Maintenance & Calibration

Maintenance & Calibration

The Maintenance & Calibration section helps you manage your equipment and machinery, ensuring they are properly maintained and calibrated according to schedule. This is critical for maintaining product quality and regulatory compliance in medical device manufacturing.

Overview

The maintenance and calibration workflow in RapidFacto includes:

  1. Adding Machines - Register new machines and equipment with their maintenance schedules
  2. Viewing Machines - Monitor all machines, their status, and maintenance activities
  3. Performing Maintenance - Record when maintenance activities are completed
  4. Tracking Downtime - Record and resolve machine downtime events (breakdowns, maintenance, calibration, etc.)
  5. Viewing History - Access complete maintenance records and downtime history

Dashboard Overview

The dashboard provides a quick overview of your maintenance status:

  1. Navigate to Home from the main menu

  2. In the Quick Stats section, you'll see a Machines card showing:

    • Total number of machines
    • Number of machines currently down
    • Status indicator (green if all operational, red if any are down)

    Machines dashboard widget

  3. In the Upcoming Maintenance widget, you'll see:

    • Scheduled maintenance activities for the current month
    • Activities sorted by due date (overdue items appear first)
    • Color-coded status indicators:
      • Red: Overdue maintenance
      • Orange: Due today
      • Blue: Due in upcoming days

    Upcoming maintenance widget

  4. Click on any maintenance activity card to navigate to the machine details page

Step 1: Adding a New Machine

Before you can track maintenance for a machine, you need to add it to the system with its maintenance schedule.

Creating a New Machine

  1. Navigate to Maintenance & Calibration → All Machines from the main menu

  2. Click the New Machine button

    New Machine button

  3. Fill in the machine details:

    • Machine Name: Enter a descriptive name for the machine (e.g., "Tablet Press Machine 01")
    • Machine No: Enter the machine number or identifier

    New Machine form

Adding Maintenance Activities

For each machine, you can define scheduled maintenance activities:

  1. In the Maintenance Activities section, click the Add Maintenance Activity button

    Add Maintenance Activity button

  2. For each activity, fill in:

    • Activity: Enter the name of the maintenance activity (e.g., "Lubrication", "Calibration Check", "Filter Replacement")
    • Frequency (in days): Enter how often this activity should be performed (e.g., 30 for monthly, 90 for quarterly)
    • Last Performed On: Select the date when this activity was last performed (leave blank if never performed)

    Maintenance activities table

  3. You can add multiple activities by clicking Add Maintenance Activity for each additional activity

  4. To remove an activity, click the red minus icon (🗙) in the Action column

  5. Once all details are filled, click the Submit button to create the machine

Note: The system will automatically calculate when each maintenance activity is due based on the frequency and last performed date. Activities that are overdue or due soon will appear on the dashboard.

Step 2: Viewing All Machines

The All Machines page provides a comprehensive view of all your machines and their status.

Accessing the Machines List

  1. Navigate to Maintenance & Calibration → All Machines from the main menu

    All Machines page

Understanding the Machine List

The page displays:

  • Statistics at the top:

    • Total: Total number of machines
    • Operational: Number of machines currently operational
    • Down: Number of machines currently down
    • Activities: Total number of maintenance activities across all machines

  • Machine Table with columns:

    • Machine: Machine number, name, and internal machine number (if available)
    • Status: Shows "Operational" (green) or "Down" (red) with a warning icon
    • Maintenance Activities: Number of scheduled maintenance activities for the machine
    • Action: Buttons to View, Edit, or Delete the machine

Searching and Filtering

  1. Use the Search box to search by machine name, machine number, or internal machine number
  2. Use the Status dropdown to filter machines:
    • All: Show all machines
    • Operational: Show only operational machines
    • Down: Show only machines that are currently down

Actions on Machines

For each machine, you can:

  • View: Click the View button to see detailed machine information, maintenance activities, records, and downtime history
  • Edit: Click the Edit button to modify machine details and maintenance activities
  • Delete: Click the Delete button (red icon) to remove a machine from the system

Step 3: Viewing Machine Details

The machine details page provides comprehensive information about a specific machine.

Accessing Machine Details

  1. From the All Machines page, click the View button for the machine you want to see

  2. Alternatively, click on a maintenance activity card from the dashboard

    Machine details page

Understanding the Machine Details Page

The page displays several sections:

Machine Status

At the top, you'll see:

  • Machine number and name
  • Current status (Operational or Down)
  • Action buttons:
    • Record Downtime: Record a new downtime event (only shown if machine is operational)
    • Resolve Downtime: Resolve an active downtime event (only shown if machine is down)
    • Download Records: Download maintenance records as PDF

Active Downtime Alert

If the machine is currently down, an alert box appears showing:

  • Downtime type (Breakdown, Scheduled Maintenance, Calibration, etc.)
  • Start date and time
  • Duration
  • Reason
  • Resolve button to mark the downtime as resolved

Maintenance Status

A progress bar shows:

  • Percentage of maintenance activities that are up to date
  • Number of activities that are up to date vs. total activities

Maintenance Activities Table

Lists all scheduled maintenance activities with:

  • Activity: Name of the activity
  • Frequency: How often it should be performed (in days)
  • Last Performed: Date when it was last performed (or "Never" if not yet performed)
  • Status:
    • Pending: Never performed
    • Up to date: Performed within the required frequency
    • Overdue: Past the due date (shows how many days overdue)
  • Record: Button to record that the activity has been performed

Maintenance Records

A table showing the history of all maintenance activities performed:

  • Activity: Name of the activity performed
  • Done By: Person who performed the activity
  • Date: Date when the activity was performed

You can download these records as a PDF by clicking the Download button.

