Planned Maintenance (PM) Schedule Overview

Planned Maintenance (PM) tasks are developed from design requirement and operations/use assumptions to provide for the minimum required maintenance that maintains specified equipment design performance, high image quality, and safety. GE Healthcare (GEHC) advanced service methods are developed to maximize efficiency and use system access time as productively as possible, as described in the lifecycle maintenance statement.

The advanced service methods in this service manual introduce three important concepts tied to design output operation and use assessment of equipment:
  • The Warranty IB PM Schedule Concept: The Warranty PM Service requirement is different from the lifecycle Out of Warranty (IBOW) PM Service requirement due to manufacturing tests/checks, and installation PM checks, done during the install process, and the newness of the equipment and parts during the first 12 months after install.
  • Equipment Operation Check (EOC): EOCs are not PMs, but rather operational checks required by both customer operators and engineers to ensure safety or equipment performance. EOCs are typically Customer Operator procedures or finalization procedures that an engineer completes if they are present on-site and have performed maintenance. In the case of MR and these products, the Magnet Rundown Unit (MRU) check that is required approximately weekly when the customer or the engineer enters the magnet room will no longer be a PM, but will become an EOC.

2 PM overview

GE Healthcare lifecycle maintenance

GE Healthcare equipment is designed and manufactured to be of the highest quality. Likewise, the maintenance requirements in the Customer Operations Manual/User Guides and the Customer Service Manuals are designed to help maintain safe, high quality performance of your equipment for its expected life.

GE Healthcare Customer Operations Manual/User Guides and Service Manuals are designed with the intent that customers or service providers can use them when doing standard maintenance on the equipment (such as planned maintenance, which is typically time-based) without proprietary service tools or methods.
note: Alternative original equipment manufacturer planned maintenance schedules may be used, and other routine maintenance efficiencies may be attained, based on GE Healthcare’s (or its approved partners’) use of proprietary service tools and methods, including data analytics and back office capacity. These GE Healthcare proprietary service tools and methods accomplish the prescribed and necessary routine maintenance activities identified in the Customer Operations Manual/User Guides or Customer Service Manuals.

Maintenance and repair work shall be carried out by qualified personnel, trained in maintenance and repair of this medical device in accordance with the manufacturer’s standards within the manufacturing enterprise. Customers should contact their local GE Healthcare Service Sales if they desire to have GE Healthcare complete the PMs with the Advanced (Proprietary) Service Methods and OEM trained service team.

In addition, GEHC systems have required customer, equipment operational checks that the customer should do on a periodic basis to ensure correct system operation or image quality before scanning. The details can be found in the Customer Operator Manuals.

PM scope

The PM tasks, schedules, methods, and procedures apply to the following products and the associated system options (defined in the PM schedules):

    3 PM methodology

    Schedules

    There are two distinct PM schedules, (A) Warranty IB PM and (B) IB Out of Warranty (IBOW) PM, that are used to ensure the specified system performance for the customer, while ensuring optimization of system access time for maintenance.

    (A) Warranty IB PM

    Warranty PM tasks are defined by considering that the equipment is new, clean and calibrated during manufacture and at installation. That ensures specified engineering operational performance beyond the first 12 months of service following install. The investment in installation checks, the newness of the equipment, and the other contractual service covered by the 12-month warranty period following install allows for PM efficiencies and more up-time for the customer during the warranty period.

    The primary (minimum) technical recommended PM schedules and tasks during the warranty period require approximately of applied maintenance time per year, divided into two warranty PM schedules. A summary of the PM tasks and schedule times including warranty PM core system, GE option systems, and tasks authorized as remote/digital option are given in the listed warranty schedules.

    • Schedule 1 Warranty Planned Maintenance
      • Warranty PM tasks and schedule designed for on-site only.
    • Schedule 2 Warranty Planned Maintenance
      • Warranty PM tasks and schedule designed for on-site only

    The recommended warranty PM schedules are applicable only for the MR products that are in scope. Any other upgraded systems would adapt the IBOW PM (post-warranty) schedules given below for use in the warranty period.

    It is possible that local regulation, or a unique customer requirement (commercial concession), may dictate additional PMs beyond the technical minimum PM schedules, W1 and W2, during the 12-month warranty period after install. There are two recommended options for that case:

    1. The region or country could complete the IBOW PM schedules (A, B, C, D) per the description in (B) IBOW PM (Post-Warranty) below, for those customers, understanding that the modality only re-reimburses service for the technically required minimum PM plan. This option could include using the remote option IBOW PM schedules B and D in addition to warranty PM W1 and W2, to fill the customer requirement remotely if the pre-conditions of the remote options in (B) IBOW PM (Post-Warranty) are met.
    2. The region or country may define a region generic (commercial) PM, for use above and beyond the minimum technical warranty PM (W1 and W2) proprietary warranty service minimum requirement. The generic (commercial) PM, assumed to be a short, simplified visit, must be defined in MyWorkshop (MWS) and approved by region QA, and available as a product/region-specific Digital Service Form (DSF) in the Service Information Management System (SIMS). Use of the generic PM assumes that the region will complete the warranty PM schedules W1 and W2 in the 12 months after install.

