Preventive Maintenance Meter Based and PM Hierarchies

Summary

This video from the Maximo Bite Size series, hosted by Andrew Jeffery, offers an in-depth look at Meter-based Preventive Maintenance (PM) and PM Hierarchies within Maximo Manage. It explains how meter readings trigger PM work orders, the importance of recording meter readings regularly, and the nuances between fixed and floating schedules. The video also delves into the creation and management of PM Hierarchies, emphasizing the generation of work order hierarchies and the impact of asset or location status on the PM process. Viewers are encouraged to subscribe for more insights on Maximo's maintenance planning functionalities.

Takeaways

• 📚 The video is part of a series on Maximo Manage, focusing on the functionality of Preventive Maintenance (PM) application.
• 🔧 Andrew Jeffery discusses Meter-based PMs and PM Hierarchies, emphasizing the importance of understanding these for effective maintenance planning.
• 🕒 Meter-based PMs are more complex than time-based PMs and require regular recording of meter readings for accurate work order generation.
• 📈 The 'Units to Go' field in PMs is calculated based on the difference between the 'Next Meter Reading' and the 'Life To Date' for the asset, considering the 'Generate WO Ahead By' tolerance.
• 🔄 PMs support both fixed and floating schedules, which affect how the 'Estimated Next Due Date' is calculated and when work orders are generated.
• 📝 For new assets without a history of meter readings, the Average Calculation Method should be set to STATIC with an initial value for Average Units/Day.
• 🔄 Historical meter readings can be entered for existing assets to establish an initial 'Life to Date' and average usage, which is crucial for PM effectiveness.
• 🔗 PM Hierarchies allow for the grouping of PMs to be performed together, creating a Work Order Hierarchy that can mimic the structure of asset or location hierarchies.
• 📉 The 'Use this PM to Trigger PM Hierarchy' field is pivotal in determining when a complete work order hierarchy is generated based on the earliest 'Earliest Next Due Date'.
• ⏰ The video emphasizes the flexibility of PMs, including on-demand PMs with zero frequency and null 'Estimated Next Due Date', which can be useful for major equipment shutdowns with uncertain dates.
• 🔑 The video concludes with a reminder of the importance of regular meter readings, the correct setup of PM Hierarchies, and the impact of these settings on work order generation and maintenance planning.

Q & A

What is the main topic of the ninth episode in the Maximo Bite Size series?

The main topic of the ninth episode is Meter-based Preventive Maintenance (PM) and PM Hierarchies in Maximo Manage.

What are the two types of PMs discussed in the video?

The two types of PMs discussed in the video are Time-Based PMs and Meter-Based PMs.

Why are Meter-based PMs considered more complex than Time-Based PMs?

Meter-based PMs are more complex because they involve the calculation of the Estimated Next Due Date based on meter readings and the Average Units/Day, which requires regular recording of meter readings for accuracy.

What is the purpose of the 'Generate WO Ahead By' field in the context of PMs?

The 'Generate WO Ahead By' field is a tolerance value that allows for the generation of a work order a bit earlier than the exact meter reading indicates, typically to account for the time needed to assemble tools and materials for the work.

How does a Fixed Schedule differ from a Floating Schedule in the context of PMs?

A Fixed Schedule uses the 'Last Start Date' of the PM to determine the Estimated Next Due Date, while a Floating Schedule uses the 'Last Completion Date' of the last work order to determine this date.

What is the significance of recording regular meter readings for Meter-based PMs?

Regular meter readings are crucial for the effectiveness of Meter-based PMs as they provide the data needed to calculate when maintenance is due, ensuring that work orders are generated at the correct time.

Why might a company choose to use Time-Based PMs over Meter-Based PMs?

A company might choose Time-Based PMs over Meter-Based PMs if they are not prepared to regularly record meter readings, or if the equipment does not have meters that can provide the necessary data for meter-based calculations.

What is the role of the 'Units to Go' field in Meter-based PMs?

The 'Units to Go' field is calculated when a meter reading is recorded and is used to determine how many units are left before the next maintenance is due. It is calculated by subtracting the 'Life To Date' for the asset and the 'Generate WO Ahead By' values from the 'Next Meter Reading' value.

How does the 'Life To Date' field differ from the 'Average Units/Day' field in the context of PMs?

The 'Life To Date' field represents the accumulated total meter reading for the asset, while the 'Average Units/Day' field represents the average consumption rate of the meter, which is used to estimate when maintenance should occur.

What is the importance of setting up the correct initial values for a new asset when setting up Meter-based PMs?

Setting up the correct initial values for a new asset is important because it establishes the starting point for the 'Life to Date' and 'Average Units/Day' calculations, which are critical for determining the timing of future maintenance work orders.

What is the recommended approach when creating a PM hierarchy in Maximo?

The recommended approach is to create the PMs that will be the parents and other ancestors first, then create the PM hierarchy itself. This ensures that all PMs in the hierarchy start with a Draft status, reducing the likelihood of errors during the hierarchy creation.

What is the impact of the 'Child Work Orders and Tasks Will Inherit Status Changes?' field on work order hierarchies in PMs?

