Preventive Maintenance

Preventive Maintenance Planning (PMP) ensures regular maintenance is performed to prevent breakdowns and extend asset life. The system automates scheduling and work order creation.

PMP Overview

Benefits of Preventive Maintenance

Benefit	Description
Reduced Breakdowns	Catch issues before failure
Extended Asset Life	Proper care extends lifespan
Cost Savings	Prevent expensive emergency repairs
Guest Satisfaction	Fewer service disruptions
Compliance	Meet warranty and safety requirements

PMP Components

1. Templates - Define what tasks to perform
2. Schedules - When to perform them
3. Auto-Generation - Automatic work order creation
4. Tracking - Monitor completion rates

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Creating PMP Templates

Step 1: Start New Template

1. Navigate to PMP → Templates
2. Click ”+ New Template”

Step 2: Basic Information

Field	Description
Template Name	Descriptive name
Category	Asset type
Description	What this PMP covers
Estimated Duration	Time to complete
Skill Required	Expertise needed

Step 3: Task Checklist

Define the tasks to complete:

Example: AC Unit Service

Task	Required
Check thermostat calibration	Yes
Inspect and replace air filter	Yes
Clean condenser coils	Yes
Check refrigerant levels	Yes
Inspect electrical connections	Yes
Test operation	Yes
Clean drain line	No
Check ductwork	No

Step 4: Parts and Materials

List required items:

Item	Quantity	Notes
Air filter	1	Size per unit specs
Coil cleaner	1	Spray can
Lubricant	1	As needed

Step 5: Save Template

Review and save. Template is now available for scheduling.

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Scheduling PMP

Creating a Schedule

1. Go to PMP → Schedules
2. Click ”+ New Schedule”

Step 1: Select Template

Choose the maintenance template to use.

Step 2: Assign Target

Field	Description
Property	Which property
Asset	Specific asset (or all of type)
Zone	Area (optional)

Step 3: Set Frequency

Frequency	Description
Daily	Every day
Weekly	Once per week
Bi-Weekly	Every 2 weeks
Monthly	Once per month
Quarterly	Every 3 months
Semi-Annual	Twice per year
Annual	Once per year
Custom	Specific interval

Step 4: Schedule Details

Field	Description
Start Date	When to begin
End Date	When to stop (optional)
Preferred Day	Day of week/month
Time Window	Preferred hours
Lead Time	Days before due to create WO

Step 5: Assignment

Field	Description
Assignee	Default person/vendor
Priority	Default priority level
Notify	Who to notify

Step 6: Activate

Review and activate the schedule. System will begin creating work orders automatically.

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Auto-Generated Work Orders

How It Works

Schedule Active → Lead Time Reached → Work Order Created → Assigned → Due Date

Example Timeline

For monthly AC service with 7-day lead time:

Date	Action
Apr 1	Schedule active
Apr 24	Work order created
Apr 24	Assignee notified
May 1	Work order due
May 1	Completed/Overdue

Work Order Content

Auto-created work orders include:

• Template tasks as checklist
• Required parts list
• Standard description
• Due date
• Default assignee
• Link to schedule

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Managing PMP Schedules

Schedule Status

Status	Description
Active	Creating work orders
Paused	Temporarily stopped
Completed	End date reached
Cancelled	Permanently stopped

Pausing a Schedule

Temporarily stop (e.g., for renovations):

1. Open schedule
2. Click “Pause”
3. Set resume date (optional)
4. Add reason
5. Confirm

Modifying a Schedule

Change frequency or details:

1. Open schedule
2. Click “Edit”
3. Make changes
4. Note: Doesn’t affect already-created WOs
5. Save

Viewing Schedule History

See all work orders from a schedule:

1. Open schedule
2. Go to “History” tab
3. View all generated work orders
4. See completion rates

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Compliance Tracking

Compliance Dashboard

View overall PMP health:

Metric	Description
On Time	Completed by due date
Late	Completed after due
Missed	Not completed
Upcoming	Due soon

Compliance Rate

Calculate as:

Compliance % = (On Time Completions / Total Due) × 100

Target: > 95% compliance

Non-Compliance Alerts

System alerts when:

• Work order becomes overdue
• Compliance drops below threshold
• Multiple missed PMPs
• Critical assets not serviced

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PMP Reporting

Available Reports

Report	Description
Schedule Overview	All active schedules
Compliance Report	On-time completion rates
Cost Analysis	PMP spending
Asset Coverage	Which assets have PMP
Upcoming PMPs	What’s due soon
Overdue PMPs	What’s past due

Generating Reports

1. Go to Reports → PMP
2. Select report type
3. Choose filters:
   • Property
   • Date range
   • Category
   • Assignee
4. Generate
5. Export if needed

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Best Practices

Template Design

• Be Specific - Clear task descriptions
• Include Standards - Acceptance criteria
• Estimate Accurately - Realistic time estimates
• List All Parts - Required materials
• Version Control - Update as needed

Scheduling

• Stagger Schedules - Don’t overload single days
• Consider Occupancy - Schedule around guests
• Seasonal Adjustments - More AC service in summer
• Buffer Time - Allow for delays

Tracking

• Review Monthly - Check compliance rates
• Address Patterns - Why are PMPs missed?
• Adjust as Needed - Modify failing schedules
• Document Everything - Complete records

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Common PMP Templates

HVAC Service (Monthly)

• Check thermostat
• Replace/clean filters
• Clean coils
• Check refrigerant
• Test operation

Pool Service (Weekly)

• Test water chemistry
• Clean skimmers
• Check pump pressure
• Vacuum pool
• Inspect equipment

Generator Service (Monthly)

• Run test cycle
• Check oil level
• Inspect fuel system
• Test transfer switch
• Log readings

Fire Safety (Quarterly)

• Test smoke detectors
• Check fire extinguishers
• Inspect emergency lights
• Review evacuation routes
• Document inspection