PREVENTIVE MAINTENANCE
CHAPTER 6: Preventive Maintenance
Introduction To Preventive Maintenance
The Preventive Maintenance (PM) screens in FacilityFocus allow the
maintenance manager to monitor and schedule tasks aimed at preventive
maintenance of installed Systems and equipment. These screens help identify,
schedule and allocate resources to critical recurring maintenance tasks. The
purpose of Preventive Maintenance is to get the best return for money spent by
prolonging equipment life and avoiding costly corrective and emergency repairs.
Using the PM module of FacilityFocus involves these basic activities:
• Defining the Systems and equipment requiring preventive maintenance.
• Defining the criteria determining when and how often Preventive
Maintenance is needed.
• Generating the Work Requests for the maintenance tasks.
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ENTERPRISE INVENTORY MASTER SCREEN
Parts/materials are first defined in the FacilityFocus System on the Inventory
Part screen. Also called the Enterprise Inventory Master screen, it provides a
short, 80-character field for quick identification of the part, followed by a
separate optional field for detailed cataloging information. This screen also
functions as an analysis screen providing a summary of quantity and cost
information.
To Access the Inventory Part Screen, select these menu items:
Inventory & Equipment Module / Inventory & Equipment / Entry / Enterprise
Inventory Master
To use the Inventory Master Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
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Enterprise Inventory Master Screen Fields
Field Explanation
Part Identifies the Part.
Enter code or number. Codes or entries can be a
combination of letters and/or numbers.
Displays a graphic description of the item, if available.
Click the graphic display icon.
Kitted Check box that indicates that this part has child parts
associated with it.
Since a kit is a “virtual part”, it cannot be associated
with a bin or a price. Thus, the Bin and Cost information
will not appear in the screen when displaying a part
designated as a kit. If you are designating a kit rather
than a single part click this button then enter the kit parts
using the Kitted Parts Button described later in this
chapter.
Status Displays the status of the part being entered. This field
should display a status of Available, which means the
record is available for editing. If the Status is Frozen,
the record is not available for editing.
Other possible Statuses are Below Reorder, Out of
Stock, and Back Order, which are System-generated
based on transactions and cannot be manually changed
on this screen.
Description Generic statement describing the part.
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Enterprise Inventory Master Screen Fields
Field Explanation
Allows you to enter additional description information.
If you run out of room, the Extra Description screen
will allow you to enter the additional information. When
finished, click Close. You will be asked if you wish to
save the information. Click Yes.
UOM The Part’s Unit of Measure, which can be selected
from a predefined list containing items such as pounds,
gallons, feet, case, each, etc. The unit of measure that
appears is issued from the Warehouse record. If needed,
select a Unit of Measure from the drop-down list.
Type All parts/materials in the inventory are identified as
Expendable, Non-expendable, Durable or Equipment.
EQUIPMENT – Serialized items that require preventive
maintenance.
EXPENDABLE – shop stock materials and generic
replacement parts.
NON-EXPENDABLE – items on the tracking list that
must be tracked by use and location.
DURABLE – Items that can be serialized but do not
require preventive maintenance.
Selecting Durable or Equipment places a check in the
Serialized checkbox, activates the Serial No. button on
this screen and the label on the “Part” field changes to
“Equipment”.
Note: You can use this field for searches, but since the
values are hard-coded, you cannot select from a drop-
down list. However, if you put in the actual values (X,
N, D or E), the search will proceed.
Serialized Indicates whether or not a part is classified with a serial
number. If Durable or Equipment is chosen, the
Serialized checkbox fills automatically.
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Enterprise Inventory Master Screen Fields
Field Explanation
Cycle Code User-defined values established according to the value
of the item. The more expensive the item, the more
frequent it is counted. Example Cycle Code values are:
A - Most frequent used and valuable
B - Audit Regularly: Moderate value and use
C - Lowest Audit requirements.
Shelf Days Identifies the length of time the item can remain on the
shelf prior to use or replacement.
Type a number, if applicable.
The MSDS button is an on/off switch that allows you to
identify hazardous materials according to Material
Safety Data Sheet criteria.
Click MSDS to reveal the skull-and-crossbones icon, if
the material contains dangerous compounds.
Click again to turn it off if the materials present no
health hazards.
Class Classifies the item and best describes the part belonging
to a more general class of equipment. Available codes
may include:
Bulbs Plumb
Carp Tools
Elec
Equip
Fleet
Furniture
HVAC
Key
Lumber
Other
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Enterprise Inventory Master Screen Fields
Field Explanation
Commodity User-defined values that further identify the part for
inventory records or reports.
Commodity Codes range from Div 1 through Div 16,
Non-Specified Product, Non Stock Parts and Stock
Parts.
Select a code from the drop-down list.
Category Further defines or classifies the inventory item.
Available Category codes may include:
Active
Inactive
Stock
Nonstock
Expensive
Inexpensive
Hazardous
Warehouse Preferred warehouse for storing the part. The
Warehouse list displays all the warehouses to which
you have access.
