Maintenance

The Maintenance module processes requests for maintenance work (Work Requests) which are created:

• for Corrective Maintenance by people who submit them.
• for Preventive Maintenance by automating the regular maintenance of assets and space.

For each Work Request, a sequence of actions changes its status until the work has been completed, when the request is archived.

Maintenance module settings

Maintenance module access security functions

Launch URL

The URL used to launch the Maintenance module may include the following querystring parameters to specify its initial display:

Custom Files

In addition to configuration settings, the following files in the custom folder are accessed:

Templates may contain the following placeholders which are replaced:

Reports

Selecting the Reports icon displays a list of reports from the Report Maker module whose AVW files are in a subfolder whose name contains "Maintenance".

Access Security

WORK REQUESTS

If the logged in user is only a Tradesperson / Contractor Representative (having an entry in table work_person_rep but not an entry in table em), the only Work Requests displayed are those "scheduled to" (added using the Schedule action) Tradespeople / Contractors of whom that user is a Representative.

For example, if Jack and Jill are the only Representatives for ABC Plumbing, they will each only see the Work Requests scheduled to it; but if Jack is also a Representative for XYZ Fitters, he will see the Work Requests scheduled to it as well.

FUNCTIONS

Access to the ModuleMaintenance function provides access to the Maintenance module, where a user can access the Dashboard. A user whose email address is in table em can also submit requests and review their own requests, but not edit them.

Access to the MaintManagement function provides access to all requests, including editing them, and to all available Maintenance module work actions.

Access to the MaintLogComments function allows comments to be logged.

Access to the MaintDocAdd, MaintDocDelete, MaintDocReplace functions allows request documents to be added, deleted, replaced..

WORK FLOW ACTIONS

The Work Flow Actions table may have an optional Access Group field (work_flow_actions.access_group) to support access control for work flow actions.

FIELDS

Access to the fields in table work_request controls who can see/review them, who can edit them, and whether they are required.

The following table from the Database Manager shows these fields with recommended settings for the following example access groups:

• MAINT-ADMIN - is the access group provided to members of a maintenance management team (also assigned to the MaintManagement function above).
• NOBODY - is a group that nobody has (thereby denying all access):

• Allow Null - field is mandatory if 0, optional if 1,
• Edit Group - field can be edited by users with this group.
• Review Group - field can be seen by users with this group.

Notifications

The Maintenance module emails the following notifications:

• To the requestor when a new work request is submitted.
• To the requestor for each work request action according to the field work_flow_actions.notify_requestor.
• To each Tradesperson / Contractor when a work request Issue, On Hold or Off Hold action occurs.
• To anyone according to table work_notification.

Work Flow

Table work_flow_actions defines for each workflow the actions that can be taken at each request status.

Some actions result in a change of request status, whereas others must be done before a status change can occur.

Here are two workflow examples, which show which actions are available at each status, and for each action the resulting status change provided any other required actions have been done:

The Full workflow example requires the request to be approved, requires estimates before the request can be issued, and includes the On Hold status.

The Short workflow example is more suitable for smaller jobs.

The table also shows the status changes which are notified to the requestor by email.

This table was generated using the following SQL:

SELECT work_flow_id,status,action_name,action_required,status_new,notify_requestor
FROM work_flow_actions,work_status,work_action
WHERE work_flow_actions.status=work_status.work_status_id
AND work_flow_actions.action_name=work_action.work_action_id
ORDER BY work_flow_id,work_status.seq,work_action.seq

Notes on Operation

• When the New Work Request form is launched:
  • the MaintManagement access group is temporarily removed, so that this form is displayed for members of the maintenance management team in the same way as for other users.
• When a New Work Request is submitted:
  1. field work_request.work_flow_id is set as its initial work flow, selected using criteria in table work_flow.
  2. field work_request.work_priority_id is set as its initial priority, selected as work_flow.work_priority_id.
  3. field work_request.date_est_completion is set as its initial estimated completion date, calculated from work_priority.complete_days and the MaintHolidays setting.
• When Work Request details are edited:
  • field work_request.date_est_completion is updated as its estimated completion date, calculated from work_priority.complete_days and the MaintHolidays setting.
• When the Assign action occurs:
  • field work_request.work_trade_id is updated as the work_order.work_trade_id of its assigned Work Order..
• If field work_request.date_est_completion has been passed:
  • its row in the request table is highlit (e.g. in red).
• When a work request is archived (by a Cancel or Close action):
  1. its work_person rows are copied to work_person_archive if not already present.
  2. its work_person_rep rows are copied to work_person_rep_archive if not already present.
  3. its work_request_person rows are copied to work_request_person_archive.
  4. its work_request row is copied to work_request_archive.
  5. its work_request_person rows are deleted.
  6. its work_request row is deleted.
  7. If it has a Work Order:
     1. its work_order row is copied to work_order_archive, replacing the previous version if present.
     2. its work_order row is deleted if not used by any other request.
  8. its work_log rows are copied to work_log_archive and deleted.

Database

The SISfm Maintenance module database has the following structure:

This diagram omits reference and archive tables, described below.

Database Manager is used to edit tables work_person_rep work_person, work_status, work_action, work_flow, work_flow_actions, work_notification, work_priority and reference tables.

For tables work_request, work_order and work_person, the Database Manager may be used to remove optional fields, and to add any other fields required (making the same changes to their archive table fields).

For table work_request, additional fields named xx_bl_id xx_fl_id xx_rm_id may be included to support work requests for facility type XX.