How You Manage Maintenance Programs

Manage your maintenance programs and work requirements using either the existing page or the Redwood enabled page featuring Smart Search. Click on the Manage Maintenance Programs or Maintenance Programs link on the Tasks pane to open the Maintenance Programs page.

The existing maintenance program functionality can be managed by both pages. When moving to the new page, all your existing programs and work requirements are expected to work as-is. You can then take advantage of the new functionalities through both an improved user experience, as well as new capabilities, when you opt-in to the Redwood page. The page has been reorganized into three tabs, Work Requirements, Programs and Calendar Patterns, helping you to manage these objects more efficiently.

Note: Always use a Test environment to opt into the Redwood feature before enabling it in your Production environment. Test the feature and then enable it on the production environment. When you enable the opt-in, a new work requirement status, Ready to Forecast will be available on the Redwood pages. If you switch back to the existing page, you see the Ready to Forecast status but won't be able to change the status of Active work requirements. Therefore, it isn't recommended to switch back to the existing pages after you enable the feature on your Production environment.

Search for Maintenance Programs

Using the existing page, you must always first search for a program, then navigate to its details to manage work requirements. You can perform a basic keyword search for an existing maintenance program, in the contextual maintenance organization, based on the maintenance program name or code. You can narrow the search result by performing an advanced search using the filters. The filters enable you to perform a search based on other attributes of the maintenance program such as maintenance program name, asset, item, work definition, work requirement name, start date and so on.

Using the existing page, you can save the frequently used search criteria, and it's shown in the Search drop-down list. You can also run a search automatically by creating a saved search and setting it as default. When you have a default search criterion, the maintenance programs matching the search criteria are displayed automatically whenever the Maintenance Programs page is opened.

On the Redwood page, use the Programs tab to search, view, and edit only the program header details. The keyword search, filters and results appear based on the selected organization or across all organizations that you have access to. YUse the Work Requirements tab to search, view, and edit the requirements within a program.

Here's a functional comparison between the user experiences, highlighting new capabilities when using the Redwood pages:

Comparison of Maintenance Program Functionalities

Functionality	Existing Page	Redwood Page
Manage Maintenance Programs across Maintenance Organizations	Not available in this page. You can only manage programs for the contextual organization. You must navigate back to the landing page to change the maintenance organization, then return to this page.	Available in this page. When you navigate to the Programs tab, you see query results by default based on the context organization, or your default organization. You can easily use the filter chip to change organizations, allowing access to all maintenance organizations granted by your administrator. Manage the requirements for a program in the Work Requirements tab.
Export search results	Not available in this page.	Available in this page. You can click the Export action, downloading and exported file in Excel.
Create a new Program	Available in this page.	Available in this page. You will create only the program header details using a drawer. You will manage its work requirements on its dedicated tab.
Edit an existing Program	Available in this page.	Available in this page. You will edit only the program header details using a drawer. You will manage its work requirements on its dedicated tab.
Quick view of Program details	Not available in this page. You must navigate to the Program overview tab to view the details.	Available in this page. You can click the program name hyperlink, rendering a drawer with key details and metrics about the program, including indications of the number of work requirements and open work orders.
View Forecast Details for one or more programs	Available in this page. You can select one or more programs, then view the forecast details in a Gantt chart.	Not available in this page. This capability is available in the Maintenance Forecasts page.

Create New Programs

Before you create a maintenance program, ensure these setups and definitions are evaluated, configured, and completed:

Maintenance organizations have been created and configured. Define organizations for every inventory location where an asset can be maintained.
Items, meter templates, assets and asset meters have been created in the context organization, as well as every organization where an asset can be maintained.
Asset Route assets, hierarchy names and hierarchies for the collection of assets can be optionally defined, if enabled via the Asset Routes opt-in.
Using the Redwood page, you can optionally define Global Calendar Pattern definitions. These can then be used across programs in different organizations.
Work definitions have been created in the context organization, as well as every organization where an asset can be maintained. Work definitions must have the Code value defined in order to support assets across organizations using a common work requirement.
Condition event codes have been created (optional).
Historical accomplishment data is available (optional). It's recommended to record historical meter readings for assets if you wish to initialize their first due using a historical last completed date and interval, if applicable, and you're using a meter-based forecast method. Additional details are covered in the section, How You Create a Work Requirement for Both the Existing and Redwood pages, and the How You Manage Maintenance Forecasts section.
Evaluate these options in the Manage Asset Maintenance Parameters in the Setup and Maintenance work area:
- Set the Consider Organization Relationships When Creating Maintenance Work Orders Program parameter to No if you don’t use Organization relationships for the manual creation of work orders. See the How You Create Maintenance Programs topic to learn more.
- Set the Allow Suppress and Merge Across Work Requirements in a Maintenance Program parameter to No if you don't model forecasts to merge and suppress across work requirements. It is generally recommended to set this value to No, providing these additional benefits:
  - You see improved performance of the Generate Maintenance Forecast process, as it doesn't need to consider merge and suppress across work requirements.
  - You can generate forecasts at the work requirement or asset levels and also for an entire program.
- Evaluate if you need to enable the Generate Maintenance Forecast and Generate Work Orders actions in the program pages. By default, they're enabled.
  - The parameters that control these actions in the Manage Asset Maintenance Parameters in the Setup and Maintenance work area:
    - Generate Maintenance Forecasts from a Maintenance Program
    - Generate Work Orders from a Maintenance Program
  - To improve performance, disable these options and allow a full refresh to create work orders for a program on running the scheduled process.
  - Additionally, if you disable even the Generate Maintenance Forecasts action on the page, you can still generate forecasts at the work requirement or asset levels. This is possible when the profile option Allow Suppress and Merge across Work Requirements in a Maintenance Program is set to No. Therefore, you can still incrementally update the forecast after creating or editing work requirements, without the unnecessary refresh of the entire forecast for the program.

On the existing page, new programs are defined on the Create Maintenance Program page, you can provide basic information to create a maintenance program. Then, you can edit the maintenance program to include the work requirements.

On the Redwood page, use the Programs tab to create a new program; you navigate to the Work Requirements tab to define new and manage existing requirements for the program.

Manage Existing Programs

You can click the program name to view and edit the program details. You can also create the work requirements for the maintenance program and view the maintenance program in Gantt chart mode and calendar mode.

The existing Maintenance Program page contains the following tabs:

Overview tab: Displays the maintenance program details. You can also edit the maintenance program details.
Work Requirements tab: Enables you to create and edit the work requirements for the maintenance program. Includes navigation to an Affected Assets page.
Forecast Gantt Chart View tab: Displays the maintenance program in Gantt chart mode.
Forecast Calendar View tab: Displays the maintenance program in calendar mode.

Using the Redwood page, you will use the Programs tab to search for a program. The keyword search, filters and results rows will be for the selected organization or across all organizations that you have access to. Clicking the program name will render a read-only drawer with key details, including attachments.

The filters will display all options for filtering on a chip and will not be filtered to display only values in the search results rows. Therefore, when using a filter chip value, you may end up with no matching results rows.

To edit an existing program, select the row, and click the Edit action. This will render a drawer, allowing update of all fields, including attachments. Once edited, you will navigate to the Work Requirements tab to manage the requirements for the program.