This article will assist you with compiling the Preventive Maintenance Import Template, which will be uploaded to your property’s WorkSpace to generate PM work orders.

There are 3 tabs to complete on the template: Equipment, Tasks, and Schedules. The information contained in the tabs will relate to each other, as described below (If uploading equipment only, you can leave the Tasks and Schedules tabs blank).

Due to its nature, the information contained in the template must be highly accurate and compiled with great attention to detail. The tab titles and the headings at the top of each tab must remain unchanged in order for the system to read the information correctly when uploading. Please refrain from renaming or re-arranging the headings, or making any grammatical changes. Also, data for all columns must be filled-in, except for optional data, as noted below, which can be left blank. 

Equipment Tab

Name: Each Equipment name must be unique - no duplicate names.

System: The general category for the Equipment. Choose from either Air Conditioning, Air Handling, Automation, Building, Electrical, Fire/Life/Safety, Maintenance, or Plumbing.

Building: The Building name as listed on the Buildings tab of the WorkSpace Launch Import Template (should also match the Building name on the Schedules tab).

Floor: The 2-digit floor on which the Space is located (ex. "01", not "1"). Format the column as text.

Space: The Title of the Space where the equipment will be located.

• NOTE: Equipment spaces are automatically created within WorkSpace when equipment is uploaded. Do not manually enter the equipment spaces in advance of the import process.
• NOTE: Tenant spaces must be separate from equipment spaces in the system. If you have equipment located in a tenant space, you must distinguish it from the tenant space in WorkSpace. For example, if the equipment is housed in a tenant space called “Suite 101”, the space as listed on the PM import template should be “Suite 101 Equipment Area”, or something comparable.

Make*: Equipment manufacturer.

Model*: Model number.

SerialNumber*: Manufacturer's serial number.

AssetCode*: Property's inventory or fixed asset number.

WarrantyExpiry*: Manufacturer's warranty expiration date. Must be in the format MM/DD/YY.

Description*: Other information such as special instructions, part numbers, etc.

*optional

Tasks Tab

Title: Name of each Task must be unique - no duplicate titles.

Trade: Must be either Contractor, Engineering, or Office.

Instructions: General instructions for the Task (the specific steps taken to complete a task will be in the ActionDetails column).

Period: The time period between recurrences of the Task. Must be either Daily, Weekly, or Monthly.

Interval: How often the task will trigger (e.g. for a period=monthly and an interval=3, the task will trigger quarterly, or every three months).

Below is a chart to illustrate the correct periods and intervals based on frequency:

Estimated Hours & EstimatedMinutes: The number of hours and minutes that the entire task is expected to take to complete. Minutes value must be either 0, 15, 30, or 45 (Do not combine these columns).

ActionType: Choose between Checking, Reading, or QR. There may be multiple Actions for one Task.

ActionDetails: Describe the Action steps for each Task. If there are multiple steps, each one must be on a separate row with the same Task information. Also, each step must be numbered in two digit format (e.g. 01, 02, 03, etc.) in order to upload in the correct order.

ExternalID*: Other ID, if applicable

optional*

Schedules Tab

Title: Name of the PM Schedule.

Building: The Building name as listed on the Buildings tab of the WorkSpace Launch Import Template (should also match the Building name on the Equipment tab).

Equipment: Name of the Equipment listed on the Equipment tab. Must exactly match the Name on the Equipment tab.

NOTE: The names of the Equipment must be exactly the same when populating the Schedules tab, including capitalization, spelling, spacing, and punctuation.

(e.g., if you have named a piece of equipment on the Equipment tab as “Air Handler #1”, it must appear exactly the same way on the Schedules tab, not “air handler #1” or “Air Handler 1”, “AHU #1”, or even “Air Handler#1”).

Task: Name of the Task listed on the Tasks tab. Must exactly match the Title on the Tasks tab.

NOTE: The names of the Task must be exactly the same when populating the Schedules tab, including capitalization, spelling, spacing, and punctuation.

(e.g., if you have a task on the Tasks tab as “Air Handler – Monthly”, it must appear the same on the Schedules tab, not “air handler – monthly”, “AHU – Monthly”, or “Air Handler Monthly”).

EstimatedHours: Average number of hours for the Task and all Subtasks.

EstimatedMinutes: Average number of minutes for the Task and all Subtasks. Value must be either 0, 15, 30, or 45.

Type: Fixed or Floating.

'Fixed' means the next scheduled PM work order date does not fluctuate regardless of whether or not the previous work order was completed.
'Floating' means the next scheduled PM work order date is determined by the previous PM work order's completion date.

Period: Frequency for primary Task (Must be either Daily, Weekly, or Monthly).

Interval: The time interval between Periods (e.g. for an Annual schedule: Interval = 12, where Period = Monthly).

Below is a chart to illustrate the correct periods and intervals based on frequency:

OnDay: The day of the month to start the Schedule. Must be a numerical value from 1-28.

StartDate: The date when the PM is scheduled. Must be in the format MM/DD/YY.

EndDate*: The last date for the PM, if any. Must be in the format MM/DD/YY.

Subtask*: Other Tasks for the same Equipment. The primary Task (most frequent task, e.g. monthly maintenance) will repeat each time a Subtask is scheduled. If Subtasks are scheduled on the same date (quarterly and semi-annually) only one PM work order will be generated that combines all unique Action items. Subtask names also must exactly match titles from Tasks tab.

Multiplier*: The number of primary Task intervals between each occurrence of the Subtask.
For example, for a schedule with a Quarterly primary task with a Start=1/1/13, Period Type=Monthly and Interval=3: for Semi-annual Subtask, Multiplier=2 (would occur every 6 months); for Annual Subtask, Multiplier=4 (would occur every 12 months).

Offset*: The number of additional primary task intervals to stagger the occurrence of the Subtask. For example, for a schedule with a primary task with a Start=1/1/13, Period Type=Monthly, Interval=1 and subtask Multiplier=4: Offset=0 would be scheduled in April, August, and January; or Multiplier=4: Offset=1 would be scheduled in May, September, and February.

ExternalID*: Other ID, if applicable.

*optional