Penn State University (PSU)

Transcription

1 Penn State University (PSU) FAM Craftsperson Training Manual Prepared By Revision History

2 Revision Date: February 18, 2014 Revision Number: 1 Revision # Date Collaborator Description 1.0 March 5, 2014 EDI Initial Document Click here to enter a date. Record of Review Date Reviewer Purpose Click here to enter a date. Click here to enter a date. Click here to enter a date. Click here to enter a date. 2 Manager/Supervisor/Lead Training Manual

3 Training Guide Contents 1 FAM Manager/Supervisor/Lead Training FAM Project Overview Maximo Overview Craftsperson Training Manual OPP Work Order Management Overview of Work Orders and Workflow Work Types Work Order Workflow Process for On Demand Work (CM, SVC, TS, MP, and EV) Phase 1 Triage and Planning Phase 2 Scheduling and Execution Craftsperson Executes/Updates EXERCISE: Craftsperson Starts Work Order and Records Parts and Updates Using Mobile EXERCISE: Craftsperson Creates Field Work Order Using Mobile EXERCISE: Craftsperson Enters Measure Points on a Round Using Mobile EXERCISE: Craftsperson Executes Work Order Using Quick Reporting Phase 3 Post Completion Review and Closure Work Order Workflow for Key Request Process Work Order Workflow Process for Preventive Maintenance Work Order Workflow Process for Jobs Work Order Workflow Process for Fixed Tasks Components of a Work Order Work Order Tracking Manager/Supervisor/Lead Training Manual 3

4 2.8.1 Work Order Tab Header Section Work Order Tab Job Details Section Work Order Tab Budget Section Work Order Tab Priority Section Work Order Tab Scheduling Information Section Work Order Tab Responsibility Section Plans Tab Tasks Section Plans Tab Labor Section Plans Tab Material Section Assignments Tab Assignments Section Actuals Tab Labor Section Actuals Tab Materials Section Cost Tab Current Billing Section Cost Tab Fiscal Work Order Costs Section Cost Tab Work Order Costs Section Log Tab Work Log Section Failure Reporting Tab Components of a Work Order Quick Reporting Quick Reporting Tab Header Section Quick Reporting Tab Tasks Section Quick Reporting Tab Labor Section Quick Reporting Tab Materials Section Manager/Supervisor/Lead Training Manual

5 Quick Reporting Tab Failure Reporting Section Quick Reporting Tab Work Log Section Components of a Work Order Mobile Work Manager Work Orders Screen Assignment Screen Plan Screen Parts Screen Log Screen Time Screen History Screen Refrigerant Tracking Using Inventory Management Functionality Refrigerant Tracking Overview Issuing Refrigerant EXERCISE: Issue Refrigerant from Craftsperson to Work Order in Inventory Usage Transferring Refrigerant EXERCISE: Transfer Refrigerant from Supervisor to Craftsperson in Inventory Usage 92 Manager/Supervisor/Lead Training Manual 5

6 1 FAM Manager/Supervisor/Lead Training 1.1 FAM Project Overview FAM (Facilities Asset Management System) is a major step forward in the evolution of Enterprise Asset Management (EAM) at Penn State. The FAM system is built on the Maximo 7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work management tasks will be critical to realizing the goals of the FAM project. 1.2 Maximo Overview IBM Maximo Asset Management is an integrated productivity tool and database that helps you manage all of your asset types on a single software platform. Built on a serviceoriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of all asset types, their conditions and locations, and the work processes that support them, to provide you with optimal planning, control, audit, and compliance capability. The Maximo database provides critical information about assets and locations, including key attributes, their configuration, and their physical and logical relationships to other resources. Using Maximo, you can manage and track events related to your assets from cradle to grave including creating, assigning, monitoring, notifying, and reporting on key work and work support processes such as work orders and purchase orders, including status, from start to finish. 1.3 Craftsperson Training Manual This training manual focuses on the role of the Craftsperson user as it executes functions in the FAM system. This manual will cover the applications and use cases that a Craftsperson user will be expected to perform, on a regular basis, inside of the system. The manual may not cover some functionality that the Craftsperson user has access to if it is not directly related to a common activity that they are expected to perform. Specifically, this manual covers overviews, processes and specific exercise associated with the following topics: Work Management Refrigerant Tracking 2 OPP Work Order Management 2.1 Overview of Work Orders and Workflow Work Orders are used to identify, plan, schedule, execute and track the work that is performed at Locations and/or on Assets and systems throughout the campus. Initially, a work order is a request for work to be performed. Once completed, a 6 Manager/Supervisor/Lead Training Manual

