Primavera Unifier Maintenance Management. User Guide

Transcription

1 Primavera Unifier Maintenance Management User Guide Version 9.10 November 2012

2 ii Copyright Copyright 1998, 2012, Oracle and/or its affiliates. All rights reserved. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. The platform-specific hardware and software requirements included in this document were current when this document was published. However, because new platforms and operating system software versions might be certified after this document is published, review the certification matrix on the My Oracle Support Web site for the most up-to-date list of certified hardware platforms and operating system versions. The My Oracle Support Web site is available at the following URL: If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, delivered to U.S. Government end users are commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate failsafe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. This software or hardware and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. To view a list of third party technology disclosures related to this product, please see the Notices and Disclosures document for the release.

3 CONTENTS Introduction Welcome to Unifier Maintenance Management Work Order Users and Locations Work Order Users and Roles Maintenance Management and Unifier Integration Notifications and Maintenance Management Users Corrective Work Order Processing Preventive Maintenance Scheduling Inventory Management Roles in Maintenance Management Maintenance Management Interface Nodes and Logs Records Windows How Do I Use This Guide? Getting Help Where to Get Support Access to Oracle Support Getting Started Getting Started Tasks Access Maintenance Management Search for Records in Logs Create and Manage Saved Searches in Logs Use Maintenance Management Pickers Print Records Create Maintenance Management Reports Use Audit Logs Add Cost Codes to Track Costs in the Generic Cost Manager Create Cost Codes Create Service Center Teams Create Account Codes

4 iv Create Locations Activate or Inactivate Locations How Do I... Tasks Primary Maintenance Management Tasks by Role How Do I... Service Request Tasks Create a Service Request Create a Work Order from a Service Request Change the Work Order Associated with a Service Request Cancel a Service Request Add Additional Comments View a Service Request Edit a Submitted Service Request How Do I... Work Order management Tasks Manually Create a Work Order Edit a Work Order View a Work Order Schedule A Work Order Start Work on a Scheduled Work Order Cancel a Work Order Reschedule a Work Order Complete a Work Order Validate the Completion of a Work Order Close a Completed Work Order Open a Completed Work Order for Rework Apply a Job Plan Change Location Change a Service Center Create an Invoice Approve or Reject an Invoice Material Order Create a NEW Material Order Create a Material Order item How Do I... Inventory Management Tasks Create and View Warehouse Locations and Bins Define Units of Measure Activate or Inactivate Units of Measure Create Vendors Create Items in the Item Master View Items in the Item Master Receive Items into Inventory Transfer Items Issue Items from Inventory Return Items to Inventory Check Status and Quantities Of Work Order Items in the Log View Material Transaction Records Mark Work Order Items as Completed Check for Item On-Hand Quantities

5 v Enter Physical Inventory Reconcile Physical Inventory Issue Locally (From Self-Service Bin) Return Locally (To Self-Service Bin) Purchase Items from a Vendor Order Items From a Warehouse How Do I... Preventive Maintenance Tasks Set Up a Master PM Book Create PM Books by Assigning Equipment Activate or Inactivate Master PM Books Manually Set up a PM book Automatically Create Work Orders from a PM Book Manually Generate a Work Order from a PM Book Activate or Inactivate PM Books Automatically Create a PM Book by Associating a Master PM Book with an Equipment. 57 Create Multiple Work Orders from an Equipment or Equipment Log Set Up a Job Plan Activate or Inactivate Job Plans Set Up Uniformat II Codes Create Equipment Activate or Inactivate Equipment View Work Order History for an Equipment Create Master Meters Activate or Inactivate a Master Meter Enter a Meter Reading for an Equipment View a Meter Reading for an Equipment Work Order Management About Work Orders Types of Work Orders Work Order Priorities Work Order Statuses Work Orders and Shells Work Order and Inventory Work Orders and Preventive Maintenance Work Orders and Job Plans Work Order Responsibility Actual Costs and Work Order Tasks Service Center Team-Related Tabs Members (Service Center Team) Service Request-Related Tabs Attachments (Service Request) Work Order-Related Tabs Tasks Related to Work Order Migrate 9.4 Record of Service Items related to Work Order Notes related to Work Order Attachments related to Work Order

6 vi Child Work Orders (Work Order) Service Requests related to Work Order Team related to Work Order Invoice-Related Tabs Invoice Lines (Invoice) Attachments (Invoice) Work Type Report Time Spent on Administrative Tasks Inventory Management About Inventory Management Inventory and the Item Master Warehouse Locations and Warehouse Bins Inventory and Material Transactions Inventory and Costs Inventory and Vendors Item Master-Related Tabs Inventory (Item Master) Vendors (Item Master) Inventory-Related Tabs On-Hand Details (Inventory) Inventory On-Hand Details-Related Tabs Material Transactions (Inventory On-Hand Details) Warehouse Location-Related Tabs Bins (Warehouse Location) Preventive Maintenance About Preventive Maintenance Master PM Books PM Books Job Plans Job Plan Sequencing and Preventive Maintenance Work Orders Preventive Maintenance and Equipment Preventive Maintenance and Auto-Generation of Work ORders Preventive Maintenance and Meters Master PM Book- Related Tabs Time Schedules (Master PM Book) Meter Schedules (Master PM Book) Related PM Books (Master PM Book) PM Book - Related Tabs Time Schedule Tab (PM Book) Meter Schedules (PM Book) Related Work Orders (PM Book) Job Plan-Related Tabs Job Plan-related Tasks Job Plan-related Items Equipment-Related Tabs

7 vii Associate master Meters with Equipment PM Books (Equipment) Child Equipment (Equipment) Related Work Orders (Equipment) Attachments (Equipment) Administrative Tasks Prerequisites in Unifier - Mandatory and Optional Mandatory Maintenance Management Tasks Configure Access to Maintenance Management Set Application Properties Optional Administrative Tasks Import and Export Records Customize Notification Templates Create and Maintain Landing Pages

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9 1 INTRODUCTION In this chapter Overview of Unifier Maintenance Management application Roles in Maintenance Management Maintenance Management Interface How do I use this guide? Getting help

10 Chapter 1: Introduction Welcome to Unifier Maintenance Management 2 WELCOME TO UNIFIER MAINTENANCE MANAGEMENT Unifier Maintenance Management is an integrated module in the larger Unifier application that allows you to create and manage work orders that keeps your enterprise running. The application includes the ability to create corrective work orders to resolve issues that can arise such as water leaks or other building maintenance needs and help set up preventive maintenance work orders and schedules to provide the on-going maintenance of equipment. The information collected in Maintenance Management allows you to schedule work, track equipment status, manage inventory, create tasks, and analyze costs. Combined with the functionality in Unifier, Maintenance Management presents a robust solution for getting work done in your enterprise, from service request generation to work completion. The application gives you control over work and equipment life-cycles, including: Submission of service requests through the Self-Service Portal Strategic and short-term planning Corrective and preventive Inventory management Cost analysis (using the Cost Sheet in Unifier s Generic Cost Manager) Location identification (defining the Location entity) Reporting Maintenance Management contains these core modules: Work order execution: Corrective and preventive maintenance work orders. See Work Order Management" on page 63 and How Do I... Work Order management Tasks" on page 33 for details. Users can manually create corrective work orders, or use the preventive maintenance functions to schedule periodic work orders for maintenance and inspections. Inventory management: Material transactions to add inventory, transfer material, issue returns, restock parts, and otherwise manage work order maintenance parts inventory. See Inventory Management" on page 83 and How Do I... Inventory Management Tasks" on page 42 for details. Preventive maintenance: Equipment maintenance based on a scheduled work order creation This module supports the manual and automatic creation of work orders based on time or meters. See Preventive Maintenance" on page 93 and How Do I... Preventive Maintenance Tasks" on page 52 for details. WORK ORDER USERS AND LOCATIONS Locations provide the important link between the work and the user in Maintenance Management. For this reason, the Unifier users required to work on Maintenance Management must have a location associated with that user. In Maintenance Management, Location entities can be created that contain a shell, a cost code, and a user contact. WORK ORDER USERS AND ROLES Unifier users are assigned Maintenance Management roles by the Company Administrator to enable them to use the application. Each user that is assigned to a role must have a location associated with that user. Maintenance Management uses the location specified for each user to link that user to the work orders associated with the user. Also, cost roll ups can be specified to occur to the Generic Cost Sheet associated with a specific location.

11 Chapter 1: Introduction Welcome to Unifier Maintenance Management 3 Administrators can set the location property for a default user location. See Set Application Properties" on page 111 for details on setting the default location property for users. MAINTENANCE MANAGEMENT AND UNIFIER INTEGRATION Maintenance Management is part of Unifier, and when you click the Applications tab, appears as a node in the Unifier Navigator. The Navigator view you see will depend the user role you have been assigned by the Unifier Company Administrator. Maintenance Management relies on some specific Unifier features to present you with a full spectrum of Maintenance Management functionality. You must have these features set up in your Company in Unifier order to be able to use them with Maintenance Management. Note: Maintenance Management works with Unifier generic shells. For details on generic shells, see the Unifier User Guide and the Unifier Administration Guide. Unifier features that integrate with Maintenance Management are: Users: Unifier users are assigned roles by the Company Administrator to enable them to use the Maintenance Management application. Each user assigned to a Maintenance Management role must have a location associated with that user. Maintenance Management uses the location specified for each user to identify where the work for the work orders associated with a user must take place. Also, cost roll ups can be specified to occur to the Generic Cost Sheet associated with a specific location. Note: Administrators: The location must be a data element defined as an additional attribute in the User Administration form, and must identify an existing shell in the Unifier implementation. See Set Application Properties" on page 115 for details on setting the default location property for users. Access Control: Administrators must assign Unifier users to Maintenance Management roles and provide access to the application. Self-Service Portal: Allows Maintenance Management users to create service requests, which are acted on to create work orders. Generic shells: Maintenance Management works with Unifier generic shells, which are selected when an Location entity is defined. The shell that is chosen controls the access to other shell aspects, such as the Generic Cost Manager for a particular shell. Generic Cost Manager (CM0): Costs can be rolled up into the Generic Cost Sheet, mapping to cost codes from the cost sheet that an administrator enters into Maintenance Management. Costs for material and labor actuals can be optionally rolled up to the Generic Cost Sheet for a location specified for a work order. Resource Manager: Administrators: Resource Manager implementation is mandatory for the implementation of Maintenance Management. User Defined Reports (UDR) data types: Maintenance Management uses work orderspecific UDR data types to set up and generate reports. Note: See the Unifier and udesigner Reference Guide, udesigner User Guide, Unifier User Guide, and Unifier Administration Guide for details on setting up these features.

