This chapter covers the following topics:
This chapter provides an overview of the Preventive Maintenance business process and describes the setup steps for enabling the Preventive Maintenance module of the Field Service application suite.
A Preventive Maintenance program aids a Field Service operation in its proactive efforts to service customers in anticipation of service needs.
Customer's reactive service is effectively addressed in the Oracle Service suite of products. However, service centers also need systems that are equally effective in the proactive and reactive support scenarios. By leveraging Oracle Service and Contracts functionality, the Preventive Maintenance solution provides the capability to log service requests and allocate tasks to the appropriate resources with the right parts and schedule them in anticipation of the service need.
The following topics are detailed in this chapter:
Create Users and Add Preventive Maintenance Responsibilities
Create Preventive Maintenance Territory and Assign Resources
The intent of the Preventive Maintenance (PM) solution is to provide the capability to log service requests automatically and allocate tasks to the appropriate resources with the right parts and schedule them in anticipation of the service need. The service need could be estimated based on item usage, calendar dates or a date range as specified in the contract.
In essence, Preventive Maintenance programs maintain products (customer owned or leased assets), by performing certain predefined "activities" at predefined intervals/times based on product's age, usage, current condition, environment it is installed at, wear and tear of the parts, past performance, and so on.
Currently, Oracle's Preventive Maintenance module employs a scheduling method of coverage, which can be based on manufacturer recommendations, customer requirements, or market demand. These PM activities are independent of abnormal conditions, or quality of the product performance. They are scheduled and performed at intervals, which are generally based on products usage and age
A comprehensive Preventive Maintenance process can be outlined as follows:
This business process step involves the definition of suggested preventive maintenance programs and their respective coverage (in Service Contracts).
Defining PM programs and coverage templates is covered in this implementation guide.
This is a process step in which a product and/or service with PM coverage is sold to the customer by the sales people. Once a product and respective service is sold, an instance of that product, coverage (contract) and program association are maintained by the service/contracts department to track and plan for PM activities.
Service departments generally plan in advance the PM activities they need to perform and resources required to fulfill those activities. Planning is an important step of the preventive maintenance process and enables optimal operations and effective delivery.
This process step involves the generation of PM requests (as a result of product usage, customer request and other events) and fulfilling them. The execution process involves, scheduling, reserving/allocating resources, capturing customer confirmation, delivering PM activities and billing customer.
The following table provides some definitions of terms that used in this guide when referring to Preventive Maintenance:
| Term/Acronym | Definition |
|---|---|
| Preventive Maintenance | Preventive Maintenance (PM) refers to the Proactive Service of products by performing predefined activities at predefined intervals/times based on a product's age, usage, current condition, environment it is installed at, wear and tear of the parts, past performance, etc. |
| Program | The recommended grouping of predefined activities to maintain the product over its life span. |
| Activity | A set of tasks performed on a product as part of proactive service at a predefined interval or time or on a specific date or during a predefined date range. |
| Program schedule | The recommended date or date range the activities under a defined program as mutually agreed and contractually obligated to be performed. |
| Task | The smallest unit of work of a given activity. |
Because the Preventive Maintenance module only uses a small portion of the available (Complex Maintenance, Repair and Overhaul (CMRO) functionality, the set up of CMRO for Preventive Maintenance is minimal. This includes setting some system profile options, defining some lookup values and a key flexfield.
Optionally, you can set up the approval workflow to enable approval of Maintenance Programs, Activities, and Routes. The only mandatory step to enable CMRO functionality is to set up the System Key Flexfield.
The following sections detail the manual and optional setups within CMRO:
To use Route Management in Preventive Maintenance, you must set up the Key Flexfield for the System attribute. In addition, you also can define some lookup values for attributes in the route definition.
Note: When defining routes in CMRO, the user is supported with a list of values for different available attributes. These attributes are optional and do not have functional usage in PM.
Route Management requires that a key flexfield for the definition of the System attribute be set up even though it is optional in Preventive Maintenance. If it's not set up, Route Management will not function properly.
Use the following procedure to set up the key flexfield for the definition of the System attribute.
Navigate to the Segments window.
From the Segments window, query the Flexfield title, using "AHL Route."
This validates the existence of the Route Flexfield and returns a record.
Add segments to this flexfield by clicking the Segments button and entering records for the System Flexfield Segment.
In order to create Value Sets to be used by the Flexfield Segments, click the Value Set button.
The Value Sets window appears.
Define a Value Set Name.
Choose List of Values in the List Type field.
Choose No Security in the Security Type field
Choose Char as the Format Type.
Choose Independent as the Validation Type.
Update Flexfield Segments with the Value Sets you defined.
To create Values for the Value Sets, navigate to the Segment Values window.
Query the name of the Value Set that you defined in Step 4 and click Find.
In the Segment Values window, you can add values to the Value Set in the Values Effective tab.
When you have added the appropriate values, save your work.
This process enables the Route Management functionality to work properly. For detailed explanation on setting up flexfields, see the Oracle Applications Flexfields Guide.
