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1.8 Installation – Maintenance Background Data | RSC Knowledge Base
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1.8 Installation – Maintenance Background Data

Maintenance Implementation

Prepared for: Nevro

Prepared by: Robert Stephen Consulting, LLC


Maintenance Implementation 1

Contents 1

Introduction 2

Background Information 3

Equipment 3

Equipment Standards 3

Equipment 3

Equipment Parts by Equipment 5

Labor Information 6

Craftspersons 6

Parts Inventory Information 7

Vendors 7

Parts Inventory 7

Preventive Maintenance 10

Preventing Maintenance Procedures 10

Procedure 10

Preventive Maintenance Steps and Schedule 11

Procedure 11




This report is intended to assist Nevro and RSC during the implementation process of the Maintenance, Preventive Maintenance, and Equipment modules by providing recommendations and guidance for populating the Maintenance, Preventive Maintenance, and Equipment data. Nevro should provide as much direction as possible and deliver existing standards to RSC for incorporation. RSC’s recommendations are based on previous successes and best practices. The recommendations may be altered to best fit the needs of Nevro. A sign-off of these recommendations will be required to provide the best possible standard to adhere to.

Background Information

Background information is required to provide a smooth implementation of a IWMS system. This information is the backbone of good reporting and if researched and implemented correctly can provide years, if not decades, of useful Facilities information. Understanding the desired reports and information necessary to accomplish your facilities goals is the basis for solid decisions surrounding the population of background information.

The following is an outline of some of the recommendations for Nevro.They are broken into seven categories; 1) Equipment Information; 2) Labor Information; 3) Parts Inventory Information; 4) Tools Information; 5) Work Classifications; 6) Work; 7) Preventive Maintenance. While other modules have background information required for successful use they will not be discussed here. The purpose of this document is for the basis for all modules. Each sub project, such as the Space module and the Lease Module will be discussed separately.


Equipment information is not required for all IWMS modules. When equipment information is used, most of the information is populated in the Space module; however, a fair amount of the granulated data is located in the Equipment module. Each of the following breakdowns is located in one or the other. The understanding of the location of this information within IWMS will become apparent during the use of the modules and will not be indicated in this report.

Equipment Standards


The Equipment Standards table defines the types of equipment in your buildings and validates the Equipment Standard field found in the Equipment table in ARCHIBUS. The Equipment Standard field is the primary key and must be completed. It is convenient to identify equipment standards with a descriptive character string as shown in the RSC Recommendations table below. RSC recommends the length of the equipment standard be limited to three to four characters for simplicity.

RSC Recommendations:


3 Descriptors –

3 Manufacturer –

3 Unique Model / Other

Optional additional 3-character prefix for the team who manages the equipment, for example SEC- for security equipment.

Equipment Standard

Equipment Description


Air Conditioning Unit – Trane – Model 250


Air Handling Unit – General Electric – Model 120


Air Compressor – Arco – model 1000


Battery – APC – Model 280



The Equipment Code table holds information about the equipment in your facilities and is also used by the Furniture & Equipment Module. You can document your equipment alphanumerically by completing this table or document your equipment graphically and alphanumerically by using the Insert Equipment task to generate equipment asset symbols.

The following are significant fields for the Building Operations domain. For information on other fields of the Equipment table, see Equipment Table (all fields documented).



Equipment Code

The primary key field, which must be completed.

Equipment Std.

The type of equipment. Validated by the Equipment Standards table.



The location of the equipment. Complete the Building Code, Floor Code, and Room Code fields manually. If you have developed equipment asset symbols located in rooms, you can infer this data from the drawing.


The organization using the equipment. Complete manually, or infer this data from the drawing.


Several fields record usage, which is important for tracking warranty expiration and for determining upcoming preventive maintenance. Use the Meter Units field to designate how usage is measured. For example, over-the-road vehicles use mileage meters; generators use hour meters. If your equipment includes monitoring sensors, use the Operating Limit fields to record the boundary conditions for the parameter being monitored. If the equipment needs the control of energy during maintenance, record when the equipment is locked out in the Locked Out? and Tagged Out? fields.

Avg. Meter Usage

Complete this field with the average use per day so that the program’s scheduling routine can determine upcoming preventive maintenance according to meter-based scheduling.

Date of Last Meter Reading/Last Meter Reading

Manually complete these fields with the same values you enter for the corresponding fields of the Work Requests table.

# of Normal Operating Hrs/Day

If you do not want to use the Equipment Schedules table to document the use of equipment, record equipment use in this field. This field is handy for recording use of non-production equipment and production equipment that runs the same number of hours each day and runs every day.

Equipment Status

This list field provides several values for documenting how an equipment item is currently being used–is it in storage, being repaired, salvaged, or in use?


You should complete the Cost to Replace, Purchase Price, and Date of Purchase fields. If you have the F&E domain, you can use this data to calculate the equipment’s depreciated value.

