Preventive Maintenance Basics

Preventive Maintenance Introduction

Preventive maintenance is a discipline involving planned maintenance jobs, for example, regular service, calibration, and inspections. In Enterprise Asset Management, you can create maintenance sequences and set them up on objects or functional locations. You can also set up rounds on functional locations. Maintenance sequences on objects are active regardless of where the object is installed. Maintenance sequences and rounds on functional location are active for the objects currently installed at the location. Instead of setting up maintenance sequences on objects, or setting up rounds on functional locations, you can create rounds that include multiple objects on which you need to perform related types of maintenance jobs in the same work routine. Rounds created from objects - instead of created on functional locations - means that you can select a number of objects for one round that are not depending on being installed on the same functional location.

Maintenance sequences are used for preventive and reactive maintenance on individual objects. Rounds are used for preventive maintenance on a group or a set of objects. Maintenance sequences and rounds are used for generating work order proposals. The work order proposals are saved as object calendar lines, which can be bundled and converted into work orders.

The figure below provides an overview of the work flow from creating maintenance sequences and rounds to creating work orders for objects, based on those sequences and rounds.

Flow Chart: Process Overview

Maintenance sequence

A maintenance sequence defines when a pre-planned preventive maintenance job is to be carried out on an object. Maintenance sequences can be related to objects, object types, functional locations, or functional location types, but first you create the maintenance sequences to be used in your company.

A maintenance sequence can have multiple maintenance sequence lines. Job type and interval are specified on the maintenance sequence line. There are two types of maintenance sequence lines:

• Time
• Counter

Maintenance sequence lines of type "Time" are used for recurring planned maintenance based on a fixed time interval. Maintenance sequence lines of type "Counter" are used for planned maintenance or reactive maintenance based on object counter registrations. A maintenance sequence may include several maintenance sequence lines of both types.

Note

If no counter values have been registered for a counter type on an object, the maintenance sequence lines are omitted.

First, you create the maintenance sequences you require for your preventive maintenance jobs and select the object types, objects, functional location types, and functional locations that should be related to each maintenance sequence. Afterwards, if required, you can also add maintenance sequences to an object or a functional location, which is done in All objects > select object > Preventive maintenance FastTab, or All functional locations > select functional location > Preventive maintenance FastTab.

If you add a maintenance sequence to object types or functional location types, it means that when you create new objects or functional locations with those object types or location types, the object or functional location will automatically be added to the maintenance sequence. The start date of the relation to a maintenance sequence will be the current date, which may need to be adjusted.

Set up maintenance sequences

This section describes how to set up maintenance sequence lines and provides examples of how they can be used.

1. Click Enterprise asset management > Setup > Preventive maintenance > Maintenance sequences.
2. Click New to create a new sequence.
3. Insert a maintenance sequence ID in the Maintenance sequence field, and a name in the Name field.
4. In the Plan date field, insert the start date from which planning can be done on the maintenance sequence. Note that time-based maintenance sequence lines may have other plan dates.
5. Select "Yes" in the Active toggle button to activate the maintenance sequence.

Note

If you deactivate a maintenance sequence, no calendar posts will be created in the object calendar when you run a schedule maintenance sequence job.

6. The Tolerance before and Tolerance after fields relate to maintenance sequence lines in which the Omit overlap check box is selected (refer to step 17). The "Tolerance" fields are used to extend the interval in days in which, if several maintenance lines overlap, the most comprehensive / largest job is created as an object calendar line during maintenance sequence scheduling, while more frequent, overlapping jobs are omitted during maintenance sequence scheduling. Insert number of days in the Tolerance before field, for example "2".
7. If you have inserted a value in Tolerance before, also insert number of days in the Tolerance after field, for example "2".

Note

The example described in this and the previous step means that if several maintenance sequence lines overlap, and Omit overlap is selected for one or more lines, the period of omitting object calendar lines is extended to a total of five days (the expected start date on the object calendar line and two days before and two days after that date).