If you plan to use an approval process to maintain your maintenance programs, activities and routes, you can set up an approval workflow. The Preventive Maintenance module has a seeded workflow that addresses the objects mentioned above, but you can also create your own approval workflows. In these cases, any CMRO object can have a specific approval rule with its approval workflow and list of approvers.
CMRO also has a pre-defined default approval rule that is used if the approval profile options are activated, but no object-specific rule is defined.
In order to use an approval process in Preventive Maintenance, the following profile options must be set to Yes:
AHL: Enable approval workflow for Routes
AHL: Enable approval workflow for Maintenance Requirement
If you enable these workflows you must also set the following system profile options:
AHL: Workflow Loop Counter
AHL: Workflow Timeout Minutes
The Loop Counter profiles requires a numeric value and determines how many times a notification is resent if the user does not respond. The Timeout Minutes profile option requires a numeric value and determines how long the system should wait before it times out a workflow in case the progress is halted.
The following sections detail CMRO setups that are applicable to Preventive Maintenance:
In order to use the approval process in the Preventive Maintenance module, you must designate approvers within your organization, create approval roles and assign the roles to the appropriate approval employee.
Employees designated as approvers must be set up in Oracle Human Resources and they must be associated with a particular application user, which you set up in Oracle Applications. For details on setting up employees, see the Oracle Human Resources Implementation Guide.
Note: If you want to notify the approval user using email, you must set up the email address for the employee.
Once you create approvers, you can optionally create approval roles. CMRO provides a seeded default approval rule that is used when no object-specific approval rule has been set up. The default rule has one approval hierarchy with a seeded role defined.
To set up the role for the default approval rule, follow the steps in this section.
Navigate to the Role Types window.
From the Role Types window, query JTF_RS_ROLE_TYPE.
Create a role type code for the default approval role.
Save your work.
Navigate to the Role window and create a role with the code AHL_DEFAULT_APPROVER.
The code must be exactly as state above or the default rule will not recognize the role.
Associate the default approval role type code to this role.
Optionally, you can create additional roles if you have more than one level of approvers.
Note: For CMRO approval, only one user can be associated with a role. So you must create as many roles as you have approvers.
If you have specific approval rules for different CMRO objects, use the following procedure to set them up.
Navigate to the Role Types window.
From the Role Types window, query JTF_RS_ROLE_TYPE.
Create a role type code for the general approval role.
You can create multiple role type codes for grouping the roles together, but you must create at least one.
Save your work.
Navigate to the Role window and create a role for each approver in your organization.
Associate the appropriate approval role type code to each of the roles.
Save your work.
Use the following procedure to map approval employees to roles. Although each role must only have one employee associated with it, you can associate a single employee to multiple roles.
Roles and employees must be set up.
Navigate to the Select Resources to Import window.
From the Select Resources to Import window, select an approval employee.
Click Search.
In the results spreadtable, select the employee and click Import Resource.
The Set Resource Attributes window appears.
Select the role you want to assign to the approver in the Role field from the list of values.
Click OK.
Click Save Resource.
If you want to assign this approver to additional roles, click Details.
In the Roles tab, add as many roles as you want to assign to this approver.
Click Save.
If you want to adjust the default approval rule
Navigate to the Search Approval Rules window.
In the Search Approval Rules window, enter 'Default AHL Rule' in the Default Rule Name field and click Go.
In the search results spreadtable, click the hypertext name 'Default AHL Rule.'
This opens the Update Approval Rule window.
In the Approver Details section, add any roles or users in the sequence you want the objects to be approved.
The first role is seeded and you can either change the hierarchy or delete this seeded role if necessary.
Click Apply.
Do not add any values to the Operating Unit attribute or the Priority attribute. These features are not supported by CMRO. Also, if you set the Status of the default rule to Obsolete you cannot return this rule to any other status.
You can optionally define specific approval rules with a specific hierarchy for the different CMRO objects. Follow this procedure, to create these rules.
Navigate to the Search Approval Rules window.
From the Search Approval Rules window, click Create.
The Create Approval Rule window opens.
In the Approval Rule Info section, choose either Maintenance Request or Route Management in the Create Approval Rules For field.
Choose Concept as the Approval Type.
Select a Status of Active.
Enter an Approval Rule Name.
Click Apply.
The Update Approval Rule window appears.
In the Approver Details section, add roles or users in the sequence you want the objects to be approved.
Click Apply.
To map the CMRO objects to the Approval workflow, navigate to the Workflow tab.
The Workflow Process Mapping window is displayed.
In the Object field, choose the object you want to map.
In the Process Name field, choose the approval workflow that you want to map to the object.
The CMRO default workflow is called ASO Generic Approval Process.
Repeat steps 10-11 for each object-workflow mapping you want to create.
If you want to use the same approval workflow for all your CMRO objects, leave the Object field blank.
In order to use the Preventive Maintenance module for Field Service, keep in mind the following:
CMRO's Fleet Maintenance Program can be used with no additional setup steps. Optionally, you can define the Category attribute for the Maintenance Program or Activity. All other lookups for Fleet Maintenance are either pre-seeded or are not available for Preventive Maintenance.
In the Unit Maintenance Plan setup, the only additional consideration is whether or not you want to set the profile option to enable the planning window.