Subcomponent of

If the equipment item is a component of a larger equipment item, enter the top-level equipment item in this field. Top level equipment assemblies should reference their own equipment code in this field. The Equipment Bill of Materials report uses this information to document subcomponent assemblies of equipment items.

Life Expectancy

Enter the life expectancy in years.


The graphic fields Spec Sheet Graphic, Wiring Diagram Graphic, Equipment Assembly Graphic, and Lubrication Points Graphic can store graphic files about the equipment.

RSC Recommendations:


3 Descriptors –

3 Manufacturer –

3 Unique number









Equipment Parts by Equipment


This task associates parts with equipment. You should first use the Parts Inventory table (accessed through the Parts Inventory Information task set of the Manage Background Data activity) to complete part information. Next, use this table to associate parts with equipment. Tracking parts is useful for recording parts that are frequently replaced, such as belts and filters, and using the system to automatically debit from inventory parts used in work orders.

To complete this task, select an equipment item and then specify the parts that belong to this piece of equipment by completing the Equipment Parts table. In the Part Code field, use the Select Values command to access values from the Parts Inventory table. If the equipment item uses multiple instances of this part, document this in the Quantity in this Equipment field.

Complete the Avg. Part Life field so that the program can calculate a value for the Avg. Part Usage/Year field.

Labor Information

Labor Information tables are used to document your organizations labor resources.



The Craftspersons Code table holds information about craftspersons. Craftsperson Code is a primary key field and must be completed. The Trade field, validated by the Trades table, documents the craftsperson’s trade. Completing rate information is important for calculating maintenance costs. Include both in-house labor and outside contractors in the Craftspersons table and differentiate these workers by completing the In-house/Contractor field.

RSC Recommendations:




Bob Stephen

Parts Inventory Information

Parts Inventory Information tables are sued to define replaceable components and other materials consumed during work.

Parts Inventory


With the domain’s features for reserving parts for on demand and PM work requests and debiting the inventory of consumed parts, you can maintain an accurate electronic inventory of your parts and avoid part shortages.

The Parts Inventory table documents the parts and materials used in maintaining your building. The table contains several fields for storage and ordering information, as well as tracking quantities.

If a part is used on an equipment item, use the Equipment Parts by Equipment task to associate the part with the equipment piece. For example, you can associate replacement filters and belts with a particular air handler.

Significant fields of the Parts Inventory table are:



Part Code

The primary key field; defines the materials used for work.

Part Description /Classification/Model Number/Stock Number

Complete these fields to document the part.

Unit of Issue/Order

The units by which you order and track the part. Enter values such as: each, dozen, pound.

Ratio Order/Issue

If you order parts in one unit and track the part in another unit, use this field to document the ratio. For example, if you order ceiling titles in cartons of 24 and track individual ceiling tiles, you would complete Unit of Issue with “Each”, Unit of Order with “Carton”, and Ratio Order/Issue with 1/24.

Storage fields

Use these fields to document where you store parts, so that craftspersons can easily find them when executing work.

Acct. Prop.

Type Defines the method used by your Accounting department to depreciate each part.

Quan. on Reserve

The number of parts reserved for a work request. The Check and Reserve Parts and the Generate Location/Equipment PM Work Orders actions increment this value as you reserve parts for work requests. Since parts need not be reserved once the work is executed, the Close Out Work Order/Update Work Order Calculations actions debit this field by the quantity of parts used on the completed work requests.

Quantity Available

Complete this field with the quantity you are starting with. This is updated when you reserve parts for a work request as well as when you run the Close Out Work Order/Update Work Order Calculations actions, which record the parts you consumed in executing work. The Adjust Inventory action (of the Manage Equipment and Resources activity class) also updates this field.

Quan. Understock

The Calculate Inventory Usage action calculates this as the difference between the Minimum to Store and the Quantity Available.

Quantity on Order

Complete this field with the quantity of parts you have ordered but not yet received. When you do not have enough parts for a work request, you can check this field to see if any are on order or if you need to order them.

Minimum to Store


Complete this field with the quantity you like to keep on hand. You can determine this from the average parts usage over time and the lead time required to receive new parts. The program uses this value to determine the Quantity Understocked value.

Date of Last Use

The Calculate Inventory Usage action completes this field by checking the last closed work request or the last performed inventory transaction, and determining the date that the part was last used.

Last Purch. Quan.

When you purchase parts, complete this field with the quantity purchased. Use this field to track your typical purchase quantity.

Number of Vendor

The number of vendors from whom you can purchase the part. The system completes this field when you run the Calculate Inventory Usage action.

Unit Cost – Set by User/Average/Last Purchase

The Unit Cost – Average and Unit Cost – Last Purchase fields are updated automatically by the Adjust Inventory action. You can use these values to determine a value for Unit Cost – Set by User, which the program uses to calculate part costs.

Physical Count Quantity/Date of Last Count

Use these fields to record the date of your last physical inventory and the quantity of parts you found when physically inventorying your parts. You can complete these manually, or use the Survey Physical Inventory action to update these fields. Reports use these field to compare the electronic and physical quantity.

