Documentation Index
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This guide covers how to use the Preventive Maintenance (PM) features in the Facilities Management module.
Overview
Preventive Maintenance helps you proactively maintain equipment and facilities by scheduling regular maintenance tasks before problems occur. Benefits include:
- Reduced Downtime: Prevent unexpected equipment failures
- Extended Asset Life: Regular maintenance extends equipment lifespan
- Compliance: Meet regulatory and safety requirements
- Cost Savings: Planned maintenance costs less than emergency repairs
Getting Started
Accessing PM Features
- Navigate to Facilities Management from the main menu
- Click PM Templates to view maintenance templates
- Click PM Schedules to view scheduled maintenance
Understanding the PM Dashboard
The FM Dashboard displays PM-related widgets:
- Upcoming PMs: Schedules due within the next 7 days
- Overdue PMs: Schedules past their due date
- Compliance Rate: Percentage of PMs completed on time
Viewing PM Templates
PM Templates define the maintenance tasks to perform. Each template includes:
| Field | Description |
|---|
| Name | Template name (e.g., “HVAC Quarterly Maintenance”) |
| Asset Type | Type of asset this applies to |
| Frequency | How often maintenance occurs |
| Estimated Duration | Expected time to complete |
| Compliance Required | Whether this is a regulatory requirement |
Accessing Templates
- Go to FM → PM Templates
- Use filters to find specific templates:
- Asset Type: Filter by HVAC, plumbing, electrical, etc.
- Frequency: Filter by daily, weekly, monthly, etc.
- Compliance: Show only compliance-required templates
Template Details
Click on a template to view:
- Description: Detailed explanation of the maintenance
- Checklist Items: Step-by-step tasks to complete
- Required Materials: Parts and supplies needed
- Default Assignment: Technician or vendor assigned
Viewing PM Schedules
PM Schedules track when maintenance is due for specific sites.
Schedule Status
| Status | Description |
|---|
| Active | Schedule is running, work orders will be generated |
| Paused | Schedule is temporarily stopped |
| Completed | Most recent maintenance is done |
| Overdue | Past due date, needs attention |
Accessing Schedules
- Go to FM → PM Schedules
- View the list with color-coded status:
- 🟢 Green: On schedule
- 🟡 Yellow: Due soon (within 7 days)
- 🔴 Red: Overdue
Schedule Details
Click on a schedule to see:
- Template: The PM template being used
- Site: Where maintenance is performed
- Next Due Date: When the next maintenance is due
- Last Completed: Date of last completion
- Completion History: Past maintenance records
Working with PM Work Orders
When PM schedules come due, work orders are automatically generated.
Identifying PM Work Orders
PM work orders are marked with:
- Type: “Preventive Maintenance”
- Linked Schedule: Reference to the PM schedule
- Checklist: Pre-populated from the template
Completing a PM Work Order
- Open the work order from FM → Work Orders
- Review the PM Checklist
- For each checklist item:
- Mark as Pass or Fail
- Add notes if needed
- Record any Materials Used from the suggested list
- Add completion notes
- Click Complete to finish
After Completion
When you complete a PM work order:
- The schedule’s Next Due Date is automatically calculated
- A Completion Record is created in history
- The dashboard metrics are updated
PM Compliance Dashboard
The compliance dashboard helps track maintenance compliance.
Key Metrics
| Metric | Description |
|---|
| Compliance Rate | Percentage of PMs completed on time |
| Completed This Week | Number of PMs finished this week |
| Upcoming Due | PMs due in the next 7 days |
| Overdue Count | PMs past their due date |
Accessing the Dashboard
- Go to FM → Dashboard
- View the PM Compliance widget
- Click on metrics to drill down to details
Understanding Compliance Status
- 90-100%: Excellent - maintenance program is on track
- 75-89%: Good - minor improvements needed
- 50-74%: Needs Attention - review overdue items
- Below 50%: Critical - immediate action required
Mobile Access
Access PM features on mobile devices for field work.
Mobile Features
- View assigned PM work orders
- Access checklists on-site
- Mark checklist items as pass/fail
- Record materials used
- Complete work orders from the field
Tips for Mobile Use
- Offline Awareness: Some features require internet connection
- Touch-Friendly: Large buttons and touch targets for easy use
- Photos: Attach photos to work orders for documentation
- Quick Actions: Swipe actions for common tasks
Accessing on Mobile
- Open Encore Health OS in your mobile browser
- Navigate to FM → Work Orders
- Filter by Type: Preventive Maintenance
- Tap a work order to view and complete
Common Tasks
Find Overdue PM Schedules
- Go to FM → PM Schedules
- Filter by Status: Overdue
- Review and prioritize based on compliance requirements
View PM History for a Site
- Go to FM → PM Schedules
- Filter by the specific site
- Click on a schedule
- View the Completion History tab
Check Materials Needed for Upcoming PMs
- Go to FM → PM Schedules
- Filter by Due Soon
- Click on each schedule to view required materials
- Coordinate with inventory for stock levels
Tips & Best Practices
- Check Dashboard Daily: Review upcoming and overdue PMs each morning
- Complete on Time: Aim to complete PMs before the due date
- Document Thoroughly: Add notes and photos for future reference
- Report Issues: Flag any equipment problems discovered during PM
- Use Checklists: Follow the checklist items in order for consistency
