Item Maintenance Schedules

This article will cover creating preventative maintenance schedules for rental equipment and updating the records as maintenance is completed.

Topics Included in this Article

• Creating Maintenance Schedules

• Example Maintenance

• Edit To Do

• Print To Do

• Notifications

Creating Maintenance Schedules

1. From an Item Record within File Maintenance. Select Maintenance, then Item Maintenance Schedules, as shown below. Please note that when item maintenance is configured in the header record, you will be prompted to update the serialized items. Selecting OK will update all serialized item records associated with the header record.
   
   
   
2. Once Item Maintenance is selected, you will see the following screen.
   
   
3. Open Edit Descriptions, located in the upper left corner of the screen.
   
      
4. You can create a new maintenance by pressing Add. To remove a description, check the inactive box. You can create unlimited maintenance schedules.
   
    
5. Fill out the maintenance fields.
   • One Time - Checking this box will only prompt once due to maintenance.
      
   • Frequency - Enter the number for the number of frequencies to be done.
      
   • Intervals - The intervals are as follows: Hours, Times, Days, Months, Units, or Days on Rent. You may give it a number for that frequency. For example, for an Hour-Metered piece of equipment, like a Bobcat, you would schedule routine maintenance, such as an Oil Change, based on hours run. Items that do not have an hour meter such as a tiller, you may want to schedule based on times rented. Scheduling annual services would be done every 12 months.
     

     Hours	Hour meter or hours on rent (24 hours = 1 day)
     Times	Number of times rented (regardless of rental length)
     Days	Actual number of calendar days (regardless of rentals)
     Pre-Check	This is used to create a pre-check inspection before the items go out on rent. This option is only available with the Inspection App.
     Month	Actual number of calendar months (regardless of rentals)
     Units	There are various units (miles, measuring wear, alternate to hour meter, etc.). To use Units, the item needs to be a Rental Usage Item.
     DaysonRent	Number of days on rent (example: 14 days; if a rental does not exceed 14 days, the maintenance schedule will not be triggered)* Days on Rent maintenance schedules will create inspection jobs, repair contracts, and print To Do files (to the instruction printer) automatically during the end-of-day process.

      
   • Enter the Last Readings - this will calculate based on your frequency type and reset when this maintenance is cleared. If this frequency is being set up for the first time, set the reading for the previous time this maintenance was performed.
     Please note that if no previous maintenance was performed, set the last reading to 0.
      
   • Enter the Last Date - When the maintenance is cleared, this will reset. If this frequency is being set up for the first time, set the reading for the last time this maintenance was performed.
     
     
   • Maintenance Costs - You can enter any Maintenance Costs to track your expenses by Frequency (This number is NOT part of your repair cost on the Asset tab).
     
     
   • Checking Creating Service  - the box will allow the system to create a service contract automatically when the Frequency is due. This helps automate the process of your mechanics. (IMO, IRO or service contract) can be selected based on the create service, allowing you to keep track of Maintenance through the Day At a Glance screen and apply repair and labor cost to the item.
     
     
   • Service Type- Will list the type of service to be completed. (REPAIR - SERVICE, REPAIR - MAINTENANCE). Please note that depending on the service type selected, the type of contract will create a Maintenance contract and show under the appropriate tabs in Day at a Glance (IMO, IRO, SERVICE CALL.)
      
   • Duration - The length of time the item will be out of service. * Note: This will be the default in hours. (For example, if you have 1 in the field, it will indicate that the item will be out of service for 1 hour.)
      
   • Todo List - This is only used if you want to create To-Do lists that will print when maintenance is due.
      
   • Inactive - Checking the box will mark the schedule as inactive.
      
   • Repair Contracts - Active repair contract numbers will show for each maintenance schedule. The contract can be accessed (inquired) directly from this screen. 
     
