If you wish to create maintenance tasks in Chintaro that repeat at regular intervals, and wish for Chintaro to automatically create these tasks as they become due, you should take the following steps:
1. Set up intervals
2. Set up maintenance types
3. Create Inventory Item
4. Clone the inventory template
Set up Intervals
Ensure the intervals you want to use are entered in the Maintenance Cycle parameters table.
Do this by choosing System Maintenance/Reference Tables/Maintenance Cycle. You will see the following screen:
Check the table to ensure that all the intervals you require are present. If you need to add any, do it now.
If you can’t access this table, please ask your System Administrator for help (Reference tables can only be changed by users with System Administrator access).
Set up Maintenance Types
In this example, we are going to create regular Smoke Alarm Checks for different time intervals (e.g. Bi-Annual Smoke Alarm Checks, Annual Smoke Alarm Check etc.)
Use the drop down menu and change the parameter from Maintenance Cycle to Maintenance Types.
You need to ensure that the Maintenance Type you want to use is in your Maintenance Type list in your Reference Data. In this example we will be using Cyclical so make sure that Cyclical exists in the list .
If you need to add a new item to the list, or change the text in the Program field, do it now.
NOTE: The text you use is important because once the system creates the Maintenance Tasks, they will show on the Incomplete Maintenance Tasks section of the Chintaro Home Screen – see below.
Create Inventory Item
We will now create a single Inventory Item against a property as a sort of template that we will then clone to all the properties that need this type of scheduled maintenance.
First we will set up a Smoke Alarm Check Inventory Item and clone it to all Properties that require annual Smoke Alarm Checks.
From the Main Menu, select Properties> Manage Properties and choose a Property from the list that requires an Annual Smoke Alarm Check.
Click the Inventory button at the top of the record, and then click Add Inventory Item.
This brings up a blank Inventory Item screen.
Enter a name for this Inventory Item. In our example we will enter Smoke Alarm Check (Annual).
Complete the fields required by selecting items from the drop down lists. As a minimum, you should to choose values for the Maintenance Type and Maintenance Cycle fields.
Maintenance Type is mandatory and will determine how the tasks created appear on the Chintaro Home Screen.
Maintenance Cycle determines how often the Maintenance Tasks will be created by this Inventory Item.
First Maintenance sets the date the first maintenance task will be created for this template.
Other values you enter will be automatically allocated to any new maintenance task that is created.
In the example shown all new tasks created will be allocated to ACDC and will contain the text shown in the Maintenance Instructions box.
You should decide which values you want to be automatically populated and complete them here.
NOTE: When creating an Inventory Item for cloning, it is important that you set a date in the future for the First Maintenance.
The First Maintenance field is of key importance here. This is the date that the first maintenance task will be created by this template. When creating an inventory item for cloning, it is important that you set a date in the future for the first maintenance. This may be tomorrow, next week, next month, whenever.
NOTE: If you enter a date that is today or before (yesterday, last week, etc.) the system will automatically create a maintenance task for that date, and add the cycle chosen (a week) to the First Maintenance date.
In the example shown, if 01/01/2016 was today, the system would create a maintenance task for 01/01/2016 and change the First Maintenance field to 01/01/2017, as soon as you exit the form.
This would mean that all the cloned copies of this task would then contain 01/01/2017 as their First Maintenance, so ensure that the date you choose is in the future.
Once you have created your Inventory Item properly, you can clone it to other properties.
That’s all you need to do for this property. A new maintenance task will automatically be created for the property once the first maintenance date is reached, and annually after that.
Clone the Inventory Template
Now that you have created an Inventory Item template, you can clone it to all other properties that require a similar maintenance task.
From the Home Screen, go in to Properties> Clone Inventory Items and select the Source Property, for which we just created the Inventory Template.
Select the Inventory Item to be cloned from the list on the left – in our example Smoke Alarm Check (Annual).
Note this box allows for multiple selections. This allows you to create multiple Inventory Items for various maintenance tasks and then clone them all at once.
If you only wanted to clone the item to one Property, you would select it from the Destination Property drop down list and click the “ONLY” button. For example:
In our example, we want to clone this item to multiple properties so we use the box and buttons at the bottom right of the screen.
Click on each property you want to clone the item to. You can use the Select All and/or Select None buttons if it makes it easier. Clicking on an item in the list will either select it, or deselect it, depending on its current state.
Once you have selected all the properties you want, click the “ALL OF THESE” button and a message box will tell you how many items have been created.
That’s it! The Inventory items have now been created.
IMPORTANT! Once the date you set is reached, Maintenance Tasks will automatically be created for each of the Inventory Items you created, and will continue to be created as per the cycle you selected – annually in this example.
Repeat the Process
You can now retrace the steps outlined above to create any other Inventory Templates, e.g. Smoke Alarm Checks (Bi-Annually) and then clone them.
To stop a reoccurring Maintenance Task
To stop a reoccurring Maintenance Task, from the Home Screen. Properties> Manage Properties> select the property that has the reoccurring Maintenance Task.
Click the Inventory Button, and then double click on the Inventory Item that the Maintenance Task is linked to.
Remove the text in both the Maintenance Cycle field, and the First Maintenance field by highlighting the text in the field and pressing the DELETE key on your keyboard.
Once these fields have been removed, the Scheduled Maintenance on the Inventory Item will not occur.