Creating Planned Maintenance

Creating Planned Maintenance

Create a New Planned Maintenance

The following steps will explain how to create Planned Maintenance Tasks Plans in Fracttal

An activity that is carried out on an asset is called a Task, therefore a Task Plan is the set of activities that must be performed on an asset. The activities generally consist of actions focused on maintenance and preventing failures and are carried out in a cyclic and repetitive manner with a certain frequency
Each Planned Maintenance Task Plan is normally created per Asset Type and then linked to the assets you wish to create

1. To access the Planned Maintenance Module in Fracttal, in the On the Fracttal sidebar, select the Work Management interaction module and select Planned Maintenance

Clicking on Planned Maintenance in the main menu side bar will bring up your Planned Maintenance Module . The Planned Maintenance Module houses all planned maintenance tasks and schedules across all sites/ facilities your user is associated with or have access to. Admin users will be able to see all planned maintenance within the data base

2. To start click the “Add” button

3. In the pop-up window, create a name for your new task plan

Remember a good method for creating task plans is to create task plans per equipment type

3. To edit this task plan select it from the list and click edit

4. Then next step will be to add a new Task to your task plan.

4.1 You can limit the site or location in which this Planned Maintenance task plan is allowed to be selected by clicking on this dropdown and selecting the site or location from the list
4.2 Click +Add button to add a new Task

5. The Task Window will popup: On the General tab fill in the details of the task

5.1 Create a task Description: This task description will become the Planned Maintenance Task description for the triggered Work Order. It is therefore a good rule-of-thumb to create a task description name with some details of the frequency [monthly], type of asset [forklift] and the nature of the task [inspection] you are creating.
5.2 Link this task to a Task Type by selecting the relevant task type from the lookup dropdown.
Select the relevant task type such as, Inspection, Meter Reading, Preventive Maintenance etc. depending on the type of task you are performing.
5.3 Link the task to a relevant Group by selecting the relevant group from the Group 1 lookup dropdown.
5.4 Link the task to a secondary Group if you prefer by selecting the relevant group from the Group 2 lookup dropdown.  
Groups assist with the search, filter and reporting functionalities within Fracttal, the more comprehensive the grouping is the more comprehensive the reporting, search and filter functionalities within Fracttal will be.
5.5 Select the relevant Priority [Very High/ High/ Medium/ Low/ Very Low] from the lookup dropdown
The priority selected here will eventually translate to the work order, the high the priority the higher the importance and urgency of the work order.
5.6 Fill in the Estimated Duration: This is an estimate of how long it will take the technician to perform the task, this information will translate on the work order/ job card
5.7 Fill in the Estimated Downtime: This is an estimate of how long the selected asset/ equipment will be offline to perform the required task.
Estimated Duration and Downtime will Not be used as a reporting parameter. When the work order is completed the actual duration and downtime recorded during feedback will be captured to the system and used for reporting.

6. Next create sub-tasks
Think of Sub Tasks as the line item work instructions that will appear on the work order/ job card

6.1 In the Sub Tasks tab click the +Add SubTask button

7. In the popup window add the term of use, these are the parameters and details of the sub task

7.1 Select the type of sub-task you wish to create. Different task types are required for different tasks [e.g use a Yes/No type for inspections and a Meter Reading type when capturing a meter reading is required or just use a plain Text type when a simple instruction needs to be carried out.] 
The type of task you choose will change the way the feedback capturing is displayed in Fracttal
7.2 Link to a Part Group: Select the part group that most closely relates to your task 
Add a new part group if no part group is available

7.3 Fill in the sub task description, remembering that each one of these sub tasks will become a line item in the job card work instructions

7.4 Select this tick box if you wish that this sub task be Mandatory

8. Your Sub Task has been created and added to the list

9. Repeat steps 6 - 8 to add all required sub tasks

9.1 The sub tasks will appear on the window as displayed
9.2 Note the Type and the Grouping in relation to the sub task

10. Select the Iterations: Iterations allows the user to decide what task are active/ inactive during each iteration of the planned maintenance

