Planned Preventative Maintenance - PPMs

Planned Preventative Maintenance (PPM) Schedules can be created at the point where an Asset is entered into MRI Evolution or may be added from Task Management > PPMs. PPMs are frequency-based work-instances that are carried out to prevent the deterioration and breakdown of an Asset during its lifetime.

More than one PPM schedule maybe created against a single Asset, for Tasks that require different frequencies.

For example, a very simplified PPM Schedule for an Air Conditioning Unit may include:

Monthly PPM	Quarterly PPM	6 Monthly PPM	Annual PPM
Clean Filter Inspect	Clean Filter Clean Evaporator Coils Inspect	Change Filter Clean Evaporator Coils Clean air ducts Maintain Condenser Coil Inspect	Full Service.

To prevent unnecessary Tasks being issued, Family Task Override may be used to automatically Drop Tasks against an Asset with a higher frequency Tasks (monthly) that may have steps included in a lower frequency (6 monthly / Annual) Task. To enable Family Task Override, the following conditions must be met on the Tasks:

They must be created for the same Asset.
They must belong to the same Family.
They must be carried out by the same Contract.
They must occur in the same Service Week.

The Air Conditioning Unit PPM Schedule example above would create the following results, with Family Task Override applied:

January	February	March	April	May	June	July	August	September	October	November	December
Monthly PPM	Monthly PPM	Quarterly PPM	Monthly PPM	Monthly PPM	6 Monthly PPM	Monthly PPM	Monthly PPM	Quarterly PPM	Monthly PPM	Monthly PPM	Annual PPM

To create Assets see Assets

Task Management > PPMs

Note: PPMs can also be added directly from the Asset, Facilities > Assets - PPMs

The link will open the PPMs grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new PPM click New , to edit an existing PPM click Edit . A pop up window will appear which will allow the creation or amendment of a PPM.

