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Overview

GIMA’s maintenance scheduling system helps you plan preventive maintenance, track corrective repairs, and ensure your assets remain operational. This guide covers creating maintenance schedules, assigning tasks, and monitoring completion.

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Accessing Maintenance Management

1

Navigate to Maintenance

From the dashboard, click “Mantenimiento” in the sidebar (line 36 of Sidebar.tsx):
  • Icon: Wrench (from lucide-react)
  • Route: /mantenimiento
  • Active state: white background with navy text
2

View maintenance dashboard

The maintenance section displays:
  • Scheduled maintenance tasks
  • Pending maintenance requests
  • Maintenance history
  • Asset maintenance status
  • Technician assignments

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Types of Maintenance

GIMA supports multiple maintenance workflows:
Scheduled regular maintenance to prevent failures:Characteristics:
  • Time-based or usage-based triggers
  • Planned in advance
  • Lower priority than corrective
  • Often recurring (daily, weekly, monthly)
Examples:
  • Monthly air conditioning filter cleaning
  • Quarterly server hardware inspection
  • Annual vehicle service
  • Weekly equipment calibration
Benefits:
  • Reduces unexpected failures
  • Extends asset lifetime
  • Lower overall costs
  • Predictable scheduling

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Creating a Maintenance Task

1

Start new maintenance task

Click the ”+ Nueva Tarea” or similar button in the maintenance interface:
  • Typically styled like other primary actions (bg-gima-blue)
  • Features a Plus icon
  • Opens the task creation form
2

Select the asset

Choose which asset requires maintenance:Asset Selection:
  • Search by asset name or ID
  • Filter by category (COMPUTO, MOBILIARIO, etc.)
  • View asset location and current status
  • See maintenance history for context
Reference the asset categories from /categorias-activos to ensure you’re selecting the correct equipment.
3

Define maintenance details

Fill in the maintenance task information:Task Title: Brief description (e.g., “Monthly AC Filter Cleaning”)Type: Select from:
  • Preventiva (Preventive)
  • Correctiva (Corrective)
  • Predictiva (Predictive)
  • Por condición (Condition-based)
Priority: Set urgency level:
  • Baja (Low) - routine maintenance
  • Media (Medium) - scheduled but important
  • Alta (High) - critical maintenance
  • Urgente (Urgent) - emergency response
Description: Detailed work to be performed
4

Schedule the maintenance

Set timing and recurrence:Start Date: When maintenance should beginEstimated Duration: Time needed to completeRecurrence (for preventive):
  • No repetir (One-time)
  • Diaria (Daily)
  • Semanal (Weekly)
  • Mensual (Monthly)
  • Trimestral (Quarterly)
  • Anual (Annual)
End Date (for recurring): When to stop the schedule
5

Assign personnel

Select who will perform the maintenance:Technician Selection:
  • Choose from users with “Técnico” role
  • View technician availability
  • Check current workload
  • Assign multiple technicians if needed
Department Assignment:
  • Infraestructura
  • Laboratorios
  • Desarrollo
  • Soporte
Reference: User roles from /types/user.ts and /configuracion/User
6

Add additional information

Optional but recommended fields:Required Parts/Repuestos:
  • Link to inventory items
  • Specify quantities needed
  • Check availability before scheduling
Estimated Cost:
  • Labor costs
  • Parts and materials
  • External contractor fees
Safety Notes:
  • Required PPE
  • Shutdown procedures
  • Risk assessments
Attachments:
  • Maintenance procedures
  • Equipment manuals
  • Previous maintenance reports
7

Save and activate

Click “Guardar” to create the maintenance task:
  • Task appears in maintenance calendar
  • Assigned technicians receive notifications
  • Asset status updates to show pending maintenance
  • For recurring tasks, all instances are generated

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Using AI for Maintenance Diagnostics

The AI Assistant can help diagnose issues before scheduling maintenance:
1

Access AI Assistant

Navigate to the AI Assistant:
  • From Reports page: click “Asistencia IA” button (line 56-60 of reportes/page.tsx)
  • Direct route: /asistencia
  • The button has distinctive styling: bg-gima-navy with ring effect
2

