How do I use the Schedule Editor?

The FacilityONE Schedule Editor is used to create Procedures to outline necessary preventive maintenance work and Schedules to define additional details, such as the assets on which the maintenance is to be performed.

The Basics

In FacilityONE, PM set-up involves a 3-step process:

1. Create the Procedure: This is where the “to-do” items (called “Tasks”) required to complete the PM are outlined, as well as where the frequency (i.e. weekly) is defined. Other defaults for the work, such as Estimated Hours and Specialty are entered here.

2. Create a Schedule: Schedules are tied to a Procedure and dictate certain specifics regarding location of the work, when the PM Work Order is to generate, and what asset(s) might be involved. Multiple Schedules can be added to a Procedure, if needed. Multiple Schedules might be needed if, for example, a facility’s ice machines are separated into groups that are PM-ed in different months.

3. Choose Equipment/Equipment Group: This is an optional step, as equipment does not need to exist in order for a PM to generate. If selected, the equipment is tied to the Schedule and information about the selected equipment will appear on the PM work order(s) generated by the Schedule.

Accessing the UNITY PM Editor

• To access the new PM Editor while in UNITY, simply click the UNITY Admin option in the left- hand menu

Create a New Procedure

• To add a new PM Procedure, click Choose a Procedure.
  
  

• Click the +ADD PROCEDURE button.
  
  

• This opens the Add Procedure window.
  
  

• Enter a Name that represents the work involved in this PM by clicking in the field and typing.
  • Standard naming convention for a Procedure is “Equipment Type/Type of Work- Interval”, i.e. “Air Handling Units-Quarterly” or “Fire Drills-Monthly.” 

• If needed, select a Location other than the default selected location
  • It is recommended that the location of a Procedure is left at the facility level 
  • To change the Procedure Location, click in the Location field to open the Location Selector and navigate to the desired location and click to select it

• The selected location will now appear as the Procedure's Location

• If desired, enter an Estimated Hours value to define how much time it takes to run through the PM Task List once.
  • Values must be entered in decimal format so, for example, use 1.5 to represent an hour and 30 minutes
  • To add Estimated Hours, click in the field to type or use the up/down arrows in the field to increase the value in increments of 1

• If desired, enter a Due in (days after creation) to define how many days the maintenance team has to complete and close out this PM before it is marked as Overdue.
  • Values must be entered in increments of 1
  • To add Estimated Hours, click in the field to type or use the up/down arrows in the field to increase the value in increments of 1

• If desired, select a Specialty for this Procedure to define a general topic or area of expertise for the PM
  • Click in the field to view a list of available Specialties.
    • These are defined on an account-by-account basis. Contact FacilityONE Support for adds or edits to the Specialty List
  • Scroll through the list to locate the desired Specialty and click to select

• The selected option will now appear as the Procedure Speciality

• Choose the Procedure Type.
  • If the PM work is done just once or twice a year or is done regardless of weather conditions, select Year Round (the default option).

• If the PM work is done at frequent intervals (i.e. weekly) but only in certain weather conditions or certain months, select Seasonal.
  • An example of PM work that would be considered Seasonal would be salting the sidewalks on a weekly basis during the winter months.

• Click in the field labeled Seasons to view a list of available Seasons.
  • For questions on how Seasons are defined or to add a new option, contact FacilityONE Support or view our article on the Holiday/Season Editor tool.
• Click to select the desired Season(s).
  • Multiple options can be selected if a PM needs to run in multiple seasons, i.e Spring and Summer
  • To remove a selected option, click the X next to the Season name

• Set the Procedure Interval to define how often the PM should generate, i.e. Annual, Quarterly, Monthly, etc.
  • First, set the Procedure Interval Count by clicking in the Repeat every field and typing, or using the up/down arrows to increase the value in increments of 1

• Then, set the Procedure Interval Type by clicking the Repeat every drop-down menu and selecting the best available option

• Now that the basics of the Procedure are set, it is time to add Tasks to define the work