Click to view - General Tab - Fields and Descriptions

Field Name	Description
Asset	From the drop down select the Asset - if the PPM is being created directly from the Asset this will be auto-populated.
Qty	Auto-populated from the Asset - the quantity of the Asset /s.
H & S Docs	Auto-calculated from the number of Health and Safety documents attached to the PPM
Building	Auto-populated from the Asset - the Building where the Asset is located.
Location	Auto-populated from the Asset - the Location where the Asset is located.
Task Details
Task ID	Auto-generated by MRI Evolution.
Family	If the PPM is part of a Task family, enter the family code. This may be any code but must be the same in each PPM that forms part of this Task family.
Contract	From the drop down select the Contract to complete the PPM.
Instruction	From the drop down select the Instruction Set relevant to the PPM.
Discipline	Auto-populated from the Instruction Set.
Stock Cost	Auto-populated from the Instruction Set. This can be manually amended. Available from 6.1.0.0 Validation has been added to ensure that if the value in this field is changed it does not negatively impact any PPM Actions associated with the current PPM: If the value change means the sum of Labour Cost + Stock Cost of the PPM is less than the sum of the Total Estimated Costs of any PPM Actions linked to the current PPM, a validation message will be generated and presented to the user: “The total estimated costs allocated to PPM Actions associated with this PPM exceeds the total estimated cost of this PPM. Please adjust your PPM Action estimates or amend the Estimated Costs of the PPM.” If the value change does not cause a validation failure, the Est. % Distribution values for all PPM Actions against the current PPM will be updated so that the % distribution values are correct, relative to the updated Estimated Costs of the current PPM
Labour Cost	Auto-populated from the Instruction Set. This can be manually amended. Available from 6.1.0.0 Validation has been added to ensure that if the value in this field is changed it does not negatively impact any PPM Actions associated with the current PPM: If the value change means the sum of Labour Cost + Stock Cost of the PPM is less than the sum of the Total Estimated Costs of any PPM Actions linked to the current PPM, a validation message will be generated and presented to the user: “The total estimated costs allocated to PPM Actions associated with this PPM exceeds the total estimated cost of this PPM. Please adjust your PPM Action estimates or amend the Estimated Costs of the PPM.” If the value change does not cause a validation failure, the Est. % Distribution values for all PPM Actions against the current PPM will be updated so that the % distribution values are correct, relative to the updated Estimated Costs of the current PPM
Total Cost	Auto-calculated by adding the cost of Stock and Labour.
Est. Time	Auto-populated from the Instruction Set. This can be manually amended.
Est. Staff	Auto-populated from the Instruction Set. This can be manually amended.
Total Time	Auto-calculated by multiplying the Estimated time by the number of Estimated Staff.
Priority	Auto-populated from the Instruction Set. This can be manually amended.
Default Resource	From the drop down select the Resource that will complete this Task - it is only recommended to complete this field if it is always the same Resource that will complete the PPM. When the PPM is issued it will be auto-assigned to the selected Resource.
Shift	From the drop down select the shift , If the PPM should be completed on a particular shift - to use this feature Shifts must be set up.
Permit	Check the box if a permit is required for this Task.
H & S Task	Check the box if this is a Health and Safety Task.
Compliance	Auto-populated from the Instruction Set. This can be manually amended.
Cost Centre	Auto-populated from the Asset. This can be manually amended. Available from 6.1.0.0 Cost Centres that have a Historic or Suspended state are excluded from this list.
Cost Code	From the drop down select the Cost Code. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.
Generate Task Actions	Available from 4.4.6 From the drop down select if the PPM is to create actions to connecting or sub Assets: No Selection - No actions will be created. All Child Assets - Actions will be created for all Child Assets. One Level of Child Assets - Actions will be created for the first level of Child Assets. All Sub Assets - Actions will be created for all grouped Sub - Assets. One level of Sub Assets - Actions will be created for the first group of Sub - Assets.
Suppress Parent Asset Steps
Action before Task complete	Available from 4.4.6 Check the box for all PPM Actions to be completed before the Task can be moved to Complete.
Action before Task sign off	Available from 4.4.6 Check the box for all PPM Actions to be completed before the Task can be moved to History.
Controller	Check the box if this is a Controller PPM - see Shiftable PPMs and Shiftable Family PPMs
Class	From the drop down select the PPM Class: Calendar PPM Calendar PATPPM Shiftable Calendar PPM Shiftable Family PPM For information on Shiftable / Family Shiftable PPMs see Shiftable PPMs and Shiftable Family PPMs.
PPM Details
Last Service	Enter the last service date.
Next Service	Auto-calculated using the last service and the period and frequency of the PPM.
Default Day	From the drop down select the default day the PPM should be performed on - only available on monthly PPMs.
Period	Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Frequency	Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Week	Auto-calculated from the Start Dates and month set against the PPMs contract and the next service date,
Monthly Check Boxes.	If a PPM is not required to be carried out in certain months the boxes can be unchecked. Any PPMs that were due to generate in this month will be automatically suspended and cannot be release unless the box is rechecked.
Auto Issue	Available from 4.5.0 From the drop down select the auto-issue preference: Template - the auto-issuing behaviour will be dictated by the relevant Auto Issue Template. PPM Specific - the days in advance for auto-issuing can be set for just this instance of PPM. Do Not Auto Issue - the PPM will not be auto-issued.
Days in Advance	The days in advance the PPM is to be auto-issued by. Note: This field is only displayed if the Auto Issue field is set to PPM Specific.

Click to view - Notes Tab - Fields and Descriptions

Field Name	Description
Notes	Free text box for notes relating to the PPM.

Complete the fields and click Save . Once the PPM header has been completed and saved a sub navigation will appear to allow additional entities to be assigned or viewed.

These include:

Issued Tasks
Actions
Dormant Records
Seasonal PPM Dates
Resources
Permits
Requirements
Mobile Audits
Regulations
Health and Safety

Once a PPM has been Saved the lock Status will appear in the top right corner of the window - see Task Lock Status.

