Maintenance Management System User Manuals

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DesignIcon.jpg Designer: Ramiro Vergara ,Fabian Aguilar, Julio Farias.
Develop.png Developer: [Ramiro Vergara, Fabian Aguilar, Julio Farias].
Sponsor smily.png Sponsor: Transportes Geminis, Chile; OFB Consulting; Sysnova.


This ADempiere business process supports both Preventive and Corrective Maintenance. It was developed with integration of current ADempiere objects in mind. Equipment maintenance is required for mobile equipment (e.g. buses, trucks, etc.) and fixed plant equipment (e.g. conveyor belts, crushers, etc.). Mobile equipment maintenance is a much more complex business process than fixed plant maintenance due to the rather randomly operational environment where maintenance occurs, fixed plant maintenance requirements is mostly considered a subset of mobile equipment maintenance requirements. This development was designed to cover mobile equipment maintenance and, hence, supports most fixed plant maintenance requirements.

Information on this user manual can be complemented by a set of Videos available at the SVN repository for the community perusal

Assets Groups

Assets groups is used by the ADempiere maintenance business process as a way to categorize groups of equipments (e.g. Off Road Truck, Conveyor Belts Model B300, etc.). The asset group is used when some information defined for maintenance is applicable to a set of equipments contained in one Asset Group, so there is no need to define it for each equipment.


Meters are used to measure equipment life. This life and the average of daily usage are used for the set up of the different maintenance plans. Meters are created in the Asset Meter tab of the Asset window. Given that a meter can be changed at some point of the equipment life, the meter is automatically prefixed with the asset(equipment) number where the meter is installed and the identification is complemented with a serial number entered by the user.


When completing the creation of a meter, the user has to select a meter type (kilometers, tons, hours) and the maximum allowable reading per day, this value helps filtering out data entry errors in equipment usage.

Meter Log

There are 2 windows where daily readings can be entered for an asset.

The first method is via the ADempiere asset window, the reading can be entered by selecting the "Meter Log" tab and then entering the meter type, the day of the reading and the reading value. The reading value is the accumulated life value as shown by the physical meter. If the value is lower than a previous reading or the value is higher than the daily usage entered when creating the meter, a warning prompt will be displayed.


The second method for entering a reading is using a "Meter Log" window as shown below. This window is the preferred method when entering a set of daily readings for all the equipments in the company so you can skip a step of selecting an asset in order to enter the reading.


Standard Jobs

Maintenance planning is the action of defining all the maintenance tasks required by a piece of equipment, how often these tasks are required and what resources are needed in order to complete the tasks.

A standard job (SJ) is the entity where all the maintenance planning is completed.

The Standard Job window in ADempiere has 3 tabs, namely, header, tasks and resources. As in all the other standard forms in ADempiere, this means that a single SJ can have unlimited multiple tasks and each task can have unlimited multiple resources.

SJ 1.jpg

In the header tab, the user can entered if the SJ is defined for a single equipment or for a group of equipments (Asset Group). Definition of a maintenance area can also be entered. A read only field with summary costs of this SJ is displayed. Calculation of these costs depends on the information entered in the resources tab.

The maintenance tasks are the steps that are required to be completed for the SJ to be executed. User needs to describe the task and the related duration in this tab.

SJ 2.jpg

In the resources tab, user can select the type of resource (spare part, BOM, maintainer, etc.), resource (type of maintainer to complete the task), a specific BOM to be used, a product (a single spare part), the quantity of the resource required and the estimated cost of the resource. Some of the above fields are dynamically displayed depending on the type of resource selected.

SJ 3.jpg

Preventive Maintenance (PM)

This window is used to create the different plans for Preventive Maintenance for your company equipments.


A PM can be completed either by filling up the different field in the task and resources tabs or by nominating a Standard Job (SJ) to be used as a template for this PM creation. In the later case, all the information from the nominated SJ will be automatically filled in the corresponding fields.

