Custom Overrides at Site/Asset Level

Modified on Tue, 18 Nov at 11:08 AM

Custom Overrides at Site/Asset Level

Overview

While manufacturer/model-level defaults provide efficient fleet-wide maintenance tracking, some assets or sites require customized intervals due to unique operating conditions. This guide explains how to override standard maintenance schedules for specific sites or individual assets.

Understanding Rule Priority

How ARMOR Applies Multiple Rules

When multiple maintenance rules apply to a single asset, ARMOR uses the most restrictive rule:

Rule Hierarchy (Most Specific to Least Specific):

Asset-specific rules (applies to one asset only)
Site-specific rules (applies to all assets at a site)
Tag-based rules (applies to assets matching tags)
Account-wide rules (applies to all assets)

Winner: Most restrictive threshold (shortest interval) controls alert timing

Example: Multiple Rules on One Asset

Asset: Kaivac 17CC floor scrubber at dusty warehouse site

Rule 1 (Manufacturer Default): Oil change every 250 hours (tag-based)

Rule 2 (Site Override): Oil change every 200 hours (site-based, applies to all assets at dusty site)

Result: Asset follows 200-hour interval (more restrictive)

Site-Level Overrides

When to Use Site Overrides

Create site-specific maintenance rules when:

Entire site has harsh operating conditions (dust, heat, cold, humidity)
Site has regulatory requirements (clean room, food processing)
Geographic location demands different intervals (extreme climate)
Usage intensity differs at specific site (24/7 hospital vs office building)

Creating a Site Override

Navigate to Administration → Maintenance Management
Create new maintenance rule with appropriate threshold
Name: Include site name for clarity (e.g., "Dusty Warehouse - Kaivac Oil Change")
Configure maintenance settings (threshold, unit, max days)
In Scope section:
- Select specific site(s) from site picker
- Optionally add manufacturer/model tags to further narrow
Save rule

Example: Harsh Environment Site

Name: Site 42 Dusty Warehouse - All Equipment Accelerated Maintenance

Scope: Site = "Warehouse 42"

Threshold: 200 hours (vs standard 250)

Result: All equipment at Warehouse 42 gets 20% more frequent maintenance

Site + Manufacturer Combination

For more precision, combine site and tag filters:

Scenario: One site has multiple equipment types, but only floor scrubbers need accelerated maintenance

Configuration:

Site = "Warehouse 42"
Category = "Floor Scrubber"
Threshold = 200 hours

Result: Only floor scrubbers at Warehouse 42 get accelerated maintenance; other equipment follows standard rules

Asset-Level Overrides

When to Use Asset Overrides

Create asset-specific rules when:

Single asset has unique operating conditions
Asset is mission-critical and needs more frequent service
Asset is being phased out and needs extended interval
Asset has unique configuration requiring different maintenance

⚠️ Use Sparingly: Asset-specific overrides require individual management. Prefer site or tag-based rules when possible for scalability.

Creating an Asset Override

Navigate to Administration → Maintenance Management
Create new maintenance rule
Name: Include asset identifier (e.g., "Asset KV-042 Critical Accelerated Maintenance")
Configure maintenance settings
In Scope section:
- Click "Select Assets"
- Search for and select specific asset
- Do NOT select sites or add tag filters
Save rule

Example: Mission-Critical Asset

Asset: Floor scrubber in 24/7 hospital surgery wing

Standard Rule: Oil change every 250 hours

Asset Override: Oil change every 150 hours (critical uptime requirement)

Configuration:

Name: "Hospital Surgery Scrubber KV-042 Critical Maintenance"
Scope: Asset = "KV-042"
Threshold: 150 hours
Max Days: 180 (semi-annual backup)

Documenting Override Reasons

Always document why asset needs custom interval:

Use maintenance rule notes field
Include: reason for override, who approved, date created
Example: "Mission-critical asset in surgery wing. Cannot afford failure. Approved by Facilities Director 2024-01-15."

Extending Intervals (Less Frequent Maintenance)

When Longer Intervals Are Appropriate

Asset operates in exceptionally clean environment
Using premium consumables (synthetic oil, high-quality filters)
Asset is lightly used (well below average runtime)
Historical data shows maintenance done too early with no issues

⚠️ Caution: Never extend intervals beyond manufacturer maximum recommendations without written approval from equipment manufacturer. Doing so may void warranties and increase failure risk.

