How Do I Schedule a Work Order (PMs)

Introduction

This guide shows a User how to create a Scheduled Work Order. A Scheduled Work Order is one of two types of Work Orders in the Hippo system. A Scheduled Work Order is also known as a PM, Preventative Maintenance.

Scheduled Work Orders are created on the Scheduled Work Orders Grid, under Facility Admin. This guide reviews how to create a Calendar based PM. For instructions on how to create a Meter Based PM, please click here to see the Preventative Maintenance (Scheduled Work Order)– Meter Based steps.

Definitions

Enterprise Level: provides access to details related to all facilities

Facility Level: provides access to details specific to a facility.

Scheduled Work Orders: also known as a PM, Preventative Maintenance. A work order for all your re-occurring or regularly scheduled maintenance activities.

Steps:

1. Click on the Scheduled Work Order panel, Facility Admin, to access the grid.

2. Click on the add icon located in the top right corner.

A “Create a Scheduled Work Order: " window opens. Select if you are creating the PM from Scratch or select a template from the dropdown list then hit "OK". The new PM details appear on the top row of the grid.

Note: From Scratch means you adding all the details manually. If you select a template, that means the majority of the mandatory fields are provided. Any of these fields can be edited. To learn more about Schedule Work order Templates click here.

3. Click in the “Name” field to name the PM. We suggest that PMs are named based on what needs to be done and when. For example, “A/C Unit Maintenance-Monthly.”

4. The following fields are mandatory: Schedule Category, Type, Associations, Description, and Work Category.

a. Click in the Schedule Category column. A drop-down menu appears. Choose Calendar or Meter. Select “Calendar” if a PM should generate based on a calendar date. Calendar based PMs can generate one time, hourly, daily, weekly, monthly, annually, etc. Select Meter in the Schedule Category if a PM is based on a meter reading. Click here to see the Meter based steps.

b. Click in the Type column. A drop-down menu appears. Choose either Equipment, Location, and Vehicle.

c. Click in the Association column. A drop-down menu appears. Choose the association.

Select one or multiple associations with a PM. You can find an association by either scrolling through the list or by using the Search bar available at the top.

d. Click in the Description field and type in a description of the preventative maintenance procedure. For example, “Pump Maintenance” could have a description of “Perform Maintenance for Pump”. This is typically the information needed by the Resource.

e. The last mandatory field is Work Category. Work Category is a classification of a type of work to be done on an association. Click in the Work Category field and select the Category that best fits the PM. You can find a Work Category by either scrolling through the list or by using the Search bar available at the top.

5. After all mandatory fields have been completed, you can click on the Save icon located in the top right corner of the screen. This keeps the PM details and jumps in alphabetical order on the grid, based on the name of the PM.

Note: The "Schedule" field is important. Click in that field to customize when you want to see your PM.

6. Scroll to the right of the grid to add any other optional fields to a PM.

Sub Category is an association with a Work Category. Typically, work categories are generic, umbrellas terms, so a subcategory allows a User to make them more specific. Only a System Admin can create Subcategories.

7. Schedule: Click in the "Schedule" field to open the “Calendar Based Schedules” window. Note: This field is very important because it determines when the Scheduled Work Order generates. You won't see this ticket unless there is an active schedule date.

8. Next, click “Add” and the “Edit Schedule” window appears.

In the 'Edit Schedule" window, you can select a One Time, Daily, Weekly, Seasonally, or Monthly Calendar schedule. Monthly is selected by default. A User can select a specific day of the month for the PM to generate. Then, select the months the PM generates. When scheduling an annual PM, select only one month.

Do not include an "End Date" if you want your PMs to generate continually. Adding an end date puts a stop to the tickets from generating.

Also, indicate if a reminder email notification is desired by completing the “Send PM reminder notification email” field. Checkmark the box, then type in the value of how many Days or Hours to be reminded about before the next scheduled date of the PM.  Any User that is receiving an email notification for PMs will additionally receive the reminder email. 

9. After all desired details are completed, click on the “Validate” at the bottom of the window.

It shows a summary of the schedule of selected options to be generated for this PM.

10. Click on “OK” to return to the Scheduled Work Orders grid.

11. Make sure you click on the Save icon located in the top right corner to keep any changes. A User can click on the Close icon X, to exit without saving changes.