7 work order is a record of activities performed that make up the history of our Locations, Assets and systems. The information that is contained on a work order includes the following: The tasks that were performed The labor hours involved in performing the work The services used, if any The materials used, if any The tools required to do the work The assets worked on The locations where the work was performed When you create a work order, you initiate the work management process and create a historical record of the work requested and performed. The work management process in the FAM system is controlled by an electronic workflow process. This workflow, based on work types, ensures the right steps are performed, by the right people, in the right order and at the right time. At certain times in the workflow, direct assignments will determine who is to take action on a record. At other times, information on the work order including status, responsible group/individual, and assignment status will determine who is to take action. At all times, any status changes to be performed on a work order record will be done using workflow options. As a work order record is processed through the work management workflow, more sections of the work order record will be populated with the information about what was both planned to be done and what was actually done. In this section of the training manual you will learn about the basic components of Work Order and Job records, the different Work Types, and the workflow processes for each Work Type. 2.2 Work Types Work Types are assigned to Work Orders to categorize them by the nature of the work being performed. Ultimately, this serves two very important purposes: Categorization of Work Processing of Work Manager/Supervisor/Lead Training Manual 7

8 Categorization is the concept that it allows you to sort the work already performed or still in progress to determine how your facilities are performing. For example, is most of the work you are doing trouble or breakdown work or is most of it preventive maintenance. An organization that is trying to establish an Enterprise Asset Management (EAM) program and not just a repair service considers this type of information. Processing of work is the concept that different types of work require different pre-, post-, and in progress processing tasks. For example, a corrective maintenance work order to repair a failure requires planning to analyze the failure and identify a fix. Whereas, a preventive maintenance work order already has a plan defined for it and does not need any planning prior to execution. In order to ensure that the right steps are done by the right people at the right time, we must have processes that dictate what those steps are based on work type. Along with the FAM implementation, the following Work Types will be used for work orders: Work Type Abbr. Definition Corrective Maintenance CM Work to return an asset/location to its designed intent after a failure. Service Work SVC Work that does not affect the reliability or maintenance history of any assets/locations and is not related to a failure. Typically driven by customer request. Minor Project MP Smaller changes, enhancements, and upgrades to assets/locations that do not require a contract. May require some design assistance and level 1 permitting, but limited to work with a single funding source. Trouble Shooting TS Performance of an assessment in support of the planning process prior to performing another work type. Should be a child to a work order of another type. Event EV Work related to a distinct event that does not affect the reliability or maintenance history of any assets/locations. 8 Manager/Supervisor/Lead Training Manual

9 Work Type Abbr. Definition Preventive Maintenance PM Proactive work to maintain an asset/location in performance of its designed intent. Job JOB Larger changes, enhancements, and upgrades to assets/locations that require a contract. Require design assistance, permitting beyond level 1, and may involve multiple funding sources. Typically associated with a Tririga Contract Number. Fixed Task FT Routine, recurring, operational work. (Also known as Standing Orders.) Key Request KR Work related to new keys or re-keying generated from a Key Request. The following sections will describe how each of the above work types are processed. Note that Corrective Maintenance (CM), Service Work (SVC), Minor Project (MP), Trouble Shooting (TS), and Event (EV) work orders all follow the same workflow process and are collectively referenced as On-Demand Work in the following section. 2.3 Work Order Workflow Process for On Demand Work (CM, SVC, TS, MP, and EV) On-demand work (CM, SVC, TS, MP and EV work types) is typically initiated based on a customer request, tradesperson problem report, or as a follow up work order. For this reason, these work orders must be triaged and, in some cases, planned before they are assigned and executed. It should be noted that any work order that is submitted without a work type will initially follow this workflow. From start to finish, work orders with these work types may proceed through the following phases, each of which will be described in greater detail: Manager/Supervisor/Lead Training Manual 9

10 1 - Triage and Planning 2 - Scheduling and Execution 3 - Review and Closure Phase 1 Triage and Planning Phase 2 Scheduling and Execution Phase 3 Post-Completion Review and Closure Triage Planning Approval Scheduling Assignment Execution Post-Completion Review Closure The workflow is being presented in phases because the workflow is set up to behave a little differently in each of these phases. During Phase 1 Triage and Planning, workflow is set up to make discrete assignments to individuals and groups where the assigned individuals are the only users that can access the workflow options for the record. During this phase, workflow actions show exactly who is assigned and records reside in specific users workflow inbox. 10 Manager/Supervisor/Lead Training Manual

11 During Phase 2 Scheduling and Execution, work orders are not actively in a workflow, meaning that there are not discrete assignments to individuals or groups and anyone with appropriate permissions is allowed to access the workflow options for the record. During this phase, users that are responsible for the record are engaged via Start Center result sets and/or saved queries in the appropriate applications. During this phase, users primarily use specific function-based applications like Scheduler, Assignment Manager, Mobile Work Manager, or Quick Reporting to interact with the record. Whenever a status change is required, the user still uses workflow, but is presented with all of the available status change options at that particular point in the process. The reason for this design is to allow applications like Assignment Manager and Mobile Work Manager to function most efficiently without workflow getting in the way. During Phase 3 Post-Completion Review, workflow is again set up to make discrete assignments to individuals and groups where the assigned individuals are the only users that can access the workflow options for the record. During this phase, workflow actions show exactly who is assigned and records reside in specific users workflow inbox. Once the Work Order is in a waiting to be closed (WCLOSE) status, the work orders are not in workflow at all. At this point, work orders are sitting in a Waiting to Close status and will automatically be close when an integration informs Maximo that billing is complete. Manager/Supervisor/Lead Training Manual 11