    (B) IBOW PM (Post-Warranty)

    The recommended IBOW PM tasks require approximately 11 hours of on-site applied maintenance time per year divided into four schedules. The time and the four schedules reflect the requirements for the core MR system without GE system options. GE System and Remote Option notes are listed below with each schedule. These PM Service Requests (SRs) will be dispatched from the Region Service Customer Relation Managers (CRM) as they are currently. The difference for the remote option is how you complete the PM schedule for those PM SRs. A summary of the PM tasks and schedule times including IBOW PM core system, GE option systems, and EOC is given below.

    • Schedule A Planned Maintenance (IBOW)
      • PM tasks and schedule designed for on-site only
    • Schedule B Planned Maintenance (IBOW)
      • PM tasks and schedule designed for remote option OR on-site
      • Remote option core system applied time using FX application: 5 minutes
    • Schedule C Planned Maintenance (IBOW)
      • On-site PM tasks and schedule designed for on-site only
    • Schedule D Planned Maintenance (IBOW)
      • PM tasks and schedule designed for remote option OR on-site
      • Remote option core system applied time using FX application: 5 minutes

    Two of the four IBOW PM schedules (schedules A and C) as well as the two warranty PM schedules (schedules W1 and W2) have on-site efficiencies that can be gained with the on-site Field Engineer (FE) completing the PM tasks in parallel. The parallel tasks save time; those time savings (not included above) gained from completing tasks in parallel are defined in Appendix B.

    The IBOW PM schedule B and D can be done remotely provided the following conditions are met

    1. The MR system is connected to GE back-office (system connectivity) and sending the system data to the Service Data Lake.
    2. The region service CRM has the capability to record completion of the Service Document/Manual defined EOC(s) in the SR debrief for corrective repair and field modification install (FMI) type SRs.
    3. The region service team, either the call center, remote engineer, or FE/representative, must have access to On-Watch/Rules Studio (OW/RS) Remote Digital PM outcomes. Those PM tasks that are approved as a Remote Digital method, as well as the OW/RS details, are listed in Appendix A. At present, the access to those Remote Digital PM outcomes can come through two paths: primary is the FX Application/Tool that is integrated as the user interface with the region CRM, and secondary (back-up) is the MR System ID Health Viewer within the Spotfire IB Health Dashboard. Remote digital PM outcomes will also be in the Field Force Automation (FFA) Application.

    IF ANY OF THE ABOVE CONDITIONS CANNOT BE MET, THEN THE REGION AND THE FE MUST COMPLETE ALL PM SR SCHEDULES ON-SITE.

    The FE, call center or remote engineer can check the status of IBOW schedule B and IBOW schedule D PM task performance at any time using the FX Application tool to help in understanding the status of the equipment when talking to the customer. However, when completing a dispatched PM SR for those B/D schedules, and any one of the remote/digital PM tasks does NOT pass, then the FE must go to the site and complete the on-site PM service method/procedure prior to closing the SR.

    For IBOW schedules B and D with the remote PM task option, if all the remote/digital PM tasks pass, then the FE records those tasks as PASS in the DS) ePM checksheet, just as they would for an on-site task. No special comment is needed since those tasks are authorized by engineering to be completed with the remote/digital method.

    The recommended PM items on each list can be completed on any time schedule to best accommodate a customer’s individual requirements. Customers wanting the least number of interruptions of their scanning schedule may want GE to do all checks during a single extended site visit, four times per year. Other customers, desiring shorter and more frequent site visits by their FEs, may find it advantageous to have a portion of the checks accomplished at each visit. All the checks on each checklist should be completed within the prescribed timeframe to ensure optimal system performance and reliability.

    Lastly, as a complete example of the recommended scheduling methodology, the figure below shows the recommended GEHC PM schedules and the transition from the 12-month warranty PM period to the IBOW (contract) PMs in the post-warranty period.

    GEHC PM schedules

    (C) EOC

    The MRU quarterly LED check is defined as the EOC for all our MR products. This will be completed by our customers, since all of our MR products require the customer to complete this on a weekly basis. FEs are also required to complete that MRU EOC check as part of all on-site PM visits (both for Warranty and Post Warranty PM) and capture that in the DSF ePM checklist referenced below. Also, as part of any corrective repair, the on-site FE must complete that MRU EOC when entering the magnet room and record the EOC on the Corrective Repair or FMI SR debrief for those region CRMs with that capability.