Issued Tasks

Actions

Click to view more detail.

Available from 4.4.6 Actions are used to show work or Actions that have been completed during a PPM on Child or Sub Assets. These can either be mass created by using "Generate Task Actions" for the General Tab, or can be done manually from the Actions screen. Once a PPM is issued, the PPM Actions will become Tasks Actions which can be carried out / answered against the Task.

Task Management > PPMs - Actions

If PPM Actions are created en mass, the PPM Actions will be created on save. PPM Actions can also be added manually.

The link will open the PPMs / Actions grid. It is a grid view which can be searched, sorted and customised as normal.

Available from 6.1.0.0

The Actions grid can be displayed as a hierarchical grid.

If the Enable Advanced Costs & Distribution for Task & PPM Actions Task Preference is set to True then the Actions Grid will be displayed as hierarchical showing a sub-grid listing the child PPM Action Cost Coding records.

Click the > button to toggle the sub grid to be displayed/hidden.

PPM Action Cost Coding records can be opened directly from the sub-grid.

Toolbar Icons

Icon	Feature	Description
	New	Click to add a new PPM Action.
	Edit	Select an Action in the grid and click to edit.
	Delete	Select an Action in the grid and click to delete.
	Move to First	Select an Action in the grid and click to move it to first place in the list.
	Move Up	Select an Action in the grid and click to move it up one place in the list.
	Move Down	Select an Action in the grid and click to move it down one place in the list.
	Move to Last	Select an Action in the grid and click to move it to last place in the list.
	Child Assets	Click Create Actions for All Child Assets to manually add Actions for all Child Assets.
	Sub Assets	Click Create Actions for all Sub - Assets to manually add Actions for all Sub - Assets.
	Refresh	Click to Refresh the grid.
	Close	Click to Close the input panel.

To add a new Action click New, to edit an existing Action click Edit . A pop up window will appear which will allow the creation or amendment of an Action.

