(2024.2) Scheduled Maintenance

Scheduled Maintenance required for Equipment is a key component in using PCR-360 for Facilities Management. Users can set up a Custom Event that will assist in scheduling regular maintenance for Equipment by automatically creating Incidents for that Equipment to be maintained. In order to create this automated behavior first there need to be three User Defined Fields (UDFs) set to track needed maintenance.

To set up the UDFs first navigate to Admin > User Defined Fields > User Defined Fields. Create the UDFs needed by following these steps:

Create a Maintenance Period Type UDF
1. Create a new UDF by clicking the button.
2. In the 'UDF Identifier' field set the value to "MAINTENANCE_PERIOD_TYPE".
3. Add a 'Label' of "Maintenance Period".
4. Set the 'Field Type' to "Dropdown".
5. The header should look like this example:
6. In the 'UDF Associations' click the button to open the 'Add New Field Association' form.
  1. Set the 'Association Table' dropdown to "Eqp Catalog"
  2. Click the button.
  3. Close the 'Manage Field Association' form.
7. Click the button to save the UDF.
8. When the form refreshes select the 'Dropdown Options' tab.
  1. Click the button and add three new options:
    1. Add a 'Value' and 'Code' of "Years".
    2. Add a 'Value' and 'Code' of "Months".
    3. Add a 'Value' and 'Code' of "Days".
    4. When done the options should look like this:
9. Close the 'Manage Field Association' form.
Create a Maintenance Period Quantity UDF
1. Create a new UDF by clicking the button.
2. In the 'UDF Identifier' field set the value to "MAINTENANCE_PERIOD_QTY".
3. Add a 'Label' of "Maintenance Period Quantity".
4. Set the 'Field Type' to "Number".
5. The header should look like this example:
6. In the 'UDF Associations' click the button to open the 'Add New Field Association' form.
  1. Set the 'Association Table' dropdown to "Eqp Catalog"
  2. Click the button.
  3. Close the 'Manage Field Association' form.
7. Click the button to save the UDF.
Create a Maintenance Date UDF
1. Create a new UDF by clicking the button.
2. In the 'UDF Identifier' field set the value to "MAINTENANCE_DATE.
3. Add a 'Label' of "Maintenance Date".
4. Set the 'Field Type' to "Date".
5. The header should look like this example:
6. In the 'UDF Associations' click the button to open the 'Add New Field Association' form.
  1. Set the 'Association Table' dropdown to "Equipment"
  2. Select an 'Equipment Catalog' to limit the UDF to the type that should set for the regular maintenance.
  3. Click the button.
  4. Close the 'Manage Field Association' form.
7. Click the button to save the UDF.

Once all of three of the UDFs have been created the next step is to add a Custom Event. To add the Custom Event follow these steps:

Navigate to Admin > Custom Logic > Events.
Click the button to start a new Event.
Set the 'Identifier' field to "Scheduled Maintenance".
In the 'Logic' tab enter the logic from the "Schedule Maintenance" expand below:
Click the button.
Now that initial data set up is finished, simply find the Equipment Catalog from step 1 and enter information into the two UDFs setup in steps 1 and 2, Maintenance Period and Maintenance Period Quantity respectively. The Quantity should represent how many periods should pass before triggering the event. For example, to set a maintenance period every 3 months, set the Quantity to "3". Next, open the Equipment record and set the Maintenance Period Date UDF to the next Maintenance Date.
The Custom Event will now automatically run in the background. When the Custom Event runs, a new Incident for each Equipment with a Maintenance Date that matches the current date will be created and then the Maintenance Date will be set to the next interval period. These Incidents can then be worked normally to accomplish the regularly scheduled maintenance tasks.