Preventive Maintenance Compliance Logger

The problem this kills

On quality- and safety-critical equipment, "we do our PMs" isn't good enough for an auditor. They want to see the schedule, the due window for each task, the date it was actually done, who did it, and the proof. When that lives in a maintenance backlog, a few spreadsheets, and someone's memory, you spend the week before an audit reconstructing a story instead of pulling a record.

The painful part isn't the maintenance work itself - it's demonstrating compliance. Was that quarterly PM done inside its window or three weeks late? Did anyone keep the completed checklist? What's your actual on-time PM compliance percentage this quarter, and which critical assets are overdue right now? If answering takes hours of digging, you don't have a compliance record - you have a hope.

What you'll build

A small, login-protected web app that turns your PM schedule into a living compliance record. You import your schedule (asset, task, frequency, due window) and your completion records from a CSV or Google Sheet. The tool computes each cycle's due window, tracks whether the PM was completed on time, and calculates your on-time PM compliance % - the metric auditors actually ask for.

When a completion is logged, the maintenance or quality owner reviews it - is it within window, is the evidence attached? - and approves it before it counts toward the compliance rate. Missed and late PMs get flagged for follow-up, overdue critical-equipment PMs get surfaced loudly, and you can export the whole compliance record and missed-PM list as a clean CSV any time. Reminders go out by email before a PM comes due, so things get done inside the window instead of after it.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook for an AI coding agent (Claude Code). You don't write code - you paste, answer questions, and approve.

It opens by interviewing you about your business. Before building anything, the plan has the agent ask about your equipment, your PM frequencies and due-window rules, how your assets and tasks are named and coded, your typical and peak PM volumes, who owns approval, and your messy exceptions (deferred PMs, equipment out of service, condition-based tasks). It reflects a short tailored spec back to you and waits for your thumbs-up - so you get a tool shaped to how your plant actually runs, not a generic template.

Inside you'll find: a definition of done, account setup, the tailored discovery interview, the exact data model, an architecture diagram, and step-by-step build sections - each ending with a ready-to-copy prompt. It covers the compliance math (due windows, on-time %, late vs missed), the evidence uploads, the approval gate, the reminder and alert emails, and the CSV exports. There's also a "No API yet?" path so you can build the whole thing today straight from a spreadsheet, with no integration to your CMMS or ERP required.

The governance it includes (this is the point)

This isn't a toy tracker - it's built to stand up in an audit:

• Login so only your team can use the tool.
• Row-level security so each organization only ever sees its own equipment and records.
• A complete audit trail - who logged, edited, approved, or flagged each PM, and when.
• A human-in-the-loop approval gate - a completion is a draft until the maintenance/quality owner reviews it (within window, evidence attached) and approves; only then does it count toward the compliance rate.
• Duplicate guards - the dedupe key is asset + PM-task + cycle, so the same PM completion can't be counted twice.

Who it's for

Maintenance, quality, and EHS teams who have to demonstrate preventive-maintenance compliance on critical equipment - for ISO, FDA/GMP, OSHA, internal audits, or a customer audit. This is the compliance-evidence layer, not a work-order system: if you already do the work but struggle to prove it on time, this is for you.

You've got this - paste the first prompt and let the agent interview you.