By default, the system will not generate another Work Order until the previous Work Order is complete. Only one Work Order per PM is allowed open at a time. You must close the Work Order before the next PM can be generated.
Alternately, you may enable one or more work options explained below to help you manage skipped Work Orders.
Note: While there are solutions to managing skipped Work Orders, agencies who experience this problem frequently may want to reconsider workflow and scheduling.
When the Work Order is completed or closed (Status > 950), the skipped Work Order will generate almost immediately and the Work Order Start Date will be back-dated to the missed Start Next Date.
In this example the PM is set to generate on the first of the month. However, some of the Work Orders are not closed in time and the system is running without any special options enabled. Work Orders are not skipped, they are just generated later and back-dated.
WO Creation Date
WO Start Date
WO End Date
Work Order 1
1/1/2018
1/1/2018
1/16/2018
Work Order 2
2/1/2018
2/1/2018
3/3/2018
Work Order 3
3/3/2018
3/1/2018 *
4/17/2018
Work Order 4
4/17/2018
4/1/2018 *
4/21/2018
Work Order 5
5/1/2018
5/1/2018
5/16/2018
*Work OrderStart Date was back-dated because the previous Work Order was not closed on time.
Note: If multiple iterations of the PM were skipped, this process will repeat when each Work Order is closed until the system catches up to the present iteration of the PM.
Reset missed starting date
The work option Reset Missed Starting Date prompts the system to set the Start Next Date to the next date in the future that the PM would generate based on its schedule. The PM will not generate any skipped work. The Start Next Date will always be in the future so the number of PM iterations skipped does not matter.
This option can be set to A (always enabled), P (prompt to enable once), N (always disabled).
In the example below the PM is set to generate on the first of the month. However, some of the Work Orders are not closed in time and the system is set to reset the schedule. If scheduled dates are skipped they are reset to future dates. However, the PM keeps to its original schedule of only generating Work Orders on the first of the month.
WO Creation Date
WO Start Date
WO End Date
Work Order 1
1/1/2018
1/1/2018
1/16/2018
Work Order 2
2/1/2018
2/1/2018
3/3/2018
Work Order 3
4/1/2018
4/1/2018
6/8/2018
Work Order 4
7/1/2018
7/1/2018
-
Always generate Work Orders on PM Schedule
The work option Always Generate Work Orders on PM Scheduleoverrides the system rules that stop Work Orders from being generated when the previous Work Order is still open. This causes all Fixed Schedule PMs to generate even if previous Work Orders were not closed.
In the example below, the PM is set to generate on the first of the month. Because this work option is enabled, the system is set to ignore whether or not the previous Work Order is closed.
WO Creation Date
WO Start Date
WO End Date
Work Order 1
1/1/2018
1/1/2018
1/16/2018
Work Order 2
2/1/2018
2/1/2018
3/3/2018
Work Order 3
3/1/2018
3/1/2018
4/17/2018
Work Order 4
4/1/2018
4/1/2018
4/21/2018
Work Order 5
5/1/2018
5/1/2018
5/16/2018
Warning: While this work option bypasses the problem of unclosed Work Orders preventing the system from generating new Work Orders, it can also cause Work Orders to pile up since others are not yet completed.
Floating Scheduling
A Floating Schedule generates a Work Order based on the Next End Date. This type of PM schedule will generate with a fixed interval between Work Orders.
For example, you have a PM for an asset to be cleaned once per month. Once the asset is cleaned and the Work Order is closed, no matter the duration of cleaning, the asset does not need to be cleaned again for one month from the end of cleaning. The following diagram shows that the next Work Order is generated one month after the previous Work Order closed no matter the duration of the cleaning work:
Start Date
End Date
Work Order 1
1/1/2018
1/16/2018
Work Order 2
2/16/2018
2/21/2018
Work Order 3
3/21/2018
4/29/2018
Work Order 4
5/29/2018
-
Notice that the Start Date for one Work Order is always a month after the End Date for the previous Work Order.
Floating PM related fields
Last End Date
Stores the End Date for the last Work Order generated by the PM. Work Orders will be generated based on the last time the job was completed.
Note: This is populated by the system no matter which type of scheduling is used.
End Date Interval
Indicates the number of (date) units between one Work Order ending and the next beginning.
Used to calculate the End Next Date.
End Interval Code
Specifies the type of units between Work Orders that the End Date Interval represents (e.g., days, weeks, months, years).
Used to calculate the End Next Date.
End Next Date
Marks the next date the PM will generate a Work Order.
Calculated automatically when the Last Start Date and Start Date Interval and Start Interval Code are entered.
