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

Form A group of activities & services done on a schedule (known as a Maintenance Interval). e.g. 100 hour service Work Type One of the activities included in a Form. e.g. Change Oil Parts Pieces needed to complete the work e.g. Oil Labor Mechanic needed to complete the work e.g. Master Mechanic, Factory Trained Mechanic Terminology

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 by Type 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 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, = 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

Date = Date service was completed Loc = 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 & Setup Fixed Asset Maint Types

Update Maintenance Records Amount = Dollar amount spent or value of services completed Vendor = 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

Type = From the options entered in Codes & Setup Description = Automatically filled in Number = 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