Preventative Maintenance Forecast & Checklist SOP 0025

Purpose

This procedure provides information for your agency staff to ensure that:

1. All PMs are created consistently as needed and are accurate 
2. Accurately created PM (and all) work orders will 'feed' into related financial tables correctly

This standard operating procedure guides you through how to use the ETMS Transit Assets PM Forecast & Checklist card accurately. You can begin with setting up a query (forecasting) to focus on asset types and those coming due for PMs, or simply select a specific asset to create a work order for. You also have the option to use the Reset button to clear any queries run before generating PM work orders. Learn how to generate and manage your preventative maintenance cycles for all assets you have recorded in ETMS. Software, by design, can only include reported assets in your ETMS for PM work orders.

Operational Impact and Metrics

1. Safety- All state DOTs require that PM cycles are completed in a timely manner, and that all PM details are reported and tracked for transit agencies as a publicly consumed service offering. 
2. Timely, robust service offerings that meet the needs of the community the transit agency serves depends on vehicles being in a 'good state of repair' condition; able to perform revenue service as scheduled.
3. Transit agencies are required to report on vehicle condition and age as related to funding dependencies.

Definitions

Frequency

This procedure should be performed: Daily

1. Best practice includes designating a staff member who will actively oversee and use the Forecast feature    (run queries) regularly, and generate work orders regularly to ensure all PMs coming due have been managed and completed frequently
2. Designated secondary staff fulfilling this responsibility is also strongly encouraged

Positions and Responsibilities

Implementation of this procedure is the responsibility of: 

1. Maintenance Managers, Supervisors, or others as determined by the agency

Procedure

This procedure describes the high-level steps involved:

1. Navigate to ETMS, login and open the Transit Assets product suite
2. Open the Maintenance Management card, then open the Preventative Maintenance card
3. Open the PM Forecast & Checklist card
4. In the following menus, enter selections for either:
   1. Using the Forecast feature ( running a query to identify PMs due soon)
   2. Using the menus to generate a specific PM inspection known as required soon

PM Forecast

Use the menus to make selections you wish to query: Each menu selection 'drives' next menu options. 

Examples: Select vehicles? Menus will match vehicle needs. Select components? Menus will match needs for components- engines, transmissions, alternators, etc. 

1. Location: 1-Main Garage, 2-Safety Defect, 3-On Road, 4-Buildings & Grounds
2. Type: C-Components, E-Equipment, F-Facilities, S-Shop Equipment, V-Vehicle
3. Selections: Check a box to include any of the following:  
   • Include Parts 
   • Include Sub Components
   • All Inspections 
   • Include Parts List Bar Codes 
   • Include Inspection Items 
   • Include Forecast
4. Select Inspection ID from dropdown menu:
   1. Menu includes extensive options for all related assets in ETMS (vehicle, facilities, equipment, components, etc.)
   2. Examples include in menu options are those requested by the agency
      1. 6000 check, 12000 check, 24000, 180 Day Check- Fluids, etc. 
5. Sort By: Select Miles, Hours, Days- reflective of type of work to perform
   1. Vehicle PMs- miles is common
   2. Facilities- days is common
6. Due Within Days: Enter value in this field
   1. Examples: 
      1. "I want to see all vehicle inspections due by miles and _____days."
      2. "I want to see all facilities work due within 4 weeks."
      3. "I need to check on vehicle 2137. I think its PM is due next week. We have 3 mechanics in the shop. Let's tackle that one now."
7. Press Start- to allow the software to generate a preview of all items that match your search criteria
8. All due inspections display in a table for your review
   1. Scrutinize the list display carefully - Ask Yourself: Am I ready to create ALL PMs on the list? 
   2. If so, press Generate PMs and the software will automatically create all PMs for you
      1. Begin assigning each to staff
      2. Enables mechanics to clock in and begin work against the WO

Reset Button

1. If you are NOT ready to create the full list as displayed, simply jot down those you will create WOs for
2. Then press Reset
   1. The Reset button clears all selections made, allowing you to then create the individual WOs you intend to manage now
   2. Return to the initial menus described above
   3. Enter your selections for the inspections you will manage now:
      1. Example: Main Garage, Vehicle, Include Parts, Include Parts List Bar Codes, Inspection Id (PM Type), Sort By, Due Within, Select Vehicles, Include Defects, Include Tires, press Start
      2. Review preview List
      3. Press generate PMs
      4. Software will automatically create PM work orders for all assets selected and displayed in the popup menu after pressing Start 
         1. Option 1: Begin assigning each to staff
         2. Option 2: or mechanics can select available work orders to clock in and begin
            1. Assignment ability/ flexibility is based on permission settings
         3. Entered PM WOs populate in Transit Assets/ System Admin product suites: 

Transit Assets Product Suite

1. Work Orders - Used by supervisors, managers to create, edit work orders
2. Daily Work Orders - Includes the clock in feature for mechanics
3. Work Order Assignment - Used by supervisors, managers to create, edit work orders

System Administration Product Suite

1. Work Order Interactive Display - Includes the clock in feature for mechanics
2. Work Order Display - Can be added to a monitor for easy viewing of all active work orders and completion status

Manage PM Work Order

Maintenance managers, supervisors, etc. (staff designated with permissions to edit WOs) can navigate to the Work Orders card or the Work Order Assignment card to edit a PM WO if needed. Then mechanics can clock in and begin work against the WO.

Mechanic Workflow

1. Mechanics navigate to the Work Order Interactive Display screen
   1. Screen is open on a shared workstation/ device used for clocking in and out of work orders for your maintenance team
   2. Multiple staff members can use this device to clock in to their individual WOs
   3. Mechanic will enter Work Id and their PIN
2. Or mechanic navigates to the Daily Work Orders screen and clocks in 
   1. Screen is open on a computer/ workstation used by one individual for clocking in and out of work orders
3. Mechanic locates work order on list of WOs 
4. Mechanic selects a PM WO record to open
5. Mechanic enters Operation code
6. Mechanic presses Clock In
7. Select Yes on popup to confirm clocking in to the WO
8. If PM WO selection is incorrect, press No and repeat step 4-7
9. Once clocked in to the PM WO, review any number badges on buttons, as these indicate activity that may apply to the WO:
   1. Defects Button: As advised by maintenance team/can include non-safety defects on PM WO
   2. Warranty Button: Can apply labor-associated costs against PM WO, if applicable ( example-bumper to bumper warranty)
   3. Inspection Button: Mechanic will press to review the Parts List, and the Pass/ Fail inspection check list
      1. Print option is available too
      2. Helpful if not using scanners

Parts List

1. Mechanic reviews parts list associated with the PM inspection 
2. Mechanic scans each part's barcode required for the inspection WO if using an electronic scanner   (Bluebird) and gathers parts needed

Check List

1. Review the Checklist and use it to document each item's result- Pass or Fail
2. Enter (optional) comments directly on the PM WO in the Comments field
3. Press Save for all entries to save on the WO
4. Enter Mechanic Notes- a record of details for reference 
5. Clock out when done
   1. Software will prompt you to enter Mechanic Notes
   2. Use dropdown menu to select note type
   3. Enter notes and press Save
      1. Can bypass entering mechanic notes though these can be useful reference
6. Press Save a final time to exit out of the WO 

Supporting Documentation

ETMS Work Order Creation Article

Work Orders Workflow Article

Related SOPs

Work Order SOP 0016