Preventive maintenance

Preventive maintenance is a workflow for wind, solar and storage sites. A scheduled service report is mostly confirmation that planned work happened, with the things that matter buried inside it. Aevy separates the two, and this workflow is about the second half: the findings a maintenance visit leaves outstanding, tracked until somebody closes them.

When to switch this on

When annual and periodic service reports arrive in volume and nobody has time to read past the summary, so the observation on page 40 is found at the next visit. Ask your Aevy contact to switch it on and name the assets.

This one covers findings, not the schedule

Whether a visit was owed, whether it happened on time, and whether every report has arrived are questions about the duty rather than about the defects. Those live in obligations, which is also where the reports themselves are collected. Most sites run both: this workflow gives you the outstanding work, obligations gives you the cycle it belongs to.

From a service report to work

A service report is two documents in one: proof the visit happened, and a list of things nobody has dealt with. The workflow exists to stop the second being filed as the first.

Aevy reads the whole report rather than its cover summary: the checklist tables, the parts marked not OK, the free text a technician typed at the end, the photo annexes and the recommendation list. Each observation names the system and, where the report is specific enough, the part.

Set it up

Step	What happens	Who
1 Systems and parts	The turbines, inverters or containers and their components exist, so an observation files against equipment rather than the site.	Aevy
2 Documents	The service reports reach Aevy, by sync from your source.	You
3 Agree the expectation	What the visit was supposed to cover, so a missing check reads differently from a passed one. Where that lives differs by technology: see below.	Together
4 Agree the bar	The step that decides whether the list is worked or ignored. See below.	Together
5 Switch on	Aevy turns the workflow on for the assets you named and reads back to the date you agreed.	Aevy
6 Review	Proposals wait under Suggestions. Accept all takes a whole report in one decision.	You

Where the expectation lives

Before the bar, the setup answers a plainer question: what was this visit supposed to do. The answer sits in a different place depending on the technology, and finding it is part of switching the workflow on.

Wind	Usually inside the report. A turbine service report is built around the checklist the technician worked through, so the expectation and the result arrive in one document and Aevy reads both from it.
Solar and storage	Usually somewhere else. The scope of works often sits in an annex to the O&M contract, while what comes back is a short summary written against it. The two have to be read side by side before a missing check is visible.

Point Aevy at whichever document holds the expectation and it can tell a check that passed from a check nobody did. Skip it and the workflow still raises what the report flagged, but it cannot tell you what the report left out.

Decide before it runs

Decision	What it changes	Where portfolios land
The bar	How serious an observation has to be before it becomes work. A full annual service report can carry a hundred lines, most of them a technician recording that a thing was checked and was fine.	High to start: main component damage, anything causing downtime, anything the report itself recommends acting on. Lower it once the list is trusted.
Recommendations	Whether a contractor’s recommendation becomes work by itself, or only when you agree with it.	Raised as work, since an unactioned recommendation is the one that gets quoted back at you later.
The start date	How far back Aevy reads. Everything on file surfaces work nobody tracked, which can be a large first list.	Everything for a portfolio just taken over. The start of the current year where the backlog is already managed elsewhere.

Note on the bar

A bar set too low is the failure mode that kills this workflow, because a list nobody trusts is a list nobody opens. Start strict. Widening later costs a conversation, while winning back attention costs months.

Work what the visit found

Observations become findings on the asset, so they join the same list as everything else outstanding. Group by system to see which unit the visits keep flagging, and sort by severity to take the urgent ones first.

Every finding links to the report and the passage it came from, so the evidence behind a work order is one click away rather than a hunt through a hundred page PDF.

Limits

The workflow reports what the technician wrote down. A fault noticed and not recorded does not exist here, and a report that never reached Aevy leaves a gap rather than a clean result.

Aevy reads a new report against what is already open, so it proposes an update rather than a second copy of a defect still standing. That judgment comes from the documents rather than from a fingerprint, so where two reports describe one fault in different words you may still get a proposal to dismiss.

What’s next

• How workflows work: the set, and what each needs before it runs.
• Corrective maintenance and service orders: what happens after somebody acts on one of these.
• Findings: the record each observation becomes.
• Oil sampling: the lab results a scheduled visit usually produces.