Click to view - Actions Fields and Descriptions

Field Name	Description
Action Tab Available from 6.1.0.0
Details
Filter Actions	Available from 6.1.0.0 Optionally select the appropriate filter option(s) from the dropdown: Match PPM Category When this check box is enabled, the list of Instruction Set values in the Action auto-complete below should only include those that have a Category that matches the Category of the current parent PPM Match PPM Discipline When this check box is enabled, the list of Instruction Set values in the Action auto-complete below should only include those that have a Discipline that matches the Discipline of the current parent PPM Match PPM Instruction Set When this check box is enabled, the list of Instruction Set values in the Action auto-complete below should only include those that have an Instruction Set that matches the Instruction Set of the current parent PPM Where multiple filter options are enabled, the enabled filters are applied in addition to each other to further restrict the Action auto-complete below. The selected filter value(s) will be persisted for the current user.
Action	Available from 6.1.0.0 Select the appropriate Instruction Set for the PPM Action. The list of available Instruction Sets is subject to the following: Any Filter Actions filter(s) applied above The Instruction Sets must be assigned to the Contract Views of the parent PPM's Contract The Instruction Set State must be Active The 'Use For' value of the Instruction Set must be compatible with PPMs Note: This is the old 'Name' field that's been renamed and updated.
Description	Auto-populated with the description of the PPM Action - if created by "Generate Task Actions" or an Instruction Set has been selected manually in the name field, this will be the Instruction Set - Instruction Set Text.
Asset	Select an Asset, from the drop down, for the current PPM Action.
	When adding a new PPM Action record, a clear Asset button is available to the right of the Asset field. Clicking it will clear the Asset, Building and Location fields. The button is not available when editing existing PPM Action records.
Building	Select a Building, from the drop down, for the current PPM Action.
Location	Select a Location, from the drop down, for the current PPM Action.
Predecessor	Available from 6.1.0.0 It is possible to define dependencies within PPM Actions by selecting another PPM Action related to the parent PPM as a predecessor.
Sort Order	Available from 6.1.0.0 Read only field that displays the sequence number of the PPM Action in the Actions grid. The first record in the grid will be 1, the second will be 2 and so on. Using the grid toolbar buttons to change the order of the PPM Actions will automatically update this value for the records affected.
Costs Tab Available from 6.1.0.0
Estimates
Cost Calculation	Available from 6.1.0.0 Select the most appropriate radio button option for the PPM Action: Distribute from Task Estimates Add to Task Estimates This value will be auto-populated based on either a Task system preference or a preference set against the parent PPM's Contract. If the Default Cost Calculation Type for Task Actions Task system preference is set to: Distribute from Task Estimates - the Cost Calculation type will be auto-populated as ‘Distribute from Task Estimates’ Add to Task Estimates - the Cost Calculation type will be auto-populated as ‘Add to Task Estimates’ Contract Specific - the value of the Default Cost Calculation Type for Task Actions preference set against the parent Task's Contract will be checked to set the field's value: Distribute from Task Estimates - the Cost Calculation type will be auto-populated as ‘Distribute from Task Estimates’ Add to Task Estimates - the Cost Calculation type will be auto-populated as ‘Add to Task Estimates’ Note: It is only be possible to select a value in the Cost Calculation type radio box for the first PPM Action added to a PPM. Once a PPM Action has been added and saved for a PPM, all subsequent actions will use the same Cost Calculation type as the first. For subsequent PPM Actions added to the PPM, the Cost Calculation type radio box field will be disabled.
Est. Materials	Available from 6.1.0.0 Enter an estimate of the cost of the Materials required to carry out the current PPM Action. If the Cost Calculation type above is set to: 'Distribute from Task Estimates' A validation check will be performed on save that prevents saving the changes if the sum of all estimated PPM Action costs for the current PPM exceed the sum of the estimated costs of the parent PPM Users can either adjust the PPM Action Estimated Costs or amend the Estimated Costs of the parent PPM as appropriate 'Add to Task Estimates' The value entered in the PPM Action Estimated Materials field will have no effect on the parent PPM. When the PPM is Issued, the PPM Actions become Task Actions and the Estimated Materials value will be added to the existing Estimated Materials Cost of the parent Task Note: The value entered here will impact the Est. % Distribution field below, upon save.
Est. Labour	Available from 6.1.0.0 Enter an estimate of the cost of the Labour required to carry out the current PPM Action. If the Cost Calculation type above is set to: 'Distribute from Task Estimates' A validation check will be performed on save that prevents saving the changes if the sum of all estimated PPM Action costs for the current PPM exceed the sum of the estimated costs of the parent PPM Users can either adjust the PPM Action Estimated Costs or amend the Estimated Costs of the parent PPM as appropriate 'Add to Task Estimates' The value entered in the PPM Action Estimated Materials field will have no effect on the parent PPM. When the PPM is Issued, the PPM Actions become Task Actions and the Estimated Labour value will be added to the existing Estimated Labour Cost of the parent Task Note: The value entered here will impact the Est. % Distribution field below, upon save.
Est. % Distribution	Available from 6.1.0.0 A read only field that displays a calculated value of the current PPM Action's Estimated Costs as a percentage of the parent PPM's Estimated Costs.
Est. Total	Available from 6.1.0.0 A read only field that displays a sum of the Estimated Cost fields above.
Est. Time	Available from 6.1.0.0 Enter an estimate of the Time required to carry out the current PPM Action.
Cost Code Distribution
Available from 6.1.0.0 PPM Action Cost Code Distribution Grid

