Maintenance Planning

Getting there

1. Sign in to 3PM Drive.
2. Open Maintenance.
3. Choose the area you need:
   • Checklist Items to create and organise service tasks.
   • Service Plans to define schedules and select the Checklist Items used for each schedule.
   • Asset Service Schedule to review maintenance due dates for assets with assigned Service Plans.

When you open Maintenance, 3PM Drive takes you to Checklist Items.

Key concepts

• Checklist Items are reusable service tasks, such as an oil change or tyre rotation. Each item has a required Title, an optional Checklist Group, and an optional Description.
• Checklist Groups organise related Checklist Items, such as items for an engine or another maintenance area. An item can remain Ungrouped.
• Service Plans contain one or more schedules. A Service Plan can be assigned to vehicles so their maintenance appears in Asset Service Schedule.
• A schedule has a Name, a Unit, an Interval, selected Check List Items, and a Recurring setting. Available units are Kilometers, Hours, Days, and Months.
• Schedule Group controls how schedules are linked. Completing a schedule lower in the same group also marks the schedules above it as done. Keep a schedule in its own group when it must be tracked independently.
• Asset Service Schedule shows the asset, its Service Plan, its Service Tasks, Due Info, and Status. The status tabs are All, Overdue, Due Soon, and Upcoming.

How to manage Checklist Items

Add a Checklist Item

1. Open Checklist Items.
2. Select Add Checklist Item.
3. In Title, enter a name for the task. This field is required.
4. Optionally select a Checklist Group. Leave it as Ungrouped if the item does not belong to a group.
5. Enter an optional Description to explain what the service task involves.
6. Select Create Item.

The new item is added to the master list and can be selected when you create or edit a Service Plan schedule.

Edit or view an item

In Checklist Items, find the item using Search checklist items... or the All groups filter. Select View to open its details, or select Edit to change its Title, Checklist Group, or Description. Select Update Item to save your changes.

Create and manage Checklist Groups

1. Select Checklist Groups.
2. Enter a name in the field labelled New group name, e.g. Engine.
3. Select Add.

To rename a group, select its edit control, change the name, and save it. To remove a group, select its delete control and confirm. Removing a group does not remove its Checklist Items; those items become Ungrouped.

Archive an item

Select Archive beside an item when you no longer want it in the active list. To work with archived items, turn on the archived-items view. You can select Unarchive to return an item to the active list, or Delete to remove an archived item when that action is available to you.

How to create a Service Plan

1. Open Service Plans.
2. Select New Plan.
3. Enter a Plan name, such as “Heavy Vehicle Servicing”.
4. Complete the schedule shown under Schedules:
   • Enter a schedule Name.
   • Select a Unit: Kilometers, Hours, Days, or Months.
   • Enter the Interval. The interval can be a decimal value and cannot be less than zero.
   • Select one or more Checklist Items. You can search for individual items or search by group. Where available, you can select all items in a group.
   • Turn on Recurring when the schedule should repeat.
5. Use Add Schedule to add another schedule to the current Schedule Group.
6. Select Add Schedule Group when you need a separate group of linked schedules.
7. Drag schedules within a group to change their order.
8. Select Save plan.

A Service Plan must have a name and at least one schedule. To assign the plan to vehicles, select the Service Plan when editing an asset. Once the plan has assigned vehicles, their maintenance can appear in Asset Service Schedule.

Understand linked schedules

Schedules in the same Schedule Group are linked. If a higher schedule is completed, the lower schedules above it are also marked as done. For independent maintenance intervals, use a separate Schedule Group.

When editing a Service Plan, removing a schedule keeps its history while taking it out of the active plan. Archived schedules are not shown as active schedules.

Edit, archive, or delete a Service Plan

Expand a plan in Service Plans to see its schedules, including the Unit, Interval, Check List Items, and Recurring value. Select Edit to update it. Select Archive when it should no longer be active, or turn on the archived-items view and select Unarchive to restore it. Delete is available for archived plans when you have permission to use it.

How to review the Asset Service Schedule

1. Open Asset Service Schedule.
2. Use All, Overdue, Due Soon, or Upcoming to focus on the maintenance you need to review.
3. Use Search by asset name, plan title... to find a particular asset or Service Plan.
4. Review the Asset, Service Plan, Service Tasks, Due Info, and Status columns.

For calendar-based schedules, Due Info shows the number of days remaining or overdue and the relevant date. For mileage- or engine-hour-based schedules, it shows the remaining or overdue amount and the next due value. When more than one due measurement applies, point to the due information to see the additional measurements.

If the schedule is empty, assign a Service Plan to an asset first. Asset Service Schedule only has scheduled services to display when Service Plans have assigned assets.

Tips & things to know

• Use clear, reusable Checklist Items rather than creating near-duplicates for each Service Plan.
• Use Checklist Groups to make items easier to find when selecting them for a schedule.
• Keep schedules in the same Schedule Group only when completing one should also complete the schedules above it.
• Use a separate Schedule Group for an independently tracked interval.
• Select Recurring for maintenance that should repeat. Turn it off for a one-time schedule.
• A Service Plan can include multiple Checklist Items on each schedule.
• Use the archived-items view to find inactive Checklist Items and Service Plans.
• If an item is removed from a Checklist Group, it remains available as Ungrouped.
• The Asset Service Schedule is a review area; create Service Plans and assign them to assets before expecting scheduled maintenance to appear.

FAQ