12 2.3.1 Phase 1 Triage and Planning WRC Triages Planner Plans (Optional) Approval (Optional) On to Phase 2 - Scheduling and Execution Phase 2 Scheduling and Execution Scheduler Schedules (Optional) Supervisor Assigns Craftsperson Executes/Updates Craftsperson Completes On to Phase 3 - Review and Closure 12 Manager/Supervisor/Lead Training Manual

13 As described above, during this phase, work orders are not actively in a workflow in between actions. Note: This means that there are not discrete assignments to individuals or groups. It also means that anyone with appropriate permissions is allowed to access the workflow options for the record. During this phase, users that are responsible for the record find their records via Start Center result sets and/or saved queries in the appropriate applications. During this phase, users primarily use specific function-based applications like Scheduler, Assignment Manager, Mobile Work Manager, or Quick Reporting to interact with the record. Important: Whenever a status change is required, the user uses the workflow button and is presented with all of the available status change options at that particular point in the process Craftsperson Executes/Updates Craftspeople will be able to see the Work Orders that are assigned to them in several locations: Start Center Result Set Quick Reporting (via Saved Query) Mobile Work Manager At this point in the process, craftspeople will begin preparing for and working on their assigned Work Orders. They will utilize Quick Reporting or Mobile Work Manager to perform updates like: Key Fields/Sections for Updating Work Orders during Execution: Labor Tab (Time Entries) Failure Codes Materials Tab Work Log Craftspeople via Mobile Work Manager and/or Quick Reporting have the ability to make several status changes while in the Execution phase of the process. The status changes will happen automatically based on actions in Mobile Work Manager, but can be initiated in Quick Reporting via workflow. Manager/Supervisor/Lead Training Manual 13

14 Note: Not all of these status changes are required. They are available to provide more information or alert the appropriate people of issues. Option What Happens Next Dependencies Change Status to Reassignment Required Work Order Status goes to Reassignment Required (REASSIGN) and workflow stops. If moving to another Work Group, must populate Work Group field. Change Status to Waiting Materials Change Status to In Progress Supervisor picks up Work Order in saved queries to be assigned. Work Order Status goes to Waiting on Materials (WMATL) and workflow stops Supervisor/Technician picks up Work Order in saved queries when materials arrive. Work Order Status goes to In Progress (INPRG) and workflow stops. N/A N/A Change Status to Received (MOBILE ONLY) Technician continues to process Work Order just like APPR. Work Order Status goes to Received (RECEIVED). Technician continues to process Work Order just like APPR. Happens automatically when a Work Order is received on the Mobile Device. 14 Manager/Supervisor/Lead Training Manual

15 Option What Happens Next Dependencies Change Status to Started (MOBILE ONLY) Change Status to Hold (MOBILE ONLY) Change Status to Complete Work Order Status goes to Started (STARTED). Technician continues to process Work Order just like APPR. Work Order Status goes to Hold (HOLD). Technician continues to process Work Order just like APPR. Work Order Status goes to Complete (COMP). Work Order enters back into workflow for postcompletion processing, Phase 3 of process. Happens automatically when a Work Order is started on the Mobile Device. Happens automatically when a Work Order is put on hold on the Mobile Device. Not required, but the following should be entered first: Labor Time Materials Failure Codes Work Log Updates Note: Until the Work Order is in the complete (COMP) status, it might be reassigned multiple times and be taken through several of the statuses above. In some cases, it may even be taken the same status more than once. Manager/Supervisor/Lead Training Manual 15

16 EXERCISE: Craftsperson Starts Work Order and Records Parts and Updates Using Mobile If using Mobile Work Manager on a mobile device, your assigned Work Orders will automatically download to your device when you log in and perform a transmit. To start and execute an assignment that has been assigned to you: 1. Launch the Agentry client application on your device by tapping on it. 2. Sign into Mobile Work Manager using your Maximo Username and Password and tapping Go. Note: If this is a different username than the last logged in user, the system may force an immediate transmit. It may take a few minutes to process this transmit as the device is sending up all locally stored information from the previous user and pulling down all new information for the new user. 16 Manager/Supervisor/Lead Training Manual

17 3. Perform a Transmit by tapping on the Transmit button to download the most current set of Work Orders. 4. Select the Assignments module by tapping on it. 5. Select the Work Order from the list to start by tapping on it. Manager/Supervisor/Lead Training Manual 17

18 6. You can review details about this Work Order by selecting any of the icons at the bottom of the screen and scrolling through the fields. Note: Any field label that is underlined or has an arrow lookup icon can be tapped on to open additional detail about that specific field. For example, the Loc field can be opened to display Special Instructions about the Location. Tap on the Back button to return to the previous screen. 18 Manager/Supervisor/Lead Training Manual

19 7. To start work on the Assignment, tap the Action button and tap on Start. Tap Yes to confirm the action. 8. Tap on the Plans icon to view the job steps for the Work Order, if there are any. You would execute the steps listed here. Manager/Supervisor/Lead Training Manual 19

20 Note: There is no need to update each step as it is performed, but optionally, you could mark it is as complete by tapping on it, tapping on Action, and then tapping on Mark. To record any stock parts or materials used while performing the work: 9. Tap the Parts icon and click the Add icon (+). 10. Tap on the Item field and enter part number and tap Done. To change the quantity (Qty) field, tap on the field; enter the quantity and tap Done. Finally, tap Finish. 20 Manager/Supervisor/Lead Training Manual

