Creating Maintenance Tasks

Configuration Process Adding Maintenance Tasks to Work Centers and Containers Deleting Maintenance Tasks from Work Centers Understanding the GL impact of Maintenance Tasks

Maintenance tasks are used to ensure machines operate smoothly and efficiently while minimizing unplanned downtime. These tasks, added as lines on a Work Center's or Container's Maintenance tab, typically include details on how the tasks recur and with what prevalence, what machines or areas of the production floor cannot be used during maintenance, and the priority with which tasks should be scheduled. Once maintenance tasks are created, MRO is used to create Maintenance Jobs, which are then scheduled based on the tasks defined frequency and priority.

For corrective maintenance, a generic non-stocked part must exist with no pre-defined BOM (supplies are added as a Custom BOM on-the-fly). For preventive maintenance, non-stocked parts, complete with Routings and BOMs, must be created. Lastly, setting up all the supply parts allows users to track, purchase, assign to BOMs, issue, and consume those supplies just like any other part in DEACOM.

Configuration

The following items are required in order to create Maintenance tasks in DEACOM:

• Maintenance Parts - Parts used to ensure Work Centers are properly functioning and maintained must be created within Item Master. For information on how to create and manage these Parts, refer to Managing Maintenance Parts and BOMs.
• MRO Groups - While optional when it comes to creating maintenance tasks, MRO Groups are helpful to group similar tasks together allowing users to create only one Job to schedule and perform the same kind of maintenance on multiple machines.
  • Especially useful in situations where a single maintenance task specifies that meters must be checked and verified for 15-20 Work Centers. If each of the Work Centers contain a Maintenance Task for meter reading and all are assigned to the same MRO Group, then a Job created through MRO will create a single Job with 15-20 lines, each line representing the meter reading task/Work Center combination as opposed to creating individual Jobs for the meter reading task at each unique Work Center.
• Work Centers - A Work Center typically corresponds to a specific machine within a given Shop Area. Maintenance tasks and parameters are added to each Work Center to define requirements. For information on how to create and manage Work Centers, refer to Managing Assets.
• Containers - Containers represent storage units that hold inventory. Maintenance tasks and parameters are added to each Container to define requirements. For information on how to create and manage Containers, refer to Managing Assets.

Process

Adding Maintenance Tasks to Work Centers and Containers

The process for adding maintenance tasks is the same for Containers and Work Centers. The steps below cover the process for Work Centers.

1. Navigate to Production > Maintenance > Work Centers.
2. Select the desired Work Center to which the maintenance task applies and click “Modify” to open the Edit Work Center form.
3. Navigate to the Maintenance tab and click “Add” to open the Work Center Maintenance form.
4. In the "Name" field, enter a name for the task.
5. Define the scheduling parameters for the task
   1. Set the "Recurring Type", "Frequency", and "Schedule Type" of the task so that MRO can schedule tasks appropriately. The "Schedule Type" field is only available when using a "Recurring Type" of Calendar Days. The options in this field are Completion Date or Created Date. If set to Completion Date, Maintenance tasks will be scheduled based on the date a Maintenance Job was completed. If set to Creation Date, Maintenance tasks will be scheduled based on the date a Maintenance Job was created. Additional information on this field and the other fields available to the Work Center Maintenance form is available via the Work Centers encyclopedia page.
   2. If this maintenance task frequency should begin at a time other than the current day, set the "Initial Date".
   3. If the task must be completed on a specific day of the month or week, select the appropriate option in the "Day Of" field and define the "Day". Otherwise, leave these fields set to "None" and 0, respectively.
   4. Set the "Unavailability Level", which will black out a desired section of the Master Production Calendar. This ensures that all workers know the specific area (Work Center, Shop Area, or Facility) will be unavailable for use when maintenance is being done.
6. Define the part that will be used to carry out the task.
   1. In the "Part Number" field, select the non-stocked maintenance part that has already been created for this task.
      1. Note: The item must have a default BOM set in order to do automatic Job creation through MRO.
   2. If the task is similar to other tasks assigned to this or other Work Centers, select the appropriate MRO Group so that all tasks are added to the same Job and completed at the same time.
   3. Set the "Priority" level, which will be the default Job priority every time a Job is created.
7. If the task requires a meter reading to occur, check off the "Meter Reading" flag and enter a "Max Meter Reading".
8. Click "Next" to continue adding more maintenance tasks or save and close to return to the Edit Work Center form.
9. Review the created tasks on the Maintenance tab and, when confirmed correct, save and close the Edit Work Center form.

Deleting Maintenance Tasks from Work Centers

1. Navigate to Production > Maintenance > Work Centers.
2. Select the appropriate Work Center and click "Modify" to open the Edit Work Center form.
3. Navigate to the Maintenance tab and highlight the appropriate Maintenance task.
4. Click the delete button, signified by the X icon.
5. A prompt to delete the Maintenance task will display. Click Yes to delete.
6. Click Save on the Edit Work Center form.

Understanding the GL impact of Maintenance Tasks

Companies have the option to set GL overrides on Work Centers for the purpose of relieving materials from a Job. This option, which applies only when overrides are specified on the Work Center GL Overrides tab, is particularly useful for maintenance jobs where the business case would be to have the expenses involved with maintaining the work center apply to the GL override on the Work Center, therefore overriding the "Material Expense" account (set on the Item's Accounts tab) on the item relieved.

When finishing a job, the first work center in the job line routing sequences is used to apply GL overrides to the material expense account when relieving materials. When relieving excess WIP, the item uses the first routing sequence of the first job line that uses that item.

• Note: When finishing a two-step close with a routing applies the GL overrides in both relief postings using the first sequence for each job line.