Maintenance Plans are a used to define your requirements for keeping each asset in a state of control. Each plan can contain one or multiple segments, which are defined as Maintenance Tasks. Each task in the plan defines the service type and the service interval between each step. Maintenance Plans can be configured to use results to determine the next steps.
To configure or review your Maintenance Plans, hover over the Assets tab in the top navigation bar, and click "Maintenance Plans" from the drop down:
Instantly review active Maintenance Plans, the number of tasks/steps in the plan, the number of assets assigned to the plan and the total number of services performed for those assets within the last 12 months.
To generate a new Maintenance Plan, click "New Maintenance Plan..." in your TOOLBOX on the right side of the screen.
Maintenance Plan titles are ad hoc and should be named based on internal SOPs or naming convention standards. Each plan is assigned by product category or generically to "Any Category". Qualer recommends configuring plans based on product category so that you can assign steps in the plan to a specific vendor and specific service levels.
Once the Plan is created, we must define Tasks in order to establish service intervals.
Click on the title of the plan to open it. Next, click "Add New Maintenance Task"
Add a name of the service, and select the service interval. Follow your internal SOPs for configuring advanced recall or past due grace periods:
Use the Instructions tab to indicate procedural information or notes, or to initiate automated order generation. This is ideal for weekly or daily processes. An owner must first be selected. The owner will be the person who "creates" the order. Tip: create an employee called email@example.com for example then link this employee as the owner to help see what orders are autogenerated. To turn on autogenerate orders, the first checkbox must be clicked. There are other options:
- Require the "Approve Order" button to be clicked before the order moves to the next work order stage.
- Generate one order per asset. When assets have the same due date, they will autogenerate on the same order by default. This button can be checked to instead do just one asset per order.
- Generate on advance recall date refers to the advance recall period option selected on the Maintenance Task tab.
- A time can be set for when the order should be generated.
Note: a service level must also be selected in the Service Provider tab in order for autogenerate to be turned on.
Note: a new autogenerate order will only occur if it's the first time an order is being autogenerated for an asset on that plan OR if the previous order for the asset on that plan is in the Completed stage.
Note: a next service date must be set for the asset on the plan in order for the first order to autogenerate. The date is in the Maintenance tab of the asset.
Use the Service Provider tab to indicate which vendor will be completing this Task and with which Service Level. You can assign tasks to internal teams or external providers.
Use 'Subcontractor' to indicate which vendor the service is being outsourced to, with the associated service level.
Add assets to this plan in your asset manager.