The Schedule Based Preventative Maintenance Add On assists in solutions where you have an asset that requires something to be done (a task) at fixed time intervals. For example, the Schedule Based Preventative Maintenance Add On can be used to manage tools that require routine maintenance and calibration, job sites that require inspections and audits, or employees that need to fill out weekly time sheets or logs.  


The Schedule Based Preventative Maintenance Add On works in cooperation with three processes: Asset, Task, and Schedules. The Asset process tracks things like tools, vehicles, job sites, or employees. The Task process is the name we are using to describe a process that tracks what needs to be completed (a task) with respect to an asset. Task processes refer to calibration, in-house maintenance, external maintenance, site audit, inspection, or timesheet processes. And lastly, the Schedules process determines the static date and time interval tasks need to be created in relation to an asset. For example every hour, day, week, month, 6 months, year.


Once these three processes are configured, the Schedule Based Preventative Maintenance Add On listens in the background and when required, automatically starts forms based on the configured Schedules forms. 


The following example describes the configuration required to automatically start and assign a monthly job site inspection form.


Asset Process


In this example the Asset process would likely be called Job Sites but for explanation purposes we've left the process and field names generic.


At a minimum, an Asset process keeps track of:

  • Asset Name - Text field
  • Schedule Start - Date and Time field. This field would typically be left blank unless used in a Tool Calibration or similar type scenarios
  • Schedule Reference - Process Reference field to the Schedules process and determines the schedule defined for the asset
  • Staff Reference - Staff Reference field, tracks the user responsible for asset
  • Status - should be Active or Inactive.

The names of these fields can change and more fields can be added to the Asset process, but to use the Schedule Based Preventative Maintenance Add On, these fields are required. 



Task Process


Again, the Task process is a just name to describe calibration, in-house maintenance, external maintenance, site audit, inspection, or timesheet processes. These process examples track data in relation to an asset.


What is important for configuration on a Task process for the Schedule Based Preventative Maintenance Add On is Workflow. When forms are started automatically by the Schedule Based Preventative Maintenance Add On an Action or Notification should be sent to the user assigned to complete the form (task). This is done by configuring a Status level immediate action trigger on the initial Status Level of the form. In this example an action trigger would be configured on the Status Level, In Progress. 



Some optional Workflow that could be helpful is a Status level change, reminder action trigger to remind the user assigned to complete the form (task) after a certain number of days if the Status Level remains at In Progress. 



Finally, a Status Level that indicates whether a form has been Completed should be configured. In this case the Status Level used is Completed. This is important for reporting. For example, on a supervisor Dashboard you could create a Widget that displays the Status Level breakdown of the Task process and be able to quickly find out what forms are outstanding, which are forms at the Status Level, In Progress. 



Clicking on the In Progress slice of the pie, the user would be taken to a View that shows what inspections have yet to be completed and the supervisor could follow up with the users that are not completing their tasks.


Schedules Process


The Schedules process brings the Asset and Task processes together by determining the frequency forms will be started and any fields to be copied from the Asset to the Task process. 




The Task Schedule Table field has the following fields:

  • Start - Date and Time field, which defines when a task form should be started
  • Description - Text field, which further describes the task and schedule
  • Frequency - Single Select list, which defines the frequency forms will be started from the Start date and time and contains the frequency options: Hourly, Daily, Weekly, Monthly, Quarterly, Semi-Yearly, Yearly
  • Pattern - Text field (See Pattern Library for pattern examples)
    • Odd positions (ON) in the pattern define the number of frequencies to create a form for. For example, in the screenshot above the number "1" is in an "Odd" position because it is the first number in the series
    • Even positions (OFF) in the pattern define the number of frequencies to NOT create a form for. For example, in the screenshot above the number "2" is in an "Even" position because it is the second number in the series
    • Not entering any value or entering a "0" will disable that portion of the schedule
  • Asset Process - Integration Process Reference field, this field contains a list of all processes. (If you do not see the Integration button, contact support)


  • Task Process - Integration Process Reference field, this field contains a list of all processes. (If you do not see the Integration button, contact support)
  • Asset Field 1 - Integration Field Reference field, this field contains a list of fields from the chosen Asset process. The value for the field selected here will be copied to Task Field 1 when a form is started
  • Task Field 1 - Integration Field Reference field, this field contains a list of fields from the chosen Task process. The value from the Asset Field 1 will be copied into this field
  • Asset Field 2 - Integration Field Reference field, this field contains a list of fields from the chosen Asset process. The value for the field selected here will be copied to Task Field 1 when a form is started
  • Task Field 2 - Integration Field Reference field, this field contains a list of fields from the chosen Task process. The value from the Asset Field 2 will be copied into this field


Add as many rows to the Task Schedule table as needed. Note that an Asset form can only reference one Schedules form, so all the tasks and frequencies for an asset should be configured into one Schedules form. 



Once the Schedules form has been completed for an Asset, choose the Schedule form on the Asset form. 



Start new Schedules forms to define different tasks and frequencies for different assets. 


Schedule Based Preventative Maintenance Add On


At this point all of the configuration has now been completed. In order for the Schedule Based Preventative Maintenance Add On to work, it needs to be hooked it up. Contact support (support@cubedms.com/support@lighthousehse.com) to get hooked up.


After you've been hooked up, you can put these scheduled tasks out of your mind as everything will work automatically, task forms will be started, users who are responsible to complete these tasks will be notified, and supervisors can monitor their Dashboard to find out if any tasks are not being completed. 


Please note, once the Schedule Based Preventative Maintenance Add On is live, the field and process names should not be changed.  Changing the field names will break the Schedule Based Preventative Maintenance Add On and result in form not being created.  If someone changes a field name contact support. 


The Schedule Based Preventative Maintenance Add On can apply to many scenarios.  Below are some examples:

 

Scenario 1 


Track specific actions on a tool:

Scenario 2


A Job Site that requires maintenance and safety activities:

  • a Site Inspection every 2 months
  • a Safety Meeting every month

Scenario 3


Scheduling Tasks for Employees when there are shifts involved:

  • Employee 1 starts forms on MWF
  • Employee 2 starts same forms on TR

                            OR

  • One week on, one week off
  • Both Employees fill out a timesheet on their last shift of the week

 

Preventative Maintenance Add Ons


The Schedule Based Preventative Maintenance Add On works well for fix time intervals, for example, hourly, weekly, monthly, yearly. For event based preventative maintenance,  where a form (task) is started when a specific metric such as kilometres or hours passes a threshold such as 25,000 KM see Event Based Preventative Maintenance Add On.