Adding and Scheduling PMs

Users with PM Manager or PM Admin user roles can add PMs to GLOBAL. PM tasks and work orders are automatically generated based on schedule information on the PM. PM work orders are found on the Work Orders page. The information you include on the PM, including Labor and Resource assignments, appears on tasks and work orders generated from the PM.

Each PM work order added to the Work Order page starts in one of three Phases: Identification, Planning, or Execution. Depending on work order status, work orders may need to be submitted or issued. The work order Phase is determined by the WO Status setting on the PM. For more information about PM work order phases and submitting and issuing PM work orders, see Submitting and Issuing PM Work Orders / Tasks.

This page tells you how to add a PM , schedule when PM tasks and work orders are automatically generated, and assign Resources and Labor to PM tasks and work orders.

Note: It is necessary to submit the PM to start the scheduled automatic generation of the PM work orders and add the item to the PM Calendar. At least one Service and one saved schedule must be included in order to submit the PM.

Adding a PM

  1. On any page, select Preventive Maintenance from the left navigation menu, then select PMs. The PMs page opens.
  2. Select New Preventive Maintenance . A page with a new PM form opens.
  3. Complete the information at the top of the PM form. This information will appear on all work orders generated from the PM. ClosedClick here to see more about the information fields on the PM form.
  4. Complete the information on the General Info tab. This information will appear on all work orders generated from the PM. ClosedClick here to see more about the information fields on the General Info tab.

    Note: Users with certain permissions can add the following items on the fly: Site, Services, Additional Services, Assets, Shop, Maintenance Category. task Resources, and task Labor. For more information see Entering Data on the Fly.

  5. (Optional) Use the Attachments tab to add items such as documents or images to the PM.
  6. (Optional) Depending on how your organization has configured GLOBAL, the Sites tab may be available. Use the Sites tab to control the visibility of the PM to users of one or more Sites in GLOBAL.
  7. Continue to Scheduling PM Tasks and Work Orders.

Scheduling PM Tasks and Work Orders

After you have saved the information on the General Info tab, you can create custom schedules for the PM work orders and tasks. You can choose how frequently the PM work orders are created, and set start and end dates for work order creation. You can also adjust the creation, issue, and due date offsets for your PM work orders and tasks. You can apply schedules that are based on dates, asset meters, or custom triggers. You can assign multiple schedules to individual tasks or to the entire PM.

Note: Each PM must include at least one schedule in order to submit the PM and begin automatic work order creation.

  1. Select the Schedules tab, then select Add New . The list of available schedule types opens.
  2. Select the type of schedule you want to add to the PM.
    ClosedDate

    You can add a date schedule based on an existing schedule template or create a schedule using the fields on the Date Schedule form. When you select a schedule template, the fields on the form are completed based on information on the template. The fields can then be edited to customize the schedule for the PM you are working on.

    To create a schedule using the fields on the Date Schedule form:

    1. Enter a name for the schedule. This field is required.

    2. In the Repeats field, select how often you want the PM work order automatically generated (daily, weekly, monthly, or yearly.) The Schedule tab refreshes and displays appropriate repeat scheduling options for the chosen work order generation frequency .
    3. Complete the information for the Repeats scheduling, Starts On date, and Ends date. The Preview Dates for the first Work Order information updates.
    4. (Optional) To adjust the work order Create, Issue, or Due offset days, do one of the following:
      • Select the offset you want to change and enter the number.
      • Select the offset you want to change and use the arrow keys to adjust the number.
      • Use the sliders at the bottom of the page to adjust the offset days.
      Note: A separate due date offset can be applied to an individual PM task. To apply a due date offset to an individual PM task:
      1. Select the PM task. The Task page opens.
      2. Select Use Task Due Offset.
      3. In the Due Offset field, enter the number of days to offset the PM task due date.
      Note: Some Services in GLOBAL may include custom due date offset settings which are automatically applied to tasks. To see if a due date offset has been applied to an individual PM task:
      1. Select the PM task. The Task page opens. If a due date has been applied to the PM task, the Use Task Due Offset box is selected and the number of offset days is displayed in the Due Offset field.
      2. To change the due date offset, edit the number in the Due Offset field.
      3. To remove the separate due date offset from the task, uncheck the Use Task Due Offset box.
    5. Select Save. The Schedules tab refreshes add displays information about the added schedule.
    ClosedMeter

    You can add a schedule based on asset meter readings that have been added to the Asset record in GLOBAL. You can add a meter schedule based on an existing schedule template or create a schedule using the fields on the Meter Schedule form. When you select a schedule template, the fields on the form are completed based on information on the template. The fields can then be edited to customize the schedule for the PM you are working on.

