Preventive maintenance work orders module

• 1. What is this module about
  • 1.1 Maintenance schedule
  • 1.2 Generating preventive maintenance work orders
    • 1.2.1 Manually generate
    • 1.2.2 Generate via the automatic periodic work order generator
  • 1.3 Link master data objects
  • 1.4 Cost items
  • 1.5 Planboard
  • 1.6 Supplier access
  • 1.7 Preventive maintenance work order workflow process
• 2. Automatic emails sent in the workflow(s)
• 3. General preventive maintenance work order module settings
• 4. Additional information on this module

1. What is this module about

While corrective work orders are triggered by issues reported within a building (e.g. via a service request), preventive maintenance work orders are proactively scheduled work orders intended to keep buildings and assets in optimal condition and avoid future problems.

The Preventive Maintenance Work Orders module allows organizations to manage and schedule periodic maintenance activities aimed at preventing malfunctions, detecting early signs of wear or hazards, and ensuring compliance with safety standards.

Typical examples of preventive maintenance include:

• Servicing elevators
• Inspecting smoke detectors and fire extinguishers
• HVAC filter replacements
• Safety inspections or legally required checks

This module supports the creation of recurring work orders based on predefined maintenance schedules. These tasks can be automatically assigned to the appropriate internal teams or external contractors. By defining maintenance schedules and assigning them to specific contractors, organizations can ensure that preventive work is executed on time and by the right party, without requiring manual intervention for each occurrence.

The next parts will go into more detail on some of the core concepts of this module:

1.1 Maintenance schedule

Preventive maintenance work orders are always based on a maintenance schedule. The maintenance schedule generates these work orders and determines when the work orders should be executed and how often (daily, weekly, monthly, etc.). Maintenance schedules can be managed and created via ‘Maintenance’ → ‘Maintenance schedules’ navigation option.

In the maintenance schedule, the following configuration can be done, which applies to the work orders to be generated:

• The start time and end time of the generated preventive maintenance work orders (e.g., 09:00 - 17:00)
• The cycle for generating the preventive maintenance work order:

  • Every 1 week from start date

  • Every 1 week on a Tuesday
  • Every 1 month on a specific day
  • etc.
• If the start date of the maintenance schedule is in the past, preventive maintenance work orders can be generated for a date in the past (Create in past: Yes/No)
• The end of the maintenance schedule:

  • Maximum number of preventive maintenance work orders

  • Specific end date
• If the maintenance schedule corresponds with a contract with a supplier, the contract can be linked to the maintenance schedule

Next to the maintenance schedule fields to determine the timing/cycle of the preventive maintenance work orders to be generated, a work order template is also linked to the maintenance schedule to predefine specific fields and linked objects of the preventive maintenance work orders. The work order template serves as a blueprint for every preventive maintenance work order to be generated.

The following fields and objects are taken over from the template to the preventive maintenance work order to be generated:

• The subject and description
• Information about the execution:

  • Service group

  • Internal responsible
  • Contractor
  • Send work order via email [yes/no]
  • Remarks for the contractor
• Added documents
• Linked objects (https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357490367/Preventive+maintenance+work+orders+module#1.3-Link-master-data-objects)
• Cost items (https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357490367/Preventive+maintenance+work+orders+module#1.4-Cost-items)

1.2 Generating preventive maintenance work orders

1.2.1 Manually generate

From within a maintenance schedule, it is possible to manually generate the preventive maintenance work orders for users with the 'Preventive workorder manager' system group. The user determines until which date the preventive maintenance work orders need to be generated. For example, the user can generate monthly work orders up to a year in the future and repeat this manual task every year.

Manually generating preventive maintenance work orders is also possible in bulk over multiple maintenance schedules. Via the maintenance schedule search view, it is possible to select one or more maintenance schedules and generate preventive maintenance work orders for each of the selected maintenance schedules until a specified date in the future.

1.2.2 Generate via the automatic periodic work order generator

With the automatic periodic work order generator, it is possible to automate the creation of preventive maintenance work orders. Using a defined cycle, you can specify when the generator should create new preventive work orders—for example, on the first day of each month.

In addition to setting the cycle, you can also define the time range for which preventive work orders should be generated. For instance, the system can be configured to generate work orders up to two months in advance.

Automatic work order generators can be created and managed via the ‘Automatic Work Order Generators' button in the maintenance schedule search view by users with the system group 'create workorder schedulers’ :

After the automatic work order generator is done, a log file is generated where more information can be found, about the maintenance schedules, where the preventive maintenance work orders are generated for.

1.3 Link master data objects

It is possible to add buildings, areas, and/or assets to a preventive maintenance work order. This helps the contractor know exactly where the maintenance needs to be carried out and even more important, to keep track of the maintenance history per building, area and/or asset. By clicking on a linked object, you can also view other related work orders and check the maintenance history for that specific object.

1.4 Cost items

It is possible to register cost items in preventive maintenance work orders. Cost items (work order items) can be generic or based on catalog items (this needs to be enabled via ‘Modules settings' → ‘Preventive maintenance work orders’ → ‘Use catalog items in preventive work orders’). Adding cost items based on inventory items is also possible, but the 'Inventory management’ module needs to be enabled in this case. For more information about inventory management, see: Inventory management module .

