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Asset Maintenance

MAINTENANCE

Maintenance tasks can be listed for assets and their statuses tracked. Tasks may include items such as:

  • Registration renewal

  • Service due dates and usage

  • NATA certification

  • Tag and testing/ quarterly inspections

  • Repairs

  • Calibration schedules

  • Asset disposal time frames

  • Warranty time frames

Administrators can:

  • View asset maintenance tasks

  • Add or edit asset maintenance tasks

  • Delete asset maintenance tasks

  • Manage maintenance tasks

Tasks

The Maintenance Task Register can be used to track tasks that aren't strictly maintenance. Common examples are vehicle registration renewals and crane calibration.

View Asset Maintenance Tasks

All asset maintenance tasks can be viewed as an entire list or via an individual asset.

  1. To view the maintenance tasks for an individual asset, from the Asset Register:

    1. Use filters to search for the asset (or locate via the asset type)

    2. Click 'Maintenance' to the left of the asset

    3. All maintenance tasks for that asset will be listed

  2. To view all maintenance tasks for all assets, from the Asset Register page:

    1. Click the 'Asset Maintenance' page

    2. All maintenance tasks for all assets will be listed

       

View All Maintenance Tasks

The All Maintenance menu provides a consolidated register of all tasks for the organisation. In conjunction with the provided filters, it is a useful tool for both planning for future and analysis.

Add Maintenance Task

Adding new maintenance tasks for an asset can be done from either the individual Maintenance Task page or from the Asset Maintenance page. In either case, the steps are the same.

To add a new maintenance task:

  1. Click 'Add New'

  2. Complete all relevant fields (Refer to 'Definitions of Fields' below)
    The details captured for each maintenance task may vary slightly between each system configuration. Fields marked with * are mandatory.

 

Definition of Fields
There are a range of filters that can be used to classify each Maintenance Task. These can assist when filtering or sorting assets and most can be edited via the Settings tab.

Asset

When creating a new maintenance task from the Asset Maintenance page, the individual asset to have the task applied to needs to be selected. This step is not necessary when creating the task directly from the asset itself.

Maintenance Type

Select the maintenance type such as registration

Description

Enter a description and provide details for the maintenance task

Schedule Type

If a recurring task, select if the recurrence is to be based on date or usage

Due Date / Planned Service Date

Type or use the date selector to enter the task due date

Due dates will be displayed as Green for current, Orange for due < 1 month and Red for overdue.

Tasks based on due date can be set as reoccurring if required. See the Repeating Maintenance Tasks section in this user guide below for more details.

*Note if task is based on usage, this date may reflect an optional service date rather than a due date

Due when usage reaches

If using recurrence based on usage, enter the hours or kms the maintenance is to be completed (the usage unit is set in the Asset Admin page)

Service regularly based on usage?

Tick if yes

Asset Maintenance Status

Two status' are available for selection - Open and Closed

Date Completed

Type or use the date selector to enter the date the task was completed

Latest usage reading

Extracted from the Asset Admin page

Submit new usage reading

A new usage reading must be entered when closing the task

Odo Hours

Enter the odometer reading 

Cost

Enter the cost of the task

Maintenance Performed By

Select the employee responsible for overseeing the task from the drop-down list which links to the employee list in Lucidity HR.

If the responsible person is not in Lucidity HR, an open text field is available to enter their name

Company

Select the company responsible for the asset from the drop-down list. This list is managed within Lucidity Access.

Notes

Enter any additional notes as required.

Upload a File

Upload files, such as copies of registration, by:

       a. Click 'Add Document'

       b. Locate the document

       c. Click 'Open'

       d. Enter the file name and description as applicable

       e. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

  1. Click 'Save' to create the asset

 

Repeating Maintenance Tasks

Maintenance tasks can be set to repeat at specified intervals. This has the effect of automatically creating a new task with a due date or usage reading that is a set time after the preceding task.

Intervals

The following options are available to determine the interval between when tasks repeat via due date:

  • Daily

    • The task will repeat each day

  • Weekly

    • The task will repeat each week, or

    • Each 'x' weeks, where x can be from 1 to 52

    • For weekly repeating tasks a specific day of the week is selected i.e. each third Tuesday

  • Monthly

    • The task will repeat each month, or

    • Each 'x' months, where x can be from 1 to 12

    • For monthly repeating task, a specific day of the month (1-28th) or the 'last' day i.e. every 3 months on the last of the month.

  • Yearly

    • Once per year on the day selected using the date chooser

Adding a Repeating Maintenance Task via Due Date

To make task a repeating task:

  1. Click 'Add New' (or select an existing task to edit)

  2. Enter all task details as explained in the Add Maintenance Task section above, including selecting the schedule type based on DATE

  3. Click in the due date cell

  4. In the popover that appears, select the first day that the task is due - this will be created as the first instance of the task.

  5. Click 'Set to repeat?' to open the repeating task options

  6. Select the interval for the repeating task. This will determine when the next task repeats, starting from the date of this task.

 

  1. Click 'Close' to close the date chooser

  2. The first task date will now be shown in the cell, as well as a recurring icon as below:

  3. Hovering over the recurring icon will display the recurring details without opening the date popover

  4. Click 'Save' to save the task

Removing a Repeating Maintenance Task

To remove the re-occurrence from a task, from the Task edit screen:

  1. Click with in the due date cell

  2. In the pop up that appears, click 'Remove repeat'


     When the task is closed, no more will be created

  3. Click 'Close' on the date selector

  4. Click 'Save'

 

Adding a Repeating Maintenance Task via Usage Reading

To make task a repeating task:

  1. Click 'Add New' (or select an existing task to edit)

  2. Enter all task details as explained in the Add Maintenance Task section above including selecting the schedule type based on USAGE

  3. Select 'Service regulalry based on usage'

     

  4. Enter the usage value (every 10,000km for example)

  5. Click save to save the task

Edit and Close Maintenance Tasks

To edit or close a maintenance task, from the Asset Maintenance page or from the individual Asset Maintenance Task list:

  1. Use filters to locate the required task

  2. Click 'Edit' to the right of the task

     

  3. The asset details page will open. Refer to the 'Definitions of Fields' above to edit fields as required

  4. Click 'Save' to save changes

Delete Maintenance Tasks

To delete a maintenance task, from the Asset Maintenance page or from the individual Asset Maintenance Task list:

  1. Use filters to locate the required task

  2. Click 'Actions' to the right of the task

  3. Click 'Delete' from the drop-down list that appears

  4. Click 'Delete' in the pop-up box that appears to confirm

  5. The asset will be deleted

Reporting from the Maintenance Task Page

A standard Excel list report is available to display asset maintenance tasks. Reporting on maintenance tasks for an asset can be done from either the individual Maintenance Task page or from the Asset Maintenance page. In either case, the steps are the same.

To generate a report, from the Maintenance Task page:

  1. Click 'Show Filters'

  2. Use filters as required to locate the relevant task(s) required in the report

  3. Click 'Filter'

  4. The lower half of the screen lists out search result. These will be reflected in the report

  5. Click 'Excel Export'

     

  6. In the Excel report, sort and manipulate the data or merge the data with other reports as required

  7. Save the report