Min. Level This value rolls up from the Warehouse Window, whose
values roll up from the Inventory Bins Maintenance
screen. This value reflects Minimum Level the quantity
of parts can reach before it needs to be restocked.
The graph at the bottom center of the screen changes to
reflect this entry. This entry is not editable on this
screen.
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Enterprise Inventory Master Screen Fields
Field Explanation
Max. Level This value rolls up from the Warehouse Window, whose
values roll up from the Inventory Bins Maintenance
screen. This value reflects Maximum Level the quantity
of parts can reach in stock, above which the
FacilityFocus System should provide a warning
message.
Although FacilityFocus warns of excess quantity levels,
you can still order the part.
The graph at the bottom center of the screen changes to
reflect this entry. This entry is not editable on this
screen.
Warehouse Displays a Warehouse Data screen for entering
additional information on the part in the specific
warehouse.
Click Warehouse.
For more information, refer to the Warehouse button
later in this chapter.
Spec Codes Displays labels used to describe the condition of
inventory goods.
Allows you to add additional Special Codes.
Close the window when you have finished.
Contractors Opens the Contractors window allowing you to select
multiple contractors from whom to order the part.
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Enterprise Inventory Master Screen Fields
Field Explanation
Opens the Attributes window allowing you define
Attributes labels to associate with equipment items you then define
on the Serialized Inventory Master Screen.
Close the window when you are finished.
Substitutes Opens the Substitutes window that allows you to
specify a substitute for the part you are entering if it is
not available.
Opens a window that displays a parts list window for the
Parts List
inventory part described on the main screen. When the
user clicks the new Parts List button the window
displays either a parts list or an empty row for entry of a
list.
The parts list is user-defined. The system verifies that
the item entered in the zoomable List Part (list_part)
field is a valid inventory part and if so, displays the
corresponding description. The system verifies that the
quantity of parts is greater than 0.
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Enterprise Inventory Master Screen Fields
Field Explanation
Opens the MSDS Codes window that allows you to
MSDS Codes
designate any appropriate MSDS information for the
item.
This only needs to be done if the product presents
health, fire, or reactive hazards.
Serial No Accesses a data window displaying serialized equipment
information for the part.
Allows you to associate multiple "kit" parts with the part
Kitted Parts being defined. For more information, refer to the Kitted
Parts button in this chapter.
Status Accesses a data window displaying the status history of
the part.
Transactions Accesses a data window displaying a history of
transactions for the part.
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WAREHOUSE BUTTON
Enterprise Inventory Warehouse Window Fields
Field Explanation
Warehouse This is a warehouse where the part will be stored. The
System automatically selects MAIN.
Min Levels above or below which the System should provide
and a warning message. The message can be printed and
Max Levels given to the stockroom person for reorder purposes.
These values roll up from the Inventory Bins
Maintenance Screen and in turn rollup to the Enterprise
Inventory Master Screen. They are not editable on this
screen.
The graph at lower left changes to reflect these values.
Account Overhead Account code and Sub Code used to account
Sub Code for percentage markup of equipment item.
Zoom to select the Account Code.
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Enterprise Inventory Warehouse Window Fields
Field Explanation
Markup Percentage Markup for cost of equipment item.
Enter a percent.
Spec Codes
Provides a screen displaying any special codes
established during the item setup.
This button is linked to the same screen displayed by the
Spec Codes button on the Enterprise Inventory Master
screen.
Reorder Use this screen to set reorder quantities and levels (by
month if necessary) for each warehouse that would
house a part.
Use this window to view the bin locations and Quantity
Bins On Hand for the Warehouse (defined in Inventory
Module / Entry / Bin Maintenance).
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Enterprise Inventory Warehouse Window Fields
Field Explanation
Inv Trans.
Inventory Transactions window displays a history of
adjustments made at receiving, invoicing or manually is.
This is maintained to provide an audit trail. The history
includes dates and user login information. A button on
the Enterprise Inventory Master screen Warehouse Data
window opens a window to display this history.
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Enterprise Inventory Warehouse Window Fields
Field Explanation
Scrolled to right
Cach Trans The Cached Transactions window displays a history
of caching transactions made necessary by adjustments
made a PO Invoicing. The history includes dates and
user login information. A button on the Enterprise
Inventory Master screen Warehouse Data window
opens a window to display this history.
Allows you to add additional warehouse locations for
this part.
Click Insert if you wish to add another Warehouse
listing for this part.
Supply information for the Warehouse through Bins
fields described above.
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KITTED PARTS BUTTON
Child Part Screen Fields
Field Explanation
Kitted Parts Allows you to associate multiple "kit" parts with the
part being defined.
Child Part Identifies the kit, or child, part you wish to associate
with the part being defined on the Enterprise Inventory
Master screen.
Zoom to select.
Child Qty Number of child parts of this description that are being
defined for this inventory part.
Enter a number.
Notes on Kit Parts:
When the user generates a Preventive Maintenance Work Request, the System
selects only component parts associated with the kit. The System does not
display part numbers or quantities for kits, use them in calculations, print them
on the Pick List or include them in the reorder process.