The definition of the planning window in UMP specifies how far out upcoming preventive maintenance requirements will be calculated. If the following profile options are not set, calculation will occur only up to the current day.
AHL: Maximum Planning Window (Number) - This profile uses a numeric value that defines the days, weeks, months, or years to be considered for calculation.
AHL: Maximum Planning Window (UOM) - This profiles sets the unit of measure used in the calculation. Seeded values include days, weeks, months, or years.
There is a functional setup of the forecast if you do not use the contracts for your maintenance schedule. Defining forecasts is detailed in the CMRO User's Guide. To validate the correct installation of the UMP, check whether or not the Unit Effectivity build routine has been installed.
UMP requires no preventive maintenance specific setups in the Lookups.
To calculate the Unit Maintenance Plan, you must run the Building Unit Effectivity concurrent program, which is pre-seeded and can be set up to run at intervals or on demand.
To ensure a successful implementation, the following task sequence should be followed. Each of these tasks contains Preventive Maintenance-specific steps, which are detailed in the documentation:
In order to implement and use the Preventive Maintenance module you must create a user and assign the user appropriate responsibilities. At a minimum, the following responsibilities need to be assigned to a user:
Preventive Maintenance
Preventive Maintenance Reports
For more information on setting up users and assigning responsibilities, see Setting Up the System Administrator.
You must create a Request Type of "Preventive Maintenance" and you must map it to the Preventive Maintenance and the Preventive Maintenance Reports responsibilities.
For more information, on setting up request types, see Confirming Setup of Service Request.
To map the Preventive Maintenance Request Type to the appropriate responsibilities perform the following steps.
You must have created a Request Type called "Preventive Maintenance."
Navigate to the Request Types window.
From the Request Types window, query for the Request Type of "Preventive Maintenance" in the Type field and select it.
Click the Map Types button.
The Mapping Service Request Types window appears.
Select Preventive Maintenance in the Request Type field.
In the Responsibility Field, choose Preventive Maintenance from the list of values.
Create a second line and repeat steps 3-4 and choose Preventive Maintenance Reports from the list of values.
Save your work.
You must create a resource group called Preventive Maintenance and add those Field Service representatives to it that are supporting your program.
For more information on this process, see Confirming Set Up of Resources.
The requirements necessary for assigning/routing of Service Requests in Preventive Maintenance are different than assigning/scheduling Field Service technicians. Furthermore, the users and groups being assigned are also different.
You must create a territory called "Preventive Maintenance" in Oracle Common Application Components with the following properties:
From the Overview tab enter Preventive Maintenance in the Name field and in the Transaction Types field, choose Service Request.
From the Transaction Qualifiers tab, in the Name field, choose Request Type from the list of values. In the Qualifier Values block, choose equal to (=) in the Operator Field and choose Preventive Maintenance in the Value From field.
From the Resources tab, assign all the resources who were assigned to the Preventive Maintenance Resource Group to the territory. Give each of these resources an Access Type of Service Request. Also, add the created Preventive Maintenance group to the territory and give this group resource the Access Type of Service Request.
For more details on setting up territories in Oracle Common Application Components, see the Oracle Common Application Components Implementation Guide.
You need to create task template groups and task templates, which will be used by Preventive Maintenance to initiate service requests in your Field Service operation. Task templates are associated with routes when you are setting up your PM program.
First you will create Task Template Groups, where you can pre-define multiple commonly used tasks for different activities, such as service requests, escalations, or tasks. When creating tasks from a task template, you can select the appropriate template group to generate tasks simultaneously.
Use task templates to make task creation simple and quick. Once a template is defined, you can specify resource requirements, create dependencies, and schedule repeating tasks.
For complete details on creating Task Template Groups and Task Templates, see Part IV Task Manager of the Oracle Common Application Components User's Guide.
You must setup master items in Oracle Inventory in order to create PM programs.
One of the methods for scheduling maintenance on an item through a PM program is by associating a counter to the item. Counters allow you to track usage and schedule preventive maintenance based up a pre-determined usage level you associate with the items.
For more details on creating master items for Field Service, see Define Items of this manual.
Standard set up is required for items, based upon the procedures detailed in the Oracle Inventory User Guide. In order to ensure that master items are accessible in Preventive Maintenance, however, you must also set the following attribute for each master item:
In the Service tab, select Enabled in the Service Request Enabled field, and check the Serviceable Product check box.
In the Inventory tab, all items (serialized as well as unserialized) are supported in Preventive Maintenance. In the Serial block, select a Generation type (for example, At Receipt) from the list of values, and enter the Starting Number and Starting Prefix for the item.
Note: The Serial fields Starting Prefix and Starting Number are mandatory ONLY when the Generation value equals Predefined. In all other cases, the serial fields are optional.
Once you have created master items, you must assign them to the appropriate organization. This function can be done by navigating to Tools > Organization Assignment. Master items can be assigned to multiple organizations.
Refer to the Oracle Inventory User's Guide for detailed instructions on how to set up and administer inventory organizations.
You must create counter groups and counters and associate them to master items in order to enable PM programs to schedule maintenance based upon item usage levels.