Select Diagnóstico tab

Click the “Diagnóstico” tab (line 67-75 of asistencia/page.tsx):
  • Features a Zap (lightning) icon
  • Border color changes to gima-navy when active
  • Scales up slightly when selected (scale-105)
3

Describe the problem

In the diagnostic interface:Wrench icon indicates diagnostic mode (line 118)Heading: “Diagnóstico Inteligente” (line 119)Textarea: Describe symptoms (line 121):
  • Placeholder: “Ej: el aire acondicionado hace ruido metalico…”
  • Styled with bg-[#E8EEEF] background
  • 40 rows height for detailed descriptions
  • Focus ring in gima-blue
4

Analyze the fault

Click “Analizar Falla” button (line 122):
  • Blue background (bg-gima-blue)
  • Features Sparkles icon for AI indication
  • Shadow effect: shadow-xl shadow-gima-blue/20
  • Active scale animation
The AI will:
  • Analyze the symptom description
  • Identify likely causes
  • Suggest diagnostic steps
  • Recommend maintenance actions
  • Estimate urgency level
5

Create maintenance from diagnosis

Based on AI recommendations:
  • Pre-fill maintenance task with AI insights
  • Auto-set priority based on urgency analysis
  • Include diagnostic report as attachment
  • Link to relevant asset documentation
The AI diagnostic feature is especially useful for:
  • Unusual equipment behavior
  • Intermittent problems
  • Complex multi-system issues
  • Training new technicians

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Tracking Maintenance Status

Once maintenance is scheduled, you can track its progress:

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Maintenance States

Initial state after creation:
  • Awaiting start date
  • Assigned technician notified
  • Parts requisitioned
  • Asset reserved for maintenance window
Actions Available:
  • Edit task details
  • Reschedule
  • Reassign technician
  • Cancel task

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Maintenance Calendar View

Visualize your maintenance schedule:
Shows all tasks for the selected day:
  • Hour-by-hour breakdown
  • Technician availability
  • Asset conflicts
  • Urgent priorities highlighted

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Best Practices

  • Schedule preventive maintenance during low-usage periods
  • Bundle related maintenance tasks to minimize asset downtime
  • Allow buffer time between tasks for overruns
  • Consider seasonal factors (weather, business cycles)
  • Balance technician workload across the team
  • Schedule critical asset maintenance with backup coverage
  • Photograph equipment before and after maintenance
  • Record all parts replaced with serial numbers
  • Document any deviations from standard procedures
  • Note unexpected findings for future reference
  • Update asset configuration if changes made
  • Store receipts and warranties
  • Check parts availability before scheduling
  • Order long-lead items in advance
  • Maintain minimum stock of critical spares
  • Track parts usage for cost analysis
  • Link parts to specific assets via /configuracion/repuestos
  • Document part numbers in maintenance notes
  • Notify asset users before maintenance begins
  • Update stakeholders on progress
  • Report delays immediately
  • Document completion and any issues
  • Share lessons learned with team
  • Use the Chat feature in AI Assistant for quick questions

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Integration with Other Features

Asset Management

Link maintenance to specific assets and categories

AI Assistant

Use AI diagnostics to inform maintenance decisions

Reports

Generate maintenance performance and cost reports

User Management

Assign tasks to technicians and track performance

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Troubleshooting

  • Check if asset is already reserved for maintenance
  • Verify technician availability during requested time
  • Ensure you have scheduling permissions (Supervisor or Admin)
  • Check for conflicting maintenance tasks
  • Refresh the calendar view
  • Check date range filters
  • Verify task was saved successfully
  • Look in correct calendar view (daily/weekly/monthly)
  • Verify technician user status is ‘available’
  • Check notification settings in /configuracion/notificaciones
  • Confirm technician email is correct
  • Review system notification logs

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Next Steps

Use AI Assistant

Leverage AI for diagnostics and recommendations

Generate Reports

Create maintenance performance reports

Configure Notifications

Set up alerts for maintenance tasks

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