Maintenance and repair tracking

Recently set up a new system to track our repairs and maintenance. What we are using is Google sheets, I have a sheet for every machine, inside each sheet we have a spot to track what was done, when it was done, who did it, and cost. Have a separate page to enter any repairs needed, and a third sheet where we can enter part numbers for all filters, teeth/cutting edges, any basic maint. Parts, fluid types and capacities, etc. Each sheet also has the make, model, year, serial/Vin, and you can add any info you need. The nice thing about using sheets is you can customize anything you'd like to track and document whatever you want, and it automatically saves and updates in real time. So if I had a guy on site entering a basic PM service on a machine it would update on my screen if I had the file open. To make things even easier what I did was have my graphics guy make me a whole bunch of QR code stickers, each qr code is different and when you view it on your phone it takes you directly to the sheet for that specific machine. This makes things extremely simple and fool proof. Just scan the qr and everything pops up right there. No tracking down a binder with maintenance info, no digging through files to find the machine, just simple. Having all your fleet info in one central database, that updates across all users automatically in real time is nice. No tracking down serial numbers or parts numbers when you need to order parts, no lost log books, and it's so dirt simple to use there is no excuse for things to not be entered. Attached a couple screen shots, we haven't gotten around to entering all the parts/fluids info for this machine but you get the idea. If anyone wants some more info just ask, would be happy to help anyone out getting a system set up, it's really pretty simple and only took a few hours to implement, definitely worth the time.

Been wanting to set up something similar. Google sheets is a sharable doc so it's good for this type of thing I believe.

Not to be THAT guy but does your system allow you to set up reminders based on hours/mileage/elapsed time so you know when a specific service is about due? I only ask as I was in a similar situation needing to keep track of a large fleet of equipment and all the service/repairs due and ended up finding a web based system (it allows for what you referenced as far as several people using it and it updating everywhere) that seems to be pretty straight forward and allows operators to put in inspections (all customizable for our needs very easily), it automatically updates meter readings when the inspections are done, I can set up service due alerts with advanced notice and much more. Yes there is a monthly fee (around $95 a month if paid monthly, otherwise its a little cheaper if paid annually) and allows for up to 20 users at that price point. I don't want to sound like I'm trying to sell anyone on this particular option but it has been working well for us. The other really nice thing is that when I call for customer support it is US based and I think they only have one tech support guy that is very responsive and knows the software well.

I have something very similar setup in Google sheets. My only real complaint is that the "available offline" feature doesn't seem to work so if I don't have cell service I can't open the file on my phone.

tylermckee said: Recently set up a new system to track our repairs and maintenance. What we are using is Google sheets, I have a sheet for every machine, inside each sheet we have a spot to track what was done, when it was done, who did it, and cost. Have a separate page to enter any repairs needed, and a third sheet where we can enter part numbers for all filters, teeth/cutting edges, any basic maint. Parts, fluid types and capacities, etc. Each sheet also has the make, model, year, serial/Vin, and you can add any info you need. The nice thing about using sheets is you can customize anything you'd like to track and document whatever you want, and it automatically saves and updates in real time. So if I had a guy on site entering a basic PM service on a machine it would update on my screen if I had the file open. To make things even easier what I did was have my graphics guy make me a whole bunch of QR code stickers, each qr code is different and when you view it on your phone it takes you directly to the sheet for that specific machine. This makes things extremely simple and fool proof. Just scan the qr and everything pops up right there. No tracking down a binder with maintenance info, no digging through files to find the machine, just simple. Having all your fleet info in one central database, that updates across all users automatically in real time is nice. No tracking down serial numbers or parts numbers when you need to order parts, no lost log books, and it's so dirt simple to use there is no excuse for things to not be entered. Attached a couple screen shots, we haven't gotten around to entering all the parts/fluids info for this machine but you get the idea. If anyone wants some more info just ask, would be happy to help anyone out getting a system set up, it's really pretty simple and only took a few hours to implement, definitely worth the time. Click to expand... Thanks for posting this. I use a google sheet for our equipment list with serial numbers, but I need to set up something like this, that is more in depth.

