Defining regular work order headers

Open the Work Orders form.

Click New Record.

Organization—Enter the organization to which the work order belongs if you use multi-organization security.

The system automatically populates Created By with the User ID of the logged in user.

Work Order—Enter a description of the work needed in the adjacent field. The system assigns a work order number after you save the record.

Equipment—Enter the equipment on which to perform the work.

The system automatically populates the following fields based on the selected Equipment if available: Equipment Desc., Equipment Type, Equipment Org., Department, Location, Cost Code, Assigned By (based on the Department), Assigned To, Safety, Last Meter Reading (from the Meter Unit of the equipment), Warranty, and Survey.

Note: The system automatically selects Safety if it is selected on the Location record.

The system automatically selects Multiple Equipment if you add additional equipment to the work order and it is protected.

Type—Choose one of the following options:

Breakdown—Select to create a work order in response to an equipment breakdown or failure.
Calibration—Select to create a calibration work order.
PM—Select to create a preventive maintenance work order.
Repairable Spare—Select to create a work order for repairable spare parts. If you are creating a work order for repairable spare parts, you must also add the parts to repair on the Repair Parts tab.
Standard WO—Select to create a standard work order.
Note: The previously listed work order types are standard types in the system. You can also create user-defined work order types.

Department—Enter the department.

Print—Select to print the work order when work orders are batch printed.

Note: Once the work order is printed, the system automatically selects Printed and unselects Print.

Status—Select one of the following options:

Released—Select to create a work order.
Work request—Select to create a work request.
Note: If you select a Status of Work request, the work request must be approved and assigned a status of Released before defining activities, scheduling labor, booking labor, etc.

Safety—Select if this work requires special safety precautions.

Warranty—Select if the equipment is under manufacturer warranty.

Dependent—Select to keep the work order open until all child work orders are completed.

Enter the following Linear Reference Details for steps 13-18:

From Point—Enter the point on the linear equipment record from which to perform the work order.

The system automatically populates Ref. Description and Geographical Ref. if available.

Ref. Description—Enter a description of the From Point

Geographical Ref.—Enter a geographical reference for the From Point.

To Point—Enter the point on the linear equipment record to which to perform the work order.

The system automatically populates Ref. Description and Geographical Ref. if available.

Ref. Description—Enter a description of the To Point.

Geographical Ref.—Enter a geographical reference for the To Point.

Enter the following Production Details for step 19:

Production Priority—Enter the priority of production for the work order.

The system automatically populates Production Request, Production Request Revision, Production Order, Production Start Date, Production End Date, and Accounting Entity if a production request is linked to the work order.

Enter the following Work Order Details for steps 20-32:

Location—Enter the location of the work to be completed.

Class—Enter the class of the work order.

Problem Code—Enter the code to identify the type of problem.

Note: If the selected Equipment is linked with a Criticality code, the system populates Problem Code based on the Criticality code.

Parent Work Order—Enter the code identifying the parent work order for the work order.

The system automatically populates the following fields:

Criticality identifies the equipment in the work request. The system only populates Criticality if you selected an Equipment for which a criticality code is linked, and it is protected.

PM Code identifies the PM work order from which the work order was generated. The system only populates PM Code if the work order was generated from a PM work order.

CN Number indicates the change notice number of the equipment on the work order.

Scheduling Session indicates the MS Project planning session associated with the equipment on the work order.

Customer indicates the asset management customer associated with the equipment on the work order.

Property indicates the asset management property associated with the equipment on the work order.

Caller Name indicates the name of the person who called in to report the problem.

Reject Reason indicates the reason that the work order was rejected.

The system automatically selects Reopened if the work order is closed and then reopened.

Standard WO—Enter the standard work order if it has been stored in the system library.

The system automatically populates the work order description, Type, Class, Scheduling Session, Scheduling Session Type, Maintenance Pattern-Sequence, Problem Code, Priority, Scheduled End Date, Campaign-Campaign Event and Campaign Status if available. The system also copies the standard work order activities to the current work order. If the standard work order is a template, the system creates child work orders as defined on the standard work order.

Priority—Enter the priority of the work order.

Cost Code—Enter the cost code of the work order.

Target Value—Enter the estimated maximum cost for the work order.

Failure Code—Enter the cause of failure for the equipment.

Action Code—Enter the action taken to resolve the problem.

Cause Code—Enter the cause code identifying the cause of the problem.

The system automatically populates the following fields:

Route identifies the inspection route of which the equipment is a part.

Inspection Status indicates the current status of the inspection route of which the equipment is a part.

Downtime Cost—Enter the cost that resulted from the equipment being out of operation due to failure.

Downtime Hours—Enter the number of hours that the equipment was out of operation due to failure.

