Creating deferred maintenance

Create deferred maintenance when a maintenance activity you want to defer has not been added to a work order. The deferred maintenance can be assigned to a work order when there is adequate availability on the equipment for the deferred activity to be completed.

To create deferred maintenance:

  1. Click New Record.
    The system automatically populates Deferred Maintenance No., Status, Deferred By, People Required, Duration (Days) and Task Qty.
  2. Organization—Enter the organization to which the work order belongs if you use multi-organization security.
  3. Activity Note—Enter a description of the maintenance activity to defer.
  4. Equipment—Enter the equipment for which to defer maintenance.
    The system automatically populates the adjacent field with the equipment's description, Equipment Type, and Equipment Org.
  5. Status—Choose one of the following options:
    • Unassigned—Select to create the deferred maintenance.
    • Assigned—Select to assign the deferred maintenance to a specific work order.
    • Cancelled—Select to cancel the deferred maintenance.

    Enter the following Deferred Maintenance details for steps 7-23:

  6. Task—Enter the task code for the deferred maintenance.
    The system automatically populates Task Revision, UOM (field adjacent to Task Qty.) and Trade for the task, as well as People Required, Reason for Repair, Work Accomplished, Technician Part Failure, Manufacturer, System Level, Assembly Level, and Component Level if you use the American Trucking Association's Vehicle Maintenance Reporting System (VRMS).
  7. Task Qty.—Enter the required number of units of the task to associate with the deferred maintenance, and then select the unit of measure for the Task Qty. in the adjacent field. For example, a work order activity to pave 100 miles of highway today will indicate a Task Qty. of "100" and a unit of measure of "Miles", whereas the same task on another day might indicate only 80 miles due to the steep inclines of the stretch of highway being paved on that day.
  8. Material List—Enter the code identifying the material list that contains the parts needed for the deferred maintenance.
    The system automatically populates Material List Revision.
  9. Trade—Enter the trade required to perform the deferred maintenance.
  10. People Required—Enter the number of people required to perform the deferred maintenance.
  11. Duration (Days)—Enter the estimated number of days needed to complete the deferred maintenance.
  12. Estimated Hours—Enter the estimated number of hours needed to complete the deferred maintenance.
    Note: Estimated Hours must be less than or equal to People Required times 24 times Duration (Days).

    Complete steps 14-20 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System (VMRS).

    Note: The system will copy the VMRS-related information you enter on this form to the work order to which the deferred maintenance is assigned.
  13. Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
  14. Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
  15. Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
  16. Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
  17. System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair (Code Key 31).
  18. Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values available are based on the system-level code.
  19. Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code Key 33). The values available are based on a combination of the system-level code and the assembly-level code.
  20. Hired Labor—Select to indicate that the deferred maintenance will be completed by an external source.
  21. Labor Type—Select the type of labor needed if you selected Hired Labor.
  22. Supplier—Enter the supplier for the deferred maintenance.
    The system automatically populates Supplier Org.
  23. Activity Comments—Enter comments or instructions for the deferred maintenance.
  24. Work Order—Enter when ready to assign the deferred maintenance to a new work order.
  25. Click Save Record.
    The system automatically populates Deferred Date.