• Tasks are added as individual line items to form a list of the actions required to perform the PM work
  • In the Name field, type out the main part of the Task action
    • This field is restricted to ~60 characters, so if the Task name is lengthy, the Description field can be used for spillover

• Select Checkbox, Text Field, or Yes/No as the Task input type, depending on which format is best suited for the action
  • Checkbox is the default option 

• • If, for example, a temperature reading needs to be recorded, select Text Field
  • Yes/No can be used as a "Pass/Fail" option

• Use the Description field to enter additional information about the Task
  • This field can also be used to type in the remainder of the Task Name, if the character limit of that field cuts it off

• When the Task is set up as desired, click +ADD TASK to create the to-do item.
  • Pressing the Enter key on the computer keyboard will also complete the creation of the Task

• After the Task is added, a new blank Task line will become available. Continue adding tasks until the list of action items is complete.
  • To rearrange the order of the Tasks, click and hold the button at the far left of the Task line, then drag to the desired position and release
  • To remove a Task, click the X at the far right of the Task line.

• When the set-up is complete, click the Save icon at the top right of the window to finalize the creation of the Procedure
  • Click the X to discard the Procedure and cancel creation

View Existing Procedures

• To locate an existing Procedure and view the associated Tasks, click Choose a Procedure.

• Click in the field labeled Procedure to open a list of existing Procedures
  
  

• Scroll through the list to locate the desired Procedure, or type a keyword or phrase to filter results
  
  

• Once the desired Procedure is located, click the name to view the associated Tasks and access the Edit option

• To view the Tasks, click the button that shows the total number of Tasks on the selected

• If a Task includes a Description, this will be indicated by a small “information” icon.

• Click the icon to view the Task Description.
  • Click CLOSE to exit the Task Description window

Edit Existing Procedures

• To edit an existing Procedure, locate and select per the process above, then click the pencil (Edit) icon to the far right of the Procedure Name

• This opens the Edit Procedure window, where any desired updates can be made

• Refer to the Create a New Procedure section for questions regarding the function and operation of the available fields
  • To finalize changes, click the Save icon at the top right of the Edit Procedure window.
  • Click the X to cancel changes

• When a Procedure is opened in Edit mode, users can Clone the Procedure to create a copy that can be modified and saved as a new Procedure

• Clicking the Clone button will prompt the below message to appear
  • Click OK to proceed with cloning the Procedure
  • Click Cancel to discard the clone

• Clicking OK will change the window from Edit Procedure to Add Procedure, and any desired modifications can be made before saving the clone as a new Procedure

Add a New Schedule

• First, make sure the correct Procedure is selected

• Then, click Choose a Schedule.

• Click the +ADD SCHEDULE

• This opens the Add Schedule window
  
  
• Enter a Name for the Schedule.
  • Standard naming convention is a unique identifier (typically the location of the PM work) plus the Procedure Name, e. “Main Bldg Sprinkler Inspection-Annual.”
  • If only one Schedule is needed (for example, if the PM work doesn’t need to be divided into multiple work orders based on location), it is not necessary to include a unique identifier in the Schedule Name, though it is still advised.

• Choose the Location that best represents the location of the PM
  • If the PM work involves equipment, choose the location of the equipment. If the PM work does not involve equipment, choose the location that best represents the general area where the work is to be performed
  • To change the Schedule Location, click in the Location field to open the Location Selector

• Click the desired location to select.
  • Click the Back (<) arrow to explore available locations higher than the current selection
  • Click the Forward (>) arrow to explore available locations lower than the current selection

• PM work orders submit, by default, at 00:00 (12 AM) on their scheduled day. This can be changed to a later time by adjusting the at this time setting
  • To adjust the submit time, click the Clock
  • The time can also be adjusted by clicking in the fields and typing in the new time

• Click and drag the blue handle to the desired hour

• Then, click and drag the blue handle to the desired minute

• Time will be AM by default, but that can be changed by click the PM

• Once the desired time is set, click OK to finalize the change.
  • Click Cancel to discard changes and exit the clock window

