Preventive Maintenance

Table of Contents
PM Plan Creation___________________________________________________________________2
PM Plan Triggers – Time Interval______________________________________________________4
PM Plan Triggers – Usage____________________________________________________________5
PM Plan Triggers – Events____________________________________________________________6
PM Plan Triggers – Multiple Triggers___________________________________________________7
PM Plan Products___________________________________________________________________8
PM Plan Actions____________________________________________________________________9
Service Request Templates___________________________________________________________10
Service Request Template Activities___________________________________________________11
Service Activity Details______________________________________________________________12
PM Plan Attachments_______________________________________________________________13
PM Plan History___________________________________________________________________14
Asset PM Actions___________________________________________________________________15
Service Requests___________________________________________________________________16
Activities for the Service Request_____________________________________________________17
Running the PM Engine_____________________________________________________________18

Table of Figures
Preventive Maintenance -> Plans__________________________________________________________________2
Preventive Maintenance -> Triggers (Time Interval)___________________________________________________4
Preventive Maintenance -> Triggers (Usage)_________________________________________________________5
Preventive Maintenance -> Triggers (Event)_________________________________________________________6
Preventive Maintenance -> Triggers (Oil Change Example)_____________________________________________7
Preventive Maintenance -> Products_______________________________________________________________8
Preventive Maintenance -> Actions________________________________________________________________9
Service Administration -> Service Request Templates -> SR Templates___________________________________10
Service Administration -> Service Request Templates -> SR Template Activities____________________________11
Siebel Assistant Administration -> Service Activity Details_____________________________________________12
Preventive Maintenance -> Attachments____________________________________________________________13
Preventive Maintenance -> History_______________________________________________________________14
Assets -> Preventive Maintenance -> History_______________________________________________________15
Service Requests -> All Service Requests___________________________________________________________16
Service Requests -> Activities____________________________________________________________________17
Server Administration -> Servers -> Server Tasks (Preventive Maintenance)_______________________________18
PM Plan Creation

Preventive Maintenance -> Plans

Preventive maintenance gives you the ability to proactively schedule service based on a defined
set of conditions. A preventive maintenance plan will usually be created for a product or group
of products, rather than for an Account. The product(s) attached to this plan will require
preventive maintenance when these conditions have been met. These conditions will be covered
on the next view.
To check products for preventive maintenance work, we can run the PM plan, a particular Asset
or an Agreement (or a combination of these). If a product needs preventive maintenance, it will
create an Action and Service Request(s) and/or Activities, depending on how it is configured (see
below).
On this view we are giving the plan a logical name so we can recognize it later. Do not check the
Active flag until all of the PM conditions have been entered and you are ready for the Plan to
become active. Once active, the Preventive Maintenance Engine will include the plan when
looking for products to maintain, and Service Requests and Activities will be created if a product
meets the conditions.
The “Min SRs” in the “last XXX days” indicates to only look at this plan if the product has at
least a minimum number of Service Requests opened in a designated time period. We will see in
the next view that we will have the ability to create a PM service call if a designated number of
SRs are open in a certain period of time. Note the difference here is that the “Min SRs” on the
Plan indicates that we will not issue a PM call unless we have at least that number of SRs in a
time period. On the next view we will see how to schedule a service when a certain number of
SRs are created.
The conditions that we will look at include the following:
 Time in service
 Product /Asset usage
 Measurement thresholds
 Events (Service Requests)
PM Plan Triggers – Time Interval

Preventive Maintenance -> Triggers (Time Interval)

In this view we set up our ‘triggers’ that determine when a PM service should be scheduled. As
mentioned on the previous page, there are several different ways to trigger service.
In this view, the PM has been based on a time interval, which is measured in days. It has been
set up to create a PM Service Request every 180 days after installation for the first year (365
days) and then every 90 days thereafter (for the life of the Asset or until the coverage is
terminated, whichever comes first).
PM Plan Triggers – Usage

Preventive Maintenance -> Triggers (Usage)

Just like the Time Interval triggers discussed above, the Usage triggers can be set up for periods
-but periods of usage rather than time. In the example above, the PM Service will be created
every 10,000 usages for the first 40,000 usages. Thereafter, every 7,500 usages until 100,000.
Finally, for the rest of the life of the product, a PM service will be created every 5,000 usages.
This type of PM could be compared to getting your car’s oil changed every 3,000 miles. In that
case, we would have one line with the values of Interval = 3,000; Valid Start = 0 and Valid End =
<blank>. This indicates that we would get our car’s oil changed every 3,000 miles for the life of
the car. In the example above, we are assuming that the older the product gets, the more often it
requires PM service to keep it up and running.

