Cyclical (or Scheduled) Maintenance is where you can set up Scheduled Maintenance to occur on a regular basis, such as every 3 months, 6 months, 12 months, etc. Items that require Cyclical Maintenance are Smoke Alarms, Gutter Cleaning, etc.
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
1. Set Up Intervals
Ensure the intervals you want to use are entered in to the Maintenance Cycle Reference Table. From the Home Screen, click System Maintenance, and then click Reference Tables, and select Maintenance Cycle from the list.
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).
2. Set Up Maintenance Types
From the Reference Tables screen, change the Reference Table from Maintenance Cycle to Maintenance Type.
You need to ensure that the Maintenance Type you want to use is in your Maintenance Type list in your Reference Data. If you need to add a new item to the list, or change the text in the Program field, enter it in this screen.
The Maintenance Type you select will appear on the Maintenance Task section of the Home Screen.
3. Create an Inventory Item
You will now create a single Inventory item against a Property, as a sort of template that you will then clone to all the Properties that need this type of Scheduled Maintenance.
From the Main Menu, select Properties, Manage Properties and select a Property that requires the Scheduled Maintenance.
Click and then click
A blank Inventory Item screen will open. Complete relevant fields by selecting options from the drop down lists.
As a minimum, you should select the Item Name, Maintenance Type and Works Type fields. Maintenance Type is mandatory and will determine how the tasks created will appear on the 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.
When creating an inventory item for Cyclical Maintenance, 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, etc.
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.
Other values you enter will be automatically allocated to any new Maintenance Task that is created.
In the example above, all new tasks created will be allocated to Electric Light Orchestra 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 in the Maintenance Instructions section.
4. Clone the Inventory Item
Now that you have created an Inventory Item template, you can clone it to all other Properties that require a similar Maintenance Task (see Clone Inventory Items).
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 (EG Annually). The Maintenance Tasks created will not be sent automatically to a Tradesperson – you must open the Maintenance Task and select to Print or Email it to a Tradesperson to request the work.
Click the following video to see how to set up Cyclical Maintenance in Chintaro