Generate Maintenance

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The Service & Support module generates maintenance using the maintenance cycles linked to the organisation or location selected on the Schedule Maintenance form. The Asset Management module generates maintenance using the maintenance cycles linked to Physical Assets.

You can use these criteria fields to select which maintenance cycles you want to generate:

• Schedule Group - The schedule group is selected on the Maintenance tab of the Asset Management and Schedule Maintenance forms. Schedule Group is a lookup field allowing you to define custom groups for scheduling.
• Schedule Type - The schedule type is selected on the Maintenance Cycle Template form. Schedule type is a custom defined field using the Utilities + Schedule Type Maintenance form.
• Location - You can select to generate maintenance based on Location. Select the Location from the dropdown list of Locations. The dropdown contains all Locations that is authorised for Service & Support.
• Asset Type - This field is only available on the Asset Management - Generate Maintenance form. Asset Type is a lookup field allowing you to define custom categories for Assets. Asset Type is selected on the Physical Asset form, Main tab. As Generate Maintenance criteria this field enables you to generate maintenance for a specific type of Asset only.
• Asset Class - This field is only available on the Asset Management - Generate Maintenance form. Asset Class is a custom defined classification using the Asset Class Maintenance form. Asset Class is selected on the Physical Asset form, Main tab. As Generate Maintenance criteria this field enables you to generate maintenance for a specific class of Asset only.
• Authorised for - You can select to generate maintenance for cycles that has only been authorised for use by Assets and/or Other purpose. Assets relate to Maintenance Cycles linked to Physical Assets. Other relates to Maintenance Cycles linked to Scheduled Maintenance.
• Based on - You can select to generate maintenance for Time and/or Usage based Assets/Other. If 'Usage' is selected, the 'Forecast usage' option displays. Select this option to generate Service Requests based on Usage prediction.
• Up to Date - Enter the date up to which scheduled maintenance must be calculated and displayed in the grid below.
• Usage Type - This criteria field is only available if Based on 'Usage' is selected. You can select the Scheduled Maintenance Usage Type for the Assets you want to generate maintenance for.

Use the buttons to view the list of items scheduled for maintenance, and generate the service requests.

Search Now

This calculates maintenance required using the criteria entered and returns a service schedule for items that require maintenance. Maintenance is calculated using the maintenance cycles linked to the Physical Asset and/or Schedule Maintenance.

Time-Based Method

Greentree runs through all the Assets/Scheduled Maintenance that adhere to the above criteria and retrieves each item that has a Time Based Maintenance Cycle linked. The Time interval specified on the Maintenance Cycle is used to calculate the number of maintenance cycles required for the period. The period is based on:

• If it is the first maintenance cycle, then the period starts at the Next Due date entered on the Maintenance Cycle and ends on the Up to Date entered.
• For all consecutive cycles, the period starts at the Due Date of the previous cycle (as displayed on the Schedules tab of Asset Maintenance/Schedule Maintenance) and ends on the Up to Date entered.

Usage-based method, where Forecast Usage is not selected

Greentree runs through all the Assets that adhere to the above criteria and retrieves each item that has a Usage Based Maintenance Cycle linked. The Next Due interval specified on the Maintenance Cycle is used to calculate when the next Service is due: Latest Usage Reading + Next Due Interval.

• The first round of Usage Based Maintenance is generated only if the last Usage Reading is greater or equal to the Next Due interval specified.
• Each consecutive Usage Based Maintenance is automatically-generated if the last Usage Reading is larger or equal to the last maintenance cycle's due reading (as displayed on the Schedules tab of Asset Maintenance).

Usage-based method, where Forecast Usage is selected

Maintenance is scheduled for assets using the historic usage, last reading, interval, next due, and the Up To Date entered on Generate Maintenance form above.

The process is:

1. When generating a usage-based schedule, the method of incrementing next due set up on the maintenance cycle is used, instead of the one on the Customer Relationship Management Module Control.
2. When using Forecast Usage and the maintenance cycle option for Method of incrementing next due is set to Add interval to last actual reading, the Due on the first line of an asset's maintenance schedule is the Next Due amount on the maintenance cycle. The next line's Due for the cycle will be calculated by adding the interval to the last reading until the difference between the new due and cycle's Next Due is equal to or greater than the interval.
3. When using Forecast Usage and the maintenance cycle option for Method of incrementing next due is set to Add interval to last due date, this occurs:
   • Up To Date = Up To Date entered on Generate Maintenance form
   • History Days = Number of Days History for Maintenance cycle predictions, retrieved in this order:
     • Asset Maintenance > Usage tab
     • Asset Maintenance Cycle
     • Asset Class
     • Module Control > Asset Management
   • Review Period = (Last Recorded Usage Date - History Days) to Up to Date
   • A = Earliest Usage captured for Asset within Review period
   • B = Latest Usage captured for Asset within Review period
   • C = Number of Days from A to B
   • D = B - A (Usage for period C)
   • E = D/C (Average Daily use)
   • F (Anticipated Usage) = E x (Up to Date - Date of B)
   • IF F > Next Due on Maintenance cycle, then Service Requests (SR's) are generated for Asset
   • IF no or only 1 usage reading exist within Review period, then no SR generated.
4. If the value in the Difference column is negative, the line displays in red (the Difference is the difference between Due value and Last reading, calculated by Due value minus the last reading). This is to highlight that a service for the asset is overdue.

