Equipment and Preventative Maintenance

Store details about all your equipment, schedule preventative maintenance and record breakdown events. Link to SOPs and maintain a complete history of everything that has happened and everywhere is has been

Preventative Maintenance

Design a full maintenance log, with technicians tasks with performing PM tasks, acknowledging completion and attaching any appropriate evidence

Breakdown Events

Record a complete breakdown history and manage the process of getting the equipment up and running again as quickly as possible

Powerful Linking

iPassport’s powerful linking engine allows equipment items, and even maintenance or breakdown events, to be linked to SOPs, meetings, audits or any other content item within iPassport

Use iPassport’s all-inclusive equipment management module to accurately record your equipment inventory and management maintenance events.

Equipment maintenance events can be scheduled to take place on a one-time or recurring basis and include the opportunity to upload evidence of maintenance, which can be retrieved at any time for compliance purposes.

iPassport can also be used to record out-of-service events for when equipment fails.

iPassport’s equipment management feature includes fields to record the following information:

Name
Code
Model Number
Equipment Type (User Definable)
User Responsible
Equipment Manufacturer
Manufacturer Serial Number
Capital Equipment
Internal Serial Number
Asset Registration Number
Department Asset Registration Number
Description
Comments
Storage Locations
Usage Locations
Received By User
Received Notes
Date Received
Equipment Received Condition
Life Span
Purchase Cost
Purchase Cost (Secondary currency)
Estimated Replacement Cost
Install Supervised By
Installed By Company
Date Installed
Installation Notes

iPassport’s equipment maintenance feature allows customers to design a full maintenance schedule for their equipment. The system conveniently allows customers to set maintenance due dates as well as task activation dates. The task activation feature ensures that assignees are only notified of forthcoming maintenance tasks at predetermined dates in advance of the due date. For example, the maintenance due date may be August 1 and the task activation date may be June 1, thereby providing two months advanced warning that the equipment maintenance task is approaching.

Maintenance frequency can be established for those items that require recurring events. Options include; Daily, Weekly, Monthly, Bi-Monthly, Quarterly, Six-Months, Annually & Bi-Annually. Clients are prompted when maintenance have been established as recurring events upon task completion.

Maintenance types are user definable to allow for creation of convenient reusable categories. Events can then be assigned to internal staff or external companies. Consistent with other Passport features, updates can be routed to staff members that need to be kept up to date with all progress on a specific maintenance event.

Evidence of equipment maintenance can be uploaded upon completion of each individual maintenance event. Such evidence can include both internal and external service documentation. Evidence can be applied in the form of uploaded attachments as well as written notes.

All completed maintenance events and their associated evidence are automatically recorded in each piece of equipment’s unique log area. Full records are therefore easily retrievable for compliance purposes.

iPassport’s equipment management feature also includes a similar acknowledgment feature to the system’s document control area. This allows staff to prove that they have acknowledged the most recent information relating to that equipment record.

iPassport’s powerful linking engine allows clients to associate iPassport items with one another. For example it is possible to link an equipment record to any related documentation. iPassport’s smart logic ensures that links are automatically updated to the latest version when records are revised.

iPassport also includes and attachment engine which allows for external documentation to be associated with equipment records within the system. Attachment visibility is fully controllable, allowing the client to determine which staff can access attachments, irrespective of their access rights to the records the attachments are associated with.

iPassport equipment management feature also includes the ability to register out-of-service events. This functionality includes fields to record breakdown dates as well as a full free-text description of the issue. Out-of-service events can then be reopened, updated and closed once a fix has been administered.