> ## 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.

# Preventive Maintenance User Guide

> This guide covers how to use the Preventive Maintenance (PM) features in the Facilities Management module.

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

1. Navigate to **Facilities Management** from the main menu
2. Click **PM Templates** to view maintenance templates
3. 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

| 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

1. Go to **FM → PM Templates**
2. 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

1. Go to **FM → PM Schedules**
2. 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

1. Open the work order from **FM → Work Orders**
2. Review the **PM Checklist**
3. For each checklist item:
   * Mark as **Pass** or **Fail**
   * Add notes if needed
4. Record any **Materials Used** from the suggested list
5. Add completion notes
6. 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

1. Go to **FM → Dashboard**
2. View the **PM Compliance** widget
3. 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

1. **Offline Awareness**: Some features require internet connection
2. **Touch-Friendly**: Large buttons and touch targets for easy use
3. **Photos**: Attach photos to work orders for documentation
4. **Quick Actions**: Swipe actions for common tasks

### Accessing on Mobile

1. Open Encore Health OS in your mobile browser
2. Navigate to **FM → Work Orders**
3. Filter by **Type: Preventive Maintenance**
4. Tap a work order to view and complete

***

## Common Tasks

### Find Overdue PM Schedules

1. Go to **FM → PM Schedules**
2. Filter by **Status: Overdue**
3. Review and prioritize based on compliance requirements

### View PM History for a Site

1. Go to **FM → PM Schedules**
2. Filter by the specific site
3. Click on a schedule
4. View the **Completion History** tab

### Check Materials Needed for Upcoming PMs

1. Go to **FM → PM Schedules**
2. Filter by **Due Soon**
3. Click on each schedule to view required materials
4. Coordinate with inventory for stock levels

***

## Tips & Best Practices

1. **Check Dashboard Daily**: Review upcoming and overdue PMs each morning
2. **Complete on Time**: Aim to complete PMs before the due date
3. **Document Thoroughly**: Add notes and photos for future reference
4. **Report Issues**: Flag any equipment problems discovered during PM
5. **Use Checklists**: Follow the checklist items in order for consistency

***

## Related Guides

* [Inventory User Guide](./inventory-user-guide.md) - Managing parts and supplies
* [Vendor User Guide](./vendor-user-guide.md) - Working with maintenance vendors
* [PM Admin Guide](./pm-admin-guide.md) - Administrative configuration