SVC-PMs Placeholder

[UNDER CONSTRUCTION PRE-RELEASE]

Automatic date calculations

(Note: The very first time a Work order is generated from a newly saved PM it will take the exact values as entered by the user on the PM for all dates and transfer those to the first generated Work order. Only after the first Work order has been generated will the PM dates be re-calculated and updated for the next time it generates a Work order in the process outlined below.)

All selectable dates on the PM are advanced relatively based on the next service date calculation:

Next service date is calculated as the repeat interval selected on PM then if exclude days are set the next service date is checked to ensure it doesn't fall on an excluded day of week. If it does fall on an excluded day then 1 day is added and it's checked against excluded days and this continues until it hits a non excluded day of week.

This Next service date calculated has the previous service date subtracted giving the total time span difference between the current generate date and the next generate date.

That time span is then added to all the current dates (such as scheduled user start date etc) in the PM as well as the Next service date and the PM is saved ready for the next time it will go through the process again.

If an date is left empty it will not be affected by this process so for example if you do not want a scheduled user date to be set or modified leave it blank in the PM.

Service Date and Excluded days

When a PM is first created it will use the exact service date chosen the first time it generates the first workorder regardless of which day it falls on as it's assumed the user specifically wants that particular day for the first Work order generated from that PM. Subsequent generate events will take into account the chosen excluded days.

Schedule conflicts handling

Normally if the Global setting "Allow schedule conflicts" is set to False then a work order item scheduled user record can not be saved if there is a schedule conflict. In the case of a PM automatically generating a work order however, this could prevent the entire Work order from being generated. For this reason the normal rules are suspended when generating a work order and it will save the scheduled user record even if it conflicts.

Inventory handling

AyaNova removes inventory from stock immediately upon a Work order item Part record being saved and the same is true if the Work order is generated by a PM at the server automatically.

During the Work order generation from a PM, inventory levels are checked and if they are found to be insufficient the amount that is in stock is set on the Work order item Part record created (or zero if none are in stock) and a Work order item Part Request is automatically added to the Work order that is being generated with a quantity equal to the needed balance.

For this reason, it's helpful to set the "Generate before" setting on the PM far enough in advance to handle ordering in parts if necessary.

To avoid this situation entirely, AyaNova provides an Insufficient inventory warning notification which can be subscribed to and will alert the notification subscriber that at that moment in time there is insufficient inventory to fulfill an upcoming PM.

AyaNova has three notifications directly related to PM's available:

Preventive maintenance stop date

Notification to remind subscriber that the PM has reached it's stop generating date with settable advance notice. Use this as a reminder to review with the Customer and possibly re-activate this PM or adjust as necessary. To reactivate means setting it to Active and choosing a new future stop generating date.

This is a Tag filterable notification so the notification subscription can have tags set so that only PM's with matching tags trigger this notification.

Preventive maintenance generation failure

Notification that there was an error or issue of some kind related to generating a work order from a PM. The error message will be provided and if it's unclear what the problem is, there maybe more information available in the AyaNova server operations log. PM's with temporary issues preventing generation of a work order will try again the next time the PM generation job runs at the server which is every 5 minutes. If the same error arises it will not be sent in a notification to the User for another 12 hours in order to prevent flooding the User with identical notifications.

This notification is not filterable by Tag, it will trigger if any PM can't generate a work order.

Preventive maintenance insufficient inventory

Notification that there will be insufficient inventory to meet the requirements of the PM Parts.

When a PM's next "Generate date" is found to be within the date range set by the notification subscription's "Notify before event" duration setting the PM will be fetched and a total required quantity calculated for each unique part / warehouse combination for that PM. Then this list will be checked against inventory and any insufficient quantities will be placed into a list of items sent with the notification.

Note that this is the inventory at that moment in time and for some shops depending on part turnover it may be useful to subscribe to this notification more than once, each with varying settings for "Notify before event". Perhaps one set for double the length of time it takes to get parts on average ordered in and a second one at the deadline for ordering parts or even more depending on importance and specific needs of each shop.

The notification will only be sent if there are not enough parts.

A PM will in any case generate the work order even with insufficient inventory by making Work order item Part Request records for any inventory found to be out of stock at time of generation, however, this may be too late for some scenarios so that is the purpose of this notification.

This notification will be sent once only every 90 days per subscription as it relies on checking against prior notifications sent out and kept not of in a notification delivery log that automatically removes entries older than 90 days. This means if you set the Notify before event duration in the subscription to more than 90 days you may see more than one of these notifications for the same PM but if it's less than 90 days you will receive only one notification.

This is a Tag filterable notification so the notification subscription can have tags set so that only PM's with matching tags are checked for insufficient inventory.

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