Overview:

An important aspect of equipment ownership is the maintenance of the equipment items. There are 2 main types of Maintenance – Planned and Unplanned.

Planned maintenance is typically the regular servicing you would do on an equipment item. The maintenance intervals can vary based on the type of equipment, also what maintenance is undertaken can depend on the particular service instance for instance.

To provide a simple and usable structure Workbench has adopted a maintenance model where you can specify for each Plant Group up to two types of Service Interval.

• The first interval is based on time and you can specify intervals such as Everyday, Every Week, Every Month, 3 Month, 6 Month, Every Year.

• The other interval is based on usage and you can specify a meter reading value to drive the service e.g. you service the truck every 10,000km.

Regular recording of Meter readings is important where using a Usage-based service model as without a meter reading you will have no way of knowing when a service is due.

There are also reminder parameters for both intervals so you can specify a window of time where an item is close to reaching its service interval. This gives the Plant department time to plan for the upcoming service of equipment items.

When a service is due a Maintenance Log is raised in Workbench to manage the instance of that work. Alternatively if using Upvise an Equipment Job can be raised against the equipment item which also appears in Workbench as a Maintenance Log.

It is intended that all the costs associated with the service are captured on the Log in Workbench (Or job via Upvise if used). This record then forms an important part of the service history on the equipment item. When a Maintenance Log is completed the meter reading at completion is the trigger to drive the next planned service event.

Unplanned services are used just like planned services but are not driven from maintenance intervals they are raised as required. For example, minor damage to a piece of equipment may require you to repair it in between services so you would raise a Log to track the costs of that repair just like you would for a planned service event as described above.

This list provides logs related to plant maintenance. It has configurable grid options to tailor the display to suit your operational requirements (Grid Management).

This screen includes creating a new log by dragging and dropping emails. Refer to Service logs

Screen Guide:

Clicking on the Log Number will drill into the Plant Log. The two colour coding regimes are shared with the Service Desk, read about it here.

Widgets

This list screen also incorporates information tiles that summarise key statistics related to the maintenance logs, these information tiles also function as filters to help you quickly refine the list of logs displayed on the list. A ‘Plant Log Widget Due Days’ control parameter specifies the number of days that a log is still considered due ie. days before considered overdue.

• Total:

  • Shows the total count of maintenance logs that are currently incomplete.

• Late:

  • Displays the count of logs that are incomplete and overdue.

  • A log is considered overdue if it hasn’t been completed by the scheduled due date (or, if no scheduled date, the created date) plus a certain number of days. This timeframe is set by a control parameter called ‘Plant Log Widget Due Days’.

• In Progress:

  • Counts logs that are incomplete but have already been started, indicated by an "Arrive Date" filled in.

• Due:

  • Shows the count of logs that are incomplete and currently due.

  • A log appears in this category if today’s date is within its due period (based on the scheduled or created date plus the "Due Days" control paramater), but it has not yet become overdue (Late).

• Future:

  • Counts logs that are scheduled for the future (beyond today’s date) and have not yet started.

• Other: This tile includes any logs that have an unassigned or any other log type.

• Due Dates: If the scheduled date has been removed by the user, the system uses the creation date as a fallback to calculate the due status.
  
  

Open

Plant Maintenance Logs screen.

Open

General tab

The General tab includes specific details related to a Plant Item Service/ Maintenance. The other tabs are the same tabs as in standard Service Logs. Check here for details on each tab.

The Plant Maintenance Log General tab includes:

• Log No: log ID

• Created date

• Plant item is a required data.

• Plant group

• Service type: list of common types:

  • Scheduled service

  • Unplanned service

  • Accident damage

  • Improvement/modification

  • Other

• Priority

• Work instructions: any instruction might have.

• Status vs Workflow Status
  Status is a manual selection of custom/user-created statuses defined in Statuses as Log Statuses. They can be manually changed at any time, and in specific steps, updated by actions taken on the Log, to keep it in line with the Workflow Status.
  Workflow Status is always the current status of the Log and is updated by the system depending on which stage the Log is at.
  This status is split into two components: {Progress Status of the Log} - {Billing Status of the Log}.
  Generally updated by actions taken with the buttons or Updated by the Upvise Integration:

  • Entered when just created

  • Allocated when assigned to the employee that will perform the Job. As soon as the Log is created as saved

  • Completed once the Completed Details are populated ( the Log is given a Completed date/time).

  • Finalised is a decision made by the person invoicing, and indicates the Log is locked and no further action is required. This status is often used when the invoicing is not Input or Output based, and there is no link between the actual invoice for the work done on the Log and the Log. This could be that manual lines are created to charge for the work done, rather than using the transactions generated by the Log that can be selected on get Sales. So the user invoicing must indicate that the Log has been finalised. And the Billing Status will still show as Unbilled because the Log transactions have not been included in an Invoice.

  • Plus the Billing status of the Log

    • Billed after all the Costs and/or Outputs on the Log have been billed, regardless if the Log has been completed and reopened.

    • Unbilled when there are any unbilled Costs or Outputs on the Log, regardless of the Progress status.

    • Part Billed after the Log was billed and additional Costs/Outputs are added.

  • Status:

    • Allocated

    • Completed

    • Finalised

    • In Progress

    • Open

    • Scheduled

• Log Workflow Status & Upvise Job Status: Workbench Logs and Upvise Jobs statuses do not always match 1 to 1. In the Logs List, you can filter using Workbench Workflow Status.
  Status mapping below:

• Allocated to: name of the person that will work on the Log.

• Location: Physical location of the Plant.

• Start due: scheduled date of the service.

• Completion due: the scheduled date that the service should be completed.

• Description of the service.

• Date/reading: in this section the latest meter reading details will display, and you can enter a new meter reading:

• Parts Required/ Ordered / Received: These are memorandums. Select the appropriate checkbox for reference.

Budget tab

You can setup budgets on Plant items for capturing the general running costs of your equipment, this budget may cover the following, Finance Charges, Fuel Costs, Ground engaging tools (GET - like blades, bucket teeth, ripper tynes), and basic routine maintenance where you may set annual budgets.

For managing exceptional maintenance activities like Accident Damage, Major Repairs e.g. Engine / Gearbox rebuild, Equipment Improvements or Modifications you can setup additional budgets under Plant Service Logs. The Plant service log is created to capture the details of each of these maintenance events and supplementary budgets can be added to these logs to help you track the costs of these service items. When entering budgets in Service Logs the Work Centre structure is inherited from the Plant item.

Invoicing:

• The Service Log can be invoiced to a Productive Job, by using the Internal Sales process which can be done using the Charge Type, Charge To Job, Charge To Activity, Charge To log fields. When the Charge Type on the Plant Item includes Internal Sales, or if a Charge Type that includes Internal SAles is selected on the Log, the Internal Sales fields will become available to complete the invoicing.

• Or alternatively, you can transfer the Cost transactions to another Log or Job via the Perform button.

Next Steps:

• From the options on the Apply Filter dropdown create Custom Views to display specific fields that provide different lists for different purposes. These views will be available as additional views to the Default View.