eCalPM – Preventive Maintenance

eCalPM – Preventive Maintenance is an operations module from Pharmasoft designed for pharmaceutical and biotech manufacturing environments. It supports proactive asset management through automated scheduling, digital checklists, and maintenance history tracking, with the goal of reducing unexpected equipment failures and extending asset lifespan. The module accommodates time-based, usage-based, and condition-based maintenance strategies, allowing organisations to align maintenance activities with their specific operational requirements.

The module is part of the broader eCalPM suite within Pharmasoft's platform, which also covers calibrations, breakdown maintenance, and annual maintenance contract management. It is built to meet GMP compliance expectations, including 21 CFR Part 11 requirements for electronic signatures.

Scheduled Preventive Maintenance Automation

• Automatically plans maintenance cycles based on time, usage, or equipment criticality
• Supports configurable frequency schedules including daily, weekly, fortnightly, monthly, quarterly, half-yearly, and yearly intervals, configurable per equipment type and manufacturer recommendation
• Provides a real-time calendar view showing upcoming, due, and overdue PM tasks
• Assigns technicians to PM tasks based on equipment type, location, and availability, with automated reminders and digital worksheets issued to assigned personnel
• Tracks status automatically for all PM activities

Digital Work Orders and Maintenance Execution

• Generates electronic PM checklists with step-by-step task execution guidance
• Checklists are configured per equipment type with required tasks, acceptance criteria, and sign-off requirements
• Checklists are version-controlled and approval-tracked in line with GMP document management practices
• Requires mandatory data capture to support compliance and accuracy
• Supports attachment of images, manuals, and service reports to work orders
• Completed PM checklists pass through a configurable approval workflow before closure, providing supervisory or QA oversight
• Electronic approvals are compliant with 21 CFR Part 11 signature requirements

Equipment Reliability Insights and Compliance

• Provides performance and maintenance trend analysis through dashboards
• Maintains full traceability of PM history, spare parts usage, and technician actions
• Includes integrated CAPA linkage for recurring equipment failures
• Produces inspection-ready maintenance logs aligned with GMP expectations
• Overdue PM activities trigger escalation notifications to relevant personnel

Spare Parts Management

• Tracks spare parts stock levels and usage per PM activity
• Monitors reorder requirements to ensure parts are available when scheduled PM activities are due
• Supports forecasting and planning to optimise spare parts usage

Reported Business Benefits

• 25–40% reduction in unexpected equipment breakdowns
• 10–20% increase in equipment availability
• 15–25% extension in equipment lifespan
• 50–60% reduction in PM administration time
• Reduced production disruptions by eliminating unplanned downtime and maintenance-related stoppages
• Streamlined preventive maintenance administration through automated scheduling and standardised digital workflows

eCalPM – Preventive Maintenance is part of Pharmasoft's broader suite of GMP-compliant digital solutions covering quality management, electronic batch manufacturing records, laboratory information management, and equipment management, targeted at regulated pharmaceutical and biotech manufacturing operations.