Enhancements
Evidence Rejection codes and Due Date field added to Occurrence rejection screen
When PPM evidence is uploaded to the occurrence, the Approve, Reject Options are visible.
If after the review the user rejects the evidence, the following occurrence rejection screen is displayed. The user will now have a selection of rejection codes to choose from and this screen will also show the Due Date field.
The user must also add a mandatory comment before the ‘Confirm’ button will become active to confirm action.
Closure Date added to Occurrence Search screen
This field has been added to the columns in the Occurrence search function. Allowing users to compare ‘Closure Date’ vs ‘Due Date’
Ability to export Maintenance Templates
An export option has been introduced to the Maintenance Templates search screen. The user will be given the options to export to Excel or PDF formats.
Related property field added to Contact record
Users can now have a related property linked to their contact record. This has been added to allow additional security flexibility and allow default filtering on the new Jeopardy Dashboard.
Plan and Template search filter options
Previous search options were the same for both Plans and Templates with some not relevant for Templates. Fields related to each type are now available to select from. This also includes the addition of the Record Ref field, re-labelled as ‘Code’ in this instance, to The Plan Search which is a unique identifier.
Plan
Template
5-year Occurrence view
This new functionality provides the user a further view into the future forecasted occurrences. Upcoming occurrences within the 90 days range are in a live state and follow the usual status flow of ‘Open’, ‘Pending’ ‘Overdue’ etc and those sitting past this range will be set to ‘Forecasted’.
There has also been an addition to allow users a filter option so that they can see a full five-year view of PPM schedules.
From the Maintenance Plan screen, we can see an example where larger frequency checkpoints have been created, i.e., 2,3 and 5 Year. Users can filter using a combination of the following options:
1. By Checkpoint
2. By Maintenance Type
3. Any that might be superseded
3. Future Forecasted
Editable Asset Groups
Users are now able to update the Asset group field on an Asset record. This permission is available to be granted/revoked via a Functional Security setting.
The asset group field will only show content in the dropdown list if the asset has been associated to a Property, Asset type, Category and has been added to an Asset group via the create asset group function.
When creating a new asset and setting the asset group, or changing an existing asset’s group, users can add/remove the assets of any Maintenance Plans that use that group.
This will show all plans that the asset will be added in to, and if changing groups, showing which plans it will be removed from also.
The deletion action will also be seen on the audit tab as shown below right.
Alerts when creating an asset that has no matching Plan
When an asset is created and the category and property linked do not match an asset group that is linked to a maintenance plan, the system will inform the user that there are no matching plans.
Multiple Asset Categories on Templates and Plans
Users can now multi-select categories on the Maintenance Template and Plans.
If a Template is created with multiple Asset Categories, then Plans created using this template will inherit the multiple categories selected.
Users can also take advantage of the multi-select feature when creating Plans using the ‘Create PPM records for Groups’ menu option
Occurrence Documents copy to additional Document Library
Any document uploaded against a PPM occurrence gets copied into the Matched Maintenance folder as well as an additional chosen folder at the time of uploading.
Users can preselect the additional folder when creating a maintenance template.
Month Ending PPM’s
This addition gives users a checkbox option to set a PPM to align to the last day of month and would also work for PPMs that realign based on last completion date.
Where this is ticked on the checkpoint, if the user were to change the Due Date on the occurrence, this will not allow a date to be selected, it will schedule to month end.
This is also the case when setting up a checkpoints initial start date.
The details of each due date aligning method is explained in this diagram.
New Severity field on a PPM Template
This new field addition on a maintenance template allows the dividing of PPMs into Critical and Non-Critical severity.
Severity field also appears on the maintenance Plan screen, but only the Supplier and Paperwork Required fields are editable. All the others can only be edited from the Template record.
Template
Maintenance Plan
PPM document triaging for correct supplier
When evidence documents are uploaded by a supplier via the email method, the system will validate and verify against the following before uploading the document in the Matched maintenance folder for verifying and approving by the admin team.
- User matches a contact record
- User matches against an Organisation
- Has a valid email address on Organisation record
- The document is associated to the correct occurrence with who was assigned when the plan was created.
Otherwise, the document will go into the Unmatched folder. The user sending the email will get a Rejection message to confirm the issue as shown below.
Notification changes
Several notification changes have been implemented:
- Expanded the window on current change alert emails from 1 month to 12 months
- Added ‘PPM is Deactivated’ to the PPM Change triggers
- Revise the wording on emails, this may mean a refinement of triggers for more specific wording, and including instructions on how documents should be returned
- Scheduled date changes will be included in the notifications
- The following fields have been added to the Supplier CSV attachments sent with the email notifications
- Warranty - Y/N
- Deactivated - Y/N
Mandatory Asset Lifecycle fields
When the Lifecycle module is turned on, the following fields when creating/editing an asset will become mandatory
- Obsolescence Date
- Business Risk Impact of Failure
- Risk To Reputation
- Resilience profile
- Installation Date
- Base Replacement Date
- Lifetime Expectancy
- Purchase cost
- Install cost
- Purchase date
- Install Date
- Asset Condition Rag
Import Maintenance Templates
We have added the ability to Import PPM Template data. This utility will allow all PPM related data to be entered into an import template, which will then be uploaded into the system to create/update PPM Templates and their related checkpoints.