• The Start Date dictates what day the PM will generate work order(s) for the first time, in addition to affecting the day future PM work orders will generate.
  • For Daily PMs, the Schedule will generate PM work orders every day, regardless of the selected Start Date
  • For Weekly PMs, the Schedule will generate PM work orders once a week on the day of the week (Monday, Tuesday, etc) that matches the Start Date
  • For all other PMs (Monthly, Quarterly, etc), the Schedule will generate PM work orders each interval on the date chosen
    • For example, a Monthly PM with a Start Date of October 15^th will generate PM work orders on the 15^th of every month
• Click the Calendar icon to adjust the Starting on (Start Date)
  • The month/day/year values can also be changed by clicking in the field and typing the desired date

• Click the < or > arrow to move to a different month

• To adjust the year, click the currently selected year, located at the top left of the calendar window.

• Scroll through the list to locate the desired year, then click to select

• Once a Month and Year are selected, click the desired date

• Click OK to finalize the Start Date selection
  • Click CANCEL to discard changes

• The selected date will now show as the Start Date

• The Ending on (End Date) field is an optional setting that allows the user to enter a date on which the Schedule should cease to submit PM work orders
  • Since most PMs need to submit indefinitely, this field is typically left blank
  • An End Date can be set at any time in the future by locating the Schedule and opening the Edit Schedule page
  • The End Date values are set in the same way as the Start Date values are set

• The Location Details field can be used to provide additional information about the location of the PM work, such as room numbers or notes on how to access a hard-to-find equipment item.
  • Simply click in the field and type to add the desired text
  • The character limit of this field is 255 characters

• The Priority field can be used to assign a default level of urgency to the PM.
  • To set a Priority, click in the field to open a drop-down list of available priorities.

• Scroll through the list to locate the desired Priority and click to Select.

• The selected option will now be the Priority assigned by default to all PM work orders generated from this Schedule.

• If there is a certain maintenance employee who always performs the PM work outlined by the selected Procedure and Schedule, setting them as the Assigned Employee will ensure the PM work order(s) always generate in their name.
  • To select a default Assigned Employee, click in the field to open a drop-down list of all employees with a FacilityONE login.

• Scroll through the list to locate the desired Employee, or type in the field to filter the results

• Once the Employee is located, click the name to select

• The selected name will now display as the Assigned Employee on this PM Schedule and on all PM Work Orders generated by this Schedule.

• A Category option can be set to further define the PM work
  • To select a Category, click in the field to open a drop-down list of available Categories.

• Scroll through the list to locate the desired Category, or type in the field to filter

• Once the Category is located, click to select it as the default Category for the PM Schedule
  
  
• The selected option will now display as the Category on all PM work orders generated by this Schedule.

• To customize how Holidays affect the generation of PM Work Orders from this Schedule, select a Holiday Status
  • For questions about the default Holidays in the system or to add new ones, contact FacilityONE Support
  • Click Skip or Move to change from the default status of “Normal.”

• For a description of each Holiday Status option, click the (?) icon to open a pop-up window containing this information.
  • Click CLOSE to exit this window

• To customize how Weekends affect the generation of PM Work Orders from this Schedule, select a Weekend Status
  • Click Skip or Move to change from the default status of “Normal.”

• For a description of each Weekend Status option, click the (?) icon to open a pop-up window containing this information.
  • Click CLOSE to exit this window

• When the Schedule set-up is complete, click the Save icon at the top right of the window to finalize the Schedule creation
  • Click the X to discard the Schedule and cancel creation

• If multiple Schedules need to be created for this Procedure, follow the instructions above to create the other Schedules for the PM work.
  • Multiple Schedules may be needed on the same Procedure if...
    • The same PM Procedure is performed at multiple different locations and each location needs a separate PM work order
    • Multiple equipment items need to receive this PM, but not all of them have the PM work performed in the same month
    • A large group of equipment needs to receive the PM in the same month, but the group is divided between multiple technicians

View and Edit Existing Schedules

• First, make sure the correct Procedure is selected

• Then, click Choose a Schedule.

• Click in the Schedule field to open a list of existing Schedules attached to the selected Procedure.

