Preventive, corrective, and auditable from end to end

The templates, built once

The configuration that rarely changes. Getting these four right is most of the work, and it is work you do up front rather than over and over.

• Failure Mode A catalogue of what can go wrong on each equipment class, with an estimated repair time for each.
• Spare Part A catalogue of spare parts, with reorder policy and minimum stock level.
• Task A reusable procedure: its steps, its estimated duration, the parts it needs, and whether it requires a signature.
• Plan The recurring schedule: which resource, which task, and what triggers it.

The operational records, formed on their own

Generated from what actually happened, rather than maintained by hand.

• Work Order The real maintenance job, scheduled from a Plan or raised on the spot when something breaks.
• Spare Part Stock The real current quantity, decremented the moment a part is consumed.
• Completion History Every completed job, signed and dated, with the parts that were used.
• Resource Meter A live running-hours counter per machine, plus last-done / next-due per plan.

From plan to done

A Plan falls due, or something breaks. Either way a Work Order is created, moves to In Progress, and can only reach Done once three conditions are met.

• Sign-off, where the task demands it The signature requirement is set per task, using the same e-signature mechanism as regulated production.
• Required spare parts actually consumed Stock decrements on consumption, and Done stays locked until every required part has genuinely been consumed.
• Actual completion time and notes Duration comes from what happened, not from an estimate added afterwards.

What happens automatically on completion

• The last maintenance record is updated Last-done and next-due are recalculated for that resource and plan.
• Completion history grows by one A single tamper-evident entry: who signed, which parts, when.
• The resource meter resets The running-hours counter starts from zero again for meter-based plans.

Scheduling triggers

A machine working harder should be serviced sooner, not on the same calendar date as one sitting idle. All three trigger types are available.

An advance-notice window creates the next occurrence early, so the work is visible and can be planned before it actually falls due.

Spare parts: enforced, not just recorded

• A required checklist on every task A work order cannot be marked Done until every required part is fully consumed. That rule is enforced server-side, not by hiding a button.
• Stock decrements immediately Consuming a part reduces stock straight away, so the on-hand figure is never overstated.
• Lot-tracked and serial-tracked Parts can be tracked in aggregate by lot, or one by one by serial number where that matters.
• Minimum stock alerts Stock falling below its threshold surfaces immediately as a reorder alert.

The compliance layer

• Signature requirements per task Set task by task, so a regulated step demands sign-off and a routine one does not.
• Hash-chained audit trail Completion history is tamper-evident: who signed, which parts, when.
• The same mechanism as production One platform, one audit trail, not a strict path for production and a loose one for maintenance.
• Breakdowns treated the same way An unplanned work order goes through an identical completion flow, classified against the same failure mode catalogue.