21 Note: You will be able to view parts from all storerooms. However, you will only be to record parts from storerooms that you have direct access to. Parts from OPPSTORE, for example, will have to be issued by Stores personnel. Parts already issued by the Stores personnel will show up on the Actual parts view. Alternate Method: If parts are already planned for the Work Order, they can be easily recorded by tapping on the Plan icon, tapping the Action button, tapping on All Parts, tapping on the listed Planned Part, and then tapping on Finish. To enter a Work Log entry, which could be any notes or updates about the work: 11. Tap on the Log icon and tap the Add icon (+). Manager/Supervisor/Lead Training Manual 21

22 12. Select Work as the type of log entry by tapping on it and tapping Done. 13. Enter the note by clicking on the lookup icon and then typing your update. Tap on Done when finished. 22 Manager/Supervisor/Lead Training Manual

23 14. Tap on Finish to complete the posting of the Log entry. You can only have one Work Order started at anytime on the mobile device. For this reason, it is sometimes necessary to put an Assignment on Hold. This also appropriate when taking a long break or when your shift is over, but the work is not. To put a Work Order on Hold : 15. Tap on the Detail icon and then tap on the Action button and select Hold. Manager/Supervisor/Lead Training Manual 23

24 16. Enter a reason of Lunch by tapping on it and then tapping on Done. Note: You can enter an additional note by tapping on the note field and typing in text. 17. Tap on Finish. 18. The next screen presents you with the amount of time that you have already spent on the Assignment. You can simply select Next and then Finish to have this entered as your time entry. Note: You can report a different time entry by changing the value in the Reg field or by changing the Start and End fields. There is no need to worry about tenths of an hour increments, Maximo will automatically round your entry to the nearest tenth of an hour. If you need to report your time as a different craft than the assigned craft, then you can change that before tapping on Finish. 24 Manager/Supervisor/Lead Training Manual

25 19. Tap on the Home icon to return to the main screen. To restart the assignment, when appropriate: 20. Log into Mobile Work Manager and open the Assignments module, if necessary. 21. Tap on the Work Order that is on Hold. (This Work Order will have a hold icon next to it.) 22. Tap on the Action button and select Start and then confirm starting the assignment by selecting Yes. When all work for your assignment on a Work Order is complete, you can complete your assignment which will remove the Work Order from your device. To complete an assignment: 23. Tap on the Detail icon, if necessary, and then tap on the Action button and select Complete. 24. Optional: To report failure information, select a Failure if it is not already populated. Then select a Problem, Cause, and Remedy. Note: You will not be able to report Failure information for PM Work Orders. If a failure was encountered during a PM, a follow up Work Order should be created to document it. 25. Optional: If there was a Job Plan on the Work Order and you encountered any issues with executing the Job Plan as written, you can Manager/Supervisor/Lead Training Manual 25

26 flag the Work Order for review by a planner by checking the Job Plan Changes? Field and entering a JP Chgs note. 26. When the initial Completion Info has been added, tap on Finish. In some cases, you will want to add a follow up Work Order to report any additional work that was identified during this assignment that was directly related to the asset/system/location and scope of work being performed. (For example, failures encountered when performing a PM.) To add a follow up Work Order that can be immediately executed and updated after a transmit: 27. Click Yes, when prompted for Add additional work? Note: Adding follow up work is optional. If you select No, the system will move ahead to reporting labor time. 26 Manager/Supervisor/Lead Training Manual

27 28. Enter a Description and click Done. 29. Select a Priority, Failure, and Problem. Click Finish. You can continue to add additional follow up Work Orders for all issues encountered by repeating these steps. When done adding follow up work: 30. When prompted for Add additional work? Tap No. 31. The next screen presents you with the amount of time that you have already spent on the Assignment. You can simply select Next and then Finish to have this entered as your time entry. Note: You can report a different time entry by changing the value in the Reg field or by changing the Start and End fields. There is no need to worry about tenths of an hour increments, Maximo will automatically round your entry to the nearest tenth of an hour. If you need to report your time as a different craft than the assigned craft, then you can change that before tapping on Finish. Manager/Supervisor/Lead Training Manual 27

28 Note: If additional time entries for yourself or others need to be added after completing the Work Order, you can do so by selecting the Add icon on the Time Summary screen that is presented after completing the assignment or by selecting the Work Order, selecting the More icon, selecting the Time option and then selecting the Add icon. Important: Once the Work Order has been transmitted as complete back to Maximo and removed from your device, you will need to make any additional updates in Maximo. 32. To transmit updates from your mobile device to Maximo, select the transmit icon. 28 Manager/Supervisor/Lead Training Manual

29 Important: Transmits can be performed anytime that you have an internet connection. You do not need to wait until Work Orders are completed to transmit updates. You should transmit your updates often. A best practice is to do it anytime you start your shift, go on break, switch to a new assignment, or end your shift. Manager/Supervisor/Lead Training Manual 29