Creating Extended Interval Rule

Same process as accelerated maintenance, but use LONGER threshold:

Example: Clean Room Equipment

Standard Interval: 250 hours

Clean Room Override: 300 hours (20% less frequent)

Justification: Controlled environment, premium synthetic oil, low-dust filtration

Temporary Overrides

Scenario: Short-Term Adjustment Needed

Sometimes you need temporary interval changes:

Parts on backorder - need to defer maintenance temporarily
Seasonal high-use period - want more frequent checks
Equipment under observation after repair - monitoring closely

Approach: Manual Counter Adjustment

Instead of creating temporary rule, use manual adjustment:

Navigate to asset detail page
Find maintenance rule in Maintenance section
Click "Adjust Maintenance" (gear icon or dropdown)
Adjust counter value:
- To defer: Reduce counter (e.g., from 240 to 200 hours gives 50-hour cushion)
- To accelerate: Increase counter (e.g., from 100 to 240 hours triggers alert sooner)
Document reason in notes
Save adjustment

Advantage: No rule creation/deletion needed; adjustment is one-time only

Managing Override Rules

Tracking Active Overrides

Keep inventory of all override rules:

Navigate to Administration → Maintenance Management
Review list of all rules
Filter by name keywords (e.g., "Override", "Critical", site names)
For each override:
- Verify still needed
- Check if conditions changed
- Confirm assets still exist and are in service

Quarterly Override Review

Every 3 months, review all overrides:

Still justified? Operating conditions unchanged?
Performance data: Are intervals working (alerts too frequent/infrequent)?
Asset changes: Equipment moved, retired, or repurposed?
Consolidation opportunity: Multiple assets with same override → create site rule instead?

Cleaning Up Old Overrides

Delete override rules when:

Asset retired or removed from service
Operating conditions normalized (temporary situation resolved)
Override was for testing and testing completed
Scope shows 0 assets (no longer applies to anything)

Common Override Scenarios

Scenario 1: Dusty Warehouse Needs Accelerated Filter Changes

Problem: All equipment at one site operates in heavy dust; filters clog faster than standard interval

Solution: Site Override

Create rule: "Dusty Warehouse Site - Air Filter Replacement"
Scope: Site = "Warehouse 7"
Threshold: 75 hours (vs standard 100)
Applies to all equipment at site automatically

Scenario 2: One Asset is Business-Critical

Problem: Single floor scrubber is only machine for 24/7 facility; can't afford downtime

Solution: Asset-Specific Override

Create rule: "Critical Asset KV-042 Accelerated Maintenance"
Scope: Asset = "KV-042"
Threshold: 150 hours (vs standard 250)
Max Days: 180 (vs standard 365)
Document: "Mission-critical asset, approved by director"

Scenario 3: Clean Room Equipment Can Run Longer

Problem: Equipment in ISO Class 5 clean room operates in pristine conditions; standard interval is too aggressive

Solution: Site + Equipment Type Override

Create rule: "Clean Room Site - Extended Maintenance"
Scope: Site = "Clean Room Facility" AND Category = "Floor Scrubber"
Threshold: 300 hours (vs standard 250)
Justification: Controlled environment, HEPA filtration, using synthetic oil
Note: Monitor first 6 months to validate extended interval is safe

Scenario 4: Phasing Out Equipment

Problem: Asset being retired in 3 months; don't want to perform expensive maintenance before retirement

Solution: Manual Adjustment (Not Override Rule)

Navigate to asset maintenance section
Adjust counter to reduce alert frequency temporarily
Example: Counter at 230 hours, adjust to 100 hours → delays alert until after planned retirement
Document: "Asset retiring Q2 2024, deferring final maintenance"

Best Practices

Document everything: Always note reason for override and who approved
Prefer site over asset: Site rules are more scalable if multiple assets affected
Review quarterly: Ensure overrides still justified
Use descriptive names: Include site/asset identifier in rule name
Test on one asset first: Before creating site-wide override, test on pilot asset
Monitor performance: Track if override interval is working (too frequent/infrequent alerts)
Communicate changes: Inform maintenance team when overrides are created
Avoid over-complicating: Too many overrides make system hard to manage

Troubleshooting

Override Not Applying

Problem: Created override rule but asset still following standard interval

Solutions:

Check asset is in scope (site or asset selection correct)
Verify override threshold is more restrictive than standard
Check if another override with even shorter interval exists
Wait and refresh - rule application may take a few minutes

Multiple Alerts for Same Maintenance Type

Problem: Asset receiving multiple alerts for same maintenance (e.g., two oil change alerts)

Cause: Multiple rules configured for same maintenance type with different intervals

Solution:

Review all rules applying to asset
Decide which rule should apply (most restrictive usually wins)
Delete or modify scope of unnecessary rules
Ensure rule names are distinct to avoid confusion

Override Too Aggressive

Problem: Override created with very short interval, now overwhelmed with alerts

Solutions:

Edit rule and increase threshold to more reasonable value
Or: Delete override rule, allow standard interval to resume
Manually adjust counters on affected assets to prevent immediate re-trigger

What's Next?

Mfg/Model-Level Maintenance Defaults - Setting up tag-based manufacturer rules
Creating a Maintenance Plan - Step-by-step rule creation guide
Understanding Maintenance Rules - Deep dive into rule structure and scope

Getting Help

For assistance configuring site or asset-level overrides, contact the ARMOR Support Team with details about your specific requirements.