PPM (Planned Preventative Maintenance Reference Data)
The PPM (Planned Preventative Maintenance) reference data window can be accessed by navigating to Maintenance > Planned Preventative Maintenance > PPM, or by clicking Manage Reference Data in the Tasks panel of a PPM Task or PPM Active Task record.
You must have a role with the PPMReferenceData permission to access this window.
Refer to Managing Reference Data for further information on using reference data screens.
The following reference data is available:
Use this reference data to identify the status of individual instructions on the PPM Active Task such as whether they have been completed.
Use this reference data to create groups for PPM Tasks.
Use this reference data to identify whether the same work is to be completed at the same location on the same date.
If two PPM Tasks with instruction sets of the same family are due to occur within the same week, then the PPM Active Task with the longer schedule will be created and the other task will be ignored (for example: if an annual boiler service falls in the same week as a monthly boiler service, the annual boiler service will take precedence and the monthly boiler service PPM Active Task will not be created).
Use this reference data to assess the impact of not undertaking the task. If there are resource constraints and not all PPM Tasks can be completed, those with the lowest impact can be deferred.
Use this reference data to create and maintain PPM Instruction Sets, which are lists of tasks that need to be completed (along with default data that is assigned to a PPM Task).
The New button or double-clicking an existing record displays the Instruction Sets window.
The fields on the Instruction Sets window are described in the following table:
This field… | Holds this information... |
|---|---|
Name | A user-defined description of the instruction set. |
Family | The family (that is: the group of tasks set to be completed on the same date and at the same place) of the instruction set. These are defined in the Family section of PPM reference data. |
Category | The category. These are defined in the Category section of PPM reference data. |
Schedule | The frequency that the task should occur. These are defined in the Schedule section of PPM reference data. |
National Standard Code | The code for any specific legislation or operating manual instructions. |
Effective From | The date from which the PPM Instruction Set will take effect. If it is a revision this will also be the end date of the previous version. |
Impact | The impact of not undertaking the task. If there are PPM resource constraints, the impact can be used to identify those that have a low impact and can be deferred. |
Preferred day of the week | The preferred day of the week that the task should be completed. |
Trade | The trade required to complete the task. These are defined in the Trade section of Core reference data. |
Resource count | The number of people required to complete the task. This is calculated automatically based on the highest number of people assigned to any one instruction. This field is read-only. |
Hours | The total number of hours assigned to the instructions. This field is calculated automatically and is read-only. |
Cost | The total cost to complete the task, based on the sum of the costs assigned to the instructions. This field is calculated automatically and is read-only. |
Statutory | Whether the completion of the instructions is a statutory requirement. |
Archived | Whether the instruction set is not to be used for PPM Tasks. |
Order | The order in which to carry out the instruction (that is: '1' for first, '2' for second and so on). Each number must be unique. |
Description | A description of the instruction. |
People Required | The number of people required to carry out the instruction. |
Stock Item | The required stock items. Click the Select button where the Select Stock Codes window is displayed. 
|
Estimated Cost | The estimated cost of the instruction. |
Estimated Hours | The estimated duration of the instruction in hours. |
Code Number | The code number. This is populated automatically based on the Stock Item selection. |
Code Name | The code name. This is populated automatically based on the Stock Item selection. |
Code Description | The code description. This is populated automatically based on the Stock Item selection. |
Quantity | The quantity of the stock item required. |
Once an instruction set is in use it will become a read-only record to preserve the integrity of existing PPM Tasks. It can only be edited by clicking the Create Revision button.
Use this reference data to define how frequently a PPM Task should occur. This is used to generate the PPM schedule. It also includes a default resolution time for SLA reporting. Typically, shorter schedules have a quicker resolution time.
You cannot add or remove schedule items.
The ‘Resolve In’ time is used to determine the SLA for completing the task and therefore performance metrics.
Use this reference data to define the current state of the PPM Active Task.
Closed statuses mean that the PPM Active Task will not return in searches or on the Maintenance Overview screen).