Training Manuals Work Order Management Module

Transcription

1 Training Manuals Work Order Management Module Overview Below is a sample screenshot of a typical work order record. We will cover most important fields with regard to importance in how the work order module relates to the system as a whole. The sample record on the previous page shows an example of a work order on a single asset. The work order will allow you to track outstanding work as well as historical repair of work by asset or agency. The work order may go thru several steps prior to being completed. Note: As with all MCM applications, the tool tips (top of screen) function the same way. Refer to help of system documentation for tool tip functionality.

2 Work Order / Tool-Tips (Tips that are only in work order) Ticket Copy Allows the complete duplication of a work order. Asset Swap Used to swap inbound and outbound assets within the work order. Maintenance Clicking this button will show maintenance status of asset work on. You can also set the PM Checkbox here. Additional Asset Info Shows vehicle, assigned to and agency group of asset (Maintenance or Additional Asset Info can be globally set as the default) Send Capability to send work order to recipients based on admin set templates. Print Capability to print custom work order, invoice or packing slips for selected work order. Drill-Down You will see this icon beside the Asset, Agency and Service Location fields. By clicking this, you will be taken into the agency or asset tables to see all information on agency and or asset. Multi-Asset When in add mode, you will be able to click this icon to attach multiple assets to a single w/o.

3 Line Item Browse The line item browse allows you to browse up and search the line items assigned to all of the active work orders. You can find and select an individual work order using this method the same as with the main work order browse window. Work Order Fields Work Order The work order field is the number assigned to the order. This number will be automatically generated by the system upon Save Asset This will be the asset that the work order is written for. You may enter the number, barcode scan the number in the field or select from the browse. If the asset does not exist, you may have an administrative user create/add the new asset into the system. This is a permission based add. The asset number can be changed on any work order at anytime. Serial # The serial # field is the serial number that is associated with the asset that you created the work order for and is not editable. Description The description is the asset description and is automatically populated when you select an asset for the work order. This field is view only. Agency The agency field is automatically populated when you select an asset for the work order. If you do not have an asset number or you are not working on a particular asset, then you can simply create the work order against an agency. You don t have to have an asset on the work order. You may click the browse to pick the agency you are looking to perform work for.

4 Project The project field is a field that you would use to assign the particular work order to a particular project. Historical reporting can be derived from this project field. You can t free-form the entry here, simply pick the project (if any) from the pull-down. Service Code The service code field will allow you to select the general type of work order or service request that you are entering. This will be used to sort, query and find certain types of open work orders as well as to report on historically. These codes are administratively set and must be selected. Priority The priority field is not required but will allow the user to select preset priorities. The particular priority that is selected can trier the Due By date based on the hours that are set on the particular priority code. Status The status is selected from a preset list of administratively set choices to set the current status of the work order. Every time a status is changed, the system tracks, the date, time and user that made the status change. This status is very important to prepare the order(s) for processing. Primary Tech The primary tech field holds the primary tech assigned to the order. These are administratively set and can be changed. This tech in this field will be pulled into each line item as the default tech on any service lines that are added to the work order. Batch The batch field is used to group certain types of work orders so that different users can access only those work orders. Revenue Center This particular field is used for general ledger revenue and cost distribution.

5 Print Invoice This field is a logical checkbox and if checked and if you wish to print an invoice form for this work order, then you would check this box. For this implementation, we will not use this field. Svc Location This field can be set in your user template or be globally preset to pull the agency that you are performing work for on the work order. This can be changed on each work order and will be discussed during training. Contact The contact field should contain the end-user or responsible party that you are performing work for or that person that needs to be contacted. Phone This field contains the contact phone number. This information prints on the work order as well. Billable The billable checkbox is a logical field that you will check if the work is billable. The pull-down field to the right of the logical box is if we were billing and needed to bill a 3 rd party for the work on this work order. Service Required The service required field holds 500 characters of notes that pertain to the problem or the work that needs to be done. You may use cut and paste in this field and this information will print on work orders and some historical reports. Action Taken The action taken field holds 500 characters of notes that pertain to the action taken or work performed on this particular work order. You may use cut and paste in this field and this information will print on work orders and some historical reports.

6 Vehicle The vehicle field is automatically populated when you enter an asset on the work order (if the asset has vehicle info). If the vehicle number does not appear after entering the asset number, you can use the Asset drill down to pull up the asset record and change the vehicle number. Assigned To This field will pull the assigned to information from the asset that you are working on. This field is not editable. Agency Group This field will pull the group from the agency that you are performing work on. This field is not editable. Due By The due by field is a date pull-down and can be selected or if you use the priority field, will set the due by date for you. This field can be used for reporting. Date/Time In The date in and time in are automatically set during the initial save of the work order. This sets the date and time in. This can be changed. Date/Time Out This date out and time out are automatically set upon saving certain status codes or can be manually overridden. Work Order Tabs The tabs above are seen on the work order entry screen. They control various functions within the work order you are on and allow you (based on permission) to perform tasks and view specific data pertaining to the open work order displayed.

7 (If a specific tab is a lighter shade, this represents data or information. If gray, no data to be seen.) Line Items This is the default when you display a work order. The line items are either consumable items (parts, accessories) or services (labor, freight, etc.), that have been expended on the work order you are on. Based on permission, you may add, edit or delete line items for each open work order. You may click on the line item to edit it or click Add Lines to add new line items. By clicking the Summary logical checkbox, you can summarize the view of the line items by item type. Custom Fields The Custom Fields tab allows you to administratively set 10 user definable TEXT fields and 10 user definable INTEGER fields to be affixed to every work order. These fields may contain specific fields that you would like to have the end-user capture during the work order process. This information will be posted to work order history and remain with the work order historically. Tech Notes Tech notes (based on permission), can be added, edited or deleted on each ticket. You may have as many date and user stamped notes on the work order as you wish and those notes will be moved to work order history when the order is processed so the notes are historical. You may use this to describe in more detail the actual amount of work that was done or work done day by day on larger projects. These notes are not shown on work orders or invoices but can be viewed.

8 Attachments The work order attachments will allow the user to attach pictures, documents, etc to any work order. These attachments can be retrieved from history and/or viewed within work order history. The functionality of attachments is exactly the same within work order as it is in agency, project or asset. Status History The status history tab will show all date, time and user stamped transaction records of every status change. This will give you the historical status change of the particular work order you are on. This is invaluable during work orders that are moving thru various stages of completion. Work Order History The work order history tab will show you all work orders for the particular asset that is currently on the work order you are on or if there is no asset on the work order, all work orders for the particular agency you are working on. This is invaluable during the repair to see the last work that has been done on a particular unit. You may browse or click on the particular work order within the history tab to pull up the historical work. Multiple Assets The multiple assets tab will allow you view all of the assets that you have attached to the particular work order. You may perform work on multiple assets within a single work order by adding a work order as a multi-asset work order. Each piece of equipment will be recorded on the same work ticket. This is a nice feature and can be used on vehicle strips.

9 You may use the Transfer button to move those multi-assets to other agencies, statuses, assign-to or vehicle. These transfers will create transfer history as well. You may also use the Remove button to remove an asset from the work order that you are working on. Transfer History The transfer history tab will display all of the asset transfer history for this work order. These transfers would have been done via the Swap button or by make Vehicle or Assigned To data changes directly from the work order screen. The inbound and outbound assets are affected and all field level movement of those assets are recorded automatically. If a swap is performed, the work order transfer history tab records it all for you so you know exactly what came in or out as well as where each asset was and where it went and what status they currently are.