Again, all other columns of information are optional and explained below. You will either click in these fields to type info or select from a dropdown list.

Days to Complete: Enter a value into this field to indicate how many days to complete the PM, before it becomes overdue. Remember, overdue PMs are color-coded red when they become overdue.

Tasks: In this field, a checklist for a PM can be created. This ensures that a PM follows a specific procedure. For example, “A/C Unit Maintenance - Monthly” could have three tasks: remove the filter, check the filter, clean filter.

To add a Task, click in the Task field. A new Tasks List window appears. Click on the add button. For Name, type in the name of the task. For Unit, select a unit if applicable. Examples of Units are amps, liters, or hours. If there isn’t a unit for this task, do not select a unit. Units are added to the Hippo system from the Enterprise > Enterprise Admin > Categories and Types > Units menu.

To add an additional task, click on the “Add” button again. If there are multiple tasks, you can rearrange the task order by using the “move up” or “move down” buttons. Once all the desired tasks have been added, click on “OK” to return to the Scheduled Work Orders grid. Or, click on Cancel to not save the list.

Resources: Use this field to associate a Resource with this PM each time the PM generates. To add a Resource, click in the field. A drop-down menu will appear. Select one or multiple Resources. You can find a Resource by either scrolling through the list or by using the Search bar available at the top. The Resource list comes from any User that has “Work Order Resource” on their Edit Permission Form, User grid.

Documents: Use this field to add a Document to the PM. These documents are stored under Facility Admin > Documents grid. Click in the field. A drop-down menu will appear. Select one or multiple Documents. You can find a Document by either scrolling through the list or by using the Search bar available at the top.

Lockout Procedures: Use this field to add a Lockout Procedure to the PM. Click in the field to type the details.

Job Hazard: Use this field to add a description of any Job Hazards for the PM. Click in the field to type any job hazard details.

Estimated Effort (Minutes): Use this field to estimate how long this PM will take to complete in minutes. For example, type in 60 for a PM that will take approximately 60 minutes to complete. Click in the field to type, or use the arrows to enter a value. 

Estimated Cost: Add an estimated cost to the PM. Click in the field to type. 

Floating: Floating is an option that can be enabled to prevent a PM from generating if the previous PM has not been completed. For example, a PM is scheduled to generate every first Monday of the month, meaning there is a PM for January to December. If floating is enabled and January’s PM has not been completed, the PM for February will not generate. Simply, it is a way to prevent PMs from piling up. Checkmark the box to enable Floating.

Generate Multiple: If multiple associations (e.g., Equipment, Vehicle, Type) have been selected with this PM, a separate Work Order will generate for each association. For example, a PM has 3 pieces of equipment associated: light 1, light 2, and light 3. If Generate Multiple is selected, a Work Order will be generated for each piece of equipment. Checkmark the box to enable Generate Multiple.

Company: Use this field to add a Company to the PM. Click in the field. A drop-down menu will appear. Select the company. You can find a Company by either scrolling through the list or by using the Search bar available at the top. These companies are stored in Facility Admin > Companies grid.

Contact Information: Click in the field to type in the contact information of the company.

Contacts: Use this field if adding a Contact to the PM. Contacts are stored under Facility Admin > Contacts grid. To add a contact, click in the field. A drop-down menu will appear. Select the contact name. You can find a Contact by either scrolling through the list or by using the Search bar available at the top. If the Contact has an email associated with their name on the Contacts grid, Facility Admin, then they will receive an email about the details to this PM when it generates.

Last Generated Scheduled Date: Indicates the last time the PM was generated.

Next Scheduled Date: Indicates when the PM will generate next.

Note: Always remember to click on the Save icon located in the top right corner of the screen.

Note: A PM will only be visible, on the Advanced or Standard Dashboard, on its scheduled date. The Calendar Dashboard will allow a user to view PMs that are scheduled in the future.

Note: A User can make modifications to PMs, only if they have permission to do so. Click in any field on the grid to make changes. We suggest you modify only one PM at a time. Click the Save icon located in the top right corner to keep the changes.

Note: A User can also delete a PM from this grid, only if they have permission to do so. Click on the checkmark beside the name of the PM. Then, click on the delete icon
located in the top right corner of the grid.

Note: To exit the Scheduled Work Orders grid and return to the Facility Screen, click on the Close icon ( X ) located in the top right corner of the grid.