8. The fields in the Details section show number of maintenance sequence lines set up on the maintenance sequence, and number of objects and functional locations related to the maintenance sequence.
9. On the Lines FastTab, click Add line to create a new line.
10. Select the relevant line type, "Time" or "Counter", and click Create.
11. Insert a description for the line in the Description field. The description is later transferred to the related work orders.
12. In the Job type field, select the job type for which the maintenance sequence line is relevant.
13. In the Variant and Trade fields, select the job variant and job trade related to the job type.
14. In the End days and End hours fields, you can insert expected end date in days or hours. The expected end date is inserted relative to the expected start date, which is calculated when object calendar lines are created. For example, you can insert "7" in the End days field to indicate that the related job should be completed within a week from the expected start date.
15. In the Interval type field, select the type of interval to be used on the maintenance sequence line, for example, "Repeated..." or "Once...". In the Interval Types Overview table below, you will see a description of the relation between interval types and line types.
16. In the Interval field, insert the number of times the line should be used for planning preventive maintenance jobs. Example: If you have created a line of type "Counter", and your counter is production quantity, and you insert the number "20000" in this field, new object calendar lines are created during preventive maintenance scheduling every time you are expected to produce 20,000 more items.
17. The Omit overlap check box relates to time-based as well as counter-based line types. Select the check box to delete object calendar entries that are created on the same date. This is relevant if, for example, you have created a 1-month inspection line, a 6-month inspection line, and a 1-year inspection line. For the 1-year inspection you only want that inspection to be done, not the other two inspections, which would also fit in the time frame. In order to set up this example correctly, you set up the 1-year inspection line as the first line, the 6-month line as the second line, and the 1-month line as the third line, and you select the Omit overlap check box for the 1-month and 6-month lines. That way you ensure that when you reach the 1-year mark, the inspections for one month and six months are omitted, and an object calendar line is only created for the 1-year inspection line.

Note

The example described in this step shows that the most comprehensive job, which contains the largest number of tasks, and which is not done so often, should always be inserted as the first line. The more frequent jobs are then inserted as separate lines in the order of frequency, placing the most frequent job at the bottom of the list.

18. The Counter field only relates to counter-based line types. Select the counter type to be used on the line. If a counter type is not active on a related object, the maintenance sequence line is omitted.
19. The Counter time fence field only relates to counter-based line types. Insert a number that defines how many days back counter registrations are checked when maintenance sequence scheduling is done. This means how far back are data (existing counter registrations) used as basis for calculating the trend that determines how many object calendar lines are created.
    
    Example: If counter registrations are expected to be made once a month, you may insert the number '365' in this field because maintenance sequence scheduling will always be based on the last 12 months and therefore create object calendar lines based on the trend of the past year. On the other hand, if you insert the number '10' in this field, you expect counter registrations to be made more often, for example, on a daily basis. This means that when you schedule maintenance sequences, counter registrations for the last 10 days are used as the basis for the scheduling of object calendar lines.
20. The Period field only relates to time-based line types. Select the period type related to the interval.
21. The Plan date field only relates to time-based line types. If the maintenance sequence line has another planning date than the entire maintenance sequence, select a date in the Plan date field on the line.
22. In the Priority field, you can select a work order priority as a further delimitation on the maintenance sequence line - to be used as a priority on work orders.
23. Select the Auto create check box if you want a work order to be automatically created according to the selected maintenance sequence line when scheduling maintenance sequences.
24. If you have selected the Auto create check box, you can select a work order type for the auto-created work order in the Work order type field. If you have selected the Auto create check box, and you do not select a work order type in this field, the work order type selected in the Enterprise asset management parameters form is used (Enterprise asset management > Setup > Enterprise asset management parameters > Work orders link > Preventive work order type field).
25. Use the From date and To date fields to create a repeated time-based maintenance sequence line within a 12-month period. Example: Equipment used for maintaining green areas requires service each spring within a predefined period. Insert the start date of the period to be repeated in the From date field.
26. Insert the end date of the period to be repeated in the To date field.
27. In the Repeat period field, the current period to be repeated is shown. When the current period has passed, and you start a new year, the period shown in this field will be updated to reflect the next period in the repeat sequence.
28. On the Objects FastTab, select the objects that should be related to the maintenance sequence.
29. On the Object types FastTab, select the object types that should be related to the maintenance sequence.
30. On the Functional locations FastTab, select the functional locations that should be related to the maintenance sequence. If required, you can make the setup more specific by selecting a related object type, product, and model.
31. On the Functional location types FastTab, select the functional location types that should be related to the maintenance sequence.

