Equipment Due for Service/Inspection - by Location

General Equipment Due for Service Information

The Equipment Due for Service/Inspection - by Location screen displays equipment units or linear assets that are due for a preventive maintenance (PM) service, inspection, scheduled repair task or standard job, or late for a previously scheduled service.

A service that is due, whether PM or inspection, displays on this screen. When you use this screen to open a work order for a scheduled job, a repair work order with a status of PENDING is created. When the work order is finished, the date performed information on the Scheduled Jobs tab of the Data -> Equipment Units -> Additional Data screen is updated. If the schedule type is RECURRING, the next due information updates based on the cycle.

At the highest level, the records retrieved are based on the date information entered in the filter dialog box for Due on or before date and Number of days from today to project fields.

If neither a date due nor the number of days to project is specified, all services or inspections due either before or on the current date display.

Other filter options include the following:

Number of days from today to project: If the number of days from today to project is specified without a date due, all services or inspections due on or before the current date plus the number of days to the project display.
Reason due (restricts the list to units with meter-specific or date-specific reasons)
Equipment class ID (restricts the list to units that have a matched equipment class and support PM)
Shop location ID (restricts the list to units that have a matched shop location)
Department ID (restricts the list to units that have a matched department ID)
Department to notify for PM (restricts the list to units that have a matched PM notify department)
PM service (restricts the list to units that have a matched PM service due)
Program type (restricts the list to units that have a matched program type). The option of BOTH applies to both CLASS and INDIVIDUAL.
PM shift (restricts the list to units that have a matched PM shift)
Date due (restricts the list to units due on the specified date) If a date due is specified, all services or inspections due on or before that date display.
Date of last yard check (restricts the list to units that were checked on the specified date). This filter only applies to equipment that has enabled the availability for repair/PM.
Exclude services on open work orders (restricts the list to units for which there are no open work orders; PMs or inspection services on OPEN or PENDING work orders will not display) – This is the default.
Include services to be soon due by meter (restricts the list to units that are soon due by meter [1 or 2] for class and individual PM. Applies to services whose due dates fall within the range specified in the PM soon due range field on the Meter Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen)
Tip: To determine whether vehicles that have never had a service are due soon for preventive maintenance, place a check in this field and make sure that there is a value in the PM soon due range field on the Meter Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen. Vehicles without a service whose meter value is less than the soon due range value for the meter type will display.
Tip: When you open a repair work order for equipment with a service due date that falls within the soon due range, a message displays on the Messages tab of the work order so that you can add the service or open a separate work order for the service. This notification eliminates the need to recall the equipment unit for a service shortly after it has been in the shop for a repair.
Include equipment currently out of service (defaults to include equipment that is currently out of service)
Segment ID (restricts the list to assets on the same segment that have PM work due. If you do not want linear asset filtering, this must be blank.)
From marker ID (restricts the list to assets on the specified from marker ID. If you do not want linear asset filtering, this must be blank.)
From offset (restricts the list to assets on the designated offset from the From marker ID. If you do not want linear asset filtering, this must be blank.)
To marker ID (restricts the list to assets on the specified to marker ID. If you do not want linear asset filtering, this must be blank.)
To offset (restricts the list to assets on the designated offset from the To marker ID. If you do not want linear asset filtering, this must be blank.)
Include equipment eligible for PM extension (Restricts the list to equipment that is eligible for PM extension or not)
Tip: If no sort is specified, the data is sorted first by equipment ID and then by task ID.
Note: This screen supports location-level and department-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.

Equipment Due for Service/Inspection - by Location Information

The grid displays all equipment units that have:

Matching criteria in the filter.
A check in the Work orders field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.
A life-cycle status code ID specified on the Status tab of the Data -> Equipment Units -> Fleet Equipment screen that has a check in the Status denotes that unit is active field on the Data -> Equipment Units -> Setup -> Life-Cycle Status Codes screen.
A due date for service or inspection for any of the following reasons:
Next PM schedule date is less than or equal to today's date. For these units, meter overrides are not considered because the units are due on elapsed time.
Next PM schedule date is later than today’s date but the meter usage since the last unscheduled PM service has accumulated to equal more than the applicable meter override. If no override applies to the unit or its class, units are not displayed based on meter readings.
A next PM schedule date that is beyond today's date and an accumulation of more meter usage units than the applicable override, but which has consumed more fuel since the last unscheduled PM service than the applicable PM fuel quantity override. If no override applies to the unit or its class, units are not displayed based on fuel consumption.
Less meter usage units and fuel than the applicable overrides, but that are projected to exceed the overrides before the end of the specified period. Refer to projected excess of meter PM override and projected excess of fuel override.

