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 allows agencies to accurately track maintenance performed early—such as completing an oil change when an apparatus is already in the shop and close to its mileage or time-based trigger—while maintaining proper maintenance records and compliance.

Background Information

Preventative Maintenance cycles are typically configured to trigger based on predefined conditions such as mileage, engine hours, or time intervals. However, real-world maintenance often occurs opportunistically or due to unexpected repairs.

Executing a PM ahead of schedule ensures:

• Maintenance history remains accurate

• Duplicate or missed PM records are avoided

• Work orders are properly linked to PM cycles

• Compliance and audit readiness are maintained

Common use cases include:

• Apparatus already out of service for repairs

• PM trigger is imminent (e.g., within a few hundred miles)

• Consolidating multiple maintenance tasks into one shop visit

Prerequisites:

• PM cycles must already be configured for the asset

• The user must have access to the Assets and Work Orders modules

Required Permissions

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

• Assets – View

• Preventative Maintenance – View

• Preventative Maintenance – Execute

• Work Orders – Create

• Work Orders – Edit

Permissions may vary slightly depending on agency Roles configuration. Administrators should verify access in Admin → Roles & Permissions.

Video

Step-by-Step Guide

Step 1: Navigate to Preventative Maintenance in the Assets Module

1. Select Assets from the main navigation menu.
   

1. Within the Assets module, click Preventative Maintenance.
   
   

Step 2: Locate the Desired PM Cycle

1. Review the list of configured PM cycles for your agency.
   

2. Use the available search and filter fields to narrow results by asset, PM type, or status.
   
   

Step 3: Locate or Create a Custom View (Optional)

1. Select the Default View dropdown to display any saved Custom Views
   
   
2. Select the ellipsis to create a new custom view (permissions based)
   
   

Step 4: Customize the Grid (Optional)

1. Adjust columns (drag and drop) as needed to surface relevant information such as trigger thresholds or last completed dates.
   
   

Step 5: Review Available Actions

Each PM row includes the following action icons:

• Play – Execute the PM and generate a work order

• Pencil – Edit PM configuration parameters

• Trash Can – Delete the PM cycle
  
  

Step 6: Execute the Preventative Maintenance

1. Select the Play icon for the PM you want to execute early.

2. The system will automatically generate a work order tied to that PM cycle.
   
   

Step 7: Complete the Work Order

1. You will be redirected directly to the newly created work order.

2. Enter all applicable maintenance details, notes, labor, and costs as required.
   
   

Step 8: Save the Work Order

1. Click Save to retain the work order.

2. The work order will now follow your agency’s standard workflow and status progression.
   
   

Step 9: Manage the Work Order

1. If needed, manage the work order from the Work Order Board, including assignment, status changes, or completion.
   

Best Practices

• Execute PMs early only when maintenance is actually performed to ensure accurate records.

• Fully complete work order details to maintain compliance and historical accuracy.

• Review PM triggers periodically to ensure thresholds align with operational realities.

• Train staff on PM execution to prevent duplicate or incomplete records.

Common mistakes to avoid:

• Executing a PM without completing the associated work order

• Attempting to re-run a PM while an active work order still exists

• Deleting work orders without understanding PM reset behavior

Troubleshooting & FAQs

Why can’t I execute the PM again?
Once a work order is created for a PM, another PM work order cannot be executed until the current one reaches its final status, or is archived or deleted.

What happens if a PM work order is deleted or archived before completion?
If a PM-related work order is archived or deleted before reaching its final status, the system allows the PM to be executed again as if the work order never existed.

Can I execute multiple PMs at once?
No. Each PM cycle must be executed individually to ensure proper tracking and work order linkage.