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.

Instruction sets are the step-by-step directions used to perform a planned maintenance task.

The planned maintenance bulk import template is broken out into multiple sheets in order to record both open and completed (historical) data. The sheets are as follows:

 

Instruction sets: This sheet is used to record the step-by-step directions used to perform a planned maintenance task.
Tasks:
This is the "main" sheet and will need to be filled out for both open and historical planned maintenance tasks. The data on this sheet will need to be referenced on the subsequent sheets.

Executions: This sheet captures the completion information of a planned maintenance occurrence. Use this sheet only if you're importing completed PMs.

Responses: This sheet captures the communications and ongoing labor recorded on each planned maintenance occurrence.

Reopenings: This sheet captures completed PMs that have been reopened. 

To bulk import planned maintenance tasks and/or instruction sets into your FMX site, follow the steps below:

*The ability to bulk import data is configured at the user type level by each module. This must be set up by a site administrator. 

1. Navigate to Bulk Imports tab on the left-hand side of your page:

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2. Click on the Import button at the top right of the page:

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3. Select Planned Maintenance Import:

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Instruction Sets

4.1 Populate the template with the required information; these are all columns that contain an asterisk (*)

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Name*: This is the title of the instruction set.

Examples: Chillers - Monthly PM Checklist, 30 Day Lift Inspection, Exhaust Fan Annual PM, etc.

Description: the important notes used to describe the instruction set

Steps*: These are the detailed instructions listed out in a checklist. Each step should be on a separate line. This can be accomplished by using the Alt+Enter shortcut on your keyboard. 

*Numbering the steps is not necessary. FMX will number each step for you after importing.

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Tasks

4.2 Populate the template with the required information; these are all columns that contain an asterisk (*).

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Task

Instruction set: This is the name of the instruction set associated with the planned maintenance task. This name must match exactly with the name of the instruction set in the "Instruction sets" tab or the name of an existing instruction set in FMX.

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

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

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

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

Name*: Quarterly Kitchen Snake/Flush Drains

Request Type*: Plumbing 

*Planned maintenance tasks cannot be imported unless the request type exists in FMX.

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

Request Type*: Plumbing 

*Planned maintenance tasks cannot be imported unless the building(s) exists in FMX.

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

Request Type*: Plumbing 

Location: Kitchen

First due date*: 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.

Repeat*: 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.

*The following columns (Daily through Yearly) will need to be filled out based on the frequency of the PM task selected in the preceding Repeat* column.

Daily

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

Weekly

Sunday-Saturday: select the days the PM task occurs each week by marking the appropriate day column with a "1" or a "Y" for yes.

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

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

 

Monthly

Mode: The mode refers to the manner in which the PM task occurs. There are 4 mode 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 X months: the PM task will occur every (number) of months

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

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

Task

Exclude dates 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.

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

  • Variable - 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.

Inventory used - Names: If your organization uses inventory (consumable parts), the name of the inventory item used on the PM task can be included here.

Inventory used - Quantities: If your organization uses inventory (consumable parts), the quantity of the inventory item(s) used on the PM task can be included here.

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

Occurrences

Equipment items List any fixed assets that are associated with the planned maintenance task, breaking them out by separate lines using the Alt+Enter shortcut.

Assigned users: the name(s) of the user(s) assigned to the planned maintenance task

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

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

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

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


*If you're not importing completed (historical) data, proceed to step 5; otherwise continue reading the next section.

Executions

4.3. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.

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Task*: This refers to the name of the planned maintenance task listed on the Tasks sheet.

Occurrence date*: the due date of the PM occurrence
Date* and Time*: the date and time when the PM occurrence was executed

User*: the user who executed the PM occurrence

Work Hours - Users: the names of the users who logged labor hours on the execution

Work Hours - Hours: the amount of labor hours each user logged on the execution

Cost: any miscellaneous cost needed to execute the PM occurrence

Comments: a detailed description of the work performed on the PM upon completion

Inventory used - Names: the names of the inventory items used on the execution

Inventory used - Quantities: the quantity of the inventory items used on the execution

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

 

Responses

4.4. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.

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Task*: This refers to the name of the planned maintenance task listed on the Tasks sheet.

Occurrence date*: the due date of the PM occurrence
Date* and Time*: the date and time when the response was made on the PM occurrence 

User*: the user who responded to the the PM occurrence

Work Hours - Users: the names of the users who logged labor hours on the response

Work Hours - Hours: the amount of labor hours each user logged on the response

Response*: a detailed description of the work performed on the PM on the response

Inventory used - Names: the names of the inventory items used on the response

Inventory used - Quantities: the quantity of the inventory items used on the response

Reopenings

4.5. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.

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Task*: This refers to the name of the planned maintenance task listed on the Tasks sheet.

Occurrence date*: the due date of the PM occurrence
Date* and Time*: the date and time when the PM occurrence was reopened

User*: the user who reopened the the PM occurrence

Reason*: a comment explaining the reason for reopening the PM occurrence

 

5. Once you have completed filling out the import template, save the document to your device.

6. Navigate back to the Bulk Import page in FMX.

7. Title the name of your import in the Title section.

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8. Next, click on the paperclip icon in the Template section to upload your completed import file 

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9. Once your bulk import is titled and the file is uploaded, hit the Save button to complete your import.

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10. If there are any errors on the import, such as typos or mismatched records, FMX will steer you in the right direction by pinpointing the column, row, and cell of the error.

Click here to read more about bulk import errors and how to fix them.

11. Once you have corrected the errors on your template and re-saved the file, repeat steps 7-8.

12. When your import has been completed, a green banner message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (x of records) records".

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