Detail View Header

The data in the fields in the top section of this tab define the data that displays.

Location ID

Identifier of the location currently selected in the grid. The location description displays to the right of the ID. If you change the selection in the grid, the location ID in this field will change. This field has a list box.

Run ID

Automatically generated, random number that identifies the data currently being displayed. While this number displays on the screen, you can use the Query/Report Generator to access the data prepared for this screen by specifying the run ID as a restricting value.

Detail View

The fields in the bottom section of the tab enable you to open service work orders for all the equipment units at one location and also provide details about the service and inspections due at the location selected in the grid.

Generate work orders for all units listed

If this field has a check, service work orders are opened for the equipment units listed in the screen group. Work orders created on this screen have a status of PENDING for the equipment unit’s assigned PM location. The linear asset service work orders that are opened include any inspection point ranges for the service due, if available.

Note: To perform this process, you must be assigned to a user group that has a check in the Automatically open PM orders field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.

To open PM orders for all equipment units, proceed as follows:

Step 1. Click Edit.

Step 2. Place a check in the Generate WO field.

An X displays in the Open WO field of every equipment unit listed in the screen group.

Step 3. Click Save.

Refer to the list of actions performed when PM orders for all equipment units listed are automatically opened.

Location ID for generated work orders

ID of location to be assigned to generated work orders.

Status for generated work orders

Select an option to indicate the preferred status when generating new PM work orders. This field has a choice-list with the following options:

PENDING (default): Work orders will be generated with a pending status.
OPEN: Work orders will be generated with an open status.

Group services due onto one work order per equipment unit

If this field has a check and you open work orders on this screen, one work order is created for each equipment unit and services or tasks are added to it for each row in the screen group for which you have selected Open WO.

If this field is blank and you open work orders on this screen, one work order is created per service.

Group services due onto one multi-asset work order

If this field has a check and you open work orders on this screen, a multi-asset work order is created that includes child work orders for all assets on the same segment that have PM work due.

Equipment Due for Service by Location Table

The screen group in the bottom section of the tab provides detailed information about the equipment units that are due for PM and inspection at the location selected in the grid. Unless otherwise indicated, these fields are display only.

Open WO

If this field has a check, a work order is opened for the equipment unit. If there is a check in the Open PM orders for all units listed field, Xs display next to every unit in the screen group. You can remove individual Xs as needed. This field is optional.

Equipment ID

Identifier of the equipment unit. This field has a zoom button to the Data -> Equipment Units -> Fleet Equipment screen. If authorized, you can change or delete an equipment unit’s PM and inspection data on that screen.

Tip: You can set a zoom button for this field to detect the type of equipment and display the appropriate screen. If you used Administrator Mode to add a zoom button, you will need to use it again to remove your user-defined zoom button for this functionality to work.

PM service

PM service level (designated by the letters A to Z) or inspection type to be performed.

Program type

PM program type (CLASS, INDIVIDUAL, or INSPECTION).

INDIVIDUAL: Last date on which the PM service or inspection in the PM service field was performed on the equipment unit.
CLASS: The group, or class, the equipment is assigned to for various purposes.
PM: Last date on which a PM service was performed on the equipment unit.
INSPECTION: Last date on which the PM inspection in the PM service field was performed on the equipment unit.

The equipment unit's PM program type (specified on the Basic Info tab of the Data -> Equipment Units -> Fleet Equipment screen) determines where the displayed information comes from.

CLASS: Dependent on the value in the Quantity fuel used since last PM field on the Class PM tab of the Data -> Equipment Units -> Fleet Equipment screen:
1 or more: Displays the value.
0: Displays the value, determined by the equipment unit's assigned equipment class from PM, in the PM fuel quantity override field on the Meter Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen.
INDIVIDUAL: Displays the fuel override specified on the Individual PM tab of the Data -> Equipment Units -> Fleet Equipment screen for the service displayed in the PM service field.