When this field is set, it allows the status of all the work orders in a work order hierarchy to be changed from the top-level work order. This can be useful for managing the status of multiple work orders at once, but should be used carefully to avoid unintended status changes.

Why is it recommended to have the same frequency for all PMs in a hierarchy?

Having the same frequency for all PMs in a hierarchy simplifies the understanding and management of when work orders will be generated. It avoids confusion that can arise when different PMs have different frequencies or are based on different criteria.

What should be considered when deciding whether to use actual meter readings or estimated projections for generating work orders?

The decision should be based on the frequency and reliability of meter readings, the tolerance for variation in the 'Average Units/Day', and the importance of generating work orders precisely when a certain meter reading is reached versus using an estimate for planning purposes.

How does the 'Extended Date' affect work order generation in PMs?

The 'Extended Date' delays the generation of the next work order for Fixed Schedule and Floating Schedule PMs by postponing the Time Based Frequency - Estimated Next Due Date. For Meter Based PMs, the 'Extended Date' cannot be used because the Time Based Frequency - Estimated Next Due Date is null.

What is the significance of the 'Use this PM to Trigger PM Hierarchy' field during work order generation?

The 'Use this PM to Trigger PM Hierarchy' field determines if a PM in the hierarchy will initiate the generation of a complete work order hierarchy. If the earliest 'Earliest Next Due Date' of a PM with this field set is today or earlier, Maximo will generate the entire hierarchy of work orders.

Why is it necessary for assets or locations associated with PMs to be in an Operating state for work order generation?

Assets or locations must be in an Operating state or a synonym for work order generation to proceed. If they are not, Maximo will not generate work orders for the associated PMs, as it assumes that the equipment is not ready for maintenance.

What is the recommended action for managing PMs when the frequency or criteria change?

When the frequency or criteria for PMs change, it is recommended to update the relevant fields in the PM records, such as the 'Estimated Next Due Date' or 'Frequency', to ensure that the PMs are managed accurately and work orders are generated at the correct times.

Outlines

00:00

😀 Introduction to Maximo Bite Size Series

The video script introduces the Maximo Bite Size series, focusing on the functional aspects of Maximo Manage, specifically the Maintenance Planning and Preventive Maintenance (PM) application. Andrew Jeffery, the presenter, welcomes viewers to the ninth episode, which delves into meter-based PMs and PM Hierarchies. The episode includes learning objectives, emphasizing the importance of understanding meter-based PMs compared to time-based PMs, and encourages viewers to subscribe for new content. The script also suggests using transcripts and slides available on maximosecrets.com for better comprehension.

05:05

📏 Meter-Based Preventive Maintenance Explained

This section provides an in-depth explanation of meter-based PMs, detailing how they function without a time frequency setup and the necessity of continuous meter types associated with an asset or location. It discusses the importance of recording meter readings regularly for effective PMs and explains the calculation of the Estimated Next Due Date based on meter readings and the Average Units/Day. The script also covers the concept of Units to Go, the Next Meter Reading, and the Generate WO Ahead By tolerance value, which are crucial for determining when to generate work orders.

10:07

🔄 Understanding Fixed and Floating Schedules in PMs

The script differentiates between fixed and floating schedules in the context of meter-based PMs. It explains how Maximo uses the Last Start Date for fixed schedules and the Last Completion Date for floating schedules to determine the Estimated Next Due Date. The importance of not generating work orders in advance for meter-based PMs is highlighted, and the implications of using fixed versus floating schedules on work order generation are discussed. The section also touches on the impact of the Average Units/Day on work order generation and the strategy of creating work orders in advance for fixed schedules.

15:08

🛠️ Setup and Considerations for Meter-Based PMs

This paragraph outlines the additional steps required to set up meter-based PMs, including setting the Average Calculation Method to STATIC for new assets and entering historical meter readings for existing assets. It also covers the process of entering meter readings using the Assets application and managing meter reading history. The script advises on setting the Meter Reading and Meter Reading Date fields in the Last Work Order Information section and the implications of using Job Plan Sequences and the Set PM Counter action. It concludes with a note on the restrictions and errors related to deleting asset meters and setting initial values for Life to Date for Asset and Location.

20:08

🔄 Work Order Generation Based on Actual vs. Estimated Readings

The script discusses the options for generating work orders based on actual meter readings versus estimated projections using the Average Units/Day. It explains the fields 'Generate Work Order Based on Meter Readings (Do Not Estimate)?' and 'Generate Work Order When Meter Frequency is Reached?', which determine the generation of work orders when the Units to Go field reaches zero or a negative value. The importance of recording regular meter readings and adjusting the 'Generate WO Ahead By' tolerance is emphasized, especially in cases of fluctuating Average Units/Day.

25:11

⏰ Time and Meter-Based PMs: Coordination and Recommendations

This section addresses the complexities of having multiple Meter Based Frequency records and the considerations for work order generation when using both time and meter-based frequencies. It provides recommendations for setting up PMs, emphasizing the use of floating schedules for meter-based PMs and the importance of Slack Time in work order generation. The script also explains the impact of the Extended Date on Fixed and Floating Schedule PMs and its irrelevance to Meter Based PMs.