Counters are used in setting interval thresholds for PM activities. This is one of the methods for determining the preventive maintenance schedule. When determining an interval threshold for a particular effectivity, only those counters associated with the item will be available in the list of values.
Once you have set up the counter groups and related counters, associate them with the related master items. For details on setting up counter groups and counters, see the Implementing Counters section of the Oracle Service Implementation Guide. There are no preventive maintenance specific setups required.
You must create the preventive maintenance programs that you will use in your proactive Field Service operation. These setups are part of the Oracle Complex Maintenance, Repair and Overhaul (CMRO) application, but you need not license CMRO to use preventive maintenance. These programs will be associated with coverage templates in Oracle Service Contracts, which will be used when you author service contracts that contain a preventive maintenance coverage plan.
Preventive Maintenance utilizes CMRO's Unit Maintenance Plan functionality, which during the execution phase of Preventive Maintenance, contains the list of Activities that automatically generate Service Requests. This functionality must be fully implemented in order to execute a Preventive Maintenance program.
The following setup steps are required for creating a PM program:
The following sections detail the steps required to set up PM programs. You may consult the Oracle Complex Maintenance, Repair and Overhaul User's Guide for complete details on setting up the various components of the PM program.
Task templates, items, and counters must be set up.
There are several profile options that must be set in order to properly configure and run the Preventive Maintenance program.
Initially, you must set the CMRO application to run in Preventive Maintenance mode in order to set up PM programs and activities. This is accomplished by setting the profile option "AHL: Preventive Maintenance Installation" to Yes.
Important: There is no need to license the CMRO application if you are using preventive maintenance.
After you set this profile option, when you log into the CMRO application, you will see the Preventive Maintenance mode, which contains user interfaces specifically designed for setting up PM programs.
You can streamline the PM approval process by setting the following profile options to No:
AHL: Enable approval workflow for Routes
AHL: Enable approval workflow for Operations
AHL: Enable approval workflow for Maintenance Requirement
The default value for this profile option is Yes, which enables the Oracle Workflow process for approvals in CMRO. If you set these profile options to No, then when you create routes, programs, and activities, you can approve them at the time of creation by clicking the Approval button.
The following table contains other PM-related profile options, a description, and a suggested setting:
| Profile Option Name | Descriptions | Value |
|---|---|---|
| AHL: Maximum Planning Window (Number | Used to define the planning window for the UMP | numeric |
| AHL: Maximum Planning Window (UOM) | Used to define the planning window for the UMP | Date (years, months, etc.) |
| CSF: PM Incident Status | Defines the status of the generated Service Request | Open |
| CSF: PM Incident Type | Defines the type of the generated Service Request | Preventive Maintenance |
| CSF: PM SR Generation Last Run Date | This is a display only profile option that shows that last time this concurrent program was run | Date |
| CSF: PM Task Confirm Status | Defines the task status of tasks requiring customer confirmation | Confirm |
For more information on setting up profile options, see the Oracle Application User's Guide.
The following steps detail the process of accessing and setting profile options.
Navigate to the System Profile Values window.
At the Profile field of the Find System Profile Values field, perform a search by entering a partial value followed by the wildcard (%) and clicking Find.
Select profile option you want to set from the list of profile options displayed.
In the Site field, select the value you want to set to the profile option.
Save your work.
Repeat steps 2-5 for each profile option you want to set.
When creating PM programs with associated activities, you must create routes, which manage the work definition of scheduled and unscheduled maintenance tasks. It allows maintenance organizations to create work cards specifying the zone, work location, supporting process types, skill types, and significant maintenance tasks.
Task Template Groups and Task Templates also are associated with the routes and it is this connection that links service requests in Field Service to the PM programs associated to particular customers. This will be used for task generation at the time of PM Program/Activity execution in Field Service.
For detailed step by step information on setting up Routes, see the Managing Maintenance Routes section of the Oracle Complex Maintenance, Repair and Overhaul User's Guide.
Note: The Task Template Group field is not covered in CMRO documentation, as it is specific to the PM module. Select the predefined Task Template Group that you want to associate with the route.
The mandatory fields for routes are Route Number, Title, Time Span and Start Date. Time Span defines the total duration of a route in hours, however, it is used in CMRO's Visit Work Package module and is not a part of the PM module. Enter any numeric value.
The Task Template Field is required for PM programs.
Once a route is created, if the profile option AHL: Enable Approval WorkFlow for Routes" is null or set to No, you do not need to access Oracle Workflow. You only need to click Approve to approve the route.
Preventive Maintenance programs represent the recommended grouping of predefined activities to maintain the product over its life span. These programs, once defined and associated with activities, can be associated with coverage templates in Oracle Service Contracts, which provides the basis for providing coverage in a Preventive Maintenance Program.
A Preventive Maintenance Program is associated to a product and is governed by a set of effectivity rules. Each Activity thus contained in the Preventive Maintenance Program is a collection of tasks and/or task sets. An Activity contains the information on what tasks or task sets need to be performed and when it needs to be performed. The Preventive Maintenance request generating program creates one Service Request for every Activity.