Note

When work orders are manually created on objects that are covered by a vendor warranty, a dialog box is shown to make the user aware of the warranty. The creation of the work order can then be canceled. The check for a warranty relation is omitted for work orders that are automatically created.

Interval types overview

Note

When object calendar lines are created for time-based maintenance sequence lines, expected time is always at the start of the day. For counter-based maintenance sequence lines, expected time can be anytime during the day.

Maintenance sequence lines examples

Below you will find examples of the setup of time-based and counter-based maintenance sequence lines:

Example 1 - Time-based maintenance sequence line: A lubrication job may be set up in a fixed interval, occurring once a week. For that purpose, select "Repeated from plan date" in the Interval type field.

Example 2 - Time-based maintenance sequence line: An inspection job may be set up to be carried out approximately once a week. For that purpose, select "Repeated from last work order" in the Interval type field.

Example 3 - Counter-based maintenance sequence line: A graphical illustration of an hour counter for which a new object calendar line is created each time 250 hours have passed. The interval type for this counter-based line is "Repeated from start date". The start date is the start date of the related objects in the Object detail view > Preventive maintenance FastTab > Start date field, or in the Functional location form > Preventive maintenance FastTab > Start date field. This is an example of a preventive maintenance sequence because the object calendar line is automatically created each time the threshold (+ 250) is reached.

Example 4 - Counter-based maintenance sequence line: A graphical illustration of a decrease in counter value, measuring brake pad wear. An object calendar line is created when a counter registration below 20 mm is created on the brake pad. The interval type for this counter-based line is "Once reached below" or "Once from last start date". This is an example of a reactive maintenance sequence because the object calendar line is not created until a measurement below 20 mm is registered.

Example 5 - Counter-based maintenance sequence line: A graphical illustration of a counter with a threshold of -18° Celsius. An object calendar line is created when a counter registration above -18° Celsius is made. The interval type for this counter-based line is "Once reached above". This is an example of a reactive maintenance sequence because the object calendar line is not created until a measurement higher than -18° Celsius is registered.

Note

When you create a new object, and that object uses an object type related to a maintenance sequence, the maintenance sequence is automatically inserted in All objects > Preventive maintenance FastTab. Also, in the Object types setup, on the Maintenance sequences FastTab, the related maintenance sequences will automatically be inserted.

If you add or remove object types or functional location types in Maintenance sequences, that change will only reflect on new objects created after you made the change.

If you add or remove objects or functional locations in Maintenance sequences, that change will automatically be updated in All objects > Preventive maintenance FastTab, or in All functional locations > Preventive maintenance FastTab.

Example 1

Example 2

Example 3

Example 4

Example 5

Changes in Maintenance sequences

Add a maintenance sequence to an object

1. Click Enterprise asset management > Common > Objects > All Objects or Active objects.
2. Select the object on which you want to set up a maintenance sequence and click Edit.
3. On the Preventive maintenance FastTab, click Add line to add a maintenance sequence to the object.
4. In the Maintenance sequence field, select the relevant sequence.
5. In the Start date field, select the date from which planning of preventive maintenance jobs can be done.

Add a maintenance sequence

Schedule maintenance sequences

Preventive maintenance scheduling generates calendar entries on objects, based on the maintenance sequences set up on the objects. You can schedule calendar entries based on selected maintenance sequences, object types, and objects.

1. Click Enterprise asset management > Periodic > Preventive maintenance > Schedule maintenance sequences.
2. You can select a time interval in the Interval and Period fields.

Note

The Period and Interval fields indicate how far ahead in time you want object calendar lines to be created, based on the maintenance sequences that you have created (time-based or counter-based). In the first figure below, object calendar lines (= work order proposals) are created from the current date and three months onwards.

3. Select "Yes" on the Auto create toggle button if work orders should automatically be created according to the maintenance sequence line.

