Enhancements

Add Shelf and Bulk actions

Users can now add PPM templates, plans and occurrences to the shelf to make bulk updates/changes. Below shows the process to action these changes.

Go to Task > Maintenance > Search PPM menu option.

The following PPM search screen will be displayed

From this screen, you can select all records or individual records to put onto the shelf. This is achieved by selecting a check box in either the top check box or near the Name heading this will place a check in all the boxes in the list. Or by choosing individual lines and selecting the relevant check boxes as shown below.

All selected

Individuals selected.

Once selected, to place these items onto the shelf, use the shelf icons as shown below. There are two icons that can be used.

Shelve. This will add to the list.

Clear Shelf and shelve selected records. This will clear the existing shelf and replace with your selection.

Then to go to the shelf, select the Go to Shelf icon

Your selected items now are on the shelf ready for you to apply your bulk actions.

As before place a check in the relevant check boxes next to the shelf items and then select the dropdown list for the Bulk action options.

Depending on which bulk action selected, will depend on what conformation message you will receive. Below, Obsolete records was chosen. Upon selecting ‘Confirm’, the Activate, Deactivate, Obsolete and Restore options will ask you to confirm.

Stop and Resume clock options will ask for comments as to why these options have been chosen and then ‘Save’ for audit purposes.

Maintenance Template Record Page

Added a view page for maintenance templates.

To get to the PPM Template. Go to Task > Maintenance > Search PPM Templates

Template search screen is displayed.

Click on one of the Template links. A detailed template screen will be displayed as shown below.

Maintenance Template Update

The Maintenance Template update allows a user to update pre-existing maintenance templates as and when required.

Note: FAL options for Maintenance Template Update and View need to be set for the relevant access principle

From the Template View screen of a record, the user has the ability if they have the correct permissions to update the record header. This is carried out by selecting the update EDIT icon as shown below.

The edit / update screen is displayed. A user can make the relevant changes required to this template’s header details. Then select the ‘Resolve’ button. This will now carry out a conflict resolution function.

By selecting the resolve Issue button, the screen now shows more information of the affects to the Plans by making these changes.

These can all be reviewed, and the user can decide if they want to action all affected items displayed or to select manually by ticking and unticking the check boxes accordingly in the relevant areas. Suppliers, PPM’s, Properties with no assets within assert category, PPM Properties with no Assets

Navigating this screen

Asset Category
Supplier Trade
Select Resolve Issue (This interrogates the system to resolve conflicts the changes may have caused)
System Highlights an Issues summary where it Totals PPMs created originally by this Template and the Total PPMs that will have issues with the Supplier due to the change made to the Trade and the PPM’s with property issues.
System will list here the referenced suppliers that do not currently have the new Trade. Check boxes will be pre-populated and the user can accept all or deselect all and select those that they want the changes to apply to

Ability to Replace the supplier or Add the trade to the highlighted suppliers in 5. These will only apply to those that have a check in the boxes. Two new buttons to either Replace to a new supplier chosen or to ADD trade to selected Suppliers (Check boxes)
System Breakdown to list the Properties with no Assets belonging to the selected Asset category.
System lists what assets with no maintenance plans to be reviewed.
System will list here the current PPM’s that have Suppliers assigned but who do not have the Trade that has been changed to. Once again check boxes to select and deselect where changes are to apply.
Option available to change the Supplier to these PPM’s.
System lists the PPM’s with properties that have no Assets belonging to the selected asset Category.
Cancel and save button. Save invokes the changes in line with the check boxes selected in points 5 & 9. Cancel makes no changes.

Note: Points 7,8 & 11 – Are for reference for the PPM team to investigate and make the relevant changes to these issues listed

After making the relevant changes, the following prompt will be shown after the user saves the record to inform the user of associated Maintenance plans that will be affected by the changes. User has the option to Confirm or Cancel.

Note: Depending on how many changes that are being applied, this process could take some time to complete.

Checkpoint Changes

Should there be an update that only requires a check point change rather than a change to the entire template, then you can do this from the screen below.

If existing checkpoint changes are required, then these can be edited using the icon highlighted below. Additional checkpoints can also be added by selecting the ADD CHECKPOINT button.

By selecting the Information icon, the user will be presented with the checkpoint’s description. Additional development has been completed to show the user more details of related Maintenance plans that will be affected by the checkpoint selected. As this is via the information icon, no affects can be seen.