30 EXERCISE: Craftsperson Creates Field Work Order Using Mobile If using Mobile Work Manager on a mobile device, you can create and execute Work Orders in the field for problems that you find while working. To create field Work Order: 1. Launch the Agentry client application on your device by tapping on it. 2. Sign into Mobile Work Manager using your Maximo Username and Password and tapping Go. Note: If this is a different username than the last logged in user, the system may force an immediate transmit. It may take a few minutes to process this transmit as the device is sending up all locally stored information from the previous user and pulling down all new information for the new user. 3. Select the Assignments module by tapping on it. 30 Manager/Supervisor/Lead Training Manual

31 4. Tap on the Action button and select New. 5. Tap on the button next to the Description field. Enter a Work Order Description and click Done. 6. Select a Location and/or Asset by tapping on the field, performing a search for the appropriate record and selecting Done. Manager/Supervisor/Lead Training Manual 31

32 7. Optional: To report failure information, select a Failure if it is not already populated and then select a Problem. 8. Optional: To attach an existing Job Plan, tap on the Job Plan field, search for the appropriate Job Plan and select Done. 32 Manager/Supervisor/Lead Training Manual

33 9. Once a Description and Asset/Location has been entered and the optional Failure and Job Plan information addressed, select Next. 10. Enter a priority for the Work Order by tapping on Priority, selecting a value, and select Done. 11. Tap Finish. Note: The craft field is on this screen because the software is going to create an assignment to the currently logged in technician for this Work Order. To do that, the system needs a craft. The craft defaults to the default craft of the logged in user, but can be changed. The Work Type field defaults to CM - Corrective Maintenance, but can be changed if necessary. Manager/Supervisor/Lead Training Manual 33

34 The Work Order created in the field will show up in your Assignments queue with a Work Order Number of LOCAL #. Important: You can t start this Work Order until you have performed a transmit and received a Maximo Work Order Number. 12. Tap on the Transmit icon to perform a transmit with the Maximo system and receive a Work Order Number. The Work Order created in the field will now have an assigned Work Order Number in your Assignments queue. It can now be started and completed like any other Work Order. 34 Manager/Supervisor/Lead Training Manual

35 EXERCISE: Craftsperson Enters Measure Points on a Round Using Mobile One type of work that will be greatly simplified with the use of Mobile Work Manager will be the execution of routes that require the entry of condition monitoring points (aka measure points.) You can easily enter the data for a series route stops with condition monitoring using the Rounds functionality. Please note that the Rounds functionality would be used in conjunction with a Route-based Work Order. This means that you would still receive, start, update, and complete the Route-based Work Order assigned to you for most of your actuals, but you would use the Rounds feature to specifically enter the condition monitoring point measurements for each route stop. To record condition monitoring points for a Route-based Work Order: 1. Launch the Agentry client application on your device by tapping on it. 2. Sign into Mobile Work Manager using your Maximo Username and Password and tapping Go. Manager/Supervisor/Lead Training Manual 35

36 Note: At this point you would access and start the Route-based Work Order that is assigned to you. 3. Once the Work Order is started, from the Assignments main screen you would tap on the Rounds icon. 4. To access the route that you want to execute, select the Checkmark button in the upper right of the screen. 5. Tap the Route option and tap Finish. 36 Manager/Supervisor/Lead Training Manual

37 6. Enter the Route number from the assigned Work Order by tapping on the Route field, entering the Route number and selecting Done. (For this exercise, can use Route 2365.) 7. Select Finish. 8. Open the Route by tapping on it. Manager/Supervisor/Lead Training Manual 37

38 9. Click on the Points icon to access the condition monitoring points associated with the route stops. 10. Open the Point for the first route stop by tapping on it. 38 Manager/Supervisor/Lead Training Manual

39 11. To enter a reading for the point, tap on the Reading button, tap on Select Observation, tap on the appropriate value, tap Done, then tap Finish. Manager/Supervisor/Lead Training Manual 39

40 Note: If the condition monitoring point was for a gauge type meter, then the required entry would be a numerical value instead of a value-list based observation. 12. Select the Round button to return to the Route listing. 13. Enter readings for each of the points on the Route by repeating steps 10 through 12 for each. 14. Once all points had been captured (or at anytime along the way), select the Action button and then Transmit to send the readings up to Maximo. 15. At this point, you would return to the Route-based Work Order on your device to complete the Work Order and record your labor time. 40 Manager/Supervisor/Lead Training Manual

41 EXERCISE: Craftsperson Executes Work Order Using Quick Reporting If you are not using Mobile Work Manager on a mobile device, then you will be using Quick Reporting inside of Maximo to update your Work Orders and record your actuals. You can access your assigned Work Orders by logging into Maximo and viewing them from your Start Center. Clicking on any Work Order from your assignments on your Start Center will automatically open that Work Order in Quick Reporting. This training exercise will assume that you are starting the Work Order in Maximo, then executing it, then returning to Maximo to update and complete it. In many cases, you will not start the Work Order in Maximo first. You will simply execute the Work Order and then come into Maximo after the fact to update the Work Order and complete it. To start and execute an assignment that has been assigned to you: 1. Sign into Maximo using your username and password. 2. Find the Work Order and select it (by clicking on the Work Order Number) from the My Assignment section. Manager/Supervisor/Lead Training Manual 41

