Preventive Maintenance Administrator Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

• Creating and managing PM templates
• Setting up PM schedules for sites and assets
• Configuring automation settings
• Monitoring compliance and performance
• Troubleshooting PM issues

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Initial Setup

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Configure FM Module Settings

1. Navigate to FM → Settings
2. Select the Maintenance tab
3. Configure PM-specific settings:

4. Click Save Settings

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Verify Cron Job Setup

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Creating PM Templates

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Step-by-Step Template Creation

1. Navigate to FM → PM Templates
2. Click New Template
3. Fill in template details:

• Name: Descriptive name (e.g., “HVAC Filter Replacement - Monthly”)
• Description: Detailed explanation of the maintenance
• Asset Type: Select from picklist (HVAC, plumbing, electrical, etc.)
• Frequency: How often (daily, weekly, monthly, quarterly, semi-annual, annual)
• Estimated Duration: Expected completion time in minutes

• Default Assignee: Technician to assign by default (optional)
• Default Vendor: External vendor if outsourced (optional)

• Compliance Required: Toggle if regulatory requirement
• Compliance Category: Type of compliance (safety, regulatory, insurance)

4. Click Save to create the template

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Adding Checklist Items

1. Open the template detail page
2. Navigate to Checklist Items tab
3. Click Add Item
4. For each item, specify:
   • Description: What to check or do
   • Pass Criteria: How to determine pass/fail (optional)
   • Required: Whether completion is mandatory
   • Display Order: Sequence in the checklist
5. Repeat for all checklist items

1. Turn off HVAC system
2. Remove access panel
3. Remove old filter and inspect
4. Install new filter with correct orientation
5. Replace access panel
6. Turn on HVAC system and verify operation

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Adding Required Materials

1. Open the template detail page
2. Navigate to Materials tab
3. Click Add Material
4. Select the inventory item
5. Enter the quantity needed
6. Add notes if applicable
7. Repeat for all materials

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Managing PM Schedules

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Creating a Schedule

1. Navigate to FM → PM Schedules
2. Click New Schedule
3. Configure the schedule:

4. Click Save

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Pausing and Activating Schedules

1. Open the schedule detail page
2. Click Pause Schedule
3. Confirm the action

1. Open the paused schedule
2. Click Activate Schedule
3. The next due date will be recalculated

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Understanding Due Date Calculation

• January 31 + 1 month = February 28/29
• Leap years are handled correctly

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Work Order Integration

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Automatic Work Order Generation

1. Daily at 6:00 AM UTC, the system checks all active schedules
2. Schedules with next_due_date within the lookahead window are processed
3. Work orders are created with:
   • Type: preventive_maintenance
   • Priority: high for compliance PMs, medium otherwise
   • Due Date: The PM schedule’s due date
   • Linked Schedule: Reference to the PM schedule
   • Checklist Items: Copied from template
   • Materials: Suggested from template

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Manual Work Order Generation

1. Open the PM schedule
2. Click Generate Work Order
3. The work order is created immediately

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Duplicate Prevention

• Only one work order per schedule per due date
• Existing open work orders block new generation
• Completed work orders update the schedule before next generation

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Compliance Tracking

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Compliance Dashboard

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Overdue Alerts

1. Identify schedules past their due date
2. Calculate days overdue
3. Categorize severity:
   • Warning: 1-3 days overdue
   • Critical: 4-7 days overdue
   • Severe: 7+ days overdue
4. Publish pm_overdue events for notification

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Compliance Reporting

• PM completion history by schedule
• On-time completion rates
• Failure documentation
• Material usage

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Cron Job Setup

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Work Order Generation Job

SELECT cron.schedule(
  'generate-pm-work-orders-daily',
  '0 6 * * *',
  $$
  SELECT net.http_post(
    url := 'https://<project-ref>.supabase.co/functions/v1/generate-pm-work-orders',
    headers := '{"Authorization": "Bearer <anon-key>", "Content-Type": "application/json"}'::jsonb,
    body := '{}'::jsonb
  );
  $$
);

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Overdue Check Job

SELECT cron.schedule(
  'check-overdue-pms-daily',
  '0 7 * * *',
  $$
  SELECT net.http_post(
    url := 'https://<project-ref>.supabase.co/functions/v1/check-overdue-pms',
    headers := '{"Authorization": "Bearer <anon-key>", "Content-Type": "application/json"}'::jsonb,
    body := '{}'::jsonb
  );
  $$
);

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Verifying Cron Jobs

SELECT * FROM cron.job;

SELECT * FROM cron.job_run_details 
WHERE jobname LIKE '%pm%' 
ORDER BY start_time DESC 
LIMIT 10;

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Troubleshooting

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Work Orders Not Generating

1. Verify Auto-Generate PM Work Orders is enabled in FM Settings
2. Check if schedule is Active (not Paused)
3. Verify schedule’s next_due_date is within lookahead window
4. Check for existing open work order for this schedule
5. Verify cron job is scheduled and running

• Manually generate work order from schedule page
• Check edge function logs for errors
• Verify RLS policies allow work order creation

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Due Dates Not Calculating Correctly

1. Verify template frequency is set correctly
2. Check that work order is linked to PM schedule
3. Ensure work order status is “completed”

• Manually update schedule’s next_due_date
• Verify the fm_update_pm_schedule_on_completion trigger is enabled

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Completion Not Updating Schedule

1. Verify work order has pm_schedule_id set
2. Check database trigger is active
3. Look for errors in database logs

• Manually update schedule’s last_completed_date and next_due_date
• Contact administrator to check trigger function

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Best Practices

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Template Design

1. Clear Naming: Use descriptive names with asset type and frequency
   • Good: “HVAC Filter Change - Monthly”
   • Bad: “Monthly Maintenance”
2. Detailed Checklists: Include specific, actionable steps
   • Good: “Inspect belt tension, tighten if deflection > 1/2 inch”
   • Bad: “Check belt”
3. Pass Criteria: Define clear pass/fail conditions for compliance PMs
4. Material Accuracy: Keep material lists current with correct quantities

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Frequency Selection

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Compliance Priority

• Mark all regulatory, safety, and insurance-required PMs as Compliance Required
• These get High priority work orders
• Monitor compliance PMs separately from routine maintenance

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Schedule Organization

• Create separate schedules per site, even for same template
• Use consistent start dates for easier planning
• Review and clean up unused schedules quarterly

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Related Guides

• PM User Guide - End user documentation
• Inventory Admin Guide - Managing PM materials
• Vendor Admin Guide - Vendor PM assignments