The system automatically populates the following fields:

The system populates Last Meter Reading with the value of the last meter reading and the unit of measure of the reading in the adjacent field.

Trigger Event indicates the MS Project planning session associated with the equipment on the work order.

The system automatically populates Customer Contract if there is a contract associated with the work order or if customer charges have been calculated using the asset management services module.

The system automatically populates Original PM Due Date if the work order originated from a PM.

Note: If applicable, the system also populates Customer Contract from a project, equipment, and location associated with the work order. The system first determines whether the work order is associated with a customer contract; then checks for customer contracts associated with a project that is associated with the work order (including child projects); then for the equipment of the work order (and child equipment); and finally for the location of the work order (and child locations)

Enter the following Call Center details for steps 33-40:

Equipment Usability—Enter the code identifying the equipment's usability factor.

Temporary Fix Promise Date—Enter the date the work will be fixed temporarily, if a date was promised to the customer.

Provider—Enter the provider.

The system automatically populates Provider Org.

Service Category—Enter the service category.

Permanent Fix Promise Date—Enter the date the work will be fixed permanently, if a date was promised to the customer.

Temporary Fix Date Completed—Enter the date the temporary fix was completed.

Service Problem Code—Enter the service problem code.

The system automatically populates Service Problem Code Org.

Work Address—Enter the address or intersection where work is requested.

Enter the following Activity details for steps 40-46:

Activity—Enter a value if you want to create a new activity to associate with the work order.

Trade—Enter the trade required to perform the activity.

Note: If you enter a Trade, Estimated Hours, or People Required in the Activity section of the page, an activity will automatically be created for this work order.

An activity record can be deleted when you remove the Trade value.

Task—Enter the task code for the activity.

Material List—Enter the material list code for the material list containing the parts needed for the work order.

Estimated Hours—Enter the estimated number of hours required to complete the activity.

The system automatically populates Hours Remaining with the estimated number of hours remaining for the activity. You may update this field at any time during the life cycle of the work order.

Activity Start Date and Activity End Date—Enter the starting and ending dates for the activity associated with the work order.

People Required—Enter the number of people required to perform the activity.

Enter the following Scheduling details for steps 47-57:

Reported By—Enter the employee requesting the work.

Date Reported—Enter the date and time that the problem was reported.

Note: If the BOOKDATE installation parameter is set to ON, the system does not allow you to book hours for labor for a date that is earlier than the Date Reported. If BOOKDATE is set to OFF, then you can book hours without any date restrictions related to the Date Reported.

See the following for a list of constraints related to booking hours:

The system verifies that Date Worked is not less than Date Reported for the work order
The system verifies that Date Worked is less than or equal to Date Completed (if populated) for the work order
The system verifies that Date Worked is not greater than the current system date and time
The system also verifies whether Date Worked is within the date range defined by Scheduled Start Dateand Scheduled End Date on the work order activity

Assigned By—Enter the supervisor who assigned the work order.

Assigned To—Enter the person responsible for the work order.

Sched. Start Date and Sched. End Date—Enter the starting and ending dates for the work order.

Req. Start Date and Req. End Date—Enter the requested starting and ending dates for the work order.

Start Date—Enter the actual date on which the work order is started.

Date Completed—Enter the actual date on which the work order is completed.

Shift—Enter the shift during which the work is requested to be performed.

Project-Budget—Enter the project and the project budget to associate with the work order.

Note: You cannot select a frozen project/budget.

Service Request—If populated, the value displayed for Service Request is a hyperlink to the service request associated with the work order. Click the number to view the associated service request.

Click Save Record.

Note: To view a GIS map and associate it with the work order, right-click on the form, and then choose View GIS Map.

If the work order is for a linear equipment record integrated with GIS, right-click, and then choose View GIS Map to adjust From Point or To Point via the work order’s map.

To create a customer invoice for the work order (for a asset management services customer contract), right-click, and then select Create Customer Invoice. The system then calculates all customer charges for the work order that are associated with the customer contract and generates a customer invoice record.

To create a standard work order from any general work order for easy duplication, right-click on any existing work order, and then click Create Standard WO. The system displays the Create Standard WO popup. Enter New Standard WO, and then enter a description for the new standard work order. Enter Organization, and then click Submit.

To view the progress of a work order, right-click on the form, and then choose Event Log.

To create a warranty claim for the work order, right-click, and then select Create Warranty Claim.

To create a production request with an Unfinished Status, enter Work Order and Production Priority, and right-click on the form, and then choose Create Production Request. The system creates a production request with an Unfinished Status.

To create a production request with an Approved Status, enter Work Order and Production Priority, and right-click on the form, and then choose Create Production Order. The system creates a production request with an Approved Status. ERP retrieves the production request.