Manage Maintenance Schedules

The Maintenance Scheduler functionality allows fleet users to create a schedule of maintenance for the fleet. When an operation gets a condition (number of engine hours, miles, or dates in which the operation needs to be done), it becomes a Maintenance Schedule or a Program.

Setting maintenance schedules allow asset managers to be alerted when an inspection or a preventive maintenance has to be done, helping to plan the down time for the assets which increases efficiency and reduces risk.

With this module, Fleet Managers will be able to:

Create, Edit, and Delete Maintenance Schedules.
Add Operations to Maintenance Schedules.
- - Single Operations
  - Group of Operations
  - Sequence of Operations
Set the expected cadence for this Maintenance Schedule based on Mileage (Miles or Kilometers), Engine Hours, or Days.
Add Assets to a Maintenance Schedule.

Access the Maintenance Scheduler Module

If the fleet has access granted to the maintenance scheduler module, they will be able to access it going into Admin - Maintenance Scheduler.

Create a Maintenance Schedule

Log into your Fleet Location and go to the Maintenance Schedule page.

If you have already created Maintenance Schedules before, you will find your list of Maintenance Schedules on this page (list will be described in following section of this document).

To create a Maintenance Schedule, click the CREATE MAINTENANCE SCHEDULE button on the top right corner of the page.
This action will open the Create Maintenance Schedule modal, where the users will be able to choose to create a Maintenance Schedule with a Single Operation, a Group of Operations, or a Sequence of Operations.

- 1. Select the Single Option radio Button.
  2. Search for the operation that is needed (the operations are the ones created on Op Builder).
  3. Select the conditions for the Maintenance Schedule to be executed. You can add 1, 2, or 3 conditions (the system will recommend the operations when the first condition happens).
  4. Select whether you would like the Maintenance Schedule to be reset Automatically or Manually (see automatic or manual reset of operations).
  5. Click Create Maintenance Schedule. The system will add the new Maintenance Schedule to your Maintenance Schedule page and show you a success message on the top right corner.
    Mileage:
    - Select ¨every¨ or ¨at¨
    - Set the exact or range of Miles or Kilometers when these operations should be performed.
    - Select Miles or Kilometers (independent from what you choose the system is smart enough to convert it).
    Engine Hours:
    - Select ¨every¨ or ¨at¨
    - Set the exact or range of Engine Hours when these operations should be performed.
    - Select Engine Hours.
    Days:
    - Select ¨every¨ or ¨at¨
    - Set the exact or range of Days when these operations should be performed.
    - Select Days.
    - Select whether you would like the Maintenance Schedule to be reset Automatically or Manually (see automatic or manual reset of operations)
    - Click Create Maintenance Schedule. The system will add the new Maintenance Schedule to your Maintenance Schedule page and show you a success message on the top right corner.

- Automatically reset Maintenance Schedule
  - The operations are reset automatically through a case when this option is selected. The maintenance schedule will be initiated and the work documented as the last performed operation after one of the following happens:
    - when the asset goes for service to a service provider in the dealer network and the operation is added and performed in a case
    - when the case reaches 'Asset in Service' or 'Asset Ready' status
    - when the case is closed
- Manually reset Maintenance Schedule (not available for all users)
  - This option is only available for users of the Asset view in Case that are able to manually document the work done and reinitiate the cycle of a Maintenance scheduler.
- Click Create Maintenance Schedule
  - The system will add the new Maintenance Schedule to your Maintenance Schedule page and show you a success message on the top right corner.

To create a Maintenance Schedule with a Group of Operations (a group of operations that should be performed together in the same service event, on the same scheduled cadence).

1. Select the Group Option radio Button.
2. Name the Maintenance Schedule (this will be the name of the group of operations).
3. Search for the operations that are needed. The same operations can´t be added more than once.
4. Select the conditions for the Maintenance Schedule to be executed; you can add 1, 2, or 3 conditions (the system will recommend the operations when the first condition happens). The conditions work as in the single operation.
  Mileage:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Miles or Kilometers when these operations should be performed.
  - Select Miles or Kilometers (independent from what you choose the system is smart enough to convert it).
  Engine Hours:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Engine Hours when these operations should be performed.
  - Select Engine Hours.
  Days:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Days when these operations should be performed.
  - Select Days.
5. Select whether you would like the Maintenance Schedule to be reset Automatically or Manually (see 'Automatically reset Maintenance Schedule' above).
6. Click Create Maintenance Schedule. The system will add the new Maintenance Schedule to your Maintenance Schedule page and show you a success message on the top right corner.

