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RTA Web - Preventive Maintenance Schedules

One of the many cost-saving features in the RTA Fleet Management Software is the ability to track and schedule asset preventive maintenance (PM) schedules. PMs allow the shop to inspect assets on a regular, timely basis to prevent maintenance problems.
If a PM schedule is strongly adhered to, you can expect a 15% to 40% reduction in unscheduled repairs and costly road calls.

PM Schedules in RTA Web have three tabs.

  • PM Info - Primary information for PM Schedule

  • Intervals - Up to 2 intervals set for PM Schedule to occur

  • History - Historical list of PMs performed on the asset over time

Page Contents include:

Adding PM Schedules

PM schedules and histories are set up in asset records. Up to 260 PMs can be tracked per asset, by various methods and/or a combination of methods-by meters, alternate meters, gallons, hours, days, etc.

If you wish to track PMs for equipment or other items, they must be set up as assets in RTA.

To add a PM schedule, the asset must already exist in RTA. Refer to Adding Vehicles for instructions on adding assets in RTA Web

To set up PM schedules for an individual asset record, follow the steps listed below:

  1. Search and open the asset file in RTA Web

  2. Access the Technical Info Tab from the asset file

  3. Click the add PM option

PM Info Tab

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  1. Enter the PM Code - Max of 2 characters - the first character must be a letter from A-Z and the second is optional though must be a number from 0-9

    1. Try to come up with a coding scheme that categorizes the PMs in an orderly manner. For example, many fleets use PM A for a 3000 mile service and PM B for a 6000 mile service.

  2. Enter the VMRS Code associated with the PM - Codes 066001000 through 066009000 are set up in the RTA system for use with PMs (Refer to VMRS Codes for assistance with reviewing, adding, editing, and removing VMRS Codes in your software)

    1. Start typing 066 into the VMRS field and the drop down will automatically navigate to the PM section of the VMRS list

    2. When the VMRS code of a work order line matches exactly with the PM VMRS code, the system automatically updates the PM record when the job is complete

    3. Refer to Work Order Table of Contents for more information on work orders in RTA Web

  3. The PM Description will auto fill with the associated description for the VMRS code selected

  4. Define the primary Interval for the PM to occur - will this PM need to occur routinely based on days, miles, or gallons

    1. PMs can be set for a combination of intervals and this will be discussed further down

  5. Identify the included PM - RTA is capable of nesting PMs - enter the PM code of the PM desired to nest with this PM

    1. For example, PM A could be a lube, oil, and inspection and PM B could be a fuel filter and by nesting PM B to PM A, when PM B is completed, PM A will be included for completion as well

    2. Nesting PMs makes data entry easier and faster because when a PM is completed, the RTA system updates that PM record as well as the nested PM record(s)

  6. Select the work order template to be applied to the PM if applicable

    1. Only templates that have already been created in RTA will appear in the drop down

    2. Refer to Work Order Table of Contents for more information on work orders in RTA Web

  7. Select the PM Part Kit to be applied to the PM if applicable

    1. Only Part Kits that have already been created in RTA will appear in the drop down

    2. Part Kits can be created in RTA Classic only

    3. Refer to Posting Part Kits for instructions on creating part kits in RTA Classic and posting in RTA Web

  8. Inspection

  9. If applicable, switch on the One Time PM switch if this PM will not be performed again

    1. The Sleep PM switch is only used to pause or turn off the PM Schedule from appearing as due soon or past due

  10. Click Save

Intervals Tab

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  1. On the Intervals tab, Click the “add new” button

  2. Fill in the appropriate fields - Be sure to click the check marks to save the entries made to these fields

    1. Interval - Primary interval for interval type

      1. If the primary interval type is miles, then the interval may read 3000 to ensure that the PM is performed every 3000 miles

    2. Type - Primary interval type (ie. miles, days, gallons, etc)

    3. Tolerance - Enter any approved or desired tolerances for this interval and set that tolerance by percent or number

      1. For example, if the interval is every 3000 miles but a variance is acceptable, the variance could be set for a number value of 500 which means that every 3500 miles is okay if necessary

      2. Variances will prevent the PM showing as past due until after the variance time

    4. Last Done - If known, enter the meter reading that matches the interval type that this vehicle last received this PM

      1. the next due PM will be calculated and displayed from this date

  3. Lock Icon can be selected to lock the PM if desired

    1. Locking an interval means that a PM that is set for specific interval will always show due regardless of when it was last performed

    2. For example, if the PM interval is set for every 3000 miles will come due at 6000, 9000, and 12000 miles, etc even if the previous PMs were completed at 3100, 6200, or 8800

  4. If a secondary interval is desired, click the on the “add new” button again and enter the secondary interval using the same fields as just completed for the first interval

    1. For example, the PM may be desired every 3000 miles or every 90 days (whichever occurs first)

Viewing PM Schedules

After PMs are set, primary, interval, and historical information can be viewed and edited when needed.

Refer to Asset Technical Info Tab for more information.

PM schedule information can be viewed and edited in the PM Info and Intervals tabs.

The History tab will display the historical PM information for the asset.

Removing or Pausing PM Schedules

Disabling a PM Schedule

Deleting a PM is not a preferred tactic.

To preserve data associated with the PM, it is recommend that the PM be Disabled if no longer needed.

  1. Open the Asset File

  2. Click on the Technical Info Tab

  3. Locate and click on the PM Schedule needing to be disabled

  4. From the PM Info tab, click Disable

Pausing and Reactivating a PM Schedule

The RTA system has the ability to put PMs in "sleep" mode. A PM that is "asleep" is inactive and will be flagged as "Sleeping" on PM reports. This is a great feature for seasonal PMs or seasonal assets. PMs can be put to sleep and awakened.

  1. Open the asset file

  2. Click on the Technical Info Tab

  3. Locate and click on the PM Schedule needing to be put to sleep or awakened

  4. From the PM Info tab, click the Sleep PM toggle to turn it on or off

    1. Blue means on

    2. Gray means off