Preventive Maintenance

We invite you to refer to the AyaNova v3 Manual for complete details on all features, tutorials, installation and configuration, and reference information.

Preventative maintenance in AyaNova is a feature used to schedule recurring service automatically.  While the term preventative maintenance is used, technically speaking you can use the preventative maintenance system for any type of recurring service.

A preventive maintenance item may be automatically or manually copied to a service work order.

Do note that the AyaNova Generator must be configured and running to auto-generate service workorders from preventive maintenance.

The service work order, the quote and the preventive maintenance order use portions of the same screens/fields for ease of transfer between the three. For this reason, you will note that the same fields and workorder items appear in all three.

The preventive maintenance entry screen has the majority of the same fields as a service workorder so that the relevant data can be copied to a new service workorder automatically when the relevant date for conversion has been reached.

Refer to the Service Workorders section for details on workorder items and sub-screens such as Scheduled Users, Parts, Labor, etc.

Fields specific to a preventive maintenance order:

Active

This is required to be check-marked if you wish the preventive maintenance to auto convert to a new service workorder.

Generate Time Span

This is a required field

This is where you dictate how often the service date is repeated.

You can enter in any whole numerical amount, and have a selection of either by hours, by days, by months or by years.

For example, if you wished to have this preventive maintenance item repeated every month, you would enter in the number 1 and select months

Threshold Time Span

This is a required field.

This is where you dictate how far in advance of the service date you wish the workorder to be generated.

You can enter in any whole numerical amount, and have a selection of either by minutes, by hours, by days, by months or by years.

For example, if you wished to have this preventive maintenance create a new service workorder 7 days in advance of the Service Date, you would enter in the number 7 and select days.

Desired Day of the Week

This is not a required field.

If you wish the next Service Date to fall on a specific day of the week, select that day of the week here.

For example, if the preventive maintenance is set to generate every 1 months, and the initial service date is Monday December 12th, 2005, and you wish every subsequent service to fall on the first Monday on or after the 12th, the next Service Date would be Monday January 16th, 2005 if Monday was selected as the Desired Day of the Week as the 12th of January falls on a Thursday, and the next Monday is the 16th.

Next Service Date

This is a required field.

This indicates the date against which the other fields refer to.

Stop Generating Date

This is not a required field.

No further workorders would be generated past this date.

This is useful if you wish a preventive maintenance to only occur for a certain time span.

Workorder Status

This is not a required field.

This is the status that the service workorder as a whole will be set to when it is created.

Manually Generating a Service Workorder from a Preventive Maintenance:

You can manually generate a service workorder from a PM from the Preventive Maintenance grid

From the Preventive Maintenance grid, use the row selector to select the PM you wish to convert to a service workorder

Select the menu option Manually Generate Service Workorder

The Service Workorder generated will now open, where you can edit the actual parts need, and any other fields

If you close the Service Workorder and save, and return to viewing the Preventive Maintenance grid, you will note that the Next Service Date will have advanced for that PM based on the Generate Time Span settings.

Parts selected in a Preventive Maintenance

Do note that as parts entered in a preventive maintenance order  do not affect inventory, when a preventive maintenance order  is converted to a service workorder, that the quantity of parts in a PM  are not entered in the Quantity column within the Parts subgrid in a service workorder.

Parts via a PM are entered in a column within the parts subgrid in a service workorder only as a reminder of the amount that should be used as per the preventive maintenance.

AyaNova can not pre-enter this quantity in a service workorder as user intervention may be required because:

In the screenshot above, this service workorder was created by a preventive maintenance. The Quantity Required is indicated in the Parts sub-screen, but the Quantity has not yet been entered by the user.