Scheduled Maintenance

System Overview

The Scheduled Maintenance module in ALEF 360° CAFM | CMMS automates the creation of recurring work orders for planned and preventive tasks. Instead of manually raising identical work orders every day, week, or month, you configure a Scheduled Maintenance (SM) plan once and the system automatically generates work orders based on your configured frequencies.

Navigation Path:Sidebar → Work Orders → Scheduled Maintenance

Supported Frequencies

Daily, Weekly, Monthly, Bi-Monthly

Quarterly, Quadrimester, Half Yearly, Yearly

Multi-year cycles (24/36/48/60 months)

Custom Frequency (Every Nth day/week/month)

Key Benefits

Work orders are created on time and in the correct time zone

Auto Due Date Generation to track Scheduled Maintenance Completion

Technicians receive standardized checklists and estimated durations

Preventive maintenance remains compliant via Last Service Update

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Module Guide

SM List View

View, filter, and manage SM plans. Edit, copy, delete plans, and use Last Service Update.

Manage SM Plans →

SM Profile

Explore plan details, recurrence settings, assets, checklists, users, work orders, and analytics.

View SM Profile →

Create SM Plan

Step-by-step guide to creating a new Scheduled Maintenance plan using the 6-step wizard.

Create SM Plan →

PPM Planner

Asset-centric calendar view for visualizing preventive maintenance across your portfolio.

View PPM Planner →

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Quick Start Guide

Use the steps below as a high-level onboarding checklist when setting up a new Scheduled Maintenance plan.

1. Open Scheduled Maintenance

• Navigate to: Sidebar → Work Orders → Scheduled Maintenance
• Review the Scheduled Maintenance tab (table view) or Calendar tab as needed

2. Create a New SM Plan

• Click + Add Maintenance at the top-right of the Scheduled Maintenance list
• The system opens a multi-step wizard

3. Step 1 – SM Details (Main Details)

Field	Description
Namespace	Select the namespace/organizational unit for this plan
Name	Enter a clear, descriptive plan name (e.g., "Monthly AHU PM – Tower A")
Work Order Category	Choose Scheduled Maintenance or Inspection
Description	Briefly explain the maintenance purpose

Customer Contract Details:

• Customer Contract – select the relevant contract
• Customer – auto-populated when the contract is selected
• Customer SLA – select an SLA if applicable
• Customer SLA Priority per Frequency – for each frequency, select the SLA priority

Asset & Service Details:

• Select Facility/Equipment – choose the asset(s) that this plan will maintain
• Service Group / Service Type / Job Type – specify the service matrix

Subcontractor Contract Details (optional):

• Configure subcontractor linkage and SLA priorities per frequency if required

Click Next.

4. Step 2 – Configurations (Schedule Period & Frequencies)

Field	Description
Start	Date when automatic work order generation begins
End	Date when generation stops (leave blank if open-ended)
Time Zone	Select the operational time zone for the asset(s)
Starting Time	Default time of day for generated work orders
Tolerance Days	Maximum allowed offset for creating work orders around the planned date
Due Days	Choose Based on Lowest Frequency or Custom

Maintenance Schedule (Frequencies & First Dates):

• For each frequency you want to use (e.g., Monthly):
  • Tick the frequency
  • Set First Occurrence On (first trigger date)
  • Set Due Days (how many days the WO can remain open before breaching)
  • Optionally mark Suppress Lower if this frequency should override lower frequencies on conflicting dates
• Click Add Frequency to configure multiple intervals

Click Next.

5. Step 3 – Distribute Setup

Setting	Description
Create Separate Work Order per Asset	Toggle ON to generate one WO per asset, or OFF to group all assets under a single WO
Grouping Dimension	Define how assets should be grouped (e.g., by facility, floor, or class)

• Review the Assets table and adjust Start Date per asset if needed

Click Next.

6. Step 4 – Work Order Configurations

Setting	Description
Enable Geolocation Check	Require technicians to be at the physical location (via mobile GPS) before starting the WO
Requires Client Sign-off	Require a client signature on completion
Scan Asset before Work Order Starts	Enforce QR code scanning of the asset before starting work
Maximum Allowed Days	Optional limit for WO duration

Estimation:

• Labour Hours – estimated hours per WO
• Labour Cost – estimated labour cost per WO
• Inventory Cost – estimated parts/material cost per WO

Click Next.

7. Step 5 – Checklists

Type	Description
Pre Checklists	Add pre-start checklists (e.g., safety pre-checks). These can block WO start until completed
Checklists	Add maintenance task checklists mapped to frequencies (e.g., monthly vs. quarterly tasks)

Click Next.

8. Step 6 – Assign Users

• Under Personnel and Subcontractor Personnel, select the technicians/teams who will receive generated WOs
• Use filters to search by name, role, or training if needed
• Click Finish to save the SM plan

9. Verify Generated Work Orders

• After saving, monitor the Work Orders tab inside the SM profile and/or the Calendar view to confirm that work orders are being generated according to the configured schedule

For detailed step-by-step instructions, see Create SM Plan.

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Persona Use Cases

Maintenance Planner / PPM Engineer

• Designs and maintains all Scheduled Maintenance plans
• Uses the list, calendar, and Analysis tabs to balance workload and frequency across sites
• Relies on Last Service Update to keep preventive schedules realistic

Facility Manager / Contract Manager

• Ensures contract and SLA obligations are met
• Reviews SM coverage per contract, checks if all critical assets have active plans
• Monitors SLA priorities per frequency

Helpdesk / Dispatch Agent

• Coordinates generated WOs with the Dispatch Console
• Uses the Work Orders tab to understand upcoming preventive workload
• Plans technician capacity based on scheduled work

Technician / Team Lead

• Receives standardized preventive WOs generated from SM plans
• Uses checklists to execute tasks consistently
• Records completion data that feeds back into Last Service Update

Asset Manager / HSE Officer

• Verifies that safety-critical and regulatory inspections have valid SM plans
• Uses Analysis and Work Orders tabs to prove compliance with inspection frequencies

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Key Notes

Configuration & Data Quality

• Accurate selection of Service Group, Service Type, Job Type, and Assets is essential for meaningful preventive maintenance and reporting
• SLA priorities should be mapped carefully for each frequency to ensure generated WOs carry the correct urgency

Frequencies & Suppression

• Use suppression logic when multiple triggers overlap to prevent duplicate work orders (e.g., Yearly suppressing Monthly on the same date)
• Tolerance and Due Days help model real-world flexibility without breaking SLA rules

Per-Asset vs Grouped Work Orders

• Per-asset WOs are recommended for high-value or critical assets where traceability is important
• Grouped WOs can reduce administrative load for large numbers of similar low-risk assets

Checklists & Safety

• Pre-checklists are critical for safety-sensitive tasks; they can prevent technicians from starting work before validating safety conditions
• Ensure maintenance checklists are aligned with OEM manuals and regulatory requirements

Editing & History

• Editing SM plans affects future scheduling; historical completed WOs stay unchanged
• Always review the Work Orders tab after major changes to confirm that future WOs are generated as expected

Deletion Risk

• Deleting an SM plan can remove its related WOs permanently
• Use deletion only after confirming that the plan is obsolete and historical records have been exported or archived if needed

Best Practices

• Start with a pilot plan on a small set of assets, validate behaviours, then scale to larger portfolios
• Combine Scheduled Maintenance with the Dispatch Console and Work Orders module to create a fully closed preventive maintenance loop