The Maintenance Register manages servicing and maintenance of plant and equipment. You can schedule a single or recurring task and the platform will automatically delegate and communicate what needs to be done.
Quick steps for scheduling a maintenance task
- Go to the Maintenance register and click the FAB and select Maintenance
- Complete the maintenance details
- Schedule the maintenance task
- Click Submit
Form tabs
When you click on the FAB to schedule a new maintenance event, the Maintenance details page will contain 2 tabs:
- Description tab - Contains the details and schedule of the maintenance event. This is where you schedule your maintenance.
- Series tab - Displays all the maintenance events in the series as per the schedule. (This tab is not relevant when scheduling a new maintenance event - see About the maintenance register to learn more)
Description tab components
| Maintenance details | Describes the maintenance task, creates links to related contracts / agreements and other associated documents, and defines the instructions. |
| Schedule | Where you schedule the frequency and recurrence pattern for the maintenance task. |
| Assign | Where you assign the users to complete and close the maintenance task. |
| Attach records | Where you can attach files relevant to the maintenance task. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this maintenance task. |
Maintenance details
This component enables you to describe the maintenance task, link to related assets, link to related contracts/agreements and other associated documents, and set the instructions for the Action officer.
- Maintenance task - add the name of the maintenance task
- Maintenance type - select the type eg. calibration, servicing
- Related asset - select the asset, which is pointing to the Assets register
- Related agreement (optional) - select or search this list of agreements on the Contract register. A hyperlink to these agreements will appear at the Action stage.
- Reference documents (optional) - select one or more documents on the Document register to appear as hyperlinks at the Action stage.
- Instruction type - this is an optional feature that links to the Task Instructions Library. This feature is an add-on for the Maintenance Register designed to save time when scheduling tasks by providing access to a menu of built-in instructions to choose from. The Task Instructions Library includes over 100 examples of typical task instructions.
- Instructions - define the instructions for conducting the maintenance task. The following example illustrates how sequential and concise instructions could help the Action officer.
Maintenance Schedule
This component enables you to schedule the maintenance task and set the frequency including once-off.
- Click on Schedule to open the scheduler.
- Approval due date - select the date the compliance task is next to be completed.
Note: include time for the Approval officer to approve the task. - Action days - number of days the Action officer has to complete the task.
- Approval days - number of days the Approval officer has to the approval the task.
Note: Based on the Approval due date, the scheduler will calculate and display when the reminder email will be sent (Start date), the deadline for the Action officer (Action deadline) and the Approval due date. - Frequency - If the task is required to be completed more than once, select the required frequency eg Monthly. If the task is required to be completed only once, select Once off.
- Recurrence - select the frequency 'pattern' the task is to occur within the period selected, eg. every 1 year or every 3 years. Depending on the frequency pattern selected you will be presented with different options to set the 'pattern'.
- End - The schedule will default to 'No end' which means new tasks will continue to be automatically created according to the schedule. Alternatively, you can set the behaviours with the following options:
No end - select this option if the task is to continue repeatedly
End after - select this option if the task is to End after a specified number of times, eg 4
End after - select this option if the task is to End after a certain date, eg. 20/6/22
Halt schedule - select this option when the task is to be halted (stopped)
Click OK to set the schedule.
Assign
This component enables you to set who will complete (Action officer) and who will close (Approval officer) the maintenance task. It's important that these choices align with organisational delegations relating to the management of the compliance in the area the task relates to.
- Action officer - select the staff member responsible for conducting the maintenance task
Note: if you select multiple action officers, a separate and duplicate task item will be created for each person selected. These maintenance tasks will also have to be closed separately. If you only want one maintenance task but a number of staff are to be involved in completing the task, simply select one Action officer (the lead) and use the instructions to convey to the Action officer (lead) the requirement to involve other staff in completing the maintenance task. - Approval officer - select the staff member who is accountable to close the maintenance task.
- Related business area - select the business area the maintenance task relates to.
- Related meeting - select the meeting that has oversight responsibility for the management of the maintenance task, or alternatively select the meeting that the Action officer attends so that they can be reminded through the meeting that they have a maintenance task. (This is consistent with the premise that transparency in responsibility leads to greater accountability).
Access control
The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.
| All users can access | Select this option if you would like all users to be able to view the item. |
| Specify who can access | Select this option to control which users can view this item. |
| Teams | Select the team/s who need to view the item. |
| Individual users | Select specific users (if they are not included in the selected team/s) who need to view the item. |
| Who can view? |
Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow. Note: Users with system level permissions to see all items will also be included. |
Attach records
This component enables you to attach records such as correspondence. Records can be attached at each stage of the workflow. Click Attach to add records.
Note: When scheduling the maintenance task, it's unlikely that you will attached records at this time. It is more likely that records will be attached when completing the maintenance task.
- Record name - When naming the record ensure the description is meaningful. For example, 'Additional maintenance information - March 2022'.
- Record Category: - select from the list, the type of record eg. 'Report - Acquittal Report'
- File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
- Viewing permissions - by default, the viewing permissions for the record will inherit the viewing permissions set in the Assign component on the compliance details form, however, you can apply a different level of access for the record. This is because the record itself can also be accessed via the Records register.
Submit/save the form
The green Submit button will save the form and create the first maintenance task as a future action.
If you want to create a separate related/linked item you can select the relevant register in the Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. For example, if the maintenance has given you an idea for an improvement or has identified a possible non-conformity, you could select the Improvement option to create a new item in that register. The platform will display a link between the two items in the System event history.
You can choose to save the maintenance task as a draft. In choosing this option, you will be able to complete all components of the form with the exception of assigning the Action officer and the Approval officer.
Click Save as draft and the maintenance task will be saved in the Draft tab on the Maintenance register.
