This comprehensive guide walks you through the process of creating and managing Preventive Maintenance (PM) schedules in Prism. Preventive Maintenance is crucial for keeping your equipment running efficiently and extending its lifespan. With Prism's PM module, you can easily set up, customize, and maintain your maintenance schedules.
This article covers everything from creating a new schedule to editing existing ones, including:
- Navigating the Preventive module
- Setting up a new PM schedule step-by-step
- Assigning tasks to specific properties and equipment
- Configuring schedule frequency and exclusions
- Using override groups to prevent duplicate tasks
- Editing and managing existing schedules
- Performing bulk updates on multiple schedules
Creating a Schedule
Click the Preventive module and navigate to the Schedules tab
To add a schedule, click the blue Add Schedule button in the top right corner of the page.
Enter a name for the schedule and select a procedure from the procedure library, or create a new list of steps. Click "Continue to Properties" on the bottom right to continue.
In the next step, toggle the relevant properties for this PM Schedule. Then, you can assign a user to be the assignee per property and/or set a "Default Assignee" which will be the user the PM task defaults to if an assignee is not specified for that property. Click "Continue to Equipment" to move forward.
FYI: The 'Default Assignee' selection will only apply if the Property's Assignee in the Grid is left "Unassigned"
In the next step, select the equipment you want this preventative maintenance to trigger for. If you choose "Asset Type" you can select an asset type and asset category that you would like the schedule to trigger for. This will select all equipment listed in that asset type and category.
Alternatively, you can select "Choose" which will allow you to manually toggle on the specific equipment you want associated to this schedule.
On the last step, you can set up the schedule.
To Exclude Weekends or Holidays, click the grey toggle. If the scheduled date falls on a weekend, it will be moved to the following Monday. If the scheduled date falls on a Holiday, it will move it to the next day.
You can override the schedule for a specific piece of equipment by typing the name of the Override Group in the "Override Group" field. If different PM Schedules are placed in the same Override group, it will only trigger one task if they fall on the same date.
For example: you have a Monthly Cooler Maintenance schedule and an Annual Cooler Maintenance schedule and they're both set to fire off on January 1st. If you put these two schedules in the same override group, and the fire date falls on the same date, it will only fire the least frequent schedule that day. In this case, it will only fire for the Annual Cooler Maintenance. This allows you to prevent repetitive tasks from creating.
When finished, click Preview Schedule at the bottom of the page to preview the schedule OR click Save for Later to save the schedule as a draft.
If the schedule looks good on preview, you can click "Start Schedule" at the bottom right to activate.
Once activated, you can either Pause the schedule, Clone the schedule, or Fire now.
Firing now will allow you to manually create a task without waiting for the next task to fire from the schedule. This will not affect the schedule you created.
Editing a Schedule
You can edit an existing schedule by clicking the Schedule ID on the grid.
Make any changes to the fields by clicking "Edit" next to the relevant area.
If you click "Actions" on the top right, you can Deactivate the schedule OR you can Clone the schedule.
If you would like to update/edit multiple schedules at once, you can do so by selecting them in the grid and choosing from the options that populate. You can bulk update the status, assignee, start date, Override Group, or enable notifications. Note: This will not change the override assignee.