Maintenance Connection includes a number of helpful features that can be used to ensure your PM Schedules are properly configured. In this first post in our three part series on PM Configuration, we will review the “Update Assets” option that allows you to modify the attributes of multiple PM Assets in a single step. In the following posts we will explore the value of the “Use Asset Defaults” indicators and the feature to manually “Generate” an individual PM Schedule.
The PM Assets Tab displays all the assets tied to the Preventive Maintenance Schedule, identifying the location, and next scheduled date and procedure. While you can update individual records by selecting them and changing any desired attribute, there are often circumstances in which it is desirable to update multiple records in a single step. In the following example of a PM Schedule for Fire Alarm Inspections, there are a large number of fire alarms requiring inspection throughout the facility:
Currently these PMs are scheduled at different dates for each asset. Let’s use the “Update…” feature to organize the schedule so that groups of fire alarms are targeted for inspection at the same time. As an example, let’s set all alarms on the same “floor” to be targeted on the same date.
To globally update these assets, you click the “Selection Box” to the left of each asset to be updated (e.g., all alarms in the “Basement” of the Convention Center), and then click the Update… Button:
The Update Assets/Locations Dialog will display, listing all the attributes that can be globally updated for the selected assets. Since the next scheduled date is calculated based on the defined PM Asset “Last Generated” date, we must alter the “Last Generated” date at the top of the dialog to reset the date on which the generated work order will be targeted. Let’s set all the “Fire Alarms” we selected to have a “Next Scheduled” date of April 1st. If our sample PM was set to generate every 3 months, to accomplish this we would set the “Last Generated” date to 1/1/12 (3 months before 4/1/12):
Click Apply when done. The dialog will close and the PM Assets Page will automatically refresh with the updated “Next Scheduled” date displayed for all Fire Alarms in the Basement. It is not necessary to click “Save” when using the Update Assets feature:
This process could be repeated to set all 1st floor Fire Alarms for 5/1/12 and all 2nd Floor Fire Alarms for 6/1/12:
On occasion, customers have expressed concern about modifying the “Last Generated” date in order to calculate the desired “Next Scheduled” date. You can rest assured that resetting the ”Last Generated” date does NOT affect your work order history. This date only alters the reference data that is used to determine the date on which the next work order will be generated; no historical work order data is updated.
It should also be noted that if the PM being updated bases the next scheduled date on the last work order’s completion date, you would update the “Last Completed” date rather than “Last Generated” when using this feature.
Check back next week to learn how the “Use Asset Defaults” indicators ensure that organizational attributes (such as shop or account) are populated onto generated work orders as desired.