Equipment interventions and maintenances - how does it work?

Equipment interventions consist of preventive maintenance, calibrations, corrective maintenance, equipment transfers, etc... These interventions can be planned (in cases such as maintenance and calibration) or spontaneous (such as damages or failures of the equipment).

For planned interventions, it is possible to set the intervention frequency and have AGIR alert you by email and through notifications when a particular set of equipment requires a new intervention.

 TIP  This tutorial explains the native behaviour of a basic 3-workflow package, designed as a template by the IQA team for the purpose of sharing it with our customers. This package includes the Corrective Maintenance, Preventive Maintenance and Calibrations workflows.

You can ask our Helpdesk team to implement our equipment's workflow templates by submiting a ticket and use the workflows exactly as proposed in this tutorial. Alternatively, you may request customization from the Helpdesk team to adapt the workflows in order to fit your company's needs. If you intend to do so, please request your specifications by creating a ticket here.

After the Equipments Module is all set up on your AGIR, follow this tutorial to learn how you can use it.

 PERMISSIONS  In order to register or perform an intervention on a given equipment, a user must have permissions granted to the respective step(s) within the workflow. If you are an AGIR Administrator, follow the steps in this article to learn how to provide permissions to other users.

In order to allow a user to manage equipment Calibrations, you must give said user the necessary permission for the given workflow. The same applies to Preventive Maintenance and Corrective Maintenance.

To create an intervention, go to the Equipment Module, select the equipment, and click on the New button that can be found on the corresponding equipment line, on which you intend to run an intervention.

 TIP  This article only describes simple equipment interventions. These are one-step processes that do not require the approval step. If you require more complex interventions for your equipment (with an approval step), please submit a ticket for our team.

CORRECTIVE MAINTENANCE (Simple)

A new corrective maintenance entry should be created when a piece of equipment suffers any sort of irregularity or malfunction, thus requiring registration or a report. Once you select the Corrective Maintenance - Simple option, the corrective maintenance form will appear.

On the left form, we already have some data filled in, such as status, intervention type, description, date and time, and other fields.

You'll see a description field, which is already filled in, as well as the end date of the intervention. Both are editable. You can also set the repair costs for the equipment (in case the information is available, or if it applies to the situation at hand), as well as equipment downtime. This data will be then presented in a report.

On the corrective maintenance data side (the form on the right), the Malfunction/fault description and the date of the malfunction fields are mandatory. Fill them in.

Once you're done, you can save the data regarding this intervention by clicking on the Save icon.

With this data in hand, it's now time to fill it in the "Resolution" section of the form.

You have to select a failure reason, fill in the effective date of the resolution (effective date of repair), and decide whether the resolution was effective or not. You may also add comments and notes if needed. If the resolution failed, a mandatory justification field will pop up in order to explain the reason for the failure.

You may add a document or file as an attachment regarding the corrective maintenance registry in PDF format, which can be previewed on the form (usually maintenance guide, malfunction report,...).

 TIP  If needed, you can add several attachments related to the corrective maintenance. Simply click on the Attachments button as shown in the image below.

REPORT AND NOTIFICATIONS TO SUPPLIERS

You will find two icons on the right side of the form.

The PDF icon allows you to check the maintenance report, which will contain relevant information filled out in advance, regarding the intervention.

The notification button lets you notify the supplier about this intervention. You can add addresses, change the subject or the body of the message, and attach evidence to the notification if needed.

Once you're done filling in all data regarding the equipment's maintenance, click on the Registration icon and the intervention will be complete.

HOW TO SCHEDULE CALIBRATION/PREVENTIVE MAINTENANCE

Equipment calibration and preventive maintenance work differently when compared to the corrective maintenance workflow because they are events/interventions that can be planned.

You can generate these interventions for your equipment by clicking on New and then Calibration - Simple / Preventive Maintenance - Simple.

When you schedule a calibration/maintenance, a pop-up will appear, containing information fields for us to fill in.

Pick a date for the first intervention and the deadline. In the example below, the 1st intervention will be scheduled for January 30th and can be fulfilled until February 1st (3 days).

You can define the periodicity for your interventions as well. By default, AGIR will suggest the periodicity provided in the Equipment Form, but it can be changed at any time.

Select an intervention owner and add a description (optional). As above, AGIR will suggest an equipment owner based on the Equipment Form by default. However, the intervention owner can be changed too.

Additionally, you may decide how often you want calibrations/maintenance to be performed. The date of the last intervention will increase, depending on how many times the performances will be repeated. If you prefer, you may set the date of the last intervention directly.

