Recommended Best Practice for Extending the Due Date on an Asset
NOTE: It is recommended that you never manually update the "Scheduled Services" grid on the assets page, with one exception. It is OK to delete an existing scheduled service if it is no longer necessary to track the service. As an example, if your 5522A had two scheduled services, one every 12 months for "Calibration" and one every 3 months for "Maintenance" / cleaning the filter and after updating your environmental system, you have found the filters are no longer getting dirty so the 3 month "Maintenance" service is unnecessary. Then it would be recommended that you manually select the "Maintenance" service and delete it. Any other desired additions or updates to the Scheduled Services grid should be accomplished by processing work orders, similar to the process described below.
UPDATE: If the asset to be extended is used as a MET/CAL reference, it is critical that a work order interval is used that matches the available accuracy files. Typically this will be a 12 month interval. If a different interval, such as the "2 Weeks" interval shown in examples below is used, MET/CAL will error stating that a valid accuracy file cannot be located. To prevent this issue, use an appropriate interval but you should still use "Service Date" and "Due Date" values that represent the duration of the extension. Using the screen shots below as examples, the only difference to what was captured would be to set the interval to '12 Months' instead of '2 Weeks' on the work order. This will require you to manually change the due date from the automatically calculated 12 Month due date. The use of an 'earlier' due date does NOT affect standard MET/TEAM functionality, however there are a few customers who are using a data check, to verify 'Service Date' plus interval match the "Due Date'. If you are one of these customers, the data check may need to be modified, contact firstname.lastname@example.org if assistance is needed.
The steps below will outline the recommended best practice for extending a due date on an asset in MET/TEAM.
There are some preliminary set up steps that are not required but are suggested.
- P1 – Create a “Cal Extension” service type as shown below…
- P2 – Create an “Extension” procedure as show below…
- P-3 – Relate the Extension procedure to any types that you may be extending. In this example we are going to be extending the due date on our 5500A Calibrator.
NOTE: This is specifically to show how this affects extending a standard that is being reported as overdue in a work order. However this process is recommended for all assets, regardless of their use.
Once the preliminary info is set up as shown above, we will show the issue with our standard which is currently over due by 4 days ….
When our 5500A is selected as a standard, we are notified that it is overdue….
To resolve this we select “No” and process a “Cal Extension” work order for our asset as shown below.NOTE: Use the date the extension is performed as the “Service Date” not the date the asset was last calibrated. We are creating an extension work order so we want to correctly indicate the date the extension was performed. This is especially important for assets that will be used as standards. It is recommended that notes are added to the extension work order, explaining the reason for the action. This will add clarification when the work order is reviewed in the future.
Once the work order is ‘returned’, the due date on the asset is updated as show below…
The recently processed work order is also visible in the “History” grid, showing the extension was performed.
Now when the same asset is selected as a standard, we will no longer receive the overdue warning and the standard shows up with the new extended due date.
This was to show the recommended best practice for extending an asset’s due date in MET/TEAM.