Digitizing Uptime: How Cloudtrac is transforming O&M operations with Smart Dockets

Preventive Maintenance (PM) is crucial for ensuring the long-term health and efficiency of café equipment. A well-structured PM process not only minimizes downtime but also extends the life of critical assets. To enable a seamless and accountable PM workflow, we’re introducing a digital-first approach using equipment-specific PM dockets, asset management, and technician-led updates through the Cloudtrac platform.

Here's a detailed look at how this system will work:

📁 PM Dockets Tailored to Each Equipment 👇

For every piece of equipment installed in a shop, a unique PM docket will be generated based on the Asset Master. The Asset Master serves as the foundational data source, defining asset types, models, and their respective preventive maintenance schedules. These dockets will include all relevant information such as equipment type, location, model, make, and PM frequency (monthly, quarterly, etc.).

🛠️ Ensuring Accurate Asset Information 👇

To maintain the integrity of the PM process, the SPOC from the client side will be responsible for keeping the asset information up to date. This includes:

• Adding new assets as they are deployed
  
  

• Updating details for existing assets (e.g., change in location or model)
  
  

• Flagging and resolving discrepancies or assets that are no longer in use or were not found during the latest audit
  
  

Accurate asset data is the backbone of an effective PM strategy and ensures that no equipment is left unattended.

📋 Make, Model & Serial Tracking 👇

Each PM docket will correspond to a specific make, model, and serial number of the equipment, as defined in the Asset Master. The data for these identifiers will be captured and validated during periodic audits.

In cases where multiple units of the same equipment type are present (e.g., two coffee machines of the same make), separate PM dockets will be created for each unit based on their unique serial numbers. This ensures precise tracking and accountability at an individual equipment level.

📲 Field Updates via the mEdge App👇

Once a PM task is assigned, the service engineer will receive the docket on the mEdge App, where they are required to:

• Confirm the completion of the task
  
  

• Log service details and observations
  
  

• Update the PM status for each equipment, individually by serial number
  
  

This mobile-first approach enhances real-time updates, eliminates paperwork, and improves transparency in the PM process.

🧾 FSR Reports for Every Equipment 👇

Post-completion, a PDF report will be automatically generated for each equipment, detailing the service actions taken, engineer remarks, and any issues identified. These reports will serve as a formal record for compliance and future audits.

⛔ Handling Missed PMs 👇

In cases where a preventive maintenance task could not be completed during the scheduled month (due to non-availability, access issues, or other reasons), the system will:

• Close the existing PM ticket as “Not Performed”
  
  

• Auto-generate a new ticket for the following month, ensuring that the maintenance cycle is resumed without disruption

This structured fallback ensures that no PM task falls through the cracks and is followed up promptly.

By digitizing the PM process and grounding it in accurate, up-to-date asset data, we're building a robust maintenance ecosystem that improves uptime, accountability, and operational efficiency across all café locations. From auto-generated PM dockets to engineer-led status updates and systematic handling of missed tasks, this approach marks a significant step toward smarter asset management.

Stay tuned for more updates as we continue this exciting journey together!

Contact us @ sales@vitamap.com