A periodic preventive maintenance schedule is probably the most critical action you need to take to keep assets in optimal condition. The basics are cleaning, lubrication, oil changes, adjustments, inspecting and replacing or repairing parts. A partial or complete overhaul that is regularly scheduled is like you getting your own regular checkups at the doctor. They keep you healthy, give you suggestions for improvements and can catch anything serious before it becomes a significant problem.

Taking a look at a definition of Preventative Maintenance (PM) first will help us to understand this topic better. Preventive (or preventative) maintenance is maintenance that is regularly performed on equipment to lessen the likelihood of it failing. It is performed while the equipment is still working so that it does not break down unexpectedly.

Preventative Maintenance offers organizations several benefits such as:

  • Reducing the risk of downtime in the day-to-day operations
  • Extending the operational life of equipment
  • Improving the reliability of equipment
  • Less unscheduled, unexpected and expensive repairs

Preventative maintenance sounds easy. However, reality shows that it can quickly become complicated. For this reason, many maintenance organizations rely on our solution Dynamics Maintenance Management to help, structure, plan and carry out all their maintenance needs. This spotlight item describes how Dynamics Maintenance plans help organization to keep their equipment in optimal condition.

Maintenance Schedules

The trigger for maintenance is usually elapsed time, consumption level or a combination of both. This trigger is determined in the maintenance schedule and used to create a Work Order. Certain defaults for this task can also be specified in the maintenance schedule, together with a permitted time window (days before and days after) to ensure the work orders are performed within an agreed period. Maintenance schedules and their respective tasks can be specified per equipment type, meaning you get the right default values for every type of equipment without extra effort.

Equipment Meters

As mentioned, Preventative Maintenance can be triggered based upon usage of the equipment. To track and trace this ’consumption’ a meter can be attached, which registers usage like fuel, mileage, run hours or items produced. It is possible to link multiple meters to the same piece of equipment  if, for example, the equipment has two engines. Meter values can be entered manually, via an upload file or sync real-time via an IoT connection.

Maintenance schedules defaults

Per equipment type and maintenance schedule, the default values and information like spare parts, checklists, documentation and skill requirements can be stored. The system will automatically copy these values to any new work order that gets created. This prevents manual data entry and assures that preventative maintenance work orders always contain the same activities.

Maintenance plans


The maintenance plan functionality is used to automatically create preventative maintenance activities for the near future. Based on your selected criteria, the maintenance plan finds all relevant equipment and the planning horizon gets defined. With this information, Dynamics Maintenance Management can create the future work order entries automatically to ensure the work is scheduled and performed by the maintenance department.

Planned Maintenance

There is a temporary stage called planned maintenance to prevent the planning and maintenance departments from getting overloaded with work scheduled for the future. These planned records are automatically created, and the system will use this information for capacity and material forecast, but work orders are not yet created. A batch job or manual action can convert planned maintenance records into real work orders which can then be assigned to technicians, as described next.

Planned Maintenance Work Order

The last step in the process is to assign the work order to a technician and have the work performed which is being handled via a mobile device. Not only does the work order give the technician all the information about the work that needs to be performed, it also functions as the registration tool for the performed work. The data will be used to update the system with the work done, including hours spent and consumables used.

Work order history

When the work orders are done, they are closed, and the history of the equipment gets updated. This information is available for the entire organization and shows the complete work order history of every piece of equipment.

Maintaining your equipment should be an important process for any maintenance driven organization. Please educate yourself on what services your equipment needs and when they are recommended by the manufacturer, ensuring the right maintenance is performed in the right sequence. Maintenance Management supports your organization by optimizing your plant’s periodic preventive maintenance and internal maintenance requests as well as repairs. Dynamics Maintenance Management offers your organization an all-in-one solution that gives you real-time information across your business and is designed to keep equipment running and operations as productive as possible. By staying on top of maintenance tasks, organizations can prevent unplanned downtime and in turn save company’s time and money.

The coordination of a preventive maintenance schedule can be very complicated, but the use of Dynamics Maintenance Management makes preventive maintenance attainable for any business wanting to improve their overall maintenance operations!

Related Apps

Related Spotlights