Preventive Maintenance (PM) : PM Standard

This SOP outlines the steps for creating a PM Standard.

Below are the guidelines.

For training purposes, the screenshots are in Aim Test.

A PM Standard defines a series of checkpoints or maintenance tasks used to perform Preventive Maintenance procedures.

PM tasks will vary based on the category of an asset or equipment and/or frequency.

Various sources can be used to create PM checkpoints, such as shops, technicians, institutional knowledge, O&M manuals, or RS Means.

Note: RS Means is a national standard containing pre-defined checkpoints, estimated hours, frequencies, etc.

RS Means has been automatically loaded into Aim.

When a new PM Standard is created, there are three options:

·       Use a standard from RS Means as is

·       Customize a standard from RS Means

·       Create a new standard from the beginning

Note:  All three options use the same steps in the five blocks below to navigate to the WorkDesk screen and to select Preventive Maintenance.

Use a PM Standard from RS means as-is :

Navigate to the WorkDesk screen and select Preventive Maintenance.

https://fass-aim-app.uoregon.edu/fmax/screen/WORKDESK

Select PM standards.

Select search.

In the reference block, use the “operator” drop-down and select “contains”; then enter “MEANS” and select execute.

RS MEANS standards appear. Review the available standards and choose one.

Make note of the standard, as it will be used later when creating a PM template referenced in a separate SOP titled Preventive Maintenance Template: Preventive Maintenance (PM): PM Template

Customize a PM standard using RS Means:

Using an RS Means PM standard as a base, repeat the steps in the first five blocks above to navigate to PM standards.

Choose the applicable RS Means.

Select the PM standard in the red box.

In this example, “evaporative cooler” is selected with an annual frequency.

The standard appears. Note in the reference field, “Means” appears.

Select copy.

Enter the PM standards title.

Note: the red box requires a data entry and, once saved, cannot be edited.

Since the red box is limited to fifteen characters, a word count of the title is useful.

Titles for PM standards are typically chosen or aligned as close as possible to the category of the asset or equipment, such as AHU, FCU, PUMP, etc.

Make note of the standard, as it will be used later when creating a PM template referenced in a separate SOP titled Preventive Maintenance Template: Preventive Maintenance (PM): PM Template

Select next.

Then select save.

Note the status of the PM standard defaults the active field to “yes.”

The new pm standard has been created by customizing the RS Means standard, containing checkpoints and estimated labor hours.

Important note: The labor hours shown in the standard are “wrench time only.”

This means the technician is ready to begin work at the equipment location.

Travel time and any circumstances, such as extra time to access equipment (e.g., needing a ladder, unlocking a roof hatch), are not included in the RS Means labor hours.

The standard can be further “customized” by using only the labor estimates.

Also, organizations or departments may decide to use either actual labor rates and/or actual materials costs instead of RS Means estimated labor hours or materials for PM work.

Note: Refer to the Checkpoints section below to add or modify checkpoints as needed.

Select edit.

Remove only the material costs.

Select save.

Completed customized and modified PM standard.

Create a new PM Standard from the beginning:

In the PM standard screen, select new.

Enter the PM standards title.

Note: the red box requires a data entry and, once saved, cannot be edited.

Since the red box is limited to fifteen characters, a word count of the title is useful.

PM standards titles are typically chosen or aligned as close as practical to the asset group of the asset or equipment, such as AHU, FCU, PUMP, etc.

Make note of the standard as it will be used later when creating a PM template referenced in a separate SOP titled Preventive Maintenance Template: Preventive Maintenance (PM): PM Template

In the description field, enter specific information.

Typical descriptions closely align to the title of the pm standard with a frequency such as “Air Handling Unit-AHU PM Annual” or a standard abbreviation.”

Select the “frequency” magnifying icon.

Select the applicable frequency and click on the frequency link.

Checkpoints:

The checkpoints line detail is used to list all the specific tasks or maintenance steps associated with the PM standard that must be performed at a given frequency.

To add checkpoints, select add.

Add the checkpoint.

Use consecutive numbers with leading zeroes (001,002, 003, etc.)

Add checkpoint descriptions or instructions.

Add estimated labor hours.

Note: fractional labor hours are entered in tenths of one hour.

Measurement will default to “no” and active will default to “yes.”

Measurements:

If a measurement or data entry is required, complete the following steps.

Change measurement from “no to yes”

Enter a sequence starting with 10s (10, 20, 30, etc.). This arranges checkpoints in the order of tasks.

Change required to “yes.”

Note: A required measurement requires a data entry before the PM work order phase status can be changed to “complete-pending review,” or an error will appear.

Select add.

Choose a field type from a string (alphanumeric), number, or date.

Choose field length 60. The maximum field length is sixty characters.

To add other checkpoints:

Select edit.

Select add.

Follow the previous steps starting in the block labeled Checkpoints.

If measurements are required, follow the previous steps starting in the block labeled Measurements. 

If there are no other checkpoints to add, select done.

Select save.

To view checkpoint details, select 001.

Completed PM Standard.

This is the end of the SOP.