Normally a Preventive Maintenance Program is a manufacturer suggested maintenance requirement. A typical Preventive Maintenance Program is generally defined for a product or group of products and contains the "what", "when," and "how" of the Preventive Maintenance Activities.
For more details on this process, see the Managing Maintenance Requirements section of the Oracle Complex Maintenance, Repair and Overhaul User's Guide.
You should know the Maintenance Requirement Category, Program Type, and the Service Type. These values must exist in the database.
To set up a Preventive Maintenance Program, follow these required steps:
Navigate to the Fleet Maintenance page.
Click Create.
At the Type field, choose Program from the list of options.
This is the point where you differentiate between setting up a Program and setting up an Activity. This is specific to the PM Mode of CMRO and not covered in the CMRO documentation.
Enter a name for the program in the Title field.
Choose a program Category from the list of values.
This is the user-defined category of the program. A common method of categorization would be based on the equipment type to which the maintenance requirement applies.
Enter a Program Type. If you do not know the name of the Program Type, perform a search and select the appropriate Program Type from the list of values.
This is the user-defined maintenance requirement program type. Program Types are used to classify or group PM programs. Program Sub-Types are not used in Preventive Maintenance.
Choose a seeded Implement Status from the list of values.
The options are: Mandatory, Optional Implement, or Optional Do Not Implement.
For PM programs, DO NOT choose "Optional Do Not Implement," or the Program will not be picked up by the Unit Maintenance Plan (UMP).
Choose whether or not the Program will be Repetitive.
The field values can be Yes or No. The field value indicates whether the maintenance requirement is one time or repetitive. If you choose Yes, then you must choose a value in the Show field.
Choose the Whichever Comes value for the PM program.
The possible values are First or Last. This is used to determine whether to choose the first or the last due date calculated based on all the interval thresholds defined for the program. Choosing First would indicate an OR condition, and Last would indicate an AND condition for the interval threshold records.
Enter an Effective From Date.
Click Apply to save your work.
The side navigation displays links to Effectivities and Relationships, which are used to associate Effectivities and Activities to a PM Program.
Once you create a PM Program, you must add effectivities and interval thresholds to the program.
Effectivities are the specific items -- set up in Oracle Inventory -- which are to be serviced in under this specific Preventive Maintenance Program. These effectivities can also be associated with one or more Activities that are associated with the Program. Please note that ALL effectivities that are to be associated to the activities must be associated to the PM program.
The interval thresholds determine the total duration of the program as it relates to the specific effectivity it is associated with. The interval threshold for the program's duration can be represented in terms of calendar date, or by usage. For example, if a program is set up to be effective for one year for all the effectivities associated with it, you must set that value for each effectivity on the program. Similarly, if the interval threshold is based upon usage, you can set the usage limits and select the appropriate counters.
The PM Program must be set up. Master Items must also be set up in Oracle Inventory. Counters must also be set up.
To add effectivities and interval thresholds to an existing Preventive Maintenance Program, follow these steps:
Navigate to the Fleet Maintenance page.
Enter some search criteria for the Preventive Maintenance Program you want to access and click Go.
The Preventive Maintenance Program you searched for will appear in the Maintenance Requirements Results table. You can either click the hypertext title of the program to navigate to the Update form, or you can click the Effectivity icon to navigate directly to the Effectivity window. (If you go to the Update window, click the Effectivities hypertext link on the side navigation bar.)
Click the Add More Rows button to create some blank rows in the Effectivities List table.
In the Effectivity field, enter a text name.
Enter a % character (or enter a partial value if you know the item number) in the Item Number field and click the Flashlight icon to search for the Item you want to represent the effectivity.
Select the item from the list of values.
Click Apply to save the effectivity to the program.
Once the effectivity is saved, the Interval Threshold icon appears to the right of the Item Number.
To add the Interval Threshold for the effectivity, click the icon.
The Update Interval Threshold window appears.
If you are using a calendar date-based threshold, enter a numeric value in the first Program Duration field and select the date interval you are using in the second field.
Possible values in the second field are Days, Weeks, Months, and Years. So, for example, if you want your program to be effective for eight months, enter 8 in the first field and choose Months in the second.
If you are adding a usage-based threshold interval (these are not mutually exclusive and you can have both), then click the Add More Rows button.
The value that you want the program to begin defaults to 0 in the Start field.
Enter the value that you want the program to End in the Stop field.
Choose the Counter that you want to associate with this interval threshold from the list of values.
The UOM defaults from the Counter.
Click Apply to save your work
Repeat steps 4-13 for each effectivity and interval threshold you want to add to the program.
Be sure to add every effectivity to the program that you want to add to the activities associated with this program. All activity effectivities must exist as program effectivities.
A Preventive Maintenance Activity is the work definition or work scope per Preventive Maintenance service request. The work definition is in terms of tasks and/or task sets. Generally, a Preventive Maintenance visit is initiated by an Activity defined within the Preventive Maintenance Program, based on the predefined trigger rules, such as usage or time elapsed. Preventive Maintenance Activities also contain the fulfillment requirements such as parts, tools and labor. One Activity will result in creation of one Service Request.
