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Click here for a webinar on the maintenance module.

1. Conduct a Pre-Work Risk Assessment

Conduct a Pre-work Risk Assessment

If the Maintenance Programme has been determined as being medium or high risk, then all stages of the maintenance record are completed ('Pre-work Risk Assessment', 'Monitoring Record' and the 'Verification & Release' sections). If the Maintenance Programme is determined to be 'Low' risk or 'None', then only the 'Monitoring Record' and the 'Verification & Release' sections are required.

  1. Enter the date of the pre-work risk assessment.
  2. Complete the pre-work risk assessment questionnaire, making notes as required.
  3. Enter any relevant pre-work risk assessment report details.

2. Enter Maintenance Record Details

Enter Maintenance Record Details
  1. Enter the Start Date/Time of the Maintenance Record.
  2. Enter the End Date/Time of the Maintenance Record.
  3. Click here to view any procedural documents that were selected in the Maintenance Program.
  4. For each task select the person who completed the task.
  5. Enter any relevant details here.
  6. Note any chemicals that may have been used during the maintenance work.
  7. If you record equipment downtime as part of your Maintenance Program then you can record it here.
  8. Include a list of parts & quantities used in the maintenance process (If parts have been associated with the maintenance item in Master Data they will appear here automatically, if no association is done you can add lines and choose from all parts in Master Data).
  9. If a cleaning programme has been associated with the maintenance programme, a cleaning record will be automatically generated. Clicking this link will take you to the correct cleaning record.

When an Employee is selected as responsible for a task in a Maintenance Record, and that Employee is associated with a User in the Settings, that User will see an action for each task they have been noted as responsible for on their My Actions Dashboard. These actions will disappear once the Maintenance Record Workflow Stage has been saved and submitted.

3. Conduct a Verification & Release

Conduct a Verification & Release
  1. Complete the verification & release questionnaire, making any notes as required.
  2. Enter any relevant verification & release details.
  3. Ticking this box indicates that the item of equipment is safe for production use.

Note: Remember that if a non-conformance requires a corrective action has arisen during the cleaning, it can always be added to the record by selecting Actions > Add Related Records > Corrective Action.

Print a Blank Maintenance Record

You may wish to have a blank copy of the maintenance record that can be completed by hand. This is done simply by opening the record and clicking Actions > Get PDF > Blank. Simply clicking this option will download a blank PDF of the record and allow you to disseminate it as you wish.

The blank document will include the relevant pre/post work risk assessment and verification as well as the maintenance task list. The header information will also be present on the document to allow you to easily reconcile the paper record back to the electronic record.