Select All

If selected, all displayed items for scheduled maintenance will be selected.

Unselect All

If selected, all displayed items for scheduled maintenance will be deselected.

Create Service Requests

All selected items in the list of items scheduled for maintenance will be used to generate Service Requests. The Create Selected Service Requests form displays, which determines to automatically schedule the Service Requests. The default is yes. You can select Scheduled Date and/or Scheduled To.

If selected, the Scheduled To detail on the Timeline tab of the Service Request is completed: Scheduled To Person, Scheduled To Date and Time. The Scheduled Service Requests are created with the Default status as selected in Customer Relationship Management Module Control > Schedule Maintenance > Default Status for Scheduled Service Requests. Once the Service Requests have been generated, the Service Request number displays together with the item in the list.

Bulk Reassign Service Person

Click this button to re-assign the Service Person for the selected maintenance schedules in the table. This button gives access to the Re-assign Service Person form on which you can select the from and to Service Person. 'From' Service Person includes updates to and <Unassigned> as options, which enables you to reassign all the selected schedules in the table or only those that do not have a Service Person assigned.

The Service Person in the table is taken from the Maintenance Cycle. If a Service Person is not selected for the Maintenance Cycle and a Service Person is not allocated to the selected maintenance schedules in the table using this bulk re-assign button, then the Service Person on the generated Service Requests defaults in this order:

• If the Asset is covered by only one Contract and the Contract has a default Service Person, then the Contract's default Service Person is used on the Service Request.
• If the Location is filled and a default Service Person is assigned to the Location, then the Location's Service Person is used.
• Service Person defaults to unassigned.

A number of consolidation options exist on the form. The consolidate options give you the ability to group Service Requests based on certain field values, so that fewer Service Requests must be generated to perform the scheduled tasks.

Schedule Group

Select the Schedule Group on which the auto generation of scheduled maintenance is based on. The schedule group is selected on the Maintenance tab of the Asset Management and Schedule Maintenance forms. Schedule Group is a lookup field allowing you to define custom groups for scheduling.

Schedule Type

Select the Schedule Type on which the auto generation of scheduled maintenance is based on. The schedule type is selected on the Maintenance Cycle form. Schedule type is a custom defined field and is set-up through the Utilities + Schedule Type Maintenance form.

Location

Select the Location on which the auto generation of scheduled maintenance is based on from the dropdown list of Locations. The drop down contains all Locations that is authorised for Service & Support.

Authorised for

Select this option to generate the maintenance authorised for use by Assets and/or Other purpose. Either or both of these may be selected:

• If Assets are selected, scheduled maintenance defined on the Asset Management form will be processed.
• If Other is selected, scheduled maintenance defined through the Schedule Maintenance item will be processed.

Asset Type

Select the Asset Type on which the auto generation of scheduled maintenance is based on. Asset Type is a lookup field allowing you to define custom categories for Assets. Asset Type is selected on the Physical Asset form, Main tab.

Asset Class

Select the Asset Class on which the auto generation of scheduled maintenance is based on. Asset Class is a custom defined classification using the Asset Class Maintenance form. Asset Class is selected on the Physical Asset form, Main tab.

Usage Type

This criteria field is only available if Based on 'Usage' is selected.

You can select the Scheduled Maintenance Usage Type for the Assets you want to generate maintenance for.

Based on

Select this option to automatically generate time and/or usage based maintenance cycles. Maintenance cycles are defined as time or usage using the Maintenance Cycle template form.

Forecast Usage

If Based on Usage is selected, the Forecast usage option displays. Select this option to generate Service Requests based on Usage prediction.

Up to Date

Enter the date up to which scheduled maintenance is to be calculated and displayed in the table below.

Generate Maintenance table

This table lists all the items scheduled for maintenance using the criteria entered. You can select and deselect the items as required to indicate which items will have service requests generated on selecting the Create Service Request button.

Consolidate Service Request per Schedule Type

If selected, the selected list of Services due will be grouped per Schedule Type. Only one Service Request will be generated for the group. A confirmation form displays, showing the grouping performed. This gives you the opportunity to maintain consolidation settings, if required.

Consolidate Service Request per Organisation

If selected, the selected list of Services due will be grouped per Organisation. Only one Service Request will be generated for the group. A confirmation form displays, showing the grouping performed. This gives you the opportunity to maintain consolidation settings, if required.

Consolidate Service Request per Location

If selected, the selected list of Services due will be grouped per Location. Only one Service Request will be generated for the group. A confirmation form displays, showing the grouping performed. This gives you the opportunity to maintain consolidation settings, if required.

Consolidate Service Request per Schedule Group

If selected, the selected list of Services due will be grouped per Schedule Group. Only one Service Request will be generated for the group. A confirmation form displays, showing the grouping performed. This gives you the opportunity to maintain consolidation settings, if required.

• Consolidate Service Requests

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