Prerequisites: calendar, plans and assets

Manual — Automatic Scheduling · chapter 2 of 8

Before creating the schedule, four things must exist: the right site in the header, the assets registered, the plans (task templates with a periodicity) and a calendar.

What	Where	Why
Site in the header	site selector at the top of the screen (Companies and hierarchy manual)	the schedule and all generated tickets are born in the site active at the moment of generating. The wizard lists the assets of that site and of the sites below it.
Assets	Assets menu, one family per type — UPS, Generator sets, Air conditioning, Switchboards… (Assets manual)	the wizard picks the assets by Asset Type. The asset’s location and priority go to the ticket.
Plans	Knowledge › Templates	only templates with Periodicity filled in enter the schedule (below).
Calendar	Configuration › Calendars	required in the wizard: it says which days are working days.

Plans: templates with a periodicity

A plan is a task template (Knowledge › Templates) that says what to do — the checklist the technician answers — and how often. What the schedule reads from the template:

Figure 2. Resources › Templates › the template “Monthly preventive — UPS” being edited: Periodicity, Duration, By (Technician) and the task category.

1. 1Periodicity — without it, the template does not appear in the wizard.
2. 2Duration — becomes the planned hours and the end of the task. Empty, H2O assumes 30 min.
3. 3By (Technician) — the technician, who goes to the task of each generated ticket.
4. 4The template’s task category — goes to the task of the generated ticket (the ticket itself is born without a category).

Periodicity	Interval between visits	Recommended preferred day
Daily	1 calendar day	Day of week
Weekly	7 days	Day of week
Biweekly	14 days	Day of week
Monthly	1 month	Day of month
Bimonthly	2 months	Day of month
Quarterly	3 months	Day of month
Semi-annual	6 months	Day of month
Annual	1 year	Day of month
Custom	the number of days in Every how many days?	Day of week if under 28 days; Day of month above that

• The periodicity is stored in Portuguese in the template, whatever the screen language; the wizard shows the translated label.
• System rule for Daily: the periodicity counts calendar days, Saturdays and Sundays included; the Saturday ticket goes to Friday and the Sunday one to Monday (nearest working day). With a non-working weekend, Fridays and Mondays get two tickets. There is no “working days only” option for this periodicity.
• The checklist is not copied to the ticket: the task points to the template and reads the items at execution time. If you change the template’s checklist, the tickets not yet executed already use the new version.

Tip

Example used in this manual: two plans in the category “Preventive maintenance — Data Center” — Monthly preventive — UPS (Monthly, 1 h; visual inspection, filter cleaning, output voltage, load, battery bank voltage) and Quarterly inspection — generator set (Quarterly, 1 h; levels, leaks, no-load start, voltage, frequency, hour meter).

Calendar: working days and holidays

The calendar says when the company works: the hours of each day of the week and the list of holidays. The schedule uses only two things from it: which days of the week have working hours and which dates are holidays.

Figure 3. Configuration › Calendars: the list of the company’s calendars — this is the name that appears in the wizard’s Calendar field.

1. 1A calendar. The list shows only ID and Name; hours and holidays are not shown here.

• A working day is a day of the week with at least one time range in the calendar and that is not a holiday. A calendar with no hours registered at all is treated as Monday to Friday.
• A perpetual holiday applies every year on the same day and month; an ordinary holiday applies only on the registered dates.
• A date that falls on a non-working day goes to the nearest working day: H2O tries the previous day first, then the next, then two days before, two after, and so on up to 7 days. With Saturday and Sunday as non-working days, a Saturday preventive goes to Friday and a Sunday one goes to Monday — in this manual’s example, 10 Jan 2027 (Sunday) became 11 Jan.
• The calendar is also used by the SLA and by Maintenance Plans; the details are in the Locations and calendars manual.

System rule

Today there is no screen in H2O to create a calendar or to register hours and holidays: the Calendars screen is just a list. Calendars are configured by the H2O administrator in your company — ask them for the calendar with the site’s holidays before generating the schedule, because a generated date does not change by itself if the holiday is registered afterwards.