EAM for Business Central

Frequencies in Work Orders

Working with Frequencies

Frequencies in work orders allow organizations to automate and schedule maintenance tasks based on time, usage, measurements, events, or sequences. Proper setup of frequencies ensures timely preventive maintenance, compliance, and efficient resource planning.

Overview

Frequencies define how often a work order should be generated or executed. They can be based on:

  • Calendar (Time intervals): e.g., every month, quarter, year
  • Counter readings: e.g., every 1,000 hours, kilometers, cycles
  • Measurement readings: e.g., temperature, pressure, vibration
  • Business events: e.g., asset transfer, inspection completion
  • One-off schedules: single occurrence
  • Sequence: a series of work orders triggered in a defined order
  • Work order-based (follow-up): triggered by completion of another work order

Frequencies can be assigned to work order plans, categories, or directly to assets.

Types of Frequencies and Step-by-Step Setup

1. Calendar-Based Frequency

Description: Triggers work orders at regular time intervals (days, weeks, months, years) or on a fixed schedule.

Options:

  • Interval-Based: Set a recurring interval (e.g., every 30 days, every 6 months).
  • Fixed Schedule Calendar: Specify exact dates and times for work order generation, such as the first Monday of every month, specific holidays, or custom intervals. This ensures maintenance tasks are performed on consistent, predictable dates, regardless of asset usage or other triggers.

Setup:

  1. Go to Work Order Plan or Asset Maintenance Plan.
  2. Click Add Frequency and select Calendar.
  3. Choose either Interval-Based or Fixed Schedule option (if available).
  4. For interval-based, set the interval and start date.
  5. For fixed schedule, set the specific dates, weekdays, or custom intervals (e.g., every 15th of the month, every Monday, or selected holidays).
  6. Configure advanced options like seasonal adjustments and lead times.
  7. Save. Work orders will be generated on the schedule you defined. Use Case: Preventive maintenance, inspections, compliance checks, regulatory deadlines, and tasks that must occur on specific dates.

How Calendar Frequency Iteration Works

When you set up a calendar-based frequency in a Work Order Plan, Dynaway EAM automatically manages the scheduling and iteration of work orders according to your defined intervals or fixed dates. This ensures maintenance is performed on time, regardless of when previous work orders are completed.

Key Points:

  • The system calculates the "Next Planned Date" for each frequency using recurrence rules (e.g., every 30 days, first Monday of the month).
  • If a work order is completed late, the next planned date is still based on the original schedule (fixed interval), unless you configure the plan to use rolling intervals (where the next date is based on the last completion).
  • You can review and adjust the next planned date manually if needed.
  • The system supports both simple and advanced scenarios, including:
    • Multiple Iterations: For complex plans, each frequency line can have its own iteration record, supporting advanced compliance and audit requirements.
    • Bulk Updates: You can update multiple frequencies at once, provided they are of the same type and category.
  • The system automatically recalculates the next planned date whenever a frequency is added, modified, or deleted.

Iteration Table:

  • The system uses a dedicated table to track each frequency iteration, storing details such as last done date, next planned date, and iteration code. This enables:
    • Audit trails for compliance
    • Advanced scheduling (e.g., skipping, rescheduling, or overriding specific iterations)

Note: Iteration can be used to schedule work orders multiple times per day (e.g., 3 times per day for high-frequency maintenance tasks). This is useful for assets that require frequent checks or servicing within a single day. The system will generate and track each occurrence according to your defined interval.

2. Counter-Based Frequency

Description: Triggers work orders when a counter (meter, hour, cycle) reaches a set value.

Offset Options:

Offsets allow you to adjust when a work order is triggered relative to the counter threshold. You can set: - Unit Offset: Trigger the work order a specific number of units before or after the threshold (e.g., 50 hours before reaching 500 hours). - Percentage Offset: Trigger the work order a percentage before or after the threshold (e.g., 10% before reaching the set value). This helps plan maintenance in advance or delay it for operational reasons.

Setup:

  1. Go to Work Order Plan or Asset Maintenance Plan.
  2. Click Add Frequency and select Counter.
  3. Link to an asset counter and set the threshold (e.g., every 500 hours).
  4. Define counter type, offset (unit or percentage), and minimum reading if needed.
  5. Save. Work orders will trigger when the counter reaches the set value, adjusted by the offset. Use Case: Maintenance based on usage, wear, or production cycles, with flexibility for early or delayed scheduling.

