Purpose Statement

The purpose of this article is to demonstrate how to change preventative maintenance (PM) cycles for individual apparatus, equipment, and locations, ensuring maintenance schedules remain accurate and aligned with operational needs.

Background Information

Preventative Maintenance schedules are used to track required maintenance for apparatus, equipment, and locations based on time, usage, or triggering events. These schedules may need to be updated due to changes in asset usage, repairs, or departmental policy. First Due allows PM schedules to be adjusted either from the central Preventative Maintenance area or directly within an individual asset record. The workflow is consistent across all asset types.

Required Permissions

To change preventative maintenance schedules, users must have:

• Access to the Assets module

• Permission to edit Preventative Maintenance records
  

• These permissions are commonly assigned to administrators, supervisors, or data managers responsible for asset oversight.
  

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Step-by-Step Guide

Step 1: Access Preventative Maintenance

• Navigate to Assets → Preventative Maintenance

• Review the list of all Preventative Maintenance records for apparatus, equipment, and locations
  

Step 2: Select a Preventative Maintenance Record to Edit

• Locate the Preventative Maintenance item you want to change

• Select the edit (pencil) icon next to the appropriate apparatus, equipment, or location
  

Step 3: Review Current Next Due Values

• Review the Next Due field for Scheduled events

• Review the Next Due field for Triggering events

• Confirm when the maintenance is currently scheduled to occur
  

Step 4: Update the Next Due Values

• Modify the Next Due date for Scheduled events

• Modify the meter value (hours or miles) for Triggering events as needed

Step 5: Save the Preventative Maintenance Changes

• Select Save to apply the updated Preventative Maintenance schedule
  
  

Step 6: Access the Asset List (Apparatus or Equipment only)

• Navigate to Assets → Apparatus List OR Assets → Equipment List

• Locate the asset that requires a Preventative Maintenance update
  

Step 7: Open the Asset Record for Editing

• Select the edit (pencil) icon for the apparatus or equipment item

• Alternatively, access the record by selecting Update Record from the Apparatus Overview
  

Step 8: Open the Preventative Maintenance Tab

• Inside the asset record, select the Preventative Maintenance tab

• Review all Preventative Maintenance records associated with the asset
  

Step 9: Edit or Add Preventative Maintenance

• Edit an existing PM by following Steps 2–5 above

• Select Add Maintenance to create a new Preventative Maintenance record
  

Step 10: Set Next Due Values for New Preventative Maintenance

• Enter the appropriate Next Due values during PM creation

• Confirm both Scheduled and Triggering events are set correctly
  

Step 11: Save the Asset Record

• Select Save to finalize all Preventative Maintenance updates

Best Practices

• Review Preventative Maintenance schedules regularly to ensure accuracy, especially after changes in asset usage or staffing.

• Update Next Due values immediately after significant repairs, maintenance deferrals, or policy changes.

• Keep PM intervals consistent across similar asset types to simplify tracking and reporting.

• Avoid frequent unnecessary schedule changes to preserve clear maintenance history and reduce confusion.

Troubleshooting & FAQs

Q: Why can’t I edit a Preventative Maintenance schedule?

• Your user role may not include Preventative Maintenance edit permissions.

• Confirm you have access to the Assets module and the ability to edit Preventative Maintenance records.

Q: Does this process apply to equipment and stations as well?

• Yes. The steps for changing Preventative Maintenance schedules are the same for apparatus, equipment, and stations.

Q: Can Preventative Maintenance be updated from more than one location?

• Yes. You can update PM schedules from Assets → Preventative Maintenance or within an individual Apparatus/Equipment record.

Q: Will changing the Next Due value impact completed work orders?

• No. Completed work orders remain unchanged.

• Updating Next Due only affects future scheduling.