U623: Planned PM Management. U623 Planned PM Management 2014 Page 1 of 24

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1 U623: Planned PM Management U623 Planned PM Management 2014 Page 1 of 24

2 U623 PLANNED PM MANAGEMENT SUBJECTS COVERED IN THIS UNIT: Introduction... 3 Identifying Planned PMs... 4 Creating Planned PMs... 7 Scheduling Planned PMs U623 Planned PM Management 2014 Page 2 of 24

3 INTRODUCTION What are Planned PMs? PMs created at the discretion of the District or customer when there is no Program PM that adequately addresses the preventative maintenance needs Created to maintain equipment that affects building safety, building use intensity, or to meet customer requirements Monitored for compliance May be funded by FM or by customer (departmentally funded) U623 Planned PM Management 2014 Page 3 of 24

4 IDENTIFYING PLANNED PMS To view existing Planned PMs, access the Preventive Maintenance form Perform a query with PLANNED in the Status field U623 Planned PM Management 2014 Page 4 of 24

5 IDENTIFYING PLANNED PMS U623 Planned PM Management 2014 Page 5 of 24

6 IDENTIFYING PLANNED PMS 1. The PM number is based on the type of work being performed and/or the equipment type being maintained along with a sequence number (e.g. -01, -02, -03). Refer to the Planned PM Naming Standards at K: \ PLANNERS \ Planner Training 2014 \ 2014 Planner Quick Reference Training Aids. 2. Active Planned PMs have a Status of PLANNED 3. The PM CATEGORY should be ZM for global PMs and the type of equipment being maintained (e.g. ZMHVAC, ZMPLUMB) U623 Planned PM Management 2014 Page 6 of 24

7 CREATING PLANNED PMS 1 Exercise 1 1. Access the Preventive Maintenance form from the Navigator screen and a blank form will appear ready for data entry U623 Planned PM Management 2014 Page 7 of 24

8 CREATING PLANNED PMS 2 2. Read the Planned PM Naming Standard document before assigning a name K: \ PLANNERS \ Planner Training 2014 \ 2014 Planner Quick Reference Training Aids \ MODULE U623 Planned PM Naming Standards U623 Planned PM Management 2014 Page 8 of 24

CREATING PLANNED PMS 3 4 5 3. Query the database for any existing DRAIN% PMs 4.

Clear the Preventative Maintenance form and enter DRAIN- and the next available sequence

9 CREATING PLANNED PMS Query the database for any existing DRAIN% PMs 4. Scroll through the query results and make a note of the next available sequence number (e.g. -01, -02) to add to the new PM name 5. Clear the Preventative Maintenance form and enter DRAIN- and the next available sequence number in the PM Number field U623 Planned PM Management 2014 Page 9 of 24

CREATING PLANNED PMS 6 7 8 6. Enter a brief PM description in the field next to the PM Number field 7. Select PLANNED for the Status field 8.

10 CREATING PLANNED PMS Enter a brief PM description in the field next to the PM Number field 7. Select PLANNED for the Status field 8. Select EQUIPMENT for the Asset Type if the PM will be assigned to a piece of equipment. If the PM is for custodial equipment (e.g. 142-CUST-02), select FACILITY. U623 Planned PM Management 2014 Page 10 of 24

CREATING PLANNED PMS 9 10 11 9. Assign a Category; usually ZM and corresponding equipment type 10.

If the user of the equipment must be notified, then select NOTIFYDOWN. Otherwise leave it blank. 11.

11 CREATING PLANNED PMS Assign a Category; usually ZM and corresponding equipment type 10. Assign an Outage Class of DOWN if the equipment cannot be used while performing the PM. If the user of the equipment must be notified, then select NOTIFYDOWN. Otherwise leave it blank. 11. Enter PREVENTIVE in the Type field for EQUIPMENT Asset Types or enter CUSTODIAL for FACILITY Asset Types U623 Planned PM Management 2014 Page 11 of 24

12 CREATING PLANNED PMS Select IN HOUSE for the Method when the PM will be performed by FM staff or CONTRACT for PMs performed by contractors 13. Select a Priority of 41, 42, or 43; referring to the PM Priority Code Quick Reference document at K: \ PLANNERS \ Planner Training 2014 \ 2014 Planner Quick Reference Training Aids \ MODULE U623 PM Priority Codes U623 Planned PM Management 2014 Page 12 of 24

CREATING PLANNED PMS 14 15 14. Enter the lead days allowed to perform the work in the Work field 15. Enter the lead days allowed before the actual start date in the Schedule field.

