Preventive Maintenance Terminology
PM: A short form for Preventive Maintenance
PM Trigger Templates: The Trigger Templates would be the Work Order Details for your triggers. This information would be found in the Details when creating (or editing) in the Application.
PM Trigger Schedules: Trigger Schedules are where you select the Assets/Locations and recurring frequencies for the Work Orders. This information would be found in the Schedules and Records Tab when creating (or editing) in the Application.
Schedules: The recurring Frequency and creation cadence for your Work Orders
Records: The specific Work Orders Attributes (asset, location, assignee)
What types of triggers can I create in UpKeep for preventive maintenance?
What are Preventive Maintenance (PM) Triggers?
PM triggers act as schedulers that automatically generate work orders based on predefined settings. Unlike the old recurring work order system, PM triggers generate fresh work orders, making it easier to customize and manage maintenance schedules. Assignments, schedules, and other details can be set at the trigger level, and these settings are inherited by the work orders upon generation.
In UpKeep, you can create both time-based and usage-based triggers to schedule maintenance tasks efficiently. Additionally, you can configure monthly triggers to generate work orders "On the Last Day" of each month, ensuring that every month, even February, has consistent work order generation. The "After Completion" setting can also be used to dynamically generate the next month's work order after the current one is completed, allowing for flexible scheduling based on task completion.
PM triggers replace the older recurring work order system in UpKeep. Instead of modifying and duplicating recurring work orders, you now configure a PM trigger. The system generates entirely new work orders per the trigger's setup, ensuring smoother updates and a reduced need for duplication.
Time-Based Triggers:
Schedule maintenance tasks to occur at regular intervals, such as daily, weekly, or monthly.
For example, you can set specific intervals, such as work orders falling on only four days per week, by setting a weekly recurrence and selecting your preferred days.
Usage-Based Triggers:
Use Meters to set triggers based on asset usage, such as after a certain number of hours of operation or miles traveled.
Similarly, you can configure triggers for specific intervals based on usage, accommodating a highly customized maintenance schedule tailored to operational demands. The "After Completion" setting can further enhance usage-based triggers by dynamically aligning the next work order with the completion of the current one, providing greater adaptability to varying operational requirements.
These triggers help ensure timely maintenance, keeping your assets in optimal condition.
How do I create a new PM Trigger in UpKeep?
To create a new PM Trigger in UpKeep:
Log into your UpKeep account and navigate to the Preventive Maintenance section.
Select the Create PM button.
Define the recurrence schedule (daily, weekly, monthly).
Select a Start Date and Time.
Assign technicians, and if needed, assign assets, locations, or teams.
Click Save to finalize your configuration. The system will automatically generate work orders based on these settings, which you can view under the Work Orders tab. For more detailed instructions, refer to the help guide here.
Is there a way to track the history of PM Triggers and their associated tasks?
Yes, UpKeep maintains a log of PM Triggers and their associated tasks, allowing you to track the history and review past maintenance activities.
Can I assign PM Triggers to specific assets or locations?
Yes, you can assign PM Triggers to specific assets or locations within UpKeep, ensuring that maintenance tasks are targeted appropriately. You will be able to select your specific Assets/Locations under the Records option when creating your triggers
What are the benefits of using PM Triggers compared to manual scheduling?
Using PM Triggers offers benefits such as improved consistency, reduced human error, timely maintenance, and enhanced equipment reliability compared to manual scheduling.
Can I attach checklists or instructions to PM Triggers for technicians to follow?
Yes, UpKeep allows you to attach checklists or detailed instructions to PM Triggers. This feature, found under the PM Details, provides technicians with clear guidelines for completing maintenance tasks, ensuring consistency and quality in your maintenance operations.
Where can I see when my next Work Order will be?
To see when your next Work Order will be, follow these steps:
Go to your Preventive Maintenance list view.
Here, you'll see your PM Schedules.
Select the arrow next to a schedule to view details.
You'll see the most recently created Work Order, the Next Work Order, and the Next Due Date.
Why when looking under my Schedules the Last Work Order Fields is blank?
If the PM has not yet triggered, you may see a blank entry in the "Last Work Order" field. This occurs if you've scheduled the trigger in advance and the trigger date has not yet been reached.
Why when looking under my Schedules the Next work Order and Next Trigger Date are blank?
If the PM is based on completion or from a Meter, the "Next Work Order" and "Next Trigger Date" fields may be blank. This happens because the PM is waiting for the necessary actions to trigger it, such as completing a Work Order or meeting the criteria on a Meter.
What to do if my PM is not generating?
If your PM (Preventive Maintenance) trigger is not generating as expected, here are a few things to check:
Check the Trigger Status: Ensure that the trigger is not paused. You can do this by clicking on your PMs and checking if the trigger is paused or unpaused.
Edit the Start Date: If needed, update the start date of your schedule. You can edit the schedule under the Records tab to set the correct start date.
Verify the Creation Cadence: Make sure your creation cadence is set correctly so that the work orders generate when you expect them to.
Configure Monthly Triggers: To guarantee work order generation even during February or other short months, set the schedule to trigger "On the Last Day" of each month. If a work order was missed, create a one-off reactive work order to maintain scheduling integrity.
Why don't I see my PM-generated work order immediately after creating or saving it?
It can take up to 30 minutes for a PM (Preventive Maintenance) generated work order to be created. If you don't see the work order immediately after creating or saving it, please allow some time for the system to process and generate the work order.
Why am I getting the "PMs will not generate without a schedule" error message?
If you encounter the error message "PMs will not generate without a schedule" on the Records tab, it indicates that a schedule has not been applied to each record. To resolve this issue, follow these steps:
Go to the Records Tab: Navigate to the tab where the error message appears.
Apply the Schedule: Click the checkbox labeled “Apply Schedule” on each record to ensure the schedule is properly set.
By completing these steps, you’ll ensure that Preventive Maintenance (PM) tasks are generated correctly. If you need further assistance, feel free to reach out to our support team!
What is the End Date on Preventive Maintenance?
The End Date on Preventive Maintenance (PM) in UpKeep refers to the final date when the scheduled PM tasks will be automatically generated. After this date, no further PM work orders will be created based on that schedule.
Ongoing Maintenance: If no end date is set, the PM schedule will continue to generate work orders indefinitely.
Fixed Term Maintenance: If an end date is specified, work orders will only be generated up until that date.
This feature helps you manage and plan your maintenance activities according to specific timeframes or project durations.
Best Practices for PM Work Order Management
Regularly review and update your PM schedules to align with operational requirements.
Monitor work order generation patterns and proactively address any abnormalities, such as missed months.
Communicate any new configurations to all relevant stakeholders to ensure seamless preventive maintenance operations.