Add a Service
Note: Maintenance Programmes must be set up first before a Service Record can be created. Click here to access the article on setting up a Maintenance Programme
Service Records can be raised in two ways:
To manually add a Service Record in the Maintenance module, click the 'Add Service’ button. A pop up will appear on screen prompting you to select the Maintenance Programme to create the Service Record from. Using the dropdown, or typing into the box, locate your preferred Maintenance Programme and click 'Create'. Once created, the Service Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigation to Maintenance Module, Clicking 'Add Service' Button
Image: Maintenance Programme Pop-Up Screen
Image: Selecting the Maintenance Programme to create the Service Record from
Image: Clicking the 'Create' Button to generate a New Service Record
Image: Blank Service Record
If the Scheduler has been set within the Maintenance Programme, Service Records will open at the frequency selected. Therefore, Service Record will be automatically generated by system when the Scheduler frequency has been reached. The Service Record can be accessed from the 'Actions' tab of the Maintenance module.
Image: Maintenance Programme Scheduler
Image: Service Record Open in Actions
Image: Open Record Ready to Complete
Remember: The Employee selected as the following in the Maintenance Programme will have an Action on their 'My Actions' tab for the following workflow stage:
Supervisor
Will have a 'My Action' for:
- Pre Work Risk Assessment workflow stage
- Maintenance Record workflow stage
- Verification & Release workflow stage
Responsible (For Tasks)
Will have a 'My Action' for:
- Each Tasks they have been noted as Responsible for within the Maintenance Record workflow stage
*Note: Actions disappear one the workflow stage has been 'Saved & Submitted'.
Stages of the Service Record
After creating your Service Record, it will depend on the Risk of the Programme what worklfow stage will open.
- None/Low Risk Maintenance Programme: Service Record will open in Maintenance Record workflow stage
- Medium/High Risk Maintenance Programme: Service Record will open in Pre Work Risk Assessment workflow stage
The workflow stage your Service Record opens within must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stages will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the workflow stages of the Service Record:
Image: Blank Pre Work Risk Assessment
Note: If the Maintenance Programme was Medium/High Risk, the Pre Work Risk Assessment will have opened for you to complete.
1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Question: The Pre Work Checklist selected in the Maintenance Programme will appear here.
Note: The Checklist Questions cannot be edited within the Service Record. If changes are needed within Checklist Questions, you must edit the Checklist in the Master Data. The changes to the Checklist Questions will then be seen in newly opened Records only. Old Records created before the Checklist Question changes will not reflect the new changes.
3. Answer: The Answer field will always auto populate to the Default Answer selected in the Maintenance Programme. However, using the fixed dropdown, the Answer can be changed each Requirement questions. [Mandatory Field]
Image: Answer Dropdown
4. Notes: Using the open text field, any notes on the Checklist Questions and Answers can be added.
5. Report: Using the open text field, an overall Report for the workflow stage can be detailed.
Image: Completed Pre Work Risk Assessment
Image: Blank Maintenance Record
When the Pre Work Risk Assessment workflow stage has been saved and submitted, the Maintenance Record workflow stage will open. If an Employee has been selected as the Responsible for the Tasks in the Maintenance Record workflow stage, they will have an action on their 'My Actions' Tab.
Note: The 'Responsible' does not receive Email Notification when selected as 'Responsible'. There is also not a possibility to create an Alert to fire to the Generic 'Responsible' Contact.
1. Start Date/Time: The Start Date and Time the Record was opened will auto populate within this date and time fields. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
Image: Calendar Field
Image: Time Dropdown
2. Finish Date/Time: The Finish Date and Time will populate with the same details as the Start Date/Time. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
Image: Calendar Field
Image: Time Dropdown
3. Procedure: If a Procedure was selected within the Maintenance Programme it will be placed here. The Document Name can be clicked to preview the Document on the screen.
