Maintenance Tasking

What's Covered? ShowHide

OVERVIEW

ServMan supports task lists by system types, on manually created work orders, PM orders generated through the Contract Management (PM01) module and those generated through the Maintenance Tasking module.  The Contract Management (PM01) module is designed for use with residential maintenance agreements only.  Commercial PM Agreements are best setup using Maintenance Tasking.  This section will cover the configuration and work flow to use the Maintenance Tasking module.

ServMan's Maintenance Tasking module is a powerful tool that allows you to quickly take control of your commercial maintenance task management, scheduling and invoicing requirements.  The module allows you to create a library of tasks to be performed, complete with inventory and skill set requirements, group your tasks and then create lists specific to your particular service plans and schedules.   The steps in working with the tasking module are as follows:

            First you must create a library of tasks to be performed.  With each task you will assign inventory and skill set requirements.  You will then tell ServMan in which months each task would normally be performed. 

            Next, you will organize your tasks into Groups.   This will simplify your ability to build list of many tasks. 

            The final step is to create your list of groups of tasks that will be performed on a specific system, unit, or piece of equipment.

            After you have created your lists, you can create Maintenance Agreements where you give ServMan a beginning and ending date, contract pricing, equipment to be covered and the specific task list that should be used for each unit covered.

            Once set up, you simply generate your maintenance orders monthly.  Each order will list the tasks to be performed during that visit.  You can then use ServMan's scheduling and work order management capabilities to manage the maintenance order as you would any other order in the system.

Setup

Maintenance Tasking setup is accessed through the Maintenance Tasking Navigator.

STEP 1 - Identify all task codes and lists, by system type, that you will need to service the systems 

• Task codes must be created before you enter Task Groups or Task Lists
• The same task code can be used in multiple lists/groups

STEP 2 - Enter the individual Task Codes

• Create a task ID and enter the description on the Task Code tab
• Assign a skill level for this task, if desired
• Enter the estimated time to accomplish this task, if desired

• Check one month per season to do this task in rather than all months

• • For example, if you choose to generate Spring tasking orders in April then only select April for the Spring tasks
  • You may override this month by each list, meaning the month chosen for the List takes precedence over the month chosen on the task code
  • NOTE: The PM module does not use the months on this screen.  For example: if you say for a task list, perform these 10 tasks but you only want 7 done in the winter and 10 done in the Spring, all 10 tasks will still generate on the PM Orders for both spring and winter. 

• On the Items tab specify all items used to perform the task 
• • You may enter a generic item number on this screen such as FILTER to tell ServMan to look for the specific filter item number entered on the client’s system record  
  • The replacement item number is entered on the Maintenance Tasking tab of the system’s setup screen (shown below)
  • ServMan will then use the system specific item number rather than the generic one when generating the work order

• If this task requires additional information to be entered by the tech, set those requirements on the Enhanced Tasking tab
• Use the drop downs on this tab to select the appropriate information desired

STEP 3 - Enter the Task Group and description of each group to associate the task codes to.  

• Create Task Groups for simplified management and placement on list

STEP 4 - Enter the Task List ID and description of each list to associate the task codes to.  

• Create Task List that can be linked to equipment

• Add each required task to the list - use the Move Up and Move Down buttons to arrange the tasks in the order you want them done

• ServMan supports an unlimited number of tasks

STEP 5 -Create a job record for the agreement. 

• Make sure that the Job Group is a job group with the “Is a PM” box UNCHECKED 

• Make sure that the expiration date of the agreement is correct

• Click on the Systems Covered tab and ensure that all of the client’s systems that are covered under the PM agreement are listed.

• When you "Attach" a system to the job be sure to select the proper Task List for the proper system ID

Generate Maintenance Tasking Orders

Maintenance Tasking orders are generated by going to Modules, Maintenance Tasking, Generate Orders.  Below are some pointers on the order generation process:

1.       The month of the Order Date and the For Month must be the same

2.    If you generate orders for the same month twice ServMan will NOT regenerate orders for the same job

3.       Only orders for unexpired jobs will be generated

Maintenance Tasking orders will appear on the same SmartView and section of the schedule board’s unscheduled order list as other generated PM01 visit orders.