Example: A Work Order is generated on 8/15/2018 and completed on 8/17/2018 which is put in the Last End Date field. The End Date Interval is 1 and the End Interval Code is Years. The system calculates the End Next Date to be 8/17/2019.
Locate the PM record to schedule and click Open to open the record. The PM/Template form opens.
Navigate to the schedule fields within the PM record.
Use the End Date Interval and End Interval Code to enter the time that should elapse between closing one Work Order and another one generating.
Example: To generate a Work Order 3 weeks after the previous Work Order is closed:
Start Date Interval = 3
Start Interval Code = 2|Weeks
Enter a Last End Date.
If you know the last date the task was Completed for the assets enter that date.
If you do not know the last date the task was completed for the assets, determine what date you want it to be performed on and then calculate backwards using the End Date Interval and units in the End Interval Code to determine when the last date would have been.
The End Next Date will calculate automatically with the date that the next Work Order will start.
Example: The following PM will generate a Work Order 3 weeks after the previous Work Order is closed. The next time it will generate a Work Order will be 12/21/2018.
Click Save . The PM will generate work on this schedule.
Open the PM/Templates module by selecting Work > PMs/Templates.
Find the PM record and click the to expand the desired Grouped PM record that contains one or more PM Groups.
Select the PM Groups grid and click the to expand the PM Group that needs a schedule.
In the Grouped PM Scheduling grid, click the Toolkit and select Add New Schedule. The schedule form opens:
Enter the End Date Interval and End Interval Code to indicate long should go between closing one Work Order and another one generating.
Example: To generate a Work Order 3 weeks after the previous Work Order is closed:
Start Date Interval = 3
Start Interval Code = 2|Weeks
Enter a Last End Date:
If you know the last date the task was completed for the assets enter that date.
If you do not know the last date the task was completed for the assets determine what date you want it to be performed on and then calculate backwards using the End Date Interval and units in the End Interval Code to determine when the last date would have been.
The End Next Date will calculate automatically with the date that the next Work Order will start.
Example: The following PM will generate a Work Order 3 weeks after the previous Work Order is closed. The next time it will generate a Work Order will be 12/21/2018:
Note: Once the Floating Schedule (End Dates) fields are populated, the Fixed Schedule (Start Dates) fields are deactivated.
Click Save . The Schedule appears in the PM/Template Group's Grouped PM Scheduling grid and will generate work by this schedule for this Grouped PM.
Schedule modification
Generating Work Orders ahead of schedule
Floating Schedule PMs can be generated before their End Next Date by populating the Days Ahead field. This helps employees prepare for upcoming work.
In this example the PM is set to generate 3Days Ahead of schedule. The PM will generate the next work order on 12/18/2018. The work order's Start Date will be 12/21/2018.
Exclusion Days
The Lucity system can be configured to skip generating a Work Order on a specific day, date or range of dates.
A Meter Based Schedule generates a Work Order based on a fixed interval between the previous work's meter reading and a future meter reading rather than dates. For example, you have a vehicle that needs to have the tires rotated every 5,000 miles. That work does not need to be completed again for another 5,000 miles no matter how long it previously took to complete.
The following diagram shows that the Work Order is generated 5,000 miles after the previous Work Order closed no matter when the previous Work Order was closed:
Work Order Due
Work Order Completed
Work Order 1
5000 miles
5,430 miles
Work Order 2
10,430 miles
14,900 miles
Work Order 3
19,900 miles
21,000 miles
Work Order 4
26,000 miles
-
Notice that even though the work was due at one mileage, the vehicle was used for awhile before it was brought in for work, which is why the completed mileage is higher. The miles that the Work Order was finally completed at is used to calculate the miles that the next Work Order should be due.
Note: In the above examples Miles or Odometer could be swapped out for Hours and Hourmeter, or Units and Other Meter.
These fields are used for assets whose use is measured in miles.
Previous Odometer
Specifies the number of miles on the vehicle the last time it was worked on.
Automatically populated from the previous Work Order's Asset > Odometer field.
Used to calculate the Next Odometer.
Odometer Interval
Indicates the number of miles between Work Orders.
Used to calculate the Next Odometer.
Example: If you want to set up an oil change PM to generate a Work Order every 3,000 miles, your Odometer Interval would be 3000.
Next Odometer
Specifies the upcoming odometer reading or number of miles on the vehicle that will trigger a new Work Order.
Calculated automatically when the Previous Odometer and Odometer Interval are entered.
Example: A Fleet vehicle was last serviced at 52,956 miles. The Previous Odometer is 52,956 miles and the Odometer Interval is 3,000 miles. The system calculates the Next Odometer to be 55,956 miles.