To create a Maintenance Schedule with a Sequence of Operations (a list of operations that should be performed in a specific order on the same scheduled cadence).

1. Select the Sequence Option radio Button.
2. Name the Maintenance Schedule (this is the name of the sequence of events).
3. Select if you want to add Single Operations or Group Operations. IMPORTANT NOTE: You can not use an existing group as part of a sequence. You need to create a brand new group to be part of the sequence. If you have an existing group you want to use, we recommend deleting that group and creating it as part of the sequence.
4. Search for the operations that are needed. The same operations can´t be added more than once.
5. You can change the order in which the operations need to be executed.
6. Select the conditions for the Maintenance Schedule to be executed; you can add 1, 2, or 3 conditions (the system will recommend the operations when the first condition happens):
  Mileage:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Miles or Kilometers when these operations should be performed.
  - Select Miles or Kilometers (independent from what you choose the system is smart enough to convert it).
  Engine Hours:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Engine Hours when these operations should be performed.
  - Select Engine Hours.
  Days:
  - Select ¨every¨ or ¨at¨
  - Set the exact or range of Days when these operations should be performed.
  - Select Days.
7. Select whether you would like the Maintenance Schedule to be reset Automatically or Manually (see 'Automatically reset Maintenance Schedule' above)
8. Click Create Maintenance Schedule. The system will add the new Maintenance Schedule to your Maintenance Schedule page and show you a success message on the top right corner.

Edit a Maintenance Schedule

Log into your Fleet Location and go to the Maintenance Schedule page.
Click Edit to open the edit Maintenance Schedule modal.
Add or remove operations.
Add, update or remove conditions.
Click Update Maintenance Schedule. The system will update the Maintenance Schedule on your Maintenance Schedule page and show you a success message on the top right corner.

Remove a Maintenance Schedule

Log into your Fleet Location and go to the Maintenance Schedule page.
Click on the Trash Icon to remove the Maintenance Schedule required. The system will remove the Maintenance Schedule on your Maintenance Schedule page and show you a success message on the top right corner.

Available actions on the Maintenance Schedule Page

This page lists all available maintenance schedules for the Fleet. Each record contains:

Schedule Name:

For single operation Maintenance Schedules, is the same as the operations.
For Group and Sequence Operations, the name is the one given by the user.

Schedule Type:

Single: Not actionable.
Group: When clicked, it displays the operations that are part of the group.
Sequence: When clicked, it displays the operations that are part of the sequence and the order in which they must be performed.

Reset by case:

Conditions: Displays the conditions configured for the schedule.

Assets:

Counter of number of assets tied to the Maintenance Schedule manually or by Asset Profile. When clicked, it displays the list of assets that are tied to the Schedule

Actions:

Manage: Click to edit Maintenance Schedule. When clicked, the user can go to manage which assets and asset profiles belong to this Maintenance Schedule.

How to Add Assets to a Maintenance Schedule

In order to add assets to a specific Maintenance Schedule, the user has to be on the Maintenance Schedule view and click on Manage on the desired Maintenance Schedule.
Once in, the user will see a page that resumes the configuration of the Maintenance Schedule.
Here, you have the ability to Add Assets Via Asset Profile or Add Assets Manually.
- All included Asset Profiles are listed as tiles in the lower section of the page. Each tile contains:
  - Asset Profile Name
  - Asset Counter
  - Asset Profile Attributes
  - Ability to edit it or remove it from the Maintenance Schedule.
- Manually added assets are found on the mid-section of the page, and the user will have the ability to remove them at any time.
- In order to add them via Asset Profile, click on the button called Add Assets Via Asset Profile which will open a modal to search, then select the Asset Profile that you need to include. Once selected, just click on Include Asset Profile.
- In order to add them manually, click on Add Assets Manually which will open the Add Assets modal and allows the user to search and select the desired assets to include.

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