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Planned Preventative Maintenance - PPMs

Planned Preventative Maintenance (PPM) Schedules can be created at the point where an Asset is entered into Concept Evolution or may be added from Task Management > PPMs. PPMs are frequency-based work-instances that are carried out to prevent the deterioration and breakdown of an Asset during its lifetime.

More than one PPM schedule maybe created against a single asset, for Tasks that require different frequencies. For example, the PPM Schedule for an Air Conditioning Unit may include:

Monthly	6 Monthly	Annually
Clean Filter Inspect	Change Filter Clean air ducts	Full Service.

To prevent unnecessary Tasks being issued, Family Task Override may be used to automatically Drop Tasks against an Asset with a higher frequency Tasks (monthly) that may have steps included in a lower frequency (6 monthly / Annual) Task. To enable Family Task Override, the following conditions must be met on the Tasks:

They must be created for the same Asset.
They must belong to the same Family.
They must be carried out by the same Contract.
They must occur in the same Service Week.

To create Assets see Assets

Task Management > PPMs

Note: PPMs can also be added directly from the Asset, Facilities > Assets - PPMs

The link will open the PPMs grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new PPM click New , to edit and existing PPM click Edit . A pop up window will appear which will allow the creation or amendment of a PPM.

Click to view - PPM Fields and Descriptions

Field Name	Description
Asset	From the drop down select the Asset - if the PPM is being created directly from the Asset this will be auto populated.
Qty	Auto populated from the Asset - the quantity of the Asset /s.
H & S Docs	Auto Calculated from the number of health and safety documents attached to the PPM
Building	Auto populated from the Asset - the Building where the Asset is located.
Location	Auto populated from the Asset - the Location where the Asset is located.
Task Details
Task ID	Auto generated by Concept Evolution.
Family	If the PPM is part of a Task family, enter the family code. This may be any code but must be the same in each PPM that forms part of this Task family.
Contract	From the drop down select the Contract to complete the PPM.
Instruction	From the drop down select the Instruction Set relevant to the PPM.
Discipline	Auto populated from the Instruction Set.
Stock Cost	Auto populated from the Instruction Set. This can be manually amended.
Labour Cost	Auto populated from the Instruction Set. This can be manually amended.
Total Cost	Auto calculated by adding the cost of stock and labour.
Est. Time	Auto populated from the Instruction Set. This can be manually amended.
Est. Staff	Auto populated from the Instruction Set. This can be manually amended.
Total Time	Auto calculated by multiplying the estimated time by the number of estimated staff.
Resource	From the drop down select the Resource that will complete this Task - it is only recommended to complete this field if it is always the same Resource that will complete the PPM. When the PPM is issued it will be auto assigned to the selected Resource.
Priority	Auto populated from the Instruction Set. This can be manually amended.
Shift	From the drop down select the shift , If the PPM should be completed on a particular shift - to use this feature Shifts must be set up.
Permit	Check the box if a permit is required for this Task.
H & S	Check the box if this is a health and safety Task.
Compliance	Auto populated from the Instruction Set. This can be manually amended.
Class	From the drop down select the PPM Class- select Calender PPM, for information on Shiftable / Family Shiftable PPMs see Shiftable PPMs and Shiftable Family PPMs.
Cost Centre	Auto populated from the Asset. This can be manually amended.
Cost Code	From the drop down select the Cost Code.
Controller	Check the box if this is a Controller PPM - see Shiftable PPMs and Shiftable Family PPMs
Generate Task Actions	Available from 4.4.6 From the drop down select if the PPM is to create actions to connecting or sub Assets: No Selection - No actions will be created. All Child Assets - Actions will be created for all Child Assets. One Level of Child Assets - Actions will be created for the first level of Child Assets. All Grouped Child Assets - Actions will be created for all grouped Sub - Assets. One level of Grouped Child Assets - Actions will be created for the first group of Sub - Assets.
Must be actioned before Task completion	Available from 4.4.6 Check the box for all PPM Actions to be completed before the Task can be moved to Complete.
Must be actioned before Task is sent to history	Available from 4.4.6 Check the box for all PPM Actions to be completed before the task can be moved to History.
PPM Details
Period	Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Frequency	Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Last Service	Enter the last service date.
Next Service	Auto calculated using the last service and the period and frequency of the PPM.
Default Day	From the drop down select the default day the PPM should be performed on - only available on monthly PPMs.
Week	Auto calculated from the start dates and month set against the PPMs contract and the next service date,
Monthly Check Boxes.	If a PPM is not required to be carried out in certain months the boxes can be unchecked. Any PPMs that were due to generate in this month will be automatically suspended and cannot be release unless the box is rechecked.
Auto Issue	Available from 4.5.0 From the drop down select the auto issue preference: Template - the auto issuing behaviour will be dictated by the relevant Auto Issue Template. PPM Specific - the days in advance for auto issuing can be set for just this instance of PPM. Do Not Auto Issue - the PPM will not be auto issued.
Days in Advance	The days in advance the PPM is to be auto issued by.
Notes	Free text box for notes relating to the PPM.