• Click a Schedule name to select it from the list

• To edit the selected Schedule, click the pencil (Edit) icon to the far right of the Schedule name
  
  

• This opens the Edit Schedule window, where users can make the desired modifications

• Refer to the Add a New Schedule section for questions regarding the function and operation of the available fields
  • To finalize changes, click the Save icon at the top right of the Edit Schedule
  • Click the X to cancel changes

Associate an Equipment Item to a PM Schedule

• If a single equipment item is involved in the PM work, this can be added to the Schedule via the Choose Equipment option.

• First, ensure the right Schedule is selected. Users can also move to the Choose Equipment option immediately after a Schedule is created.

• To associate a single piece of equipment to the Schedule, choose the Equipment Item option

• The Equipment Selector defaults to showing Equipment that matches the location of the selected Schedule
  • To adjust the scope, click in the Location field.

• Click the desired location to select.
  • Click the Back (<) arrow to explore available locations higher than the current selection
  • Click the Forward (>) arrow to explore available locations lower than the current selection

• Equipment can also be filtered by equipment manufacturer by clicking in the field labeled Manufacturer to view a list of selections.

• Scroll through the list or type in the field to filter results, then select the desired option

• Click in the field labeled Equipment to view a list of items that are available, based on the location and/or manufacturer filter, to associate to the Schedule

• Scroll through the list to locate the desired item or type in the field to filter results

• When the desired item is located, click to select it for association to the Schedule.

• Once the desired item is selected, click SAVE to finalize the process of adding it to the PM Schedule

• To change the selected, click the X to the far right of the equipment then follow the instructions above to select a new item

Associate an Equipment Group to a PM Schedule

• If a group of equipment is involved in the PM work, this can be added to the Schedule via the Choose Equipment option.

• First, ensure the right Schedule is selected. Users can also move to the Choose Equipment option immediately after a Schedule is created.
  
  
• To associate a group of equipment to the selected PM Schedule, choose the Equipment Group option.

• To select an existing Equipment Group, click the drop-down menu labeled Equipment Group.
  • Once created, Groups can be associated to multiple different Schedules. This can be useful if, for example, the same group of Air Handling Units needs to be on both a Monthly and an Annual PM Schedule.
  • The Equipment Group selector defaults to the location of the selected PM Schedule, the location scope can be adjusted, like when adding a single equipment item.
  • Scroll through the list or type to filter results, then click the desired option to select

• If no existing Equipment Groups suit the PM needs, click +ADD EQUIPMENT GROUP to create a new one

• This opens the Add Equipment Group window

• Enter a Name that appropriately sums up the group of equipment
  • Standard naming convention is “Location + Equipment Type,” such as “Hospital 1^st Fl Air Handling Units”

• Select the preferred style of work order generation
  • One Work Order per item: Each equipment item added to the group will receive its own PM work order
  • One Work Order for All: The equipment items added to the group will all appear on the same PM work order

• The Equipment Group location defaults to the location of the selected PM
  • To adjust the location, if needed, click in the Location field to open the Location Selector

• Click the Back (<) arrow to explore available locations higher than the current selection
• Click the Forward (>) arrow to explore available locations lower than the current selection

• Once the basics are set, select the individual equipment items that need to be part of the Equipment Group
  • The location scope of the search can be adjusted by clicking in the Location.
  • As with single equipment items, the list can also be filtered by Manufacturer.
  • To search for equipment using a keyword that might be in the name of an equipment item, click and type in the Name field, then click the magnifying glass icon or press Enter on the keyboard.

• After setting any desired filters to reduce the search, select the items that belong in the group
  
  
• Once selected, click the +ADD TO GROUP button

• To remove items from the Group, click the (X) to the right of the equipment
  • Click –CLEAR EQUIPMENT to wipe all items from the Group

• Once the set-up of the Equipment Group is complete, click the Save icon to create the Group
  • Click the X to cancel the creation of the Group.

• Once the desired Equipment Group has been selected or created for the PM Schedule, click SAVE to finalize the association.