Set up a Compliance Schedule

This page is not available when Asset Lifecycle Management (ALM) is enabled

Use Compliance Schedules to define how and when assets require servicing, inspection, or maintenance.

A schedule can be configured for:

  • Date-based compliance - based on time intervals, for example, every 6 months

  • Number-based compliance - based on usage or count, for example, every 1,000 hours.

Schedules can be applied automatically to assets using Application Rules.

Create a Compliance Schedule

  1. Go to Configuration > Assets > Compliance Schedules.

  2. Select Create Compliance Schedule.

  3. Enter the schedule Name and select the Compliance Type:

    • Date: automatically raises a compliance order using this schedule's settings when the asset is approaching its Compliant Until Date. A compliance order is not created if the asset has a "Pending Last Compliance Check Date", as the compliance update is awaiting approval.

      • Compliance Interval: Enter the length of time an Asset remains compliant after each successful compliance check. This value is used to calculate the new Compliant Until Date.

      • Compliance Renewal Threshold: Enter how far in advance of the current Compliant Until Date a compliance check can be carried out while still keeping the same renewal anniversary. If the check is done within this threshold, for example, within 28 days or 1 month of the existing Compliant Until Date, the new Compliant Until Date is calculated from the old Compliant Until Date rather than from the check date.

      • Compliance Renewal Type: Select what determines how the new Compliant Until Date is calculated based on the Last Compliance Check Date and the chosen renewal method, for example, from the work date, from the previous compliance date, or MOT-style using a threshold.

    • Number: automatically raises a compliance order using this schedule’s settings when the asset’s Current Value goes over its Next Compliance Check value.

      • Compliance Interval: The numeric interval between compliance checks, expressed in the same units as the Next Compliance Check and Current Value, for example, miles or hours. After a compliance check, this value is added to the Current Value to determine the new Next Compliance Check.

      • Automatic Increment Value: Enter the default amount to automatically add to the asset’s Current Value each day it is On Hire when using Number compliance. Used by the nightly job to increment usage or mileage and trigger compliance orders when the Next Compliance Check value is exceeded.

  4. Create Order By Compliance Date: Select this option if you want turn on automatic creation of a compliance Order when the asset passes its Compliant Until Date, using this schedule’s settings.

  5. Current Value Updated By Meter Reading: Select this option to automatically update the Current Value of this compliance schedule whenever the asset's Meter Reading is changed. This option is only available when the Compliance Type is set to Number. Meter Reading defaults to 0, accepts positive integers only, cannot be null. If this field is not shown, you must request Totalmobile support to turn on the Allow Assets to be assigned multiple compliance schedules option.

  6. Create orders days ahead: Enter the number of days before the Compliant Until Date (for Date type) or before the Next Compliance Check value is expected to be exceeded (for Number type) that a compliance Order should be automatically created.

  7. Create orders days ahead: Enter the number of days before the Compliant Until Date that a compliance order should be created automatically using this schedule.

  8. Select the Code Template (Diagnosis) that will be used when automatically creating a compliance Order based on this schedule.

  9. You can select a Parent compliance schedule to group related schedules together. This does not affect how the schedule is applied. It is used for organisation and reporting only.

Application Rules

Application Rules define which Assets this Compliance Schedule applies to, based on a combination of Asset Category, Subcategory and Model.

  1. Select the Asset Category this rule applies to. All Assets in this Category (optionally narrowed by Subcategory and Model) will use this Compliance Schedule.

  2. Optionally, narrow the rule to Assets in a specific Asset Subcategory under the chosen Category. Leave blank to apply to all Subcategories in the Category.

  3. Optionally, further narrow the rule to a specific Asset Model. Leave blank to apply the schedule to all Models within the selected Category or Subcategory.

  4. Select Add Application Rule to add another.

Save and apply your schedule

  1. Select Save Changes to save the Compliance Schedule details and any Application Rules you’ve added or edited. You must complete all mandatory fields and Asset Category in at least one rule before the schedule can be saved. Saving does not change any existing Assets on its own; it just stores the schedule and rules for future use and for new Assets and imports.

  2. When you're ready select Apply Schedule, which queues a workflow to apply this Compliance Schedule to all existing Assets that match its Application Rules. When the workflow runs successfully, it finds all Assets that match the rule(s) and updates the Compliance section on those Assets with the details from this schedule. It does not change the Asset’s Last Compliance Check Date or Compliant Until Date.

Once the workflow has applied the schedule to matching Assets, those Assets will now use this schedule’s settings going forward. If you turned on Create Order based on Compliance Date, the nightly Cyclical Programme job then starts evaluating each Asset’s Compliance Schedule(s) and automatically raises compliance Orders when they become due (or Create Order Days Ahead before they become due), using the schedule’s configuration (including the selected Code Template).

A compliance order is not created if the asset has a "Pending Last Compliance Check Date", as the compliance update is awaiting approval.

In a multi-schedule setup, the job checks each Compliance Schedule on the Asset, so it’s possible for more than one compliance Order to be raised for the same Asset if multiple schedules are due around the same time. Completing the resulting compliance work, for example, via Mobile Working (Mobilise) updating the relevant compliance fields then triggers the normal recalculation logic for the next compliance due point for that specific schedule.