Reason due

Reason the equipment unit is due for PM or inspection (DATE, METER, or FUEL).

DATE: If the next service date is on or before the specified due date, the results display equipment due based on date
FUEL OVERRIDE: If the equipment’s fuel consumption since the last service performed exceeds the defined fuel override quantity, the results display equipment due based on fuel override
METER OVERRIDE: If the equipment’s meter (1 or 2) exceeds the defined meter override value, the results display equipment due based on meter override
METER 1 (METER 2) PROJECTED OVERRIDE: Equipment is projected to be due for service based on a recent meter update within the given time frame.

Calculation used to determine whether a unit might be due because of a meter update:

1. (Current meter - meter at last service)/number of days from last service to date of last meter update = Average number of miles traveled each day.

2. (Number of days from the last service to the date used on Equipment Due for Service/Inspection screens) * (average number of miles traveled each day) = Number of miles at which the next service is due

METER DUE: Equipment has reached the meter reading at which the service is now due
FUEL PROJECTED OVERRIDE: Equipment due for service is reported based on fuel projected override when an excess of fuel use is projected

Calculation used to determine excessive fuel usage:

1. Determine the average daily fuel consumption rate for the equipment from the last service start date to the last date on which fuel was issued to the equipment.

2. Determine the projected fuel consumption by multiplying the average daily fuel consumption rate (from step 1) by the number of days remaining until equipment is due (specified in the Filter dialog box)

3. Add the projected fuel consumption to the amount of fuel used since the last service performed. If this value exceeds the set PM fuel quantity override, the unit is considered to be due for service based on the override.

Date due

Date that the next PM service or inspection is due. This date is computed once the work order is CLOSED. It can be calculated based on one of the following work order dates:

UNIT IN: Due date based on the work order Date and time in field.
FIRST LABOR: Due date based on the date and time that labor was first performed on the work order. Select this option if the equipment unit often arrives at the shop long before a mechanic actually starts to perform the work.
WORK FINISHED: Due date based on the date and time that work was completed on the last PM work order. A date in the Work order date and time finished field signifies that the work is complete.
IN SERVICE: Due date based on the date and time that the equipment unit was placed back in service after the last PM work order was closed. A date in the Work order date and time in service field signifies that the equipment is now in service.
SCHEDULED:Due date based on the date the last PM was scheduled (regardless of when the work order was opened or closed). A date in the PM scheduled field signifies that the work order is now in service. Select this option if you perform PM services promptly and want to be strict about having equipment units brought in for PM service at a scheduled time, regardless of when the service was actually last performed.

Days late

For units that are late for PM service (next PM date earlier than today), number of days the PM or inspection is late.

Meter 1 until due

Number of miles until meter 1 is due for service. If the meter is late for servicing, a negative number displays.

Meter 2 until due

Number of miles until meter 2 is due for service. If the meter is late for servicing, a negative number displays.

Meter 1 late

For units that are late for service (override already exceeded), the number of units accumulated on the meter 1 reading in excess of the applicable meter override.

Meter 2 late

For units that are late for service (override already exceeded), the number of units accumulated on the meter 2 reading in excess of the applicable meter override.

Shop location ID

Identifier of the shop location to which the equipment unit is assigned for service. The shop location name displays to the right of the ID.

Work management classification location ID

Enter the location ID to set the work management classification to this location when generating work orders. This is overridden by the Location ID for generated work orders if that is set.

PM shift

Preferred PM shift designated for the equipment unit.

Department ID

Identifier of the department to which this equipment unit is assigned.

Department to notify for PM

Identifier of the department to notify in order to arrange the service.

Equipment class ID

Identifier of the equipment class to which the equipment unit is assigned for service.

Repair task ID

Identifier of the repair task.

Standard job ID

Identifier of the standard job.

Meter 1 since last service

Number of miles the equipment unit has traveled since the last service date. Equal to the difference between the current meter reading and the meter reading at the last PM, minus any rollovers.

Meter 2 since last service

Number of miles the equipment unit has traveled since the last service date. Equal to the difference between the current meter reading and the meter reading at the last PM, minus any rollovers.

Currently out of service

Equipment units listed are currently out of service.

Work order is open

This field indicates if the equipment already has work order open.

Eligible for PM extension

This equipment is eligible for a PM extension.