Template

Preventive Maintenance Job Template & Scheduling Matrix

A reusable, risk‑based PM job template you can fill, save, and export — including safety checks, step-by-step tasks, parts, skills, estimated downtime, KPI targets, and a scheduling-priority matrix to balance asset criticality and maintenance capacity.

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Preventive Maintenance Job Template & Scheduling Matrix

Use this form to create a risk‑based preventive maintenance (PM) job and generate a scheduling priority.

Start by describing the asset and its most likely failure modes. Rate criticality and expected consequences so the scheduling priority reflects where PMs protect safety and production most effectively. The form captures standard job information (steps, safety, parts, skills) so PMs can be imported to your CMMS or saved as a reusable template.

Scheduling matrix (example)

This sample shows how teams typically prioritize work: high criticality + high consequence = top priority. Combine this guidance with local resource capacity to decide when a job must be scheduled.

CriticalityConsequenceTypical Recommended FrequencyPriority
5 (Very high)Safety / Major production lossWeekly–BiweeklyHighest
4Significant quality/production impactBiweekly–MonthlyHigh
3Moderate impactMonthly–QuarterlyMedium
2Minor impactQuarterly–SemiannualLow
1 (Low)Negligible impactSemiannual–Annual or On ConditionDefer / On Condition

Below the form fields you can record a recommended schedule slot and notes for CMMS import.

Use the plant naming standard: line, cell, machine ID, or asset tag.
Unique identifier used in your CMMS.
1 = low impact, 5 = very high impact (safety, major production loss).
1.0 10.0
List the most common or highest‑impact failure modes (e.g., bearing wear, seal leak, electrical fault).
Use this as your operational frequency. See the scheduling guidance above for risk-based suggestions.
Explain why this frequency was chosen, link to failure modes, and note any metrics used (MTBF, downtime cost, safety exposure).
State what the PM should prevent or verify (e.g., prevent bearing failure, verify alignment).
List required safety verifications for this job (energized circuits, hot surfaces, etc.).
Enter the typical outage time required to perform the PM. Use 0 if it can be done on the fly.
Example: 12345 — Bearing 6205 — 2 Each line will be parsed when importing to CMMS.
Write clear steps operators or techs should follow. Include torque values, measurement tolerances, and test points where applicable.
List measurable checks that confirm the task succeeded (e.g., vibration < 4 mm/s, bearing temp < 70°C).
How often the PM itself should be reviewed for relevance and effectiveness.
Any special scheduling constraints (seasonal, production windows), crew size needed, or prerequisites.
Choose after considering criticality, consequence, and current maintenance capacity.
Planner can map this to a CMMS calendar slot.
List file names, drawing numbers, or links to standard work or safety permits.
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