12 Chapter 1: Introduction Welcome to Unifier Maintenance Management 4 NOTIFICATIONS AND MAINTENANCE MANAGEMENT USERS Maintenance Management users receive notifications as the status of the service request or work order records change. These notifications contain the record status, and list additional information about the record, such as the location, contact name or important dates. The user is informed of the progression of the work on the work order, and can use the notification as a cue to check the logs in the application and see what actions they need to take. CORRECTIVE WORK ORDER PROCESSING Unifier's Self Service Portal and work order management functions are used for on-demand, corrective maintenance scheduling. As unscheduled incidents and needs arise across the enterprise, they can be submitted by users from Unifier s Self Service Portal. This portal allows for on-line submission of service requests by users with access permission. See How Do I... Work Order management Tasks" on page 33 for details. After a service request is submitted, the request routes for processing within Maintenance Management. A corrective work order can be created from the service request, and is assigned to the appropriate work team for follow-up. The example below shows a Work Order log, and the relationship of Maintenance Management to the rest of Unifier. Each work order describes the issue, indicates where the problem is located, when was it issued, who is responsible, lists the parts and items needed to complete the work, and contains suggested tasks to resolve the issue, as well as a list of any related work orders. Each work order can also have a work team assigned, track estimated and actual labor, manage materials requests and fulfillment, as well as clarification notes, equipment, and relevant location details. In each step of the process, team members are advised of the status of work through notifications and the various work order logs. After the work order is completed by the technician and approved, the requestor will be notified of the completion of the request through the original service request in the Self Service Portal. PREVENTIVE MAINTENANCE SCHEDULING Maintenance Management supports scheduled and recurring preventive maintenance work orders to support periodic maintenance work and inspections. This allows individual pieces of equipment to be assigned to PM Books. See Automatically Create a PM Book by Associating a Master PM Book with an Equipment" on page 57 for more information. Each of these PM Books contain multiple schedules and job plans, a series of tasks to be completed, and meter gauges to be recorded at a specific time interval, such as monthly, quarterly or annually. Maintenance Management automatically generates work orders for each PM Book according to the prescribed time and meter trigger events. See Set Up a Master PM Book" on page 52 and Set Up a Job Plan" on page 58 for more information. After Maintenance Management has generated the work order from the PM Book, the field technician is notified that the work order is available for work, and can access the work order from the log. The technician can then perform the maintenance tasks and confirm the actions taken for each task of the job plan. See Preventive Maintenance" on page 93 and How Do I... Preventive Maintenance Tasks" on page 52 for details. Preventive maintenance work orders can be created based on time schedules or can be usagebased, using meter readings as the trigger for work order creation. These readings can occur through regularly scheduled work orders that capture the meter data and report it back to Maintenance Management. When meter values reach levels that indicate maintenance being

13 Chapter 1: Introduction Welcome to Unifier Maintenance Management 5 required, then the appropriate maintenance procedures are automatically triggered against the given asset and the work orders created. INVENTORY MANAGEMENT Maintenance Management supports inventory management to completely integrate with your work order process, allowing each authorized user to request and receive parts and equipment from warehouses or even record items obtained from outside hardware stores. Material transactions control the receiving and movement of items to satisfy work order task needs. The items and their costs used for each work order are tracked along with material returns, giving you a complete view of your inventory usage. This enables the organization to track the actual costs for each work order as well as ensure that appropriate on-hand levels are maintained. Items costs can be captured and managed in the Generic Cost Sheet in the Generic Cost Manager in Unifier. See Inventory Management" on page 83 and How Do I... Inventory Management Tasks" on page 42 for details.

14 Chapter 1: Introduction Roles in Maintenance Management 6 ROLES IN MAINTENANCE MANAGEMENT The tasks that you can perform in Maintenance Management are based on the status of a record and your role or roles assigned to you by your Unifier administrator. What you see in the Work Order application is controlled by your role, from nodes you see in the Navigator, to fields that are available to you on the various windows in the application. Depending on your role, and the state of the records, you might be able to view records and take no action, or your view of certain functions in the application might be limited or not permitted. You can have more than one role in Maintenance Management. See Configure Access to Maintenance Management" on page 109 fore more information. Note: If you are not assigned at least one role in Maintenance Management, you cannot use Maintenance Management application. Roles and groups of tasks for those roles: End user: Submit problem tickets through the Self-Service Portal. Call center: Accept service requests, decide whether to create work orders from service requests, get additional information or clarification as needed. In some cases, this role is covered by the dispatcher, depending on the business model you follow. Dispatcher: Accept service requests, create work orders, schedule work orders, return scheduled work orders for rescheduling, handle escalations, review work performed, add information to the work order (tasks and items, other information as needed). Access Equipment: Create equipment with the status Pending and modify equipment with the status Active. This role can be combined with other roles to enable the creation and editing of equipment records. Technician: Inspect site, order items, monitor item quantities issued from the warehouse and returned to the warehouse, maintain self-service bin inventory, perform work as indicated on the work order. In some cases, this role is covered by the Technician Lead, depending on the business model you follow. Technician Lead: Inspect site, order items, monitor item quantities issued from the warehouse and returned to the warehouse, maintain self-service bin inventory, perform work as indicated on the work order, capture results of the work, start work on work orders. Technician Supervisor: Verify the work done by the technician, and close, complete the work order and view administrative work details. Material Handler: Receive item orders and issues items from the warehouse, restocks items, receives items, transfers items, and performs physical inventory. View Vendors: View vendor information. This role can be combined with other roles to enable view-only access to vendor information. Warehouse Supervisor: Re-order parts, review parts on-hand, track costs, add new parts and locations, creates warehouse and warehouse bin records, creates unit of measure records, reconcile inventory. Application Administrator: Perform administrative tasks such as importing and exporting records, setting up notification templates, creating locations, and maintaining data in properties. Note: There are some Administrator tasks that are mandatory to set up Maintenance Management for users. See Administrative Tasks" on page 107 for details.

15 Chapter 1: Introduction Roles in Maintenance Management 7 Facility Administrator: Set up Master PM Books, Equipment, and performs all tasks to set up preventive maintenance work orders. Invoice Administrator: Create vendor invoices. Users can be given this role in addition to another role such as Technician Supervisor or Call Center to extend user capability. Super User: Perform all tasks in Maintenance Management, including tasks available to the Application Administrator and Facility Administrator.

16 Chapter 1: Introduction Maintenance Management Interface 8 MAINTENANCE MANAGEMENT INTERFACE This section discusses: Nodes and Logs" on page 8 Records" on page 9 Windows" on page 10 NODES AND LOGS Maintenance Management comprises several nodes in Unifier Navigator. As a Maintenance Management user, your access to specific areas of the application is determined by your role in the application, and the status of the records you can access. You will have specific access to certain parts of the application - certain nodes, and within those nodes specific logs that list records you can access, and tasks that are available in these logs. The nodes that you see in the Navigator depend on your role in Maintenance Management. As in Unifier, you click the node name to access the log for that node. The log view that you see can vary depending on the role or roles you are assigned in Maintenance Management. You can sort log columns in ascending or descending order by clicking the log heading. Note: You can use bookmarks to quickly access Maintenance Management nodes. See the Unifier User Guide for details on setting up and working with bookmarks. The data that you see in a log can be filtered according to your role. Maintenance Management is designed to give you a view of the data you need to see to get work done, so you will see a different view of data than other users with different roles in the application. A user with administrator privilege can access all the nodes. Log Toolbars The Maintenance Management logs have toolbars with menu choices and buttons. Note: The actions you can take in Maintenance Management are predicated on the status of the record you are working with and the role or roles that are assigned to you in the application. Depending on your role, you will have specific toolbar actions available to you. If you find that you cannot take an action you need to take, contact your Administrator. File: New: Creates a new record. Choose File > New, complete the form, and click Save to create a new record Open: Opens an existing record. Select a record from the log and choose File > Open. Edit: Saved Searches: Manages saved searches. See Create and Manage Saved Searches in Logs" on page 17. View: All: Displays the complete list of records in the log that was filtered by a search. See Search for Records in Logs" on page 16. Find: Search for records in the log. See Search for Records in Logs" on page 16.