Similar to Usage is the Threshold trigger. This indicates to generate a PM whenever a threshold
is reached for a particular measurement. This could be something such as a heat gauge, oil
pressure indicator, or a warning light, for example.
PM Plan Triggers – Events

Preventive Maintenance -> Triggers (Event)

The last trigger on this view is the ‘Event Trigger’. Here we can define a threshold for a number
of Service Requests within a time period. In the example, we will generate a PM Service when
three (3) Service Requests have been entered in a 90 day period.
PM Plan Triggers – Multiple Triggers

Preventive Maintenance -> Triggers (Oil Change Example)

Note that we can include multiple triggers in a PM Plan. So, if we use the example of an oil
change for a car, we could have a time interval of every three months, a usage of every 3,000
miles, a threshold of oil pressure and a event of two (2) or more SRs within the last 90 days. All
of these could be defined on one screen, as above.
PM Plan Products

Preventive Maintenance -> Products

The Products view of PM provides a place to put which products, and assets, are covered by this
preventive maintenance plan. If the ‘All Assets’ checkbox is checked in the Products applet, then
all of the assets for that product will be part of the plan for anyone who participates in the plan.
The assets can also be individually listed so that only certain assets that a customer owns will be
included in the plan.
PM Plan Actions

Preventive Maintenance -> Actions

In the Actions view we assign the Service Request template(s) and/or Activity template(s) that
we want to create when the Preventive Maintenance is triggered. As we will see below, a
Service Request template can have Activity templates associated to it. In that case, when the
Service Request is created by the system, it will also have attached to it the Activities that are
part of that Activity template. To create only Activities, put only an Activity Template in this
view.
Service Request Templates

Service Administration -> Service Request Templates -> SR Templates

In the SR Template view we set up the Service Request templates. Note that we need to set up
the templates before we can choose them in the Preventive Maintenance Plan. Along with the
information we can see here, we can also select Activity Templates to be part of the SR Template.
These Activities will be created as part of this SR.
Service Request Template Activities

Service Administration -> Service Request Templates -> SR Template Activities

This view allows us to associate an Activity Template with a SR Template. As we will see
below, this Activity template can contain multiple Activities. These Activities will be created
and associated to the SR.
Service Activity Details

Siebel Assistant Administration -> Service Activity Details

The Service Activity Detail view is where you create the individual Activities that will be created
when the Activity template is used. As part of a ‘best practice’, these Activities can document
for the FE exactly the steps that need to be performed when servicing the product.
PM Plan Attachments

Preventive Maintenance -> Attachments

The Attachments view allows documents to be associated with the Preventive Maintenance Plan.
In the above example, two documents have been attached to the plan. These documents could be
things like Technical Specifications (which would actually probably be attached to the product)
and Maintenance manuals. These documents allow a Field Engineer to be able to get the
information that they need when they need it. The documentation can be synchronized to the
local laptop just like other data and will be available for the FE to review as necessary.
PM Plan History

Preventive Maintenance -> History

The History view shows all of the Service actions that have been created over time. In this
screen shot, we have changed the PM plan to trigger every five days for the life of the product.
The PM engine was then run through the end of the month and therefore created actions every
five days. This was done for demonstration purposes so we could see data on the screen.
Asset PM Actions

Assets -> Preventive Maintenance -> History

We can also view the Preventive Maintenance actions from the Asset. Here we see all of the
actions that were created when the PM engine was run as mentioned above.
Service Requests

Service Requests -> All Service Requests

After running the PM engine the Service Requests were also created, as seen above. Note that
the Commit Time has been set to the date that the PM should take place. We can also look at the
Activities, as shown below.
Activities for the Service Request

Service Requests -> Activities

Here we can see the list of activities that was created for the Service Request. Note that the
values for the activities come from the information we set on the Activity templates.
Running the PM Engine
The PM process can be started from a few different places:
 The Assets Screen (Assets -> Preventive Maintenance -> History)
 The Agreements Screen (Agreements -> Preventive Maintenance)
 As a Server process, focusing on Assets, Agreements, Plans, or a combination of these.
When run from the screens, you can choose the Asset(s) or Agreement(s) you wish to run PM for
and then click on the Auto PM button. A server process will then be started to check all of the
triggers and determine if the PM engine needs to take action. If so, the PM action(s) and the
Service Request(s) and/or Activity(s) will be created

Server Administration -> Servers -> Server Tasks (Preventive Maintenance)

As a server process, you enter parameters to run the PM process. These parameters include:
 Mode: (SQL | Id) - Indicates whether you are going to specify an SQL statement for the PM
plans to run, or an Id for the Asset/Agreement/Plan (see Sub-Mode). Enter the SQL or Id in
the appropriate parameter (Asset Id, Asset SQL, Agreement Id, Agreement SQL, Plan Id,
Plan SQL).
 Sub-mode: (Assets | Plans | Assets+Plans | Agreements) - Indicates which object you are
running the PM process for.
 End Date - The date through which to look at creating PM actions.