42 3. Click on the Route Workflow button from the toolbar. 4. Select the Change status to in progress. option and select OK. The Work Order is now in progress. At this point, you would likely log out of Maximo and go perform the work listed in the details of the Work Order and in the work plan steps. Once you have completed the work, you would return to the system to update the Work Order with actuals and complete the Work Order. To update the Work Order with actuals and complete the Work Order: 5. Sign into Maximo using your username and password. 6. Find the Work Order and select it (by clicking on the Work Order Number) from the My Assignment section. To record any stock parts or materials used while performing the work: 7. Navigate to the Materials sub-tab by clicking on it. 42 Manager/Supervisor/Lead Training Manual

43 8. Select the New Row button in the Materials section. 9. Enter in the Item field, AREA 1 in the Storeroom field, and enter your username in the Issued To field. (Leave the Quantity as 1.00.) Note: You will be able to view parts from all storerooms. However, you will only be to record parts from storerooms that you have direct access to. Parts from OPPSTORE, for example, will have to be issued by Stores personnel. Parts already issued by the Stores personnel will show up in the Materials section automatically. Alternate Method: Other ways to record a material issue include using the Select Materials, Select Reserved Parts, or Select Asset Spare Parts shortcut buttons and then selecting the part to issue. If the Work Order has planned parts, the Select Reserved Parts option is the fastest. 10. Save the record. Manager/Supervisor/Lead Training Manual 43

44 To record a Work Log update for the Work Order: 11. Select the New Row button in the Work Log section. 12. Enter/select Work in the Type field and then enter a note in the Summary field. 13. Save the record. To report Failure information, if applicable: 14. Navigate to the Failure Reporting sub-tab by clicking on it. 44 Manager/Supervisor/Lead Training Manual

45 15. Enter/Select a Failure Class in the Failure Class field, if necessary. Note: In most cases, this field will be pre-populated with the Failure Class of the Location/Asset on the Work Order. 16. Select the Select Failure Codes button in the Failure Reporting section. 17. On the Select Failure Codes dialogue, select a Problem, Cause, and then Remedy. Manager/Supervisor/Lead Training Manual 45

46 18. Save the record. All labor time that is entered into Maximo will be available to automatically upload into your timesheet. To record Labor time to the Work Order: 19. Navigate to the Labor sub-tab by clicking on it and then select New Row. 20. Enter your username in the Labor field. 46 Manager/Supervisor/Lead Training Manual

47 Note: The system will populate the Craft and Skill Level with your default Craft and Skill Level. You can change these values, if appropriate, for this Work Order. (For example, for temporary transfers.) Also, if the time entry requires a Phase Code, you can enter/select that value in the Phase Code field. 21. Enter the date/time you started work in the Start Date and Start Time fields. Enter the date/time you stopped work in the End Date and End Time fields. Note: There is no need to worry about tenths of an hour increments, Maximo will automatically round your entry to the nearest tenth of an hour. 22. Save the record. Once all work for the Work Order has been completed and all actuals have been posted, you can complete the Work Order. To complete the Work Order. 23. Click the Route Workflow icon. 24. Select the Complete Work Order option and click OK. Manager/Supervisor/Lead Training Manual 47

48 Once a Work Order is taken to the complete (COMP) status, the workflow will automatically pick it up and take into Phase 3 of the process. At the end of this phase of the process, the Work Order can only be in one condition: Possible Ending Conditions for Phase 2 of Process 1. Complete status with workflow restarted. Next Steps Workflow will evaluate the Work Order for post-completion processing. Important: When the Work Order is set to the Complete (COMP) status, workflow will automatically uncheck the Accepts Charges? flag on the work order. This is to protect against new charges potentially being initiated after the financial system final bills the Work Order. All actuals updates should take place before completing the Work Order. 48 Manager/Supervisor/Lead Training Manual

49 2.3.3 Phase 3 Post Completion Review and Closure Planner Performs Post- Completion Review (Optional) Final Billing Complete (Integration) Work Order Closed (Automatic) Process Ends Manager/Supervisor/Lead Training Manual 49

50 2.4 Work Order Workflow for Key Request Process Key request work (the KEY work type) is initiated based on a customer request and requires a review for validity. For this reason, these work orders must be triaged before they are planned, assigned and executed. There are also some specific steps to perform prior to closure for these Work Orders. From start to finish, work orders with these work types may proceed through the following phases: 1A - Non- OPP Request Approval 1B - OPP Request Approval 2 - Planning, Scheduling, Execution 3 - Key Pick Up and Closure Phase 1A Non-OPP Request Triage and Approval Phase 1B OPP Request Triage and Approval Phase 2 Planning, Scheduling and Execution Triage Approval Triage Approval Planning Scheduling 50 Manager/Supervisor/Lead Training Manual

