International Alert Users Association Conference November 10-12, 2011 Jeffrey Knoepke Preventive Maintenance System.
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International Alert Users Association Conference
November 10-12, 2011
Jeffrey Knoepke
Preventive Maintenance System
• Setup Preventive Maintenance Data
• Create and Link Forms to Assets
• Preventive Maintenance Cycle
• Use Maintenance Notes
• Tracking Registrations Due
• Reports
Overview
Setup Steps
1. Collect Maintenance Information
2. Add Work Type Codes
3. Add Mechanic Codes
4. Create Preventive Maintenance Forms
5. Link Forms to Rental Items
• FormA group of activities & services done on a schedule (known as a Maintenance Interval). e.g. 100 hour service
• Work TypeOne of the activities included in a Form. e.g. Change Oil
• PartsPieces needed to complete the worke.g. Oil
• LaborMechanic needed to complete the worke.g. Master Mechanic, Factory Trained Mechanic
Terminology
Collect Maintenance Information
Collect Maintenance Information
Setup Steps
1. Collect Maintenance Information
2. Add Work Type Codes
3. Add Mechanic Codes
4. Create Preventive Maintenance Forms
5. Link Forms to Rental Items
Work Type Setup
Codes Setup => Equipment => Fixes Assets => WO Work Types
Setup Steps
1. Collect Maintenance Information
2. Add Work Type Codes
3. Add Mechanic Codes
4. Create Preventive Maintenance Forms
5. Link Forms to Rental Items
Repair Mechanic Codes
Codes & Setup => Equipment => Fixes Assets => Mechanics
Setup Mechanic Codes byType of Employee
Setup Steps
1. Collect Maintenance Information
2. Add Work Type Codes
3. Add Mechanic Codes
4. Create Preventive Maintenance Forms
5. Link Forms to Rental Items
Preventive Maintenance Forms
• Contains one or more Work Types– Change oil and filter– Rotate tires
• Generates maintenance reminder (intervals) – Meter– Calendar days– Rental days– After each use (level 95)
Creating PM Forms
1. Add Form to the Equipment Maintenance Forms Table
2. Add the Work Types to the Form
3. Add Parts/Supplies to the Form
Add Form to the Equipment Maintenance Forms Table
Fixed Assets => Edit => Maintenance Forms
Add Work to the Form
Add Work to the Form
• Add Work Type
• Add Estimated Time
• Add Mechanic
Add Parts to the Work
Enter the parts that are required to complete this work
Add Parts to the Work
Seq = Sequence # (system assigned)
Item # = Part / Sales item Manufacturers Catalogue #
Qty = Quantity required to complete the work
Comment = Optional comment (passes to Work Order)
Setup Steps
1. Collect Maintenance Information
2. Add Work Type Codes
3. Add Mechanic Codes
4. Create Preventive Maintenance Forms
5. Link Forms to Fixed Assets
Linking Forms to Fixed Assets
Fixed Assets
Edit
Maintenance Menu
Maintenance Levels
Fixed Assets
Edit
Maintenance Menu
Maintenance Levels
Linking Forms to Fixed Assets
Levels 1-94, 96-99 = sequence numbers
Level 95 = perform maintenance after each rental
Linking Forms to Fixed Assets
Enter the Form containing the work to be done
Linking Forms to Fixed Assets
When was this last done?(Only filled in once – system maintains after that).
Linking Forms to Fixed Assets
Type = Interval Units•M – metered •R – rental days•C – calendar days
Linking Forms to Fixed Assets
Amt = How many Units make up an Interval?•Number of hours of usage between services•Number of miles between services•Number of days between services
Linking Forms to Fixed Assets
Due In = How many Units until next service? (Only filled in once - system maintained thereafter)
Linking Forms to Fixed Assets
% = How close should we get to next service Due In before warning? (e.g. if you want to be warned after 80 hours into the 100 hour service, enter 20).
Preventive Maintenance Cycle
without Work Order System
1. Equipment reaches specified interval
Automatic Maintenance Due Notice generated
2. Complete the work.3. Mark form as “Done”
• Resets maintenance interval
4. Manually update maintenance record.
Preventive Maintenance Cycle(without Work Order System)
Maintenance Due Notice
Work to be done (either internally or by vendor)
Marking Work as “Done”
Fixed Assets
Edit
Maintenance Menu
Maintenance Levels
Highlight the level that was performed and click “DONE”.