17 Chapter 1: Introduction Maintenance Management Interface 9 Audit Log: Lists changes to all records of a single type. For example, selecting View > Audit Log in the work order log will list all actions on work orders that you can access. Help: Allows you to access Maintenance Management documentation. New: Click to create a new record. Complete the form and click Save. Copy: Select a record in the log and click Copy to create a new record using an existing record as a base. Modify the form and click Save. Any related records in tabs (child records) are copied to the new record. Open: Select a record in the log and click Open to open the record. Action: Take action on selected record or records. The actions you can take depend on the record type listed in the log, and the status of the record, and your role in Maintenance Management. The actions are described in How Do I... Tasks" on page 23 in the context of the type of record with which you are working. Find: Search for records. See Search for Records in Logs" on page 16. Filtered By: Select a saved search to filter the log. See Search for Records in Logs" on page 16. RECORDS Maintenance Management record forms contain your work order data. Some fields on the forms are hyperlinks, that allow you to drill into details of the record. For example, an equipment name is a hyperlink that when clicked will open the record associated with that equipment. Also a user name, such as that of a Lead or a Supervisor, can be a hyperlink that shows user profile details when clicked. Also, some records have the concept of a parent record and child records. For example, a work order is a parent record, and the tasks related to the work order are child records of that work order. The record forms have a main form, where general data about the record resides. The main forms are modified by edits that you make, through system population, and through action forms. Fields that require input are designated with an asterisk (*). Read-only fields are greyedout and do not allow input. Record tabs Many record forms have tabs associated with them. These tabs are listed at the bottom of the form. The tabs contain child records associated with the main record. The tabs that you see depend on your role in the application. Record toolbars The records have a view mode and an edit mode. Tabs are accessible in view mode. When in view mode, the main form toolbar displays: Edit: Click to modify the record, and then click Save. Not all fields are editable in the various forms, depending on record status and user application role. Print: Click to display a print view of the record, or select a checkbox to display a print view of certain sections of the record, and then click the Print icon. See Print Records" on page 18 for details. Audit: Click to list the actions that have occurred on the record.

18 Chapter 1: Introduction Maintenance Management Interface 10 Action: Click to select an action to perform on the record. The actions you can take depend on the record type and status. The actions are described in Chapter 3, How Do I... Tasks and in the context of the type of record with which you are working. Note: Not all forms have actions available. Close Window: Click to close the record window with no change. When in edit mode, the toolbar displays: Save: Click to save the record changes and return the record to view mode. Cancel: Click to cancel changes and return the record to view mode. When in edit mode, you can edit the parent record only. You must save the record and enter view mode to access the tabs (child records). Record action forms Some records have actions associated and are accessible from the Action drop-down menu at the top of the record window. These action forms allow you to quickly enter information into the record. The data you enter in the field on an action form is populated into the corresponding fields on the main record form. The actions that are available on a record can vary depending on your role and the status of the record. Common Fields and Data in Records These fields appear in many Work Order Management records. In order not to repeat the documentation of these fields throughout the guide, these particular fields are documented in the following table: Created By Last Updated By Creation Date Last Updated Date This data appears System populated. The user who created the record. System populated. The user who updated the record. System populated. Date the record was created. System populated. Date the record was last updated. WINDOWS Information on parent records resides in the top portion of the record window. The reference tabs are in the bottom portion of the window. These tabs list the records associated with the main form (the child records associated with the work order record). The tabs available to you will vary depending on your role in the application. Not all records have tabs, but those that do follow the structure described in this section.you can maximize or minimize and resize (by dragging) the record form windows. Fields in the windows that require input are designated with an asterisk (*). Read-only fields are greyed-out and do not allow input. The windows that have tabs have a few tools to help you work with them. Scroll bar: Can appear as needed on the right margin of the window. Use to scroll the window up and down. Demarcation line: Can appear as needed in about the center of the window. Hover the mouse over the line until you see the two-headed arrow and pull the line up to allow more window for the Referenced Area (tabs and child records), or pull the line down to allow more window for the parent record data.

19 Chapter 1: Introduction Maintenance Management Interface 11 Minimize/Maximize: Click to minimize the tabs that contain child records and extend the view of the main form. Click the up-arrows to return the tabs to view. When you open a record, the window for that record stays open until you close it. This allow you to work with several application windows at once. This includes the windows for child records. The main record window remains open and accessible when you open a child record window.

20 Chapter 1: Introduction How Do I Use This Guide? 12 HOW DO I USE THIS GUIDE? The chapter that you will use the most in this user guide is Chapter 3, How Do I... Tasks The How Do I... Tasks" chapter is divided into sections based on the tasks that can be performed in the various areas of the application. You can use the to find out the basics of how to perform tasks, then refer to the Work Order, Inventory, and Preventive Maintenance chapters, which contain additional conceptual information about those areas, and details on the application tabs that are specific to those areas.

21 Chapter 1: Introduction Getting Help 13 GETTING HELP If you have a question or need further assistance regarding a specific feature in Unifier or Maintenance Management you can consult online help (for Unifier), and user or administration guides. To access online help or guides Click the Help menu from any Unifier window, and choose one of the following: Unifier Help: Accesses the online help system. Download PDF > User Guide, Admin Guide, Reference Guide, Maintenance Management Guide. Allows you to download the Primavera Unifier User Guide, Primavera Unifier Administration Guide, Primavera Unifier and udesigner Reference Guide, Primavera Maintenance Management User Guide. You must have Adobe Acrobat Reader installed (available free at WHERE TO GET SUPPORT If you have a question about using Oracle products that you or your network administrator cannot resolve with information in the documentation or help, click This page provides the latest information on contacting Oracle Global Customer Support, knowledge articles, and the support renewals process. ACCESS TO ORACLE SUPPORT Oracle customers have access to electronic support through My Oracle Support. For information, visit or visit if you are hearing impaired.

22 Chapter 1: Introduction Getting Help 14

23 2 GETTING STARTED In this chapter Getting Started tasks

24 Chapter 2: Getting Started Getting Started Tasks 16 GETTING STARTED TASKS Getting started tasks include: Access Maintenance Management" on page 16 Search for Records in Logs" on page 16 Create and Manage Saved Searches in Logs" on page 17 Use Maintenance Management Pickers" on page 18 Print Records" on page 18 Create Maintenance Management Reports" on page 19 Use Audit Logs" on page 20 Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20 Create Cost Codes" on page 21 Create Service Center Teams" on page 21 Create Account Codes" on page 21 Create Locations" on page 22 Activate or Inactivate Locations" on page 22 ACCESS MAINTENANCE MANAGEMENT Maintenance Management is part of Unifier. To access Maintenance Management 1 Log into Unifier. 2 In Unifier, click the Applications tab (an administrator can rename this tab). The application nodes you can access are listed in the Navigator. SEARCH FOR RECORDS IN LOGS When the status of a record changes, you can (depending on your role) receive an notification of the status change, and can then view the changed record in the Maintenance Management logs. You can search for the record or records you want to work with in the various Maintenance Management logs. You can use a conventional search, or create and use a saved search. Searching for records To search for a record 1 Navigate to the particular log (for example Master PM Books, or Work Orders). 2 Click Find. 3 Enter the search criteria (for example, record no., description, creation date.). 4 Click Search. The search filters the records, the search window closes, and the log displays the records that meet the search criteria.

25 Chapter 2: Getting Started Getting Started Tasks 17 5 Choose View > All to display the complete list of records in the log. Searching with a saved search To use a saved search You can use saved searches created by you or by other users. 1 Navigate to a log. 2 Select a saved search from the Filtered by drop-down menu in the toolbar. The log will list the records that match the search criteria specified in the saved search. 3 You can cancel the filtering by clicking Cancel Filter. The log view is lists all records after you cancel the filter. CREATE AND MANAGE SAVED SEARCHES IN LOGS You can save searches for reuse in logs. The searches that you save are available in the logs for you to reuse, and to be used by other users as well if you mark your saved searches as public. By default, the saved searches you create are specific to you, and cannot be accessed by other users. When you mark a saved search as public, that search can be used by other users who can access that log. You can add searches created by other users (and marked as public) to your list of saved searches. To create a saved search 1 Navigate to a log. 2 Click Find. 3 Enter the search criteria. 4 Enter a saved search name in the Save As field. 5 Click Save. To manage a saved search 1 Navigate to a log. 2 Select Edit > Saved Searches. The Manage Saved Searches window opens. 3 Complete or work with the fields as indicated in this table. Manage Saved Searches Order Name Description Do this Change the order of saved searches by clicking in an Order field and entering a positive number. Change the name of a saved search by clicking on a Name and entering a new name. You can rename only the saved searches that you have created. Enter a description for your saved search (up to 150 characters). You can add a description only for saved searches you have created.

26 Chapter 2: Getting Started Getting Started Tasks 18 Default Public Owner Menu Items Save Public Searches Remove Move Up/Move Down Update Order Close Window Do this Select the checkbox to make a saved search your default search. This is the search that will display by default in the Filtered by drop-down menu. Select the checkbox to designate a saved search as public and make it available to other users. You can deselect the checkbox to make the saved search private. By default, the saved searches you create are private, and you must mark them as public to make them available to other users. Lists the owner of the saved search, which is usually the creator. Click to save your changes. All changes occur only when you save them. Click to access public saved searches created by other users. Select one or more searches and click Select to add the search to your saved search list. You cannot modify saved searches created by other users. Select one or more searches and click Copy. This copies the search so you can modify it to create a new search. The new search is initially marked as private, and you are designated as the owner. Select a search and click Remove to delete a saved search. You can delete only saved searches that you have created. Select a saved search and click Move Up or Move down to reorder the searches in your list. Click to preview the revised order of the saved searches. The new ordering is saved when you click Save. Click to close the Manage Saved Searches window. 4 Click Save. USE MAINTENANCE MANAGEMENT PICKERS Maintenance Management uses pickers to enable you to choose from lists of records. The pickers will show columns of data related to the type of item being selected, and so will vary with the item type. However, the overall behavior is the same for all Maintenance Management pickers. Active records are listed in the pickers. Some pickers support the creation of new records directly from the picker. Click New to create a new record. To select one record or more than one record from the picker 1 Click Select next to the picker field. 2 In the picker, select one record or multiple records if applicable. Some pickers do not allow the selection of multiple records. Click Select. PRINT RECORDS You can print a record, or print the record and its associated tabs, as needed. To print a record that has no associated tabs 1 Open a Maintenance Management record. 2 Click Print. The print preview for the record opens in a new browser window.

