Purpose Statement

The purpose of this article is to demonstrate how to set up Preventative Maintenance (PM) for Apparatus. Preventative Maintenance automates recurring work orders based on time and/or usage to keep fleet vehicles service-ready and reduce manual tracking.

Background Information

Preventative Maintenance for Apparatus automatically generates work orders using:

• A scheduled timeframe (date-based cadence)

• A triggering event based on Apparatus Hours (or usage where applicable)

• An optional OR condition to trigger on whichever occurs first

Common use cases include scheduled inspections, oil changes, pump testing reminders, and manufacturer service intervals.

Prerequisites:

• Apparatus records exist in Assets

• Work Order Boards and Work Order Types are configured

Required Permissions

To complete this process, users typically need:

• Assets: Setup (view/edit)

• Preventative Maintenance: Create/Edit

• Work Orders: View (Create/Edit recommended)

These permissions are typically assigned to admin, data-manager, or supervisor roles.

Video

Step-by-Step Guide

Step 1: Access Preventative Maintenance

There are three places to add Preventative Maintenance (PM) for Apparatus:

1. Go to Assets → Setup → Preventative Maintenance tab
   
   

      

1. Go to Assets → Apparatus List, open an apparatus record for editing, then select the Preventative Maintenance tab
   

Step 2: Add a New Maintenance Schedule

1. From any of the entry points above, click Add Maintenance (as shown above).
   
   

Step 3: Select the Apparatus Tab

1. In the Add Maintenance window, select the Apparatus tab.
   

Step 4: Choose How the PM Will Trigger

Preventative Maintenance work orders for Apparatus can be generated using:

• A Scheduled timeframe (time-based cadence)

• A Triggered cadence using Apparatus Hours (usage threshold)
  

• An optional combination of both using Add condition (OR)
  

Step 5: Configure the Primary Condition

If the PM is based on a single condition:

1. Choose Scheduled and select the timeframe cadence
   OR

2. Choose Apparatus Hours and enter the required Value (usage threshold)

Note: When selecting Apparatus Hours, a Value must be entered before saving.

Step 6: (Optional) Add an OR Condition

Use Add condition to add a second condition so the PM triggers on whichever occurs first.

1. Click Add condition

2. Select the second condition type (Scheduled or Triggered)

3. Configure the required values (timeframe and/or hours)

Allowed combinations:

• Scheduled + Triggered

• Triggered + Scheduled

• Triggered + Triggered

Scheduled + Scheduled is NOT allowed because one scheduled timeframe will always occur before the other.

Important Note:
These conditions are based on the current date and the current Apparatus Hours value at the time you set up the PM. If the apparatus is already part of an existing PM cycle, update the PM cycle using your PM cycle change article to avoid unexpected schedule shifts.

Step 7: Select the Work Order Type

1. In the Work Order dropdown, select the work order type that should be generated.

Step 8: Select the Apparatus

1. In the Apparatus selector, choose the apparatus unit(s) this PM should apply to.

Step 9: Save the Preventative Maintenance

1. Click Save.

The PM will now automatically generate work orders based on your settings (for example: every 250 hours or every six months, whichever occurs first).

Best Practices

• Match scheduled PMs to manufacturer recommendations and local fleet SOPs

• Use usage-based triggers for frontline units with variable activity

• Keep Work Order Types consistent to support reporting and audits

• Avoid overlapping PM schedules for the same apparatus unless intentionally layered

Troubleshooting & FAQs

PM isn’t generating a work order. What should I check?

• Confirm the PM was saved successfully

• Verify the trigger condition values are valid

• Ensure a Work Order Type is selected

• Confirm the apparatus is selected and active

Can I apply one PM to multiple apparatus units?
Yes. You can select multiple units in Step 8.

Can I change the PM cycle later?
Yes. Update the PM schedule using the applicable PM cycle change article.