LAB 5

FAKULTI TEKNOLOGI KEJURUTERAAN

MEKANIKAL DAN PEMBUATAN
UNIVERSITI TEKNIKAL MALAYSIA MELAKA
BMMM 3523 MAINTENANCE TECHNOLOGY & ASSET MANAGEMENT

LAB SHEET 5

CMMS – PM SCHEDULING

Learning Outcome LO2 Reproduce by using a computerized maintenance management

(LO):
system in a maintenance problem
Program Outcome: PO5 Ability to select and apply appropriate techniques, resources and
modern engineering tools, with an understanding of their limitations.
Synopsis: This lab activity will enrich students’ knowledge of Computerized Maintenance
Management Systems(CMMS) in asset management. Students are exposed to
the concept of creating a Preventive Maintenance schedule as written records of
maintenance activities. They are scheduled routine maintenance tasks
performed on individual assets or groups of assets.
Related Lecture’s 1. Introduction to Asset Management Information Systems (Lecture 2)
Topic:
2. Maintenance Strategy (Lecture 7)
Prepared by: TS. Ahmad Nizam Bin Jamaludin Date: 27 October 2020

Approved by Dr. Muhammad Ilman Hakimi Chua Bin Date

LM/SLM/HOD Abdullah

QMS: REVISION RECORDS

Date
Revisio Approved by
Description (DD/MM/YY Prepared by :
n No LM/SLM/HOD:
)
1 UPDATED 13.12.2021 AZRIN
1.0 THEORY
What is Preventive Maintenance Scheduling?
In maintenance scheduling, the scheduler determines who will perform the work, as well as
coordinates materials, equipment, and an overall timeframe for the work. This kind of schedule
doesn’t just target specific dates—work can be performed at repeated intervals as well, like in a
preventive maintenance program.

Maintenance scheduling is often confused with maintenance planning. However, the two are different
processes. Planning deals with what needs to be done and how, while scheduling handles who does
it and when.

Who completes maintenance scheduling?

Typically, maintenance schedules may be completed by:
 Dedicated maintenance schedulers
 Maintenance supervisors
 Maintenance planners

Dedicated schedulers are often necessary for large operations with complex maintenance needs. In
smaller operations, individual supervisors or even the planner may perform this role.

Maintenance teams need to take multiple factors into account when scheduling maintenance work.
Following the steps listed below will make certain nothing is left out.
 Read the work order and clarify details with the maintenance planner.
 Secure necessary resources, such as tools, people, supplies, spare parts, and safety
equipment.
 Make sure the asset is available and ready for work.
 Assign the task to a technician for completion.
 Follow up and make improvements as needed.

Some tasks may be scheduled regularly, in which case the scheduler needs to make sure each work
order is completed on time every time.
Maintenance Scheduling Process
1. Create a preventive maintenance schedule
First, a maintenance or facility manager has to create a PM schedule. This can take multiple forms.
For example, you can schedule a PM for a singular piece of equipment. Then, relevant employees
like technicians and engineers will go through a list of repeatable tasks. They will set the timeline of
when the tasks should be done and decide who has the technical expertise to perform the work.

On the other hand, a manager can outline an area- or facility-wide PM schedule which applies to all
assets in that area or facility. For instance, if everything in a factory needs to receive a monthly
inspection, the PM is a monthly entry that applies to every relevant asset.

Once the team establishes what needs to be done in their PM plan, they set a schedule for when to
complete the work. The PM interval depends on the asset. Schedules are most commonly time-
based, but you may use cycles, the number of finished products, mileage, or any other trackable
metric as well.

2. Schedule work orders

Once the PM is created in your CMMS software, a work order will be created for each instance. Most
CMMS platforms allow users to create reoccurring work orders on an equipment-specific basis.
Facilities can create a work order using checklists that automatically include the relevant procedural
documentation for maintenance personnel.

3. Assign, complete, and log the work

Once the work order appears, it is assigned to a maintenance technician. At this point, the technician
is responsible for the maintenance work. They use the work order as a log for the task, documenting
any issues encountered or other relevant data. The work order also tracks whether the PM was
completed on time.