Icon	Feature	Description
	Save Button Group	Save Save and Close Save and New
	Add Cost Coding	Available from 6.1.0.0 Click to add a new PPM Action Cost Coding record. The toolbar button is only available if the Enable Advanced Costs & Distribution for Task & PPM Actions Task Preference is enabled.
	Delete Action	Click to delete the current PPM Action. Available from 6.1.0.0 If the current PPM Action has any associated PPM Action Cost Coding records, the user will receive the following on screen prompt: “Cost Code Distribution has been added for this PPM Action. If you delete this action then all cost code distribution will also be deleted. Are you sure you want to proceed” Clicking “Cancel” to this prompt will cancel the deletion and return the user to the page without deleting the PPM action. Clicking “Ok” to this prompt will confirm the deletion of the current PPM Action. The system will also delete ALL PPM Action Cost Coding records associated with the current PPM Action.
	Refresh	Click to refresh the Cost Code Distribution grid in the Costs tab.
	Close	Click to Close the PPM Action page.

Click to view - PPM Action Cost Coding Fields and Descriptions

Field Name	Description
PPM Action
PPM	Available from 6.1.0.0 A read-only field that displays the parent PPM's id.
PPM Action	Available from 6.1.0.0 A read-only field that displays the parent PPM Action's id.
Finance Codes
Cost Centre	Available from 6.1.0.0 If the parent PPM has a Cost Centre defined, this will be auto-populated but a different Cost Centre can be selected for the PPM Action Cost Coding - for more information see Cost Centres. Cost Centres that have a Historic or Suspended state are excluded from this list. In addition to any Contract View restrictions applied to Cost Centres for the Contract related to this entity, this field may be additionally filtered to show only those Cost Centres that have been assigned to the related Building. If a Cost Centre that's assigned to the related Building is set as the default for the Building it will be set automatically in this Cost Centre auto-complete. Note: If the user subsequently changes the related Contract, where the selected Cost Centre is not available, the Cost Centre value (and Cost Code if selected) will be cleared.
Cost Code	Available from 6.1.0.0 If the parent PPM has a Cost Code defined, this will be auto-populated but a different Cost Code can be selected for the PPM Action Cost Coding record - for more information see Cost Codes. Cost Codes marked as Locked against the Cost Centre are excluded from this list. If a Recovery Type has been selected below and the selected Recovery Type has the Enable Department Section checkbox: unchecked - the available Cost Codes will be restricted to those with a specific Use value of Expenditure checked - the available Cost Codes will be restricted to those with a specific Use value of Department Recharge
Recovery Type	Available from 6.1.0.0 Select a Recovery Type for the PPM Action Cost Coding record - for more information see Recoverability Types.
Department	Available from 6.1.0.0 From the drop down select the Department for the PPM Action Cost Coding where the Department is available in the Building of the parent PPM. The field will be disabled if a Recoverability Type above has not been selected and the selected Recoverability Type has the Enable Department Section checkbox checked.
Cost Distribution
Est. Materials	Available from 6.1.0.0 Enter an estimate of the cost of the Materials required to carry out the current PPM Action Cost Coding. If the Cost Calculation type for the parent PPM Action is set to: 'Distribute from Task Estimates' This field will be auto-populated with the remaining Est. Materials balance from the parent PPM Action A validation check will be performed on save that prevents saving the changes if the sum of all estimated PPM Action Cost Coding costs for the parent PPM Action exceed the sum of the estimated costs of the parent PPM Action Users can either adjust the PPM Action Cost Coding estimated costs or amend the estimated costs of the parent PPM Action as appropriate
Est. Plant	Available from 6.1.0.0 Enter an estimate of the cost of the Plant required to carry out the current PPM Action Cost Coding. If the Cost Calculation type for the parent PPM Action is set to: 'Distribute from Task Estimates' This field will be auto-populated with the remaining Est. Plant balance from the parent PPM Action A validation check will be performed on save that prevents saving the changes if the sum of all estimated PPM Action Cost Coding costs for the parent PPM Action exceed the sum of the estimated costs of the parent PPM Action Users can either adjust the PPM Action Cost Coding estimated costs or amend the estimated costs of the parent PPM Action as appropriate
Est. Labour	Available from 6.1.0.0 Enter an estimate of the cost of the Labour required to carry out the current PPM Action Cost Coding. If the Cost Calculation type for the parent PPM Action is set to: 'Distribute from Task Estimates' This field will be auto-populated with the remaining Est. Labour balance from the parent PPM Action A validation check will be performed on save that prevents saving the changes if the sum of all estimated PPM Action Cost Coding costs for the parent PPM Action exceed the sum of the estimated costs of the parent PPM Action Users can either adjust the PPM Action Cost Coding estimated costs or amend the estimated costs of the parent PPM Action as appropriate
Est. % Distribution	Available from 6.1.0.0 A read only field that displays a calculated value of the current PPM Action Cost Coding's Estimated Costs as a percentage of the parent PPM Action's Estimated Costs.
Est. Total	Available from 6.1.0.0 A read only field that displays a sum of the Estimated Cost fields above.