30:14

🔄 PM Hierarchies and Work Order Generation

The script introduces PM Hierarchies, explaining how they create work order hierarchies and the process of adding PMs as children to a parent PM. It discusses the implications of PM hierarchies on work order generation, the importance of the 'Use this PM to Trigger PM Hierarchy' field, and the navigation challenges of hierarchies with more than two levels. The section also covers the process of creating and modifying PM hierarchies, the status management of PMs within a hierarchy, and the conditions under which work orders are generated from a PM hierarchy.

35:15

🛠️ Managing PM Hierarchy and Work Order Generation

This paragraph provides practical advice on managing PM hierarchies, including setting up PMs, using the Duplicate PM action, and the importance of creating parent PMs before establishing the hierarchy. It discusses the process of changing the status of PMs in a hierarchy, the use of the Delete button to remove PMs from the hierarchy, and the restrictions on generating work orders from non-top-level PMs. The script also highlights the importance of asset or location status in work order generation and the inheritance of status changes in work order hierarchies.

🌟 Conclusion and Preview of Upcoming Episode

The script concludes with a summary of the video's content on meter-based PMs and PM Hierarchies, expressing hope that the information was useful. It invites viewers to subscribe for the next episode, which will cover Preventive Maintenance forecasting, and encourages viewers to engage with the content by liking the video. The music credit is given to TrackTribe for 'Drag Race,' and the video ends with the Maximo Secrets logo and a fade-out of the music.

Keywords

💡Preventive Maintenance (PM)

Preventive Maintenance, often abbreviated as PM, refers to the routine inspection, servicing, or replacement of equipment to prevent breakdowns and prolong its useful life. In the context of the video, PM is a critical process within Maximo Manage, where it discusses the functionality of the Preventive Maintenance application, focusing on meter-based PMs and PM hierarchies, which are essential for maintenance planning.

💡Meter-based PMs

Meter-based PMs are a type of preventive maintenance triggered by the measurement of usage, such as mileage or cycles, rather than time. The script explains that these PMs are more complex than time-based PMs and require the recording of meter readings to calculate the estimated next due date for maintenance tasks.

💡PM Hierarchies

PM Hierarchies in the video refer to the organizational structure of preventive maintenance tasks, where some PMs can be linked as children to a parent PM. This hierarchy creates a work order hierarchy, which is useful for grouping related maintenance tasks and managing them collectively.

💡Work Order

A work order in the context of the video is a document or form used to authorize, plan, schedule, and define the details of a maintenance task. It is generated based on PM schedules, whether time-based or meter-based, and is crucial for executing maintenance activities.

💡Frequency

In maintenance planning, frequency refers to how often a PM should be performed. The script discusses two types of frequencies: time-based and meter-based. Time-based frequency is straightforward, occurring at regular time intervals, while meter-based frequency is dependent on the usage of the equipment as measured by meters.

💡Average Units/Day

The Average Units/Day is a metric used in meter-based PMs to estimate the rate at which a piece of equipment is used. It is calculated by dividing the total usage by the number of days. This value is essential for determining the Estimated Next Due Date for maintenance tasks in the video.

💡Units to Go

Units to Go is a field in the script that represents the remaining usage units before the next PM is due. It is calculated by considering the Life To Date for Asset, the Generate WO Ahead By values, and the Next Meter Reading. This field is crucial for planning when the next work order should be generated.

💡Fixed Schedule

A fixed schedule, as mentioned in the video, is a PM schedule where the Estimated Next Due Date is calculated using the Last Start Date of the last generated PM work order. It allows for the creation of work orders in advance, which can be beneficial for planning purposes.

💡Floating Schedule

A floating schedule, in the context of the video, is a PM schedule where the Estimated Next Due Date is determined using the Last Completion Date of the last generated PM work order. This type of schedule is more flexible and adapts to the actual completion of work rather than a predetermined start date.

💡Generate Work Orders

Generate Work Orders is an action within Maximo Manage that creates work orders based on PM schedules. The script explains that this action is only available from the top-level PM in a hierarchy and is essential for initiating the maintenance tasks as per the planned frequencies.

💡Asset

In the video, an asset refers to a piece of equipment or infrastructure that is subject to PM. Assets have associated meters that record usage, and their maintenance is planned and tracked through PMs and work orders.

💡Location

Location in the script represents a specific place where assets are situated. Like assets, locations can have meters for tracking usage, and they are also a key factor in organizing and executing PM tasks within Maximo Manage.

Highlights

Introduction to the Maximo Manage series focusing on Maintenance Planning and Preventive Maintenance application.

Discussion on Meter-based Preventive Maintenance and its complexities compared to time-based PMs.

Explanation of the necessity for continuous meter types and their association with Assets or Locations for PM setup.

Clarification that Meter-based PMs require regular meter readings for effective maintenance scheduling.

Description of how the 'Units to Go' field is calculated and its importance in work order generation.

Differentiation between fixed and floating schedules in the context of PMs and their impact on work order generation.