Not really, I can get email notifications when something is modified, like say a guy enters that a light is out on a truck, email gets sent. We periodically just scan the QR code and enter the machine hours, so you can see if something is coming up on needing a service. What system are you using? I had looked into a few options a few years ago, but didn't find anything that really checked all the boxes I wanted. This does have its limitations but it's pretty customizable and the price of free is great.

crane operator said: Thanks for posting this. I use a google sheet for our equipment list with serial numbers, but I need to set up something like this, that is more in depth. Click to expand... Pretty straight forward to set up, I just made one master sheet template, copied it about 35 times so I've got one for every piece plus a few placeholders for new equipment. Sent those 35 links to our sticker guy and he made the qr codes for all 35 links. Slap a sticker on the piece, scan it and enter all the machine info, rename the file. Probably ~2 hours into it getting to that point. The time consuming part is entering all the serials, parts, fluids, etc

Are you giving all your guys access to the sheets? or just one laptop at the shop, and yours? Or doing it on their phones?

So all employees are privy to maintenance?

I did a paper system years ago that had individual spread sheet books for tracking which you are doing now. I think you are doing a great job of using the technology to your advantage. One thing we did was to incorporate time cards into the tracking system. Hour meter readings for when you started and stopped running the machine worked real well. If I had had your system I would have included everyone in on the maintenance program, including the managers who never wanted a machine stopped for any reason and then screamed bloody murder when something broke down. The operators became the alarm system with maintenance intervals got close.

Any maintenance program computerized or hard copy will always be fraught with issues built from the top down. The company wanted me to go with a PC program, I refused and stayed with huge white boards and hand written work orders with full part numbers & work description. The less indian's and chiefs involved the better. For the simple fact I didn't need people scheduling their own self built priorities expecting to use it as a tool to just drop in when I already had a 10 hour day ahead. Plus I wasn't going to carry a phone around while working, I did have one on the desk with a bell in shop. Work orders were filled out at end of job/filed and noted on white board. It worked well for twenty years. * Earlier this year the old employer came to the realization after three years with new shop he built and Penske inside it with all their top flite computer generated program, he had way less issues all the way around with my stone age system. * Plus if by chance DOT were to do a audit they weren't going to just set at a desk looking at a monitor of files, no they were going to earn it by opening a file cabinet and manually going through hard copies, it kind takes the fight out of them.

crane operator said: Are you giving all your guys access to the sheets? or just one laptop at the shop, and yours? Or doing it on their phones? Click to expand... All guys have access, once someone scans the QR code that sheet is then saved to your Google account. So anyone can scroll through there sheets and find the one for the specific machine if you're not near it, or if near it just scan it. Mostly done from our phones, but I've got access on my phone, computer, iPad, etc.

Truck Shop said: So all employees are privy to maintenance? Click to expand... Not all but a few are, we're a smaller company, ~8 guys.

John C. said: I did a paper system years ago that had individual spread sheet books for tracking which you are doing now. I think you are doing a great job of using the technology to your advantage. One thing we did was to incorporate time cards into the tracking system. Hour meter readings for when you started and stopped running the machine worked real well. If I had had your system I would have included everyone in on the maintenance program, including the managers who never wanted a machine stopped for any reason and then screamed bloody murder when something broke down. The operators became the alarm system with maintenance intervals got close. Click to expand... Our time card app busybusy has an option to enter machine hours on the digital time card, but it doesn't offer any maintenance tracking. If they offered an extension to track maintenance that would be pretty slick, I've actually suggested they add it in as I think it could potentially be a real winner if set up right. On this system any employee can view the info, just scan the code and it all pulls up. Actually even Billy Bob walking down the street could scan the code and see everything we put the sticker in the cab to avoid that, and open cab machines we put it in a fairly inconspicuous spot. The QR code isn't really needed but it just makes it dead simple and eleminates any confusion or saw you have a couple identical pieces of iron, no confusion or checking serials/equipment numbers to make sure it's the right piece.

I was thinking that maybe the time card app could publish and subscribe to your spread sheets instead of being the maintenance tracker.

I use a spreadsheet. Put a label in a visable place with next service due. One place I worked, it was a firable offence to "ignore" it, as it meant you were running the equipment without doing a proper pre-trip. They had one guy lose an engine because it was hundreds and hundreds of hours over due. Like should have been serviced a few times a year and it'd been a couple years over due.