When you set up activities you navigate to the same page where you set up the Preventive Maintenance Programs. One or more PM Activity is associated with a PM Program and, as such, the Activity always reflects the status of "child" to a "parent" PM Program. This is relevant when you are creating the association between the two.
Once you create an Activity, you can associated Routes, Effectivities, and Threshold Intervals to it. These associations are what determines the terms and duration of coverage of the activities that you are including in your PM program.
You should know the Maintenance Requirement Category, Program Type, and the Service Type. These values must exist in the database.
To set up a Preventive Maintenance Activity, follow these required steps:
Navigate to the Fleet Maintenance page.
Click Create.
At the Type field, choose Activity from the list of options.
This is the point where you differentiate between setting up a Program and setting up an Activity. This is specific to the PM Mode of CMRO and not covered in the CMRO documentation.
Enter a name for the activity in the Title field.
Choose an activity Category from the list of values.
This is the user-defined category of the program. A common method of categorization would be based on the equipment type to which the maintenance requirement applies.
Enter a Program Type. If you do not know the name of the Program Type, perform a search and select the appropriate Program Type from the list of values.
Choose a seeded Implement Status from the list of values.
The options are: Mandatory, Optional Implement, or Optional Do Not Implement.
For PM activities, DO NOT choose "Optional Do Not Implement," or the Activity will not be picked up by the Unit Maintenance Plan (UMP).
Choose whether or not the Activity will be Repetitive.
The field values can be Yes or No. The field value indicates whether the maintenance requirement is one time or repetitive. If you choose Yes, then you must choose a value in the Show field.
Choose the Whichever Comes value for the PM program.
The possible values are First or Last. This is used to determine whether to choose the first or the last due date calculated based on all the interval thresholds defined for the program. Choosing First would indicate an OR condition, and Last would indicate an AND condition for the interval threshold records.
Enter an Effective From Date.
Click Apply to save your work.
Preventive Maintenance programs are linked to Field Service through the tasks template groups and task templates that are attached to routes. In order to complete this linkage, you must associate the routes to PM activities in order to make them available to the program.
Each activity in a PM program generates a service request in Field Service, the parameters of which are determined by which task templates are associated with it.
For more details on this process, see the Complex Maintenance, Repair and Overhaul User's Guide.
A Preventive Maintenance Activity must be set up and Routes must be set up.
To add routes to an existing Preventive Maintenance Activity, follow these steps:
Navigate to the Fleet Maintenance page.
Enter some search criteria for the Preventive Maintenance Activity you want to access and click Go.
The Preventive Maintenance Activity you searched for will appear in the Maintenance Requirements Results table. Click the hypertext title of the program to navigate to the Update form.
On the left-hand side navigation, click the Routes hypertext link.
The Update Attached Routes window appears.
In the Routes List table, click Add More Rows to create blank rows.
In the Route Number field, enter a partial value or the % character and click the Flashlight icon to search for the Route you want to attach to the Activity.
Select the Route Number from the list of values.
The Route Description, Product Type, Operator, and Revision Number default from the Route Number.
Click Apply to save your work.
Once you create a PM Activity, you must add effectivities and interval thresholds to it.
Effectivities are the specific items -- set up in Oracle Inventory -- which are to be serviced when a specific Preventive Maintenance Activity is undertaken by a Field Service representative. Please note that ALL effectivities that are to be associated to the activities must be associated to the PM program that the activity is in relationship with.
With activities, the interval thresholds differ from those attached to the program in that they determine when a service activity is to take place. Whereas interval thresholds for programs set the maximum time that the program will be in effect, the activity's interval threshold determines the schedule for the preventive maintenance.
The number of interval and threshold values defined for an activity can be unlimited, and maintenance personnel can select whether the combined intervals will come due at "whichever occurs first" or "whichever occurs last". The interval thresholds are directly related to one of the effectivities of an activity, allowing an activity to have several useful interval threshold sets, depending on the effectivity.
The interval threshold for the activity can be represented in terms of calendar date, or by usage or both. For example, if a activity is set up to provide service for a copy machine every six months, or every 10,000 copies, you must set the interval threshold to account for both parameters.
For detailed information on setting up interval thresholds, see the Managing Maintenance Requirements section of the Complex Maintenance, Repair and Overhaul User's Guide.
The PM Activity must be set up. Master Items must also be set up in Oracle Inventory. Counters must also be set up.
To add effectivities and interval thresholds to an existing Preventive Maintenance Activity, follow these steps:
Navigate to the Fleet Maintenance page.
Enter some search criteria for the Preventive Maintenance Activity you want to access and click Go.
The Preventive Maintenance Activity you searched for will appear in the Maintenance Requirements Results table. You can either click the hypertext title of the program to navigate to the Update form, or you can click the Effectivity icon to navigate directly to the Effectivity form. (If you go to the Update form, click the Effectivities hypertext link on the side navigation bar.)
Click the Add More Rows button to create some blank rows in the Effectivities List table.
In the Effectivity field, enter a text name.
Enter a % character (or enter a partial value if you know the item number) in the Item Number field and click the Flashlight icon to search for the Item you want to represent the effectivity.