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SERIALIZED INVENTORY MASTER SCREEN
This screen is used to:
• Define attributes, warranties, manufacturer data and persons
responsible for serialized items
• Define parent/child relationships
• Identify the location of equipment.
To Access the Serialized Inventory Master Screen, select these menu items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Serialized Inventory Master
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To use the Serialized Inventory Master Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
Serialized Inventory Master Entry Screen Fields
Field Explanation
Equipment Equipment to which you assign serial information.
Zoom to select.
Displays a picture of the item, if available.
Status Displays the item’s status.
Verify that the code is correct.
When the record is created, Status will automatically
fill with AVAILABLE.
Serial No Unique number for this particular inventory part. Enter a
number.
System System supported by this serialized equipment item.
This provides a method of grouping serialized
equipment by the System it supports. System Setup is
defined on the Setup Screen in this module.
Zoom to select a System.
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Serialized Inventory Master Entry Screen Fields
Field Explanation
Description Example: “Air Handler Unit, 20 Ton.”
Type a description.
If you run out of room, the Extra Description screen
will allow you to enter the additional information.
You will be asked if you wish to save the information.
Click Yes.
If the part you are entering is a serialized item and
associated with a larger item, you can use this feature to
identify the Parent Part.
Click on the Icon to the right of the Status field, if you
wish to specify a Parent Part for this item.
Shop Shop responsible for the item.
Also appears on work requests generated from
Preventive Maintenance requirements.
Shop Person Shop Person who has overall responsibility for the
equipment item.
Zoom to select a shop person.
Also appears on work requests generated from
Preventive Maintenance requirements.
Region Place, if any, where the item is installed if not stored in
Facility a warehouse.
Property
Location Select Region or Facility from drop-down list; zoom to
select Property or Location. (Or select a Warehouse
and Bin in the fields below.)
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Serialized Inventory Master Entry Screen Fields
Field Explanation
Route/ Sequence Route and Sequence number, such as Route 2,
Sequence 2. This field is used by MobileFM to establish
the route and sequence used to collect readings from
meters. The sequence must be unique. For example, you
can have only one Route 2, Sequence 2 for this piece of
equipment (although you can have the same
route/sequence set up for another piece of equipment).
Select the Route from the Zoom list.
Warehouse Required location information for equipment not
installed at a site location or mounted with other
equipment. (e.g., 5HP motor).
Select from drop-down list.
Either this field or the locating fields in the previous row
are required.
Bin Bin in which the part will be stored. Required location
information if equipment is not installed.
Zoom the to select a bin.
Required if Warehouse is entered.
Opens a window that displays the following:
More Parent Part
Parent Serial Number
Parent Description
Installation Address
PM Contractor and Address Code
Installation and Relocation Dates and Meter
Readings
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Serialized Inventory Master Entry Screen Fields
Field Explanation
Opens the Attributes window allowing you to associate
Attributes the part with attributes previously defined on the
Enterprise Inventory Master screen, or to view
attributes associated with the part. Attributes are
words that describe the item. They can also be used to
search for the part.
Close the window when you are finished.
Allows you to associate Warranty information to the
Warranty
serialized part.
Opens the MSDS Codes window displaying any MSDS
MSDS Codes
codes set up via the Enterprise Inventory Master screen.
Support Opens a window displaying the building location
supported by this equipment item.
Direction Displays a text window that allows you to enter or view
directions for locating the item.
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Serialized Inventory Master Entry Screen Fields
Field Explanation
Opens the Distribution data window displaying account
Distribution
distribution data on the serialized equipment. For more
information, refer to the Distribution button in this
chapter.
Opens a data window similar to an “extra description”
Notes
data window. Its purpose is to hold MobileFM
comments on equipment condition and actions taken
while doing PM Checklists and related Work Requests.
Rental Rates Opens a window to displaying equipment rental rate and
rate type. The Equipment Rental feature of
FacilityFocus is discussed in User Guide Volume 2,
Chapter 2.
Components Opens a window to displaying child parts associated
with this equipment, if any.
Parts List.
Opens a window that displays a parts list window for the
equipment part described on the main screen. This list is
set up on the Enterprise Inventory Master Screen,
described previously in this chapter.
Status History Opens the Status History window displaying the all the
statuses the record has been through, dates and users
who assigned those statuses.
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Serialized Inventory Master Entry Screen Fields
Field Explanation
Opens a window displaying the associated PM Meters
Meter data for this part.
Opens a window displaying the associated PM
PM Templates
Template data for this part.
Opens the Relocation window displaying a history of
Relocation any transactions relocating the part to another
warehouse/bin or property. Information includes
Installation and Removal readings.
WR History Displays the following data regarding the history of
repair of the equipment item:
Work Request
Phase
Description
Shop
Contractor
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DISTRIBUTION BUTTON
Account Distribution Screen Fields
Field Explanation
Opens the Distribution data window displaying account
Distribution distribution data on the serialized equipment.
