Purpose Statement
This article explains how to configure Preventative Maintenance (PM) cycles for equipment in First Due. PM cycles automatically generate recurring work orders based on scheduled intervals, equipment usage, or a combination of both.
Automating preventative maintenance helps departments maintain equipment readiness, reduce unexpected failures, and minimize manual maintenance tracking.
Background Information
Preventative Maintenance (PM) allows departments to automatically generate equipment work orders using the following maintenance conditions:
- Scheduled: Generates work orders based on a defined time interval, such as monthly or quarterly.
- Triggered: Generates work orders based on accumulated Equipment Hours.
- Combined (OR Condition): Generates work orders when either the scheduled interval or equipment-hour threshold is reached first.
For equipment, Equipment Hours is the only available usage-based trigger. When configuring two maintenance conditions, each must use a different maintenance type.
Supported Combinations:
- Scheduled + Equipment Hours
- Equipment Hours + Scheduled
Unsupported Combinations:
- Scheduled + Scheduled
- Equipment Hours + Equipment Hours
PM cycles are commonly used for routine equipment inspections, calibration, usage-based servicing, and maintenance recommended by equipment manufacturers.
Prerequisites:
Before configuring a PM cycle, ensure:
- Equipment records have been created in Assets.
- Work Order Boards and Work Order Types have been configured.
- Current Equipment Hours have been entered for equipment using 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 → Equipment List → Select Equipment → Preventative Maintenance tab
From Assets Setup
From Preventative Maintenance
From an Equipment Record
2. Add a New Maintenance Schedule
- Click Add Maintenance from your selected entry point.
3. Select the Equipment Tab
- In the Add Maintenance window, select the Equipment tab.
Important Note:
When accessing Preventative Maintenance from an equipment record, the asset type is automatically selected.
4. Choose the Maintenance Type
Select the maintenance condition that will determine when work orders are generated:
- Scheduled: Uses a defined date or recurring time interval.
- Triggered: Uses an Equipment Hours threshold.
To configure a PM cycle using both time and equipment usage, add a secondary maintenance condition in Step 6.
Single Maintenance Type
Multiple Maintenance Types
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 Equipment Hours.
- Enter the required usage threshold in the Value field.
Important Note:
A Value is required when using Equipment Hours. The PM cycle cannot be saved without it.
6. Add a Secondary Maintenance Type (Optional)
A secondary condition allows a PM cycle to generate a work order when either condition is met first.
- Click the + icon to add another maintenance condition.
- Select a maintenance type different from the primary condition.
- Configure the required schedule or Equipment Hours value.
Supported Combinations:
- Scheduled + Equipment Hours
- Equipment Hours + Scheduled
Warning:
Duplicate maintenance types are not supported. Selecting Scheduled + Scheduled or Equipment Hours + Equipment Hours is not permitted.
Important Note:
PM conditions are calculated using the current date and current Equipment Hours value 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.
7. Select the Work Order Type
- Select the appropriate Work Order Type from the dropdown menu.
Tip:
Available Work Order Types are pulled from configured Work Order Boards. Verify that the appropriate Work Order Type exists before creating the PM cycle.
8. Select Equipment
- Select the equipment that will be assigned to the PM cycle.
- Select additional equipment items if the same maintenance requirements apply.
Important Note:
A single PM cycle can be assigned to multiple equipment items.
9. Add Preventative Maintenance Notes
- Enter the required maintenance instructions in the Notes field.
Information entered in Notes becomes the Description on generated work orders.
Include relevant information such as:
- Required maintenance tasks or checklist items
- Tools, supplies, or replacement parts
- Safety precautions
- Manufacturer-specific requirements
- Department-specific maintenance instructions
Tip:
Write notes as actionable instructions so personnel can complete the required maintenance without needing additional clarification.
10. Save the Preventative Maintenance Cycle
- Review the maintenance conditions, Work Order Type, selected equipment, 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 15 Equipment Hours or every 3 months will trigger when either condition is reached first.
Best Practices
- Follow manufacturer recommendations: Establish PM intervals based on manufacturer guidelines, equipment age, operating conditions, and department usage.
- Use combined conditions for critical equipment: Configure Scheduled + Equipment Hours for high-use or mission-critical equipment to trigger maintenance based on whichever condition occurs first.
- Maintain accurate Equipment Hours: Keep usage values current to support accurate maintenance timing and avoid missed or premature work orders.
- Standardize Work Order Types: Use consistent Work Order Types for similar maintenance activities to improve organization and reporting.
- Include detailed maintenance Notes: Document required tasks, inspection criteria, supplies, and safety precautions. Avoid vague instructions that leave maintenance requirements unclear.
- Group equipment with similar requirements: Assign multiple equipment items to one PM cycle when they share compatible service intervals and maintenance instructions.
- Avoid overlapping PM cycles: Review existing schedules before creating additional cycles to prevent unnecessary or duplicate maintenance work orders.
- Review PM cycles after equipment changes: Reevaluate maintenance intervals following major repairs, equipment replacement, reassignment, or significant changes in usage.
- Verify new PM configurations: After saving, confirm the maintenance conditions, assigned equipment, Work Order Type, and Notes are correct. Review subsequent work orders to ensure the configuration meets operational needs.
Troubleshooting & FAQs
Why am I receiving an error when configuring two maintenance conditions of the same type?
Each condition must use a different maintenance type. For equipment, the supported combinations are Scheduled + Equipment Hours or Equipment Hours + Scheduled. Remove the duplicate condition and select the alternate maintenance type.
Why is my PM cycle not generating a work order?
- Confirm the PM cycle was saved successfully.
- Verify that the scheduled interval or Equipment Hours threshold has been reached.
- Confirm the correct equipment is assigned to the PM cycle.
- Verify the equipment's usage information is current.
- Confirm a valid Work Order Type is selected.
If the configuration appears correct but no work order is generated, contact your department administrator or First Due Support.
Why did maintenance trigger earlier than expected?
Combined PM cycles use an OR condition, meaning maintenance triggers when either condition is reached first. Review the scheduled interval and Equipment Hours threshold to determine which condition may have initiated the work order.
Why hasn't my Equipment Hours maintenance triggered?
- Verify the equipment's current Equipment Hours value.
- Confirm the configured usage threshold is correct.
- Review the PM cycle configuration to ensure the intended value was entered.
If the usage threshold has not been reached, the usage-based condition has not yet been satisfied.
Can I assign multiple equipment items to one PM cycle?
Yes. Multiple equipment items can be selected during configuration. For consistency, group equipment with similar maintenance intervals and service requirements.
Can I modify an existing PM cycle?
Yes. Review the current maintenance conditions and Equipment Hours values before making changes. Follow your department's PM cycle modification process to avoid unintended changes to maintenance timing.
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.
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 and is available in the appropriate board configuration.
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 should I review before assigning additional equipment to an existing PM cycle?
Confirm the equipment shares the same maintenance interval, Equipment Hours threshold, and service instructions. Equipment with different maintenance requirements may need separate PM cycles.
What happens if Equipment Hours are incorrect when creating a PM cycle?
PM conditions are calculated using the Equipment Hours value at setup. Incorrect values may affect maintenance timing. Verify usage information before creating the cycle and follow your department's PM modification process if corrections are needed afterward.