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Plan Preventive Maintenance And Raise Work Orders

Equipment that is serviced on a plan breaks down less than equipment that is fixed only when it fails. This guide covers both halves of keeping an asset healthy: preventive maintenance — servicing on a recurring schedule before anything goes wrong — and work orders — the tracked job you raise to actually carry out a service or fix a fault. A work order records the job, who it is on, its priority and target, the engineer visits against it, and the cost.

Who / when: the asset manager owns the maintenance lifecycle — creating schedules, raising work orders, and logging visits. Plan schedules when an asset is commissioned; raise work orders whenever something is due or has failed.

We will follow Emeka the biomedical engineer, keeping the lab’s analyzers in service.

Set a preventive-maintenance schedule

Section titled “Set a preventive-maintenance schedule”

A preventive-maintenance schedule (PM schedule) tells Veona when an asset is next due for routine servicing and reminds you ahead of time.

  1. Asset manager — open Assets → Maintenance. It has two sub-tabs: PM Schedules and Work Orders. Stay on PM Schedules.
  2. Asset manager — press “New Schedule”.
  3. Asset manager — choose the Asset (search the register), give the schedule a Name (e.g. “Quarterly Preventive Service”), and pick a Type (Preventive, Corrective, Calibration or Inspection).
  4. Asset manager — choose the Basis:
    • Calendar — recurs on a time interval. Set Every n and a Unit (Day, Week, Month, Year), e.g. every 3 Months.
    • Usage Hours — recurs on accumulated runtime. Set Every (Runtime Hours), e.g. every 500 hours — useful for equipment whose wear tracks usage, not the calendar.
  5. Asset manager — optionally set a First Due date, an Assign To (search staff), and the Reminder Lead Days — a comma-separated list (e.g. 30,7,1) of how many days before the due date a reminder fires.
  6. Asset manager — press “Create”. The schedule lists with its next due date, colour-coded as it approaches.

Raise and work a work order

Section titled “Raise and work a work order”
  1. Asset manager — on Assets → Maintenance, open the Work Orders sub-tab and press “Raise Work Order”.
  2. Asset manager — choose the Asset and a Title (e.g. “Centrifuge not reaching speed”). Set the Type, the Priority (Low, Normal, High, Critical), an optional Description, an Assign To, and an optional SLA Due date.
  3. Asset manager — press “Raise”. The work order lists with its number, priority and cost (zero until visits are logged).
  4. Asset manager — click the work order’s row to open it, then “Start” to move it to In Progress (you can also put it On Hold or Cancel it).
  5. Asset manager — under Add A Visit, record each attendance: the Visit Date, the Engineer (a staff member) or a free-text Vendor Engineer, the Labour Hours, the Parts Cost and any Notes. Press “Add Visit”. Visits accumulate on the work order and their parts costs roll into its total.
  6. Asset manager — when the job is done, press “Complete”.

What happens next

Section titled “What happens next”

A completed work order shows its final cost and any resolution note; its visits remain as the service history for the asset. Schedules roll their next-due date forward. The dashboard’s Open Work Orders and PM Due Soon tiles update, and any downtime the repair resolved is closed out automatically.

Follow the trail

Section titled “Follow the trail”