Hourmeter Scheduling
These fields are used for assets whose use is measured in hours.
Previous Hourmeter
Specifies the number of hours on the vehicle the last time it was worked on.
Automatically populated from the previous Work Order's Asset > Hourmeter field.
Used to calculate the Next Hourmeter.
Hourmeter Interval
Indicates the number of hours the vehicle is used between Work Orders.
Used to calculate the Next Hourmeter.
Example: If you want to set up a Maintenance PM to generate a Work Order every 200 hours, your Hourmeter Interval would be 200.
Next Hourmeter
Specifies the upcoming hourmeter reading or number of hours on the vehicle that will trigger a new Work Order.
Calculated automatically when the Previous Hourmeter and Hourmeter Interval are entered.
Example: A pump was last serviced at 2,800 hours. The Previous Hourmeter is 2,800 hours and the Hourmeter Interval is 200 hours. The system calculates the Next Hourmeter to be 3,000 hours.
Other Meter Scheduling
These fields are used for assets whose use is measured in some other unit than miles or hours.
Previous Other
Specifies the number of meter units on the vehicle the last time it was worked on.
Automatically populated from the previous Work Order's Asset > Other meter field.
Used to calculate the Next Other meter.
Other Meter Interval
Indicates the number of meter units between Work Orders.
Used to calculate the Next Other meter.
Example: If you want to set up a Maintenance PM to generate a Work Order every 100,000 units, your Other meter Interval would be 100000.
Next Other Meter
Specifies the upcoming other meter reading on the vehicle that will trigger a new Work Order.
Calculated automatically when the Previous Other Meter and Other Meter Interval are entered.
Example: A piece of equipment was last serviced at 119,200 units. The Previous Other meter is 119,200 units and the Other meter Interval is 100000 units. The system calculates the Next Other meter to be 219,200 units.
Find the PM record to schedule and click Open Record . The PM/Template form opens.
Note: The Work Order can only have one Fleet or Equipment asset on it.
Navigate to the Schedule fields on the PM record.
Select a meter to base the schedule on:
Odometer - Used for Fleet inventory assets.
Use the Odometer Interval to indicate how many miles should pass between closing one Work Order and another one generating.
Enter the Previous Odometer.
If you know the last mileage that the task was completed for the asset enter that mileage.
If you do not know the last mileage at which the task was completed for the asset, figure out what mileage you want the task to be performed at and then calculate backwards using the Odometer Interval to determine what the last reading would have been.
The Next Odometer will calculate automatically with the odometer reading that will trigger the next Work Order.
Hourmeter - Used for Fleet or Equipment Inventory assets.
Use the Hourmeter Interval to indicate how many hours should pass between closing one Work Order and another one generating.
Enter the Previous Hourmeter.
If you know the last hourmeter reading that the task was completed for the asset enter that reading.
If you do not know the last hourmeter reading at which the task was completed for the asset, figure out what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Hourmeter will calculate automatically with the hourmeter reading that will trigger the next Work Order.
Other Meter - Used for Fleet or Equipment Inventory assets.
Use the Other Interval to indicate how many units should pass between closing one Work Order and another one generating.
Enter the Previous Other.
If you know the last other meter reading that the task was completed for the asset enter that reading.
If you do not know the last other meter reading at which the task was completed for the asset, figure out what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Other will calculate automatically with the other meter reading that will trigger the next Work Order.
Example: The following PM will generate a Work Order every 5000 miles after the previous Work Order is closed. The next reading for which it will generate a Work Order is when Odometer >= 10430.
Click Save . The PM will generate work on this schedule.
Click the to expand the desired Grouped PM record that contains one or more PM Groups.
Select the PM Groups tab and click the to expand the PM Group that needs a schedule.
Note: The Group can only have one Fleet or Equipment asset on it.
In the Grouped PM Scheduling grid, click the Toolkit and select Add New Schedule. The schedule form opens:
Select a meter to base the schedule on:
Odometer - Used for Fleet Inventory assets.
Use the Odometer Interval to indicate how many miles should pass between closing one Work Order and another one generating.
Enter the Previous Odometer.
If you know the last mileage that the task was completed for the asset enter that mileage.
If you do not know the last mileage at which the task was completed for the asset, determine what mileage you want the task to be performed at and then calculate backwards using the Odometer Interval to determine what the last reading would have been.
The Next Odometer will calculate automatically with the odometer reading that will trigger the next Work Order.
Hourmeter - Used for Fleet or Equipment Inventory assets.
Use the Hourmeter Interval to indicate how many hours should pass between closing one Work Order and another one generating.