.
Allows you to you to edit an existing record so that you
may change account information.
Click this button on the toolbar to put the record into
edit mode. You can then change or enter information in
the following fields.
Start Date Date range within which the transactions can be made
Expire Date against the account distribution.
If a value appears in the Start Date field, all values
except the Expire Date are read-only.
Zoom to select date.
Account Code that indicates the Account against which the costs
are charged.
Zoom to select an account.
Sub Code Code that indicates the Sub-Account against which the
(Account) costs are charged.
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Account Distribution Screen Fields
Field Explanation
Offset Acct Code that indicates the Offset Account used to balance
cost entries in the Account selected above.
Zoom to select an offset account.
Sub Code Code that indicates the Sub-Account used to balance
(Offset Account) cost entries in the Sub-Account selected above.
Company Company charged for the item. Choose from the drop-
down list.
Department Department charged for the item. Choose from the
drop-down list.
OC Code Organization charged for the item.
Zoom to select.
Fixed/Actual Indicates whether a fixed dollar amount or actual price
for labor is entered in the next field.
If the System detects that only fixed dollar amounts
have been entered, it will display a message indicating
that at least one percentage account set at 100% must be
set up.
Select either the Fixed/Actual Radio Buttons, using the
Amount and Percent field descriptions that follow to
determine which button to use.
Note that when using a fixed distribution, you should
create a spillover distribution (with a percentage
account) to handle transactions exceeding the fixed
dollar amount. Otherwise, you could lose transactions.
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Account Distribution Screen Fields
Field Explanation
Amount If you select the Fixed radio button The Amount field
displays a dollar amount as the contracted labor cost.
Key in the amount of the Fixed Price.
Percent If you select the Actual radio button, the Percent field
Or displays how much of the cost of the item will be
PREC. charged to the selected Company, Department, and OC
Code.
If you are entering only one distribution record, type
“100” in the Percent field.
If you are entering more than one distribution record,
the Percent fields in all must total exactly 100 before the
System will allow you to save the record.
If you select the Fixed Radio button, a precedence
(PREC.) field appears. Enter a number here (1,2,3 and
so on) to indicate the order in which the system should
charge fixed amounts to distributions.
Encumber Displays the amount you want encumbered from the
Account to pay for the work.
Region Display the State and City where the work will take
Facility place.
Select from the drop-down list.
Property Building where the work will take place.
Zoom to select or key in.
Repeat the above sequence for each additional distribution you wish to add.
Close the Account Distribution window when you are finished.
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PREVENTIVE MAINTENANCE TEMPLATES
The PM Template is the heart of the Preventive Maintenance program. On this
screen you can:
• Associate Preventive Maintenance Tasks with equipment items
• Select the type and frequency of Preventive Maintenance Tasks
• Define Work Request and Phase values.
To access the Preventive Maintenance Template screen, select these menu
items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Preventive Maintenance / PM Templates
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To use the Preventive Maintenance Template Screen:
• Click Insert ( on the button bar above the entry screen) to create a new
record.
• Enter information using the fields and facilities described in the tables that
follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which to
choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after entering
your data to save the record.
Preventive Maintenance Template Screen Fields
Field Explanation
Template ID Number used to identify the preventive maintenance
template you are defining. A value should already
appear in this field.
This ID appears on the Work Request when PM
Generate is run. On the Work Request, this field
facilitates loading of PM Checklist information onto the
MobileFM device. MobileFM then selects the PM Basic
based on the Template ID and the Phase sort code.
(Description) Description used to further identify this preventive
maintenance template.
Type a description in the field to the right of Template
ID.
WR Type Type of Work Request to generate for preventive
maintenance on this item.
Category Work Request Category.
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Preventive Maintenance Template Screen Fields
Field Explanation
Status Status the System should automatically apply to work
requests using this preventive maintenance template.
Available statuses may include:
10-OPEN
30-SCHEDULE
40-HOLD
50-COMPLETE
80-CANCELLED
90-CLOSED
Select from the drop-down list.
Customer Entity that is paying for the preventive maintenance as
indicated by the selection of default distributions via the
Customer, Property, Shop or Equipment radio button
described later in this table.
Zoom to select a customer.
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Preventive Maintenance Template Screen Fields
Field Explanation
PM Type Maintenance Type the System will apply based on the
criteria set up in this preventive maintenance template.
Available types may include:
FIXED – Tells the PM Generate program to schedule
PM on the same day each month.
TIMED – If PM does not take place on the specified day
of the month, the System updates the PM Last Date field
to reflect the date on which the PM was actually
performed.
METERED - PM will be done based on certain meter
readings. An interval is required for metered PM.
CALENDAR – PM Work Requests are generated for
fixed calendar dates, not based on the PM frequency
(divisions of a year). When this option is selected, the
Calendar button on the screen activates, allowing you to
enter values for Month of the Year, Week of the Month
and Day of the Week. The schedule generation
programs use these values to select the calendar dates
used by the PM work request, allowing generation of
PMs at a set schedule (e.g 1st Tuesday of each month)
with no “schedule slippage”.