3. Measurement-Based Frequency

Description: Triggers work orders when a measurement reading (e.g., temperature, pressure) meets a defined condition. Setup:

  1. Go to Work Order Plan or Asset Maintenance Plan.
  2. Click Add Frequency and select Measurement.
  3. Link to an asset measurement and set the filter expression and threshold.
  4. Save. Work orders will trigger when measurement readings match the criteria. Use Case: Condition-based maintenance, safety checks.

4. Business Event Frequency

Description: Triggers work orders based on specific business events (e.g., asset transfer, inspection completion).

Types of Events:

  • Location Change: Maintenance initiated when the asset location changes
  • Status Change: Maintenance initiated when the asset status changes (e.g., from 'Active' to 'Idle').
  • Certification Renewal: Work order created when a certificate or license for an asset is due for renewal.
  • Condition Change: Triggered by a change in asset condition (e.g., detected fault, warning).

Setup:

  1. Go to Work Order Plan or Asset Maintenance Plan.
  2. Click Add Frequency and select Event.
  3. Choose the event type and configure trigger details.
  4. Save. Work orders will be generated when the event occurs. Use Case: Maintenance after asset movement, post-inspection actions, regulatory compliance, and more.

5. One-Off Frequency

Description: Triggers a single work order for a specific date or event. Setup:

  1. Go to Work Order Plan or Asset Maintenance Plan.
  2. Click Add Frequency and select One-off.
  3. Set the specific date or event for the work order.
  4. Optionally, link to a counter for a one-time threshold.
  5. Save. A single work order will be generated for the set date/event. Use Case: Special projects, ad-hoc maintenance.

6. Sequence-Based Frequency

Description: Triggers a series of work orders in a defined order, each with its own frequency type and parameters. Sequence-based frequencies are used for multi-step maintenance processes, where each step must be completed before the next is scheduled.

Sequence Logic:

  • Each sequence consists of multiple lines, representing individual work orders or tasks.
  • You can assign different frequency types (calendar, counter, measurement, event, etc.) to each line in the sequence.
  • The next work order in the sequence is generated only after the previous one is completed or meets its trigger condition.
  • Sequences can be used for phased projects, shutdowns, overhauls, or any process requiring strict order of operations.

Setup:

  1. Go to Work Order Sequence setup.
  2. Add a new sequence and define sequence lines for each step.
  3. For each line, set frequency type (calendar, counter, measurement, event, etc.) and parameters.
  4. Link assets, resources, and instructions as needed.
  5. Save. Work orders will be generated in sequence according to the defined steps and triggers.

Advanced Options:

  • You can skip, reschedule, or override individual steps in the sequence if needed.
  • Review sequence history to track progress and compliance.
  • Combine sequence logic with other frequency types for complex maintenance plans.

Practical Example:

  • Example: A three-step overhaul sequence:

  • Step 1: Inspection (calendar-based)

  • Step 2: Repair (counter-based, triggered after inspection)
  • Step 3: Final test (measurement-based, triggered after repair)
  • Each step is scheduled and executed in order, ensuring proper workflow and documentation.

Use Case: Multi-step maintenance, phased projects, regulatory compliance, shutdowns, and overhauls.

7. Work Order-Based Frequency (Follow-up)

Description: Triggers follow-up work orders based on completion of another work order. Setup:

  1. Open an existing work order.
  2. Use Actions → Create Follow-up Work Order or Plan.
  3. Set frequency type and parameters for the follow-up.
  4. Save. The system will generate follow-up work orders based on the setup. Use Case: Recurring inspections, post-repair checks.

Advanced Options

  • Multiple Frequencies: Assign more than one frequency to a plan for complex maintenance needs.
  • Skip/Override: Temporarily skip or override a frequency for special cases.
  • Notifications: Set up alerts for upcoming or overdue frequencies.
  • History Tracking: Review frequency execution history for compliance and analysis.
  • Bulk Setup: Apply frequency settings to multiple assets or plans at once.
  • Staggered Scheduling: Distribute workload by staggering start dates and intervals.

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