Upcoming Maintenance Report

Overview

The Upcoming Maintenance Report provides a comprehensive list of all maintenance scheduled in the near future, helping maintenance managers plan workloads, order parts, and allocate resources. This report is essential for proactive maintenance planning and avoiding surprises.

Generating the Report

Standard Report

1. Navigate to Maintenance → Reports
2. Select Upcoming Maintenance
3. Choose time horizon:
   • Next 7 days
   • Next 14 days
   • Next 30 days
   • Next 60 days
   • Next 90 days
   • Custom date range
4. Apply filters (optional)
5. Click Generate Report

Quick Access

For common time horizons, use quick shortcuts:

• Dashboard Widget: "Next 7 Days" widget on main maintenance dashboard
• Weekly Email: Automatic weekly report sent every Monday morning
• Mobile View: Tap "Upcoming" in maintenance mobile app

Report Contents

Standard Columns

Column	Description	Example
Asset Name	Equipment requiring maintenance	Truck 42 - Kenworth T680
Site/Location	Where equipment is located	Chicago Yard
Maintenance Type	Description of maintenance needed	Oil Change & Filter Replacement
Due Date	When maintenance is due	Nov 25, 2025 (7 days)
Current Value	Current counter reading	238 hours
Threshold	When maintenance triggers	250 hours
% Complete	How close to threshold	95.2%
Priority	Urgency level	High, Medium, Low

Optional Columns

Add additional details by customizing report:

• Estimated Cost: Expected parts and labor cost
• Parts Required: List of parts needed
• Estimated Downtime: How long asset will be unavailable
• Assigned Technician: Who will perform maintenance
• Task List: Specific procedures to follow
• Last Completed: Date of previous maintenance
• Work Order Number: If work order created

Filtering and Sorting

Common Filters

By Priority:

• High priority only (>90% complete or due within 3 days)
• Medium priority (75-90% complete or due within 7 days)
• All upcoming

By Location:

• Specific site or region
• All sites
• Assets currently at specific location

By Asset Type:

• Trucks only
• Generators only
• All equipment types

By Maintenance Type:

• Time-based only
• Runtime-based only
• Distance-based only
• All types

Sort Options

• By Due Date: Soonest first (default)
• By Priority: Highest priority first
• By Site: Group by location
• By Asset: Alphabetically by equipment name
• By % Complete: Closest to threshold first

Using the Report for Planning

Weekly Planning Process

1. Generate 7-day report: Run report for next week
2. Identify priorities: Focus on high-priority items first
3. Check resource availability: Ensure technicians available
4. Order parts: For items requiring parts, place orders immediately
5. Create work orders: Generate work orders for scheduled maintenance
6. Coordinate downtime: Communicate with operations about equipment unavailability
7. Assign tasks: Allocate specific maintenance to technicians

Monthly Planning Process

1. Generate 30-day report: Run report for entire month
2. Analyze workload distribution: Identify heavy weeks
3. Balance resources: Adjust schedules to spread work evenly
4. Forecast parts needs: Calculate total parts requirements for month
5. Budget for expenses: Estimate total maintenance costs
6. Plan for contingencies: Identify backup equipment if critical assets down

Quarterly Planning Process

1. Generate 90-day report: Run report for full quarter
2. Identify major maintenance events: Focus on high-cost or high-impact items
3. Budget allocation: Ensure sufficient budget for upcoming maintenance
4. Staffing considerations: Plan for additional technicians if needed
5. Vendor coordination: Schedule specialized service vendors in advance

Priority Levels Explained

High Priority

Criteria:

• Due within 3 days, OR
• Counter >90% of threshold, OR
• Flagged as critical maintenance

Action Required: Schedule immediately, order parts if needed, assign technician

Medium Priority

Criteria:

• Due within 4-14 days, OR
• Counter 75-90% of threshold

Action Required: Plan for next week, verify parts availability, tentatively schedule

Low Priority

Criteria:

• Due 15+ days out, OR
• Counter <75% of threshold

Action Required: Monitor, include in monthly planning, no immediate action needed

Export and Distribution

Export Formats

• PDF: Print-friendly format for posting or distribution
• Excel/CSV: Spreadsheet format for further analysis
• Email: Send directly to team members
• Dashboard Widget: Real-time view on main dashboard

Scheduled Reports

Automate report generation and distribution:

• Weekly Report: Every Monday at 7 AM, email 7-day report to maintenance team
• Monthly Preview: Last day of month, email 30-day report for upcoming month
• Custom Schedule: Set up reports on any frequency (daily, bi-weekly, etc.)

Report Recipients

Customize who receives reports:

• Maintenance Manager: All upcoming maintenance
• Site Supervisors: Only maintenance for their locations
• Technicians: Only maintenance assigned to them
• Operations Team: High-priority items affecting equipment availability
• Finance: Monthly cost projections

Best Practices

• Review weekly: Make upcoming maintenance report review part of weekly routine
• Plan 30 days ahead: Always look at least one month forward to avoid surprises
• Focus on high priority: Address items >90% complete immediately
• Order parts proactively: Don't wait until day-of to order parts
• Coordinate with operations: Share report with operations to plan for downtime
• Bundle when possible: If multiple maintenance items due for same asset, do together
• Update promptly: Mark maintenance complete as soon as performed
• Track trends: Note if certain equipment consistently appears on report

Troubleshooting

Expected Maintenance Not on Report

Possible Causes:

• Time horizon too short (e.g., looking at 7 days but maintenance due in 10 days)
• Filters active (hiding certain equipment or types)
• Maintenance rule disabled
• Counter not accumulating (telemetry issue)

Solutions:

• Expand time horizon to 30 or 60 days
• Clear all filters
• Check maintenance rule is enabled
• Verify telemetry connectivity for asset

Due Dates Don't Match Expectations

For Runtime/Distance-Based:

• Due dates are projections based on recent usage patterns
• If usage changes, projected due date changes
• This is normal and expected behavior

For Time-Based:

• Due dates are fixed based on calendar
• If due date seems wrong, check last completion date
• Verify maintenance interval configured correctly

What's Next?

• Overdue Maintenance Report - Track missed maintenance
• Maintenance Calendar View - Visual timeline of maintenance
• Creating a Maintenance Plan - Set up maintenance rules
• Automatic Work Order Generation - Automate work order creation

Getting Help

For assistance configuring or interpreting upcoming maintenance reports, contact the ARMOR Support Team.