Select the item from the list of values.
Click Apply to save the effectivity to the activity.
Once the effectivity is saved, the Interval Threshold icon appears to the right of the Item Number.
To add the Interval Threshold for the effectivity, click the icon.
The Update Interval Threshold window appears.
Click the Add More Rows button to create blank rows in the Interval Threshold List table.
Fill out the appropriate fields in the row to set your interval threshold.
The available fields and definitions are as follows:
Start Date - This is the start date of the range after which the interval specified is valid. This date begins the range for the interval in relation to the associated counter.
Stop Date - This is the stop date of the range before which the interval specified is valid. This date begins the range for the interval in relation to the associated counter.
Start - This is the start counter value of the range from which the interval specified is valid. This date begins the range for the interval in relation to the associated counter.
Interval - The interval value for repetitive PM Activity, and drop-dead counter values for one time activities. When used with one time activities, interval will be a count down of the associated counter. When used with repetitive activities, interval will represent the frequency of occurrence according to the associated counter.
Stop - This is the stop counter value of the range before which the interval specified is valid. This date ends the range for the interval in relation to the associated counter.
Tolerance Before - The number of counter units of measure that is acceptable for activity accomplishment before the specified interval. This value aids in planning maintenance jobs.
Tolerance After - The number of counter units of measure that is permissible for activity accomplishment before the specified interval. This value aids in planning maintenance jobs.
Counter Name - The associated counter identifier. This identifier is used to set all numerical values in the row, including Interval, Tolerances, Start and Stop.
UOM - The Unit of Measure as per the associated counter. This value is defaulted when you select the counter.
Click Apply to save your work.
Repeat steps 4-11 for each effectivity and interval threshold you want to add to the program.
Be sure to that you only add effectivities to the activity that you already associated with the program.
In order for a Preventive Maintenance Program to have usefulness, you must associate activities to the program. You can associate as many activities to the program as necessary for your business needs.
Typically, a PM Program can be thought of as a collection of related activities. For example, if you have a Program called "Commercial Truck Maintenance," you might relate several activities to that program that all deal with different maintenance issues for commercial trucks. You might have one preventive maintenance activity to track and service tires, another to service the engine maintenance, another to deal with fluid replacement, and so on.
Activities and Programs can be associated with one another from either the Program UI, or the Activity UI. The key to the association is that the PM Program is always the "parent" in the relationship and the Activity is always the "child."
The PM Program and activities must be set up.
To associate activities to programs, follow these steps:
Navigate to the Fleet Maintenance page.
Enter some search criteria for the Preventive Maintenance Program you want to access and click Go.
The Preventive Maintenance Program you searched for will appear in the Maintenance Requirements Results table. You can either click the hypertext title of the program to navigate to the Update form, or you can click the Relationships icon to navigate directly to the Maintenance Requirements Relationships form. (If you go to the Update form, click the Relationships hypertext link on the side navigation bar.)
Click Add More Rows to create some blank rows in the Maintenance Requirements List table.
In the Title field, search for the Activity you want to associate with the program and select it from the list of values.
In the Relationship Type field, choose Child if you are associating an activity to a program.
Relevant information about the activity is defaulted upon selection, including Type, Program Type, Status, and so on.
You can also associate a program to an activity using this same process, but if you do so, you must choose Parent in this field.
Repeat steps 4-5 for each activity you want to associate with the program.
Click Apply to save your work.
In order to associate programs and activities to a coverage template, both need to be approved.
Once programs and activities are, if the profile options "AHL: Enable Approval WorkFlow for Maintenance Programs" and "AHL: Enable Approval WorkFlow for Operations" are null or set to No, you do not need to access Oracle Workflow. You only need to click Approve to approve them.
A Preventive Maintenance Program can be associated with a Coverage Template in Service Contracts. "Confirmation Required" can be defined at this point. Stream levels can be also set up. The coverage template, with an associated PM program, also may be linked to a service item in Oracle Inventory module.
A PM Program consists of pre-defined activities, which you set up in CMRO. A user can associate a Preventive Maintenance Program to a coverage template by picking up a Preventive Maintenance Program from a list of values. The "Description" field is populated automatically from the PM Program source, once a program name is chosen and can not be edited. The "Schedule" button is enabled only when a PM program is associated to the coverage template. By clicking the "Schedule" button, the Preventive Maintenance Schedule page is invoked, which allows users to schedule coverage streams and to enter or modify the information related to the selected PM program.
Note: Only those PM Programs and Activities that have been approved and carry a status of "Complete" can be associated with coverage templates.
For an instantiated coverage, if the status of the contract is not "Entered", the user cannot change or select another PM program. If the status of the contract is "Entered" when another PM Program is chosen, the originally defined stream levels are associated with the new PM Program.
Coverage templates are used when you are creating a Service Program/Warranty which details the coverage and pricing of a particular preventive maintenance program. An approved Service Program/Warranty is selected when you are creating a Service Contract.
For step-by-step details on creating Coverage Templates, see the Oracle Service Contracts Users Guide.
The following topic related to the Preventive Maintenance Schedule is covered in this section:
Items and PM programs must be set up.