Note

If this toggle button is set to "Yes", and the Auto create toggle button is also set to "Yes" on maintenance sequence lines in Maintenance sequences, work orders are created based on the maintenance sequence lines, and object calendar lines with status "Work order created" are also created. If only one of the Auto create toggle buttons is set to "Yes", in this form or in Maintenance sequences, only object calendar lines are created with status "Created". In that case, no work orders are created.

4. It is possible to generate calendar entries based on maintenance sequences (time or counter), objects, object types, functional locations, and functional location types. Click the Filter button and make your selections, if relevant.

Note

Regarding scheduling of maintenance sequences on functional locations: If you update the setup of object types, products, and models on maintenance sequences in All functional locations > Maintenance sequences FastTab after you have scheduled maintenance sequences, existing object calendar entries related to that functional location are automatically deleted. In order to create new calendar entries, which correspond with the updated maintenance sequence setup on the functional location, you must run a new maintenance sequence schedule for that functional location. Read more about the setup of object types, products, and models on functional locations in the Create Functional Locations section.

Example: You want to create a maintenance sequence for a specific functional location, meaning all objects set up on that functional location at any given time will be included when you run the sequence. In that case, you create a maintenance sequence and select the specific functional location, but you do NOT add any objects in the maintenance sequence. The result is that when you run that maintenance sequence, object calendar lines will be created for all the objects related to the functional location at that time.

If you make changes to object types, products and models in Object types, those changes only affect new objects that use the updated object type. Read more about object type setup in the Object Types section.

5. Click OK to start the generation of calendar posts on objects. The generated calendar posts will be displayed in the Object calendar.

Note

In Schedule maintenance sequences, you can set up batch jobs on the Run in the background FastTab to automatically generate calendar entries at regular intervals.

When you schedule preventive maintenance, object calendar lines with expected start date and time earlier than the system date and time will not be created.

The second figure at the end of this article provides a graphic illustration of a time-based maintenance sequence calculation.

Regarding counter-based maintenance sequences: In the last two figures below, two different counter registration cycles are shown. They are based on a maintenance sequence set up for object "V0001", expecting the object (a car) to run approx. 2,000 km every month.

In the first example, the expected 2,000 km are not reached every month. According to the counter-based maintenance sequence, the threshold is 2,000 km, meaning when you run a maintenance sequence scheduling, an object calendar line should be created each time the 2,000-kilometer threshold is reached. In example 1, there are 4 registration lines, but the 2,000-kilometer threshold is only reached once. This means that when you run schedule maintenance sequences for this object, for example for a 3-month period, only one object calendar line will be created.

In next figure "Object counters example (> 2.000 km)", 2,000 km or more are registered every month. Therefore, three object calendar lines would be created if you schedule maintenance sequences for this object for a 3-month period.

The examples described here show that all counter registrations made on an object show a trend describing wear and tear on the object. That trend is used as calculation basis at the time of maintenance sequence scheduling.

Schedule maintenance sequences

Time-based maintenance sequence calculation

Object counters example (< 2.000 km)

Object counters example (> 2.000 km)

Rounds

In Enterprise Asset Management, you can create rounds for various objects, on which you need to carry out a similar task at regular intervals. For example, lubrication jobs or safety inspection jobs that need to be carried out on a number of machines within the same intervals.

Rounds can be set up on objects and/or functional locations. If you add a functional location to a round, all objects installed on the location at the time of scheduling are included in the round.

First step is to create a round, including objects and/or functional locations, that require the same form of maintenance job. Next, you schedule the rounds. When you have completed the rounds schedule, you can see object calendar lines created from the rounds in the All object calendars, Open object calendars, or Open object calendar pools grid views.

Note

Refer to the Create an object section for information on the setup of rounds on objects. Refer to the Create Functional Locations section for information on the setup of rounds on functional locations.

Set up rounds

1. Click Enterprise asset management > Setup > Preventive maintenance > Rounds.
2. Click New to create a new round.
3. Insert and ID in the Round field, and a name for the round in the Name field.
4. Select a start date for the round in the Start date field.
5. Select "Yes" on the Auto create toggle button if work orders should automatically be created from object calendar lines that are created from this round.
6. In the Work order type field, select the work order type to be used on work orders created from this round.
7. In the Priority field, select the work order priority to be used on work orders created from this round.
8. On the Object lines FastTab, click Add to add an object to the round.
9. A line number is automatically inserted in the Line number field to indicate the sequence of the objects in round.