Importance of the 'Generate WO Ahead By' tolerance value for preemptively scheduling work orders.

Details on the setup process for new assets in Maximo, including the initial Average Units/Day setting.

Instructions for entering historical meter readings and managing meter reading history for existing assets.

Guidance on setting up Meter Based Frequency records in the Preventive Maintenance application.

Recommendations on when to use actual meter readings versus estimated projections for work order generation.

Analysis of the impact of varying Average Units/Day on the decision to use actual or estimated meter readings.

Considerations for using multiple Meter Based Frequency records and their coordination for work order generation.

Explanation of the PM Hierarchy functionality and its role in creating work order hierarchies in Maximo.

Tips for creating and managing PM Hierarchies, including the use of Duplicate PM action and status management.

Discussion on the implications of asset or location status on PM Hierarchy work order generation.

Advice on the practical use of PM Hierarchies for maintenance planning, including the handling of different frequencies.

Concluding remarks and a look ahead to the next episode on Preventive Maintenance forecasting.

Transcripts

[Maximo Secrets logo appearing. Music Playing - Drag Race by TrackTribe]

Hello, and welcome back to Maximo Bite Size. A series of videos on the functional aspects

of Maximo Manage.

[Music continues to play in background]

[Title - Meter Based PMs and PM Hierarchies]

Good morning and welcome to the ninth episode in the series on Maintenance Planning and

the second of three videos where we explore the functionality of the Preventive Maintenance

application. I’m Andrew Jeffery and today we will discuss Meter-based Preventive Maintenance

and PM Hierarchies. Next week it will be PM forecasting.

Please subscribe to this channel so that you don’t miss out on new episodes as they are

published.

[Music fades out]

[Learning Objectives]

This is the second video on Preventive Maintenance and today we’ll extend our knowledge into

meter-based PMs, including a little discussion on what happens when you combine time and

meter-based frequencies. We will then follow this with a look at PM hierarchies and what

triggers the creation of a work order whether time, meter, or a combination of both. If

you have not watched the first video on Preventive Maintenance, then this will be a good starting

point. Meter-based PMs are more complex to understand

than time-based PMs, so you may want to pause the video frequently and use the transcripts

and slides that can be found on maximosecrets.com. Let’s get started.

[Section - Meter Based PM, music playing in background]

[Meter Based PM] On the Frequency tab of the Preventive Maintenance

application there are two other tabs for Time Based Frequency and Meter Based Frequency,

our initial focus will be on meter-based when there is no time frequency set up. You can

have multiple meters, these must be of type CONTINUOUS, and they must exist for the Asset

or Location referenced on the main PM tab. Meter-based PMs will not work for a Route

or a PM based on a GL Account, for this to work Maximo must be able to find the meter

readings, which is why either a Location or Asset must be referenced on the PM.

The location or asset meter does not need to be active for you to set up the PM, so

you can set things up before commissioning the asset. The frequency defaults to zero,

but it must be a positive value to save the record.

For meter-based PMs you’ll find that the calculation of the Estimated Next Due Date

is dependent on the meter readings that you enter, both the meter value and the meter

reading date, and it is also based on the Average Units/Day of that meter, whether it

is being calculated through one of the three methods or the Average Calculation Method

is of type STATIC, and this is then an entered value. For meter-based PMs to be effective

you need to regularly record meter readings, if you are not prepared to do this then use

time-based PMs. Many clients have a Round which is performed on a regular basis, sometimes

daily, a Round is a combination of a visual inspection and taking meter readings across

the plant or a unit. The Units to Go field which you can just see

is calculated when a meter reading is recorded. It is calculated by subtracting the Life To

Date for Asset and the Generate WO Ahead By values from the Next Meter Reading value.

The Next Meter Reading is the point at which a work order will normally be generated, the

Life To Date for Asset is the accumulated total meter reading for the asset and the

Generate WO Ahead By is a tolerance value that allows you to generate the work order

a bit earlier, normally used to reflect how many units will be consumed in the time it

takes to assemble the tools and materials/services required to perform the work. As the tolerance

is in the units of the meter it pays to regularly review this value especially if the Average

Units/Day fluctuates over time. Incidentally the Estimated Next Due Date (DATEOFNEXTWO)

on the PMMETER object is a non-persistent field which will be calculated regularly.

This is different to Time Based Frequency where the Estimated Next Due Date (NEXTDATE)

is a persistent field found on the PM object. The Life To Date (LIFETODATE) and Average

Units/Day (AVERAGE) values will be found on the asset and location meter objects, ASSETMETER

and LOCATIONMETER respectively.

[Slide changes to Meter Based PM – Fixed or Floating]

Meter based PMs support both fixed schedules

and floating schedules. When the ‘Use Last Work Order’s Start Date to Calculate Next

Due Date’ is set (1) it is a fixed schedule, when it is not set (0) it is a floating schedule.

