When you have a plan for checking your equipment or maintaining clean rooms, it becomes easier to manage assets and extend their service life.
The Planned Maintenance module in Service Automation simplifies this process by scheduling services like janitorial, pest control, and electrical maintenance without requiring your constant involvement. ServiceChannel ensures smooth operation of work orders, notifies providers of upcoming work, and alerts you if any issues arise.
Work orders created under the PM module differ from those created under the Service Request module or Dashboard. When configured, work orders may automatically dispatch to the assigned contractors, and automatically invoice as well.
In the updated Planned Maintenance module, you have two main pages:
- Overview: Create, view, schedule, and report out on your PM services and frequencies.
- Templates: Upload PM work orders in bulk, such as special projects or non-recurring PM services. (This is the same PM Templates section you are already familiar with!)
Once a PM service is set up, frequencies are added and attached to locations, the following actions will occur:
- A work order will automatically generate for scheduled PM service and load based on the frequency cycle it is set for.
- A dispatch email will be sent to the contractor, alerting them their PM work order has been generated in the system.
- The work order will display on the Dashboard Summary Calendar so that the service manager will be alerted that a PM service has been scheduled.
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| title | ⦿ How to Access the Preventive Planned Maintenance Module |
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- On the top-left corner of the screen, click the menu icon and select Planned Maintenance > PM Services. The PM Overview page displaysis displayed.
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You must have Power User permission to access the Planned Maintenance module. See Permissions for more information. |
Planned Maintenance Setup in 4 Steps
Planned Maintenance setup consists of 4 steps:
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- Add a new Planned Maintenance Service. Enter brief information about a PM service, such as description, category, trade, priority, and others.
- Add a new Frequency. Select how often and when you want your service to be repeated. For example, you want the floor cleaning maintenance to happen 2 times a week on Mondays and Thursdays in summer.
- Select Locations. Attach locations to the frequency the services should be performed. For example, a regular floor cleaning must be performed at 2 restaurants in Brooklyn.
- Add Assets. Link PM services to the corresponding assets. Let’s say you have the HVAC appliances or dishwashers that require annual inspection at your restaurants. Link those assets to the PM service.
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Combine the PM Module with Others to Optimize
Your Facilities Program
Watch the video below to learn how you can reduce costs of planned maintenance services using Contracted Services and Analytics of ServiceChannel.
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Contracted Services
Should you have an agreement with your provider on the planned services to perform, enter its details into the Contracted Services module and connect the contract to the PM frequencies.
Thus, you gain visibility into the work orders created as a result of a contracted service.
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| title | ⦿ How to Use Contracted Services with the Planned Maintenance Module |
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- Create or select a contract in the Contracted Services module.
- Connect PM frequencies to the contract.
- Track all work orders generated under the specific contract.
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Learn more about Contracted Services. |
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Analytics
The Maintenance category of work orders is included in Analytics which allows you to get the relevant information on the expenses spent on PM services and make data-based decisions.
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| title | ⦿ How to Use Analytics with the Planned Maintenance Module |
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| - Navigate between the Analysis tabs to view the necessary data.
- Select the date of the analysis. You can select both the past and upcoming periods.
- Select the Maintenance category in the filter of Analytics.
- (Optional) Apply any other filters you need.
- Click Update.
The visual data appears, and you can view:
- Expenses spent on maintenance.
- Provider’s work analysis.
- The upcoming maintenance work orders, and more
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Learn more about Analytics. |