Note

You can edit line numbers to create your preferred object sequence. When you schedule a round, object calendar lines are scheduled in the order they are shown on this tab.

10. Select the object in the Object field.
11. Select the job type for the object in the Job type field.
12. Select the job variant and job trade related to the job type in the Variant and Trade fields.
13. Select the recurrence (day, week, etc.) in the Period type field.
14. In the Period length field, insert the number of recurrences for the round.
15. Select a start date for the object to be included in the round in the Start date field. This date may differ from the start date set on the round.
16. Repeat steps 8-15 to add more objects to the round.
17. On the Functional location lines tab, click Add to add a functional location to the round.
18. A line number is automatically inserted in the Line number field to indicate the sequence of functional locations in the round.

Note

You can edit line numbers to create your preferred functional location sequence. When you schedule a round, object calendar lines are scheduled in the order in which functional locations are shown on this tab. Each functional location may have several objects installed. The sequence in which objects are scheduled on a functional location is determined by the object ID.

19. Select the functional location in the Functional location field.
20. Filling out the rest of the functional location line is almost the same as filling out an object line, as described above. Here you can also select an object type, product, and model, if required.
21. On the Pools FastTab, click Add to select a work order pool to which you want to connect the round. Several work order pools can be connected to one round.

Note

If you set up objects on the Object lines FastTab, and functional locations on the Functional location lines FastTab, on the same round, the sequence of scheduling object calendar lines is that first, the objects selected separately on the Object lines FastTab are generated as object calendar lines. Next, object calendar lines are generated from the objects installed on the functional locations set up on the Functional location lines FastTab.

The Objects and Lines fields located in the Details section at the top of the form show summarized information from the Object lines FastTab regarding the number of objects and object lines set up on the selected round.

Example with a setup of objects as well as functional locations on a round: You have set up two functional locations on which you know that all objects must undergo the same inspection at regular intervals. You have also added two spare parts/replacement objects that are installed on a spare parts location. Those two replacement objects must undergo the same inspection within the same intervals..

Rounds details

Schedule rounds

Schedule rounds

When you have set up a round, you run a schedule job to schedule all the jobs related to the round.

1. Click Enterprise asset management > Periodic > Preventive maintenance > Schedule rounds, or Enterprise asset management > Common > Object calendar > All object calendars or Open object calendar lines or Open object calendar pools > select calendar entry in the list > Rounds button.
2. In the Period field, select the period to be used for the scheduling job.
3. In the Interval field, insert the number of periods to be included in the scheduling job. The start of the scheduling is the current date.
4. Select "Yes" on the Auto create toggle button if a work order should automatically be created on the basis of a round.

Note

If this toggle button is set to "Yes", and the Auto create toggle button is also set to "Yes" on maintenance sequence lines in Maintenance sequences, work orders are created based on the maintenance sequence lines, and object calendar lines with status "Work order created" are also created. If only one of the Auto create toggle buttons is set to "Yes", in this drop-down or in Maintenance sequences, only object calendar lines are created with status "Created". In that case, no work orders are created.

5. If required, you can select specific rounds or another start date for the schedule job. Click Filter, and add the rounds to be included.
6. Click OK.
7. You are now able to see the rounds jobs in Enterprise asset management > Common > Object calendar > All object calendars or Open object calendars. If the scheduled rounds are connected to a work order pool, you can also see the calendar posts in Open object calendar pools. The rounds jobs in the calendar have the reference type "Rounds".

Note

When work orders are manually created on objects that are covered by a vendor warranty, a dialog box is shown to make the user aware of the warranty. The creation of the work order can then be canceled. The check for a warranty relation is omitted for work orders that are automatically created.

You can set up a batch job on the Run in the background FastTab to schedule rounds at regular intervals.

If a round is included in several work order pools (refer to the Work Order Pools section), one record is shown for each pool in Open object calendar pools. This is done to optimize the filtering options on work order pools

Maintenance stop

Maintenance stops are used to get an overview of the capacity required to carry out maintenance jobs on specific objects during a specific period. For example, you can create a maintenance stop for Production line 10 in Production Hall 29-A on production site 02. The maintenance stop has a start and end time indicating the period in which the objects related to the maintenance stop are not available for production.

