PMs Due List
Ensuring that all your fleet assets are being checked on in a timely manner is critical for any successful fleet. Setting up your preventive maintenance schedules is one step towards that success.
Being able to quickly identify and set up work orders for those that are due is the next step.
Refer to PM Schedules for instructions on setting up PMs for your assets.
RTA is making it easier than ever to manager fleet PM Schedules!
Reviewing the PM Due List
To review the list, open the Maint. & Repair section of the menu and click on PMs Due.
The Master List will populate with the PMs that are due soon, due now, or past due.
Clicking a row selects it - it does not open the record. To open the asset file or the work order, click the blue Asset or Work Order number in the row. To assign PMs to a work order, select the rows and use Create Work Order.
If PMs Due is greyed out in the menu, your user group needs the View Assets and the Preventive Maintenance view permissions for the facility.
Users have the ability to search the master list, customize columns, and export the list. Refer to Master List TOC for instructions on how to utilize these features.
The All / Children toggle at the top of the list changes what shows in each row’s expandable detail - it does not filter the list itself. With All, expanding a row shows that asset’s own due PM intervals. With Children, expanding a row shows the due PM intervals of its linked child assets instead. The same parent/master rows remain in the list either way. If no child PMs appear under an expanded row, confirm the asset has linked child assets (see Creating and Managing Parent/Child Linked Assets and Asset Parent/Child Tab) and that those children have PMs that are Due Soon, Due Today, or Past Due.
The columns found on the PM Due Master List are as follows and subject to the column chooser selections made by the user.
Facility - Sort or filter by facility number
Asset - Sort or filter by asset number - clicking on the asset number will open the asset file
PM Code - Sort or filter by PM Code assigned to the asset for the specific job
VMRS - Sort by VMRS code associated with the PM
Description - Sort or filter by the PM Code description
Status - Sort or filter by the PM Code status for the asset
Statuses are due soon, due, and past due
The status will take into account the PM Tolerance and if the PM falls within the tolerance range, it should be considered due
Due Meter - Sort and view by the primary meter associated with the PM
Units Due - Sort and view by the meter units due for the PM
This is a two-fold column. The first value will be what the unit of measure is (days, miles, units, tons, etc). The second value will be how far away the current meter is from the due meter
Tolerance - Sort and view by the tolerance thresholds set for the PM
Current - Sort and view the current meter reading for the asset
Assign to WO - Sort and filter by status of work order assignment (is this PM assigned to a WO or not)
Work Order - Sort and view work order number if the job is currently open and assigned to a WO (click the WO number will take the user to the current WO)
Work Order Template - Sort and view by work order template number if one is assigned to the PM job
Customer - Sort and view the customer associated with the asset
Department - Sort and view the department associated with the asset
Operator - Sort and view by the name of the operator assigned to the vehicle if included in the vehicle file
Operator Phone - Sort and view the phone number associated with the assigned operator if included in the vehicle file
Operator Email - Sort and view the email address associated with the assigned operator if included in the vehicle file
Taking action on the PM Due List
Viewing the PMs due is a great feature. Being able to create a work order for those due PMs singularly or in bulk is a gamechanger.
The PMs Due list automatically displays all PMs that are Due Soon, Due Today, and Past Due. Some of these jobs may already be added as lines to a work order but not yet completed. Until those job lines are closed, the PM will remain on the list.
To review PMs due on child assets, set the toggle to Children and expand the parent asset’s row - the child assets’ due PMs appear in the expanded detail. The toggle does not change which assets appear in the list.
Once you have the list you’d like, use the instructions below to take action on the PMs seen in the list
To send a PM appearing on the list to a work order, follow the below process.
It may help to apply the Assign to WO filter and only look for those that have a no prior to trying to assign.
Click the selection box at the start of the line for any PM that needs to be assigned to a work order. (only PMs not currently assigned to a Work Order may be selected)
Click the Create WO button in the top right of the screen
The message that a work order has been created will display at the top of the screen and a WO number will now appear in the appropriate column along with the “yes” designation in the Assign to WO column. You may need to refresh
Once the PM job is officially completed and closed on the WO, it will remove itself from the list
Troubleshooting: No Data or different results between users
If the PMs Due list shows No Data, or two users looking at the same facility see different PMs due, the cause is usually a saved view or search state on the list, not missing PM data and not a permissions problem.
The PMs Due list remembers presets and search and filter settings. A saved or default preset, saved search text, column or header filters, or Facility, Zone, and Region filters can narrow the list so far that it looks empty or differs from what another user sees. Presets can be personal or shared, so two users can have different active presets on the same screen.
Clearing your browser cache or doing a hard reload does not clear these settings. The preset and search state are saved separately from the browser cache, so they remain until you clear or change them on the list.
To resolve it, work through the list settings before changing anything else:
Check the active preset name and any saved search text or column filters at the top of the list.
Use the Clear option on the search and filter bar to remove the current search and filters.
Switch to a different preset, or to the default view, to see whether a preset is hiding records.
Check the Facility, Zone, and Region filters and make sure they include the facilities you expect.
If Clear does not remove the state, delete the saved preset and recreate it.
Only after the preset and search state have been ruled out should you treat this as a role, facility access, or loading issue. See Master List TOC for using presets, search, and filters.
Equipment Service Reminders Are Not on This List
The PMs Due list is built from asset PM schedules only. Equipment (Assets > Equipment) does not have PM schedules; each equipment file has a single day-based Service Reminder, and those reminders never appear on the PMs Due list, even when they are due or past due. This is also true when the equipment is mounted to an asset.
To see which equipment services are due:
One piece of equipment: open Assets > Equipment, open the equipment file and click the Service Reminder tab. It shows the Interval Day, Last Done, Due Date, Days Until Due and a Status of Not Due, Due Soon or Past Due.
All equipment: run Reports > RTA Standard Reports > Equipment > Equipment Service Reminders (option to include only overdue services; overdue lines are highlighted in red), or Reports > RTA Standard Reports > PMs > Asset and Equipment PMs Due to see asset PMs and equipment services together.
When the service is done, record it from the equipment file’s Service Log History (turn on Mark Service Complete) or from the Equipment button on a Work Order. Marking the service complete sets Last Done to today and moves the Due Date forward by the interval.
Refer to Navigating the Equipment File.
Refer to Equipment Service Reminders.
Refer to Asset and Equipment PMs Due.
Refer to Equipment Service Log in Work Orders.