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Overview

Energy CMMS provides a comprehensive maintenance management system covering preventive, corrective, and predictive maintenance workflows.

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Maintenance Types

Preventive

Scheduled maintenance based on time or usage intervals

Corrective

Repairs triggered by notifications or failures

Predictive

Condition-based interventions using monitoring data

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Core Workflow

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Creating Maintenance Routines

Routines define what maintenance should be performed:
1

Navigate to Routines

Go to Maintenance > Routines
2

Add New Routine

Click “Add Routine” button
3

Set Basic Information

  • Name: Descriptive name (e.g., “Monthly Transformer Inspection”)
  • Code: Unique identifier (optional, auto-generated if blank)
  • Category: Type of equipment (Electrical, Mechanical, etc.)
  • Frequency: How often to perform (Monthly, Quarterly, etc.)
4

Define Scope

  • Estimated Time: Duration in HH:MM:SS format
  • Technician Count: Number of people required
  • Job Position: Required skill level
  • Description: Detailed instructions
5

Add Procedures

Create step-by-step checklists:
  • Inspection points
  • Measurements to take
  • Tools required
  • Safety precautions
Routines are templates. Scheduling creates the actual work order instances.

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Routine Categories

Categories link maintenance routines to asset types: 
# Category hierarchy automatically applies routines
electrical = Tipo.objects.get(nombre="Electrical")
transformers = Tipo.objects.create(
    nombre="Transformers",
    padre=electrical,
    categoria_activo=transformer_category
)

# Routine assigned to "Electrical" applies to all transformers

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Category Inheritance

Routines assigned to parent categories automatically apply to all child categories and their assets.
Example hierarchy:
  • Electrical ← General electrical inspection
    • Transformers ← Transformer-specific tests
      • Dry Type ← Temperature monitoring
    • Switchgear ← Arc flash inspection

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Scheduling Maintenance

The Visual Scheduler wizard creates programmed maintenance:
1

Open Scheduler

Go to Maintenance > Scheduling > Visual Scheduler
2

Select Routine

Choose the maintenance routine to schedule
3

Define Schedule Pattern

  • Frequency: Daily, Weekly, Monthly, Quarterly, Yearly
  • Start Date: When to begin
  • End Date: When to stop (optional, leave blank for indefinite)
  • Working Hours: Time window for execution
4

Select Assets

Choose which assets this applies to:
  • By Location (all equipment in area)
  • By Category (all motors, all pumps, etc.)
  • Individual Assets (specific equipment)
5

Preview & Generate

  • Review projected work orders
  • Adjust if needed
  • Click “Generate Orders”

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Schedule Configuration

# Example: Monthly transformer inspection
programacion = Programacion.objects.create(
    rutina=rutina,
    horario=horario,  # Working hours pattern
    fecha_inicio=date(2024, 1, 1),
    fecha_fin=date(2024, 12, 31)
)

# Apply to specific areas
programacion.areas.add(substation_a, substation_b)

# Or specific assets
programacion.activos.add(transformer_1, transformer_2)

# Generate work orders
count = programacion.generar_ordenes()

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Work Order Management

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Work Order Lifecycle

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Work Order States

Initial state after generation:
  • Awaiting assignment
  • Can be rescheduled
  • Can modify scope

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Bulk Operations

The system supports efficient bulk actions: 
# Bulk date changes
api_bulk_update_ot_dates(ot_ids=[1,2,3], nueva_fecha='2024-03-15')

# Merge multiple work orders
api_merge_ots(ot_ids=[10, 11, 12])  # Combines into single OT

# Split multi-asset work order
api_split_ot_asset(ot_id=5, asset_id=101)  # Separates one asset
Merging work orders is irreversible. Ensure orders have compatible routines before merging.

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Cronogram View

Visualize maintenance schedule in calendar format:

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Features

  • Drag-and-drop rescheduling: Move work orders between dates
  • Multi-technician view: See workload distribution
  • Projection mode: View future scheduled maintenance
  • Conflict detection: Identify resource overlaps

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Filtering

# Filter work orders by multiple criteria
ots = OrdenTrabajo.objects.filter(
    inicio_programado__date__range=(start_date, end_date),
    estado__in=['PROGRAMADA', 'EJECUCION'],
    ubicacion__in=selected_locations
).select_related('rutina', 'tecnico', 'ubicacion')

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Notifications System

Notifications trigger corrective maintenance:
1

Submit Notification

Anyone can report an issue:
  • Mobile app or web interface
  • Describe problem
  • Select affected asset
  • Indicate priority
2

Review & Prioritize

Maintenance coordinator reviews:
  • Assigns priority (LOW, MEDIUM, HIGH, CRITICAL)
  • Categorizes issue
  • Estimates urgency
3

Generate Work Order

System or coordinator creates corrective OT:
  • Links to notification
  • Assigns technician
  • Schedules intervention
4

Execute & Close

Technician resolves issue:
  • Records actions taken
  • Notes parts used
  • Updates asset status
  • Closes notification