The maintenance stop is an overview of object calendar lines and work orders on related objects during a specified period. The lines related to work orders all have an expected start date within the maintenance stop period. You can extract useful information and make adjustments to planned maintenance jobs:

• Get an overview of required shut-down periods of production equipment (objects).
• Get an overview of planned maintenance (hours), grouped by competencies (responsible worker groups or workers), for example capacity load on electricians, smiths, or other work groups required to do the planned maintenance jobs.
• Make adjustments to object calendar lines or work order lines related to the objects, for example, change expected start and end times on a line, or select other workers to optimize the workflow for workers and worker groups.

When objects have been selected on a maintenance stop, all open object calendar lines and work order lines relating to active work orders are included in the maintenance stop.

All maintenance stops

Click Enterprise asset management > Common > Maintenance stops > All Maintenance stops to open the list. All maintenance stops contains a list of all maintenance stop records and displays some of the information related to the maintenance stops.

Note

You can copy objects from one maintenance stop to another. In All maintenance stops, select the Copy maintenance stop button, and make your selections in the From maintenance stop and To maintenance stop fields, and click OK.

In All maintenance stops, click the Object calendar lines button or the Active work orders button to open the related lists and view the lines related to the selected maintenance stop.

All maintenance stops

Create a maintenance stop

1. Click Enterprise asset management > Common > Maintenance stops > All maintenance stops or Active maintenance stops.
2. Click New.
3. Insert an ID in the Maintenance stop field and a name in the Name field.
4. Insert the period for the maintenance stop in the Start date/time and End date/time fields.
5. Click Objects > New button and add objects one at a time to the maintenance stop.
6. Click Save when all objects have been added and return to the All maintenance stops list.
7. Click Save in All maintenance stops to update the number of objects added to the selected record.
8. The work order lines and open object calendar lines related to the selected objects are shown on the tabs on the Related FastTab. On the General FastTab > Forecast hours fields, you see the total number of hours forecasted for object calendar lines and work order lines.

Note

The object calendar lines and work order lines related to the selected objects are automatically updated if new work orders or object calendar lines have been created after you created the maintenance stop. For example, if you schedule maintenance sequences or rounds on the related objects two days after the maintenance stop was created, new object calendar lines are automatically added to the maintenance stop record.

9. In All maintenance stops > Maintenance stop tab > click Capacity load > Capacity load > Calculate capacity load to calculate forecasted hours and group them to get an overview of capacity load on, for example, by date, object, object type and job type. Click OK in the Capacity load drop-down. Note that the dates shown in the Capacity load drop-down are the start and end dates selected in All maintenance stops. This calculation only includes the objects related to the maintenance stop.
10. The total number of hours is shown in the Capacity load overview.
11. On the Capacity load tab > the Group by... action pane groups, click the relevant buttons to get a more detailed overview of the allocation of forecasted hours.
12. After you get an overview of the capacity load, if you want to make adjustments on object calendar lines or work order lines, return to All maintenance stops detail view and select the lines you want to adjust on the Related FastTab.
13. Click the Adjust button and update expected start/end dates, priority, or responsible workers for the selected object calendar lines or work order lines.
14. Click OK when you have made the required adjustments. Object calendar lines or work order lines that are not included in the maintenance stop period after you have made adjustments are automatically removed from All maintenance stops.
    
    Note
    When you make adjustments to work order lines, you change the related work order.
    
15. In All maintenance stops > Maintenance stop tab > click Item forecast > Item forecast > Calculate item forecast to calculate forecasts for items (spare parts and other required items) and group them to get an overview, for example, by date, object, object type and job type. Click OK in the Calculate item forecast drop-down. Note that the dates shown in the Item forecast calculation form are the start and end dates selected in All maintenance stops. This calculation only includes the objects related to the maintenance stop.
16. The total number of item forecasts is shown in Item forecast, and you can now select the relevant check boxes to get a more detailed overview of the allocation of forecasted items.

Maintenance stop

Maintenance stop objects

Capacity load

Item forecast