    To create a schedule using the fields on the Meter Schedule form:

    1. Enter a name for the schedule. This field is required.
    2. Select the meter the schedule is based on.
    3. Select the type of meter reading you want to trigger PM work order creation and enter the appropriate meter reading information.
    4. Select Save. The Schedules tab refreshes and displays information about the added meter schedule.
    ClosedPM/Task Trigger

    You can add a schedule based on the creation or completion of an existing PM work order or an existing single PM work order task. When the schedule is triggered a new work order task is created on a separate work order. To add a PM/Task-triggered schedule:

    1. Enter a name for the schedule. This field is required.
    2. In the Settings window, select the type of event you want to trigger PM work order creation.
    3. Enter how many repetitions of the creation or completion of the PM or task will trigger the next PM work order creation.
    4. In the PM/Tasks window, use the drop down to select which PM to associate with the trigger of the next PM work order.
    5. To associate the trigger with any task on the PM in the drop down, select Any Task. To associate the trigger with a specific task on the PM in the drop down, select Task, then select a task from the Task drop down.
    6. Edit the information in the Schedule window as needed.
    7. Select Save. The Schedules tab refreshes and displays information about the added schedule.
    ClosedService/Asset Trigger

    You can add a schedule based on services performed on assets. The schedule can be based on the creation or the completion of work order tasks that include the specified service and asset. When the schedule is triggered, a new work order task is created on a separate work order. To add a Service/Asset-triggered schedule:

    1. Enter a name for the schedule. This field is required.
    2. In the Settings window, select the type of event you want to trigger PM work order creation.
    3. Enter how many repetitions of the creation or completion of the service/asset combination will trigger the next PM work order creation.
    4. Use the Services window to set the schedule based on when either a single service or any service is included with the asset on a work order task. If you choose Any Service, you must choose an asset in the Asset drop down.
    5. Use the Assets window to set the schedule based on when either a single asset or any asset is included with the service on a work order task. If you choose Any Asset, you must choose a service in the Service window.
    6. Edit the information in the Schedule window as needed.

    7. Select Save. The Schedules tab refreshes and displays information about the added schedule.

    Note: When you add a schedule to a PM which already includes tasks, the schedule is applied to all tasks on the PM. To remove one or more tasks from a schedule :
    1. On the Schedules tab, select the schedule. The Schedule details page opens.
    2. In the Schedule Tasks window, select the task(s)you wish to remove from the schedule.
    3. Select Delete selected tasks. A confirmation message appears.
    4. Select OK. The page refreshes and the selected task(s) have been removed from the Schedule Tasks list.
  3. Closed(Optional) Set PM Blackout Dates.

    Blackout date settings allow you to automatically skip the creation of scheduled PM tasks when the PM task due date falls during blackout dates. PM tasks with due dates that fall during blackout dates are not scheduled on those dates and are not rescheduled. PM tasks with due dates that fall after blackout dates are scheduled as usual after blackout dates.

    PM task blackout dates can be set for all schedules on the PM and for each individual schedule included on the PM.

    Note: When multiple blackout dates are set on a PM, all the blackout dates on the PM apply to scheduled PM tasks. For example, if one blackout date is set for all schedules on the PM, and a separate blackout date is set for an individual schedule on the PM, both blackout dates will affect scheduled PM task creation.

    ClosedSet blackout dates for all schedules on the PM.
    1. On the Schedules tab, select All, then select PM Blackout Dates. The Blackout Dates window opens.
    2. Select the Add Schedule button , then complete the fields as needed. Fields with a red asterisk are required.
    3. Select Save. The Blackout Dates window refreshes and the blackout date is applied to all the schedules on the PM.
    ClosedSet blackout dates for an individual schedule.
    1. On the Schedules tab, select the individual schedule. The schedule detail window opens.
    2. Select Schedule Blackout Dates. The Schedule Blackout Dates window opens.
    3. Select the Add Schedule button , then complete the fields as needed. Fields with a red asterisk are required.