    4 Field or remote engineer (or representative) workflow

    The Digital Remote PM Option for schedule B and D can be executed by a region call center, a remote engineer, or a FE/representative – anyone that has access to and can process/debrief:

    • The PM SR generated by the CRM scheduler or dispatch system
    • The remote digital rule outcomes for the MR system ID being serviced
    • The current DSF ePM available in SIMS
    • Current connectivity information to confirm the system is connected

    There is no special requirement for the CRM to generate a special or remote PM SR type. The service request is the same PM SR type that has been generated in the past. In this case, now two PMs/First Year Service (Warranty), and four PMs/Year (IBOW or Contract).

    The workflow is the following steps:

    1. The CRM generates the PM SR dispatch to the assigned engineer (or call center)
    2. If the PM SR is for Schedule W1, W2, or Schedule A, and C, then the FE must be sent to the site to complete the SR per the checklist and service manual.
    3. If the PM SR is schedule B or D, then the service person can attempt the remote method in steps 4 through 7.
    4. For the PM SR system ID, check the PM remote digital outcomes using the FX Application, or as secondary, the MR Spotfire IB Health Dashboard. This can be checked in advance of the actual visit date so that the customer can be notified early of system availability should all the PMs pass.
    5. If all the remote digital outcomes are green (pass), and all the SW verification data is present, then complete the ePM per the detailed procedure in Appendix A, and save the DSF ePM Checksheet to the repository.
    6. Attach the DSF ePM Checksheet to the PM SR, and close the SR.
    7. Call the customer and inform them the PM is complete – advise outcome – make sure MR is working from customer perspective – and email them the DSF ePM if they desire.
    8. If any of the Schedule B or D PM SR system ID remote digital outcomes are red or do not pass, then the FE will need to go to the site and complete the PM SR using the on-site methods in the manual. Schedule B and D are shorter, so coordinate with customer best time to minimize down time of machine.
    9. If a site visit is required for Schedule B or D, consider any GE system option PM task that could be completed during those PM SRs to shorten the other on-site visits (A and C).

    PM workflow diagram

    5 Online libraries and DSF ePM checklists

    Distribution

    After service documents such as operator Manuals, service manuals, technical bulletins (service notes) and DSFs (regulatory forms) are approved and released by GEHC Modality/Design Engineering, they are distributed through the approved GEHC online distribution systems. The present GEHC distribution system of record is SIMS. GEHC, and GEHC approved partners, can get access to service documents by logging into (SSO enabled) SIMS. The legacy distribution system was the Content Document Library (CDL), and has been retired.

    DSF ePM checklist/checksheet

    After completing PM tasks, complete save and submit the DSF ePM checklist to the service repository (or new enterprise repository) and attach the DSF ePM to the PM SR debrief.

    6 Operational notes and assumptions

    It is assumed in warranty that the equipment is new, clean, and calibrated at installation, which ensures specified operation well beyond its first year in service. MR systems are to be stored and/or operated in the conditions and environment specified by product Pre-Installation Manual, the Service Operator Manual, and the Safety Manual procedures.

    It is assumed the MR systems covered by the Warranty PM differentiation methodology are newly manufactured, or factory re-manufactured GoldSeal systems ONLY. Silver-preferred systems are not covered by the new-system Warranty PM plan. Those systems would use the standard IBOW (contract) PM plan during any silver-preferred warranty period.

    The region CRMs fundamentally operate like each other in scheduling Warranty PMs SRs. The region is responsible for updating their CRM systems with the warranty PM schedules for the MR systems in-scope. Regional teams can complete the schedules B and D only if the above-mentioned conditions are met in that region/country for systems under GEHC contract.