Complete the fields and click Save . Once the PPM header has been completed and saved a sub navigation will appear to allow additional entities to be assigned or viewed.

These include:

Dormant Records
Health and Safety
Actions
Seasonal PPM Dates
Regulations
Issued Tasks
Mobile Audits
Permits
Resources

Once a PPM has been Saved the lock Status will appear in the top right corner of the window - see Task Lock Status

Dormant Records

Health and Safety

Actions

Click to view more detail.

Available from 4.4.6 Actions are used to show work or Actions that been completed during a PPM on Child or Sub Assets. These can either be mass created by using "Generate Task Actions" for the General Tab, or can be done manually from the Actions screen. Once a PPM is issued the PPM actions will become Tasks Actions which can be answered against the Task.

Task Management > PPMs - Actions

If PPM Actions are created are created on mass, the PPM actions will be created on save. PPM Actions can also be added manually.

The link will open the PPMs / Actions grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Action click New , to edit an existing Action click Edit . A pop up window will appear which will allow the creation or amendment of an Action.

Actions can also be added manually to all Child or Sub - Assets.

Click Create Actions for All Child Assets to manually add Actions to all Child Assets.

Click Create Actions for all Sub - Assets to manually add Actions to all Sub - Assets.

Click to view - Actions Fields and Descriptions

Field Name	Description
Name	The name of the PPM Action - if created by "Generate Task Actions" this will be the Instruction Set short description.
Asset	From the drop down select the Asset for the PPM Action to be completed against - if created by "Generate Task Actions" this will be auto populated with one of the requested Sub or Child Assets
Description	The description of the PPM Action - if created by "Generate Task Actions" this will be the Instruction Set - Instruction Set Text.
Building	Auto populated with the Building the Asset is located in.
Location	Auto populated with the Location the Asset is located in.

Seasonal PPMs

Click to view more detail.

Certain PPMs will only be required on specific non- sequential dates. For example: The lawn only needs to be cut twice in the winter as opposed to weekly in the summer months. PPMs will be shown on the PPM planner with an ‘S’ to indicate that it is a Seasonal PPM.

Task management > PPMs - Seasonal PPMs

To create a seasonal PPM the Frequency of the PPM must be set to seasonal with the Period set to the amount of occurrences in a year. Once the PPM header has been saved select sub navigation - Seasonal PPMs

The link will open the PPM / Seasonal PPM grid. It is a grid view that can be customised and sorted as normal.

To add a new Seasonal PPM click New , to edit and existing Seasonal PPM click Edit . A pop up window will appear which will allow the creation or amendment of a Seasonal PPM

Click to view - Seasonal PPM Fields and Descriptions

Field Name	Description
Date	Enter the date the Seasonal PPM is to be carried out.
Day	Auto populated by Concept Evolution according to the date selected.
Week No.	Auto calculated by Concept Evolution according to the service week set by the Contact and the date selected.
Re-cycle	Check the box to regenerate or Re-cycle the PPM yearly on the selected date.

Regulations

Issued Tasks

Mobile Audits

Permits

Resources

Additional Icons - PPM Status

Available from 4.5.0

A PPMs status can be changed by clicking Change PPM Status .

PPMs have three generic states, but many statuses

Generic States:

Active - the PPM is active and running.
Suspended - the PPM is temporarily not required and will show suspended in the PPM Planner.
History - the PPM is no longer required and will not be viewable in the PPM Planner.

To create PPM Statuses see PPM Status

Note: In versions prior to 4.5.0 a PPM could be suspended and reinstated using Suspend PPM and Resume PPM

Note: There are two statuses that are pre set by Concept Evolution. These are applied when the Asset changes State, and can only be changed by changing the state of the Asset. When an Asset status is changed from Active to Suspended, PPM status will show as "Suspended by Asset". When an Asset status is changed from Active or Suspended to History, PPM status will show" History By Asset"