PPM (Planned Preventative Maintenance) Reference Data

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.

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Use this reference data to create and maintain PPM Instruction Sets, which are lists of tasks that needs to be completed (along with default data that is assigned to a PPM Task).

Clicking 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.

Section	This field	Holds this information...
Basic details	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.
Additional details	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.
Instructions	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. Select the relevant check boxes.
	Estimated Cost	The estimated cost of the instruction.
	Estimated Hours	The estimated duration of the instruction in hours.
Stock Codes	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.

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Use this reference data to define of how frequently a PPM Task should occur. This is used to generate the PPM schedule. It also includes a default resolve time for SLA reporting. Typically, shorter schedules have a quicker resolve time.

Note: 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.

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Use this reference data to define the current states of the PPM Active Task.

Note: Closed statuses means that the PPM Active Task will not return in searches or on the Maintenance Overview screen).

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