Downtime History

A table showing all downtime events for the machine:

  • Type: Type of downtime (Breakdown, Scheduled Maintenance, Unscheduled Maintenance, Service, Calibration, Other)
  • Reason: Reason for the downtime
  • Started: Start date and time
  • Ended: End date and time (or "Ongoing" if still active)
  • Duration: Total duration of the downtime
  • Recorded By: Person who recorded the downtime
  • Action: Button to resolve if the downtime is still active

Step 4: Performing Maintenance Activities

When you complete a scheduled maintenance activity, you need to record it in the system.

Recording a Maintenance Activity

  1. Navigate to the machine details page (see Step 3)

  2. In the Maintenance Activities table, find the activity you want to record

  3. Click the Record button for that activity

    Record maintenance activity button

  4. A modal will open. Fill in the details:

    • Done By: Enter the name of the person who performed the maintenance
    • Done At: Select the date and time when the maintenance was completed

    Record maintenance activity form

  5. Click Submit to record the activity

Note: The date cannot be in the future. The system will update the "Last Performed" date for this activity and recalculate when it's next due.

After recording, the activity status will update:

  • If performed within the frequency period, it will show as "Up to date"
  • The next due date will be calculated automatically based on the frequency

Step 5: Recording Downtime Events

When a machine is not operational (due to breakdown, maintenance, calibration, etc.), you should record a downtime event.

Recording a New Downtime Event

  1. Navigate to the machine details page

  2. Click the Record Downtime button (only visible if the machine is currently operational)

    Record Downtime button

  3. A modal will open. Fill in the downtime details:

    • Downtime Type: Select the type of downtime:
      • Breakdown: Unexpected machine failure
      • Scheduled Maintenance: Planned maintenance work
      • Unscheduled Maintenance: Unplanned maintenance work
      • Service: Machine is out for service/repair
      • Calibration: Machine is out for calibration
      • Other: Other reasons
    • Reason: Enter a brief reason for the downtime
    • Description: Enter additional details (optional)
    • Started At: Select the date and time when the downtime started
    • Ended At: Select the date and time when the downtime ended (leave blank if still ongoing)
    • Recorded By: Enter the name of the person recording this downtime

    Record downtime form

  4. Click Submit to record the downtime event

Note:

  • The start date cannot be in the future
  • If you provide an end date, it must be after the start date
  • If you leave the end date blank, the downtime will be marked as "active" and you'll need to resolve it later

After recording, the machine status will change to "Down" and the downtime will appear in the downtime history table.

Step 6: Resolving Downtime Events

When a machine downtime event is resolved (the machine is back in operation), you need to mark it as resolved.

Resolving an Active Downtime Event

  1. Navigate to the machine details page

  2. If the machine has an active downtime event, you'll see:

    • An Active Downtime Alert box at the top of the page
    • A Resolve Downtime button in the header

    Resolve downtime button

  3. Click the Resolve Downtime button (or the Resolve button in the alert box)

  4. A modal will open. Fill in the resolution details:

    • Ended At: Select the date and time when the downtime ended (if not already set)
    • Resolved By: Enter the name of the person resolving this downtime
    • Resolution Notes: Enter any notes about how the issue was resolved (optional)

    Resolve downtime form

  5. Click Submit to resolve the downtime event

After resolving, the machine status will change back to "Operational" and the downtime event will be marked as resolved in the downtime history.

Best Practices

  1. Regular Updates: Record maintenance activities as soon as they are completed to keep the system up to date
  2. Accurate Dates: Always use accurate dates when recording maintenance or downtime to ensure proper scheduling
  3. Detailed Records: Include detailed descriptions in downtime events to help with future troubleshooting
  4. Timely Resolution: Resolve downtime events promptly when machines are back in operation
  5. Review Dashboard: Regularly check the dashboard for overdue maintenance activities
  6. Calibration Tracking: Use the "Calibration" downtime type specifically for calibration activities to maintain proper records for regulatory compliance

Downloading Maintenance Records

You can download a PDF report of all maintenance records for a machine:

  1. Navigate to the machine details page

  2. Click the Download Records button in the header (or the Download button in the Maintenance Records section)

    Download records button

  3. A PDF will be generated containing:

    • Machine information (name, number, internal number)
    • Complete list of all maintenance records
    • Company details

This PDF can be used for audits, compliance documentation, or record-keeping purposes.

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