Before the work order is assigned to a contractor, the work order items can be added to register the estimated costs for handling the work order. If the user adds a generic work order item, the description, planned quantity, price, and VAT rate can be entered manually. It is also possible to pre define tools or equipment (catalog items of the category 'work order items'), such as rubber gloves, nails, etc., which can be then be used as work orders cost item. If the user adds a work order item based on a catalog item, the catalog item name, supplier reference, and purchase price are automatically taken over to the work order item. Because the relevant information is taken over from the catalog item, it become less error prone (e.g. an incorrect description or price).

Any work order items linked to the maintenance schedule template are automatically added to the preventive maintenance work order.

The work order items' planned quantity and price are used to determine the estimated costs. Once the work order is in progress by the contractor, the actual quantity and price might differ and can be registered. The actual quantity and price eventually determine the actual costs of the work order. Insights on the planned and actual work order costs might affect the planned cost estimations or the contractors used in the future if the planned costs are, for example, much lower than the actual costs.

1.5 Planboard

The preventive maintenance work orders module also has a planboard option. Already planned preventive maintenance work orders can be consulted in a calendar view (daily, weekly, and monthly), and not yet assigned preventive maintenance work orders can be assigned via the planboard to contractors. For more information about the planboard, see: Work order Planboard.

1.6 Supplier access

After the preventive maintenance work order is forwarded to the (internal or external) contractor, the work order needs to be handled by the internal or external contractor. If the contractor does not have a user account in Asset to handle the work order, the responsible service group or the work order responsible is assigned to handle the work order on behalf of the contractor.

If the contractor has an Asset user, the contractor must handle the work order themselves. Supplier access can be enabled to provide the contractors a user-friendly overview of all work orders to be handled.

For more information about supplier access, see: Supplier access.

1.7 Preventive maintenance work order workflow process

The following part describes the workflow of a preventive maintenance work order from a high-level point of view. For a detailed description, see the user manual Preventive maintenance order module for (end)users.

Create a preventive maintenance work order
As described above, a preventive work order is always created from a maintenance schedule. Many fields are automatically taken over from the maintenance schedule’s template (subject, description, service group, internal responsible, etc.). The user can add generic-, catalog- and/or inventory items (depending on the settings) with planned quantities and prices.

Submit or directly forward the preventive maintenance work order
After the preventive maintenance work order has been completely filled in, the work order can either be submitted or directly forwarded to the contractor.

• If the contractor is not yet determined when creating the work order, the work order can be submitted. The contractor can be linked to the work order manually during the next step.
• If the contractor is automatically determined via the maintenance schedules template, when creating the work order, the work order can be directly forwarded to the contractor.

The preventive maintenance work order can also be automatically submitted (depending on module settings). Automatically submitting a preventive maintenance work order after generating is only possible, if the service group is taken over from the maintenance schedule template. This service group is necessary to assign the next workflow task to.

Assign and forward the preventive maintenance work order
If the preventive maintenance work order is submitted first, the work order still needs to be assigned and forwarded to a contractor. The contractor can be automatically taken over from the maintenance schedule template, if it is specified. After the service group of the preventive maintenance work order has assigned the work order to the applicable contractor, the work order can be forwarded.

The preventive maintenance work order can also be automatically forwarded to the assigned contractor (depends on the module settings). Automatically assigning a preventive maintenance work order to a contractor is only possible, if the contractor is taken over from the maintenance schedule template. If the contractor is a user in Asset, the contractor is used to assign the next workflow task to.

Preventive maintenance work order in progress
The preventive maintenance work order is in progress, and the contractor needs to handle the work specified in the work order. If the contractor has a user account, the contractor can directly handle the work order in the application. If the contractor does not have a user account, then the internal responsible person needs to handle the work order on behalf of the contractor. The actual quantity and prices used during the handling of the preventive maintenance work order can be registered.

Optional: Reschedule

If a preventive maintenance work order is in progress but needs to be rescheduled to another date or needs to be assigned to another contractor, the internal responsible can reschedule the work order and forward it to the current or another contractor again.

End work and review

After the work order has been handled, the internal responsible person can review the work executed. The review can also be done automatically (via a setting). If the internal responsible rejects the work, the work order will return to the contractor with additional information about the rejection. The contractor needs to handle the work order again.

Optional: Financial administration
If the executed work is approved, the financial administration surrounding this work order can be executed as a task in the workflow (depending on the setting). The contractor might send an invoice that must be registered and paid.

2. Automatic emails sent in the workflow(s)

Workflows can automatically send emails after a certain task is executed or a workflow has been in a certain status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enable the default workflow emails, see Workflow emails.

For the preventive maintenance work order module, an overview of the default workflow emails can be found in the user manual: Preventive maintenance work orders

3. General preventive maintenance work order module settings

To navigate to all the preventive maintenance work order module settings, go to Modules settings → tab Maintenance → tab Preventive maintenance work orders. Hover over the available settings to get more information about a specific setting:

4. Additional information on this module

More information on the Preventive maintenance module can be found via the following related articles:

• For a user manual, see: Preventive maintenance work order module for users
• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Preventive maintenance work order module activation and information