If we remind ourselves of what this means for time-based PMs, for a fixed schedule Maximo

uses the Last Start Date field on the PM to determine the Estimated Next Due Date, this

is the target start date of the last generated PM work order. For a floating schedule Maximo

uses the Last Completion Date field which is the actual finish date on the last generated

PM work order. It is worth noting that once a work order

has been generated from a PM the meter readings that subsequently occur for the asset or location

play no part in that work order. It is also worth noting that for a fixed schedule PM

or a floating schedule PM you would see no difference if you inspected their work orders.

Once the work order is generated then any meter readings will only affect the PM and

when the next work order is generated. Therefore, there is little point generating work orders

in advance for meter-based PMs although when it is a fixed schedule this is possible. The

work orders would be generated based on the latest Average Units/Day and not on a future

average, which of course remains unknown. For meter-based PMs on a fixed schedule the

Last Start Date is compared with the last meter reading date. If the Last Start Date

is greater than the last meter reading date then it is used, otherwise today’s date

is used as the date that helps to determine the Estimated Next Due Date. Whichever date

is derived the Estimated Next Due Date is calculated from this date using the value

of a field called Units to Go divided by the Average Units/Day for the meter.

For meter-based PMs on a floating schedule the Last Completion Date is compared with

the last meter reading date. If the Last Completion Date is greater than the last meter reading

date then it is used, otherwise the last meter reading date is used as the date that helps

to determine the Estimated Next Due Date. Again, the date is derived using the Units

to Go divided by the Average Units/Day for the meter.

A Fixed Schedule allows you to create work orders in advanced, so you could create all

the work orders for the year, and this works also for meter-based PMs. If the Average Units/Day

is 10 and the frequency is 70 then a work order is generated once every 7 days. This

sounds like a time-based PM and although it is meter based it is using the frequency divided

by the average units/day to determine a date on which to generate work orders. Therefore,

if you are going to generate work orders far in advance which you can only do for Fixed

Schedules then you might as well be using a Time Based PM.

By generating work orders in advance, you are not allowing a change in the average units/day

of the meter to ever have an effect. The Units to Go will reduce as you make meter readings.

But a fixed schedule is going to ignore when the last meter reading took place and instead

use today’s date. This is because Maximo cannot assume there were any units used between

the last meter reading date and today. If units were used (but you didn’t have a meter

reading) then for a fixed schedule the Estimated Next Due Date is always going to be greater

than it might have been if you had just submitted a meter reading.

Consequently, it is better for meter-based PMs to be based on a floating schedule and

this is dependent on prompt completion of the work order and ideally taking a meter

reading immediately prior to completing that work order.

[Slide changes to Meter Based PM – Setup]

A few quick points on what additional steps

you need to take when setting up a meter-based PM in addition to what you would do for a

time based PM. For a new asset you have no history of meter

readings to derive an Average Units/Day. Therefore, when the asset meter is created in the Assets

application the Average Calculation Method should be set to STATIC and a value given

for the Average Units/Day field. If you are taking on an existing asset you probably still

want to have a STATIC setting for the Average Units/Day initially, but you should also enter

the Last Reading, Last Reading Date and optionally the Last Reading Inspector and Remarks fields.

The reading you enter as you create the asset meter sets the initial value for Life to Date

for Asset. The same applies to the creation of a Location Meter.

It is possible to enter historical meter readings if you are creating an existing asset and

the maintenance history is known. In the Assets application use the action Enter Meter Readings

and if you make a mistake, you can correct it using the Manage Meter Reading History

action. If the meter reading history are actual values, then the Delta field should not be

set, it is easy to miss this especially if you were aiming to record Delta values in

the future. When setting up the Meter Based Frequency

records in the Preventive Maintenance application you should set the Meter Reading and Meter

Reading Date field in the Last Work Order Information section. This is the meter reading

when the last work order would have been completed. If these fields are left blank, then the Next

Meter Reading value will be set the same as the Frequency which may not be correct if

this is an existing asset where there is already a positive meter reading. Setting these fields

influences the Units to Go and Estimated Next Due Date. Sometimes when you receive an existing

asset you know that it was recently serviced, or your organisation serviced it when it was

received. If you don’t know when the asset was last serviced, you can enter any positive

value (or zero) to try and set a Units to Go Value that makes sense.

If you are using Job Plan Sequences, then you should use the action Set PM Counter so

that the record with the highest sequence number will be generated when you want it

to. This is the same as for Time-Based Frequencies. When you start generating work orders in Maximo

for the Preventive Maintenance record then you will find that the Last Work Order Information

fields on the PM Meter record will be read-only. They can be adjusted by using the ‘Set Reading

At Last WO’ action and entering a New Reading value.

Note. The ‘Life to Date for Asset’ and the 'Life to Date for Location’ fields can

only be set when you create a meter for an asset or location, if you make a mistake delete

the asset meter record before you enter any meter readings. Do not use the Reset/Replace

Meters action which also has fields for Last Reading, Last Reading Date and Last Reading

Inspector as this is used if you need to replace the meter, it will create a meter reading.

Once there are multiple meter readings the asset meter can no longer be deleted you will

receive the error ‘BMXAA2884E - Cannot delete assetmeter ODOM-M because it already has more

than one meter reading in the METERREADING table.’ The ‘Life to Date for Asset’

and the 'Life to Date for Location’ fields are the accumulated total meter readings on

the asset or location, and they can only be set initially when you create the asset or

location meter.