    4. Select Save. The Schedule Blackout Dates window refreshes and the blackout date is applied to the schedule selected in Step 1.

  4. Closed(Optional) Edit PM Holiday Rescheduling Settings.

    Default rescheduling settings apply to all schedules added to the PM and can be edited. Rescheduling settings allow you to manage the rescheduling of PM tasks with due dates that fall on scheduled holidays. PM tasks can be rescheduled up to seven days before or after the holiday. PM tasks can also skip a scheduled holiday and continue with the next regularly scheduled PM work order.

    PM task rescheduling settings can be adjusted for all schedules on the PM and for each individual schedule included on the PM.

    Note: Holiday rescheduling settings that are set for individual PM schedules override holiday rescheduling settings that are set for all schedules on the PM.

    ClosedEdit rescheduling settings for all schedules on the PM.
    1. On the Schedules tab, select All, then select PM Rescheduling Settings. The PM Rescheduling Holiday Settings window opens.

    2. Do one of the following:

      • To adjust PM task rescheduling, complete the fields as needed.
      • To disable rescheduling settings on the PM, select the If due date falls on a Holiday button.
    3. Select Save. The window closes and the rescheduling setting is applied to all the schedules on the PM.
    ClosedEdit rescheduling settings for an individual schedule.
    1. On the Schedules tab, select the individual schedule. The schedule detail window opens.
    2. Select Rescheduling Settings. The PM Rescheduling Holiday Settings window opens.

    3. Do one of the following:

      • To adjust PM task rescheduling, complete the fields as needed.
      • To disable rescheduling settings on the PM, select the If due date falls on a Holiday button.
    4. Select Save. The window closes and the rescheduling setting is applied to the schedule selected in Step 1.

  1. The Submit button becomes available once the PM includes at least one Schedule and one Task. You can:

    • Select Submit to create the PM work orders. Depending on work order status, work orders may need to be submitted or issued. For more information see Submitting and Issuing PM Work Orders / Tasks.
    • Add Resources and Labor to the PM, then submit it to start the scheduled creation of PM tasks and work orders. Resources and Labor added to the PM are included on the tasks created from the PM.

Note: Depending on how your organization has configured GLOBAL, the Sites tab may be available. The Sites tab displays information about the Sites on which the PM is available to users with PM user roles. The Sites tab also allows users with PM Manager and PM Admin user roles to control which Sites the PM is available on.

Adding Resources and Labor

Note: Tasks are created when you add Services to the PM. Once the PM includes at least one task, you can then assign Resources and Labor to the Tasks on the PM.

Resources and Labor added to the PM are included on the work orders created from the PM. Resources and Labor can also be edited or added to the work orders that are created from the PM.

ClosedAdding Resources
  1. Select the Resources tab.
  2. Select the type of resource you are adding to the PM: Parts, Other Costs, or Documents. Resources Tab
  3. Select the Add button Add Resources. The Add window opens.
  4. Complete the fields in the Add window. Fields marked with a red asterisk are required.
  5. Select Save. The Add window closes and the resource appears on the Resources tab.
ClosedAdding Labor
  1. Select the Labor tab.
  2. Select the Add New Laborbutton. The Add Labor window opens.

  3. To select the Task you are assigning Labor do one of the following:

    • Select the Tasks field, then select a task from the list.
    • Type the task name in the Tasks field.
    • Select the Search button to see a checklist of all tasks on the PM. Select one or more tasks from the list.

  4. To select the Labor you are assigning to the selected task(s) do one of the following:

    • Select the Labors field, then select a Labor from the list.
    • Type the Labor name in the Labors field.
    • Select the Search button to see a checklist of all Labors available to assign to the PM. Select one or more Labors from the list.
  5. To finish assigning Labor to the Task(s) and return to the PM page, select the Add button. The Add Labor window closes, and the assigned Labor is displayed on the PM Labor tab.
  6. To assign the current Labor to the Task and continue to add more Labor assignments, select Add + New, then repeat steps 3 and 4 above.

Note: When more than one Labor or Task is selected, each selected Labor to will be assigned to each selected Task.

When you have finished adding resources and labor to the PM, select Submit. The PM page refreshes and the scheduled PM work order creation begins. Depending on work order status, work orders may need to be submitted or issued. For more information see Submitting and Issuing PM Work Orders / Tasks.