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What it does

  • Enables you to define equipment, maintenance activities, and checklists.
  • Automates generation of PM tasks based on frequency (hours, days, usage) or calendar dates.
  • Tracks task assignments, progress, and completion—logging all maintenance history automatically.
Prerequisites
  • Equipment or machines are created under Assets > Asset List, with correct Asset Code, Asset Name, and Location.
  • If you’re using Machines, ensure they exist under Manufacturing > Machine List, with accurate Machine Type, Capacity, and Location.
  • Under Setup > Maintenance Settings, confirm that:
    • Maintenance Statuses (e.g., Planned, In Progress, Completed) are defined.
    • Maintenance Priority (e.g., High, Medium, Low) is set up if you need prioritization.

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Step 1: Configure Maintenance Item and Checklist

  1. Define Maintenance Item
    • Navigate to Assets > Maintenance Item (or Maintenance > Maintenance Item).
    • Click New.
    • Enter:
      • Maintenance Item Name (e.g., “Quarterly Lubrication – Conveyor Belt”).
      • Related Asset (select your equipment from Asset List).
      • Maintenance Type: Preventive.
      • Frequency: Set to Time-based (e.g., every 90 days) or Usage-based (e.g., every 500 operating hours).
    • Save the Maintenance Item.
  2. Create Maintenance Checklist
    • In the Maintenance Item form, scroll to Checklist.
    • Click + Add Row for each task step:
      • Task Description (e.g., “Check belt tension,” “Inspect bearings for wear”).
      • Expected Duration (e.g., 30 minutes).
      • Required Tools or Parts (optional field).
    • Save the Checklist.
Use a detailed checklist so technicians know exactly what to inspect, reducing the chance of skipped steps.

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Step 2: Set Up Preventive Maintenance Schedule

  1. Navigate to Preventive Maintenance
    • Go to Maintenance > Preventive Maintenance.
    • Click New.
  2. Fill in Schedule Details
    • Subject: Name your schedule (e.g., “Monthly Inspection – CNC Machine”).
    • Asset / Machine: Choose the asset or machine to maintain.
    • Maintenance Item: Select the item you configured in Step 1.
    • Frequency: Confirm or override the frequency (Time interval or Usage threshold).
    • Start Date: The first due date for the maintenance.
    • End Date (Optional): Define if this is a temporary/one-off schedule—leave blank for ongoing PM.
    • Assign To: Choose the default Maintenance Technician responsible (this can be adjusted per task later).
    • Priority: Select urgency (High, Medium, Low).
  3. Enable Auto-Generation
    • Tick “Auto Generate Tasks” so the CGIC App will automatically create Maintenance Tasks when due.
    • Click Save.
If your assets run 24/7 and you track usage, switch to a Usage-based frequency. For example, set “Every 500 run hours” and the CGIC App will generate tasks when the meter reading meets that criterion.

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Step 3: Assign and Manage Maintenance Tasks

  1. View Upcoming Tasks
    • Go to Maintenance > Maintenance Task > List.
    • Filter by Status: To Do or Planned to see tasks generated by your schedules.
  2. Assign or Reassign Tasks
    • Click on a task (e.g., MT-2025-0150 – Monthly Inspection – CNC Machine).
    • If needed, change Assigned To (choose another technician).
    • Check Due Date and Priority—adjust if production schedules shift.
    • Add any Comments or Attachments (e.g., photos of previous wear).
    • Click Save.
  3. Communicate the Schedule
    • Use the Email or Comment feature to notify the technician of upcoming tasks.
    • Attach relevant SOPs or safety instructions in the task if special handling is needed.

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Step 4: Execute and Log Maintenance Activities

  1. Start the Maintenance Task
    • Technician opens the Maintenance Task record.
    • Click Start (changes status to In Progress).
    • Work through each checklist item: tick off tasks, log any observations, note if spare parts were replaced.
  2. Record Meter Readings or Usage Data (If Usage-Based)
    • In the task form, input the Current Meter Reading (e.g., machine run hours).
    • The CGIC App will calculate when the next task is due based on this reading.
  3. Capture Material Consumption
    • Scroll to Consumed Items.
    • Click + Add Row to log any spare parts or lubricants used (e.g., 2L of hydraulic oil, 1 filter element).
    • Quantities are automatically deducted from the linked Warehouse inventory.
  4. Attach Evidence
    • Use the Attachments section to upload photos of wear, replaced parts, or any anomalies found.
    • This provides historical context for future audits and troubleshooting.
  5. Complete the Task
    • Once all checklist items are done, click Complete.
    • The CGIC App logs:
      • Completion Date and Time.
      • Total Labor Hours (if you track time spent).
      • Next Due Date (automatically calculated and scheduled if auto-generation is enabled).
If you discover a critical issue during a routine check, update the Priority to High and notify the Maintenance Manager immediately for corrective action.

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Step 5: Review Maintenance History and Reports

  1. Review Individual Asset History
    • Go to Assets > Asset List, open a specific asset (e.g., Machine-01 – CNC Mill).
    • Click the Maintenance tab to see all completed tasks, dates, and attached notes/photos.
    • Confirm that each PM was done on schedule—look for gaps or delays.
  2. Generate Maintenance Reports
    • Navigate to Maintenance > Reports > Maintenance Schedule Report:
      • Filter By: Date Range, Asset, Maintenance Item, or Status.
      • Click Refresh to see pending vs. completed tasks.
      • Export to CSV/PDF for performance reviews or management presentations.
    • Go to Maintenance > Reports > Maintenance History Report:
      • Track actual execution dates versus planned dates.
      • Identify assets with frequent breakdowns or high part consumption—signals potential replacement or redesign.
  3. Analyze Cost and Downtime
    • Use Maintenance Cost Report to see total cost per asset (labor + parts).
    • Compare across assets to identify outliers: if one machine’s PM costs spike, investigate for inefficiencies or recurring issues.