10.1 Select the "Set as cyclical task" tick box
10.2 choose the number of iterations you wish to influence
10.3 Select the iterations: selecting the tick box will ensure that the task is active during the iteration, alternatively deselecting the tick box will ensure that that specific task is remove from the planned maintenance during the accompanying iteration

11. Add resources to the Task: on the Resources tab click the +Add Resources button

11.1 Select the type of resource: Resources are the people, inventory and/ or attachments added to a Planned Maintenance Task

  • Select Inventory if you would like to add parts and supplies from you parts list
  • Select Inhouse Personnel if you would like to add a labor resource costs
  • Select Services if you would like to add an external service e.g. window cleaning etc.
Note: Adding Resources on planned maintenance tasks are only for planning purposes and to calculate future/ upcoming cost, actual values are added to once the Planned Maintenance Work Order has been triggered/ activated and feedback is capture on actual resources used.

On the popup window search for the parts you wish to add by typing a key word in the search box and then selecting the part from the list by clicking the tick box. Once the part is selected click the Select button

The resources has now been added to the list

12. You can adjust the quantities of the added resource by clicking on the Quantity field and adjusting the quantity using the arrows

Repeat steps 11 - 12 to add additional resources

13. Add Attachments: You can link documents, pictures and other files to the planned maintenance task

13.1 On the Attachments tab click the +Add button and select the file from your computer, this will add the file to the planned maintenance task

14. Adding a Trigger: Now that the Task has been setup the final step is to add a Trigger. Triggers allow the system to auto-generate this planed maintenance task at the desired frequency. Triggers can be setup either by Date, Meter Reading or Events.

14.1 To add a Trigger click back to the General tab and Select +Add Trigger, and select the type of trigger you wish to setup, Date, Reading or Event Triggers
14.2 For a monthly trigger select the Date option
Date Trigger Example: The bearing needs to be greased every 1 Month
Reading Trigger Example: The bearing needs to be greased every 10000 Run Hours
Event Trigger Example: The bearing needs to be greased at every Shutdown Event

15. Add a monthly trigger

15.1 To add a 1 monthly trigger select "Make Every" 1 and select Months from the dropdowns. Also select the "Repeat" option [selecting Forever will ensure that the schedule will continue to trigger until it is manually paused]
15.2 Tick the box
hover over the question mark to have a popup explanation of what selecting this option does
15.3  Click Save

16.1 Your new trigger has been added [ Your Planned Maintenance Task Plan is now complete]
16.2 Finally click the Save button to save all changes

17. Your Planned Maintenance Task is added to the Planned Maintenance window. Note that you can add Multiple Planned Maintenance Tasks to a single Planned Maintenance procedure. To add a new Task repeat steps 4-16 as above

18. Once the task is created you will need to link the created planned maintenance task to an asset and create the time or meter trigger.

18.1 To start linking your Asset, select the Assets Linked tab and,
18.2 click the +Link other Assets button
Note you can link a single task plan to multiple assets with multiple triggers.
19. A popup window will appear, select the asset from the list

19.1 On the popup window search for the Asset you wish to add to the task plan  by typing a key word in the search box and then selecting the Asset from the list by clicking the tick box 
19.2 Once the part is selected click the Select button

20. Schedule the Linked Asset

20.1 Double click to configure any undefined sub tasks
20.2  Select last WO date to determine when the task plan will trigger on this asset
For a monthly trigger, select the last work order date exactly 1 month prior to when you would like the new work order to trigger.
20.3 Click the Start Task button to active the task

21. The asset is now linked to the task plan, finally click the Save button to save this task Planned Maintenance Task

22. Click the Back button to return to the task procedures window

The Planned Maintenance has been added, activated and linked to a Task and and Asset

Note: you can add Multiple Tasks and Assets to a single Planned Maintenance
And that’s how to create Planned Maintenance in Fracttal

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