Purpose Statement

The purpose of this article is to demonstrate how to set up Preventative Maintenance (PM) for Equipment. Preventative Maintenance automates recurring work orders based on time and/or usage to improve readiness, reduce failures, and minimize manual tracking.

Background Information

Preventative Maintenance for Equipment automatically generates work orders using:

• A scheduled timeframe (date-based cadence)

• A triggering event based on Equipment Hours

• An optional OR condition to trigger on whichever occurs first

Common use cases include routine inspections, calibration schedules, and usage-based servicing for critical equipment.

Prerequisites:

• Equipment 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 Equipment:

      1. Go to Assets → Setup → Preventative Maintenance tab

      3. Go to Assets → Equipment 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 Equipment Tab

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

Note: If adding PM from within the Equipment Record in the Equipment List, the asset type is already selected.

Step 4: Choose How the PM Will Trigger

Preventative Maintenance work orders for Equipment can be generated using:

• A Scheduled timeframe (time-based cadence)

• A Triggered cadence using Equipment Hours

• 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 Equipment Hours and enter the required Value (usage threshold)

 When selecting Equipment 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 Equipment Hours value at the time you set up the PM. If the equipment is already part of an existing PM cycle, refer to your related PM cycle 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.

This dropdown is populated from existing Work Order Types created on Work Order Boards. For more information, reference Work Order Boards Setup: Creating a New Work Order Board.

Step 8: Select the Equipment

1. In the Equipment selector, choose the equipment item(s) this PM should apply to.

You can select more than one equipment item if needed.

Step 9: Save the Preventative Maintenance

1. Click Save.

The PM will now automatically generate work orders based on your settings (for example: every 15 hours or every three months, whichever occurs first).

Best Practices

• Use a combined condition (Scheduled + Equipment Hours) for high-usage or high-risk equipment

• Keep Work Order Types consistent to improve reporting and standardization

• Avoid creating multiple overlapping PMs for the same equipment unless intentionally layered

• Review PM schedules after major equipment changes or reassignment

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 equipment is selected and active

Can I apply the same PM to multiple equipment items?
Yes. You can select multiple equipment items in Step 8.

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