PPM & Work Order Rescheduling in FacTech

Introduction

We are excited to introduce the PPM & Work Order Rescheduling feature in FacTech CAFM.

Maintenance activities may occasionally need to be postponed due to operational constraints, resource unavailability, or site-specific requirements. Instead of marking a scheduled PPM as missed, users can now reschedule overdue PPMs (Work Orders) while maintaining a complete audit trail.

This feature improves planning, enhances compliance, and ensures every rescheduled maintenance activity is properly documented and approved.

Note: Before using this feature, ensure that PPM Rescheduling is enabled from the admin settings. You can also configure an approval workflow if rescheduling requests require authorization.

Why Use PPM Rescheduling?

Rescheduling helps organizations:

• Maintain a complete audit trail of postponed maintenance activities.
• Record the reason for every schedule change.
• Improve maintenance planning and compliance.
• Ensure transparency through an approval workflow.
• Reduce missed maintenance tasks without losing historical records.

How to Reschedule a PPM from the Mobile App

Step 1: Open the Scheduled PPM

1. Login to the FacTech Mobile App as a Staff user.
2. Open the assigned PPM/Work Order.
3. Scan the associated QR Code.
4. On the task screen, click Update.
5. Select Reschedule.

Note: If the Reschedule option is not visible, please ensure the feature has been enabled by the administrator.

Step 2: Submit the Rescheduling Request

Provide the following information:

• Reason for rescheduling
• New scheduled date

After entering the details, click Submit.

If the approval workflow is enabled, the request will automatically be sent to the designated approver for review.

Rescheduling from the Admin Portal

Administrators can also initiate a rescheduling request directly from the web portal.

To do this:

1. Login to the FacTech CAFM Portal.
2. Navigate to Asset & PPM.
3. Open Work Orders.
4. Search for the required PPM/Work Order.
5. Click Reschedule.
6. Enter the reason and select the new schedule date.
7. Submit the request.

The remaining workflow is the same as the mobile process.

Approving a Rescheduling Request

Step 1: Review the Request

The designated approver will receive an email notification whenever a rescheduling request is submitted.

The approver can either:

• Open the approval email and click the provided link, or
• Login to the FacTech Portal and navigate to the pending approval request.

Step 2: Approve or Reject

The approval page displays the complete request details, including:

• Original scheduled date
• Requested reschedule date
• Reason for rescheduling

The approver can choose one of the following actions:

• Approve – The PPM/Work Order is rescheduled to the selected date.
• Decline – The rescheduling request is rejected, and the original schedule remains unchanged.

Key Benefits

✅ Reschedule overdue PPMs without losing historical records

✅ Maintain a complete audit trail for every schedule change

✅ Record reasons for rescheduling

✅ Optional approval workflow for better governance

✅ Email notifications for approvers

✅ Improved compliance and maintenance planning

✅ Greater operational flexibility without compromising accountability

Frequently Asked Questions (FAQs)

Q1. Who can request a PPM reschedule?

Both Staff users (via the mobile app) and Administrators (via the web portal) can initiate a rescheduling request, depending on their access permissions.

Q2. Can overdue PPMs be rescheduled?

Yes. This feature is specifically designed to allow overdue PPMs or Work Orders to be rescheduled while preserving a complete audit history.

Q3. Is approval mandatory?

No. Approval is optional and depends on your organization’s configuration. If the approval workflow is enabled, every request must be approved before the new schedule becomes effective.

Q4. Will approvers receive a notification?

Yes. The designated approver receives an email notification containing a direct link to review and approve or reject the request.

Q5. Can administrators reschedule work orders directly?

Yes. Administrators can initiate rescheduling from the Asset & PPM → Work Orders section.

Q6. What information is required while submitting a request?

Users must provide:

• A reason for rescheduling
• The new proposed schedule date

Q7. What happens after approval?

Once approved, the PPM or Work Order is automatically rescheduled to the selected date, and the updated schedule is reflected within the system.