The Generate new maintenance after the end of the previous in the defined periodicity option works differently. In this mode, AGIR schedules a single intervention. When it ends, AGIR will schedule a second one according to the defined periodicity.

Once you're done, click Add Maintenances.

The list of scheduled maintenance and their dates will appear. Clicking on the magnifying glass will open the maintenance page. If we click on the pencil, we can edit the start and end dates of the intervention's deadline. Clicking the cross will delete an intervention.

Once you click OK, the maintenance will be scheduled. The user(s) responsible for the maintenance will receive an assignment through AGIR's notification system and by email.

REGISTER PREVENTIVE MAINTENANCE (Simple)

Once it's time to perform planned preventive maintenance on our equipment, an alert will be sent by e-mail to the users which responsible for preventive maintenance. A new task will also appear in AGIR's notifications.

On the left form, some of the fields regarding the equipment will already be filled in, such as status, intervention type, description, date, and time, as well as other data fields.

You can change the description and the maintenance's end date (which corresponds to the period set for the resolution/execution of the intervention).

You can set the equipment maintenance's Final Cost (if this information is available, or if applicable), as well as its Down Time. This data will be later presented in a report.

On the right side, we have the Preventive maintenance planning form.

Some fields will already be filled in, such as the Registered by (Preventive maintenance issuer) and Registration date fields. You can add some Details about the maintenance as well.

The equipment's supplier and e-mail are filled in by default.

When performing maintenance, you must fill out the corresponding form. First, set a maintenance type. It's possible to change it, and you can add more options if needed.

Set whether the maintenance of equipment was effective.

Cancel the request

If the request is cancelled, or if maintenance was not effective, a new field will pop up in AGIR for the purposes of justification.

If everything went well and according to schedule, and the maintenance is considered effective, fill in the effective date of maintenance. You may also fill in the optional comments and remarks field.

You can also add the maintenance registry or any equivalent document as an attachment.

REPORT AND SUPPLIER NOTIFICATIONS - PREVENTIVE MAINTENANCE

You will find these two icons on the right side of the form.

The PDF icon will lead you to the maintenance report itself, which contains relevant information about the intervention, filled out in advance.

The notification button allows you to notify the supplier regarding the intervention. You can add addresses, change the subject or the body of the message and attach any evidence to the notification.

Once you're done filling in all data regarding the equipment's maintenance, click on the Registration icon and the intervention will be complete.

CALIBRATIONS (simple)

Once it's time to perform planned calibration on our equipment, an alert will be sent by email to the users who are responsible for calibration. A new task will also appear in AGIR's notifications.

Some of the data fields on the left form will already be filled in, such as status, intervention type, description, date, and time, among other data fields.

You can change the description and the maintenance's end date (which was the period set for the resolution/execution of the intervention).

You can set the equipment maintenance's Final Cost (if this information is available or if applicable) and its Down Time. This data will be later presented in a report.

On the right side, you'll find the calibration planning form.

Some of the fields, such as the calibration issuer and registration date fields will already be filled in. You may add some details about the maintenance as well.

The equipment's supplier, e-mail, and acceptance criteria will be filled in by default. You can add some calibration notes.

When performing maintenance, you must fill out the corresponding form, in this case, the calibration form. First, set a maintenance type. You can always change this, or add more options if needed.

Set the calibration equipment's status of approval by selecting:

• Approved
• Approved with restrictions
• Cancel the request
• Not Approved

Approved with restrictions/canceled/not approved

In case the request is canceled, or if the equipment calibration was not approved, AGIR will present a justification field.

If everything went accordingly and if the equipment is approved, fill in the effective date of calibration. You may fill in the comments and remarks field (optional).

You may add the calibration certificate and the certificate approval as attachments.

REPORT AND SUPPLIER NOTIFICATION - CALIBRATION

You will find these two icons on the right side of the form.

The PDF icon will lead you to the maintenance report, which contains relevant information about the intervention, filled in in advance.

The notification button allows you to notify the supplier regarding this intervention. You can add addresses, change the subject or the body of the message, and even attach evidence to the notification.

When you have filled in all data regarding the equipment's maintenance, click on the Save and Close icon and the intervention will be complete.

OTHER REPORTS AND NOTES

There are other reports included in this module, which can help us analyze costs, downtimes, equipment lists, equipment forms, and maintenance and calibration plans.

 TIP  If you are interested in managing your equipment and interventions in your AGIR environment, please contact our team through our ticket system.