Work Order

Work Order is either a one-time job or scheduled maintenance job that occurs at regular intervals to be done at a facility or a site. It involves multiple tasks and checklists to be completed before closing the Work Order.

Create a Work Order

1.From the workspace menu, select Work Orders.

2.Enter the following details:

•Requested For: Select the customer for whom the Work Order is requested for.

•Summary and Description.

•Status: It is set to Active initially, as the Work Order progresses through the workflow, the owner can change to different statuses such as Logged or Approval Rejected, to mark the exact state the Work Order is in. Closed is the last status which marks the Work Order completion.

•Team and Owner.

•Priority: Set a priority between 1 to 5, 1 being the highest priority. By default, it is set to 2.

•Location: Select a location or create one clicking Add Location. See Location for more information.

•Category, Sub-category, and Work Order Type.

•Schedule Type - displayed if the Work Order Type is Scheduled Maintenance. You can schedule the maintenance for hourly, daily, weekly, monthly, or yearly. And link a maintenance record from the Schedule Maintenance tab or create one. See Preventive Maintenance for more information.

3.Click Save.

Work Order Tabs

If you do not see some of the tabs listed here, they may be hidden, click the icon at the right corner of the tabs list and select the tab you wish to un-hide.

You can add notes, send emails, attach files, and link assets here.

To send an email:

1.Click Add under Journals and select Email.

2.Enter information into fields and click OK.

The email is sent to the recipient and the copy is saved in the Journal area.

To add a note:

1.Click Add under Journals and select Notes.

2.Enter information into fields and click OK.

The note is saved in the Journal area.

To attach a file:

1.Click Attach under Attachment to attach a file or an image.

2.Browse the file and click OK.

The selected file is attached to the Work Order and displayed in the Attachment area.

To link an asset to the Work Order:

1.Click Link under Asset.

2.Select an asset and click OK.

The linked asset is displayed in the Asset area.

You can only link and use Facility Asset in Facility Management.

Add tasks and assign them to relevant teams and owners that can help complete this order. When a task is added, the assigned owner will be notified of the task. The task owner can accept, reject, reassign, or complete the task.

To add a task:

1.Click New Task and Enter information into the fields.

•Summary and Details.

•Priority - Select a value from 1 to 5 based on the priority to want to give to complete the task.

•Service: Select the area which the task belongs.

•Team and Owner: Assign the team and owner. The owner gets notified of the task and will take necessary action.

• Effort and Cost: The effort and cost is calculated based on the Cost per Minute defined for the team and or owner and the time spent to complete the task.

2.Click Save.

The task is created and a record is displayed in the Task tab.

You can add one or more checklist items to the Work Order which can help as reminders that need to be fulfilled before closing a Work Order.

To add a checklist:

•Click the Add New Check List to add a new checklist.

Or

•Click Link to add an existing checklist to the Work Order.

The checklist need not be completed to close the Work Order.

Link facility assets that will be used for the Work Order.

To link/unlink a facility asset:

1.Click Link and select the facility asset that will be used for the Work Order.

2.Click OK.

The selected facility asset is added to the Work Order.

3.To unlink, select the facility asset you wish to remove from the Work Order and click Unlink.

The selected facility asset is removed from the Work Order.

The cost of the Work Order is managed in this tab. You can either add cost item from the existing list or create a new cost item.

To add cost from existing list:

1.Click New from price list item.

2.Select the cost item.

To create a new cost iitem:

1.Click New Cost Item.

2.Enter cost details into the fields and click Save.

This tab is displayed only when the Work Order Type is Scheduled Maintenance. You need to first setup Preventive Maintenance records which can then be linked to the Scheduled Maintenance.

To link a maintenance schedule, click Link and select a record. Based on the Preventive Maintenance Schedule definition that is linked, the Child Work Orders are created.

This tab is displayed only when the Work Order Type is Scheduled Maintenance. Based on the Preventive Maintenance Schedule definition, the number of Child Work Orders are created.

For example, if the Preventive Maintenance Schedule occurs daily, then one maintenance schedule record for each day is created in the Child Work Order tab.

You can link Purchase Order, Vendor, Invoice, and Shipment records to the Work Order.

This tab is displayed when the Work Order Type is Project Related. You can link the associated Work Order Project to the Work Order.

The workflow applied to the Work Order based on the Schedule Maintenance linked to the Work Order is displayed. Double-click the workflow record and then click View Instance to view the workflow.

The history of all emails and notes is displayed here. Includes emails you've sent to users, as well as system-generated emails. You can also link to relevant emails associated with other work orders.

To link or unlink an email:

1.Click Link and select the email from the list.

The selected email is linked to the Work Order.

2.Select the email record and click Unlink to remove the link from the Work Order.

To send an email

1.Click New > Email.

2.Enter information into the fields:

•Category: Select Outgoing.

•From: Is auto-filled with the logged-in user's email ID.

•From Name: Is auto-filled the logged-in user's name.

•To: The recipient's email ID.

•Subject: The email subject.

•Processed: This checkbox is selected by default, leave it selected.

•Publish to Web: Select this to publish the email in the Self Service portal.

•Message: The email message.

3.Click Save.

To add a note:

1.Click New > New Notes.

2.Enter information into the fields:

•Category, Source, and Summary.

•Duration in mins: The amount of time spent on the activity.

•Publish to Web: Select this to publish the note in the Self Service portal.

3.Click Save.

You can view all the changes made to the Work Order here, such as the status changes, email records, links, and unlinks.