Parts Usage fields

The Calculate Inventory Usage action determines values for Year-to-Date Parts Usage, Calc. Parts Usage/Week, and Calc. Parts Usage/Year.

Inventory Value

The Calculate Inventory Usage action calculates this by multiplying Quantity on Hand by Unit Cost – Set by User.

Activity Based Cost

The Inventory Analysis reports calculate Activity Based Cost by summing the total cost of disbursements and returns for each part (from the Inventory Transactions table), as well as work request parts usage for the specified date range. This gives you an indication of the total parts used in a specified time period.

RSC Recommendations:


3 parent type –

3 type –

3 size

Part Code

Part Description


Belt fan – type 36 – .5 inch


Belt fan – type 42 – .5 inch


Flood Bulb 150W

Preventive Maintenance

Preventing Maintenance Procedures


Preventive maintenance (PM) work requires that you first define the periodic work required for maintaining your facility, such as safety inspections, filter changes, equipment cleaning, lubrications, carpet cleaning, and window washing. These jobs can be performed weekly, monthly, annually, or at any interval that you choose.

Once you define this work and the interval at which it must be executed, you specify a time frame and the system determines all work due during this time frame. The system then generates a work request for each job and generates work orders to house the generated work requests.

Once the system generates PM work orders, you work with them in the same manner that you work with on demand work orders; that is, executing the work, updating the details about the job, and closing out the work order.


  1. Use the Schedule Preventive Maintenance activity to define your preventive maintenance work by defining PM procedures and steps, their required resources, and schedules (the intervals at which you should execute these procedures on areas and equipment).

Defining a facility’s preventive maintenance requirements and how and when PM should be executed requires analysis of the facility’s operation, available resources, safety requirements, and service contract obligations. Maintenance managers and others deeply involved in the building’s operation typically work with this activity.

  1. (Optional) At periodic intervals, determine the upcoming maintenance work and required resources by running the reports of the Forecast Work and Resources activity.

A maintenance manager might run these reports at the beginning of every week or month to determine that period’s maintenance work.

  1. At periodic intervals, determine the upcoming maintenance work and automatically generate work orders for executing this work by working with the Generate PM Work Orders activity.

With this activity, you generate work requests — complete with required parts, labor, and tools — based on the preventive maintenance requirements you defined in step 1. The activity also generates work orders to house the generated work requests.

RSC Recommendations:




1 TYPE (Inspection, Maintenance, Survey)



PMP Code

PMP Description


One month chemical fire extinguisher inspection (Manufacturer = Amerex)


One month water fire extinguisher inspection (Manufacturer = Amerex)


Three month air handling unit inspection (Manufacturer = ASPEN)


Preventive Maintenance Steps and Schedule

With this activity, you define the preventive maintenance (PM) work that your facility requires. This involves first outlining general procedures that can be executed for a series of maintenance tasks, such as a general procedure for changing an air filter that can be executed on different equipment items. You then assign these procedures to equipment (equipment PM) and rooms (location PM) and define a scheduling pattern for executing the procedure.

When you run the reports of the Forecast Work and Resources activity, or generate PM work orders, the system uses the defined scheduling pattern to determine the work that should be executed on each date.


  1. Define your general procedures and required steps by running either of these tasks:
  2. PM Procedures and Steps table task
  3. Create Procedures and Steps action
  4. Define the trades, tool types, and parts required for executing these general procedures by running the Create Procedures and Steps action.
  5. (Optional) You may wish to group together similar PM procedures on the same work order. If so, develop grouping categories with the PM Schedule Groupings table task.
  6. Run these actions to define schedule patterns that the system can use to determine upcoming work for servicing equipment and maintaining areas
    1. Create Equipment PM Schedules
    2. Create Location PM Schedules
  7. If you do not want the system to generate schedule dates, manually create schedule dates using the PM Schedule Dates by PM Schedule task.
  8. Run the Scheduling Preventive Maintenance reports to review the information for scheduling PM work.
  9. While working with this activity, you may want to examine the PM Schedules table, organized by equipment or location. If so, use the Equipment PM Schedules and Location PM Schedules table tasks.

RSC Recommendations:


PM Procedure Code

PM Step

PMP Step Code


Make note in ALC binder log book for any changes made

Log off ALCMaterials required: Comments: Make any and all immediate general repair work on site. Generate work request for work more involved or needs supplemental support. Note any work completed and areas of concern supervisor may need to be made aware of.

Scheduled Date:

Completion Date:

Charged hours:



Annual inspection performed by MMT



Quarterly Inspection performed by Sub-Contractor (ACCO)





These recommendations were developed to provide a basis for the Maintenance, Preventive Maintenance, and Equipment modules. The suggestions are developed from best practices and RSC experience. Careful study and understanding is required to discover the fit to Nevro and their needs. They should be reviewed and modified as required to meet the needs of Nevro. RSC is prepared to implement the IWMS system upon review and signoff of these recommended standards.

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