Enter the Previous Hourmeter.
If you know the last hourmeter reading that the task was completed for the asset enter that reading.
If you do not know the last hourmeter reading at which the task was completed for the asset, determine what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Hourmeter will calculate automatically with the hourmeter reading that will trigger the next Work Order.
Other Meter - Used for Fleet or Equipment Inventory assets.
Use the Other Interval to indicate how many units should pass between closing one Work Order and another one generating.
Enter the Previous Other:
If you know the last other meter reading that the task was completed for the asset enter that reading.
If you do not know the last other meter reading at which the task was completed for the asset, determine what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Other will calculate automatically with the other meter reading that will trigger the next Work Order.
Example: The following PM will generate a Work Order 5000 miles after the previous Work Order is closed. The next time it will generate a Work Order will be when Odometer >= 10050.
Click Save . The Schedule appears in the PM/Template Group's Grouped PM Scheduling grid and will generate work by this schedule for this Grouped PM.
Schedule modification
Generating Work Orders ahead of schedule
Meter Based Scheduled PMs can be generated before they reach their scheduled reading by populating the Odometer Ahead, Hourmeter Ahead or Interval Ahead fields. This helps employees prepare for upcoming work.
In this example the PM is set to generate 100 miles ahead of schedule. The PM will generate the next Work Order when the vehicles Current Odometer > 10430.
Exclusion Days
The Lucity system can be configured to skip generating a Work Order on a specific day, date or range of dates.
PMs also support using a mixture of a Floating Schedule and a Meter Based Schedule. Therefore the PM will generate work based on the Next End Date or the Next Odometer/Next Hourmeter/Next Other Meter, whichever comes first.
For example, you have a vehicle that requires maintenance every 3 months or 5,000 units, whichever comes first. Once the work is done it does not need to be completed again for another 3 months or 5,000 units. When the work is complete using Mixed Scheduling, both the Date and Meter Based Schedules are updated.
The following diagram shows that the Work Order is generated based on time passed or meter reading increases.
WO Due by Meter
WO Completed
WO Due by Date
WO Completed
Work Order 1
5000 units
5,050 units
-
1/16/2018
Work Order 2
-
10,200 units
4/16/2018
1/18/2018
Work Order 3
15,200 units
16,100 units
-
5/31/2018
Work Order 4
21,100 units
21,110 units
-
6/18/2018
Work Order 5
-
22,530
9/18/2018
9/22/2018
Work Order History
Between Work Order History
Work Order 1
The work order was generated based on the asset's other meter reaching 5000 units. The work was completed within a week and with only a little additional mileage.
The asset was used steadily over the next 3 months.
Work Order 2
The work order was generated based on reaching 3 months of service. However, that was a busy week and several hundred units were put on the asset after the work order came due and before the work was done.
The rest of the month was very busy and the asset accumulated 5000 units within the next few weeks.
Work Order 3
The work order was generated based on the meter reaching the 5000 unit threshold. However, the maintenance team was too busy to service the asset. The asset was put on light duty for one month and only accrued an additional 1000 units before the work was complete.
The first half of the month was very busy and asset quickly accrued 5000 units.
Work Order 4
The work order was generated based on the meter reaching the 5000 unit threshold. The work was completed within several days.
The asset is used sparingly over the next 3 months.
Work Order 5
The work order was generated based on the asset reaching 3 months of service. The work was completed quickly.
Find the PM record to schedule and click Open Record . The PM/Template form opens.
Note: The Work Order can only have one Fleet or Equipment asset on it.
Navigate to the Schedule fields on the PM record.
Set a Floating Schedule.
Use the End Date Interval and End Interval Code to enter the time that should elapse between closing one Work Order and another one generating.
Example: To generate a Work Order 3 weeks after the previous Work Order is closed:
Start Date Interval = 3
Start Interval Code = 3|Months
Enter a Last End Date.
If you know the last date the task was Completed for the assets enter that date.
If you do not know the last date the task was completed for the assets, determine what date you want it to be performed on and then calculate backwards using the End Date Interval and units in the End Interval Code to determine what the last date would have been.
The End Next Date will calculate automatically with the date that the next Work Order will start.
Select a meter to base the schedule on
Odometer - Used for Fleet inventory assets.
Use the Odometer Interval to indicate how many miles should pass between closing one Work Order and another one generating.
Enter the Previous Odometer.
If you know the last mileage that the task was completed for the asset enter that mileage.
If you do not know the last mileage at which the task was completed for the asset, figure out what mileage you want the task to be performed at and then calculate backwards using the Odometer Interval to determine what the last reading would have been.