Choosing the Edit Icon alongside the checkpoint brings up the checkpoint details. User can make the relevant changes required. At the bottom of the screen, the user is shown any plans that are associated with this checkpoint that will be affected by the change. The user has the option to check or uncheck the box to denote if the user wants the changes to be applied to that plan or not.

Upon saving, the following screen is displayed. The user is prompted as to how many checkpoints / occurrences that will be updated by making the changes. This also depends on if they have excluded any plans that were shown as will be affected. It also gives an estimate of time it will take to update all the records. This will be useful when greater number of records are affected.

Maintenance template Audit

Added audit for changes made to Maintenance Templates.

Once on a Template record, you can access the audit for this record by selecting the Audit tab shown below.

The audit screen now shows all changes made to the Template. It details Who, What and When changes were made.

PPM Occurrence Search

Added a search page for PPM Occurrences.

To Navigate to the Occurrence Search screen. Go to Task > Maintenance > Search PPM Occurrences

The search screen is displayed as shown below. From here, the user is able view and filter to their individual requirements.

This screen contains links to records in the Plan Name, Supplier name, Asset Group and Property name columns.

Note: If you hover over a description that has more than 100 characters, you will see the details pop up for a short while and then clear. To see a fuller detail description, you will need to go to the actual record.

To export the Occurrence search result, click on the CSV Export button on the top left of the screen as shown below.

Additional Organisation email

This new functionality will allow multiple email accounts to be stored against an organisation and allow them to be notified of a particular event or change.

To add additional emails a new UDF field needs to be added in system admin within the Company Record.

From Site Admin screen select Content > UDF (User Defined Field)

From the UDF screen, we need to access the relevant record type to add the changes. To add changes to the Organisation record, we need to enter ‘COMPANY’ in the Select type field and then click on the name Company that appears in the list.

From the UDF Management screen, we need to set up a new Group Name as we are adding a new field onto the record. Enter the name of the new group name and then click on ‘Create New UDF Group’ Button.

The New group has now been set up.

We now need to set up the parameters of the new group by letting the system know what we are going to call the field and define what type, Max length and if it needs to be mandatory entry Then click ‘Add Field’ button.

Parameters now added with the field name. We need to tick the ‘General Details’ check box as this I where the field needs to appear on the record. Then click on ‘Save’ button. Then exit the Site Admin section.

Now open the Organisation Record to see that your new field appears.

Note: Notifications routine has been updated to ensure that the additional email is included when sending out to the suppliers.

Asset groups – Add/View.

Added the ability to create new assets groups.

To add a new group, go to Asset > Asset group > Create asset Group.

From the Create Asset Group screen, enter the Name, select the Related Property and Assign the relevant Asset Category this group will belong to. Then click on ‘Create’ button which will then take you to the view screen. The ‘Create and New’ button creates the record and then presents with a blank form to enter another record and selecting Cancel disregards any changes made.

Upon selecting ‘Create’, the View screen is displayed to show record has been created.

Asset Group – Search / Export / Import

Added an asset group search page and the ability to import/export asset groups.

To view the asset group search page, go to Asset > Asset Group > Search Asset Group

The Search screen displays all the Asset groups that are currently set up and can be filtered using the standard column filters.

Asset Group Export

From the search screen, the users will have the ability to export the Asset Groups to Excel format. This can be done by selecting the Export to excel option at the top left-hand corner of the search screen as indicated below.

Asset Group Import

Using the Asset group Export file, changes/ Additions can be made and then these can be imported back into the system.

Save the file locally.
Go to Tools > Import > Upload.
From the screen below, enter Import name - e.g., Asset group.
Select import Frequency, from dropdown list Select - One time
Execution Date field will now be visible, Enter the date and time.
Select Record type – Asset group.
In the file Source Type, select Local.
Option to Select file will now be visible. Click on upload file button.
From the Local screen displayed, navigate to where you have saved your file and select it.
Now click on Import button to upload.

Asset Group View Page

From the Search screen, the user can view existing Asset Groups. This is achieved by the user selecting one of the record links within the search screen.

You will be shown the asset group view page which contains the general details along with a list of any assets that are linked to that group as shown below.

Asset Group – Edit / Delete / Audit

Added the ability to Edit, Delete and Audit existing Asset Groups.

