How to create a preventive work order from a maintenance schedule

1. Navigate to “Maintenance schedules” under “Maintenance” in the menu.

   

2. Select your schedule by clicking on it, or create a new one by clicking “Create new maintenance schedule“. A maintenance schedule is created and opened.

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   Fill in the (required) fields on the maintenance schedule:

   • Name of the schedule

   • The start and end time of the work order. The date is used as the starting date of the cycle, the times are the default start- and end time of all the work orders that are created.

   • The interval schedule

   • The end date or the max number of the cycle. You can fill in one or both, whatever setting is reached first is applicable.

   • If an external party executes the work, you can link a contract to the schedule.

   

4. Click on the “Work order template” button to open the template. All work orders that you generate from the schedule are based on this template.

5. Filling in the work order template. Read further down the article for more details about ‘Filling a work order template’.

6. Press “Save and return” to navigate back to the work order schedule.
   

   

7. To manually generate the preventive work order(s):

   • Press the “Generate Workorders” button;

   • You will get the question until which date you want to generate the work orders, fill in the date you want and;

   • Click the “Generate” button to generate the work orders.
     

     

     
     It is also possible to generate the work orders automatically. This is explained in the ‘Work order scheduler’ section of this article.
     

8. The work orders are now being generated and shown in a list.

9. If you now click ‘Ok’ you are returned to the maintenance schedule (MSC)

Filling in a work order template

The work order template exists of three tabs:

1. General

2. Checklist

3. Documents
   

   

The Tab “General”

You have four categories with details you need to fill or can adjust in the work order template.

• General
  The request date, this is already set automatically. But it can be adjusted when necessary.

• Work order data
  The subject of the work order and a short description.

• Schedule
  Fill in the start and end time of the work order

• Execution

  • Treatment Service group
    You can select the desired treatmentservice, for example for regular check-up of the air conditioning system select Facility.

  • Internal Responsible
    Select the person who is responsible (internally) for this work order process

  • Contractor
    Here you can select which contractor will do the work

  • Send work order via email
    This is an yes/no option. If put on yes, the contractor will receive the work order via email

  • Remarks for contractor
    In this field you can enter remarks for the contractor.
    

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Besides the above mentioned details, you also can add objects relevant for this work order.
To do this click on “Objects” in the include on the bottom of the screen.
You can add:

• Area
  press the “Add Area” button, search for the area, select it and press the “Ok” button.

• Asset
  press the “Add Asset” button, search for the asset, select it and press the “Ok” button.

• Property
  press the “Add Property” button, search for the property, select it and press the “Ok” button.

The tab “Checklists”

On this tab you can add checklist to the work order template.

1. Press the “Add checklists” button.

2. Select the checklist.

3. Press the button “Add selected checklists to workorder”

The tab “Documents”

On this tab you can add relevant documents regarding the work order.
For example, a manual or a photo.

To upload a file:

1. Press the “Upload” button. You will get new screen same as the include with the “Drag and drop field”and the “Select files” button.”

2. Drag and drop the file into the field or paste in it.

3. Use the “Select files” button.”

Work order scheduler

Work order schedulers can be created which automatically generate work orders from the different maintenance schedules.

To create/edit a work order scheduler:

1. Navigate to “Maintenance schedules” under the option “Maintenance” in the menu.

2. Click on “Work order schedulers”

3. Click on new to create a new scheduler click on the hyperlink of an existing schedule to open it.

4. After creating a new work order scheduler, fill in all the fields.

   • Make sure to change the field ‘Active = yes’.

   • Execute as: make sure this is an active system user with the required access rights. You can fill in a work order manager here.

   • Fill in a contact in the field ‘Notification’ to receive an email when the scheduler has run

5. By pressing the “Run” you can also manually run the schedule.

6. The schedule can be deactivated by setting “Active = no“ or deleted by clicking the delete icon on the top right of the page.

   • After deactivating or deleting a work order scheduler, work orders are not longer automatically generated. Existing work order are not affected.
     

Two examples of a work order schedule

Runs weekly (cycle = 1 week) starting on 4/1/2023 Generates work orders for 1 week in advance (generate for = 1 week) With a maximum of 300 work orders	Runs weekly (cycle = 1 week) on the first Tuesday after 4/1/2023 Generates work orders for 1 month in advance (generate for = 1 month) With a maximum of 300 work orders

How to handle a preventive work order

The preventive work order manager is assigned the task of submitting the work orders that are generated (depending on the settings for this). The work order process itself is similar to that of the corrective work orders and for more in depth details of handling a work order read the article about corrective work orders. After submitting the person (internally) assigned with the work order is responsible for the rest of the process.

• Preventive maintenance work orders are always part of a maintenance schedule

• Preventive maintenance work orders are generated based on a work order template.

• Preventive work orders can be generated periodically and assigned to internal or external executors.

• The “Preventive workorder manager” can create preventive work orders in the maintenance schedule.