Running the Preventive Maintenance Process

Scheduling a Preventive Maintenance Work Order

Once the Preventive Maintenance Process applies the formulas and calculations based on your specifications in the schedule, it normally generates a work order on a given date. You can access the work order from the Work Order Workbench component or access it directly in the Work Order component to schedule the work order.

When you access the work order, you may want to override the header values that are supplied by default from the Preventive Maintenance schedule. The labor, inventory, purchase/on-hand, and tool requirements, along with instructions, a checklist, notes, and attachments are derived from the task templates that are associated with the job template that you attached to the schedule.

If you plan to schedule labor and inventory resources, you may need to consider:

• Crew scheduling.

  PeopleSoft Maintenance Management enables you to schedule individual technicians and crews on preventive maintenance work orders. To enable you to perform crew scheduling, the Schedule Crews check box on the Shop Definition page of the shop that you selected for the preventive maintenance work order must be selected. You must also set up crews and assign them to the shop. Schedulers must access the Crew Scheduling Workbench to determine the capacity of one or more crew to perform the preventive maintenance work order's tasks and schedule the crews from the Labor Assignment Workbench, along with technicians that are not part of a crew, if desired.

• Inventory parts commitment and reservation.

  To commit and reserve inventory parts for work order tasks, you must apply a combination of commit and reservation rules to the work order. These rules are set up at the work order business unit level, the shop level, and the shop/type level that is defined within the shop. The Preventive Maintenance Process calls the Reservation process when the material is ready to reserve based on the reserve rules.

The Commit Rules that are defined at the business unit, shop, and work order type level are:

• Commit at Reserve

  Selecting this Commit rule enables you to defer committing the items to PeopleSoft Inventory until the time you choose to reserve the items. The Preventive Maintenance Process will call the commit and reservation processes for transactions and point to this commit rule, as long as the associated reservation rule is either Parts List Creation or Status Change where the task status is equal to the reservation status.

  Important! The Preventive Maintenance Process does not trigger the Batch Reservation process in PeopleSoft Inventory, which means that if you select a combination of the Commit at Reserve rule and the Batch Reservation rule at the business unit, shop, or shop/type level, then the Preventive Maintenance Process will create a work order without triggering the commit or reserve rules. Once the work order is created by the Preventive Maintenance Process, you can run the Batch Reservation process in PeopleSoft Inventory (Inventory > Fufill Stock Orders > Stock Requests > Reserve Materials Process) to commit and reserve the inventory that is identified in the job template that is associated with the PM Schedule.

• Parts List

  The addition of an inventory item to the parts list means that items are committed when they have been added to the Inventory Schedules grid and a save has been issued. Each subsequent part that is added and saved on the work order task will commit the item to PeopleSoft Inventory.

• Picking Plan

  You cannot create a picking plan in Preventive Maintenance, which means that the Preventive Maintenance Process does not have access to this option. You can create a picking plan only after the work order is created.

• Work Order Status Change

  Items are committed when the work order task status is changed to a status of Awaiting Schedule, Scheduled, or Work in Progress.

The Reservation Rules that are defined at the business unit, shop, and work-order type level are:

• Batch Reserve Only

  You must select Inventory > Fulfill Stock Orders > Stock Requests > Reserve Materials Process in PeopleSoft Inventory to run the Batch Reservation process, which reserves committed rows for all work orders. The Preventive Maintenance Process does not initiate the Batch Reservation process. If you select this reservation rule in combination with the Commit at Reserve rule in the business unit, shop, or shop/type, you cannot reserve the inventory that is specified in the job template of the PM Schedule until after the Preventive Maintenance Process generates the work order. Once a work order is generated, you can access PeopleSoft Inventory and run the Batch Reservation process. The Batch Reservation process does not differentiate between preventive maintenance and other types of work orders.

• Parts List Creation

  When the parts (items) in the work order task are saved, the parts (items) are reserved.

• Pick Plan Creation

  This option does not apply to the Preventive Maintenance Process because it can reserve parts only when the picking plan is run

• Work Order Status Change

  When the status of the work order task is changed to Awaiting Schedule, Scheduled, or Work in Progress, the parts (items) are reserved.

See Setting Up PeopleSoft Maintenance Management Work Order Parameters.

Processing a Preventive Maintenance Work Order

When the Preventive Maintenance Process runs, it calculates the estimated costs for labor, inventory, purchased materials, and tools. It also calculates the required end date based on the duration that is specified in the job template, which assumes that one day has 24 work hours.

The formula for calculating the work order end date is:

WO Start Date + (Duration in Job Template ÷ 24) = Work Order End Date

You can apply work order access security to preventive maintenance work orders just as you do for other work orders. The shop in the preventive maintenance work order serves as the default shop in the Work Order Access page. You can add shops if necessary. If this is a PeopleSoft Project Costing managed work order, work order access security based on resource pools applies.