13 CREATING PLANNED PMS Enter the lead days allowed to perform the work in the Work field 15. Enter the lead days allowed before the actual start date in the Schedule field. Normally 1 for all PMs, but can be higher in contracted PMs because of the time spent soliciting bids, awarding the contract, and creating POs. U623 Planned PM Management 2014 Page 13 of 24

14 CREATING PLANNED PMS Copy the safety and notification text from an existing PM Task List 17. Paste the safety and notification text in the new PM Task List U623 Planned PM Management 2014 Page 14 of 24

and notification statements (tip: Cntrl+E to open the Editor screen) 19.

15 CREATING PLANNED PMS Enter a detailed description of the work in the Task List field below the safety and notification statements (tip: Cntrl+E to open the Editor screen) 19. Click the Labor button and enter the labor requirements; generally the craft, size, and estimated hours U623 Planned PM Management 2014 Page 15 of 24

CREATING PLANNED PMS 23 21 22 20 20. Click the Account button 21. Select PM Account Group for Account Group Name 22.

Enter the fund, Dept ID, Account, and Program NOTE: Enter an account number only when the account number will be used

16 CREATING PLANNED PMS Click the Account button 21. Select PM Account Group for Account Group Name 22. Select ACTUALS for the Billing Type 23. Enter the fund, Dept ID, Account, and Program NOTE: Enter an account number only when the account number will be used for all pieces of equipment assigned this PM. If the accounts will vary by equipment, leave this blank, and assign the account number when the PM is scheduled. U623 Planned PM Management 2014 Page 16 of 24

17 SCHEDULING PLANNED PMS 1 2 Exercise 2 1. Access the Equipment form from the Navigator screen 2. Query up an OSANIWASTE active piece of equipment U623 Planned PM Management 2014 Page 17 of 24

SCHEDULING PLANNED PMS 3 4 5 3. Click the PMs tab 4. Put the cursor on the line below the last active PM 5.

18 SCHEDULING PLANNED PMS Click the PMs tab 4. Put the cursor on the line below the last active PM 5. Enter the Planned PM number that you created in Exercise 1 and press tab to auto-fill the description U623 Planned PM Management 2014 Page 18 of 24

SCHEDULING PLANNED PMS 8 6 7 6. Click the Criteria button to schedule the PM 7.

19 SCHEDULING PLANNED PMS Click the Criteria button to schedule the PM 7. Enter a fixed due date; making sure the day is the last day of a month 8. Click the Options tab U623 Planned PM Management 2014 Page 19 of 24

Check all the days of the week for Valid Work Days 12.

20 SCHEDULING PLANNED PMS Select Equip PM Acct Group if billing the equipment account number, or select the PM Acct Group if there was a PM Account Number programmed 10. Uncheck the Use Holiday Calendar box 11. Check all the days of the week for Valid Work Days 12. Leave the Valid Work Weeks defaults as they are U623 Planned PM Management 2014 Page 20 of 24

Select Equip PM Acct Group for the Account Group Name field 15.

21 SCHEDULING PLANNED PMS If using an Equipment Account Group, click the Accounts button 14. Select Equip PM Acct Group for the Account Group Name field 15. Select ACTUALS for the Billing Type 16. Click the Accounts button U623 Planned PM Management 2014 Page 21 of 24

Enter the percentage to charge the account number on the Accounts form (must

22 SCHEDULING PLANNED PMS Enter the account number on the Account Details form and click OK 18. Enter the percentage to charge the account number on the Accounts form (must equal 100% if entering multiple account numbers) 19. Click OK from the Accounts form U623 Planned PM Management 2014 Page 22 of 24

SCHEDULING PLANNED PMS 20 21 22 23 24 20.

23 SCHEDULING PLANNED PMS Click the Override Tab 21. Enter the crew assigned in the Override column 22. Click the Task List 23. Enter any Additional Tasks if applicable 24. Click OK to return to the PM tab U623 Planned PM Management 2014 Page 23 of 24

24 SCHEDULING PLANNED PMS Enter the Next PM date the same date used for the Fixed Due Date on the Scheduling tab U623 Planned PM Management 2014 Page 24 of 24

U622: Program PM Scheduling. U622 Program PM Scheduling 2014 Page 1 of 38

U622: Program PM Scheduling. U622 Program PM Scheduling 2014 Page 1 of 38 U622: Program PM Scheduling U622 Program PM Scheduling 2014 Page 1 of 38 U622 PROGRAM PM SCHEDULING SUBJECTS COVERED IN THIS UNIT: Introduction... 4 Equipment PM Tab... 5 Equipment PM - View... 8 Equipment