Steps to Configure Maintenance Plan

Access Maintenance Plans

  • Hover over the "Assets" tab in the top navigation bar.
  • Click "Maintenance Plans" from the drop-down menu.


Review Existing Plans

  • Instantly review active Maintenance Plans.
  • View the number of tasks/steps in each plan.
  • Check the number of assets assigned to the plan and the total services performed within the last 12 months.


Create a New Maintenance Plan

  • Click "New Maintenance Plan..." in the TOOLBOX on the right side of the screen.
  • Name the plan based on internal SOPs or naming conventions.
  • Assign the plan by product category or generically to "Any Category".
  • Qualer recommends configuring plans based on product category for specific vendor and service level assignments.


Define Tasks and Service Intervals

  • Click on the plan title to open it.
  • Click "Add New Maintenance Task".
  • Add the service name and select the service interval.
  • Follow internal SOPs for advanced recall or past-due grace periods.
  • Schedule service intervals (e.g., specific weekday/month) and set triggers for maintenance tasks following a failed event.


Configure Advanced Forecast Options

  • Original Due Date Options:
    • Next interval (shift on each event).
    • Submission Date + Grace Period.
    • Exact Submission Date.
  • Next Service Due Options:
    • Use the Original Due Date for Early Completion.
    • Always Use the Exact Completion Date.


Add Procedural Information

  • Use the Instructions tab for procedural information or notes.
  • Initiate automated order generation if needed (enabled by Qualer personnel).


Configure Auto-generation Options

  • Select an order owner.
  • Enable auto-generate orders by clicking the first checkbox.
  • Choose additional options like approving orders, generating one order per asset, and setting a specific generation time.
  • Ensure a service level is selected in the Service Provider tab.

Assign Service Providers

  • Use the Service Provider tab to indicate the vendor, service level, and price list.
  • Assign tasks to internal teams or external providers.

Assign Employees

  • Use the Assignment tab to pre-select main and additional assignees.
  • Click Select Technician or the “+” to open the employee selection window.
  • Select the employee for the maintenance task.


Indicate Subcontractors

  • Use 'Subcontractor' to indicate the vendor for outsourced services and the associated service level.


Service Interval Analysis 

  • Service Interval Analysis can be performed in a more targeted way on a specific maintenance task. Only assets linked to the same maintenance plan will be analyzed and the change advice will be offered for a single maintenance task.


Add Assets to the Plan

  • Go to the Asset Manager screen.
  • Select existing assets and click "Add to Maintenance Plan" in the Toolbox.
  • Alternatively, select "Assign Maintenance Plan" in the Maintenance tab of the Asset Info pop-up.

Set Service Date Logic

  • Choose appropriate logic for initiating the next service due date using the checkboxes and drop-downs.
  • Confirm the assignment by clicking "OK".

Configure Service Start Based on History, Purchase, or Activation Date

  • For assets with service history, use the last service record date to set the next service date.
  • For assets with a Purchase or Activation date, use these dates to set the maintenance plan.
  • Set a specific due date if required.

Reset Service Date

  • Select the calendar icon in the Maintenance Plan's row to reset the service date.
  • Adjust the "Next Service Date:" field by selecting a date from the calendar or typing the desired date.
  • Delete the date to remove the service date if needed.
  • Click "OK" to save changes.

Update and Schedule Additional Tasks

  • Press "Update" when the task is completely configured.
  • Schedule additional tasks as needed (independent, contingent, on demand, etc.).


Following these steps will help configure and manage Maintenance Plans effectively within Qualer.