27 Chapter 2: Getting Started Getting Started Tasks 19 3 Click the print icon. The Print window opens. 4 Click the print icon again. To print a record that has associated tabs 1 Open a Maintenance Management record. 2 Click Print. The Print window opens. 3 Select the tabs you want to print by selecting the corresponding checkboxes. You can select or deselect all of the tabs by selecting or deselecting the Sections checkbox. The body of the record is selected (and shows in the print preview) by default. The print preview for the record opens in a new browser window, showing the content of the record and any selected associated tabs. 4 Click the print icon. The Print window opens. 5 Click the print icon again. CREATE MAINTENANCE MANAGEMENT REPORTS Maintenance Management uses Unifier User Defined Reports (UDR) at the Company level to allow you to set up and generate work order reports. These reports can be created in Unifier using the following Maintenance Management-specific UDR data types: Audit Equipment Inventory Inventory On-hand Detail Invoice Item Master Job Plan Location Master PM Book Master PM Meter Schedule Master PM Time Schedule Material Transaction PM Book PM Meter Schedule PM Time Schedule Service Center Service Request Vendor Work Order Work Order Item These data types have numerous datasources associated with them to use for reporting. Have the type of report you want to create in mind, and try the various datasources to achieve the

28 Chapter 2: Getting Started Getting Started Tasks 20 reporting result you want. See the Unifier Administration Guide, Reports Setup chapter and the Unifier User Guide, Reports chapter, for details. USE AUDIT LOGS Your access to the audit log can vary depending on your role in Maintenance Management. There are three levels of audit log: To view the Audit log for the entire Maintenance Management application: Click the Audit node to list all of the changes to all records in Maintenance Management To view the Audit log for all records of a single type: Navigate to a log and select the menu choice to list changes to all records of a single type at the log level. For example, selecting View > Audit Log in the work order log will list all actions on work orders that you can access. To view the Audit log for a particular record: Click the Audit Log button to list all of the changes for that particular record. ADD COST CODES TO TRACK COSTS IN THE GENERIC COST MANAGER As an Administrator, you can add columns to the Generic Cost Sheet and configure cost codes in Maintenance Management to allow users to track work order-related item material transaction costs in the Generic Cost Sheet. To facilitate this cost tracking, you can create new cost codes in Maintenance Management to use for the cost roll up to the Generic Cost Sheet in the Generic Cost Manager for the Location entity selected for the associated work order. This is an optional task. Users are not required to roll up costs to the Generic Cost Sheet, but can do so if they want to track work order costs. To add columns to the Generic Cost Sheet to capture material transaction and actual labor costs 1 Navigate to Unifier. 2 In Administration Mode, navigate to the shell represented by the location represented by the Location entity in the associated work order. 3 Under the shell template, choose Configurable Modules > Cost Manager - Generic Cost Manager. 4 Add columns using these datasources: The datasources related to work order item (Material Transaction) costs are: Planned Material Cost (Work Order) Actual Material Cost (Work Order) The datasource related to labor costs is: Actual Labor Cost (Work Order) See the Unifier Administration Guide, Cost chapter, for details on setting up the Generic Cost Sheet.

29 Chapter 2: Getting Started Getting Started Tasks 21 CREATE COST CODES To create a new cost code 1 In the Cost Code log, click New. 2 Complete the fields as indicated in this table. Cost Code Cost Name Do this Enter the cost code shown in the Generic Cost Sheet in Unifier. The name must match exactly for the cost roll up to occur correctly. Enter only Active cost codes. Enter the cost name shown in the Generic Cost Sheet in Unifier. The name must match exactly for the cost roll up to occur correctly 3 Click Save. CREATE SERVICE CENTER TEAMS You can create service center teams, which include team members such as the supervisor and team lead. These service center teams are used in work orders to provide the team that will fulfill the work order. These team members can be combined with other team members on the work order Team tab. See Team related to Work Order" on page 78 for details. To create Service Center teams 1 In the Service Centers log, click New. The Service Center window opens 2 Complete the fields as indicated in this table. Name Status Description Supervisor Do this or view the data Enter the Service Center name. System populated. Enter the Service Center description. Click Select to select the supervisor. 3 Click Save. There is a tab that allows you to add members to the service center team. Members (Service Center Team)" on page 68 CREATE ACCOUNT CODES You can create account codes to use to track billing on work orders. To create account codes 1 In the Account log, click New. The Account Codes window opens 2 Enter the name and description. 3 Click Save.

30 Chapter 2: Getting Started Getting Started Tasks 22 CREATE LOCATIONS You can create Location entities that contain a shell, an account code, and contact. See Work Order Users and Locations" on page 2 for details on the role of the Location entity. The Location entity selected when a work order is created. To create locations 1 In the Locations log, choose Action > Create Location. The Locations window opens 2 Complete the fields as indicated in this table. Shell Account Code Contact Do this or view the data Select a shell from the shell picker. Select an account code. Select a user contact. 3 Click OK. ACTIVATE OR INACTIVATE LOCATIONS You can change the active or inactive status of a location in the record of from the log. To change the status on a unit of location 1 In the Locations log, select a location and click Open. 2 Choose Action > Inactivate or Action > Activate. To change the status of a location on the log 1 In the Locations log, select a location. 2 Choose Action > Inactivate Location or Action > Activate Location.

31 3 HOW DO I... TASKS In this chapter Primary Maintenance Management tasks by role Service Request tasks Work Order tasks Inventory tasks Preventive Maintenance tasks

32 Chapter 3: How Do I... Tasks Primary Maintenance Management Tasks by Role 24 PRIMARY MAINTENANCE MANAGEMENT TASKS BY ROLE The following is the list of the major Maintenance Management tasks documented in this chapter by application roles. The tasks you will be able to perform will depend on the role or roles that have been assigned to you by your administrator. For more information on roles, see Roles in Maintenance Management" on page 6. End User Create a Service Request" on page 28 View a Service Request" on page 31 Edit a Submitted Service Request" on page 31 Call Center Create a Service Request" on page 28 View a Service Request" on page 31 Edit a Submitted Service Request" on page 31 Cancel a Service Request" on page 30 Manually Create a Work Order" on page 33 View a Work Order" on page 35 Edit a Work Order" on page 34 Cancel a Work Order" on page 36 Change a Service Center" on page 38 Change Location" on page 38 Create a Work Order from a Service Request" on page 29 Edit a Submitted Service Request" on page 31 Add Additional Comments" on page 31 Dispatcher Create a Service Request" on page 28 Create a Work Order from a Service Request" on page 29 Cancel a Service Request" on page 30 Service Requests related to Work Order" on page 78 Change the Work Order Associated with a Service Request" on page 30 View a Work Order" on page 35 Edit a Work Order" on page 34 Cancel a Work Order" on page 36 Apply a Job Plan" on page 37 Schedule A Work Order" on page 35 Change a Service Center" on page 38 Change Location" on page 38 Add Additional Comments" on page 31 Schedule A Work Order" on page 35

33 Chapter 3: How Do I... Tasks Primary Maintenance Management Tasks by Role 25 Technician View a Work Order" on page 35 Edit a Work Order" on page 34 Start Work on a Scheduled Work Order" on page 36 Order Items From a Warehouse" on page 51 Print Records" on page 18 Create tasks ( Tasks Related to Work Order" on page 70) Enter meter readings ( Tasks Related to Work Order" on page 70) Create record of service ( Tasks Related to Work Order" on page 70) Reopen tasks ( Tasks Related to Work Order" on page 70) Create items ( Items related to Work Order" on page 75) Create notes ( Notes related to Work Order" on page 76) Technician Lead Create a Service Request" on page 28 Create an Invoice" on page 39 Approve or Reject an Invoice" on page 39 Start Work on a Scheduled Work Order" on page 36 Create record of service ( Tasks Related to Work Order" on page 70) Create items ( Items related to Work Order" on page 75) Create notes ( Notes related to Work Order" on page 76) Report Time Spent on Administrative Tasks" on page 81 Create tasks ( Tasks Related to Work Order" on page 70) Enter meter readings ( Tasks Related to Work Order" on page 70) Reopen tasks ( Tasks Related to Work Order" on page 70) Edit a Work Order" on page 34 View a Work Order" on page 35 Order Items From a Warehouse" on page 51 Complete a Work Order" on page 36 Reschedule a Work Order" on page 36 Create an Invoice" on page 39 Approve or Reject an Invoice" on page 39 Technician Supervisor Change Location" on page 38 View a Work Order" on page 35 Reschedule a Work Order" on page 36 Close a Completed Work Order" on page 37 Validate the Completion of a Work Order" on page 37 Open a Completed Work Order for Rework" on page 37 Create tasks ( Tasks Related to Work Order" on page 70)

34 Chapter 3: How Do I... Tasks Primary Maintenance Management Tasks by Role 26 Enter meter readings ( Tasks Related to Work Order" on page 70) Reopen tasks ( Tasks Related to Work Order" on page 70) Create record of service ( Tasks Related to Work Order" on page 70) Create items ( Items related to Work Order" on page 75) Create notes ( Notes related to Work Order" on page 76) Apply a Job Plan" on page 37 Schedule A Work Order" on page 35 Open a Completed Work Order for Rework" on page 37 Change a Service Center" on page 38 Report Time Spent on Administrative Tasks" on page 81 Material Handler Define Units of Measure" on page 43 Activate or Inactivate Units of Measure" on page 44 View Items in the Item Master" on page 46 Enter Physical Inventory" on page 49 Check Status and Quantities Of Work Order Items in the Log" on page 48 Issue Items from Inventory" on page 47 Return Items to Inventory" on page 47 View Material Transaction Records" on page 48 Receive Items into Inventory" on page 46 Transfer Items" on page 46 Warehouse Supervisor Add warehouse locations ( Inventory (Item Master)" on page 88) Add or create bins for warehouse locations ( On-Hand Details (Inventory)" on page 89) Create and View Warehouse Locations and Bins" on page 43 Create Vendors" on page 44 View Items in the Item Master" on page 46 Reconcile Physical Inventory" on page 50 Check for Item On-Hand Quantities" on page 49 Order Items From a Warehouse" on page 51 Create a NEW Material Order" on page 40 Issue Items from Inventory" on page 47 Return Items to Inventory" on page 47 Application Administrator Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20 Create Cost Codes" on page 21 Create Locations" on page 22

