A CMMS compliant equipment management software helps industries plan and schedule equipment maintenance to enhance general plant effectiveness and reduce downtime.
This blog explains how to use the Advanced Services and Maintenance feature in EZOfficeInventory using features like Recurring Services and Service Triage. You can use these features to add value to the basic Services and Maintenance workflow. To learn more about that, click here.
1. RECURRING SERVICES
You can set recurring services on groups using EZOfficeInventory, defining how often you want services to repeat, and establishing start and end dates for effortless maintenance management. To enable this feature, go to Settings → Add Ons, and enable ‘Advanced Service and Maintenance’.
1.1 Adding Recurring Services
Associate Items to a Group: Define a set of items that require recurring maintenance tracking e.g. heavy construction servicing. Add ‘Heavy Construction Servicing’ as a group from Items → Groups, and add items to it. The quickest way to do is to select multiple items from the listing page → Actions → Edit → Click ‘Change Group’.
Create a new recurring service: Go to More → Recurring Services → Click ‘Add new recurring service’:
Add a component: This is a group of assets that needs servicing. You can add recurrence to unlimited groups:
Define repetition criteria: Decide how often the maintenance event will be repeated, and add a start and end date:
Hit ‘create service’, and you’re done.
Note: You can always add new components to an existing recurring service. However, if the service has already begun, the change will come into effect during the next cycle.
1.2 States of Recurring Service
When a recurring service is created, it goes into the ‘Pending’ state. The state changes to ‘Started’ when the service event is initiated and is marked ‘Completed’ when it ends. These actions must be taken manually by the user.
Pending: In this state, assets associated with the component(s) defined in the recurring service are automatically sent to a Pending Service state.
Started: This means the service has started and the asset is now unavailable.
Completed: Clicking ‘End Service’ will stop recurring service on the groups you have configured under a recurring service.
Overdue: The ‘Overdue’ state on a recurring service – meaning the starting date is either in the past or on the day of viewing – is marked red.
1.3 Service Actions and Overview:
To trigger the ‘Started’ state, you have two options.
1) Asset’s Detail Page → Service → Start Service:
2) Notification Bell → Services → Start Service:
This section is also a great place to get an overview of service events that are active, completed, and pending:
1.4 Recurring Services and Packages
Recurring service will only be applied to those items in a package that are associated to groups included in a recurring service. All the items in a package that don’t belong to such groups will be sent into ‘regular’ maintenance immediately.
Example: A package contains 2 cameras from Group ‘AV’ and 2 laptops from group ‘IT’. A recurring service has been created with the group ‘AV’ as a component. When the recurring service starts on this group, all the items in the package belonging to ‘AV’ will go into a Pending state for a recurring service, whereas all the items belonging to the group ‘IT’ will be sent into regular maintenance and will be marked as ‘Started’.
Learn More about how to use Packages.
2. SERVICE TRIAGE
You can also set your account to automatically send assets into maintenance after an item is checked in. This will ensure that equipment is always in the best state before it is checked out again. To enable this, go to Settings → Add Ons → Service Triage. You can set the service period here. This can either be enabled for all groups or for a specific group from its detail page.
Once done, an asset will automatically be sent into maintenance for the duration specified each time it is checked in. You can also disable Service Triage on a certain group of assets from the group’s details page:
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