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:Template Information
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
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
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 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
Related Guides
- Inventory User Guide - Managing parts and supplies
- Vendor User Guide - Working with maintenance vendors
- PM Admin Guide - Administrative configuration