Compliance Planned Maintenance Services
- Caroline Antoun
Keep up with compliance regulations by scheduling compliance planned maintenance services that require providers to inspect regulated equipment and upload certifications. If an inspection fails or passes with recommendations, you can create work orders from the compliance details view and keep a clean audit trail. The Compliance WO Report dashboard compiles compliance data, allowing you to easily identify compliant locations and swiftly address those out of compliance.
To set up and manage compliance planned maintenance services, speak to your ServiceChannel representative to turn this feature on. You will also need the secondary admin role Compliance PM Manager in addition to the Planned Maintenance secondary admin role.
Sections in this article:
Setting up a Compliance Planned Maintenance Service
Set up your planned maintenance services that you want to track compliance. These might be any service that requires certified inspections like HVAC, forklifts, elevators, escalators, fuel systems, etc.
Only set up planned maintenance services as compliance when they require a certification. This data goes into the Compliance WO Report dashboard and will show your location as out of compliance if the compliance management of the work order is not completed.
How to Set up Compliance Planned Maintenance Service
Managing Compliance Planned Maintenance Services
Once you’ve gotten your Compliance Planned Maintenance services set up, manage compliance data and history under the Compliance tab in the work order details view.
Navigating the Compliance Tab
Under the compliance tab are Compliance Details that include the Details and History tabs.
Details Tab
The details tab shows the current Compliance Record for that inspection and is where you change Compliance Status, input validation dates, make comments, upload compliance attachments, and create follow up work orders if necessary.
Compliance Statuses
You or your provider can choose from the following statuses before completing the work order.
Open – This is the default status. Once another status has been saved, you cannot come back to this status.
While this status is selected, you cannot attach a document or make comments.
- Expired – Choose Expired if no status update/certificate has been loaded and the service window of the PM service has expired.
Invalid Document – Choose this status if the wrong attachment was uploaded.
Attachments can’t be deleted from compliance record. If there is a wrong attachment on the record, change the compliance status to “Invalid Document” and save the record. Then upload the correct attachment and change the status of the compliance record to the appropriate one.
- Pass - Select if the location passed the compliance check and there’s nothing to improve. When this status is selected, you are required to upload a certificate and add the Valid To and Valid From dates of the certificate.
- Pass with Recommendation - Select if the location passed the compliance check AND there is something to improve. You can add comments and create a follow-up work order. When this status is selected, you are required to upload a certificate and add the Valid To and Valid From dates of the certificate.
- Fail – Select when the location didn’t pass the compliance check. You are required to upload a certificate. You can create a follow-up work order from this status.
History Tab
All previous compliance statuses and documents can be viewed under the History tab.
The number listed next to the name History on the tab indicates the number of times the compliance record has changed.
You can view:
- who created the record
- when the record was submitted
- any attachments
- compliance status and validity dates