Each PM has a unique identifier (document number), and as seen in the header window can be created for a single equipment or a group of equipments (Asset Group).

The field "ischild" must be ticked if the PM is part of a nested maintenance plan. Nested maintenance are a set set of PM that are related by the interval of equipment (each member of a nested family of PM occurs in a integer number of times a the interval of a lower interval family member PM). A close example of a nested PM is when a PM for a car is perfomed each 10.000 kms but the 20.000 kms event is equal to a 10.000 plus some aditional tasks, performing the 20.000 resets the interval of both the 10.000 and the 20.000 events (because in essence you performed both at 20.000 kms)

In the header tab of the PM window, all the information required for scheduling this PM events are set up in the "Scheduling subsection", in that section the following important fields have to be filled:

- Scheduling Type, typically meter or calendar

- PM Meter, Meter to be used to measure the interval between maintenance events

- Interval, interval between two PM of the same type

- Range, This is an offset value in the interval, if the forecast calculates that on a certain date the equipment will have met the interval within (+/-) this range, it will schedule the PM



The tasks and Resources tabs of the PM window are a mimic of the SJ Tasks and Resources tabs.

PM Prognosis (forecast)

The PM prognosis is an ADempiere process that forecasts all PM events for a certain number of periods (weeks) in the future. In order to forecast these PM events, the process takes into account the following:

- equipment life when last PM of the same type was performed

- Interval of each PM for all equipments

- Range

- Average daily usage (measured based on the last 30 days meter readings)


User enters the number of periods are required to forecast and the process generates a forecast of all the PM events that fall into those periods. In order to see those forecast events, they can be displayed using the PM Scheduler.

PM Scheduler

As explained above the PM window is the form where all the maintenance planning is performed. In order to schedule (determine when and who is going to perform it and secure other resources), the PM Scheduler is used.

In this window the user can easily select the different PM events and fine tune when the event should be done. Once this is done, the window allows to select PM events by various criteria and bulk generate Work orders. When generating the work order all the planning information contained in the related standard job will be filled in the Tasks and Resources tabs of the different WO's.

ViewPrognosis generateOT.jpg

At this point the planner will normally enter into each work order information to further fine tune the scheduling information (e.g. assign specific mechanics to the job or a maintenance bay for the WO to be Performed).

When the PM Event is performed, this is documented in the Work order by entering the relevant information of each task. When all tasks of the WO are completed, the WO itself can be completed.

Completion of a WO that was generated by the PM Scheduler, will reset the information on when the last PM of the same type was completed as well as information on equipment usage at that time. Both pieces of information are then used the next time the prognosis process is run.

Work Order (WO) Request

WO request is the initial step of the maintenance process when a maintenance job is required and it is not part of a PM. This is in essence all type of corrective maintenance jobs.

The WO request is normally raised by equipment end users (operators) to report any malfuntion in their equipments.


The most important fields when entering the WO request are the equipment number and the description of the malfunction being reported. This will be the basis for a maintenance foreman to either approve or dissaprove a request to become a WO.

In an operational plant with many operators raising WO requests, it is quite normal that many of these are disapproved.

Request Approval

The request approval (using the view request window) is the equivalent of the PM scheduler window for corrective maintenance. This window allows a maintenance planner to select multiple requests, nominate dates for execution and standard jobs in order to generate completely planned corrective maintenance WO's. If a corrective maintenance job has no standard job created yet, the corrective WO can still be generated but has no planning information on its Tasks and Resources tabs and a planner would have to manually entered data into those fields.


Work Order (Corrective Maintenance)

A corrective Maintenance WO is exactly alike a preventive maintenance WO. They both need to be planned and scheduled so they share all the necessary fields in order to accomplish that. A field indicating the source document (Preventive Maintenance or Work Request) plus the data content categorizes the WO as either Preventive or Corrective WO.

Once again, when the corrective work is completed, a maintenance planner should enter the relevant information into each task and once all the tasks are completed, the corrective WO can be closed.

See Also

Sponsored Development: Maintenance Management System