Recording Maintenance Records

Several Types of Maintenance can be recorded in an Equipment or Apparatus Maintenance Record.

  • Cleaning - Routine and Advanced
  • Inspection - Routine and Advanced
  • Repair - Minor, Moderate or Major
  • NFPA Annual Test
  • Hydrotest
  • Fuel*
  • Preventative Maintenance
  • Other

*Apparatus Maintenance only

The process for recording a maintenance item for Equipment and Apparatus is the same with several added fields for an apparatus maintenance records.

1.  Navigate to the Maintenance Module:

 

2.  Locate the Equipment or Apparatus record by filtering or expanding the grid.  The filter for Maintenance        Types will display the types of Maintenance that currently exist in open work orders.  One or more                Maintenance Types can be selected to view.

 

3.  Select the Add Maintenance Request Icon in the Request column to open the "Request Maintenance" dialog box:

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4.  Three functions can be recorded when recording a maintenance item.  A "Limited" User in Maintenance          can only request maintenance.  The three functions can be completed at one time or the record can be          updated when Assigned/Scheduled and/or Completed.  

  • Request Maintenance
  • Assign and Schedule
  • Complete

5.  Requesting Maintenance:

  • The current date and time will populate by default.  This date can be edited if needed by placing the cursor in the date field and selecting the correct date.
  • The Requested By field will be defaulted to the person logged in.  This can be edited to another member of the agency by selecting the drop down arrow.
  • The Maintenance Type is then selected from the drop down list.
  • The Maintenance Title is an optional but recommended field.
  • For Apparatus Maintenance Apparatus Hours and Miles can be recorded
  • For Apparatus, fuel amount can be recorded if Fuel is selected as a Maintenance Type
  • Equipment/Apparatus Status - If the Equipment/Apparatus is placed Out-of-Service, the date and time is recorded.  If needed, the date and time stamp can be edited.
  • Description of the Maintenance Request can be entered.
  • A file (image, video or document) scan be added to the Maintenance Request.  
  • Select Request and Close, Assign and Schedule, or Complete as needed.
  • An email notification for the Maintenance Request can be sent to one or more agency personnel

6.  Assign and Schedule Maintenance:

  • Date Assigned/Scheduled
  • Select Agency Personnel or Vendor to Assign the maintenance to.  When selecting Vendor, Vendors and Contractors from the Business list are displayed and can be selected.
  • Apparatus Hours and Miles can be recorded when the Maintenance is Assigned/Scheduled
  • Equipment/Apparatus status can be updated
  • Notes can added to the Assignment/Scheduled record
  • A file (image, video or document) can be added to the Maintenance Request
  • Select Assign/Schedule and Close or Complete as needed
  • An email notification for the Maintenance Schedule/Assignment can be sent to one or more agency personnel

7.  Complete Maintenance:

  • Date Maintenance Completed
  • Select Agency Personnel or Vendor that completed the maintenance.  When selecting Vendor, Vendors and Contractors from the Business list are displayed and can be selected.
  • Apparatus Hours and Miles can be recorded when the Maintenance is Completed
  • Equipment/Apparatus status can be updated.  If needed, the date and time stamp can be edited.
  • Notes can added to the Completed record
  • A file (image, video or document) can be added to the Maintenance Request
  • Select Complete and Close
  • An email notification for the Maintenance Completion can be sent to one or more agency personnel

Recording Maintenance can also be performed as a Bulk Operation.  A Knowledge Base Article for Bulk Operations for Maintenance can be found for Equipment here  and for Apparatus here.

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