Recording Reactive Maintenance

Before recording Reactive Maintenance:

• Confirm that you have opened the correct asset.
• Confirm that you have authority to manage maintenance for the asset.
• Identify the fault, breakdown or unplanned work that occurred.
• Gather any available repair notes, costs, invoices or service information.
• Check whether the issue has also been recorded elsewhere, such as a Defect or Action.

Reactive Maintenance is intended for unplanned work. Routine servicing and recurring inspections should normally be recorded using the appropriate Scheduled or Meter Maintenance process.

1. Go to Assets > Assets.
2. Open the asset.
3. Select the Maintenance tab.
4. Locate the Reactive Maintenance area.
5. Select the option to add Reactive Maintenance.
6. Record the maintenance or repair details.
7. Add applicable parts, labour and other costs.
8. Attach supporting information where available.
9. Save the maintenance record.
10. Review the asset’s maintenance history to confirm the work has been recorded correctly.

From the left-hand menu, go to:

Assets > Assets

Find and open the asset that required the repair or unplanned maintenance.

Confirm the asset number and name before recording the work, particularly where several similar vehicles or machines exist.

Select the asset’s Maintenance tab.

The Maintenance area contains the maintenance information and history held against the asset.

Locate the Reactive Maintenance area and select the available option to add a maintenance record.

Assets – Scheduled and Meter Maintenance →

Enter enough information to explain what work was required and why.

Use a clear maintenance name that describes the repair rather than a vague description such as “fixed”.

Examples:

• Replace leaking hydraulic hose
• Starter motor replacement
• Repair damaged left-hand work light
• Replace punctured tyre
• Repair hydraulic cylinder seal
• Battery and alternator fault repair

Record useful notes describing the fault and the work completed.

Example:
Hydraulic hose at boom connection found leaking during pre-start inspection. Hose replaced by local fitter and hydraulic oil topped up. Machine tested with no further leak detected.

Good maintenance notes make the record useful later when reviewing recurring faults, repair history or asset replacement decisions.

Record the costs associated with the maintenance where this information is available.

Reactive Maintenance history can include:

• Parts
• Labour
• Other
• Total

Example:

• Parts: $250.00
• Labour: $490.00
• Other: $0.00
• Total: $740.00

Recording repair costs helps build a more useful picture of the asset’s total cost of ownership rather than treating every repair as an isolated invoice disappearing into Accounts.

Where the maintenance process allows supporting information to be retained, add documentation relevant to the repair.

Examples may include:

• Repair invoices
• Workshop job sheets
• Inspection reports
• Parts receipts
• Service reports
• Photographs or other supporting evidence

Keeping the supporting record with the maintenance history makes it easier to understand what was actually repaired without having to locate the original paperwork elsewhere.

Save the Reactive Maintenance record once the available information has been entered.

Return to the asset’s Maintenance area and confirm that the repair has been added to the asset history.

The Reactive Maintenance history can include:

• Maintenance Name
• Notes
• Last Maintenance Date
• Parts
• Labour
• Other
• Total

Over time, this creates a record of unexpected repairs and the costs incurred against the asset.

Reactive Maintenance can also form part of the asset’s downloadable Asset Report.

When downloading the report from the website, select Maintenance to include relevant maintenance history.

The full Asset Report produced through the mobile QR-code workflow can also include Reactive Maintenance information.

This allows planned and unplanned maintenance to be reviewed together when assessing the asset’s wider maintenance history and cost.

Using Asset QR Codes and Asset Reports →

Use Scheduled or Meter Maintenance
when the work forms part of a planned recurring maintenance programme.

Examples: annual WOF, 500-hour service, monthly inspection or 10,000-kilometre vehicle service.

Use Reactive Maintenance
when the work is required because of an unexpected fault, damage, breakdown or other unplanned maintenance need.

Examples: hydraulic leak, failed starter motor, damaged tyre or unexpected electrical fault.

Keeping planned and reactive maintenance separate makes the asset history much more useful. Otherwise an asset that breaks every fortnight can look suspiciously like one receiving enthusiastic preventative maintenance.

A maintenance requirement may originate from a fault or Defect identified during operation or inspection.

Where the underlying issue has also been recorded as a Defect, make sure the records accurately describe the same issue and that your organisation’s normal defect-management process is followed.

The two records serve different purposes:

• Defect records the identified problem and its management.
• Reactive Maintenance records the repair or maintenance work carried out against the asset.

Recording the maintenance does not necessarily replace any separate action required to manage or close the underlying Defect.

Reactive Maintenance becomes particularly useful when several repairs are recorded against the same asset.

Review the history for patterns such as:

• Repeated failures of the same component
• Increasing repair frequency
• Increasing maintenance costs
• Recurring damage
• Repeated downtime
• Repairs occurring between normal scheduled services

This information can help support decisions about further investigation, preventative work, changes to maintenance schedules or eventual asset replacement.

That is where the record starts earning its keep as asset management rather than simply becoming a digital filing cabinet for broken stuff.

I cannot see the option to record Reactive Maintenance
You may not have the required authority to manage maintenance for the asset. Speak with your Engage administrator.

Should this repair be Reactive or Scheduled Maintenance?
Use Reactive Maintenance for work arising unexpectedly. Use Scheduled or Meter Maintenance when the work forms part of an existing planned maintenance programme.

The repair was caused by a Defect
Record the maintenance work against the asset and follow your organisation’s process for managing the Defect. The maintenance record and Defect record provide different parts of the asset history.

I do not know the final repair cost yet
Record the information available according to your organisation’s process and update the maintenance record when the confirmed costs are available, where editing is permitted.

The repair is not showing in the Asset Report
Confirm that the Reactive Maintenance record has been saved. When downloading from the website, also confirm that Maintenance was selected as an additional report section.

The same asset keeps requiring repairs
Review the Reactive Maintenance history together with Scheduled Maintenance, Defects and other asset records to identify recurring issues and determine whether further action is required.

• Assets – Scheduled and Meter Maintenance
• Managing an Asset After Creation
• Using Asset QR Codes and Asset Reports
• Using Forms with Assets
• Managing Asset Defects
• Assigning Assets to Employees
• Understanding Asset Fields