Planned Maintenance online

© 2012 Planned Maintenance online; Webdesign by Bay Software Solutions Limited

pm-online(R) is a web based database that serves up dynamic active server pages to clients that have log in credentials to gain access to the data stored in its tables. The access level granted to the user depends upon what view they get of the web-page.

An Administrator sets up the user levels and the records for the tables. This includes logins and passwords for the Subcontractor and Customer views of the database.

The systems to be tested are grouped into categories that comply with certain NZ building standards. The systems are serviced at set frequencies, and have to pass a series of system specific tests to comply with the NZ standard they are covered under.

The administrator keys the systems found on the Client site into the database, the frequency they are to be serviced and the tests that are going to be done on that piece of equipment. They then email out the service contract for Tender to interested and qualified contractors that are not covered by HBPM themselves e.g. Fire Protection. The Tender is then converted into a Contract, and the successful Subcontractor(s) then get assigned to parts or all of that contract and a date is set for the commencement of the servicing. At this point logins for the Contractor and Customer are set up. The Contractor is then able to log in to the site and see what systems and tests they are to perform, and at which Client site. The Customer can see which Contractor is assigned to do the tests, the frequency they will be tested at and what will be tested.

The tests that are part of the service contract for that period are then downloaded onto a PDA. On site, the Contractor verifies the system’s id from reading its barcode and this then displays the tests to be done on that system. The results and any Remedial Actions to be taken are then recorded on the PDA. This is repeated for all systems on the site. At any time the tests can be uploaded back to the server, which updates the files and then sets the next scheduled test on that system based on its test frequency.

The customer can then log in and see the results of the test performed and the whole history of that system. Including:-

  •  All failed tests are summarised in the clients file.
  • When a failure occurs an automatic notification is sent to the clients representative (wherever in the world, as pre-advised by client) advising of this and that the details are in the clients file.
  • If the cost to repair is under the agreed limit then the fault would have been fixed and shown  on the notification screen.
  • If a price is required to be sent then advice of “price following” will be shown.
  • When the price for repairs has been prepared then an automated email will be sent to the client representative advising that the price is in the file.
  • Client approves through the web and this info automatically goes for approval.

The uniqueness of the system is that it is totally paperless and the information is secure and is available 24/7 over the web from any PC with an internet connection. Tests cannot be performed on the wrong piece of equipment because each system is identified with a unique barcode. Tests cannot be sent incomplete or incorrect as the test cannot be submitted until it is complete and answered correctly. Tests cannot be performed twice as once they have been tested in that period – they cannot be downloaded again until their next test frequency is due. If the test has been downloaded to another device, it cannot be re-downloaded until the test is cancelled from the device that downloaded it. Test schedules are generated automatically so it is not dependent upon someone collating and assigning tests to contractors.

The base concepts are shown in the simple diagram below:-