Spectrum's Preventive Maintenance module streamlines the process of tracking and scheduling preventive maintenance and repairs on equipment.
Preventive Maintenance works with the Equipment Control and Payroll modules to schedule maintenance for each piece of equipment as well as the parts and materials required to do the job.
The scheduled maintenance tasks set up for each piece of equipment can be flagged by mileage, hours of usage (from the Payroll module), number of days, or a combination of criteria such as 3000 miles or six months, whichever occurs first. You can also enter specific materials or tools that will be needed to do the job properly.
The maintenance schedule can be printed as a complete schedule for all equipment or just for overdue tasks. You can also view the schedule on the screen for a specific piece of equipment.
The maintenance schedule has an option to create a work order for tasks that need to be completed. The actual costs can be tracked and reported by the maintenance work order number. This allows you to see total maintenance by work order number for each piece of equipment.
Preventive Maintenance is fully integrated with the Equipment Control, Payroll, Accounts Payable, Job Cost, Purchase Order, Inventory Control, and General Ledger modules. The benefits of this integrated, single-entry system include increased efficiency and productivity with a decrease in errors.
The net result of having your preventive maintenance system integrated with accounting is that you have improved comparison of equipment hours charged to jobs vs. actual equipment operating hours. This can help identify errors in recording equipment hours to jobs. And it may even lead to lower equipment rates. This could result in consistently lower bids that are potentially more successful!
Features
- Maintenance tasks can be scheduled based on meter readings, elapsed time since last service, a combination of meter and time, or on usage hours based on information from the Payroll module.
- A report notifies users of required maintenance for all equipment.
- A schedule inquiry instantly displays all scheduled maintenance for each piece of equipment.
- Service history for each piece of equipment may be viewed quickly on screen. Detailed notes about each service task performed are also available.
- Seasonal maintenance, such as changing anti-freeze November 1st every year, can also be scheduled.
- Once service of the equipment is completed, work performed is recorded, including optional detailed notes about the equipment, service work performed, and potential repairs to schedule in the future.
- For ease of setup, standard maintenance tasks can be copied from one piece of equipment to another, or to an entire group of equipment types.
- Parts and labor used in repair get allocated to the specific piece of equipment. The repair is tied to an internal work order number for internal tracking purposes.
- Preventive Maintenance is integrated with the Equipment Control, Accounts Payable, Inventory Control, Payroll, Job Cost, Purchase Order, and General Ledger modules, which reduces input time and ensures accuracy.
Inquiry Screens
- Maintenance Schedule Inquiry
- Service History Inquiry
- Maintenance Work Order Cost Inquiry
Reports
Maintenance Schedule Report:
Prints all preventive maintenance tasks that are due for each piece of equipment. This report can be printed for overdue tasks only, tasks that are coming due, or all scheduled tasks. This report is also used to schedule upcoming maintenance tasks.
Parts Requirements Report:
This report prints a forecast of all parts that will be needed to perform the upcoming preventive maintenance tasks. The forecast period can be a week, a month, or any user-defined time period. The report prints a detailed parts list along with quantity needed and unit and extended costs.
Labor Requirements Report:
This report prints a forecast of all labor hours that will be required to perform the upcoming preventive maintenance tasks. The forecast may cover a week, a month, or any user-defined time period. The report prints the labor hours and estimated labor costs for each scheduled task by piece of equipment.
Service History Report:
Service history of equipment may be sorted by task or date. The report can be printed for selected pieces of equipment, codes types, or by ID number.
Other Preventive Maintenance Reports
- Maintenance Schedule Listing
- Maintenance Task File Listing
- Maintenance Work Order
- Maintenance Work Order Cost Report
- Inventory Item File Listing (for maintenance and repairs)
- Service Performed Register