Generating Scheduled Work Orders

Scheduling in iMaint enables the Planners, and Managers in a maintenance organization to generate and view the work order that will be scheduled during a given time frame. Scheduling provides the capability to generate proof information for viewing, planning, creating, and printing work orders based on scheduling infor­mation in the procedures.

iMaint scheduling offers a very extensive, flexible set of parameters to generate potential work. The entire scheduling process can be completed from an easy to use customizable display. Maintenance managers, mechan­ics, engineers, and planners, use this part of the system to create, print, and view work orders in the schedules.

Once you have set up and defined your schedule records correctly, you may run the option to Generate Proofs.  When the process begins, iMaint scans all schedules in the system, stepping through each of the methods (Meter Days, Specific Dates, Recurring Weeklies, Recurring Monthlies, Recurring Quarterlies, Recurring Semi-Annuals, Recurring Annuals, etc.).  It looks at information on the asset record, such as seasonal dates. It determines which work orders need to be created based on the user-selected criteria.  If work is due to be performed, a proof record will created within the proof table. You can then use the option to view the proof information, change it, and when ready, create and print work orders.  

iMaint also gives you the ability to skip the proof process and create or create and print the generated work orders.  You will also have an opportunity to select that you wish to see scheduled exceptions.  Scheduled Exceptions gives the users a reason why some of the assets or schedules, to which they think should have produced a work order during the generation process, did not show up in the proof list.  

Meter Rollover and the Generation of PM's.  

iMaint will automatically correct the next meter due value on the corresponding Schedule records, if the end user performs a meter update that triggers a meter rollover.  iMaint knows when the rollover occurred and can calculate how many clicks have passed since it was last scheduled or completed until the rollover.  It will then subtract the number from the frequency and add the difference to the meter value at the time the new meter is installed to determine the new next due meter.

Generate Proof

First, the system looks at a single schedule and processes the records in the specific dates sub tab until all spe­cific date records for the schedule are processed. To determine if the schedule is due by a specific date, the sys­tem looks at the date range for the generate proof by choosing the beginning date through ending date.

When the system generates a work order based on the specific date record, that record is deleted. If it generates a work order based on repeat every count or meter, the system decreases the remaining number to schedule by one.

The system then processes the records in the repeating dates sub tab until all repeating date records for the sched­ule are processed. If there are any specific date records remaining in the specific date file, the system ignores the repeating date data and moves on to the next repeating date record. Looking at the last scheduled date and add­ing the every count number of days, weeks, months, or years to the last schedule date calculates the due date.

Due dates and due meters may be updated by the system in the scheduling records even if the schedule is not going to be generated into a work order during a particular scheduling cycle.

Using Selection Criteria and Options to Generate Proofs

First, enter a Through Date.  This date will tell the system how far out in the future to generate schedule proofs.  

The selection options such as Asset ID, Procedure ID, Procedure Type ID, allow you to limit the records selected from the Schedule table. Leave this section blank to run the program to look search for all scheduled work due through the Through Date. Or selections can be made for a single  option or   multiple options in this grid for selection only. You may also enter wildcard charac­ters and partial IDs to filter the data.  

Example: Entering FLT* beside the Asset ID will locate all items with the ID beginning with FLT.  If multiple fields are entered, each field has an AND relationship. Once this record set is created the system indi­cates that a work order is currently due, and a record is created in the Proof Table.  For example, Asset ID with FLT* and Procedure ID with 001* will look for schedule records with asset ID's that begin with FLT and also have a procedure ID that begins with 001.

Use the Schedule ID filter option to generate proofs for one, specific Schedule.  Use the Schedule Desc to filter by the specific description of a schedule record. Note, if you want to search by Schedule Description, use the Schedule ID field and right click to launch the popup window.  Once on the Search window, change the search criteria from ID to Description.

Scheduling by Asset Group ID is also helpful.  Set up an Asset Group with equipment you need to perform maintenance on at the same time.  Add the Asset Group ID to the schedule, and generate a single, preventive maintenance work order that includes every piece of equipment in the group. When

setting up a schedule for Asset Groups, you need to be aware that iMaint will not filter and search through the Asset Groups to create a proof for individual asset records.  For example, if you have schedule an Asset Group ID for monthly maintenance, and filter by Line ID, iMaint will not check schedules with Asset Group IDs, and then look into all the asset records for that Line ID.  iMaint will only look at the Asset Group ID as a whole. If you want to schedule work to be done by Line, each single Asset ID will need to be set up with the procedure to generate a proof for all assets on the line.  In short, you must define the scheduled maintenance on assets in a group or on a line, because you might perform maintenance on a group of assets with different lines.

 

If you selected any of the Auto options, for instance, Auto Display Proof, it would be executed automatically as if you selected that option from the Navigation Tree. If you choose to run multiple steps from this window, there will be no system prompting between each step.