The Next Odometer will calculate automatically with the odometer reading that will trigger the next Work Order.
Hourmeter - Used for Fleet or Equipment Inventory assets.
Use the Hourmeter Interval to indicate how many hours should pass between closing one Work Order and another one generating.
Enter the Previous Hourmeter.
If you know the last hourmeter reading that the task was completed for the asset enter that reading.
If you do not know the last hourmeter reading at which the task was completed for the asset, figure out what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Hourmeter will calculate automatically with the hourmeter reading that will trigger the next Work Order.
Other Meter - Used for Fleet or Equipment Inventory assets.
Use the Other Interval to indicate how many units should pass between closing one Work Order and another one generating.
Enter the Previous Other.
If you know the last other meter reading that the task was completed for the asset enter that reading.
If you do not know the last other meter reading at which the task was completed for the asset, figure out what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Other will calculate automatically with the other meter reading that will trigger the next Work Order.
Example: The following PM will generate a Work Order every 5000 miles after the previous Work Order is closed. The next reading for which it will generate a Work Order on 4/16/2018 or when Current Odometer >= 10050.
Click Save . The PM will generate work on this schedule.
Select the PM Groups tab and click the to expand the PM Group that needs a schedule.
Note: The Group can only have one Fleet or Equipment asset on it.
Select the Grouped PM Scheduling tab.
Click the Toolkit and select Add New Schedule. The schedule form opens:
Set a Floating Schedule:
Use the End Date Interval and End Interval Code to enter indicate the time that should elapse between closing one Work Order and another one generating.
Example: To generate a Work Order 3 weeks after the previous Work Order is closed:
Start Date Interval = 3
Start Interval Code = 3|Months
Enter a Last End Date.
If you know the last date the task was Completed for the assets enter that date.
If you do not know the last date the task was completed for the assets, determine what date you want it to be performed on and then calculate backwards using the End Date Interval and units in the End Interval Code to determine what the last date would have been.
The End Next Date will calculate automatically with the date that the next Work Order will start.
Select a meter to base the schedule on:
Odometer - Used for Fleet Inventory assets.
Use the Odometer Interval to indicate how many miles should pass between closing one Work Order and another one generating.
Enter the Previous Odometer.
If you know the last mileage that the task was completed for the asset enter that mileage.
If you do not know the last mileage at which the task was completed for the asset, determine what mileage you want the task to be performed at and then calculate backwards using the Odometer Interval to determine what the last reading would have been.
The Next Odometer will calculate automatically with the odometer reading that will trigger the next Work Order.
Hourmeter - Used for Fleet or Equipment Inventory assets.
Use the Hourmeter Interval to indicate how many hours should pass between closing one Work Order and another one generating.
Enter the Previous Hourmeter.
If you know the last hourmeter reading that the task was completed for the asset enter that reading.
If you do not know the last hourmeter reading at which the task was completed for the asset, determine what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Hourmeter will calculate automatically with the hourmeter reading that will trigger the next Work Order.
Other Meter - Used for Fleet or Equipment Inventory assets.
Use the Other Interval to indicate how many units should pass between closing one Work Order and another one generating.
Enter the Previous Other:
If you know the last other meter reading that the task was completed for the asset enter that reading.
If you do not know the last other meter reading at which the task was completed for the asset, determine what reading you want the task to be performed at and then calculate backwards using the Hourmeter Interval to determine what the last reading would have been.
The Next Other will calculate automatically with the other meter reading that will trigger the next Work Order.
Example: The following PM will generate a Work Order every 5000 miles or every 3 months after the previous Work Order is closed. The next reading for which it will generate a Work Order is when Odometer >= 10050.
Click Save . The Schedule appears in the PM/Template Group's Grouped PM Scheduling grid and will generate work by this schedule for this Grouped PM.
Schedule modification
Generating Work Orders ahead of schedule
Mixed Schedule PMs can be generated before they reach their scheduled meter reading by populating the Days Ahead, Odometer Ahead, Hourmeter Ahead or Interval Ahead fields. Generating work ahead of schedule helps employees prepare for upcoming work.
In this example the PM is set to generate 2 days or 100 miles ahead of schedule. The PM will generate the next Work Order on 4/16/2018 or when the vehicle's Current Odometer > 10050.
Exclusion Days
The Lucity system can be configured to skip generating a Work Order on a specific day, date or range of dates.
How to set up a Floating Schedule for a Standard PM
to open the record. The PM/Template form opens.
. The PM will generate work on this schedule. 
to expand the desired Grouped PM record that contains one or more PM Groups.
and select Add New Schedule. The schedule form opens:
