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This article provides a step-by-step walkthrough of how to create recurring
preventative maintenance (PM) service schedules for different types of
equipment in EMDECS, initialize units, and find out when maintenance services
Click on the square at the bottom right-hand corner to view the video in full screen mode.
PM Inspection Manager Screen
- Open the Fleet menu and select PM
Inspection Manager .
- PM schedules are created and managed from the PM
Schedule Setup tab.
- The PM Schedule Setup screen
has the following panes:
(1) Customers : Each customer, or unit owner, in EMDECS
is tied to different maintenance groups and PM schedules. This allows you
to maintain different schedules for different fleets
(2) Maintenance Groups :
User defined maintenance groups are defined in this pane for different
types, brands, or categories of equipment.
(3) Maintenance Schedules :
Each preventative maintenance service is added in this pane and listed by
(4) Reading Schedules :
Reading schedules (i.e. odometer or engine hour readings) can be viewed and
added in this pane.
(5) Included Services : Any
services listed in this pane are considered completed as part of the
maintenance schedule above (i.e. an annual PM DOT service may include
completing a PM A service; both are marked as completed if PM A is an included
service under PM DOT).
Click on the image to zoom in / view original size.
Add a New Customer
1. If you are new to EMDECS, or creating PM
schedules for the first time, start by clicking Add in the
2. Enter the customer name in the “Belongs to:"
field and then select a maintenance group to continue.
This opens the PM Maintenance Schedule Setup Wizard, detailed in the next section.
PM Maintenance Schedule Setup Wizard
After selecting a maintenance schedule group, the PM
Maintenance Schedule Setup Wizard will pop-up to step through adding the first
maintenance service for the selected maintenance group.
Enter a SYS (system) and ASM (assembly) VMRS code for the maintenance service.
The Next Service SYS and ASM codes are required in order for services to
repeat. If a service self-repeats (i.e. every 3 months the same PM A
service is done again), enter the same SYS and ASM codes in the Next Service
fields. If the service is followed by a different service (i.e. the PM A
is followed by a PM B) enter the appropriate SYS and ASM codes under Next
Click Next to continue.
- If you are adding your first maintenance
schedule, and the next service that follows is also a new service, it will not
exist yet and an error will pop-up on the screen indicating "Next Service
maintenance schedule does not exist for this maintenance group." To
proceed, leave Next Service blank for now, complete the wizard, then add the second service (i.e. PM B). Once both
services are added then you can edit your first maintenance
and fill in the Next Service fields.
Refer to the Add Additional Maintenance
Schedules and Edit Reading Schedules sections for
details on how to add an additional maintenance service and edit an existing
Each maintenance can include time and/or reading
components. The maintenance service will be due based on whichever occurs
first. For example, you can create a maintenance service that happens
once every three months, or every 20,000 miles, or every 500 engine hours,
whichever comes first.
Note: You can skip this step and click Next if the maintenance service is based on readings only, regardless of how much
time passes by.
On the Time Interval screen, the
following intervals may be entered:
First Service : Enter a
value in months or days for when the maintenance is first performed on new
Interval : Enter a value in
months or days for how often the maintenance service is repeated.
Tolerance : Enter a value
if you want EMDECS to trigger the maintenance due when a unit is checked in
close to the maintenance due date. For example, set a tolerance of 7 days
if you want EMDECS to show the PM service as work required if the unit is
checked in for repair within 7 days of the service being due.
The "Dates based on:" value should be
set to completed if you want to base maintenance due dates on when the repair
order with the PM service was completed and invoiced. Select
"WO" if you prefer to base PM due dates on when repair orders are
created, instead of when they are completed/invoiced.
- To add a reading interval, select a reading type
from the drop-down list, a UOM (i.e. MI or KM), then enter the reading interval
and tolerance. The first service interval and notes are optional.
Then click Add .
The reading interval will be added to the list
at the bottom of the screen. In the example pictured below, an interval
of every 20,000 KM has been added, with a tolerance of 1,000 KM.
It is possible to add multiple reading intervals
(i.e. Odometer, Engine Hours, Reefer Hours, etc.). If multiple reading
intervals are added, the PM will be due when any one of them are overdue or
within tolerance (i.e. every 20,000 miles or every 500 engine hours, whichever
When you are done adding reading intervals, click Finish to save the new maintenance schedule.
Add Additional Maintenance
- To add an additional maintenance schedule to a
maintenance group, ensure the appropriate maintenance group is selected, then
click Add in the Maintenance Schedules pane.
- After clicking Add , the PM
Maintenance Schedule Setup Wizard will pop-up on the screen.
Complete the wizard as explained above in the PM Maintenance Schedule
Setup Wizard section to add another maintenance service.