After successfully finishing the work, the technician closes out the work order, signaling that the PM
should reoccur either at its specified interval (fixed) or from the moment the work is completed
(floating). The work order will generate automatically upon the next interval being reached – forming
a preventive maintenance schedule per asset, area, or facility.
Common scheduling challenges
While the scheduling process seems fairly cut and dry, it’s often riddled with challenges that can
disrupt workflows and decrease schedule compliance. Some of these challenges include:
 Lack of communication with operations crews
 Inefficient MRO inventory management
 Challenges with suppliers
 Lack of proper in-house training for specialized tasks
 Misunderstandings with contractors

These challenges often stem from the difficulty of working with multiple parties at once. Because of
this, schedulers need strong communication skills—and in some cases a will of iron—to make sure
tasks happen on time.

2.0 EQUIPMENTS/ EXPERIMENT APPARATUS/ CONSUMABLE MATERIALS

i. CMMS Cworks software –Preventive Maintenance Module & Material Module

3.0 PROCEDURES/ METHODOLOGY

i. A group should consist of THREE students and should use the given information to generate
a Preventive Maintenance Schedule.

ii. Each group has to familiarize themselves with Cworks software, particularly the Preventive
Maintenance Module.

iii. A print screen of the sequence to create the required result should be saved for report-
writing purposes.

iv. Each group should explain in your lab’s report each step/procedure with a print screen
picture of how to generate a PM Task List, PM Schedule (Time), PM Generation, and PM
manhours with the correct information assigned.

v. The information is based on this situation A, B, C, D, E, F and G below.

vi. Write a report using the template in Appendix 1

A. PM TaskList

i. Select the industrial equipment of your choice and find the two checklists of different preventive
maintenance intervals, for example, one month and another quarterly.

ii. Create two PM Task lists for each equipment based on the checklists that you have found in (i).
Use two of the group member’s last 3 digits of the Matrix number as PM Task List Nos.

iii. PM Checklist Desc: input a clear, self-explanatory title. For example Monthly Air Conditioning Unit
Filter Cleaning Service.

iii. Estimated Labor Hours: Estimate how many hours the job takes to finish. The value must be a
decimal number in two decimal places.

iv. Assign to Employee: One of the group member name.

v. Assign Contractor/Supplier: The supplier that has been created by your group in Lab 2

vi. Materials Tab: Fill in the two parts that have been created in Lab 1 (your group BOM list).

vii. Safety Instruction Tab: Fill in the safety instruction that has been created in Lab 4 (work order
module)

B. PM Time- Fixed Time Interval Schedule

i. PM No: No. XXX according to your section/group and lab group. E.g. if you are Section/group of
1/1 and lab group 1, the No is = 111)

ii. PM Name: give it a self-explanatory title according to your least interval of PM Tasklist in (A- ii) e.g.
“Monthly Air Cond Service”.

iii. Work Trade: Any trade that is suitable to the PM task list.

iv. PM by: tick “Asset Checkbox”

v. Next PM Generation Type: tick “Schedule” or “Actual”

vi. Multiple PM: Tick this checkbox

vii. Task No: Select the least interval of preventive maintenance.

viii. Frequency Unit: select from the drop-down menu, based on (vii.)

ix. Frequency: Set schedule frequency value. This value and the “Frequency Unit” together defined the
schedule frequency. Frequency Value X Frequency unit = Interval days .

x. Work Period Days: set the duration of this scheduled service in days – when the work must be completed
and the work order closed.

xi. Target Start Date: use the next date from the current date
xii. the Result is the “View PM Schedule” print screen as the example below

C. Multiple Task PM

i. Fill Multiple Task Tab

ii. Task No: Select the second the longer interval PM tasklist that you created in (A-ii).

iii. Task Sequence: Set up for quarterly schedule ( 3 monthly)

iv. the Result is “Annual Preventive Maintenance Schedule ” as the example below
D. PM Fixed-Day and Week Scheduling

i. Repeat step (B1- i) by giving the prefix B2 to the PM No. (XXX-D)

ii. Repeat steps B1-ii until B1 -vii

iii. Multiple PM: Untick this checkbox

iv. Frequency Unit: is in Months. If the frequency is once a month, type 1 in the box

v. Work Period Days: set the duration of this scheduled service in days – when the work must be
completed and the work order closed.

vi. Target Start Date: set the date when the first work order will be generated.

vii. Select the week number and the day of the week as shown:

viii. Select the start month and the year: Next Year: January 2023

ix. the Result is the “View PM Schedule” print screen

E. PM work order Generation

i. click “PM Generation”

ii. Last PM Generation Date is Information Only

iii. Last Date Range of PM WO Generation (From-To): Displays the Period of the last generation
(read-only field)

iv. Date Range for the PM to be generated (From-To):. Set the period Start & End-Date to generate

v. Start Date: Current date

vi. End Date: 6 months from the current date

vi. Click “View PM”

vii. Click print PM WO Sample

viii. the Result is the printed Work Order sample. (two work orders only)

ix. the second Result is forecast to Excel as the example below:

F. View Material Requirements of PM Work Orders

i. Go to Work Order Home Page: click the “PM Materials”

ii. Click Material Requirement by Work Orders

iii. Start Date: Current date

iii. End Date: 6 months from the current date.

iii. the Result is the printed PM Materials Forecast

G. PM Man Hours Tool

i. click the “PM Man Hours” button

ii. Year: 2023

iii. View

iv. The Result is the PrintScreen PM Manhours Distribution By Week

4.0 RESULTS
You should explain the following items related to your Lab activity:

i. Procedure – Explain each step with a print screen picture of how to create a PM task List,
generate PM Schedule, Multiple Tasks, PM work Order Generation, Material Requirement,
and Man Hours Tool
ii. Work Process – Workflow to produce a PM task List, generate PM Schedule, Multiple Tasks,
PM work Order Generation, Material Requirement and Man Hours Tool
Workflow should represent the procedure to generate all the requirements above.
 1. Outcome – PM schedule
2. Annual PM Schedule
3. PM Work Order
4. PM Forecast
5. PM Materials Forecast
6. PM Manhours Distribution By Week

5.0 DISCUSSION
For discussion, you should answer all questions as follows:

i. Why Preventive Maintenance Schedule and Forecast task is very important for an
organization, particularly for the maintenance department. Explain.

6.0 CONCLUSION

Conclude your findings from this lab based on the importance of information required in the
Preventive Maintenance Schedule and Forecast.

7.0 OTHERS

The report must be prepared as per APPENDIX 1

ASSESSMENT CRITERIA:

Your response to each task will be graded separately based on the checklist attached. To obtain
maximum marks, ensure that your response addresses each of the tasks in the question accordingly.

Assessment checklist for Lab Activity 1

Assessment tasks Mark allocation LO PO C/P/A level

Procedure (Ability to explain the 20 LO2 PO5

procedure to generate PM
P2 - Set
Schedule and Forecast using
Cworks Software)

Work Process (Ability to construct 20 LO2 PO5 P2 - Set

Work Flow and understanding of
PM Schedule and Forecast activity)

Outcome (Explanation of the 30 LO2 PO5 P3 – Guided

results- PM Schedule and Response
Forecast)

Outcome (Discussion) 30 LO2 PO5 P3 – Guided

Response

TOTAL 100

SPECIFIC INSTRUCTION

1. Answer in ENGLISH.
2. Must include a list of references.
3. Submit your assignment ONCE only in a SINGLE file.
4. Submit your assignment ONLINE (Ulearn).
5. Submission date: as per Ulearn submission
6. This lab report/activity accounts for 5% of the total marks for the course.
APPENDIX 1
 LAB 3
FAKULTI TEKNOLOGI KEJURUTERAAN
MEKANIKAL DAN PEMBUATAN
UNIVERSITI TEKNIKAL MALAYSIA MELAKA
BMMM 3523 MAINTENANCE TECHNOLOGY & ASSET MANAGEMENT

LAB REPORT 3

PREVENTIVE MAINTENANCE WORK ORDER

INSTRUCTOR’S NAME TS. AZRIN BIN AHMAD

STUDENT’S NAME MATRIX NO:

S1.
S2.
S3.

ASSESSEMENT RUBRICS
MARK GIVEN MARKS
ASSESSMENT TASK/ITEMS
ALLOCATION S1 S2
1. Procedure (Ability to explain the 20
procedure to generate PM Schedule
using Cworks Software)
2. Work Process (Ability to construct Work 20
Flow and understanding of PM Schedule
activity)
3. Outcome (Explanation of the results- PM 30
Schedule)
4. Outcome (Discussion) 30

TOTAL MARKS 100

Approved By: ………………………………………………..…..

(Instructor’s Signature & Stamp)

Date: …………………………………………….........
PROCEDURE – a procedure with print screen pictures on how to generate a PM Schedule and
Forecast task with the correct information assigned.
WORK PROCESS – Construct Work Flow and understanding of PM Schedule and Forecast activity
OUTCOME (Explanation of the results- PM Schedule, PM Forecast, PM Work Order and other
requirements)
OUTCOME (DISCUSSION)
i. Why PM Schedule task is very important for maintenance organization. Explain.

CONCLUSION

Conclude your findings from this lab based on the importance of the information required in the PM
Schedule.