51 Assignment Execution Phase 3 Key Pick Up and Closure Key Pick Up Closure During Phase 2 Planning, Scheduling and Execution, KEY Work Orders follow the exact same process as On-Demand Work described in the previous section. Once a Work Order leaves Phase 1A or 1B of this process, it starts at the WPLAN step of the On-Demand Work process and follows the same steps of that process until the Work Order is completed (COMP) at the end of Phase 2. Important: Executing and completing a Key Request Work Order is identical to executing and completing CM Work Orders. The only exception being that you can use the Work Order Tracking application to generate Key Numbers and assign Key Owners on the Work Order. You can use the same steps as provided above to execute these Work Orders. Manager/Supervisor/Lead Training Manual 51

52 2.5 Work Order Workflow Process for Preventive Maintenance Preventive Maintenance work (the PM work type) is always initiated from the Work Order generation process off of a Preventive Maintenance record. A Preventive Maintenance record already contains the information that would be populated during Triage or Planning and is already approved. Therefore, these Work Orders can go directly to Scheduling or Assignment. Once generated, PM Work Orders follow the exact same process as On Demand Work Management beginning at Phase 2, all the way through closure. 1 - Work Order Generation 2 - Scheduling and Execution* 3 - Post Completion Review and Closure* Note: The * is there to denote that Phases 2 and 3 of this process are identical to Phases 2 and 3 of the On Demand Work Management process, detailed in a previous section. Phase 1 Work Order Generation Phase 2 Scheduling and Execution Work Order Generation Scheduling Assignment Execution 52 Manager/Supervisor/Lead Training Manual

53 Phase 3 Post-Completion Review and Closure Post-Completion Review Closure Important: You can use the steps provided for CM Work Orders to record Labor, Materials and Work Log entries against Fixed Task jobs. Manager/Supervisor/Lead Training Manual 53

54 2.6 Work Order Workflow Process for Jobs Jobs (the JOB work type) are typically initiated based on the activation of a Project Contract in Tririga. For this reason, these work orders are created manually in the Jobs application in Maximo by an OPP Accounting user familiar with the project. Important: There is also a Work Type of 1JOB which represents Jobs that have come directly from the VM system. These Work Orders can t be workflowed in Maximo or have their status changed in Maximo. Time and Materials can be charged against them if they are open and are setup to accept to charges. Job Work Orders must be planned before they are approved for use to record time and materials against. From start to finish, work orders with this work type may proceed through the following phases: 1 - Create Job 2 - Planning, Scheduling and Execution 3 - Post Completion Review and Closure 54 Manager/Supervisor/Lead Training Manual

55 Phase 1 Create Job Phase 2 Planning, Scheduling and Execution Phase 3 Post-Completion Review and Closure Create Job Planning Approval Scheduling Execution Post-Completion Review Closure During Phase 2 Planning, Scheduling and Execution, Job Work Orders follow the exact same process as On-Demand Work described in the previous section. Once a Work Order leaves Phase 1 of this process, it starts at the WPLAN step of the On-Demand Work process and follows the same steps of that process until the Work Order is completed (COMP) at the end of Phase 2. Important: You can use the steps provided for CM Work Orders to record Labor, Materials and Work Log entries against Fixed Task jobs. Manager/Supervisor/Lead Training Manual 55

56 2.7 Work Order Workflow Process for Fixed Tasks Fixed Tasks (the FT work type) are typically initiated based on a request to OPP Accounting. For this reason, these work orders are created manually in the Work Order Tracking application in Maximo by an OPP Accounting user familiar with the request. Fixed Task Work Orders require absolutely no Triage, Planning, or Scheduling, so they do not follow a traditional, assignment-based workflow. From start to finish, work orders with this work type may proceed through the following phases: 1 - Create Fixed Task 2 - Execution 3 - Closure Phase 1 Create Fixed Task Phase 2 Execution Phase 3 Closure Create Fixed Task Execution Closure During Phase 2, Execution, Fixed Task Work Orders are in the Approved (APPR) status and are not in workflow. During this phase, no status changes are 56 Manager/Supervisor/Lead Training Manual

57 expected on the Work Order. As long as the status of the Work Order is Approved (APPR) and the Accepts Materials and Accepts Labor boxes are checked, transactions can be processed against the Work Order. Important: You can use the steps provided for CM Work Orders to record Labor, Materials and Work Log entries against Fixed Task jobs. Manager/Supervisor/Lead Training Manual 57

58 2.8 Components of a Work Order Work Order Tracking In this section, you will learn about the different components of a Work Order. Each tab of the Work Order application will be presented along with a description of its use. Specific sections or fields on the tab will be highlighted related to how the information is typically populated (i.e. Work Request, Triage, Planning, Scheduling, Execution, etc.) Work Order Tab Header Section This section is where the basic detail and high-level scope of the Work Order is captured. The Key fields to be populated are identified below: Field Work Order Number Description/Long Description Asset/Location Special Instructions Populated Auto-populated by System. From Work Request, potentially updated during Triage or Planning From Work Request, potentially updated during Triage or Planning Automatically populates from Location selected. 58 Manager/Supervisor/Lead Training Manual

