Purpose
This manual walks planners, reliability engineers and CMMS administrators through the exact sequence required to stand up PM master data for a new asset or a maintenance strategy change. It is the operational companion to the CMMS Technical Build Guide.
Scope
- New equipment commissioning
- Strategy changes on existing assets (interval, task, resource)
- Post-RCM master data updates
- Master data sign-off before go-live
Key Terms
| Term | Meaning |
|---|---|
| Master data | The reference records the CMMS uses to generate transactions — FLOCs, equipment, task lists, PM plans, BOMs. |
| Measuring point | A counter or reading (hours, cycles, tonnes) that drives usage-based PM schedules. |
| Strategy | The set of intervals a PM plan chooses from (e.g. 250 h / 1000 h / 2000 h). |
| Sign-off | A named, dated approval by the accountable role — Reliability Engineer for strategy, Planner for job plan, Maintenance Leader for release. |
Sections
- 01
Confirm the asset & FLOC
IntentAnchor everything to the correct position before creating a single PM record.
Actions- Confirm the equipment is loaded, released and linked to the correct FLOC.
- Confirm criticality is set — this drives interval and task selection.
- Confirm the Object Type — inherited task list references and characteristics come from here.
What Good Looks Like- One PM plan per maintenance concept — never bundle unrelated intervals to save clicks.
- Reuse task lists across plans; only create a new task list when the work genuinely differs.
What Bad Looks Like- Creating equipment before the FLOC exists — later hierarchy shifts break everything downstream.
- Copy-pasting task lists between assets instead of linking — a small change becomes a project.
- 02
Establish measuring points
IntentSet up the counters that will drive usage-based PMs.
Actions- Create measuring points for each usage measure that will trigger a PM (running hours, cycles, throughput).
- Configure automatic reads from control system tags where available.
- Set the reading interval and validation rules (min/max delta).
What Good Looks Like- Use characteristics to drive PM selection where the CMMS supports it — future-proof against fleet expansion.
- Load measuring points before releasing usage-based plans; blank counters silently suppress work orders.
What Bad Looks Like- Creating equipment before the FLOC exists — later hierarchy shifts break everything downstream.
- Copy-pasting task lists between assets instead of linking — a small change becomes a project.
- 03
Create or link the task list
IntentAttach the executable work steps to a reusable, controlled task list.
Actions- Search the task list library for a matching Object Type task list before creating a new one.
- New task lists follow the Task List Naming Convention and Task List Numbering standards.
- Populate steps with duration, craft, materials and safety references.
- Reliability Engineer signs off the task list before it is used by a plan.
What Good Looks Like- Reuse task lists across plans; only create a new task list when the work genuinely differs.
- Load measuring points before releasing usage-based plans; blank counters silently suppress work orders.
What Bad Looks Like- Copy-pasting task lists between assets instead of linking — a small change becomes a project.
- Forgetting to release the plan — no work orders ever generate and nobody notices for a quarter.
- 04
Build the PM plan
IntentSchedule the task list at the right interval on the right cycle.
Actions- Pick the plan type (single-cycle, multi-counter, strategy) that matches the maintenance concept.
- Set the start date, offset and completion horizon.
- Confirm the maintenance item points at the correct FLOC/equipment.
- Release the plan and generate the first call so the schedule can pick it up.
What Good Looks Like- One PM plan per maintenance concept — never bundle unrelated intervals to save clicks.
- Reuse task lists across plans; only create a new task list when the work genuinely differs.
- Load measuring points before releasing usage-based plans; blank counters silently suppress work orders.
What Bad Looks Like- Copy-pasting task lists between assets instead of linking — a small change becomes a project.
- Forgetting to release the plan — no work orders ever generate and nobody notices for a quarter.
- 05
Sign-off & release
IntentClose the loop with named approvals so the master data is defensible.
Actions- Complete the PM Master Data Sign-Off Checklist.
- Reliability Engineer approves strategy (interval, tasks, materials).
- Planner approves execution content (durations, sequence, resources).
- Maintenance Leader approves release into live scheduling.
- Filed in the master data change register.
What Good Looks Like- One PM plan per maintenance concept — never bundle unrelated intervals to save clicks.
- Reuse task lists across plans; only create a new task list when the work genuinely differs.
What Bad Looks Like- Skipping sign-off because 'it's urgent' — the record has no owner and drifts silently.
- Forgetting to release the plan — no work orders ever generate and nobody notices for a quarter.
Best Practices
- One PM plan per maintenance concept — never bundle unrelated intervals to save clicks.
- Reuse task lists across plans; only create a new task list when the work genuinely differs.
- Use characteristics to drive PM selection where the CMMS supports it — future-proof against fleet expansion.
- Load measuring points before releasing usage-based plans; blank counters silently suppress work orders.
Common Pitfalls
- Creating equipment before the FLOC exists — later hierarchy shifts break everything downstream.
- Copy-pasting task lists between assets instead of linking — a small change becomes a project.
- Skipping sign-off because 'it's urgent' — the record has no owner and drifts silently.
- Forgetting to release the plan — no work orders ever generate and nobody notices for a quarter.
Related Templates
- Task List template
- PM Master Data Sign-Off Checklist