The first thing I would do is consider whether or not the PMs have a fixed or floating schedule. If it has a floating schedule. . .I just leave it be. That leaves you with a Work Order that is overdue. So you have your managers pay attention to the overdue work -- which may mean creating a Start Center portlet, creating and scheduling a report, using Escalations to notify people when this happens, etc. -- whatever works best for your team to make them aware of it, and hopefully get the job done.
If it has a fixed schedule (e.g., this is something you "have to" do every month, and maybe every 3 months there's a Quarterly Inspection (so sequenced Job Plans), etc. -- but your team was unable to do the job last month) -- I use a synonym of Complete, NOTDONE, to indicate that this one wasn't completed, and it gets it off the "to-do" list.
Also, a bit of a rabbit trail, I had added a custom "Origin" field to the PM -- basically the rationale for the PM even existing. This is domain-bound, and one of the choices is "Regulatory." If some regulatory agency says we have to do this PM every X interval, then I put controls on the Work Order statuses that prevent users from Cancelling the Work Order. These PMs also tend to (I almost want to say
must) have a fixed schedule. But if the Origin is, say, manufacturer's recommendation . . .I still don't let users Cancel this. It stays "open" until they get it done (unless they tell me, "Oops, we disposed of that Asset" or some other valid reason to not need the PM anymore -- as the Admin, I can Cancel the Work Orders). But these I usually set up as floating.
Looking back at your three situations:
1. All recommended Maintenance frequency will never be performed (i.e. full PM)
If you're never, ever going to do the PM, then set the PM status(es) to INACTIVE
2. Partial recommended Maintenance frequency will never be performed (i.e. quarterly).
Here, you'd have to manipulate the Job Plan Sequence for the PM that was generated from the Asset Template.
3. Recommended Maintenance has been deferred (with your recommendation above) and the period of deferral (i.e. annual now rescheduled two years in the future).
If this has sequenced Job Plans, IDK how you'd reschedule the annual inspection for two years in the future. Seems you'd have to have that as its own PM, while leaving the monthly/quarterly ones sequenced. Otherwise, depending on the situation, Andrew's recommendation of changing the Next Due Date could work.
All that said, to answer your original question: To see what was deferred,
--if it has a fixed schedule, I'm going to look at the Work Orders that were generated and see how many went through the NOTDONE status; also, I'd test those that were COMP to see if there were Actuals recorded to it (because a user may have thought that the right thing to do with last month's PM Work Order, that he didn't do, was to change the status to COMP, so as to get it off the "to-do" list)
--if it has a floating schedule, I'd be looking at difference between today's date and the Target Finish Date. Of course that means you need controls to prevent users from changing the value in that field.
--You'd also need to check the PM records, to see if the Next Due Date field has a value
--You'd also need to check Report Dates for the Work Orders that were generated, to see if at some point the PM
had the Next Due Date manipulated, or there were seasonal adjustments, etc.
--Then you'd also want to compare what PMs actually exist vs. what you had put in the Asset Template.
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Travis Herron
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Original Message:
Sent: Tue October 04, 2022 09:20 AM
From: Jason Verly
Subject: Tracking Deferred Preventive Maintenance at the Asset Level
The leading practice is to understand any deferral of work on the WO's being generated and leave the Job Plan and PM as a standing record, except for the cases Andrew listed above. The PM and Job Plans are the schedule we want to achieve. The WO's will indicate the actual choices - intentional or unintentional - made by the maintenance team.
One method we've used is to create a new WO status to identify work that has been deferred or missed. Our company has a synonym WO status of MISSED to the core status CLOSE. So when a maintenance group decides that job will not get done this period, they set the PM WO to MISSED to indicate they did not do the work. We also have an Escalation running to check for jobs that truly get missed and 2 PM WO's for the same job - e.g. a monthly PM got dropped and the next monthly PM for the same asset is generated - and automatically set the older of the 2 WO's to MISSED status.
We've started to have a conversation on adding a 2nd synonym status of DEFER, or something liked that, to indicate that maintenance intentionally chose to not do some work versus the truly missing the opportunity to get work done at the correct time.
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Jason Verly
Reliability Engineering Manager
Agropur US
Le Sueur MN
Original Message:
Sent: Tue October 04, 2022 05:46 AM
From: Nancy Powers
Subject: Tracking Deferred Preventive Maintenance at the Asset Level
Thank you Jeffrey.
With your recommendation in mind, how would we identify and differentiate PMs that are deferred for reporting? Our Facilities team would like to see that decisions that fall under the following three situations:
1. All recommended Maintenance frequency will never be performed (i.e. full PM)
2. Partial recommended Maintenance frequency will never be performed (i.e. quarterly).
3. Recommended Maintenance has been deferred (with your recommendation above) and the period of deferral (i.e. annual now rescheduled two years in the future).
--Nancy
Original Message:
Sent: 10/4/2022 5:03:00 AM
From: Andrew Jeffery
Subject: RE: Tracking Deferred Preventive Maintenance at the Asset Level
Hi Nancy - If you are going to defer maintenance you are going to defer it to a future date. Then use the Extended Date on the Time Based Frequency tab and use the extended date to Adjust Next Due Date.
You would change status if you do not need to consider the PM again, perhaps because the asset has been taken offline (temporary) or disposed (permanent). I wouldn't change status on the job plan as the job plan is hopefully being shared between multiple PMs.
Regards - Andrew
------------------------------
Andrew Jeffery
Maximo SME
ZNAPZ b.v
Barnstaple
0777 1847873
Original Message:
Sent: Mon October 03, 2022 02:52 PM
From: Nancy Powers
Subject: Tracking Deferred Preventive Maintenance at the Asset Level
We are interested in understanding how others track deferred preventive maintenance in Maximo (7.6.1.2) to the asset level. We use asset templates that have corresponding PM Masters. When we associate assets to an asset template with a PM Master, the PM for that asset is auto-generated with its corresponding job plan sequence. We are tracking the % of PMs associated to the PM Masters as a key indicator for our conversion away from bespoke PMs so as to execute at scale and manage using a specific PM program. Facilities Managers are allowed to alter the PM frequencies for asset specific reasons such as seasonal or environmental conditions.
Our intention was to set the job plan and/or PM status to "Deferred" for any assets where a decision is to defer maintenance. Are there other ways to do the same that may have additional value that we've not considered?
Thank you.
--Nancy
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