Image: Document Preview Screen
4. Tasks: The Tasks created in the Maintenance Programme will appear here.
Note: The Tasks cannot be edited within the Service Record. If changes are needed within Tasks, you must edit the Tasks in the Programme. The changes to the Tasks will then be seen in newly opened Records only. Old Records created before the Tasks changes will not reflect the new changes.
5. Notes: Using the open text field, any notes on the Tasks can be added.
6. Completed: Using the tick box, you can note if the Task has been completed or not.
7. Completed By: The Responsible for Tasks selected within the Maintenance Programme will auto populate in this field. However, it can be changed if needed by clicking into the Master Data dropdown to select the correct Employee who completed the Task. [Mandatory Field]
Image: Completed By Dropdown
8. Report: Using the open text field, any notes on the overall Maintenance Record can be added here.
9. Chemicals and Lubricants Used: Using the open text field, any Chemicals used during the Tasks can be added here.
10. Downtime: If there is any Equipment Downtime as part of your Maintenance, using the numerical field, the number of Downtime can be added and using the fixed dropdown, the overall time can be selected.
Image: Downtime Dropdown
11. Parts Used: If Parts have been associated with the Item selected in the Maintenance Programme, these Parts will appear in the Parts Used list automatically. However, if no Parts are associated with the Item, Parts can be selected using the Master Data dropdown.
Image: Parts Dropdown
12. Quantity: Using the numerical field, the Quantity of Parts Used can be detailed.
Note: The Quantity of the Parts Used noted in the Service Record will be reflected in the Parts page in Master Data. For further details on the Parts, see here.
13. X: Any Parts can be removed from the list by clicking the 'X' button.
14. Add Line: More Parts can be added using the 'Add Line' button.
Note: Parts must be added one by one. There is not an option to add multiple Items at a time.
15. Cleaning Record: If a Cleaning Programme has been associated with the Maintenance Programme, a Cleaning Record may be automatically generated and a link to this Cleaning Record seen here in the Maintenance Record. If there was no Cleaning Programme associated with the Maintenance Programme, the word 'None' will remain seen.
Image: Cleaning Record Generated with Link
Image: Example of None
Remember: A Cleaning Record from the linked Cleaning Programme will then open once:
- None/Low Risk Programme: The Maintenance Record workflow stage is 'Saved' or 'Saved & Submitted'
- Medium/High Risk Programme: The Pre Work Risk Assessment workflow stage is 'Saved & Submitted'
Image: Completed Maintenance Record
Image: Verification & Release
1. Question: The Verification Checklist selected in the Maintenance Programme will appear here.
Note: The Checklist Questions cannot be edited within the Service Record. If changes are needed within Checklist Questions, you must edit the Checklist in the Master Data. The changes to the Checklist Questions will then be seen in newly opened Records only. Old Records created before the Checklist Question changes will not reflect the new changes.
2. Answer: The Answer field will always auto populate to the Default Answer selected in the Maintenance Programme. However, using the fixed dropdown, the Answer can be changed each Requirement questions. [Mandatory Field]
Image: Answer Dropdown
3. Notes: Using the open text field, any notes on the Checklist Questions and Answers can be added.
4. Report: Using the open text field, an overall Report for the workflow stage can be detailed.
5. Release into Production?: Using the tick box, note if the Item was Released in Production after the Maintenance.
Print a Blank Maintenance Record
You may wish to create a blank copy of a Maintenance Record, that can be completed by hand off the system. This can be done by simply accessing the Record and clicking the 'Actions>Get PDF>Blank' option. A blank PDF will be automatically downloaded to your device.
Image: Record 'Saved' & 'Actions>Get PDF>Blank' Buttons Selected
Image: Downloaded PDF
The Blank PDF will include the Pre Work Risk Assessment, Maintenance Record and Verification & Release workflow stages. The header information will also be present on the Blank PDF to allow you to easily reconcile the Blank PDF Record back to the Electronic Record.
Image: Blank PDF