35 Chapter 3: How Do I... Tasks Primary Maintenance Management Tasks by Role 27 Activate or Inactivate Locations" on page 22 Configure Access to Maintenance Management" on page 109 Set Application Properties" on page 111 Import and Export Records" on page 113 Customize Notification Templates" on page 113 Create and Maintain Landing Pages" on page 113 Facility Administrator Create Vendors" on page 44 Set Up a Master PM Book" on page 52 Create PM Books by Assigning Equipment" on page 54 Activate or Inactivate Master PM Books" on page 54 Manually Set up a PM book" on page 54 Automatically Create Work Orders from a PM Book" on page 56 Manually Generate a Work Order from a PM Book" on page 56 Activate or Inactivate PM Books" on page 57 Automatically Create a PM Book by Associating a Master PM Book with an Equipment" on page 57 Create Multiple Work Orders from an Equipment or Equipment Log" on page 57 Set Up a Job Plan" on page 58 Activate or Inactivate Job Plans" Set Up Uniformat II Codes" on page 59 Create Equipment" on page 59 Activate or Inactivate Equipment" on page 60 View Work Order History for an Equipment" on page 61 Create Master Meters" on page 61 Activate or Inactivate a Master Meter" on page 61 Job Plan-related Tasks" on page 102 Job Plan-related Items" on page 103 Associate master Meters with Equipment" on page 105 Invoice Administrator Create an Invoice" on page 39 Approve or Reject an Invoice" on page 39 Super User This user role can perform all Maintenance Management tasks.

36 Chapter 3: How Do I... Tasks How Do I... Service Request Tasks 28 HOW DO I... SERVICE REQUEST TASKS Service Request tasks include: Create a Service Request" on page 28 Create a Work Order from a Service Request" on page 29 Change the Work Order Associated with a Service Request" on page 30 Cancel a Service Request" on page 30 Add Additional Comments" on page 31 View a Service Request" on page 31 Edit a Submitted Service Request" on page 31 CREATE A SERVICE REQUEST Users can submit a service request from the Self Service Portal. This request is sent to Unifier Maintenance Management. The user will receive notification as to the status of the request. Create a service request from the Self Service Portal To create a new service request 1 Log into the Self Service Portal. 2 Click Service Requests. 3 Choose Action > Create New Service Request. The Create New Service Request action form opens. 4 Complete the fields as indicated in this table. Issue Summary Issue Description Location Contact Name Contact Number Do this or view the data Enter an issue summary (up to 500 characters). Enter an issue description (up to 5000 characters). Select a location for the work to be done. Enter the contact name. Enter the number for the contact. 5 Click OK. This adds a new service to the Service Request log. You will find the time stamp of a service request from the Creation Date column on the log. Creating a service request from the Service Requests log To create a service request 1 In the Service Requests log, choose Action > Create Service Request. The Create Service Request action form opens. 2 Complete the fields as indicated in this table.

37 Chapter 3: How Do I... Tasks How Do I... Service Request Tasks 29 Issue Summary Issue Description Submitted For Location Contact Name Contact Number Do this or view the data Enter an issue summary (up to 500 characters). Enter an issue description (up to 5000 characters). Click Select, choose a user. Click Select to choose the location of the issue, or leave blank if the location matches the submitter s location. Enter the contact name. Leave contact information blank if it is the same as that of the submitter. Enter the number for the contact. 3 Click OK. There is a tab that allows you to add attachments to the service request. Attachments (Service Request)" on page 69 CREATE A WORK ORDER FROM A SERVICE REQUEST You can create work orders from an existing service requests, or from multiple service requests. You can also group several service requests and associate them with an existing work order. After a service request has an associated work order, you cannot generate another work order from an existing service request. To create a work order from within a service request 1 In the Service Requests log, select a service request that has the Open status and click Open. 2 Choose Action > Create Work Order. 3 Complete the fields as indicated in this table. Priority Service Center Chargeback? Account Code Do this or view the data Choose a priority for the work order. Select a service center. Select Yes to indicate that the charges should be made to the account code. Select an account code. 4 Click OK. To create a work order from the Service Request log 1 In the Service Requests log, select a service request that has the Open status. 2 Choose Action > Create Work Order. 3 Complete the fields as indicated in this table. Priority Service Center Do this or view the data Choose a priority for the work order. Select a service center.

38 Chapter 3: How Do I... Tasks How Do I... Service Request Tasks 30 Chargeback? Account Code Do this or view the data Select Yes to indicate that the charges should be made to the account code. Select an account code. 4 Click OK. To create a single work order from multiple service requests You can select multiple service requests to group to create a single associated work order. You can group the service requests as long as they have the same location. 1 In the Service Requests log, select multiple service requests. 2 Choose Action > Group and Create Work Order. To associate multiple service requests with an existing work order You can select multiple service requests to group to associated to a single work order. You can group the service requests as long as they have the same location. 1 In the Service Requests log, select multiple service requests. 2 Choose Action > Group and Select Work Order. The Work Order picker window opens. 3 Choose the work order you want to associate with the service requests and click Select. CHANGE THE WORK ORDER ASSOCIATED WITH A SERVICE REQUEST You can change the work order associated with a service request that has the In Progress status. When you do so, the work order originally associated with the service request is not deleted or changed. To change the work order associated with a service request 1 In the Service Request log, select the service request you want to change and click Open. 2 In the service request, choose Action > Change Work Order. 3 Click Select to open the Work Order Picker. 4 Choose a work order and click Select. 5 Click OK. CANCEL A SERVICE REQUEST You can cancel a service request that you no longer need to work on. When you cancel a service request, the status of any work orders associated with it does not change. To cancel a service request 1 In the Service Requests log, select the service request you want to cancel and click Open. 2 In the service request, choose Action > Cancel Service Request. 3 Enter a Cancellation Reason.

39 Chapter 3: How Do I... Tasks How Do I... Service Request Tasks 31 4 Click OK. ADD ADDITIONAL COMMENTS You can add additional comments to a service request to indicate any changes in conditions or special instructions. To add additional comments to a service request 1 In the Service Requests log, select the service request with status in progress and click Open. 2 In the service request, choose Action > Add Additional Comments. 3 Enter comments. 4 Click OK. VIEW A SERVICE REQUEST You can view a service request to check the status and view work order-related details. To view a service request 1 In the Service Requests log, select a service request. 2 Click Open. 3 Click Close Window when you a finished viewing the request. EDIT A SUBMITTED SERVICE REQUEST Service requests with the status Open can be edited. You can add attachments to service requests. To edit a service request 1 In the or Service Requests log, select a service request. 2 Click Open. 3 Click Edit. 4 Edit the service request as needed. The fields in the service request record are defined in following table. General Issue Summary Status Submitted By Contact Name Location Do this or view the data A summary of the problem. System populated. This status changes as the service request progresses. System populated. The name of the submitter of the service request. System populated. Name of the user on whose behalf the service request was submitted The location of the problem.

40 Chapter 3: How Do I... Tasks How Do I... Service Request Tasks 32 Contact Number Issue Description Comments/Additional Information Cancellation Reason Last Update Date Work Order Record No. Status Name Estimated Completion Date Description Summary of Actions Cancellation Reason Do this or view the data System populated. Number of the user on whose behalf the service request was submitted. A description of the issue. Any additional comments or details. Reason that the work order was cancelled. System populated. The date the service record was last updated. System populated with the work order record number. System populated with the current work order status. System populated with the work order name. System populated with the estimated work order completion date A summary of the work done to complete the task described in the service request. System populated with the required actions need to be taken on a work order System populated with the reasons of cancellation 5 Click Save when you are done editing the service request. 6 There is a Service Request tab that allows you to add attachments to the service request: Attachments (Service Request)" on page 69

41 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 33 HOW DO I... WORK ORDER MANAGEMENT TASKS Work order tasks include: Manually Create a Work Order" on page 33 Edit a Work Order" on page 34 View a Work Order" on page 35 Schedule A Work Order" on page 35 Start Work on a Scheduled Work Order" on page 36 Cancel a Work Order" on page 36 Reschedule a Work Order" on page 36 Complete a Work Order" on page 36 Validate the Completion of a Work Order" on page 37 Close a Completed Work Order" on page 37 Open a Completed Work Order for Rework" on page 37 Apply a Job Plan" on page 37 Change Location" on page 38 Change a Service Center" on page 38 Create an Invoice" on page 39 Approve or Reject an Invoice" on page 39 See Work Order Management" on page 63 for details on work order concepts and related tabs. MANUALLY CREATE A WORK ORDER Work orders define work that needs to be done. This can be work on a piece of equipment, like an air conditioner, or on or space, like a specific room. You can manually create corrective work orders. Preventive maintenance work orders are created from PM Books or equipment. See How Do I... Preventive Maintenance Tasks" on page 52 for details. To create a work order 1 In the Work Orders log, choose Action > Create New Work Order. 2 Complete the fields as indicated in this table. Name Description Priority Service Center Location Do this or view the data Enter the work order name. Enter the work order description. Select a priority. Click Select to specify the service center responsible for the work order. Click Select to specify a location to associate with the work order. 3 Click OK. The new work order is listed in the Work Order log.