See Business Unit Setup Options.

AM Business Unit List

Selecting AM business unit list in the Selection Type field makes all subsequent fields inaccessible to the user except for the Selection grid, where you can create a list of Asset Management business units to serve as criteria for which to run the Preventive Maintenance Process.

All Business Units

Selecting All business units in the Selection Type field makes all subsequent fields inaccessible to the user and does not display the Selection grid because the Preventive Maintenance Process is run for both PeopleSoft Asset Management and work order business units.

Asset Classification

Selecting Asset classification in the Selection Type field makes all subsequent fields inaccessible except for the Search grid, where you create a list of asset characteristics, which include asset type, subtype, manufacturer, and model # to serve as criteria for running the Preventive Maintenance Process.

Location List

Selecting Location list in the Selection Type field makes all subsequent fields inaccessible except for the Search grid, where you create a list of work order business units and their associated locations to serve as criteria for running the Preventive Maintenance Process. This list consists of the locations that you can specify in the Location Schedule component.

Maintenance Type List

Selecting Maintenance type list in the Selection Type field makes all subsequent fields inaccessible except for the Search grid, where you create a list of maintenance types to serve as criteria for running the Preventive Maintenance Process.

PM Schedule Selection

Select PM Schedule selection in the Selection Type field.

Selecting this option and then selecting one of the values in the Asset Lookup field enables you to enter active fields as search criteria to search for PM Schedules.

Asset ID

Select Asset ID for the Asset Lookup Field value.

Don't Show

Select Don't Show in the Asset Lookup Field. This selection makes the Asset Business Unit, Asset, and To fields inaccessible to the user. However, you can complete the Maintenance Business Unit, Loop, and To fields as search criteria and click the Search button to list the preventive maintenance schedules based on the selected criteria. You can then select the preventive maintenance schedules that you want the Preventive Maintenance Process to use.

Serial ID

Select Serial ID in the Asset Lookup Field. All of the subsequent fields and buttons appear and work the same way as your selection of the asset ID, except that you can enter one serial ID or a number or a range of serial IDs instead of one or more asset IDs.

Tag # (tag number)

Select Tag # in the Asset Lookup Field. All of the subsequent fields and buttons appear and work the same way as your selection of the asset ID, except that you can enter one tag number or a range of tag numbers instead of one or more asset IDs.

VIN (vehicle identification number)

Select VIN in the Asset Lookup Field. All of the subsequent fields and buttons appear and work the same way as your selection of the asset ID, except that you can enter one VIN or a range of VINs instead of one or more asset IDs.

Force WO. Disregard Options

Select to identify the preventive maintenance schedules that have the Override Options - Generate One Timecheck box selected in a schedule's General Options page. The available options are:

• None: Select this checkbox and click the Search button to display a list of preventive maintenance schedules without accounting for the override option.

• All business units: Select this check box and click the Search button to display schedules that have the override option enabled for all business units.

• Business Unit: You can select a business unit. The result for the search shows override options only for the selected Business unit.

• Selection Criteria: You can add a selection criteria. The result shows only the override options that met the predefined selection criteria.

Asset Classification

Other Criteria

Search Criteria

You can search for all work orders that were created by the Preventive Maintenance Process by leaving the Business Unit, AM Business Unit, Asset Identification, Maintenance Type, Location Code, and Loop ID fields blank and clicking the Search button on the Preventive Maintenance search page.

PM Info

After specifying the search criteria, click Search to display work orders in the grid. Select the PM Info tab.

PM Loop

Select the PM Loop tab to display the SetID that is associated with a maintenance loop ID if this is a preventive maintenance Loop Schedule.

Work Order Info

Select the Work Order Info tab to display the work order business unit, the work order number, and the current work order status. You can also click a View link to view the actual work order. You cannot modify the work order using this link.

Date Options

Select the Date Options tab to view the date option (if applicable) that was selected for each of the listed schedules.

Scheduling Options

Select the Scheduling Options tab to view the scheduling option (if applicable) that was selected for each of the listed schedules.

CBM Alert

Select the CBM Alert (condition-based maintenance alert) tab to view the CBM alert, the source of the CBM alert, the alert ID, and the CBM alert date and time. This appears only for preventive maintenance schedules that are associated with condition-based maintenance work orders and indicates whether the CBM was used (On) or not used (Off.)

Estimated Costs

This tab lists the estimated labor, tools, inventory, and procurement costs. These estimated costs are calculated first in the Preventive Maintenance Process. They can be recalculated later based on changes made to the work order.