ALL - Any combination of above. For example an
automobile may require certain maintenance tasks after
five years or fifty thousand miles.
Select from the drop-down list.
Seasonal Used with PM type Fixed or Timed, allows you to
establish a seasonal time frame for some Preventive
Maintenance tasks, such as use of anti-freeze during the
winter months.
Check the box if applicable.
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Preventive Maintenance Template Screen Fields
Field Explanation
From/To Month-to-month time frame mentioned in the seasonal
description.
Select months from the drop- down list.
Interval Number of units (miles, hours, gallons, etc.) that must
elapse before a metered PM work order will be
generated via the PM Scheduler.
This field is only for metered templates. This value will
default on the work request screen when the PM work
order is generated via the scheduler.
Customer Property Indicates that the account distributions for Work Orders
Shop generated (By PM Generate) using this template from
Equipment will be distributed to one of these four distributions, if
the distribution sub-codes have been previously defined
in the System.
Select a radio button.
See also PM Generate later in this chapter.
Frequency Maintenance frequency for the PM Template.
Select from the drop-down list.
Required if PM type is Fixed or Timed
Phase Phase number to automatically place on work requests
based on this preventive maintenance template.
Enter a phase number in the field.
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Preventive Maintenance Template Screen Fields
Field Explanation
Description Describes the work to be done according to this
template.
Enter a description in the field to the right of Phase.
If you run out of room, the Extra Description screen
will allow you to enter the additional information.
When finished, click Close.
You will be asked if you wish to save the information.
Click Yes.
Status Phase Status to automatically place on work requests
based on this preventive maintenance template.
Available statuses may include:
10-OPEN
50-COMPLETE
80-CANCELLED
90-CLOSED
Select from the drop-down list.
Work Code Work Code defining the work to be done for this
preventive maintenance template.
Zoom to select a Work Code.
Labor Class Determines the billing rate on the work request.
Select from the drop-down list.
Estimator Estimator if any, to be used on the work request for this
Phase.
Select from the drop-down list, if applicable.
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Preventive Maintenance Template Screen Fields
Field Explanation
Priority Priority to automatically place on work requests based
on this preventive maintenance template.
Select from the drop-down list.
Repair Code Repair Code to automatically place on work requests
based on this preventive maintenance template.
Select from the drop-down list, if applicable.
PM Basic Classifies the Preventive Maintenance standard routine.
Zoom to select a preventive maintenance standard
routine.
Once you have chosen a routine, Total Hours displays
an estimate of the number of hours it will take to
complete the preventive maintenance routine.
Shop Shop assigned to do the work for this Phase.
Select from the drop down list.
Shop Person Shop Person responsible for this Work Request Phase.
Zoom to select a shop person.
Total Hours Estimated time it will take to complete the preventive
maintenance.
The Total Hours fills in when you select a PM Basic
routine.
Labor Estimate of the cost of Labor for the preventive
maintenance work request. If necessary, enter a number
in this field.
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Preventive Maintenance Template Screen Fields
Field Explanation
Materials Estimate of the cost of Materials to be used in fulfilling
the preventive maintenance work request.
If necessary, enter a dollar amount in this field.
Equipment Estimate of the cost of Equipment to be used in
fulfilling the preventive maintenance work request.
If necessary, enter a dollar amount in this field.
Hazardous Indicates whether the preventive maintenance involves
hazardous materials or work conditions.
If necessary, click the check box.
Contractor Contractor to automatically place on work requests
based on this preventive maintenance template.
If the work is going to be done by an outside
contractor, zoom the field to select a contractor.
Address Code Address Code for the Contractor. Zoom to select an
address code.
Contract No. Displays the number of a contract, if any with the
outside contractor for this type of work.
If there is a contract for work to be done, enter the
contract number in the field.
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Preventive Maintenance Template Screen Fields
Field Explanation
Calendar Displays a window that allows you to enter month,
occurrence and day for a Calendar type PM. This button
is only available when you have selected “Calendar”
from the drop-down list in the PM Type field.
The system uses values for EACH of the fields in a
calendar PM. What you indicate here is what month (or
all months) what occurrence (or every occurrence) and
what day of the week.
The program still references the seasonal setup on the
template in date generation. This will only generate
dates that fall within the seasonal dates on the template.
Opens a window that allows you to select a part and
Load
enter a PM Last Date (and optionally, Region, Facility
Equipment and Property). When you click the Process button, the
system loads the specified equipment into the
Equipment list window described below.
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Preventive Maintenance Template Screen Fields
Field Explanation
Equipment Displays an editable equipment list window that
includes buttons for Projected Schedule and Materials.
See Equipment Window, later in this Chapter.
EQUIPMENT WINDOW
PM Template Screen Equipment List Window Detail Line
Detail line scrolled right
PM Template Equipment Window Fields
Field Explanation
Equipment Displays all serialized inventory parts with a Type code
equal to that of the item selected.