Marking Work as “Done”
Enter the date the work was completed and the meter reading at that time.
Marking Work as “Done”
Update Maintenance Records
Update Maintenance Records
Date = Date service was completedLoc = Store location where work was done.Ticket = Work order, job order, or invoice number
Update Maintenance Records
Ty = Type of service performed (2-character code referenced user-defined list of services) These codes are maintained in:
Codes & SetupFixed AssetMaint Types
Update Maintenance Records
Amount = Dollar amount spent or value of services completedVendor = Vendor / supplier who completed the service
Preventive Maintenance Cycle
with Work Order System
1. Equipment reaches specified interval Automatic Maintenance Due Notice
generated
2. Write Work Order using appropriate maintenance levels
(See Work Order class for details)
3. Close the work order• Updates cost in maintenance record• Updates maintenance levels as “Done”
Preventive Maintenance Cycle(with Work Order System)
Maintenance Due Notice
Write Internal Repair Work Order for the indicated Maintenance Level.
Automatic Maintenance Record Update
Work Order expense is automatically posted as Maintenance Cost here.
Maintenance Level is automatically marked as “Done” on the date the WO is closed.
Work Orders accessible directly
Type is “RP” for Work Orders
Preventive Maintenance Cycle
with Work Order &
Work Order Generator
1. Equipment reaches specified interval Work Order is Automatically generated
2. Close the Work Order• Updates cost in maintenance record• Updates maintenance levels as “Done”
Preventive Maintenance Cycle(with W/O & Work Order Generator)
Work Order Generator
When a rental contract is closed, this screen automatically creates the repair Work Order.
When that WO is closed, the maintenance cost is updated and the Maintenance Level is flagged as “Done”.
The Turnaround Ticket is used to keep items “committed” that need time to be serviced before they go back out on rental.
This can be triggered at check in by either•A Turnaround time value in the Rental Class record, or•Preventive Maintenance is due and the estimated labor time is greater than 0.
Preventive Maintenance and the Turnaround Ticket
An item will automatically come off the Turnaround ticket
•When it is put on an Internal Repair Work Order, and•During End of Day when the Turnaround Time (or Estimated Labor Time in the Preventive Maintenance Form) has expired.
Preventive Maintenance and the Turnaround Ticket
Using Maintenance Notes
Added– At Counter during check-in– Through Fixed Asset Maintenance
Displayed– On Maintenance Due Notice– Maintenance Due Report
Using Maintenance Notes
At the Counter
Using Maintenance Notes
From Fixed Asset File Maintenance
Using Maintenance Notes
Seq = Sequence # (system assigned)
Using Maintenance Notes
Date (system assigned)
Using Maintenance Notes
H = History Type C = Current Note H = Historical Note (problem has been fixed) L = Locked Note (system created for manual changes in bulk quantities, store location, and spreadsheet imports)
Using Maintenance Notes
Text / Preview = Actual Note (up to 600 characters long)
Registration Due / “Ticklers”
Consolidate reminders for– Registrations– Inspections– Insurance renewal
Registration Due
Codes Setup
Equipment
Fixes Assets
Tickler Types
Registration Due Setup
Registration Due Entry
Registration Due Entry
Type = From the options entered in Codes & SetupDescription = Automatically filled inNumber = License #, Policy #, etc.Done = When was this work last done?Due = When is this due again?
Registration Due Entry
… and you can send a reminder directly to your Outlook calendar by clicking here
Preventive Maintenance Reports
Equipment Maintenance Data Report
List of Preventive Maintenance setup by item
Equipment Maintenance Due Report
Lists Maintenance that is now due
(Only Current maintenance notes are displayed)
Registration Due Report
Lists all ‘Ticklers’ due by a selected date.
This report can be scheduled to run automatically through the Report Publisher.
For more information
The Preventive Maintenance Manual is available on the Alert Client Source under “Advanced Module Manuals”.
Questions?
Please complete your class evaluation and give it to me or take it to the Resource Room.
International Alert Users Association Conference
November 10-12, 2011
Jeffrey Knoepke
Preventive Maintenance System
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