Maintenance

Note

The content of this document is also explained in the video tutorial titled Maintenance Planning

The maintenance section is located within the Prevention Actions area of each project office.

From Actions, select the Maintenance menu, which is structured in two levels:

• Plans: define the needs related to maintenance of material resources and PPE in the office.
• Orders: define the scheduling of maintenance tasks.

Maintenance plans and orders management also includes the ability to:

• Certify the completion of the maintenance by determining the outcome.
• Generate the maintenance certificate with options to archive, edit, export, or print it in various formats directly from the software via the “Print” button.

Plan a Maintenance

1. Click the new button and add a custom maintenance. In the popup window, set the parameters of the Plan.
2. The name field is mandatory and identifies the maintenance task. You can create maintenance plans for a single equipment (e.g., overhead crane) or for groups of similar equipment (e.g., elevators). Later, you can associate equipment listed under material resources to the plan.
3. Specify the validity of the maintenance, meaning the time interval between one maintenance order and the next.
4. Optionally, you can add a description by opening the text editor using the dedicated icon.
5. You can assign “Manager”, “Assigned person”, and “Observer” roles to the maintenance plan. Selection can be made from People in the office or from Roles previously defined in the same office’s “Safety Organization Chart”. Multiple individuals from both categories can be assigned the same role, and these assignments will be automatically inherited by future orders linked to the same plan. Once all required fields are completed, click save.

Caution

Only people who are also Users of the project can receive notifications as “Manager”, “Assigned person”, or “Observer”. Each user can customize how they receive notifications in the Preferences menu of the platform.

The new row corresponding to the maintenance plan will now appear in the window with all indicators set to zero. (If no change is visible, click Refresh in the toolbar.)

Tip

By selecting the plan row, a view at the bottom of the screen displays tabs for Details, Recipients, Orders, Resources, and Attachments for data viewing and quick editing.

Double-clicking the row opens the plan sheet, a window for viewing and managing detailed information about the plan and its related orders.

Associate Equipment to be Maintained

To associate equipment with the maintenance plan, you can work from either the “Details” section or the “Plan sheet”:

1. Click on “Recipients”.
2. Click new and choose the maintenance recipients from:

• Equipment
• Work environments
• PPE

For example, choosing Equipment opens a list of equipment registered under Material Resources.

3. Once all relevant items have been selected, click save. These will be listed as Recipients of the plan, and each will display a Status:

• “New” until it is processed
• “Valid” or “Expired”, depending on the dates shown in already associated maintenance certificates.

To update the status, you can:

1. Register a Maintenance Certificate via the “Guided Procedures” for “Mass Certificate Creation”
2. Schedule a new maintenance order

View Orders, Resources, and Attachments of a Maintenance Plan

This can be done from the “Details” section or the “Plan sheet”:

• In “Orders”, maintenance orders associated with the selected plan are listed in reverse chronological order.
• Through “Resources”, you can associate items that the maintenance aims to mitigate risks for. Selection can be made from:
• Equipment
• PPE
• Work environments
• Work phases
• Substances
• In “Attachments”, you can associate documentation related to the maintenance plan by:
• Linking to an existing file in “Files”
• Uploading a new file

Add an Order

To add an order, you can proceed from the plan sheet or from the second-level “Orders” menu in “Maintenance” under Actions.

1. Select “Orders”
2. Click new in the top left corner and, if needed, associate the desired plan by clicking “Select”, which displays all available plans.
3. Set the validity of the order, i.e., the time interval before the next maintenance. This is usually pre-filled if it was already set in the plan.
4. Set the scheduled date for the maintenance, optionally adding time slots and other details like number, description, and location.
5. “Manager”, “Assigned person”, and “Observer” roles are automatically inherited from the plan, but you can add more people or roles. If users, they will also receive notifications.
6. Click save.

Again, the row that appears will show zero under the columns:

• enrolled
• passed
• failed
• pending

The session date is the one set during registration and planning of the maintenance order.

To view order details, click the order row.

By clicking the Recipients tab, all resources previously linked to the maintenance plan will be shown, and others can be added (these will be marked as “pending”).

Define the Outcome of a Maintenance

To record the outcome of a maintenance, double-click the recipient’s name or open the direct link. A popup will allow you to define the result of the maintenance.

If successful, click “Passed”. Optionally, add a warning to flag any issues—this is shown with a yellow triangle next to the recipient’s name.

Now you can save the maintenance or proceed to issue the validity certificate.

Issue the Maintenance Certificate

To certify the maintenance outcome and ensure dates are recorded in the calendar:

1. Click the certificate icon (sheet with ribbon)

2. Clicking the certificate link opens the interface to complete or modify the entered data and print the certificate document.

To print the certificate, click the Print button and select the desired template.