Planned maintenance tasks, also referred to as preventative maintenance tasks or PMs for short, are recurring tasks used to maintain equipment and ensure that they're working optimally. Each time the PM repeats is known in FMX as an occurrence.

To learn how to create a planned maintenance task in FMX, please view the step-by-step instructions  below.

Planned Maintenance Module

1. From your calendar, click on the Planned Maintenance module.

2. Click on the New task button in the upper right-hand corner of the grid view.

3. Fill out the planned maintenance task form with the required information; these are fields that contain an asterisk (*).

Task

*Name: This is the title of the planned maintenance task. 

*FMX will create a unique ID for each PM task when created

Examples: Quarterly Kitchen Snake/Flush Drains, Fire Extinguisher Yearly Inspection, Filter Change, Sort Station Calibrations, etc.

*Type: This refers to the category of planned maintenance task.

*Name: Quarterly Kitchen Snake/Flush Drains

*Type: Plumbing 

*First due: the date of the first occurrence for this PM task

Example: The first due date for a "Quarterly Kitchen Snake/Flush Drains" task is set for January 1. The due date for the next occurrence would be April 1 since this is a quarterly PM.

*Repeats: This field refers to the frequency of the planned maintenance task The options are as follows:

• Never - The PM task occurs one time.
• Daily - The PM task occurs every (x) days.
• Weekly - The PM task occurs every (x) weeks on (x) days.
• Monthly - The PM task occurs every (x) months.
• Yearly - The PM task occurs every (x) years.

Daily

*Every: the PM task will occur every (number) of days

Exclude from and thru: choose a date range where the PM should be skipped

Example: A "Mow the baseball field" PM task would likely be excluded during winter months (Nov. 1-March 31) in the Midwest region of the United States.

Weekly

*On: select the days the PM task occurs each week by marking the appropriate checkboxes

Example: a PM task that occurs on Monday, Wednesday, and Friday; every week

*Every: the PM task will occur every (number) of weeks

Exclude from and thru: choose a date range where the PM should be skipped

Example: A "Mow the baseball field" PM task would likely be excluded during winter months (Nov. 1-March 31) in the Midwest region of the United States.

Monthly

*By: This refers to the manner in which the PM task occurs. There are 4  options:

• Day of month - PM task occurs on a specific date each month (i.e. the 1st of each month)
• Day of week - PM task occurs on a specific day each month (i.e. the second Friday each month)
• Weekday of month - PM task occurs on a specific date each month, excluding weekend days (i.e. the first of each month unless it's a weekend, then move to the first weekday)
• Weekend day of month - PM task occurs on a specific date each month, excluding weekdays (i.e. the first of each month unless it's a weekday, then move to the first weekend day)

*Every: the PM task will occur every (number) of months

Exclude from and thru: choose a date range where the PM should be skipped

Example: A "Mow the baseball field" PM task would likely be excluded during winter months (Nov. 1-March 31) in the Midwest region of the United States.

*Quarterly PMs will need to be set up as Monthly, every 3 months.

*Semi-Annual PMs will need to be set up as Monthly, every 6 months.

Yearly

*Every: the PM task will occur every (number) of years

*Biannual PMs will need to be set up as Yearly, every 2 years.

Next due date – The next due date refers to the manner in which the next planned maintenance occurrence appears on the calendar. There are 2 mode options:

• Vary based on the last execution date - The next PM occurrence will generate based on the completion of the last PM occurrence. If a PM occurrence is not completed by the set due date, the next occurrence will not generate until the overdue PM occurrence is executed.
  
  • Example: A varied weekly PM task that occurs on Fridays is missed because of an outage. The occurrence for this PM task will not occur the following Friday until the missed occurrence is completed by a technician.
    
    
• Fixed - PM occurrences are set on a regular schedule and do not change unless manually moved by an administrative user.
  • Example: A fixed weekly PM task that occurs on Fridays will generate every Friday regardless of whether an occurrence is missed or goes overdue.

Custom Fields: Custom fields are always an option if you need to add any other required/non-required details to your planned maintenance task form. Custom fields must be added by a site administrator. 

Attachments: if the PM task needs any documentation submitted (schematics, photos of the machinery, etc.), you can add those files here

Followers: If you'd like to add any other users as followers to the PM task (like copying someone on an email), select their name here. Followers have the ability to receive progress update notifications.

 

Occurrences  

Instruction set: This is the name of the instruction set associated with the planned maintenance task. This field is populated with the entire list of instruction sets that exist in your FMX site.

*To learn how to create an instruction set, please click here.

*Buildings: This is the building or buildings where the planned maintenance task will be performed.

*Name: Quarterly Kitchen Snake/Flush Drains
*Building: Park Avenue Middle School, Central High School

*Type: Plumbing 

 

Location: This refers to the specific area in the building(s) where the planned maintenance task will be performed.

*Name: Quarterly Kitchen Snake/Flush Drains
*Building: Park Avenue Middle School, Central High School

*Type: Plumbing 

Location: Kitchen

Equipment – Add any fixed assets that are associated with the planned maintenance task

*Note: the equipment dropdown list is dependent on the Building and Location selected
Assigned to: the name(s) of the user(s) assigned to the planned maintenance task

Is Outsourced: If the PM task needs to be completed by an outside vendor, you can mark "Y" for yes or leave blank.

Initial reminder: If you'd like the assigned users to receive an email notification to complete the PM task (x) amount of days before it's due, type the number of days here.

Follow-up reminder: If you'd like the assigned users to receive an additional email notification to complete the PM task (x) amount of days before it's due, type the number of days here.

Overdue reminder: If you'd like the assigned users to receive an email notification to complete the PM task (x) amount of days after it's due, type the number of days here. (This notification would only occur if the occurrence goes overdue.)

5. Once you have completed filling out the form, click the red Save button at the bottom.

Shortcuts Using the FMX Calendar:

Shortcut 1

1. From your calendar, click on New Request button in the upper right-hand corner.

2. Choose Planned maintenance task from the list.

Shortcut 2

1. From your calendar, click on the day for which you would like to create a request. Once selected, this screen will appear:

2. Click on Planned maintenance task.

 

3. A new window will open for you to complete the details of your request. When finished, click Save.

 

Note: If you have many planned maintenance tasks to add, it would be more efficient to use our bulk importing feature. Click here for the planned maintenance bulk import instructions.