[Slide changes to Meter Based PM - Use Actual Reading]

There are two fields in the Work Order Generation

Information to the right of ‘Use Last Start Date to Calculate Next Due Date’. The ‘Generate

Work Order Based on Meter Readings (Do Not Estimate)?’ field will use the actual meter

readings and a work order can be generated when an actual meter reading has caused the

Units to Go field to reach zero or a negative value. The ‘Generate Work Order When Meter

Frequency is Reached?’ can only be set when the previous field is set, and this automatically

generates the work order when the Units to Go has reached zero or a negative. Both fields

will remain read-only until you have entered a meter in the Meter Based Frequency tab.

When ‘Generate Work Order Based on Meter Readings (Do Not Estimate)?’ is not set

Maximo uses the Estimated Next Due Date field to determine whether a work order can be generated.

If this is in the future then the Slack Time is added to today’s date, and if this is

greater than the Estimated Next Due Date then a work order will be generated. The Slack

Time is the field called ‘Generate WOs Due Today Plus This Number of Days’ in the Generate

Work Orders dialog. When not set Maximo is using the Estimated Next Due Date, a field

that is an estimate of when the Units To Go will become zero using the Average Units/Day

of the meter. When ‘Generate Work Order Based on Meter

Readings (Do Not Estimate)?’ is set Maximo uses the Units to Go value to determine whether

a work order can be generated. The Estimated Next Due Date is ignored, and the Slack Time

in the Generate Work Orders dialog will have no effect. The Units to Go value becomes zero

or negative based on an actual meter reading. These fields would be used with a Floating

Schedule where the last meter reading is being used to derive an Estimated Next Due Date.

They can be used when ‘Use Last Start Date to Calculate Next Due Date’ is set, a Fixed

Schedule, but I do not believe it makes sense to do so because the Estimated Next Due Date

is then being calculated using today’s date not the meter reading.

When ‘Generate Work Order Based on Meter Readings (Do Not Estimate)?’ is set the

Estimated Next Due Date is the projection of when the Average Units/Day will reach zero

from the latest meter reading, this may be in the past but still no work order will be

generated. When Units to Go reaches zero or a negative the Estimated Next Due Date becomes

today. As a summary for meter-based PMs you need

to ask yourself whether you wish a work order to be generated based on an actual meter reading

reaching the point at which a work order will be generated, or whether you accept that a

work order can be generated based on an estimated projection using the average units/day of

the meter. You can see how important it is to record regular meter readings and if they

are not as often as you would like then you may need to set a bigger tolerance, the field

‘Generate WO Ahead By’. Another factor is the variation in the Average Units/Day

over time. If you plotted the number of units consumed per week and there was little variation

on this figure over time, then you may allow the projection of the Estimated Next Due Date

to generate the work order. If there was a lot of variation over time, then this should

tell you that you must use actual meter readings to generate the work order and if you can

step up the frequency at which you take the meter readings then you can lower the tolerance

value.

[Section - Time and Meter Based PM, music playing in background]

If there are multiple Meter Based Frequency

records, then they all work on an Estimate or Actual basis, they will use the Estimated

Next Due Date or Units to Go field respectively. If ‘Generate Work Order Based on Meter Readings

(Do Not Estimate)’ is set, then whichever meter reaches a zero or negative Units to

Go value will cause the work order to be generated, if not set then the earliest Estimated Next

Due Date determines whether a work order will be generated.

All the fields that you see on the Time Based Frequency tab exist in the PM object. The

Frequency defaults to zero and if you wish the PM to act only on a meter basis, then

you must not add an Estimated Next Due Date on the Time Based Frequency tab as this could

cause a work order to be generated even if the Frequency remains as zero.

As soon as an Estimated Next Due Date is added to the Time Based Frequency tab then you should

treat this as a time-based PM irrespective of the frequency. A work order will be generated

at the Estimated Next Due Date, and it will then be blanked if the Frequency is zero,

no further work order will be generated. You can also use this field if you wish to generate

a work order on a certain date before the actual meter reading is reached.

If the Frequency field on the Time Based Frequency tab is non-zero then an Estimated Next Due

Date will be calculated when the last work order is generated or completed depending

on whether it is a Fixed or Floating Schedule. As you should be using Floating Schedules

with any meter-based PM, then it is also dependent on the setting for ‘Generate Work Order

Based on Meter Readings (Do Not Estimate)’. If this is set, and a work order will be generated

when one of the meter’s Units to Go values has reached zero, then a work order may be

generated earlier than this if the time-based frequency derived an earlier Estimated Next

Due Date or it became earlier when considering the additional Slack Time and any Lead Time.

When you are using mixed time and meter-based frequencies it makes more sense if the field

‘Generate Work Order Based on Meter Readings (Do Not Estimate)’ is not set, then a work

order is generated based on the earliest of any of the Estimated Next Due Date fields

whether they are on the Time Based Frequency tab or one of the PM meter records. When it

is set this way, Slack Time makes sense.

