Free preventive maintenance schedule

• The MapTrack preventive maintenance schedule has 14 columns and room for 31 entries. Columns: PM Task, Freq., Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec.
• Lists each asset, its tasks, the interval and the person responsible, so maintenance is planned work rather than a response to a breakdown.
• Preventive work is scheduled before failure. Reactive work happens after it, and carries expedited parts, overtime labour and secondary damage.
• Build intervals from the manufacturer manual first, then tighten them where duty cycle, dust or load is heavier than the manual assumes.
• The model WHS Regulations place the duty to maintain plant on the PCBU, so the schedule is a compliance record as well as a maintenance one.

Learn more about maintenance and work orders in MapTrack.

• Reduced breakdowns: - planned maintenance catches issues before they cause failures, keeping equipment running and avoiding costly emergency repairs.
• Lower costs: - preventive maintenance typically costs 3-5 times less than emergency repairs, reducing your total maintenance spend.
• Extended asset life: - regular service intervals keep equipment running longer, delaying capital replacement.
• Improved safety: - scheduled inspections identify hazards before incidents occur, protecting your team and meeting duty of care obligations.
• Better resource planning: - know in advance what labour, parts and tools are needed each month, reducing last minute scrambles and overtime.
• Compliance: - a documented PM schedule demonstrates due diligence for WHS and insurance requirements, providing audit-ready records.

• Schedule details: - site or facility name, department, schedule year, prepared by, approved by.
• HVAC and mechanical: - heating, ventilation, air conditioning and mechanical system maintenance tasks grouped by frequency.
• Electrical: - switchboard inspections, RCD testing, emergency lighting, test and tag, electrical system checks.
• Plumbing: - pipework inspections, backflow prevention, hot water systems, drainage and water quality checks.
• Fire safety: - fire extinguisher inspections, alarm testing, sprinkler checks, emergency evacuation equipment.
• Equipment and plant: - generators, compressors, forklifts, fleet vehicles and other operational equipment.
• Grounds and exterior: - roof inspections, guttering, car park, fencing, landscaping, external lighting.
• Frequency for each task: - daily, weekly, monthly, quarterly or annual.
• 12-month calendar grid: - tick when completed each month.
• Assigned technician or contractor: - who is responsible for each task.
• Notes: - additional or site-specific tasks.
• Sign-off: - prepared by and approved by with dates.

1. List all assets and systems requiring maintenance across your site or facility, including HVAC, electrical, plumbing, fire safety, equipment and grounds.

   Walk through the entire site or facility and create a comprehensive asset register. Include HVAC units, switchboards, plumbing systems, fire safety equipment, generators, compressors, fleet vehicles, forklifts and any other equipment or infrastructure that requires routine maintenance.

2. Identify manufacturer-recommended service intervals for each asset. Check manuals, data plates and supplier documentation for recommended frequencies.

   For each asset, locate the manufacturer service manual, data plate or supplier documentation and record the recommended service intervals. Note specific tasks required at each interval (e.g. filter change at 250 hours, oil change at 500 hours, major service at 1,000 hours or annually). This forms the foundation of your PM schedule.

3. Add regulatory and compliance requirements, including fire safety testing, electrical inspections, calibration, and any industry-specific obligations.

   Layer in any legislated or standards-based inspection requirements such as annual fire extinguisher inspection, six-monthly RCD testing, annual test and tag, pressure vessel inspections per AS 3788, crane certifications per AS 1418 and any industry-specific audit requirements. These compliance tasks are non-negotiable and must be scheduled first.

4. Group tasks by system and assign frequencies (daily, weekly, monthly, quarterly, annual). Use the template categories as a starting point.

   Organise all maintenance tasks by system category (HVAC, electrical, plumbing, fire safety, equipment, grounds) and assign the correct frequency to each task. Use the template categories as a starting framework and customise for your specific site. This grouping helps allocate resources and identify which months have the highest workload.

5. Map tasks across the 12-month calendar, distributing workload evenly to avoid overloading any single month.

   Plot each task onto the 12-month calendar grid. Stagger quarterly and annual tasks so they do not all fall in the same month. Consider seasonal factors such as scheduling HVAC servicing before summer and heating checks before winter. Distribute workload to maintain a manageable level each month for your team.

6. Review, approve and distribute to your maintenance team. Assign responsible technicians or contractors for each task group.

   Have the maintenance manager or facility manager review and approve the completed schedule. Assign specific technicians, trade contractors or service providers to each task group. Distribute the schedule to all responsible parties and set up automated reminders in your maintenance management system.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• WHS Act 2011, Section 19 - Primary Duty of Care (duty to maintain plant and structures)
• WHS Regulations 2011, Chapter 5 - Plant and Structures (requirement for maintenance schedules)
• AS 1851:2012 - Routine Service of Fire Protection Systems and Equipment
• AS/NZS 3760:2010 - In-service Safety Inspection and Testing of Electrical Equipment

• Model WHS Regulations (Safe Work Australia)
• Model Work Health and Safety Act (Safe Work Australia)
• AS/NZS 3760:2022, In-service safety inspection and testing of electrical equipment (Standards Australia)
• AS 1851-2012, Routine service of fire protection systems and equipment (Standards Australia)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

• Preventive maintenance checklist
• Equipment maintenance log
• Work order / job card template
• Facility maintenance checklist
• Preventive maintenance scheduling
• Equipment maintenance scheduling
• Resource centre
• MapTrack pricing
• Condition monitoring log
• PM Compliance Report Template