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Maintenance

Comprehensive maintenance management for preventive, predictive, and corrective maintenance strategies.

Overview​

The Maintenance module in True Tracker helps you implement a comprehensive maintenance strategy that reduces downtime, extends equipment life, and optimizes maintenance costs through preventive and predictive maintenance programs.

Types of Maintenance​

Preventive Maintenance (PM)​

Scheduled maintenance performed to prevent equipment failures:

  • Time-based: Scheduled at regular intervals
  • Usage-based: Based on operating hours or cycles
  • Condition-based: Triggered by equipment condition

Predictive Maintenance (PdM)​

Data-driven maintenance based on equipment condition monitoring:

  • Vibration analysis
  • Temperature monitoring
  • Oil analysis
  • Performance trending

Corrective Maintenance​

Repair work performed after equipment failure:

  • Emergency repairs
  • Planned repairs
  • Breakdown maintenance

Maintenance Scheduling​

Creating Maintenance Schedules​

  1. Navigate to Maintenance

    • Go to Maintenance → Schedules
    • Click "Create New Schedule"

  2. Schedule Configuration

    • Equipment/Asset: Select equipment to maintain
    • Maintenance Type: Choose PM, PdM, or inspection
    • Frequency: Set interval (daily, weekly, monthly, etc.)
    • Duration: Estimated time required
    • Assigned Team: Select maintenance team or technician

  3. Task Details

    • Checklist Items: Define specific tasks
    • Required Tools: List necessary tools and equipment
    • Parts/Materials: Specify consumables needed
    • Safety Requirements: Document safety procedures

Schedule Types​

Fixed Interval Schedules

  • Calendar-based (every 30 days)
  • Operating hours-based (every 500 hours)
  • Production cycles-based (every 1000 units)

Floating Schedules

  • Adjust based on completion date
  • Account for delays and rescheduling
  • Maintain consistent intervals

Seasonal Schedules

  • HVAC seasonal maintenance
  • Outdoor equipment winterization
  • Summer cooling system preparation

Maintenance Planning​

Annual Maintenance Planning​

  1. Equipment Inventory Review

    • Assess all equipment and assets
    • Review manufacturer recommendations
    • Analyze historical maintenance data

  2. Resource Planning

    • Technician availability and skills
    • Budget allocation
    • Parts inventory requirements
    • Tool and equipment needs

  3. Schedule Optimization

    • Balance workload across teams
    • Coordinate with production schedules
    • Plan for seasonal variations
    • Account for equipment criticality

Weekly/Monthly Planning​

Weekly Planning Process

  1. Review upcoming scheduled maintenance
  2. Check technician availability
  3. Verify parts and materials availability
  4. Coordinate with operations for equipment access
  5. Adjust schedules as needed

Monthly Planning Review

  • Analyze completed maintenance
  • Review schedule adherence
  • Assess resource utilization
  • Plan for next month's activities

Maintenance Execution​

Work Order Generation​

Scheduled maintenance automatically generates work orders:

  • Pre-populated with task details
  • Assigned to designated technicians
  • Include required checklists and procedures
  • Link to equipment history and documentation

Mobile Maintenance​

Technicians can access maintenance tasks on mobile devices:

  • View assigned maintenance work orders
  • Complete digital checklists
  • Record time and materials used
  • Upload photos and notes
  • Update work order status

Quality Control​

Ensure maintenance quality through:

  • Supervisor review and approval
  • Photo documentation requirements
  • Completion verification checklists
  • Performance metrics tracking

Maintenance Analytics​

Key Performance Indicators (KPIs)​

Schedule Compliance

  • Percentage of maintenance completed on time
  • Average delay in maintenance completion
  • Reasons for schedule deviations

Equipment Reliability

  • Mean Time Between Failures (MTBF)
  • Mean Time To Repair (MTTR)
  • Equipment availability percentage
  • Failure rate trends

Cost Management

  • Maintenance cost per equipment
  • Labor vs. parts cost ratio
  • Preventive vs. corrective maintenance costs
  • Budget variance analysis

Resource Utilization

  • Technician productivity
  • Tool and equipment utilization
  • Parts inventory turnover
  • Maintenance backlog trends

Reporting and Dashboards​

Maintenance Dashboard

  • Real-time maintenance status
  • Overdue maintenance alerts
  • Resource utilization metrics
  • Cost tracking summaries

Standard Reports

  • Maintenance schedule compliance
  • Equipment reliability analysis
  • Cost analysis by department/equipment
  • Technician productivity reports

Custom Reports

  • Create reports for specific needs
  • Export data for external analysis
  • Schedule automated report delivery
  • Share reports with stakeholders

Maintenance Best Practices​

Preventive Maintenance Optimization​

  1. Right-size Maintenance Intervals

    • Use manufacturer recommendations as starting point
    • Adjust based on operating conditions
    • Monitor equipment condition trends
    • Balance cost vs. reliability

  2. Task Standardization

    • Develop standard operating procedures
    • Create detailed checklists
    • Ensure consistent execution
    • Train technicians on procedures

  3. Continuous Improvement

    • Analyze maintenance effectiveness
    • Identify recurring issues
    • Optimize maintenance intervals
    • Update procedures based on learnings

Inventory Management​

Spare Parts Planning

  • Identify critical spare parts
  • Maintain optimal inventory levels
  • Track parts usage patterns
  • Coordinate with procurement

Tool and Equipment Management

  • Maintain calibrated test equipment
  • Ensure tool availability
  • Track tool usage and maintenance
  • Plan for tool replacement

Integration Features​

ERP Integration​

  • Synchronize with financial systems
  • Automate purchase requisitions
  • Track maintenance costs
  • Integrate with inventory management

IoT and Sensor Integration​

  • Connect to equipment sensors
  • Monitor equipment conditions
  • Trigger maintenance based on thresholds
  • Collect performance data

Document Management​

  • Link maintenance procedures
  • Store equipment manuals
  • Maintain compliance documentation
  • Version control for procedures

Compliance and Safety​

Regulatory Compliance​

  • Track required inspections
  • Maintain compliance documentation
  • Generate audit reports
  • Ensure certification renewals

Safety Management​

  • Document safety procedures
  • Track safety incidents
  • Ensure proper training
  • Maintain safety equipment

Troubleshooting​

Common Issues​

Schedule Adherence Problems

  • Review resource allocation
  • Check for competing priorities
  • Assess schedule realism
  • Improve planning processes

Quality Issues

  • Enhance training programs
  • Improve procedure documentation
  • Increase supervision
  • Implement quality checks

Cost Overruns

  • Analyze cost drivers
  • Review maintenance strategies
  • Optimize inventory levels
  • Improve planning accuracy

Getting Started​

  1. Equipment Setup

    • Import or create equipment records
    • Define equipment hierarchies
    • Set up location structures

  2. Maintenance Program Design

    • Identify critical equipment
    • Develop maintenance strategies
    • Create maintenance schedules
    • Define procedures and checklists

  3. Team Training

    • Train maintenance technicians
    • Educate supervisors and planners
    • Establish procedures and workflows
    • Set up performance metrics

  4. Continuous Improvement

    • Monitor performance metrics
    • Gather feedback from users
    • Refine processes and procedures
    • Expand program scope

Next Steps​