Dormant Records

Seasonal PPM Dates

Click to view more detail.

Certain PPMs will only be required on specific non- sequential dates. For example: The lawn only needs to be cut twice in the winter as opposed to weekly in the summer months. PPMs will be shown on the PPM planner with an ‘S’ to indicate that it is a Seasonal PPM.

Task management > PPMs - Seasonal PPM Dates

To create a seasonal PPM the Frequency of the PPM must be set to seasonal with the Period set to the amount of occurrences in a year. Once the PPM header has been saved select sub navigation - Seasonal PPMs

The link will open the PPM / Seasonal PPM grid. It is a grid view that can be customised and sorted as normal.

To add a new Seasonal PPM click New , to edit an existing Seasonal PPM click Edit . A pop up window will appear which will allow the creation or amendment of a Seasonal PPM

Click to view - Seasonal PPM Fields and Descriptions

Field Name	Description
Date	Enter the date the Seasonal PPM is to be carried out.
Day	Auto-populated by MRI Evolution according to the date selected.
Week No.	Auto-calculated by MRI Evolution according to the service week set by the Contact and the date selected.
Re-cycle	Check the box to regenerate or Re-cycle the PPM yearly on the selected date.

Resources

Permits

Requirements

Mobile Audits

Regulations

Health and Safety

Additional Icons - PPM Status

Available from 4.5.0

A PPMs status can be changed by clicking Change PPM Status .

PPMs have three generic states, but many statuses

Generic States:

Active - the PPM is active and running.
Suspended - the PPM is temporarily not required and will show suspended in the PPM Planner.
History - the PPM is no longer required and will not be viewable in the PPM Planner.

To create PPM Statuses see PPM Status

Note: In versions prior to 4.5.0 a PPM could be suspended and reinstated using Suspend PPM and Resume PPM

Note: There are two statuses that are pre set by MRI Evolution. These are applied when the Asset changes State, and can only be changed by changing the state of the Asset. When an Asset status is changed from Active to Suspended, PPM status will show as "Suspended by Asset". When an Asset status is changed from Active or Suspended to History, PPM status will show" History By Asset"

Planned Preventative Maintenance - PPMs

Task Management > PPMs

Click to view - General Tab - Fields and Descriptions

Click to view - Notes Tab - Fields and Descriptions

Issued Tasks

Task management > PPMs - Issued Tasks

Actions

Task Management > PPMs - Actions

Toolbar Icons

Click to view - Actions Fields and Descriptions

Toolbar Icons

Click to view - PPM Action Cost Coding Fields and Descriptions

Dormant Records

Task Management > PPMs - Dormant Records

Seasonal PPM Dates

Task management > PPMs - Seasonal PPM Dates

Click to view - Seasonal PPM Fields and Descriptions

Resources

Task management > PPMs - Resources

Permits

Task management > PPMs - Permits

Requirements

Task management > PPMs - Requirements

Mobile Audits

Task management > PPMs - Mobile Audits

Regulations

Task management > PPMs - Regulations

Health and Safety

Task Management > PPMs - Health and Safety

Additional Icons - PPM Status