Click Create > PPM Plan For Properties.
Enter the maintenance plan name. If you have previously created a maintenance plan template that could be applied to this maintenance plan, start typing in the name of that template in the Load template field. Any templates that match the text entered will be available to select. If you select the template, all the occurrences you added to the template will become available in the Checkpoints section. You will be able to add additional occurrences to this plan, if required.
Select the Start date of the maintenance plan. The End date of the maintenance plan is optional. If you select the end date for the maintenance plan that means that all the scheduled occurrences must fall within the start and end date of the maintenance plan. If you do not select the end date for the maintenance plan that means that future occurrences will continue to be generated until the desired end date is added.
You can add an optional description of this maintenance plan.
Select the Supplier Trade. Suppliers allocated to the selected trade will be assignable to the scheduled occurrences. Only one supplier trade can be selected per maintenance plan. Selecting the Supplier Trade will enable you to select a supplier required to complete the occurrences within the maintenance plan.
Select Asset Category. This field is mandatory when creating a maintenance plan for a property during this round of UAT but can be removed in the future.
You also have the option to select a Document Upload Library
Enter the supplier organisation name in the Supplier field.
Select the Property Type. Properties of the selected property type will be available for selection. Use the tickboxes next to each property to include or exclude them from the maintenance plan.
In the Checkpoints section you need to add the occurrences that make up your maintenance plan.
Enter the name of the occurrence. Select the maintenance type from the dropdown. Enter the description of the occurrence. This is likely to contain the instructions on how to complete the maintenance works required.
Select the frequency of the occurrence. Each occurrence you add will have a different frequency. The frequency can be set in days, weeks, months or years.
When a maintenance plan is created, occurrences with frequency greater than 1 week will be superseded by occurrences with longer frequency. For example, if you have checkpoints for a monthly fire extinguisher test and a quarterly fire extinguisher service, the third occurrence of the monthly fire extinguisher test will be superseded by the quarterly fire extinguisher service as the quarterly service is set to occur every three months. This avoids having a monthly test and the quarterly service happening at the same time. It is likely that the quarterly service will include the actions carried out during the monthly tests.
Select the tolerance in days. Tolerance means the number of days prior the due date of the occurrence when a supplier can action the occurrence assigned to them. For example, if the tolerance is set to 4 days and the occurrence due date is 12 & 04 & 2019, the earliest the supplier will be able to complete the occurrence on the system is 08 & 04 & 2019.
When you have filled in the mandatory fields, click Add Checkpoint. This will save the occurrence and you will be able to add a new one. Continue adding the occurrences in this way until your maintenance plan is complete.
Every occurrence you create can be assigned to a different supplier. By default every occurrence will be assigned to the supplier selected in the Maintenance Plan Details section but if you want to assign the occurrence to a different supplier start typing the supplier name in the Supplier field. Only suppliers allocated to the previously selected supplier trade will be available for selection.
If you wish to edit any of the already saved occurrences click the edit icon. The occurrence details will become available for editing. If you wish to remove the occurrence click the remove icon.
When you are sure that the maintenance plan has all the required occurrences, click Create. This will create a new maintenance plan for each of the selected properties. Clicking Create & New will create the maintenance plans for each property and open the new creation page where you can create another maintenance plan. Clicking Cancel will not save the maintenance plan and you will be taken back to the Maintenance Template Search page.
When creating maintenance plans for multiple properties, a new plan will be created automatically for each property. Click Confirm.
Based on the frequency you set, future occurrences will be created and shown in the Schedule widget. Clicking on the view icon will open the details for each of the occurrences. You can use the Filters at the top of the widget to filter the occurrences based on the maintenance type or the name of the occurrence.
The number of occurrences displayed in the Schedule is dependent on the setup in the Admin section. You can set the occurrence period, for example to 365 days, meaning that the Schedule widget will generate and display all occurrences that are due within the next 365 days. If you set the occurrence period to 90 days, the Schedule widget will display all occurrences scheduled within the next 90 days.
Once you save the maintenance plan, all the occurrences in the Checkpoints widget can be edited by clicking the edit icon.