Zoom to select the part associated with the PM
Template.
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PM Template Equipment Window Fields
Field Explanation
Serial Number Associates the Serial Number of the inventory part
with the PM Template.
Zoom to select the serial number of the Equipment
Part.
Allows Multiple Serial Numbers to be added to the PM
Template.
Click Insert or press Enter while the cursor is in the
Hold field.
Meter Id Meter Id numbers associated with serialized pieces of
equipment.
Take note of this field.
This association takes place on the PM Meters entry
screen.
PM Last Date Last Date that Preventive Maintenance was
performed on the serialized equipment described.
Enter or zoom to select the date.
The user initially enters a date, but the FacilityFocus
System updates it thereafter based on Type of
Preventive Maintenance performed.
Shop Shop responsible for the equipment item being
scheduled for Preventive Maintenance, if different
from the Phase Shop.
Select from the drop- down list, if applicable.
If this Shop is the same as the Shop listed in the Phase
this field will automatically fill with the value for the
Phase Shop when the Schedule is generated.
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PM Template Equipment Window Fields
Field Explanation
Shop Person Shop Person assigned to the shop defined above.
Zoom to select a shop person, if applicable.
Hold Places Preventive Maintenance on Hold for serialized
equipment by serial number.
Click the checkbox, if a hold is necessary.
Leave blank to include when generating PM-related
work requests.
Contractor Outside vendor who performs preventive maintenance.
This information is automatically placed on generated
PM work requests.
If the work is going to be done by an outside
contractor, zoom the field to select a contractor.
Address Code Address Code for the Contractor. Zoom to select an
address code.
Contract No. Displays the number of a contract, if any with the
outside contractor for this type of work.
If there is a contract for work to be done, enter the
contract number in the field.
Materials Displays a window with an editable materials list. See
Materials Button, later in this chapter.
Projected Opens a data window that lists the projected PM
schedule dates for the serialized piece of equipment.
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PM Template Equipment Window Fields
Field Explanation
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MATERIALS WINDOW
PM Template (Equipment) Materials Window Fields
Field Explanation
Opens the Materials window and allows you to build a
Materials parts list for the equipment line item.
Click Materials.
Supply the following information for each part you wish
to add.
Warehouse Warehouse the parts will be coming from. The
FacilityFocus default warehouse is MAIN.
Select from the drop-down menu.
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PM Template (Equipment) Materials Window Fields
Field Explanation
Part Part required to complete the preventive maintenance for
the item.
Zoom to select a part.
The Description, UOM, Equipment and Serial No fields
fill in once a part is selected.
Bin Location Location of the bin where the part is stored.
Zoom to select a bin location.
Quantity Number of parts required to complete preventive
maintenance for the item.
Enter a number.
Pick Ticket Indicates that you wish to use a Pick Ticket transaction
to acquire the parts.
Click the checkbox, if applicable.
The System will automatically generate the Pick Ticket
when the PM Generate screen is finalized.
Allows you to add materials to the list.
Click Insert or press Enter while the cursor is in the
Quantity field.
Allows you To Save the record.
Click Save
Close the Materials window when you have finished.
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Preventive Maintenance Standards Screen
The Preventive Maintenance Standards screen is used to define basic preventive
maintenance tasks drawing upon SRV industry standard checkpoints or free-
form user-defined checkpoints.
To access the Preventive Maintenance Standards screen, select these menu
items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Preventive Maintenance / PM Standards
To use the Preventive Maintenance Standards Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
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Preventive Maintenance Standards Screen Fields
Field Explanation
PM Basic Identifies the preventive maintenance standard you are
entering.
Enter a label
Means Total Frequency from each checkpoint listed on screen
Frequency from R. S. Means.
Enter the frequency.
(Description) Description of the preventive maintenance standard.
Enter in the field below PM Basic. You may use the Text
Processor Tool if your description exceeds the line length.
Checkpoint Each Checkpoint is a preventive maintenance task carried
out on the equipment.
Note the following acronyms:
UPB = Unit Price Book (RS Means Standards)
SRV = Service Maintenance
EPS = Engineered Performance Standards
If you wish to enter a new preventive maintenance standard
item, key a number in the Checkpoint field.
If you wish to pick from a set of predefined standards click
Appropriate Checkpoint at the bottom of the screen and
follow the instructions in the UBP / SRV/ EPS
Checkpoints section later in this chapter.
Description Tells what preventive maintenance task will be done.
Enter a description of the maintenance task.
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Preventive Maintenance Standards Screen Fields
Field Explanation
Hours Suggests how long it will take to accomplish the task.
Enter a number.
Means Displays R. S. Means Frequency for each checkpoint taken
Frequency from the R. S. Means Standard. Enter for each checkpoint,
if necessary.
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UPB / EPS / SERV CHECKPOINT BUTTONS
CheckPoint Screen Fields
Field Explanation
Display selections of various industry standard tasks for
UPB Checkpoint preventive maintenance.
