Schedule group creation is one of the most important features of ManagerPlus maintenance software products. These groups contain the services, inventory, notes, and attachments needed to manage and maintain assets within specific, predictable intervals, which can be defined in terms of periods of time or log values. This walk-through is intended to give a feel for the basic process of building a schedule group and applying it to assets. Considering the importance of schedule group creation, it is a good idea to work through this process a few times to become comfortable with it and experiment with different features along the way.
Note that when you are creating a schedule group that you want to save and apply to assets, make a habit of consistently clicking the hard disk icon in the upper right hand corner of the window you are working in to ensure that you do not lose any data.
How to create a schedule group:
1. Click the Schedules Due module icon to bring up the tab pictured below.
2. Next, click “Edit Schedules” to pull up the “Schedule Management” window.
3. Within the Schedule Management window, click the green plus to add a new schedule group. Note that you can also select and edit existing schedules within this window.
4. Next, enter a name for your new schedule group. Note that schedule groups can be broad or specific depending on your needs. In the image above, you’ll notice numerous schedule groups named after specific assets (those beginning with “ASSET:”). Others, such as “Pumps” and “hvac,” cover general asset types. In the below example, we have named the new group “Vehicle Service”. Once you’ve named your schedule group, be sure to click the hard disc icon in the upper right hand corner of the screen.
5. Next, click the green plus icon next to “New Schedule”. You will notice that the words “Schedule ID” and “Work Type” now appear in red. Enter your desired schedule ID. Your schedule ID is a general category that multiple service items could be grouped under. Common schedule IDs include periods of time (daily, monthly) and log values (mileage). In the example below, we have chosen the schedule ID “QUARTERLY”. Under “QUARTERLY” we could include oil check, car wash and other basic services that should be performed quarterly for vehicles. Once you’ve chosen your schedule ID, classify the type of services that will be included in your schedule group. In the below example, we have entered “QUARTERLY” as the schedule ID, and “PM” as the work type.
6. Clicking the box next to “Set WO Due Date” will display options relating to when the service items you select will come due. The due date can be triggered a set number of days after the work order is created, or a set number of days after the schedule date, depending on how long it typically takes to complete the work.
7. To begin adding services, click the green plus icon under the services tab.
8. From the Service Items Lookup screen, you can choose from existing service items, or click the green plus icon at the top of the screen to create a new service item. When you insert a new service item, an empty row of cells will appear at the top of the list, as seen below.
9. Enter information under each of the columns. You are required to enter values for Estimated Hours and Estimated Labor Rate. You may enter 0.00 into each if you do not have estimates. When you’ve finished adding service items, select the ones you’d like to add to the schedule group and click the green checkmark “Ok” icon at the bottom. Note that you can select multiple items by holding down Ctrl as you click on each item.
10. With your service items now added, you can add any parts, notes, and attachments that may be needed, and link the schedule you’re working on to other schedules. To add any of these items, simply click on the relevant tab and click the green plus button. The process for creating new items in each of these tabs is similar to the process of adding service items that you have just completed.
11. Next, you can determine how frequently you’d like the schedule to come due by clicking the green plus icon within the “Cycles” field. The following window will appear, providing different options for how you would like to define the interval between schedules. This interval can be determined in terms of time or log values.
12. Selecting the “Persistent” option seen above will ensure that the schedule will come due at the interval you set regardless of whether the work order has been generated and assigned under the Schedules Due tab—where you track progress on all of your schedules, generate work orders and assign them. If you leave the persistent option un-selected, the schedule will not re-set until the work order is generated and assigned under the Schedules Due tab.
13. Once you’ve added everything you need to your schedule, and set all settings, as described in the previous steps, you can select assets that you would like to link your new schedule to. On the Schedule Management screen, click the “Linked Assets” button with the globe icon in the upper right hand corner of the screen.
14. Within the “Assets Linked to Schedule Group” window, click the green “Add Asset” button.
15. Select the assets that you would like to link to your new schedule. Navigate using the file tree on the left and the search bar within the “Asset Lookup” screen as seen below. Double clicking on an asset, or selecting it and then clicking the green plus “Add To Pick List” icon, will add the asset to the pick list at the bottom of the window. You can remove items by selecting them within the pick list and clicking the red X “Remove From Pick List” icon. Multiple items can be selected by holding down the Ctrl button as you make your selections. If you want to select all of a certain type of asset—such as VEHICLES in the example below—press Ctrl+A and every asset will be selected.
16. Once you’ve made all of your selections, click the green check “Ok” icon at the bottom of the window pictured above. The “Assets Linked to Schedule Group” screen will appear again where you can review your selections, removing any if necessary by clicking the red x “Remove Asset” icon, or clicking the green plus “Add Asset” icon to return to the “Asset Lookup” window. If you’re ready to finalize your asset selections, click the green “Ok” button at the bottom of the screen.
17. Once your assets have been selected, it’s a good idea to double check your settings, service items, etc., to ensure that everything is accurate. If all of the information and settings are accurate, click the “Ok” button at the bottom right hand corner of the screen.
18. The main Schedules Due screen will now display the assets and their associated schedules. Note that schedules are displayed according to how close they are to coming due. This value is expressed in terms of a percentage. For instance, if you have created a schedule group that is set to come due every three months, and there is one and a half months left before the schedule is set to come due next, this would be expressed as 50% under the Schedules Due module. Changing the value next to “Due At” will enable you to view schedules according to how close they are to coming due.
Now you can quickly and easily create schedule groups for your assets. Try tinkering around with different options to become more familiar with how this feature works. Check back regularly for the latest, news, tips, tricks and insights from ManagerPlus.