42 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 34 EDIT A WORK ORDER Depending on your role and the work order status, you can edit some work order form fields. Others will be read-only. To edit a work order 1 In the Work Orders log, select a work order, and click Open. 2 Click Edit. 3 Complete the fields as indicated in this table. Some of the fields on the Create window are automatically populated by Maintenance Management. Whether a field is editable or read only depends on your role and work order status. After the work order is scheduled, some fields are no longer editable. Name Status Priority Type Description Parent Location Chargeback? Account Code Validation Method Service Center Equipment Supervisor Equipment Name Lead PM Book Scheduler PM Book Name Scheduled Start Date Actual Start Date Estimated Completion Date Actual Finish Date Summary of Actions Cancellation Reason Do this or view the data Enter the name of the work order. System populated. The initial status is Open. This status changes as the work order progresses. See Work Order Statuses" on page 64 for details. Select a priority. Corrective when manually created. Preventive work orders are created through PM Books or equipment. See Types of Work Orders" on page 64 for details. Enter a description. Select a parent work order. System populated, or click select to choose the Location entity. Select Yes to indicate charges should be made to the account code. Used to track billing on work orders. This value is populated using the account code specified in the selected Location entity. This value can be modified. Indicates how the work completion was verified - either verbally or through inspection. System populated if the work order was created from a PM Book that contained job plans. Otherwise, you can select a Service Center (work team) to associate with the work order. The Service Center has responsibility for fixing the problem. Click select to select the equipment. System populated if the work order was created from a PM Book that contained job plans. System populated with the name of the selected equipment. System populated if the work order was created from a PM Book that contained job plans. System populated. The record number of the associated PM Book. Dispatcher that scheduled the work order. System populated. The name of the associated PM Book. Date that the work is supposed to start. System populated based on the start date (when the work order has the status In Progress). Date the work is supposed to finish. System populated based on the finish date (when the work order has the status Completed). A summary of the work done to complete the task described in the service request. If you cancel a work order, a reason must be provided.

43 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 35 Rework Reason Total Material Cost Total Labor Cost Do this or view the data If a work order is sent for rework, a reason must be provided. Calculated based on total item costs. System populated. The sum of all labor costs from all of the tasks in the work order. 4 Click Save. Depending on your role in the application, there are several Work Order tabs that allow you to enter additional information for the work order: Tasks Related to Work Order" on page 70 Items related to Work Order" on page 75 Notes related to Work Order" on page 76 Notes related to Work Order" on page 76 Attachments related to Work Order" on page 77 Child Work Orders (Work Order)" on page 78 Service Requests related to Work Order" on page 78 Team related to Work Order" on page 78 VIEW A WORK ORDER To view a work order 1 In the Work Orders log, select a work order and click Open. 2 Click Close Window when you a finished viewing the work order. To view all work orders in Maintenance Management 1 Select All Work Orders node. This displays all work orders recorded in the system in a view only mode. SCHEDULE A WORK ORDER If a work order has the status Open, the next step is to schedule the work order. To schedule a work order 1 In the Work Orders log, select a work order and click Open. 2 In the work order, choose Action > Schedule Work Order. 3 Complete the fields as indicated in this table. Scheduled Start Date Estimated Completion Date Service Center Lead Do this or view the data Choose the start date. Choose the finish date. System populated with the service center. System populated, or select a lead.

44 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 36 4 Click OK. The status of the work order changes to Scheduled. START WORK ON A SCHEDULED WORK ORDER If a work order has the status of Scheduled, you can start your work on it. To start work on a scheduled work order 1 In the Work Orders log, select a work order and click Open. 2 In the work order, choose Action > Start Work. 3 Enter the actual start date. 4 Click OK. The work order status changed to In Progress. CANCEL A WORK ORDER You can cancel a work order that you no longer need to work on. Cancelled work orders require a cancellation reason. To cancel a single work order 1 In the Work Orders log, select a work order and click Open. 2 In the work order, choose Action > Cancel Work Order. If the work order is eligible for cancellation, the status changes to Cancelled. You cannot cancel a work order that has the status In Progress. 3 When you cancel a work order, you must enter a Cancellation Reason. 4 Click OK. The work order status changed to Cancelled. RESCHEDULE A WORK ORDER You can reschedule an In Progress work order whose time parameters have changed. To reschedule a work order 1 In the Work Orders log, select a work order and click Open. 2 In the work order, choose Action > Send for Rescheduling 3 Click OK. The work order status changes to Open. COMPLETE A WORK ORDER You can complete an In Progress work order when the work is finished and verified and all tasks listed in the Tasks tab related to the work order are marked Complete. To complete a work order 1 In the Work Orders log, select a work order and click Open. 2 Enter or modify data as needed.

45 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 37 3 In the work order, choose Action > Complete 4 Enter an actual finish date. 5 Click OK. The work order status changes to Work Completed. VALIDATE THE COMPLETION OF A WORK ORDER You can indicate that the completion of a work order with the status Complete has been verified. To validate the completion of a work order 1 In the Work Orders log, select a work order and click Open. 2 Enter or modify data as needed. 3 In the work order, choose Action > Validate Completion 4 Indicate if the verification was verbal or by inspection. 5 Click OK. CLOSE A COMPLETED WORK ORDER You can close a completed work order when you are sure all work is finished. To close a completed work order 1 In the Work Orders log, select a work order, and click Open. 2 Enter or modify data as needed. 3 In the work order, choose Action > Close. The work order status changes to Closed. OPEN A COMPLETED WORK ORDER FOR REWORK You can open a completed work order for rework as needed. When you open a completed work order to continue work on it, any tasks that were Completed retain the Completed status. You must add new tasks to support the new work on the previously-completed work order. To open a completed work order for rework 1 In the Work Orders log, select a work order, and click Open. 2 In the work order, choose Action > Send for Rework. 3 Enter a rework reason and click OK. The work order status changes to In Progress. APPLY A JOB PLAN You can select a job plan to associate with the work order (apply the job plan) to work orders in the Open status. This will automatically apply the tasks and work order items associated with the job plan to the work order. Applying a job plan allows you to use the pre-defined characteristics of the job plan in your work order, so you do not have to re-enter information each time you create a work order. These attributes will be populated from the job plan.

46 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 38 To apply a job plan 1 In the Work Orders log, select a work order and click Open. 2 Click Action > Apply Job Plan. 3 Click Select. A window opens with job plan picker list. 4 Select a job plan and click Select. 5 Click OK. The job plan is applied to the work order and populates the Tasks and Items tabs. To apply multiple job plans 1 Repeat step 2 to 5 to apply more than one job plan to a work order. To view work order tasks and items related to a Job Plan: 1 In the Work Orders log, select a work order and click Open. 2 The Tasks tab is selected by default. The tab lists the tasks associated to a job plan 3 Click Items tab to view the work order items associated to a job plan. CHANGE LOCATION You can change the location for a work order if none of the associated tasks are Completed, or if no work order items are ordered. Note: When you change a work order location, the cost code will change to that of the new location and the selected equipment is cleared. To change a location for a work order 1 In the Work Orders log, select a work order and click Open. 2 Choose Action > Change Location. The Change Location window opens. 3 Click Select to select a new location. 4 Click OK. CHANGE A SERVICE CENTER To change a Service Center on a work order 1 In the Work Orders log, select a work order and click Open. 2 Choose Action > Change Service Center. The Change Service Center window opens. 3 Click Select to select a new Service Center. 4 Click OK. When you change the Service Center, the Lead is removed from the work order.

47 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 39 CREATE AN INVOICE Users with the Invoice Administrator role can create vendor invoices. These invoices allow you to track purchases from third-party vendors or services, and are not connected to a purchasing system. Also, there is no Cost Code roll up of the totals from these invoices. You can add invoice lines to the invoice per line item for each work order. To create an invoice 1 In the Invoice log, click New. The Invoice window opens. 2 Complete the fields as indicated in this table. Vendor Name Invoice Type Description Invoice Number Status Invoice Amount (Entered) Invoice Amount (Calculated) Invoice Date Cost Code Record No. Record Created Date Record Created By Do this or view the data Select a vendor. Enter a name. Select an invoice type. Enter a description. Enter an invoice number. Invoice status. Enter an invoice amount. System populated. Choose an invoice date. Select a cost code. System populated. System populated with the date the invoice was created. System populated field. 3 Click Save. The invoice records are created initially with the status Pending. There is a tab that allows you to create invoice lines for various work orders. Navigate to that tab to create the invoice lines. Also, there is an Attachments tab that allows you to add attachments to the invoice. Invoice Lines (Invoice)" on page 80 Attachments (Invoice)" on page 80 APPROVE OR REJECT AN INVOICE Users with the Invoice Administrator role can Approve or Reject invoices with the status Pending. To Approve or Reject an invoice 1 In the Invoice log, select an invoice and click Open. 2 Choose Action > Approve or Action > Reject.

48 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 40 MATERIAL ORDER You can create material order and associate a material order item to a vendor. Once you create a material order item, you can view the order details (for example, Record No., Vendor, Status, Creation Date) from the Material Order log. CREATE A NEW MATERIAL ORDER You can create a request for a new material order and associate it to a vendor. Upon creation the record gets added to Material Order log in a Pending status. To create a new Material Order 1 In the Material Order log, click New. 2 Complete the fields as indicated in this table. Record No Status Name Description Vendor Total Planned Cost Total Remaining Qty Total Actual Cost Record Created By Record Updated By Record Created Date Record Last Updated Date Do this or view the data System populated. System populated Enter a name. Enter a description of the order. Select vendor for the material order System populated. System populated. System populated. System populated. The user who created the record. System populated. The user who updated the record. System populated. The date the record was created. System populated. The date the record was last updated 3 Click OK. CREATE A MATERIAL ORDER ITEM To create a Material Order item 1 In the Material Order log, select a material order with status pending and click Open. 2 In the Material Order, the Material Order Lines tab is selected by default. Click Action > Create Material Order Line. 3 Complete the fields as indicated in this table. Item Requested Qty Unit of Measure Ordered Unit Price Do this or view the data Select an item from item master. Enter the quantity required. System populated from Unit of Measure. Enter per unit price of an item.