If an Asset Group record is required to be edited, this is carried by using the Edit function via the icon shown below.

From the edit screen, the user can amend the following items. Name, Related Property and change the Asset category and then select Save or Cancel buttons.

Asset group Delete (Obsolete)

If an Asset group requires to be made obsolete, this is carried out as shown below by selecting the Obsolete icon.

The system prompts the user to Confirm or Cancel action

The record upon selecting ‘Confirm’ button marks the record as obsolete. The user also has the option to Restore the Asset Group by selecting the Restore option as shown below.

If Asset Group is required to be restored. If Restore icon is selected, the user will be prompted with the following. User will select ‘Restore’ button and the asset group will be restored.

PPM Unique Numbering ID Occurrence

PPM Occurrences have changed from a numerical ID to contain a prefix of ‘PPM’.

The new format is ‘PPM00000001’ and will increment with any occurrences generated. The system has been updated so that the Occurrence ID now show the prefix in the schedule.

Remedial Tasks and Numbering

Added the ability to create remedial tasks from an occurrence and icon to access added to the occurrence schedule.

Tasks created from an occurrence will have the prefix ‘REM’ followed by the PPM Number.

For example, PPM00000035 will have a remedial task raised with the following number REM00000035-001. Any further tasks with increase by an index of 1 ‘REM00000035-002’.

To create a remedial task First select the Remedial Task create icon.

This action brings up the Task record screen. As you can see, the RecordID has inherited the PPM Occurrence number but is using the REM prefix and it indicates it is the first record by adding the -001 as part of the RecordID.

Note: These ID’s are not editable.

Correct PPM Schedule on Frequency Change

Added the ability to extend the frequency of a Checkpoint and remove open occurrences that are in the past. The system will reschedule occurrences so that the PPM can follow the updated frequency and not leave trailing occurrences.

Here we have a Maintenance Plan that has a weekly frequency planned for 5 months. You will notice that any in the past now have a ‘Pending’ status to the current dates, which will be at ‘Open’ status.

To change the weekly frequency to a monthly frequency, go back to the Maintenance Template this plan uses to update the checkpoint Frequency.

Select the edit checkpoint icon and change the frequency details and Tolerance as needed. Here you can unselect any plans with that checkpoint you would like to ignore the change.

Select save checkpoint and a Checkpoint change confirmation is shown.

Once you hit confirm the checkpoint Frequency will be changed and you can see the plan will reschedule/delete occurrences according to the specified checkpoint frequency

You will be able to see any changes to the occurrences that happened in the audit tab of the plan.

Update PPM Due date/Reschedule/Update statuses

Added the ability to change the due date on an occurrence. This will reschedule future occurrences and automatically affect the statuses depending on the tolerance of the checkpoint and the new rescheduled due dates.

To reschedule an occurrence, select an occurrence from the schedule. Then select the calendar icon in the occurrence details and pick the new due date you wish to apply to the occurrence.

To save the new date click the tick by the calendar icon.

Upon saving the date, the user gets a confirmation message to state that the Occurrences will be rescheduled in line with the date change and change the status to ‘Pending’. You can then confirm or cancel accordingly.

The weekly Occurrence has now been rescheduled to the new due date and the status changed. This will also reschedule the next weekly occurrence dates and statuses accordingly.

The occurrences that have been rescheduled can be seen on the Audit Tab.

Comments on PPM Occurrences

Added the ability to make comments against PPM Occurrences.

To add a comment to an occurrence, navigate to the schedule section of a maintenance plan.

Select the ‘Add comments’ icon and a dialogue box is displayed. Enter your comment and confirm.

The comment appears below the upload documents section as shown below and any subsequent comments will be listed here with a timestamp and the user who made the comment.

Any occurrence comments added will also appear in the audit tab.

Comments Tab on PPM Record

Added ability to make add comments against PPM Maintenance Plan.

To add a comment first navigate to a maintenance plan and select the comments tab located in the record header.

Enter your comment in the box at the bottom and hit the save icon on the right. All comments will be displayed with a timestamp and the user who made the comment.

Any maintenance plan comments will appear in the audit tab.

Maintenance Plan search export

Added the ability to Export the Maintenance Plans to Excel and PDF formats from Maintenance Plans search screen.

To export plans, first filter the search to show the plans you wish to export.

Then select the export icon in the search actions bar and select which format you would like.

