintenance tab
From Setup
From Preventative Maintenance
From an Apparatus Record
Step 2: Add a New Maintenance Schedule
- Click Add Maintenance from any of the entry points above
Step 3: Select the Apparatus Tab
- In the Add Maintenance window, select the Apparatus tab
Important Note:
If accessing PM from within an apparatus record, the asset type will already be pre-selected.
Step 4: Choose the Trigger Type
Determine how the PM will generate work orders:
- Scheduled: Time-based interval (e.g., every 6 months)
- Triggered: Based on Apparatus Hours
- Combined (OR condition): Triggers when either condition is met first
Single Maintenance Type
Multiple Maintenance Types
- Select the Plus icon to create a combination
Step 5: Configure the Primary Condition
Choose one of the following:
Scheduled
- Define the recurrence interval (e.g., daily, monthly, quarterly)
- Custom Timeframe requires the entry of a defined frequency in either days, weeks, months, or years
- One Time requires the entry of a date and time for the one time maintenance to trigger
Triggered
- Apparatus Hours
- Enter a Value (required usage threshold) in hours
- Odometer
- Enter a Value (required usage threshold) in miles
Important Note:
A value must be entered when using Apparatus Hours or the PM cannot be saved.
Step 6: (Optional) Add an OR Condition
Use Add condition to define a secondary trigger:
- Click Add condition
- Select condition type (Scheduled or Triggered)
- Configure the required values
Supported combinations:
- Scheduled + Triggered
- Triggered + Scheduled
- Triggered + Triggered
Warning:
Combinations not allowed: Scheduled + Scheduled (one will always occur first, making the second redundant)
Important Note:
PM conditions are calculated based on:
- The current date
- The current Apparatus Hours at time of setup
If modifying an existing PM cycle, follow your PM cycle update process to avoid unintended schedule shifts. See the article on Managing Preventative Maintenance Cycles to learn more.
Step 7: Select the Work Order Type
- Choose a Work Order Type from the dropdown
Tip:
Work Order Types are pulled from configured Work Order Boards. Ensure they are properly set up before creating PM schedules.
Step 8: Select Apparatus
- Select one or more apparatus units the PM applies to
Important Note:
You can select more than one apparatus if needed.
Step 9: Add Notes (Work Order Description)
Enter details in the Notes field.
Important Note:
The information entered here becomes the Description on the generated Work Order. This should clearly outline what maintenance needs to be completed, including:
- Required tasks or checklist items
- Tools or parts needed
- Safety considerations
- Any department-specific instructions
Providing detailed notes ensures maintenance personnel understand exactly what work is required when the PM is triggered.
Step 10: Save the Preventative Maintenance
- Click Save
The system will now automatically generate work orders based on your defined schedule (e.g., every 250 hours or every 6 months, whichever comes first).
Best Practices
- Align PM schedules with manufacturer recommendations and departmental SOPs
- Use usage-based triggers for high-activity or frontline units
- Standardize Work Order Types to improve reporting and audits
- Avoid overlapping PM schedules unless intentionally layering maintenance cycles
- Periodically review PM effectiveness and adjust intervals as needed
Troubleshooting & FAQs
PM is not generating work orders. What should I check?
- Confirm the PM schedule was saved successfully
- Verify trigger conditions (timeframe or hours) are valid
- Ensure a Work Order Type is selected
- Confirm apparatus is assigned and active
Can I apply one PM schedule to multiple apparatus?
Yes. Multiple apparatus can be selected during setup.
Can I modify a PM schedule after creation?
Yes. Update the schedule using your PM cycle modification process to avoid disruption.
Why did my PM trigger earlier or later than expected?
This is typically due to:
- Existing apparatus hours at time of setup
- Changes made mid-cycle without proper adjustment