AI for maintenance planning and scheduling
Start from the work order exports you already pull out of the CMMS. Job plans, weekly schedules and bad actor analyses come back as finished files you check and enter yourself, with the LOTO and JHA paperwork drafted alongside.
Week-38-schedule.xlsxExampleWeek 38 schedule, 240 craft hours loaded
- WO-104417P-310 feed pump, mechanical seal16 mechScheduled
Bundled with the P-310 coupling PM so the pump is locked out once, on Tuesday.
- WO-104388CV-204 gearbox, oil change PM4 mechFlagged
The Aug 29 oil sample shows 412 ppm iron, so add a borescope inspection to the job plan.
- WO-104469AC-2 air compressor, 4,000-hr PM8 mechAwaiting parts
The separator kit on PO 66120 arrives Sep 18, so the job moves to week 39.
- WO-104471MCC-3, infrared survey6 elecScheduled
The job is kitted and fits the electrical crew’s open hours, so it is set for Thursday.
How it works
- 1
Drop in the CMMS exports
Work order history with failure codes and downtime hours, the asset list, the PM due report and storeroom min-max come straight out of the CMMS. The OEM manuals, last week’s schedule and anything else the job needs go in as exports or PDFs.
- 2
Ask for the deliverable
It builds the schedule loaded to craft hours, the bad actor Pareto, the work pack or the RCA, and every number carries the file it came from. What it could not reconcile shows up as a note, so you know where the gaps are.
- 3
Verify it before it goes in the CMMS
Walk the job in the field, check the estimated hours against history and the failure codes against what the crew found, then enter the work orders and close the RCA yourself.
Inside the Maintenance & Reliability mode
Maintenance strategy and reliability
Computes MTBF and MTTR by failure mode from work order history, ranks bad actors and flags PM intervals that don’t match how the equipment fails.
Maintenance planning and scheduling
Turns work requests and backlog exports into job plans with craft hours, steps and parts, then builds the weekly schedule you freeze on Friday.
Project schedule
Builds the logic-linked outage schedule for a turnaround, finds the critical path and re-baselines when scope moves after freeze.
Root cause analysis and CAPA
Assembles the five whys and fishbone from work order notes, oil and vibration data, and drafts corrective actions with the evidence attached.
Inventory policy and performance
Works out min, max and reorder points for critical spares from usage, lead time and stock-out cost, and lists obsolete stock for disposition.
Safety programs and hazard analysis
Drafts machine-specific LOTO procedures, JHAs and OSHA-required written programs, with controls ranked from elimination to PPE for a competent person to verify.
Safety incidents and OSHA records
Fills in the 300, 300A and 301 forms from the injury reports, sets out the recordability basis for each case and computes TRIR and DART from hours worked.
Staff scheduling
Fits on-call and shift rosters around call-back minimums, rest between shifts, overtime thresholds and the union’s equal-distribution rules.
Business case and capital allocation
Builds the repair-versus-replace case for a bad actor pump from five years of repair costs, downtime cost per hour and the replacement quote.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Ask it for
“Build next week’s schedule from the backlog export, load it to 240 forecast craft hours, and bundle the jobs on boiler feed pump P-310.”
Week-38-schedule.xlsx“From the closed work orders for our 22 process pumps, compute MTBF per pump, Pareto the failures by mode, and rank the bad actors by downtime hours and cost.”
Bad-actors-2025.xlsx“Pull every work order, oil result and vibration report for gearbox CV-204, three failures since March, and draft the five whys and fishbone.”
RCA-CV204-gearbox.docx“Draft a machine-specific LOTO procedure and a JHA for the No. 2 air compressor PM from its OEM manual and the energy source survey.”
Compressor-2-LOTO-and-JHA.docx“Go through the injury reports since July, draft the first-aid list and the recordability call on each, and fill in the Q3 rows of the 300 log.”
OSHA-300-log-Q3.xlsx“Build the November on-call roster for the six rotating techs so call-out hours even out, with 48 hours’ notice on every assignment.”
On-call-November.xlsx
Who it’s for
Maintenance planners and schedulers, CMMS coordinators, reliability engineers and maintenance supervisors and managers in plants, utilities, fleets and campuses.
Questions
Can it set PM intervals or call the repair-versus-replace decision?
No, the decision stays with you and engineering. The analysis comes with the failure history, sources and costs behind it, and anything it could not trace gets flagged rather than guessed. Interval changes and replacement timing come back as recommendations for you to accept or change.
Can it write a LOTO procedure for a machine?
Yes, it drafts the procedure from the OEM manual, the energy source survey and your existing programs in the folder. It has never seen the machine, so an authorized employee has to walk the equipment, confirm every energy source and isolation point, and try out the isolation before anyone works from the draft. The employee signs the procedure, and the tool cannot sign anything.
Our notes read 'brg noisy, chngd, ok’. Will it cope?
Yes, it codes what it can and flags the rest rather than filling gaps with guesses. The skills tell it to cite the source file for every number and statement, and to note what it could not find or reconcile. A decade of 'pump fixed’ is history no tool can recover, so the gaps come back marked for you to chase.
Where does our plant and downtime data go?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.
Who answers for a wrong number on a schedule or RCA it drafted?
You do, which is why a person reviews every file it touched. Treat each deliverable as a draft from a planner who never walked the job, and check it the way you would check a new hire’s work. Whether AI-assisted documents need a formal review chain is a call for your compliance team.