49 Chapter 3: How Do I... Tasks How Do I... Work Order management Tasks 41 4 Click OK. Approve a Material Order Item You can approve an order with pending status. In order to approve a material order item, you need to an administrator privilege. To Approve a Material Order Item 1 In the Material Order log, select a material order with pending status and click Open. 2 Choose Action > Approve. The status of a material order is changed from pending to approved. To Delete a Material Order Item You can delete material order with status pending. 1 In the Material Order log, select a material order with status pending and click Open. 2 The Material Order Lines tab is selected by default. 3 Select a material order item. 4 Click Action > Delete Line.

50 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 42 HOW DO I... INVENTORY MANAGEMENT TASKS Inventory tasks include: Create and View Warehouse Locations and Bins" on page 43 Define Units of Measure" on page 43 Activate or Inactivate Units of Measure" on page 44 Create Vendors" on page 44 Create Items in the Item Master" on page 45 View Items in the Item Master" on page 46 Receive Items into Inventory" on page 46 Transfer Items" on page 46 Issue Items from Inventory" on page 47 Return Items to Inventory" on page 47 Check Status and Quantities Of Work Order Items in the Log" on page 48 View Material Transaction Records" on page 48 Mark Work Order Items as Completed" on page 49 Check for Item On-Hand Quantities" on page 49 Enter Physical Inventory" on page 49 Reconcile Physical Inventory" on page 50 Issue Locally (From Self-Service Bin)" on page 50 Return Locally (To Self-Service Bin)" on page 50 Purchase Items from a Vendor" on page 51 Order Items From a Warehouse" on page 51 Note: See Inventory Management" on page 83 for details on inventory concepts and related tabs. To set up inventory, you need to: 1 Create warehouses and warehouse bins (bins can be in a warehouse, or can be local bins in a stockroom or a self-service bin). 2 Create unit of measure classes and units of measure. 3 Create items in the Item Master. After the inventory is set up, material transactions increment and decrement the quantities of items in the inventory, depending on the type of transaction performed. The material transactions available in Maintenance Management are: Receive: Move items into the warehouse, or locally, into a self-service bin or stockroom Issue: Remove items from the warehouse and the warehouse bin Issue Locally: Remove items from a self-service bin Return: Return items to the warehouse and the warehouse bin Return Locally: Return items to a self-service bin Transfer: Move items from one warehouse or warehouse bin to another, or to a selfservice bin or stockroom to be locally managed

51 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 43 These transactions are listed in the Material Transactions log. See View Material Transaction Records" on page 48 for details. CREATE AND VIEW WAREHOUSE LOCATIONS AND BINS You need to create warehouse locations and bins to contain your inventory items, and allow the items to be selected from these locations in the item master. You must do this before you add item records to the item master. The warehouse records represent the buildings that contain the warehouse bins. The warehouse bin records represent the on-hand quantity of an item, and allow you to verify item quantity and location. The bins can be in a stockroom or self-service bin, depending on the required location of the on-hand items needed to fulfill the work defined on a work order. The warehouses are represented in Inventory records, and the warehouse bins are represented in On-hand Detail records in the application. Note: You must create local warehouse locations and bins to be able to manage inventory for a selfservice bin or local supply room. To be able to use the material transactions Issue to Local Bin or Return to Local Bin, the Is Local value must be set to Yes for the warehouse bin record. To create warehouse locations 1 In the Warehouse Locations log, click New. The Create window opens. In some roles, you cannot create new warehouses, but can view the existing records. 2 Complete the fields as indicated in this table. Name Status Description Do this or view the data Enter a name for the warehouse location. Default is Active; status can be Active or Inactive. Choose Action > Inactivate to change the warehouse location status to Inactive as needed. Warehouse locations with a status of Inactive cannot be selected as a destination for items. Choose Action > Activate to change the status back to Active. Enter a description of the warehouse location. 3 Click Save. There is a tab that allows you to enter warehouse bin information for the warehouse location. Navigate to that tab to create the warehouse bin. Bins (Warehouse Location)" on page 91 DEFINE UNITS OF MEASURE You need to define a library of units of measure before you create items records in the Item Master. You must use a unit of measure when you create the item master record. To define units of measure 1 In the Unit of Measure log, click New. The Create window opens. 2 Complete the fields as indicated in this table.

52 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 44 Name Status Description Class Do this or view the data Enter a name for the unit of measure. Default is Active; status can be Active or Inactive. Choose Action > Inactivate to change the unit of measure status to Inactive as needed. Units of measure with a status of Inactive cannot be selected as a destination for items. Choose Action > Activate to change the status back to Active. Enter a description of the warehouse location. Select a class from the Unit of Measure Classes picker. These are general classes of measurement, such as Volume, Length, or Weight, that you associate with more specific measurements, such as quarts, inches, or pounds. Click New in the Unit of Measure Classes picker to create a new class type as needed. Enter the class Name and Description and click Save.The class you create will be associated with the unit of measure you are currently work with. 3 Click Save. ACTIVATE OR INACTIVATE UNITS OF MEASURE You can change the active or inactive status of a unit of measure in the record of from the log. Only active records can be used in material transactions. To change the status on a unit of measure record 1 In the Unit of Measure log, select a unit of measure and click Open. 2 Choose Action > Inactivate or Action > Activate. To change the status of a unit of measure on the log 1 In the Unit of Measure log, select a unit of measure. 2 Choose Action > Inactivate or Action > Activate. CREATE VENDORS You can create vendor records to keep track of vendor information. To create vendors 1 In the Vendors log, click New. The Create window opens. In some roles, you cannot create new vendors, but can view the existing records. 2 Complete the fields as indicated in this table. Name Status Description Do this or view the data Enter a name for the vendor. Default is Active; status can be Active or Inactive. Choose Action > Inactivate to change the vendor status to Inactive as needed. Vendors with a status of Inactive cannot be selected to add to other records. Choose Action > Activate to change the status back to Active. Enter a description of the vendor.

53 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 45 Vendor Type Address Contract Phone1/Phone 2 Fax Website Do this or view the data Select a vendor type. Enter the vendor address. Enter the vendor contact name. Enter any telephone or cell numbers for the vendor. Enter the vendor fax number. Enter the vendor address. Enter the vendor URL. 3 Click Save. CREATE ITEMS IN THE ITEM MASTER You must create items in the item master so they can be used in material transactions. Only items with a status of Active can be used in material transactions. To create an item in the Item Master 1 In the Item Master log, click New. 2 Complete the fields as indicated in this table. Name Status Description Item Type Total Onhand Qty Unit of Measure Reorder Quantity Standard Unit Price Reorder Level Average Unit Price Manufacturer Model Do this or view the data Enter a name for the item. This is the overall name for the items, and is listed in the the Item Master log. Default is Active; status can be Active or Inactive. Choose Action > Inactivate to change the item status to Inactive as needed. Items with a status of Inactive cannot be used with material transactions. Choose Action > Activate to change the status back to Active. Enter a description of the item. Select an item type. The types are Stocked, Non-stocked, and Special. See Inventory and the Item Master" on page 84 for details. System populated with the total quantity. Select a unit of measure for the item. System populated with the reorder quantity. Market price for the item. System populated with the reorder level. Price calculated for every Receive transaction for the item. This is the average price of all items received in the inventory. Name of the item manufacturer. The item model. 3 Click Save. The Inventory tab displays. See Inventory (Item Master)" on page 88. This allows you to associate a warehouse location and warehouse bin with the item you are adding to the Item Master. 4 In the Inventory tab, click New. The Inventory records represent warehouses. 5 Select the warehouse location from the Warehouses picker. Click Select.

54 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 46 6 Select the warehouse record in the Inventory tab, and click Open. The Inventory form opens, displaying the On-Hand Details tab. See On-Hand Details (Inventory)" on page Click New. The Warehouse Bins picker opens. The On-Hand Detail records represent warehouse bins. 8 Select a warehouse bin, and click Select. 9 In the On-Hand Details tab, you can select the record and click Open to display the Material Transactions associated with the item. See Material Transactions (Inventory On-Hand Details)" on page 90. VIEW ITEMS IN THE ITEM MASTER To view a work order 1 In the Item Master log, select a an Item record. 2 Click Open. 3 Click Close Window when you a finished viewing the item record. RECEIVE ITEMS INTO INVENTORY The Receive Inventory material transaction enables you to add items to your warehouse inventory. Note: The various inventory costs for an item are recalculated with every Receive material transaction being performed. However, there is no Generic Cost Sheet roll up for Receive transactions. To receive items into the warehouse 1 In the Item Master log, select an item. 2 Choose Action > Receive Items into Inventory. 3 Complete the fields as indicated in this table. Item Master Inventory On-hand Detail Quantity Unit of Measure Unit Price Do this or view the data System populated from the Item Master item selected. Select the warehouse location for the received item. Enter the quantity of items you will receive System populated from the item in the Item Master. Enter the unit price for a single item 4 Click OK. The Receive material transaction is listed in the Material Transactions log. The onhand quantity of the item is incremented to include the received items. TRANSFER ITEMS You can use the Transfer Inventory material transaction to move items in your warehouse inventory from one warehouse location to another.

