The Activator, Preventative Maintenance Asset Using Tab, and Preventative Maintenance Tab in the Asset Register are all affected by an Asset's Readings, and the Asset's Last Done Date Time within a Preventative Maintenance.
Once a Preventative Maintenance is set up, it is important to ensure that Last Done Date Times are set, and that multiple readings are present for Usage Based Frequencies. If these are not set correctly, then it is possible that Work Orders will not be generated.
To assist with this, further explanation can be found within this article, along with troubleshooting assistance for some unique cases.
Asset Readings
Assets using Usage Based Frequency Types will require at least two different readings recorded against them. Readings are used to determine the Asset’s Average Usage, which is used in calculations to determine when a PM Policy is raised as a Work Order through the activator. This does not apply to Usage Based Asset Readings that have a Manual Average set, as the Manual Average bypasses the Automatic Average.
To observe an Asset’s readings, navigate to the Readings Module from the MEX Main Menu. The list on the left shows Asset's and their reading types, while the list on the right displays the individual readings. Readings can be added to an asset using the Single button. This listing can also be used to determine any discrepancies with previous readings entered that may cause the Automatic Average to be extremely low, high, or even negative.
Last Done Date Time
The Last Done Date Time is used by the Activator to generate Work Orders from Preventative Maintenance Policies. These are set individually for each Asset within a Preventative Maintenance and can be viewed from the Asset Using tab from a PM’s Details.
It is important to note that a Last Done Date Time must be entered for a Work Order to generate, along with a Last Done Reading if relevant.
If a PM isn’t generating Work Orders when it is expected to, this is a good starting place to check. The Last Done Date may be set distantly in the future meaning that it will not generate for a long time.
Issues can also arise if the Last Done Date Time is set a long time in the past, particularly if a Preventative Maintenance is of a Fixed type. This will cause Work Orders to generate retroactively when the Activator is run.
On rare occasions, the Asset Using tab within a Preventative Maintenance can appear empty due to the Last Done Date Time being set to a date that the MEX view cannot display. In these cases, the date can be changed via the backend - If you are hosted with MEX, it is possible to contact support to assist with this query. Once this is done, the Asset Using tab will display and allow a user to set the Last Done Date Time reasonably.
Finding Problematic Data
MEX Support has created the below Quick Search that can be added to your site to find problematic data. Copy and Paste this Code into the Query Box of a new Quick Search.
SELECT AssetNumber,
FrequencyTypeName,
PreventativeMaintenanceNumber,
CONCAT_WS(', ',
IIF(LastDoneDateTime NOT BETWEEN DATEADD(YEAR, -80, GETDATE()) AND DATEADD(YEAR, 80, GETDATE())
AND LastDoneDateTime IS NOT NULL,
'LastDoneDate out of range: ' + FORMAT(LastDoneDateTime, 'dd/MM/yyyy'),
NULL),
IIF(1 > TRY_CAST(AutomaticAverageUsage AS NUMERIC(18,7)) AND 1>ManualAverageUsage ,
'Automatic Average issue: ' + AutomaticAverageUsage,
NULL)) Error
FROM Asset
INNER JOIN PreventativeMaintenanceAsset ON PreventativeMaintenanceAsset.AssetID = Asset.AssetID
INNER JOIN PreventativeMaintenance ON PreventativeMaintenance.PreventativeMaintenanceID = PreventativeMaintenanceAsset.PreventativeMaintenanceID
INNER JOIN AssetReading ON AssetReading.AssetID = Asset.AssetID AND AssetReading.FrequencyTypeID = PreventativeMaintenance.FrequencyTypeID
INNER JOIN FrequencyType ON FrequencyType.FrequencyTypeID = AssetReading.FrequencyTypeID
WHERE (LastDoneDateTime NOT BETWEEN DATEADD(YEAR, -80, GETDATE()) AND DATEADD(YEAR, 80, GETDATE())
OR (1 > TRY_CAST(AutomaticAverageUsage AS NUMERIC(18,7)) AND 1 > ManualAverageUsage))
AND ConditionCodeName = 'Usage Based'Once pasted, it may look like so:
Once the Quick Search has been run, it will display the Asset Number, Frequency Type, affected Preventative Maintenances, and the Error or Errors.