Creating a new PM

Preventive Maintenance (PM) refers to the regular and routine maintenance of equipment and assets. You create a PM to ensure asset longevity, operational efficiency, safety and regulatory compliance, reduced downtime, cost savings, and guest satisfaction.

From the main menu on the left side of the screen, select the Maintenance ( ) option. The Work Order Console appears.
Do one of the following:

From the Maintenance menu, select Preventive Maintenance () > New PM.
The New PM screen appears.
or

From the Maintenance menu, select Preventive Maintenance () > PM Console.
The PM Console appears.
In the lower-right corner of the screen, select New PM ( ).
The New PM screen appears.

For more information, see New PM screen.

Select one of the WO Generation options: Balanced or Manual.
More information:
- Balanced—The software automatically generates work order based on predefined schedules or intervals, distributing the workload evenly over time. This mode is useful for tasks that require regular maintenance at consistent intervals, such as monthly inspections, and ensures that tasks are spaced out to prevent overloading maintenance staff.
- Manual—You have the flexibility to manually generate work order for PM tasks as needed. This mode allows you to create work order on an ad-hoc basis, which can be useful for tasks that do not follow a strict schedule or require more flexibility in planning.
The choice between these two options depends on the nature of the PM tasks and how they fit into the maintenance strategy of the organization. Balanced is suitable for tasks with regular, predictable schedules, while Manual provides greater control when scheduling is more variable or responsive to specific circumstances.
From the Property ( ) drop-down list, select the property on which the new PM will be completed.

Note: This field appears only if you access to multiple properties.
In the PM Name ( ) field, enter a name or title of the PM.

Tip: The name appears in the calendar and in the PM Console. For this reason, Unifocus recommends creating a name that clearly explains the frequency and task to make the schedule easily identifiable. For example, you might name a PM “Quarterly AC Filter check” if you want filters on the air conditioner to be replaced once per quarter.
(Optional) From the Asset Category () drop-down list, select the category for which to view assets in the selected locations.

Tip: A PM is based on an asset(s), not on the location or asset category. When configuring your PM, the Location and Asset Category are optional fields. However, including this information can assist with filtering the assets that you included in the PM. If you do not select an asset category or location, you will see all assets for your organization.
(Optional) From the Location () drop-down list, select the physical locations where assets will be applied.
From the Asset () drop-down list, select the asset(s) to be associated with the PM.
You can associate multiple assets with the PM. Assets can belong to multiple categories. Because the PM creates a WO for each associated asset, selecting five assets, for example, results in five WOs based on the configured schedule.
From the Technician () drop-down list, select the technical who will be responsible for completing the PM.
From the Department () drop-down list, select the department to be associated with the PM.
From the Skills () drop-down list, select the skill required to perform the PM.
From the Checklist () drop-down list, select the one or multiple checklists to associate with the PM.
From the PM Type () drop-down, select type of PM that is being created.
In the Email () field, enter an email address for sending notifications about completed PM work orders.
Add a schedule to the PM:
1. Select Add Schedule ().
  The Schedule dialog box appears.
2. Select a Schedule Type. You can choose either Pattern or Gap.
  - Pattern—A pattern schedule triggers a work order based on a fixed date and time, such as first day of the month. Pattern means a standard frequency like monthly, quarterly, bi-annually, specific dates, or specific days of the week. Consecutive work orders are triggered based on pattern and not based on the completion date of the previous work order. For example, if the pattern is Monthly with date of 5th, then work orders will be triggered on the 5th day of every month.
  - Gap—Gap allows for work orders to be generated x days after the completion of the previous work order. Therefore, if a Gap is 45 days, then consecutive work orders will be generated 45 days after completion of the previous one. This also means if the previous work order was delayed on completion, the next preventive maintenance schedule will be generated x days after its completion.
3. In the Schedule Start fields, select the start date and time of the PM, if the PM has to be executed at a particular time.
4. In the Schedule End section, do one of the following:
  - In the End Date field, select the end date and time of the PM.
    or
  - If the schedule will continue indefinitely, select Never.
5. In the No. of WOs in a Day field, enter the expected number of work orders in a day.
  The software creates work orders based on the entered number.
6. In the WO Duration fields, enter the expected duration of the work order.
7. In the Pattern fields, use the first option to enter PM frequency and the second option to specify whether it must be performed on specific days or dates.
8. In the Variance field, specify the number of days by which the PM can be delayed without affecting its compliance or raising a delay flag.
If necessary, in the Remarks () field, enter addition comments about the PM.
To require that an image be uploaded when closing the PM, select Closing Image Mandatory.
Select Submit.