Scheduled Maintenance (CMMS)

Product: NEXTMEGABYTE (Greenitco ITAM) · Module: IT Asset Management (ITAM) · Audience: Administrator, Technician

Scheduled maintenance is the CMMS part of NEXTMEGABYTE. It plans and records preventive maintenance for IT and non-IT assets, such as servers, UPS units, air conditioners and fire equipment, and for locations.

The process has four steps:

1. Create a plan and its tasks.
2. Allocate the plan to devices or locations and assign who performs it.
3. Perform the maintenance by updating each task.
4. Approve the completed maintenance, if approval is required.

Menu path: left side menu → Schedule Maintenance

Step 1: Create a maintenance plan

1. Open Schedule Maintenance → Plan and select Add (plus icon).
2. Fill in the plan fields and select Save Details.

Field	Description
Plan Name	A clear name for the plan
Approval Required	Whether a manager must approve the completed maintenance. If yes, select the approving manager
Recursion Plan	How often maintenance runs: one time, daily, weekly, monthly or yearly
Plan Duration	How long the plan takes
Reference Guide	A document that explains how the maintenance is carried out
Projected Cost	Estimated maintenance cost in the selected currency
Description	Description of the plan

Step 1b: Add tasks to the plan

Tasks are the steps carried out to complete a plan.

1. In Schedule Maintenance → Plan, open the plan's action menu and select Add/Update Task.
2. Select Add (plus icon) and fill in the task fields.
3. Add more tasks if the plan has several steps. Drag the order icon to reorder tasks; tasks are performed in order.

Field	Description
Title	Task title
GPS Required	Yes if the technician's location must be captured during maintenance
Proof Required	Yes if proof (such as a photo) must be uploaded
Downtime	Downtime of the asset during this task

Step 2: Allocate the plan

1. Open Schedule Maintenance → Allocated Plans and select Allocate (desktop icon).
2. Fill in the fields and select Save Details.

Field	Description
Maintenance For	Device or Location
All Devices	(Device) Pick a specific device; category and model are filled automatically
Category / Model / Device	(Device) Narrow down and select the devices. Model and device lists are filtered by the category and model you choose
Location / Internal Place	(Location) The location (mandatory) and its internal place
Plan	The plan created in step 1
Assigned To	Who performs the maintenance: a supplier, a user or an allocation group. With a group, the plan is assigned to all group members at the same time

After allocation, the devices or locations are scheduled for maintenance according to the plan's recursion.

Lists of all allocated devices and locations are under Schedule Maintenance → All Allocated Device and Allocated Location.

Plan statuses

Menu path: Schedule Maintenance → Plan Status

Status	Meaning
Scheduled	Default status of every new maintenance
In Progress	Maintenance is being performed
Complete	All tasks are done (set automatically)
Preponed	Moved earlier, for one occurrence or all occurrences
Postponed	Moved later, for one occurrence or all occurrences
Cancelled	Cancelled; it cannot be performed
Hold	Put on hold
Delayed	The scheduled date has passed without completion (set automatically)
To Be Approved	All tasks are done and manager approval is required (set automatically)
Rejected	The manager rejected the maintenance

You can create additional custom statuses.

Step 3: Perform the maintenance

Menu path: Schedule Maintenance → All Assigned Plans (all plans) or My Assigned Plans (plans assigned to you)

Tab	Shows
Ongoing	Plans in progress or delayed
This Week / This Month / This Year	Upcoming plans in that period
Completed	Finished maintenance
All Plans	Every plan

1. Open the plan's action menu and select Edit Status to set it to In Progress.
2. Select Task Details. The page shows the plan details with a progress graph, and the tasks to update.
3. Update each task in order (with GPS and proof if required).

Step 4: Approve maintenance

If approval is required, the completed plan goes to the manager.

1. The manager opens Schedule Maintenance → My Approvals.
2. Select Approval Action (info icon).
3. Approve or reject the maintenance.

Auto allocation groups

Auto allocation groups are teams to which maintenance plans can be assigned.

Menu path: Schedule Maintenance → Auto Allocation Groups

• Add, edit, delete and clone groups, download the group report and filter by location.
• View group history with the history icon.
• Select Manage Group to add members, edit or delete members and view member history.