Creating a PM Schedule: Just the Basics

This is a required step. Enter a Title for this schedule. You want to be as specific as possible when naming your schedules. It’s a good idea to use the initials or abbreviation of the Location, the Classification or Type, and the frequency. Example: CHS-AHU-Quarterly. Click Next Step. *Note: Avoid using special characters, such as &, *, and @, in your PM Titles. However, it is acceptable to use spaces, dashes, and underscores.

This is a required step. You will need to select a classification based upon the type of inspection or work you want to perform. Your screen will automatically refresh to the next step.

This step is not required, but recommended as it helps you narrow the definition of the work that needs to be done. The Classification selected in Step 2 is usually a broad term and the Types in Step 3 are subcategories of those classifications. You may want to select a Type depending on the schedule you are creating. Click on Step 5.

Select the Location where you need to perform the PM work. *Note: We recommend always selecting a single Location (rather than choosing All Locations) on every schedule for more effective reporting. Your screen will automatically refresh to the next step; click on Step 8.

Templates are tools that can be used as data entry shortcuts to help you create schedules more quickly. Your account has been loaded with SchoolDude Starter Templates that can help you quickly create your schedules. Click on the red book to see if there is a template that you can use for your schedule. Keep clicking on the books in the tree to get down to the task list of the template.

If you see a template you would like to use for your schedule, click the Copy Selected Template button. You will notice that information, such as the list of tasks, will automatically fill in the appropriate schedule steps. You can go into those steps (marked with a red checkmark) and make additions or modifications to the information added from the template.

If you do not want to use any of the templates, click the Create My Own Schedule button.

Click on Step 11.

If you copied a template, verify that the tasks are listed and make any necessary changes. If you did not copy a template, enter the tasks and any procedures associated with those tasks that need to be performed for this work.  You can also click Attach File below the Special Task Procedures box to attach a document. *Note: If you attach a document, it is best practice to add a task that indicates the user needs to open the attachment. This way, it stands out to the user completing the tasks. Use the checkboxes to determine if you would like the Task List, Procedures, and Comments entered on the schedule to show on the printed PM work order.

Click Next Step to save .Then click on Step 16.

This is a required step. You must select how often you would like this schedule to generate a PM work order. We recommend Recurring Calendar Event. You can select Daily, Weekly, Monthly, or Yearly options:

• Daily - Select either Every (_) day(s) or Every weekday. Example: For work that needs to be done every day including weekends, enter Every (1) day.
• Weekly - Recur every (_) week(s) on (day(s) of the week). Example: For work that needs to take place every other Monday, enter Weekly - Recur every (2) weeks with a check mark in the box next to Monday.
• Monthly
  • Day (_) of every (_) month(s). Example: For work that needs to take place on the 15th day of every month, enter Day (15) of every (1) month.
  • The (first) (Monday) of every (_) month(s). Example: For work that needs to be done on the first weekday of every quarter, enter the (first) (weekday) of every (3) months.
• Yearly
  • Every (January) (_) of every (_) year(s). Example: For work that needs to take place on October 15th of every year, enter Every (October) (15) of every (1) year(s).
  • The (first) (day) of (January) of every (_) year(s). Example: For work that will be done on the first weekday in May every other year, enter The (first) (weekday) of (May) every (2) years.

For information about setting up a schedule based on Reading Frequency, click here.

In the Range of Recurrence field, enter the date you want the schedule to start generating PM work orders. If this is a temporary schedule, you can set an End Date to the right of the Range of Recurrence.

Click Next Step to save.

If you created an original schedule where you entered your own tasks and will need to use this schedule again for a different location, you will want to save it as a template. This template will then show under Step 7 for you to use in creating new schedules. *Note: If you copied a template in Step 8 and made no changes to the task list or other steps, then there is no need to save it as a new template. You can click on Step 19 to skip the template step.

To create a template:

• Select a Template Book where this template will live. You can select the default My Standard book or you can create your own Template Book. If you create your own, enter a generic and easy to understand title to help you find the template you need later on.
• Under the Template Title, enter a generic template title (such as AHU Quarterly or Exterior Lighting Inspection). *Note: We do not recommend including the Location information in the Template Title.
• Click Create Template Now. The next screen will confirm that your template has been created.
• Click Next Step to move to Step 18.

This is a required step and the final step to creating your schedule. This step shows the selections you made on the schedule. Make sure these selections are correct, and then click Setup Schedule Now. This schedule is now an active running schedule that will create PM work orders in your MaintenanceDirect account.