Adding a PM or Repair Job
There are several ways to Add a PM Job and/or a one time Repair Job. To distinguish, a PM Job is a daily, weekly, monthly, etc. recurring maintenance activity. A Repair Job is a one time activity for a specific piece of equipment. Repair Jobs usually come about as a result of an issue discovered when completing a Preventative Maintenance Task.
To add a PM Job or Repair Job, navigate to the Equipment List, Jobs List or Task List page and click on Add PM Job or Add Repair Job from the column on the left. This will open the Manage Jobs page.
Pre-fill Job Details: This section allows the User to view existing Jobs from a drop-down menu. If desired, select a similar Job from the drop-down menu to automatically pre-fill information for the new Job below. The form can then be edited as needed. This will reduce input time when adding a new Job that is similar to one already in the application.
Equipment Assignment: Use the Type to Add text field to select the Equipment this Job should be associated with. When you begin to type in the Equipment name, all matching pieces of Equipment will populate in drop-down list. You can then select which piece/s of Equipment this Job should be assigned to.
Job Name: Enter the name for the PM Job or one time Repair Job.
Time Estimation: Enter the estimated time to complete the Job in this field. This will provide the Designee(s) with an estimate for how long the Task may take. The time added here will also be used for the Man Hour Forecast Report (See the Help Doc section titled "How to Generate Reports & Downloads" for more information).
Priority: The Priority will default to normal, but can be updated as needed.
Job Type: Select PM Job (recurring) or Repair Job (one time repair). Depending on which type of Job is selected here, the fields below will update accordingly.
Settings
The settings will differ depending on the type of Job selected above.
PM Job Frequency: When entering a PM Job, select a frequency from the list to determine how often the PM Job will recur. If you select from one of the standard frequency settings (Every Day, Every Week, Every Month etc.), all tasks for this job will come due based on the selected frequency and the start date entered below. If you would like to customize when the Job comes due, for example, on a specific day instead of a date (i.e. Every Monday, Last Friday of the Month etc.), use the Custom Frequency option.
PM Job and Repair Job - After Hours: This option is used to note jobs that must be performed outside normal business hours so that Assigned Designees can plan accordingly when a Task for this Job comes due.
PM Job - Start Date/End Date: Select the Start Date for the PM Job. All recurring tasks will use that as a reference date. In most cases you will leave the End Date blank. By leaving the End Date blank, the job will automatically renew and create new Tasks, every two years. An End Date should only be added if the PM Job and Tasks should end on a specific date.
PM Job and Repair Job - Send Reminder : To schedule an automatic email reminder for the Assigned Designee(s), enter a number in the box provided. The reminder email will be sent (#) days prior to the Task due date. Standard assignment email notifications will always go out on the Task due date, regardless of whether or not a number is entered here.
Repair Job - Due Date: If you are entering a Repair Job, a Due Date is required here. Repair Jobs to not have a frequency, start or end date. The Repair Job can still be marked as After Hours and Reminder Emails can be set, if desired.
Manage Assignments
Select the Designee(s) that should be assigned to all Tasks generated for this Job. Every time a Task comes due for this Job, the selected Designee(s) will receive an email notification with the Task details the morning the Task comes due. The Task will also be added to the Designee's Task List.
Additional Information
The Additional Information section provides the opportunity to record specific Job details such as Accounting Info and any Estimated Downtime required for the piece of Equipment. Instructions on how to complete the Job, Safety Notes, Maintenance Instructions, Tools Required, and Additional Comments may be added here, if necessary.
Attachments
Any Attachments associated with the job can be added here. The attachments will then be available to the Designee(s) when completing any Tasks for this Job. Click "Choose File," then select the file from your computer. A name for the attachment can be added here, if desired.
Custom Field Template
Custom Field Templates, created in the Preferences, can be selected from the dropdown menu. Selecting a Template will add custom fields for recording additional data when completing a Task. Any custom fields in the template that are not applicable to this Job, can be unchecked as needed. For more information on Custom Field Templates, view the following Custom Field Template Help Doc.