[Slide changes to Time and/or Meter Based PMs]

When considering the three fields in the Work

Order Generation Information and the use of Time Based and Meter Based Frequencies, then

my recommendations would be as follows: • Fixed Schedule PMs are time-based (USETARGETDATE

= 1) and use the Last Start Date field and they have no PM meter records

• Floating Schedule PMs are time-based (USETARGETDATE = 0) and use the Last Completion Date field

and they have no PM meter records • Meter Based PMs are set to be floating

(USETARGETDATE = 0) where work order generation is based on actual meter readings (PMACTMETER=1),

there is no time based Estimated Next Due Date

• Time and Meter Based PMs are set to be floating (USETARGETDATE = 0) where work order

generation is based on estimated meter readings (PMACTMETER=0) or time whichever Estimated

Next Due Date is the earliest. When considering manual or automatic work

order generation, Slack Time makes sense for Fixed Schedule PMs and Floating Schedule PMs,

it has no effect with Meter Based PMs, and it may be best left as zero for mixed Time

and Meter Based PMs. Therefore, I would consider grouping PMs from a work generation basis

into three, combining Fixed Schedule PMs and Floating Schedule PMs and keeping the other

two methods separated. A little word about the Extended Date. This

has effect on Fixed Schedule PMs and Floating Schedule PMs by delaying when the next work

order will be generated. It is delaying the Time Based Frequency - Estimated Next Due

Date. For Meter Based PMs the Extended Date cannot be entered because the Time Based Frequency

- Estimated Next Due Date is null. For Time and Meter Based PMs an Extended Date will

extend only the Estimated Next Due Date on the Time Based Frequency tab, if the Extended

Date is later than any Estimated Next Due Date on a PM meter, then it will have no effect

and the Earliest Next Due Date will show the Estimated Next Due Date on the PM meter.

And a final point. An on-demand PM is where there is a zero Frequency and the Estimated

Next Due Date remains null. A work order can be generated by deselecting the ‘Use Frequency

Criteria?’ field in the Generate Work Orders dialog. If you have a zero Frequency PM with

no PM meters and you add an Estimated Next Due Date, then this is now either a Fixed

Schedule PM or a Floating Schedule PM, only one work order will be generated because there

is no frequency to set the next Estimated Next Due Date after the first work order has

been generated. This can be used for a major equipment shutdown where the date of the shutdown

will remain unknown until planning is underway. This technique can be used with PM Hierarchies

which is the next part of this video, however, if the planning for the shutdown changes don’t

forget to change the Estimated Next Due Date on the Time Based Frequency tab as that will

be when the work order will be generated, even if the frequency is zero.

[Section - PM Hierarchies, music playing in background]

There is a PM Hierarchy tab with a Parent

field and a table window for the Children. You can either add a PM to a parent so that

it becomes a child, or you can use the New Row button to add children to a PM. As a PM

exists at the Site level then you can only add to a parent of the same site or add children

PMs from the same site. A PM Hierarchy creates a Work Order Hierarchy

when you use the Generate Work Orders action. The work orders are children work orders and

not tasks, however a PM in the hierarchy may have a Job Plan with tasks and this creates

tasks of the children work orders. The PMs with Job Plans tend to exist at the bottom

level of the PM Hierarchy and the PMs higher in the PM hierarchy may have no Job Plan reference,

they are being used to group a set of PMs so that they are performed together as a work

package. A two-level PM Hierarchy that creates a work

package of work orders where all PMs have the same frequency can be achieved by using

a PM with a Route where the route stops will create child work orders. Therefore, PM hierarchies

tend to be used when the frequency in the PM hierarchy is not the same, or when there

are more than two levels. Often a PM Hierarchy is matching part of a location or asset hierarchy.

A PM Hierarchy can have more than two levels, for example to model the PM elements performed

in a shutdown, but it becomes harder to navigate when you are more than three levels deep as

there is no PM hierarchy drill down. In the past I have suggested adding an additional

field to group PMs for a shutdown project rather than adding a fourth level to the PM

hierarchy. This can be more flexible and avoids breaking the PM hierarchy apart after a shutdown

and in preparation for the next shutdown as not all elements of the hierarchy may take

place next time. It is also possible for the PM at the bottom level of a PM hierarchy to

be based on a Route and this could create an additional level, for each Route Stop.

PM Hierarchies create work order hierarchies and not a set of single work orders with no parent.

[Slide changes] During the work order generation processes

Maximo evaluates the PM hierarchy where the field ‘Use this PM to Trigger PM Hierarchy’

is set, it is always set and read-only for the top-level PM, but it may be unset for

descendent PMs. If the earliest ‘Earliest Next Due Date’ of a PM in the hierarchy

where ‘Use this PM to Trigger PM Hierarchy’ is set, is today or earlier, then Maximo will

generate a complete work order hierarchy and not part of it. If a validation fails during

work order creation, then generally no work order will be generated. The field ‘Use

this PM to Trigger PM Hierarchy’ (USEFREQUENCY) will be found in the Resource Information

section at the bottom of the main tab. There is no PM hierarchy in the Bedford site

of the MAXDEMO database but there is one small hierarchy in the Fleet site and for PM SPF01602.

