Preventive Maintenance (PM): PM Template

This SOP outlines the steps for creating a PM template.

Below are the guidelines.

For training purposes, the screenshots are in Aim Test.

A PM Template defines a series of tasks to create preventive maintenance work orders.

A PM Template describes the work to be performed, its frequency, and the asset(s) on the phase(s).

Navigate to the Workdesk screen and select Preventive Maintenance.

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

Select PM template.

Select new.

PM Template:

Aim defaults to a system-generated number.

Enter the PM template 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 templates are typically chosen or aligned as closely as practical to the asset group of the asset or equipment, such as AHU, FCU, PUMP, etc.

Replace the system-generated number with the title as close as practical to the PM standard that was created, as referenced in the SOP for Preventive Maintenance Standard

Preventive Maintenance (PM) : PM Standard

Note that the PM template status defaults to “yes.”

Add a detailed template description.

Note: This description will appear the same as the PM work order description.

In the description field, enter specific information.

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

Leave the following fields blank.

Select the “type” magnifying icon and select maintenance.

Select the “category” magnifying icon and select preventive.

Select the “status” magnifying icon and select open.

Leave blank: problem code, nested status, and job priority.

Select a work order grouping: there are two options to choose from:

Property by Template: generates one work order with one phase for each similar asset in the same property.  Groups all assets assigned to a property onto one work order. Each phase has a different asset for the same property.

Asset by Template: This template generates one work order with one phase for the same asset in the same property. It is used for a single asset on one work order for an asset that is maintained by multiple shops or contractors. For this template, there can be multiple phases, each performing different tasks on the same asset. Each phase and shop can have a different PM standard for different tasks on the same asset.

Select a PM work order type.

Fixed—A PM work order will generate a phase for each fixed date entered in the template asset projected dates, regardless of whether the previously generated PM work order has been completed.

Note: fixed is typically the PM type chosen/used most often.

Select the applicable frequency, including the frequency link.

Note: even though there is no red box around the frequency field, a frequency must be selected, or it will cause an error when save is selected.

Template Phase:

The PM template phase identifies information used to create a PM work order.

In the template phase, select add.

Note: A system-generated number of “001” is the default.

Add a detailed phase description.

Note: This phase description will appear in the work order phase description.

Typically, the PM template description title is also entered in the template phase description, such as “AIR HANDLING UNIT-AHU PM ANNUAL.”

Select the “PM standards” magnifying icon and the standard created or associated with this template.

In this example, enter “AHU”.

Select execute.

Select “AHU”.

Note: even though there is no red box around the pm standards field, a standard must be selected, or it will cause an error when save is selected.

Select the magnifying icon for “funding method, priority, work code and status values”.

Note: The funding method defaults to an organization.

The drop-down menu for funding method provides several options.

Choose the applicable funding method.

In this example, “asset” is chosen because PM work orders” to be produced have been “asset funded.”  This is further explained in the SOP for Create a New Asset: Asset Management: Create a New Asset

Select a priority. In this example, “pm 30 day” is selected.

Choose the applicable work code relevant to the type of work being performed. In this example, “building maint and repair” is used.

Select the status of “new”.

Select the magnifying icon for the “shop.”

Note: even though there is no red box around the shop field, a shop must be selected, or it will cause an error when the PM work order is ready to be generated.

Leave the primary person and request method blank.

To ensure PM template work is not lost before proceeding, select done.

Select save.

To continue, select edit. Then select the phase 001 link.

Select the calendar icon for the last date default.

Enter the last date or (approximate last date) on which the PM work was performed.

Note: This is the base date for populating the last date field on the template asset for all assets associated with the template phase.

If the last PM date for all of the assets in the template asset is the same, select the date in the last date default field before loading the assets.

Otherwise, the last PM date will need to be added for each template asset.

Template Asset:

On the template asset section, select load asset.

Search for assets by property, asset type and asset group, description, or other filters.

Select the magnifying icons for the various fields in the example below.

In this example, filters are property 010, asset type serialized, and asset group air handling units.

Select execute.

Select the desired assets by clicking the boxes next to the asset.

Select done.

Select done again.

Note: The five assets have been loaded, and all have the last date of May 1, 2024.

Select save.

Completed PM Template.

Two other SOPs are referenced to accomplish the final outcome of producing PM work orders: the SOP

for the PM Schedule Date Generator Preventive Maintenance (PM) : PM Schedule Date Generator and

the SOP to PM Generator

This is the end of the SOP.