If you check the box Asset Shutdown, work can only be generated for those assets that are marked as shutdown.  The Shutdown flag is on the Procedure record. This means that if you check the box Asset Shutdown, the filtering process will look to the Procedure records for records matching your selection AND the option Perform While Asset Down is checked. These records will be included.

Create Scheduled Exceptions, if checked, will create a list of all schedules and explain why they did not create a proof and when the next due date will occur. .  

Once all your selection criteria is set, click on the Generate Proof button, from the toolbar. This process may take some time depending upon the number of records the program must process.

The Generate Proof window allows users to determine what work is currently due based on a selected criteria such as a date range or work type. Once generated into a Proof Table, users can validate the information and print work orders.

Exception Conditions

If any asset is currently covered under an active warranty and the procedure to be performed is eligible for warranty coverage, the item is added to the Warranty Coverage list for display and reporting. If the schedule is due by meter and the meter due value exceeds the rollover value for this meter in the asset/meter record, the work order is not generated and an error displays.

Note: Once a proof is generated, a proof table will be created. If no information matches the search criteria, a proof table will not be generated.

Note: Labels with red text denote required fields. You must enter information in these fields.

 

Field	Description
Through Date	Generate a proof list that will be used to create and print work orders.
Asset ID	When generating a proof to create work orders, user can specify one asset or a list of assets. Information in this field can be any combination of letters or numbers (alphanumeric) with a limit of 25 characters.
Procedure ID	User can specify one procedure or a list of procedures. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Procedure Type ID	User can specify one procedure type or a list of procedure types. This field accepts letters and numbers (alphanumeric) with a limit of 25 characters.
Asset Type ID	User can specify once asset type or a list of asset types. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Asset Group ID	Use the Asset Group ID to create scheduled proofs for an entire asset group.
Line ID	The Line ID from the Asset record can be used to filter schedules and create proofs for only specific assets with the exact Line ID.
Location ID	User can specify one location or a list of locations. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Project ID	User can specify one project or a list of projects. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Asset Supervisor ID	User can specify the Asset Supervisor when creating proofs. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Schedule Supervisor ID	Specify which proofs to create using the Schedule Supervisors on the Schedule records. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Craft ID	User can specify one craft or a list of crafts that will be performing this work. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Work Type ID	User can specify one work type or a list of work types to be performed. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Assigned To	Generate proofs by selecting the person that will be performing the work.
Assigned By	Generate proofs by the Person who assigned the work.
Labor Resource ID	User can specify one Labor Resource or a list of Labor Resources that will be performing the work. This field accepts letters or numbers (alphanumeric) with a limit of 25 characters.
Schedule ID	Or simply, use the specific schedule record ID to generate specific proofs.
Schedule Desc	Enter the description of the specific schedule to generate a proof from.  If you wish to search for the description, use the Schedule ID field to right click and select Find.  Once on the popup window, change the search criteria from ID to Description.
Shift ID	User can specify one shift or a list of shifts that will be performing the work. This field accepts letters and numbers (alphanumeric) with a limit of 25 characters.
Options	Allows user to select additional options to use when generating a proof. Only one selection is allowed. None: No extra option is taken. Auto Display Proof: After the program runs it will display the Review/View Proof form. Auto Create Work Orders:  The proof process is skipped and a work order is created. Auto Create and Print Work Orders: The proof process is skipped, a work order is created and printed. Auto Create and Print Work Order and Clear Proof:  The proof process is skipped, a work order is created and printed, then the lists of scheduled proofs are also cleared from the system.
Asset Shutdown	Work can only be generated for assets that are shutdown. When checked, assets that are shutdown are included in the records. The default for this field is unchecked.
Create Schedule Exceptions	When checked, iMaint generates a comment in the Proof Table for every schedule. This listing will include items in the Schedule Exceptions Display that explains exactly why this did or did not generate, when it will be due next in meters and in days when appropriate. The default for this field is unchecked (do not create exception).
Secondary Print Sort	Once the work order proofs are created, on the Review Proof form users may choose to create the proofs into work orders and print them.  This sort will be applied to the report used to print these work orders, as a secondary sort after the report sorts are applied.  By default the report 1813 Standard Work Order Print Format is used, and sorts by Work Order ID and the Asset and Procedure Combination.  Any field selected in this drop down would be applied after Work Order ID and Asset/Procedure Combination.  Fields listed for secondary sort are Description, Schedule ID, Schedule Description, Work Type ID, Work Type Description, Priority ID and Descriptions, Date Scheduled, Date Needed, Supervisor ID and Description, Project ID and Description, Reason ID and Description, General Ledger ID and Description, Assigned By ID and Description, Assigned To ID and Description, Reference, Skill, Shift ID and Description, Calculated Priority, RIME Priority, WOAP Asset ID and Description, WOAP Procedure ID and Description, WAOP Schedule ID and Description, and finally the WOAP Asset Location ID and Description.

Click here to continue on to Review Proofs.

Related Topics