59 Field Work Type Status/Status Date Backlog Reason Problem Code JP Changes? Call Out? Call Out Labor Hours Accepts Charges/Labor/Material Populated From Work Request, potentially updated during Triage or Planning Auto-populated by system as record is workflowed. By Planner, when Work Order placed in backlog. From Work Request, potentially updated during execution. By Craftsperson, during execution. During Triage, if work is for an Emergency. During execution or completion. Defaults to Y. Can be toggled throughout life of Work Order Work Order Tab Job Details Section This section is where you have the Work Order s association to a Job Plan, PM, Safety Plan or Contract. The Key fields to be populated are identified below: Manager/Supervisor/Lead Training Manual 59

60 Field Job Plan/Revision# PM Safety Plan Contract Populated During Planning, if applicable. Auto-populated by system if Work Order generated from a PM. During Planning, if applicable During Triage or Planning, if applicable Work Order Tab Budget Section This section is where you have the charge information for the Work Order The Key fields to be populated are identified below: Field GL Account Customer Billing # Populated From Work Request, potentially updated during Triage. From Work Request, potentially updated during Triage. 60 Manager/Supervisor/Lead Training Manual

61 2.8.4 Work Order Tab Priority Section This section is where you can see the priority of the work for comparison to other Work Orders. The Key fields to be populated are identified below: Field Urgency Asset/Location Priority Work Order Priority Life Safety? Asset/Location Area Populated During Triage, potentially comes from Work Request. Could be updated during Planning. Auto-populated by system from Asset or Location. Auto-populated by system based on Urgency and Asset/Location Priority. Auto-populated by system from Asset or Location. Auto-populated by system from Asset or Location. Manager/Supervisor/Lead Training Manual 61

62 2.8.5 Work Order Tab Scheduling Information Section This section is where you can see the critical dates related to the scheduling of the Work Order. The Key fields to be populated are identified below: Field Target Start/Finish Scheduled Start/Finish Customer Req d Start/Finish Date Actual Start Date Actual Finish Date Duration Populated Auto-populated by system based on Work Order Priority. During Scheduling and/or Assignment. From Work Request or PM record. Auto-populated by system when first assignment is started or Work Order goes to In Progress status unless set manually by user. Auto-populated by system when Work Order goes to Complete status unless set manually by user. During Planning or from Job Plan 62 Manager/Supervisor/Lead Training Manual

63 2.8.6 Work Order Tab Responsibility Section This section is where you can see the people or person groups that have various roles or responsibilities associated with the Work Order. The Key fields to be populated are identified below: Field Reported Date Reported By/Phone Contact Name/Phone/ Planner Grp Supervisor/Work Group Owner Approver Scheduler Grp Populated From Work Request From Work Request From Work Request During Triage, potentially from Work Request During Triage, Planning or Scheduling Auto-populated by system based on workflow routing. During Planning, if applicable During Triage or Planning, if applicable Plans Tab Tasks Section Manager/Supervisor/Lead Training Manual 63

64 This section is where you can see the tasks (steps) for completing the Work Order. The Key fields to be populated are identified below: Field ID Summary Duration Populated During Planning During Planning During Planning Plans Tab Labor Section This section is where you can see the Labor estimates/requirements for completing the Work Order. The Key fields to be populated are identified below: Field Craft/Skill Quantity Regular Hours Populated During Planning During Planning During Planning Plans Tab Material Section This section is where you can see the Material estimates/requirements (both special order and stock) for completing the Work Order. The Key fields to be populated are identified below: 64 Manager/Supervisor/Lead Training Manual

65 Field Line Type Item Number/Description Quantity Unit Cost Storeroom Direct Issue? Vendor Required Date Populated During Planning During Planning During Planning During Planning During Planning, If applicable During Planning, If applicable During Planning, If applicable During Planning Assignments Tab Assignments Section This section is where you can see the actual Labor assignments that have been or need to be made for the Work Order. Note: This can also be done/seen across multiple Work Orders at once from the Assignment Manager application. The Key fields to be populated are identified below: Field Craft/Skill Labor Scheduled Start/Finish Duration Populated During Assignment During Assignment From Scheduling or during Assignment From Planning or during Assignment Manager/Supervisor/Lead Training Manual 65

66 Actuals Tab Labor Section This section is where you can see the actual Labor transactions that have been posted for the Work Order. Note: This can also be done/seen from the Quick Reporting application and Mobile Work Manager. The Key fields to be populated are identified below: Field Phase Code Craft/Skill Labor Start Date/Time and End Date/Time Regular Hours Populated During Execution During Execution, defaults from Labor selected. During Execution During Execution During Execution Actuals Tab Materials Section 66 Manager/Supervisor/Lead Training Manual

67 This section is where you can see the actual Material transactions that have been posted for the Work Order (stock and from orders.) Note: These transactions can also be done/seen from the Inventory Usage application and Mobile Work Manager. The Key fields to be populated are identified below: Field Line Type Item Number/Description Quantity Unit Cost Storeroom Entered By/Date Issue To GL Accounts Transaction Type Populated During Execution, potentially from PO Line. During Execution, potentially from PO Line. During Execution, potentially from PO Line. Auto-populated from PO Line or Inventory. During Execution, if applicable. During Execution During Execution Auto-populated by system from Work Order and Inventory or PO Line. During Execution Cost Tab Current Billing Section Manager/Supervisor/Lead Training Manual 67