    7 Commercial considerations

    Warranty PM plan
    • The MR system/equipment installed base at the site should be 100% connected to the GEHC back office during the warranty period, and that should be in the Equipment Sale Warranty Terms & Conditions (T&C). The same is true for IBOW service contracts.
    • The percent of time the equipment is connected to the GEHC back office should be at least 95% of the time. Connected time should also be in the T&Cs for both GEHC equipment sale warranties, and service contracts.
    • The customer is expected to complete the necessary operations (function) checks required per the operator manual to ensure safe operation and good image quality.
    • The difference between warranty PM periodicity and IBOW contract PM periodicity is tied to the operational assumptions above, and the Lifecycle Maintenance Statement. In short, the system equipment is new, had a complete set of all PMs at install, is remotely monitored with proprietary back-office in warranty, and is monitored closely at other service calls that may be requested by the customer. Therefore, less PM service calls during warranty.
    • The goal of the warranty PM differentiation is to return two days and over 10 hours of system availability (scan time) back to the customer. GEHC is watching the system performance through the back office, so performance monitoring is increased for a GEHC MR system.
    Post-warranty (IBOW) contract PM plan
    • As with warranty PMs, certain regions, countries, or customers may have regulation or local commercial requirement to complete more than the minimum contract IBOW PM plan of four PMs/year. In those cases, the remote PM schedules B and D may be repeated more often, or the region could use a defined generic PM (to check on-off function, and connectivity for example) if that is approved in MWS by region QA, is titled in SIMS for that express use only, and is built in the Global DSF ePM Checksheet format.
    • As during warranty, the customer is expected to complete the necessary operations (function) checks required per the operator manual to ensure safe operation and good image quality.
    • For GEHC proprietary service, there are four IBOW contract PMs required as a minimum per year. Two of those four, schedule B and D, have a remote performance check option. Those can be remotely under specific conditions, or on-site by qualified GEHC service personnel.
    • As with warranty PMs, certain regions, countries, or customers may have regulation or local commercial requirement to complete more than the minimum Contract IBOW PM plan of four PMs/year. In those cases, the Remote PM schedules B and D may be repeated more often, or the region could use a defined generic PM (to check on-off function, and connectivity for example) if that is approved in MWS by region QA, is titled in SIMS for that express use only, and is built in the Global DSF ePM Checksheet format.
    • The customer will still see the four PMs per year scheduled (assuming the contract is for the standard technical minimum, and not a greater number for commercial purpose) that are scheduled by the CRM/APM. But two of those (B and D) have the remote option – for the customer, that means there will still be a closed SR, and they can be provided (or retrieve in the Repository) the completed DSF PM Checksheet.
    • The two remote option PM schedules B and D are much shorter in time. If the FE must complete those on site – the customer should not be required to give up the equipment for a full day as in the past. Again – great system availability for the customer.
    • If the remote option PM schedules B and D pass the performance checks remotely, the FE or the remote team/call center will notify the customer in advance so that the system can be available to the customer and be used in the customer work plan on the dates of those PMs.

    8 Appendix A: Digital remote check procedure using rules studio/on-watch rules and FX user interface application

    Remote/digital method PM checks: Option Schedule B and D

    The MR PM checks (tasks) in Table 1 below are authorized to be conducted with a digital On-Watch/Rules Studio (OW/RS) analytic method outcome.

    Currently there are two user experience/application methods for observation of digital remote outcomes that enable the PM tasks/checks in Table 1 to be completed by remote method. Those are:

    1. FX User Application

      Is the user interface for Seibel America’s (SAM), Seibel International, and Service Max CRMs. The FX Digital Application/Tool is accessed through the CHROME or EXPLORER browser with an SSO login. It can be used by any FE or remote team to support region workflows. The link to the FX Application (Production) is: http://gehcfxp.com.

    2. IB Health Dashboard

      Is a stand-alone Spotfire visualization tool that is best accessed through the CHROME browser with SSO Login. The IB Health Dashboard has a MR Modality section with a System ID Health Viewer. The MR System ID Health Viewer has a software section containing the data for the Software Revision Check for Safety PM check, as well as a PM Check section containing outcomes of the Remote OW/RS PM checks. The link to the IB Health Dashboard is: http://sc.ge.com/*MR PM.

      note: Spotfire OneIDM Access

      First-time users must place a request for Spotfire access through oneidm.ge.com.

      1. Login into https://oneidm.ge.com.
      2. Type Spotfire in the request access box.
      3. Select Spotfire-HC - Healthcare and click Request Access.

      The Access Request Detail screen appears.

      • Select Production as the environment.
      • Select Global Magnet Monitor Reporting as the application group.
      • Select Consumer as the role for web player access.
      • Click Add to Request.
      • Add the Reason for Request. For example, Access needed as a new user
      • Click Submit.

      Once approved by your manager and content owner, you will receive a notification email and will be able to access the PM page.

    The User Applications display the outcomes of the Rules Studio/MATLAB analytics through the On-Watch remote application. Analytics outcomes are based on system and error logs that are collected through the Back Office AutoSC and RSvP software from the on-site customer systems and stored in the service DataLake. Rules and on-watch outcomes are listed in Table 2. OW/RS outcomes can be observed directly through AutoSC (or RSvP) in the Region Common/Service Desktops, in the FX Application, or in the Spotfire MR IB Health Dashboard. The outcome SW_Revision_Check_Rule_PM is based on the GetVer software tool developed for checking the software and software Patch configuration of the MR operating system, also available through the back office and stored in the DataLake, against the correct GEHC MR engineering software configuration stored in MWS.

    It should be noted that eventually, the remote digital PM rule outcomes will also be available in the Field Force Automation (FFA) Application for the call/customer service centers, and the remote engineering teams who use FFA.

    Remote digital PM check method procedure detail