Other prerequisites include: Coverage type lookup codes in Service Contracts and price lists and time zone in Order Management. In Customer Support you must set up the following: service request severity, business processes, resource types, resources, billing types and billing rates.
Navigate to the Standard Coverage window.
When creating a coverage template for Preventive Maintenance, select a Preventive Maintenance Program Name from the list of values. The Program Description field will automatically populate.
After you have associated a Preventive Maintenance program to the coverage template, the Schedule button is enabled. Click this button to open the Preventive Maintenance Schedule page to set coverage schedules and to view or modify the other information related to the selected Preventive Maintenance program.
Once you choose a Preventive Maintenance Program for the coverage template, you can navigate to the Preventive Maintenance Schedule window, which provides access to details about the program and related activities and also allows you to set up stream levels.
There are two tabs within this window:
The Program Schedule tab displays the Program Name and Program Description and the Coverage Effectivity defaults to the current date. Click the View Program button to access the details of the PM Program, which you set up in the CMRO Preventive Maintenance Mode. See Create Preventive Maintenance Programs for additional details.
When defining a coverage template, only the following fields within the Stream Levels block are enabled and made navigable: Sequence Number, Periods, UOM/Period, UOM, Offset Period, and Offset UOM. The Auto Schedule checkbox is automatically selected and the Schedule block is grayed out during template creation.
Setting up Stream Levels allow you to determine the coverage cycle you want to associate with the PM Program and activities you have associated with this Service Contract coverage template. A coverage schedule may have many coverage streams and each stream level is a set of coverage periods.
Note: If the coverage set on the template is different from the default schedule dictated by the Preventive Maintenance Program, it takes precedence over the default schedule.
The Activity Schedule tab displays the Activities that are associated with the PM Program that you selected for this coverage template. Click the View Activity button to access the details of the Activity, which you set up in the CMRO Preventive Maintenance Mode. See Create Preventive Maintenance Programs for additional details.
You can manually fill in the Stream Levels for each activity for the same enabled fields as in the Program Schedule, or you can default the values from the Program Schedule by clicking the Populate From Program button.
Note: If the Activity Schedule is different from the Program Schedule, it takes precedence over the Program Schedule.
Items and PM programs must be set up.
To set up Stream Levels for PM Programs, follow these steps:
Navigate to the Preventive Maintenance Schedule window.
In the Stream Levels region, enter a numeric Sequence Number in the Seq No field.
This is the sequence in which you wish to have the coverage stream levels instantiated.
Enter a numeric value for the number of Periods you want included in the Stream Level.
For example, if you want to set up a stream level of “coverage for 1 period of 15 days," the value in this field should be “1.”
Enter the number of periods to be included in this stream level in the Periods/UOM field
In the previous example, the value in this field should be “15.”
Select the Unit of Measure for the period in the UOM field from the list of values.
In the example, you would select "Days" as the UOM value.
Optionally, you can enter values for Offset Period and Offset UOM if you want the coverage to start at some point after the Coverage Effectivity date.
If you enter a value in either of these fields, you must enter values in both. Offset Period can be any numeric value you choose and will relate directly to the Offset UOM you choose. For example, if you choose "8" for the Offset Period, and "Weeks" for the Offset UOM, then the coverage will begin eight weeks after the Coverage Effectivity date.
Repeat steps 2-6 for each Stream Level you want to associate to the Program for this coverage template.
If you want to add Stream Levels to the Activity Schedule, click the Activity Schedule tab.
To default the values from the Program tab, click the Populate From Program button.
You can also manually enter values for Stream Levels for each Activity. You may want to set up coverage cycles that differ from one activity to the next.
Click OK to save the values and return to the Coverage Template window.
A Preventive Maintenance service program or warranty is used to instantiate a particular PM program when you author a service contract. When you create the service program/warranty you attach it to the appropriate coverage template. Once created in Oracle Inventory, you create a price list for this item, which defaults down to the contract.
A Service Programs/Warranty is set up as a master item and is associated with a coverage template.
At a minimum, set the following attributes for the service program/warranty:
From the Main tab, select Service Program/Warranty in the Item Type field.
From the Order Management tab, select Customer Ordered and OE transactable checkboxes.
From the Invoicing tab, select the Invoiceable Item checkbox.
From the Service Tab, select Service from the list of values in the Contract Item Type. In the Contract block, select a Duration Period and enter a Duration to establish the length of the contract coverage. In the Template field, choose the Coverage Template you want to associate with the service program/warranty. In the Service Request Enabled field, select Enabled.
For detailed step-by-step instructions on setting up master items, see the Oracle Inventory User's Guide.
Once you have created all Service Program/Warranty entries in Oracle Inventory that you will need to author preventive maintenance service contracts, you must create a price list entry for each Service Program/Warranty.
At a minimum, you must enter the following information for each entry on the List Lines tab of the Price Lists page:
Select Item in the Product Context field
Select Item Number in the Product Attribute field
Choose the relevant Service Program/Warranty in the Product Value field
Enter the price of the Service Program in the Value field.
For details on creating price lists and adding items to the list, see Setup of Price Lists.