Neurons for Facilities Create a Work Order

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 to 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 can 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.

This tab is available only when you select the Confidential check box.

You can limit access to the Work Order to selected users by adding Confidential Participants.

To add Confidential Participants:

1.Click Link and select the user to whom you wish to give access to the Work Order.

2.Select a participant from the displayed list of users, or press the CTRL key and click to select multiple participants.

3.Click Select.

The selected users are added to the Confidential Participants list, and only they have access to the Work Order.

To remove a Confidential Participant:

1.Select the user whom you wish to deny access to the Work Order.

2.Click Unlink.

The selected user is removed from the Confidential Participants list and does not have access to the Work Order.

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 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 used for the Work Order.

To link/unlink a facility asset:

1.Click Link and select the facility asset 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 want to remove from the Work Order, and click Unlink.

The selected facility asset is removed from the Work Order.

Link consumable items used, or view consumable items currently linked to the Work Order.

You can link or unlink consumable items to a Work Order manually using the Link or Unlink functions in the Maintenance Parts tab.

One or more consumable items may already be linked to a facility asset. When you link a facility asset to the Work Order, any consumable items associated to the facility asset are automatically linked and displayed in the Maintenance Parts list when you submit a schedule in the Scheduled Maintenance tab.

To link a consumable item to a Work Order:

1.Select the Maintenance Parts tab.

2.Click Link.
A list of consumable items is displayed.

3.Select the required consumable item in the list, and then click Select.

The item is added to the list in the Maintenance Parts tab.

To unlink a consumable item from a Work Order:

1.Select the Maintenance Parts tab.

2.Select the consumable item in the list, and then click Unlink.

The item is removed from the list in the Maintenance Parts tab.

To view consumable items already linked to a facility asset:

You can only display these consumable items for facility assets linked to a Work Order, and for which scheduled maintenance has been submitted.

1.Ensure Scheduled Maintenance is selected in the Work Order Type drop-down.

2.Link the facility asset to the Work Order in the Facilities Assets tab.

3.Enter the scheduled maintenance details in the Scheduled Maintenance tab, and then click Submit.

4.Select the Maintenance Parts tab to view the consumable items associated with the facility asset.

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 item:

1.Click New Cost Item.

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

The tab displayed depends on the type of schedule you select in the Schedule Type field, and is only displayed if you select Scheduled Maintenance in the Work Order Type field.

When a maintenance schedule is submitted a Sub Work Order is created automatically for each recurrence of maintenance scheduled days, hours, weeks, months or years within the start/end dates. The Sub Work Orders are displayed in the Sub Work Order tab.

You do not need to submit a schedule immediately, you can save a Work Order without starting the schedule. When you want to start the schedule, open the Work Order and click Submit in the relevant Scheduled Maintenance tab. No Sub Work Orders are created until the schedule is submitted.

Daily Scheduled Maintenance:

To create a daily maintenance schedule for the work order:

1.Enter or select a date to start the schedule in the Start Date field.
This is the first day you want to start the maintenance schedule.

2.Enter or select a date to end the schedule in the End Date field.
This is the day you want the maintenance schedule to end.

3.Enter a value for the recurring days that the maintenance is carried out.
For example: Enter 2 to schedule the maintenance to recur every two days within the start/end dates.

4.Click Submit to start the schedule.

Hourly Scheduled Maintenance:

To create an hourly maintenance schedule for the work order:

1.Enter or select a time and applicable time zone to start the schedule in the Start Time fields.
This is the hour you want the maintenance schedule to begin.

2.Enter or select a date to start the schedule in the Start Date field.
This is the date you want the maintenance schedule to begin.

3.Enter or select a time and applicable time zone to end the schedule in the End Time fields.
This is the hour you want the maintenance schedule to end.

4.Enter or select a date to end the schedule in the End Date field.
This is the date you want the maintenance schedule to end.

5.Enter a value for the recurring hours that the maintenance is carried out.
For example: Enter 3 to schedule the maintenance to recur every three days within the start/end times.

6.Click Submit to start the schedule.

Weekly Scheduled Maintenance

To create an weekly maintenance schedule for the work order:

1.Enter or select a date to start the schedule in the Start Date field.
This is the date you want the maintenance schedule to begin.

2.Enter or select a date to end the schedule in the End Date field.
This is the date you want the maintenance schedule to end.

3.Enter a value for the recurring weeks, and then select a day of the week that the maintenance is carried out.
For example: Enter 2, and then select Monday. This schedules the maintenance to recur every two weeks on a Monday within the start/end dates.

4.Click Submit to start the schedule.

Monthly Scheduled Maintenance

To create an monthly maintenance schedule for the work order:

1.Enter or select a date to start the schedule in the Start Date field.
This is the date you want the maintenance schedule to begin.

2.Enter or select a date to end the schedule in the End Date field.
This is the date you want the maintenance schedule to end.

3.Select either Method 1, or Method 2:

•Method 1: Enter the day number of the month, and then the monthly frequency that the maintenance is carried out.
For example: Entering 21 , and then 2, schedules the maintenance to recur on day 21 of every second month.

•Method 2: Select the day of the month, and then the monthly frequency that the maintenance is carried out.
For example: Selecting Second and Monday, and then entering 2, schedules the maintenance to recur on the second Monday of every second month.

4.Click Submit to start the schedule.

Yearly Scheduled Maintenance

To create an yearly maintenance schedule for the work order:

1.Enter or select a date to start the schedule in the Start Date field.
This is the date you want the maintenance schedule to begin.

2.Enter or select a date to end the schedule in the End Date field.
This is the date you want the maintenance schedule to end.

3.Enter a value in the Recur Every year(s) field (default is 2.
This is the frequency in years you want the scheduled maintenance to recur. For example: Enter 3 to schedule maintenance to recur every three years.

4.Select either Method 1, or Method 2:

•Method 1: Select the month, and then enter the day of the month that the maintenance is carried out.
For example: Selecting June, and then entering 15, schedules the maintenance to recur on day 15 of June every three years.

•Method 2: Select the day of the month, day, and then the month that the maintenance is carried out.
For example: Selecting Second and Monday, and then June, schedules the maintenance to recur on the second Monday of June every three years.

5.Click Submit to start the schedule.

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 Sub 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.