A download will then start containing the exported data.

Excel Export

PDF Export

Occurrence completion date scheduling

Added the ability to schedule the next occurrence of a checkpoint based on last completion date of the previous occurrence.

This can be applied when creating or editing a maintenance template checkpoint.

Added a checkbox to control this in the Maintenance Template Checkpoints section

Note: If schedule Occurrence based on Completion date is checked, occurrence rescheduling uses completion date. If check box is left unchecked, then this will use the Last Due date on the previous occurrence.

Using the Last Completion Date to schedule next occurrence (example)

In the screen below, we have uploaded a document manually against occurrence PPMOOOOO1083 due date 11 Jan, but have completed the work on the 8 Jan.

Approval prompt whilst Admin verifying. Confirming that the work was completed on 8 Jan.

Upon confirming the approval, you will notice that the next occurrence which was scheduled for 18 Jan is now rescheduled for 15 Jan using the Last completion date which was done 3 days early.

Looking at the Audit Tab, this shows how the rescheduling has applied regarding the completion date flag.

Using the Last Completion Date to schedule next occurrence (Supplier Doc Upload example)

Here we simulate that the work scheduled for 4 Jan was completed on 18 Jan, but this time the supplier uploaded the document via email.

Here, we have sent a PPM evidence attachment via the supplier email method to occurrence PPM00001082.

Email notification for successfully received message.

We can see that the Document has been uploaded against the occurrence and the status has auto changed to ‘In Verification’.

We are now going to review the uploaded document and approve or reject accordingly. Here we have approved. You can see that the upload date hint indicates that this date is confirming when the supplier uploaded the document. The approver will also put in a comment, and the approvers name will be in the Approved by field.

Upon confirming, as the work was completed on the correct date, the reschedule keeps the next occurrence as 25 Jan.

Update PPM Occurrences to Failed after 90 Days

A change was applied to the number of days an occurrence status can be ‘Overdue’ before changing to ‘Failed’. This has increased from 7 days to 90 days so that a wider set of frequencies can be covered and allowing more time to compete the documentation before upload.

Obsolete occurrences

Added the ability to obsolete an occurrence so that it is no longer visible in the schedule and can do longer be actioned.

To obsolete an occurrence, you can use the obsolete Icon when viewing the Occurrence schedule as shown below.

When Obsolete Icon is selected, the user is prompted with the comments dialogue box. Here it will date stamp when the comment was made. It will show who the user currently making the change in the approved by field and finally, give the user the ability to make a comment as to why they are obsoleting this occurrence. These are ALL mandatory fields and must be populated. Once complete you then select the ‘Confirm’ button.

Bulk Upload – Supplier Completion date

Added the ability for suppliers to specify the completion date of their work when they bulk upload a document. This will negate the having to set the completion date manually.

A Supplier will complete the work on the occurrence and upload evidence document via email.

By clicking on the email icon, the email address will be copied to the clipboard. This can then be pasted into the suppliers’ email account, where they will then attach the PPM evidence doc to support the completing of the work.

The document format must be as follows PPMidNumber_DATE_FILENAME

(PPM00000019_12012021_Test Attachment doc.docx)

The uploading supplier will get confirmation emails to let them know of the outcome of the Email sent. They would get either of two confirmations, Successful or Failure.

The upload process updates the Occurrence status if all successful to a status of ‘In Verification’. The user will find that two new icons will be available to action. The ‘Approve’ and ‘Reject’ the uploaded documentation. The document uploaded is also visible against the Occurrence showing the date it was uploaded.

An administrator will open the evidence document the supplier has uploaded to check validity. This can be seen in the Documents Library.

If upload was successful, then these files will deposit into the Maintenance Attachments folder. On the other hand, if it Failed, these would deposit into the Unmatched Maintenance Attachments Folder.

Approve – Indications that show if evidence documents have been uploaded by the supplier and on what date via a Toolbar Prompt.

The below Approve prompt has no toolbar option. This indicates that this document has been manually upload from the upload icon on the occurrence and not by the supplier.

Rejection – Rejecting the upload document and adding a comment as to why before confirming the change.

Rejecting a document, changes the status of the Occurrence to ‘Rejected’. The process then is for the operations team to follow local processes to get the correct documentation from the supplier. The icon to reload a document re-appears on the occurrence as well as the comment added on the Rejection prompt.