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Notification Priority

  • Immediate safety hazard
  • Production stoppage
  • Response within 2 hours
  • Automatic escalation
  • Major functionality impaired
  • Backup systems failing
  • Response within 24 hours
  • Minor degradation
  • Scheduled within week
  • Can defer if needed
  • Cosmetic issues
  • Non-critical improvements
  • Batched with routine work

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Procedures and Checklists

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Creating Procedures

Structured step-by-step instructions: 
procedimiento = Procedimiento.objects.create(
    nombre="Transformer Oil Analysis",
    rutina=rutina
)

# Add steps
PasoProcedimiento.objects.create(
    procedimiento=procedimiento,
    orden=1,
    descripcion="Ensure transformer is de-energized",
    es_critico=True
)

PasoProcedimiento.objects.create(
    procedimiento=procedimiento,
    orden=2,
    descripcion="Extract oil sample from bottom valve",
    requiere_foto=True
)

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Mobile Execution

Technicians use mobile interface to:
  • View assigned work orders
  • Access procedures
  • Check off completed steps
  • Record measurements
  • Upload photos
  • Scan asset QR codes

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Measurement Points

Track equipment condition over time:
1

Define Measurement Point

Create monitoring point on asset:
  • Temperature sensor
  • Vibration monitor
  • Pressure gauge
  • Hour meter
2

Set Thresholds

Define acceptable ranges:
  • Minimum value
  • Maximum value
  • Alert conditions
3

Record Readings

During work order execution:
  • Technician records value
  • System checks against thresholds
  • Automatic alerts if out of range
4

Trend Analysis

Historical data enables:
  • Condition monitoring
  • Predictive analytics
  • Performance degradation detection

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Import/Export

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Exporting Routines

id,codigo_rutina,nombre,categoria_nombre,categoria_ruta,frecuencia_nombre,tiempo_estimado,cantidad_tecnicos,descripcion
1,RT-001,"Monthly Transformer Inspection","Transformers","Electrical → Transformers","Monthly","01:30:00",2,"Visual inspection and temperature check"
2,RT-002,"Quarterly Oil Analysis","Transformers","Electrical → Transformers","Quarterly","00:45:00",1,"Extract and test oil sample"

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Importing Routines

Categories and frequencies must exist before importing. Create them first or they will be skipped.
Required columns:
  • nombre: Routine name
  • categoria_nombre: Must match existing category
  • frecuencia_nombre: Must match existing frequency
Optional columns:
  • codigo_rutina: Auto-generated if blank
  • tiempo_estimado: Format HH:MM:SS (e.g., “01:30:00”)
  • cantidad_tecnicos: Integer, defaults to 1
  • descripcion: Detailed instructions
nombre,categoria_nombre,frecuencia_nombre,tiempo_estimado,cantidad_tecnicos,descripcion
"Weekly Motor Inspection","Motors","Weekly","00:30:00",1,"Visual and thermal check"
"Annual Load Test","Generators","Yearly","04:00:00",3,"Full load performance test"

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Background Import Process

For large imports (1000+ routines), use background processing:
1

Upload File

Go to Maintenance > Routines > Import (Background)
2

Verification Mode

Check “Verify Only” to validate:
  • Which routines already exist
  • Which will be created
  • Any errors in data
3

Review Report

System shows:
  • Total rows
  • Found (will update)
  • Not found (will create)
  • Duplicates in file
4

Execute Import

Uncheck verification, upload again:
  • Progress bar shows status
  • Real-time error reporting
  • Transaction rollback on failure

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Work Order Reporting

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Key Metrics

Completion Rate

% of scheduled work orders completed on time

Mean Time to Repair

Average time from notification to resolution

Backlog

Number of pending work orders

Compliance

% of preventive maintenance performed as scheduled

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Custom Reports

# Work order summary by location
from django.db.models import Count, Q

resumen = OrdenTrabajo.objects.filter(
    inicio_programado__year=2024
).values(
    'ubicacion__nombre'
).annotate(
    total=Count('id'),
    completadas=Count('id', filter=Q(estado='CERRADA')),
    pendientes=Count('id', filter=Q(estado__in=['PROGRAMADA', 'EJECUCION']))
).order_by('-total')

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Best Practices

Use consistent naming:
  • Start with frequency: “Monthly”, “Quarterly”
  • Include equipment type: “Transformer”, “Motor”
  • End with action: “Inspection”, “Test”, “Calibration”
Example: “Monthly Transformer Inspection”
Accurate time estimates improve:
  • Work scheduling efficiency
  • Resource allocation
  • Workload balancing
Review and adjust based on actual completion times.
Create detailed checklists:
  • Ensures nothing is missed
  • Standardizes execution
  • Facilitates training
  • Improves safety

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Integration Points

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With Inventory

  • Material requisitions from work orders
  • Automatic stock consumption
  • Spare parts recommendations

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With Budgets

  • Maintenance cost tracking
  • Budget vs actual analysis
  • Forecasting future costs

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With Safety

  • Work permit requirements
  • JSA/Risk analysis linkage
  • Safety checklist compliance
Next Steps:

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