Maintenance Occurrences to Work orders
A new option has been added allowing the conversion of PPM Occurrences into Work orders. This is to complement our Reactive maintenance Module.
This allows Suppliers and Engineers who have access to the Reactive Work Order functionality to manage and update records as and when they complete work.
The option separates the functionality into work and scheduling elements and will allow separate security profiles to access each section individually (Admins and Suppliers).
By introducing this separation, the site users/suppliers/engineers can see all work types assigned to them or their properties in one search screen.
They can also filter between Reactive and PPM works as they require. This can be seen in the screenshot below.
Project Notes updates
An update to the project notes section gives users the ability to resize the fields and allows for better viewing of the content. This update also provides the use of rich text in this section.
Features
Calendar view
A new addition to the Planned Maintenance menu provides an interactive calendar view for Admins to manage Maintenance Plan schedules.
The calendar’s interactive Drag and Drop feature works as a workload planning tool and can be filtered by Month, Trade, Supplier, Property, Due date, and Scheduled date.
These filters can also be locked down to only show options within a set tolerance or due date range.
Each tile will show The Due Date, Scheduled date, PPM Occurrence number, Supplier, Trade, Property, and Checkpoint Frequency.
The status of the occurrence will be indicated by the colour band to the left of the tile
|
Colour |
Status |
|
Green |
Open |
|
Blue |
Awaiting Completion |
|
Orange |
Overdue |
|
Purple |
In Verification |
|
Red |
Failed |
|
Pending |
Gold |
|
Grey |
Forecasted |
|
Dark Red |
Rejected |
|
Black |
Stopped |
Users can change individual scheduled dates via the calendar by double clicking the entry.
A pop-up box will appear and allow the user to amend the scheduled date.
The system will take into consideration the Due date and Tolerance and warn if these are being breached by the changes being made at the point of saving.
By clicking on the PPM number link, this will take you to the relevant occurrence within the plan. The occurrence screen will now also show the Scheduled date
Wall Planner
This new Maintenance section contains the output from the changes made on the calendar scheduler and is exportable.
It details the frequencies on the assets in question and can be filtered by Trade, Supplier, Property, Maintenance Type, Asset Type and Frequency.
User have the ability search, clear filters, and export to PDF.
The view will show the status of the scheduled work with a coloured legend for each status type and within the cell, it will denote the frequency value it refers to (W = weekly, M = Monthly etc).
A new menu option has been introduced in the navigation pane under Maintenance > Planned > PPM Wall Planner. This is controlled within the FAL under the view and edit options.
|
Colour |
Status |
|
Green |
Open |
|
Blue |
Awaiting Completion |
|
Orange |
Overdue |
|
Purple |
In Verification |
|
Red |
Failed |
|
Pending |
Gold |
|
Grey |
Forecasted |
|
Dark Red |
Rejected |
|
Black |
Stopped |
Docket builder system
User can now auto generate a completion docket for PPM occurrences, with all the relevant details already pre-populated, which can be printed off and signed.
The user would upload the relevant document to the occurrence via the email or manual upload methods. Once this is done, the occurrence status will change to ‘In Verification’. Then user will review document to ensure it is correct.
If correct the user can approve via the Approve icon, the following screen is seen.
From here users can either select ‘Confirm’ to change the status to ‘Complete’ or select ‘Confirm & Print’ to get the docket, which will also change the status to ‘Complete’
If a docket is required, the docket will get processed and then downloaded (as below). All that is then required is a signature and this can then be uploaded against the occurrence record id for evidence.
Tracker Report
This new report addition helps to show any gaps that may need correcting with maintenance plans and assets. Ensuring all assets have a linked plan and that they are set up correctly. This can be found under the Planned menu option and is split into 4 Tabs, Asset Mismatches, Incorrect Suppliers, Missing Plans and No assets.
Jeopardy Dashboard
The Jeopardy report allows users at property level to see how their property PPMs are progressing.
Users can add their related property to their contact details, which will automatically filter this report to that property when accessing.
Bug Fixes
Maintenance Plan Deactivate button
The functionality of the deactivate option has been fixed on Maintenance Plan record. The users are now able to Stop and Start the clock of a Plan and they are also able to Deactivate and Activate the Plan. When deactivating the Plan, the system will not generate any further occurrences / Work orders and a notification will be sent to the suppler/engineer of this action.
Stopping and starting the clock will require a comment to be added as to the reason for taking this action. This comment will be recorded on the comments tab.
Deactivation and Activation of Plan will prompt the following messages for the user to confirm action. These actions will be recorded on the Audit tab.