Edit a Maintenance Schedule
When editing a PM schedule please make sure to "Build Group" so that your modifications take effect.
- To edit an existing schedule, click on its VMRS
code. In this example, I will edit the PM A schedule created earlier in this
tutorial to set the PM B as its next service.
- The PM Maintenance Schedule Setup Wizard will pop-up on the screen again. Complete the wizard to make changes to
the existing configuration.
In the example pictured below, the blank Next
Service fields have been filled in with the PM B service that will
follow the PM A.
Edit Reading Schedules
- To edit an existing reading schedule, click on
the reading type hyperlink (i.e. Odometer, Engine Hours, etc.)
- An Edit Reading Schedule window
will pop-up where you can edit the reading settings. Click OK to save your changes.
Add a Maintenance Group
- To add a new maintenance group, select the
appropriate customer in the Customers pane, then click Add in the Maintenance Groups pane.
- From the pop-up window, use the Select buttons to choose the appropriate maintenance schedule group code.
- Complete the wizard as explained above in the PM
Maintenance Schedule Setup Wizard section to add the first maintenance
service in the new maintenance group.
Add Reading Schedules
- Additional reading schedules can be added when
editing an existing schedule using the wizard, or by clicking Add at the top right-hand corner of the Reading Schedules pane.
- All fields marked with an asterisk are required
for adding a reading schedule. Fill in the appropriate values and click OK.
- In the example pictured below, an Engine
Hours reading schedule has been added to the PM A.
- If a maintenance service also includes
completing other services, adding included services will reset the due dates
for both. For example, you may perform an annual maintenance that
includes an oil change, lube service, and new filters done as part of a PM A
To add included services, select the appropriate maintenance schedule then click Add in the Included Services pane.
- Select the service to include form the VMRS drop-down list and click OK.
- The included service will be listed under Included
Services . Repeat these steps to add additional included
services, as required.
- If you have multiple customers in EMDECS with
the same types of equipment and maintenance schedules, the Copy
Schedules button can be used to quickly copy your existing maintenance
groups and schedules from one customer to one or many other customers.
To copy maintenance groups and schedules, select the customer to copy from at
the top then click Copy Schedules .
- Put a check next to the maintenance groups to be
copied on the left-hand side, then put a check next to the customers to copy to
on the right-hand side. You can also use the Select All / De-select All buttons to save time from selecting each one
Click the Copy button to copy over the schedules.
- In the example below, the TRK maintenance group,
and all of its schedules, have been copied over to another customer.
Assign Units to a PM Schedule
- After creating maintenance groups and schedules,
they need to be tied to units in EMDECS. To assign units to PM services,
open the Fleet menu and select Unit Master.
- Search for and click on the appropriate unit
- Check that the unit has been initialized with an In Service Date . This is required in order for EMDECS to
know when PM services based on a time interval will be first due. Click Initialize if there is no in service date is set.
- In the pop-up window, select the in service date
by clicking on the calendar icon. If the unit's maintenance is also tied
to readings, click Add Reading and enter the current reading
values under Initial Readings .
- Once a unit is initialized, select the appropriate PM Group from the drop-down list.
- After assigning a maintenance schedule, you can
open the PM tab and view upcoming maintenance from the Maintenance
Add External PM History
- Maintenance history is displayed on the History tab. If the unit has prior PM service history that was not entered in
repair orders in EMDECS, or if a PM is done by a third party repair shop, click
on Add External PM to enter the PM history.
- Select the PM service from the drop-down list
and click on the calendar icon to set the date/time that the maintenance was
completed. EMDECS will use this to re-calculate when the PM will be due
again. If the PM service is tied to readings (i.e.
Odometer) fields will also be available to enter the reading at the time the
service was completed.
Override Due Date is
optional. A date can be selected to manually override when the service
should be completed again.
Click Add to save the override.
When setting up existing units in EMDECS for the first time, it is necessary
to repeat these steps and add the most recent PM history for each unit to
ensure PM services are not missed. When a PM is completed on a repair
order in EMDECS, the system will automatically recalculate the next due date
based on the maintenance schedules configured in EMDECS.
There are a couple of ways to see what PM services are coming due. The PM Service Due screen can be accessed from the Fleet menu.
From this screen, use the sliders at the top to see what is due within a
certain number of days or reading values. The list can be filtered by the
Unit Owner, Unit Number, Maintenance Group, Equipment Type, Billing Type,
Reading Type, SYS, or ASM fields. Click the Refresh button to refresh the search results.
To export the current list of units to an Excel spreadsheet, click the Export button.
Users can also run or schedule the PM Schedule By Customer report to see
what PMs are coming due. Click on the Reports menu and
select Fleet →M Schedule By Customer to run the report or
schedule it to be run automatically each day / week / month / etc.