EPS Checkpoint Note the following acronyms:
UPB = Unit Price Book (RS Means Standards)
SRV Checkpoint
SRV = Service Maintenance
EPS = Engineered Performance Standards
Click the appropriate button to select a standard task.
This brings up preventive maintenance tasks within this
category.
Double-click the category you wish to choose.
This selects which tasks within the category you wish to
apply.
Click in the check box(es) next to the item(s) you wish
to choose.
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CheckPoint Screen Fields
Field Explanation
Checkpoint Automatically fill with the selections you made.
Description Hours
Click OK when you have finished.
If you wish to select another existing PM task, click the
appropriate UPB / EPS / SRV Checkpoint button again.
Repeat these steps for each Checkpoint you wish to add.
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CREATING A DIAGNOSTIC PM BASIC
1. Create a PM Basic with associated questions. The PM Type will
be “Diagnostic”
2. Associate the PM Basic with a piece of equipment by entering
the ID of the Basic on the Enterprise Inventory Master Screen.
Note that the Type has to be “Equipment” and the “Serialized”
checkbox needs to be checked before the PM Basic field will display on
the screen.
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3. Associate the Equipment with a Work Order by entering the ID number for
the piece of equipment in the Equipment field on the Work Request Screen.
4. Once the piece of equipment associated with the PM Basic is identified on
the Work Request screen, the item “Diagnostic PM Basic” appears on the
View menu.
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5. When you select the menu item “Diagnostic PM Basic” the data from your
previously-defined PM Basic appears in the view window.
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Preventive Maintenance Meters Screen
The Preventive Maintenance Meters screen is where meters and meter readings
are entered into the System.
To access the Preventive Maintenance Meters screen, select these menu
items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Preventive Maintenance / PM Meters
To use the Preventive Maintenance Meters Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
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Preventive Maintenance Meters Screen Fields
Field Explanation
Meter ID Identifies the meter.
Enter the meter number.
(Description) Displays a Meter Description.
Enter a description of the meter in the field to the right of
Meter ID.
Equipment Allows you to associate a piece of Equipment to a meter.
Zoom to select a piece of Equipment.
Serial No Associates the Equipment Serial number to the meter.
Zoom to select a number.
Est Meter Estimated meter units used per day.
Units/Day Enter a number.
Region Region where the serialized equipment is located.
Select from the drop-down list.
The physical address information on the Serialized
Inventory Master record will automatically appear if the
Part/Serial Number is associated with a location.
Facility Facility where the serialized equipment is located.
Select from the drop-down list.
Property Property where the serialized equipment is located.
Select from the drop-down list.
Location Location where the serialized equipment is located.
Select from the drop-down list.
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Preventive Maintenance Meters Screen Fields
Field Explanation
Address Address, City, State, and Zip code of the Property selected
City above.
State Enter the address.
Zip
UOM This is the Unit Of Measure the meter uses.
Roll Reading at which meters roll over and start again at zero
(for example, for an automobile, 100,000 if the odometer
rolls over to zero when it reaches 100,000 miles.)
Enter a number
Roll Count Number of times the meter has rolled over.
This number starts with zero and increments by one any
time a new meter reading lower than the existing reading is
entered and saved.
Reading Current Reading taken from the meter.
Enter a number.
Repeat as necessary to add meter readings.
Date Date the meter reading was recorded or entered.
Enter or zoom to select the date.
Repeat as necessary to add meter readings.
User User who is entering the meter reading.
Enter or zoom to select a user name.
Repeat as necessary to add meter readings.
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Preventive Maintenance Meters Screen Fields
Field Explanation
Indicates that the meter reading was successfully taken.
Click OK if the reading was successful.
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PM GENERATE
This screen is used to generate PM Work Requests based on criteria and
information established on the PM Templates screen.
To access the Preventive Maintenance Generate screen, select these menu
items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Preventive Maintenance / PM Generate
(Below) Detail lines scrolled to right
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To use the Preventive Maintenance Generate Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
PM Generate Main Screen Fields
Field Explanation
End Date Selection of the End Date will create the date range
for which the work requests will be generated. The date
range will be from the Gen Date to the End Date.
Zoom to select a date.
Generate Duplicate Generates duplicate work requests that fall within the
PMs date range for the each item on the PM Equipment List
window. If you have set up Weekly, Yearly and
Monthly PMs and they all fall within the established
time frame, if you check this box, the system will
generate them all. This scenario assumes that the PM
standards linked to the template are exclusive of one
another, meaning that the checkpoints of the weekly
PM are different from the monthly PM, and so forth.
If the standards are inclusive of one another, the
Generate Duplicate PMs checkbox should not be
used. If the checkbox is not checked, the system selects
the least-frequent PM (in this case, Yearly) for
generating the Work Request.
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PM Generate Main Screen Fields
Field Explanation
Find Open See screen above for explanation.
WR/Phase
Generate Generates new projected PM records within the date
range selected above.
In Update mode, click Generate.
Generates Work Request numbers and Finalizes the
Finalize schedule.
In Update mode, click Finalize.
PM Errors Displays an error log. The log table can be purged by
pressing the Purge button while in insert mode.
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PM Generate Main Screen Fields
Field Explanation
GENERATING A PM FOR A PIECE OF EQUIPMENT IN A
WAREHOUSE.
Verify that region, facility and property are associated with the warehouse on
the warehouse setup screen. In the generation process the system:
1. Checks for equipment region, facility, and property.
2. If equipment does not have region, facility, and property, it checks the
equipment’s warehouse.
3. If the equipment’s warehouse has a region, facility, and property, it
uses those values in the work request.
4. If the equipment’s warehouse does not have a region, facility, and
property, it skips the equipment.
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PM Generate New Inventory Schedule Dates
The PM Generate New Inventory Schedule Dates screen is used to generate
projected PM dates for a new piece of equipment. PM Generation is by
equipment, serial number and template. The PM Work Request Generator must
be run at the lowest frequency defined in a PM template. PM work requests
should not be generated in advance of that frequency.
To access the PM Generate New Inventory Schedule Dates screen, select
these menu items:
• Inventory & Equipment Module / Inventory & Equipment / Entry /
Serialized Inventory / Preventive Maintenance / PM New Inv Dates
PM Generate New Inventory Schedules Screen Fields
Field Explanation
Puts an entry screen into search mode so that the user can
use the screen fields to enter criteria for a search. Enter
applicable search criteria.
Key in the Serial Number of the new equipment item on
which you need to create projected schedule dates. This
item must already be added to a PM Template.
Click OK.
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PM Generate New Inventory Schedules Screen Fields
Field Explanation
Creates Projected PM Schedule dates for the selected
Generate serialized equipment item.
Click Generate.
If you perform another find and go back to the PM
Template on which the equipment is listed you can click
Projected and view the just-created Projected PM
Schedule dates.
• When generating FIXED, TIMED, and ALL, the Frequency field on the PM
template is used to create the generation dates.
• When generating METERED, the Interval field on the PM template is used
to create the generation dates along with the Estimated Meter Units/Day.
• The starting date for the generation dates is set to either the Master schedule
start date or Last PM date, whichever is later.
• All dates in the system already generated that are later than the starting date
are deleted.
• The ending date for the generation dates is set to either the Master schedule
end date or the Master schedule start date + the number of PM years to
generate, which ever is earlier.
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NOTE REGARDING GENERATING NEW
INVENTORY DATES
Values set up in System Administration determine the behavior of the PM
Generate New Inventory Dates program in Serialized Inventory / Preventive
Maintenance. The following values from System Administration have a direct
effect upon the preventive maintenance schedule produced:
• Projected Years on the System Defaults Screen
• Date From and Date To on the Master Schedule Screen
When generating new inventory dates, the system rewrites the existing
scheduled inventory dates with new ones based upon the information in these
three fields.
The three fields take precedence over what is set up in PM Years and
Frequency on the PM Generate New Inventory Schedule Dates screen. As a
result, if PM Years and Frequency point to a last PM date beyond what is
allowed by the values set up in System Administration those dates won’t be
included in the new schedule dates.
Consider this scenario:
• Based on values in System Administration you generated a schedule that
includes dates for four years of preventive maintenance on a part. Eight
months of that schedule have already passed.
• Your System Administrator informs you that the Master Schedule has
changed as a result of addition of a holiday that was previously overlooked.
No changes were made to Projected Years or Date From and Date To on
the Master Schedule.
• You regenerate the inventory schedule dates to take into consideration the
newly added holiday. You enter 4 in the PM Years field and Monthly in the
Frequency field.
• The system generates dates from this day forward. The Master Schedule
dates and Projected Years originally set up a four-year schedule, but eight
months have now elapsed in the Master Schedule. Therefore, although
Projected Years and PM Years make it possible to set up schedule dates
for the next four years, the Master Schedule dates only allow for three years
and four months (four years minus the elapsed eight months).
• Inventory dates are generated only within the range of the Master Schedule.
Any dates that fall outside of the range provided by the Master Schedule are
not included in the new inventory schedule dates.
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CHAPTER 6: Preventive Maintenance ............................................................1
Introduction To Preventive Maintenance .........................................................1
Enterprise Inventory Master Screen .................................................................2
Warehouse Button ......................................................................................10
Kitted Parts Button .....................................................................................14
Serialized Inventory Master Screen................................................................15
Distribution Button.....................................................................................22
Preventive Maintenance Templates................................................................25
Equipment Window....................................................................................34
Materials Window ......................................................................................38
Preventive Maintenance Standards Screen .....................................................40
Upb / eps / serv checkpoint buttons............................................................43
Creating a Diagnostic PM Basic.................................................................45
Preventive Maintenance Meters Screen..........................................................48
PM Generate...................................................................................................52
Generating a PM for a piece of equipment in a warehouse. .......................55
PM Generate New Inventory Schedule Dates ............................................56
PM Generate New Inventory Schedule Dates ............................................56
Note regarding generating new inventory dates .............................................58
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