International Alert Users Association Conference November 10-12, 2011 Jeffrey Knoepke Preventive Maintenance System.

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