     
   • Active Job (Elite Only) - This will show you any active inspection job for the set schedule. A maintenance ticket does not always have to be created when adding a job template. Typically people will not create the maintenance ticket at the beginning, rather they would create during or after the maintenance has taken place.

Example Maintenance

In the example below, you will see there is maintenance to do filename FM1. Below this are fields called Frequencies. Frequency A is called Check Oil Levels and is set to 50 hours. Additional frequencies have also been set up, with two showing in red, indicating the maintenance is overdue. Please note, if Frequency = 1 and the interval is set to "Times," it will not show the "maintenance overdue" message when closing the contact.

Edit to Do

You have the option of creating a to-do list for what needs servicing at different frequencies. When you click the Edit To-Do button a blank word document will come up where you can create a to-do list for that frequency.

a. When you click the Edit to do button, (if you already have a document created, it will populate). If you do not, it will show you the following message.

b. Select Yes. A word document will open where you can create the Edit to Do.

c. If you are importing a PDF document, you will need to answer YES to create the document. The file will be saved to c:\por\maintenance, delete the text document filename.A.rtf, and rename the pdf with the.A after the filename.

ex. In the example above the file name being created is TEST.A.rtf go to c:\por\maintenance delete the file TEST.A.rft and rename the PDF file TEST.A.PDF

* Note- The file name is based on the frequency. If the Edit to Do is being created for frequency B then the filename would be TEST.B.rtf and the renamed PDF file TEST.B.PDF

Print to Do

Allows you to manually print out the Edit to Do for the Scheduled Maintenance. Once the Edit to Do is created and saved the Print Maintenance will appear in BOLD, you can select which print maintenance you would like to have printed. If the IMO box is checked when setting up the scheduled maintenance, the edit to do will automatically print out. Right-click on the scheduled maintenance.

* Note: .rtf and .txt files will print to the defined Instruction printer for the terminal in the print setup. Other file types (i.e. .doc, .pdf, etc…) will print to the Windows default printer for the terminal.

* Time based maintenance schedules will now create inspection jobs and/or repair contracts to automatically print out during the end of day process. If you do not want the schedules to print, you will need to clear out the print to do. This is hard-coded in the software and cannot be changed.

From the counter system, enter your ID. In the upper left corner of the screen, click on Tools, then select Maintenance Due. You may choose a store or all stores. If you enter percentage items that are not due for maintenance will be shown. When your mechanic comes to you and says he has nothing to do you can enter 5% and keep him/her busy for days. You can left-click an item to open the Maintenance screen or you can right-click for additional options.

Right-clicking on the item needing maintenance will bring the following menu. Click “Clear Maintenance”.

Check the box of the frequency to be completed.

You will see the Maintenance will display the Description, Frequency, Intervals, Current Reading, Last Service date, and Maintenance Cost. You can enter in any Cost associated with the service of the maintenance being performed.

Check the box of the item that would need to be cleared. Once done, the field under the service will highlight yellow. Select the employee who performed the service. This will link the operator who completed the service and also link the repair contract the maintenance was completed from.

* Note - If there is no Reading entered in the reading field, you will be required to enter the ending meter reading. (if applicable).

Once the Maintenance has been cleared, the item will be updated under the Maintenance Schedule from within the item record.

Viewing the item record in File Maintenance shows what has been done and the cost that was entered. The Total Cost will show the accumulated cost for each frequency.

Next, you will need to complete the details about the maintenance performed. This information will be saved in the history of the item record.

*Note: From the Item Record you can retrieve a list of past maintenance that has been completed in this manner.

If you repair equipment for your customers you can set up maintenance schedules for their equipment. When service becomes due you can use the maintenance duelist to contact your customer to schedule the service instead of waiting for them to call you.

Notifications

Notifications can be set up through System Notification/Item Maintenance Due. Allows you to create a notification if there is a piece of equipment that has been assigned a maintenance schedule. The notification will only be sent out if the frequency is greater than 1. To avoid notifications for every rental maintenance schedule. Criteria would be the item number.