The main tab also has a field marked ‘Has Children?’

which is set when the PM has children. Both this and the field ‘Use this PM to Trigger

PM Hierarchy’ could be usefully added to the details area of the Children table window

on the PM Hierarchy tab. When creating a PM hierarchy for a set of

assets or locations it is easiest to set-up one PM and then use the Duplicate PM action,

you cannot duplicate a PM hierarchy. Then, modify the asset, or location and other details.

Create the PMs that will be the parents and other ancestors up to the top of the hierarchy

before creating the PM hierarchy itself. In this way the status will start out as Draft

for all the PMs in the hierarchy and when you come to create the hierarchy, I think

you will be less likely to create mistakes. I’ve advised in the past to draw out the

hierarchy on a notepad as you create the PM records to make it easier to create the correct

hierarchy in one step. When you change status to ACTIVE the Change

Status dialog has a field for ‘Roll New Status to All Child PMs?’. This can be easily

applied from the PM at the top of the hierarchy. If you start elsewhere you may run into error

messages like ‘BMXAA3149E - Cannot change status to ACTIVE for PM: 1038 when the parent:

PM 1037 is DRAFT.’ Maximo wants all the PMs in the hierarchy to be at the same status.

The Delete button at the end of the Children table window removes the PM from the hierarchy

it does not delete the PM itself. You can move a PM in the hierarchy to a different

parent or remove it from the hierarchy by setting the Parent field null. If the PM is

part of a hierarchy the action Delete PM will give an error message ‘BMXAA3147E - Cannot

delete a PM that is part of a hierarchy.’ You can only use the Generate Work Orders

action from the top-level PM, if you try it elsewhere in the PM hierarchy you will receive

the error message ‘BMXAA3190E - PM 1039 is not a top-level PM and cannot generate

work orders. You can find the parent of PM 1039 on the PM Hierarchy tab.’. This is

irrespective of whether you are using the Use Frequency Criteria, or have not set this

as you would do with an on-demand PM. Another point that you should be aware of,

is that when you generate a PM the asset or location must be at an Operating state or

a synonym. This applies to all PMs in the PM hierarchy, and you might find that some

but not all PMs in the hierarchy have a work order generated. Maximo may generate the work

order corresponding to the PM at the top of the hierarchy but as it works down if it finds

a PM with a location or asset that is not at an Operating state or a synonym you will

receive an error like ‘BMXAA3186E - The asset or location associated with PM 1038

has a status of NOT READY. Change the status to an Active status to generate work orders.’.

Maximo will only consider other paths through the PM hierarchy and will not generate a work

order for descendent PMs that failed to generate a work order due to this error message. This

should not normally be a problem as PM Hierarchies often mimic the structure of part of a location

hierarchy or asset hierarchy and when changing status on a location or asset you can roll

the status down the hierarchy. When the Generate Work Orders action is successful

you will receive an information message for each PM in the hierarchy of the form ‘BMXAA3208I

- PM 1037 created work order 1524.’ If there are 10 PMs in the PM hierarchy, you will receive

10 messages of this type. The data from each PM or its associated Job

Plan is copied through to its corresponding work order. The sequence field in the Children

table window is also copied. The Sequence provides an order for the display of work

orders, and it may be used to provide some order for the way work will be performed.

Each PM may have a different frequency, it might be fixed or floating, it may be time

or meter based or a combination, however, it is very much easier to understand what

is going on if all the PMs in a hierarchy have the same frequency and are working on

the same basis with the same Earliest Next Due Date. You might consider setting a frequency

only on the top-level PM and allowing this PM to drive when the work orders are generated.

If the frequencies of the PMs in the hierarchy are different or working on a different basis,

then it is not easy to work out when the PM hierarchy will generate next as you are looking

across several records. If you use the action Generate Forecast, all the PMs in the hierarchy

will be forecasted and they will all have a set of identical forecast dates based on

the shortest frequency of any PM in the hierarchy where ‘Use this PM to Trigger PM Hierarchy’

is set. There is another field in the Resource Information

section on the main tab of the PM, ‘Child Work Orders and Tasks Will Inherit Status

Changes?’. This is normally set and allows the status of all the work orders in a work

order hierarchy to be changed from the top-level work order. Depending on the status you set

for work orders created from PMs then you may wish this not to be set, for example,

if work orders are generated at In Progress state (INPRG) as you may wish work orders

to be completed individually rather than risk a change of status being rolled down from above.

[Thank you for watching. Music begins]

I hope you have enjoyed this video on Meter-Based

Preventive Maintenance and PM Hierarchies, I hope you found it useful, and thank you

for watching. We would like to see you back in our next episode when we will review Preventive

Maintenance forecasting. Don’t forget to hit the Subscribe button, and if you enjoyed

this video, please give it a thumbs up. The music is called Drag Race from the group

called TrackTribe, do check them out on track tribe .com, all one word (tracktribe.com). 

Until another time, Goodbye.

[Music increases in volume. Maximo Secrets logo appears. Music fades out to end of video.]