Asset Maintenance

Overview

  • Asset Maintenance

    Maintaining an Asset:

    The Asset Maintenance module provides a centralized solution for managing company assets, tracking preventative and corrective maintenance, and ensuring compliance with maintenance schedules and audit requirements. This module allows users to organize equipment, schedule and perform maintenance, manage related documents, and record all maintenance events — both preventative and corrective — directly within the system.

    Purpose of Asset Maintenance:
    • Provides a structured system for organizing and maintaining all company assets and equipment.

    • Ensures maintenance is performed on schedule, helping extend asset lifespan and reduce downtime.

    • Tracks preventative and corrective maintenance events for compliance and audit visibility.

    • Supports both manual and RF-based (scan gun) workflows for completing maintenance events efficiently.

    Managing Assets
    • Maintain a master list of assets and equipment, including all related components.

    • Categorize assets by Type, Make, and Model for organized tracking.

    • Assign and manage components tied to each asset that require regular maintenance.

    • Add attachments such as images, receipts, or manuals for recordkeeping and quick reference.

    Asset Organization
    Asset Types: Group assets into logical categories for simplified reporting and maintenance tracking.

    Makes and Models: Record manufacturer and model information for precise identification.

    Components: Link specific components (e.g., filters, motors, belts) to each asset for detailed maintenance tracking.

    Attachments: Upload related files like receipts, warranty information, and inspection photos.

    Examples of Trackable Assets:
    • Delivery Trucks

    • Printers

    • Machinery

    Best Practices
    • Keep asset records current with up-to-date types, models, and components.

    • Set up PM schedules for all critical assets to reduce unplanned downtime.

    • Regularly review maintenance events to ensure timely completion and approval.

    • Use attachments to centralize documentation for each asset and maintenance event.

    • Utilize RF scanning to improve efficiency and maintain audit compliance.

Assets

  • Overview
    Manage a master list of assets/equipment and their components.  







    Categorize them by asset type, make and model. 




    Assign and manage specific components that require maintenance to each asset

  • Components
    Manage and maintain specific components of an asset.  





PM Schedules

  • Basic PM Schedule (Every X Days/X Months)
    Schedule to have preventative maintenance performed for each asset and/or component on a regular basis. 

    Example: Check the printer tonerEvery 30 days
    Every 6 months 



    Once the PM is created, add the necessary maintenance actions to be performed for that PM

    Note:     Selecting to collect a value will require a value to be entered during the completion of the PM Event.  For example, if a pH Reading is needed or if a "signoff" is needed to confirm completion of the action etc.

     




    Note: Once a PM has been created, Maintenance Events, with the actions needing to be performed, will automatically generate as they come due.

    General Preventative Maintenance
    → Includes text confirmation “clean, sanitized and ready, with all tools accounted for” for SQF Audit compliance.

    → Event list provides a Preventative vs. Corrective filter/search option for easier visibility during SQF Audits.

    → Whenever an Asset’s status is activated or disabled, the related Preventative Maintenance schedules are automatically activated or disabled alongside it.
  • Metered PM Schedule (Every X Miles)
    Schedule to have preventative maintenance performed for each asset and/or component on a regular basis, based on a metered measurement. 
     
    Example: Perform an Oil Change
    Every 3000 miles

    Steps:
    1. Create the PM based on a metered measurement  



    Once the PM is created, add the necessary maintenance actions to be performed for that PM
     
    Note:
    Selecting to collect a value will require a value to be entered during the completion of the PM Event.  For example, if a pH Reading is needed or if a "signoff" is needed to confirm completion of the action etc.



     
    2. Create an additional PM to update the meter.  This is required, as all metered PMs will generate automatically when due based off of the current meter reading recorded. 


    Add the actions to perform the meter update 



     
    Note:Once both PMs have been created, Maintenance Events, with the actions needing to be performed, will automatically generate as they come due.

    General Preventative Maintenance
    → Includes text confirmation “clean, sanitized and ready, with all tools accounted for” for SQF Audit compliance.

    → Event list provides a Preventative vs. Corrective filter/search option for easier visibility during SQF Audits.

    → Whenever an Asset’s status is activated or disabled, the related Preventative Maintenance schedules are automatically activated or disabled alongside it.
  • PM Actions
    Create a list of actions that need to be performed for each PM.  



    Note:Selecting to collect a value will require a value to be entered during the completion of the PM Event.  For example, if a pH Reading is needed, or if a "signoff" is needed to confirm completion of the action etc.




    Editing PM Actions
    → Changes to the PM Schedule Setup/Actions will update all subsequent PM Events in queued status only immediately, but will not affect events that have been started already.  All actions currently assigned to those queued events will be overridden with the new PM Actions.

    General Preventative Maintenance
    → Includes text confirmation “clean, sanitized and ready, with all tools accounted for” for SQF Audit compliance.

    → Event list provides a Preventative vs. Corrective filter/search option for easier visibility during SQF Audits.

    → Whenever an Asset’s status is activated or disabled, the related Preventative Maintenance schedules are automatically activated or disabled alongside it.

Maintenance Events

  • Scheduled Events
    Maintenance events are automatically generated when due based on PM schedule setup.  Newly generated events are placed in a queue while they await to be started/completed. 




    Event Setup: 

    Assign the workers who will be performing the actions 






    Starting the Event:     

    Start the event to begin the maintenance 





    Add any additional actions to the event 





    As actions are completed, input any values obtained or enter a simple "complete" etc. to confirm the completion of the action.  Only those actions setup to require values will need a value input. 








    Completing the Event:     

    Complete the event once all actions have been completed









     
  • Event Actions
    Additional actions can be added to maintenance events in conjunction with those assigned in PM schedule setup





    As actions are completed, input any values obtained or enter a simple "complete" etc. to confirm the completion of the action.  Only those actions setup to require values will need a value input. 








    Editing PM Actions

    -> Changes to the PM Schedule Setup/Actions will update all subsequent PM Events and their actions in queued status only immediately, but will not affect events that have been started already.  All actions currently assigned to those queued events will be overridden with the new PM Actions. 
     
  • Workers
    Assign workers to each action to be completed for an event 









Corrective Events

  • Corrective Events
    Perform corrective maintenance by creating miscellaneous corrective events 







    Add actions to the event 






    Additional Event Setup: 

    Assign the workers who will be performing the actions 






    Perform Event Actions:     

    Perform each action.  As actions are completed, input any values obtained or enter a simple "complete" etc. to confirm the completion of the action.  Only those actions setup to require values will need a value input. 










    Completing the Event:     

    Complete the event once all actions have been completed





     
  • Event Actions
    Add actions to corrective events








    Perform Event Actions:     

    Perform each action.  As actions are completed, input any values obtained or enter a simple "complete" etc. to confirm the completion of the action.  Only those actions setup to require values will need a value input. 











     
  • Workers
    Assign workers to each action to be completed for an event 







  • Event Attachments
    Add attachments to each corrective maintenance event 
     
    Examples:
    Receipts
    Images








RF Scanning of PM Events

  • RF PM Events
    Perform and record each action right on the spot for a PM through scanning asset, component and event barcodes.



    Print PM events with barcodes to scan when performing the event 






    Scan the asset/component's barcode or enter the asset/component ID to start performing the maintenance for the event 

    Note:     Asset/component barcodes are custom ITS labels that are created, printed and attached to each asset/component 





    Scan the event's barcode from the PM printout 



     

    Fill in a value for each action as necessary 







    Click complete to officially complete and close out the event





    Note: Any meter readings taken during an event will update the meter reading of the asset only once the event has been officially completed