55 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 47 To transfer items in the warehouse 1 In the Item Master log, select an item. 2 Choose Action > Transfer Inventory. 3 Complete the fields as indicated in this table. Item Master Source Bin Destination Bin Quantity Unit of Measure Do this or view the data System populated from the Item Master item selected. Click Select to specify the warehouse bin that contains of the items you want to transfer Click select to specify the warehouse bin to which you want to move the items. Enter the quantity of items to transfer. System populated from the item in the Item Master. 4 Click OK. The Transfer Inventory material transaction is listed in the Material Transactions log. ISSUE ITEMS FROM INVENTORY You can issue items from individual work order items, or from the Work Order Items log. In order to find out what items you need to issue from a warehouse location: Check the Work Order Items log for work order items that have the Ordered status (see Check Status and Quantities Of Work Order Items in the Log" on page 48 for details) Check the on-hand quantity of the items (see Check for Item On-Hand Quantities" on page 49 for details) To issue items from a work order item or Work Order Item log 1 In the Work Order Items log, select a work order item. 2 Choose Action > Issue to Work Order. 3 Complete the fields as indicated in this table. Work Order Item Source Bin Quantity Do this System populated. Select the bin containing the item. The quantity on-hand will be decremented by the amount issued. Enter the quantity you need to issue. 4 Click OK. The material transaction is listed in the Material Transactions log. RETURN ITEMS TO INVENTORY You can return items from individual work order items, or from the Work Order Items log.you can return items for work order items that have the status Ordered. Check the Work Order Items log for work order items that have the Ordered status (see Check Status and Quantities Of Work Order Items in the Log" on page 48 for details)

56 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 48 To Return items from a work order item or Work Order Item log 1 In the Work Order Item log, select a work order item with the status Ordered. 2 Choose Action > Return to Inventory. 3 Complete the fields as indicated in this table. Work Order Item Inventory On-hand Detail Transaction Qty Do this System populated. Select the bin containing the item. The quantity on-hand will be incremented by the amount returned. Enter the quantity you need to return. 4 Click OK. The material transaction is listed in the Material Transactions log. CHECK STATUS AND QUANTITIES OF WORK ORDER ITEMS IN THE LOG You will want to view the Work Order Items log to verify the status of the items and the various quantities to see the results of various material transactions and orders. To view work order item information 1 In the Work Order Items log, note the status of the item. When a work order item is created in the Items tab in a work order, the item is added to the Work Order Items log with the status Open. When the item is ordered from the work order, the status changes to Ordered. When the Requested Qty is equal to the Fulfilled Qty, the status of the work order item changed to Completed. 2 Note the item quantities: Requested: Number of items specified in the item requested through the Items tab in the associated work order Fulfilled: Number of items specified in the Issue material transaction Returned: Number of items specified in the Return material transaction Also, you can use the Action menu in this log to issue or return items. See Issue Items from Inventory" on page 47 and Return Items to Inventory" on page 47 for details. VIEW MATERIAL TRANSACTION RECORDS You can view the details of material transactions from the log and from individual records. The Material Transactions log lists all transactions for all items. To view specific material transactions for selected items, use the Items tab in work orders. See Items related to Work Order" on page 75 for details. To view material transactions information 1 Click the Material Transactions node in the Navigator. 2 In the Material Transactions log, you can use the Filtered By drop-down menu to filter the records on the log.

57 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 49 3 Note the status of the transaction, the quantity, the item master, the bin name, and the unit of measure, as needed. 4 You can select a record in the log and click Open to view additional information, such as costs, cost codes, quantities, and item serial numbers. MARK WORK ORDER ITEMS AS COMPLETED You can mark a work order item as Completed if you decide that you have been issued enough of that item, even though the ordered quantity has not been fulfilled. An item cannot be returned until it has the status Complete, so you might have to change the status of the item to be able to perform Return material transactions. To mark work order items as completed 1 In the Work Order Items log, select an item record and click Open. 2 Choose Action > Mark as Completed. CHECK FOR ITEM ON-HAND QUANTITIES You can check for the on-hand quantity of an item in the warehouse bin before you issue the item using a material transaction. To check for on-hand quantities 1 In the Item Master log, select an item, and click Open. 2 In the Inventory tab for the item, note the on-hand item quantity. ENTER PHYSICAL INVENTORY You can enter a physical inventory quantity for on-hand details (bins). To enter physical inventory 1 In the Item Master log, select an item record, and click Open. 2 In the Inventory tab, select an item, and click Open. 3 In the On-hand Details tab, select a bin record. 4 Choose Action > Enter Physical Inventory. 5 Complete the fields as indicated in this table. Name Current Onhand Qty Physical Count Qty Do this or view the data System populated with the item warehouse location. System populated with the last on-hand quantity of the item The on-hand quantity cannot be directly edited and is incremented or decremented only by the various material transactions. Enter the physical count of the item. 6 Click OK.

58 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 50 RECONCILE PHYSICAL INVENTORY You can reconcile the on-hand quantity with the last physical count of items. To reconcile physical inventory 1 In the Item Master log, select an item record, and click Open. 2 In the Inventory tab, select an item, and click Open. 3 In the On-hand Details tab, select a bin record. 4 Choose Action > Reconcile Physical Inventory. The on-hand quantity of the item is updated to match the number entered for the last physical count of the item. ISSUE LOCALLY (FROM SELF-SERVICE BIN) You can issue items from a local location (a self-service bin) to use to fulfill the work defined on a work order. To issue locally 1 In the Work Orders log, select a work order and click Open. 2 In the Items tab, select an item and click Open. 3 Choose Action > Issue from Local Bin. 4 Complete the fields as indicated in this table. Work Order Item Bin Quantity Do this or view the data System populated. Click select to select the warehouse bin. Enter the quantity of items you want to issue. 5 Click Save. The item quantity in the local bin is decremented by the number of items issued. RETURN LOCALLY (TO SELF-SERVICE BIN) You can return items to a local location (a self-service bin) that were not used to fulfill the work defined on a work order. To return locally 1 In the Work Orders log, select a work order and click Open. 2 In the Items tab, open an item. 3 Choose Action > Return to Local Bin. 4 Complete the fields as indicated in this table.

59 Chapter 3: How Do I... Tasks How Do I... Inventory Management Tasks 51 Work Order Item Bin Quantity Do this or view the data System populated. Click select to select the warehouse bin. Enter the quantity of items you want to return. 5 Click Save. The item quantity in the local bin is incremented by the number of items returned. PURCHASE ITEMS FROM A VENDOR You can purchase items that are not in stock, and that you need to complete the work defined in a work order. To purchase items from a vendor 1 In the Work Orders log, select a work order and click Open. 2 In the Items tab for the work order, select a work order item and click Open. 3 Choose Action > Purchase from Vendor. 4 Complete the fields as indicated in this table. Vendor Information Transaction Quantity Actual Cost Do this Enter the vendor name and other details. Enter the number of items you want to purchase. Enter the actual cost for the items (the amount from your item receipt). 5 Click OK. The cost for the purchased item bypasses inventory costs and is rolled up into the costs shown in the Generic Cost sheet associated with the Location entity selected for this work order. ORDER ITEMS FROM A WAREHOUSE After work order items are received into the warehouse, they can be ordered to use to fulfill the work detailed in the work order. After they are ordered, the materials handler issues them from the warehouse. To order the Items from a work order 1 In the Work Orders log, open a work order that has the status In Progress or Scheduled. 2 Choose Action > Order Items from Warehouse. 3 Select the items to order from the warehouse. These are the items listed in the Items tab for the work order. Click Select. 4 Click OK. The cost for the purchased item is rolled up into the costs shown in the Generic Cost sheet associated with the location for this work order. The Ordered By and Ordered Date fields are populated in the Items tab for the ordered items.

60 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 52 HOW DO I... PREVENTIVE MAINTENANCE TASKS Preventive maintenance tasks include: Set Up a Master PM Book" on page 52 Create PM Books by Assigning Equipment" on page 54 Activate or Inactivate Master PM Books" on page 54 Manually Set up a PM book" on page 54 Automatically Create Work Orders from a PM Book" on page 56 Manually Generate a Work Order from a PM Book" on page 56 Activate or Inactivate PM Books" on page 57 Automatically Create a PM Book by Associating a Master PM Book with an Equipment" on page 57 Create Multiple Work Orders from an Equipment or Equipment Log" on page 57 Set Up a Job Plan" on page 58 Activate or Inactivate Job Plans" Set Up Uniformat II Codes" on page 59 Create Equipment" on page 59 Activate or Inactivate Equipment" on page 60 View Work Order History for an Equipment" on page 61 Create Master Meters" on page 61 Activate or Inactivate a Master Meter" on page 61 Enter a Meter Reading for an Equipment" on page 62 View a Meter Reading for an Equipment" on page 62 Note: See Preventive Maintenance" on page 93 for details on preventive maintenance concepts and related tabs. SET UP A MASTER PM BOOK You can use a Master PM Book as a template to create PM Books that are specific to equipment. Preventive work orders can be created from PM Books or from associated equipment. The generation of preventive work orders can be manual or automatic, but is usually automatic, based on a time or meter schedule. You can associate the Master PM Book with a job plan on the Time or Meters tabs. Using the Master PM Book and the PM Book are optional, but are a good way to organize the information on work that you need done, and to create consistent work orders for a specific equipment. When you associate an equipment to a Master PM Book, a PM Book is automatically generated and is then listed in the PM Book log. You can also manually set up a PM Book without using an associated Master PM Book. See Manually Set up a PM book" on page 54 for details. To set up a Master PM Book 1 In the Master PM Books log, click New. The Create window opens. 2 Complete the fields as indicated in this table.

61 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 53 Name Status Frequency Unit Auto Generate Work Orders Use Floating Schedule Service Center Lead Supervisor Work Order Status Work Order Priority Non-Work Day Sunday through Saturday (work day exclusions) Non-Work Month(s) Last Update Date Do this or view the data Enter a name for the Master PM Book. Status of the Master PM Book. Can be Active or Inactive. You cannot use an Inactive Master PM Book to create PM Books. You cannot delete a Master PM Book, so if you do not want to use a Master PM Book, you can inactivate it by choosing Action > Inactivate. Select Week or Month. Selecting week will generate work order after one week. Selecting month will generate work order after four weeks. This value cannot be changed once work order generation has started. Select to automatically generate work orders from this PM book. The work orders are automatically generated according the specified frequency and the time schedules defined on the Time Schedules tab. Work orders continue to be generated according to the time schedule until the end of service date or removal from service for the equipment. Also, work order generation will cease if the PM Book is inactivated. If previous work orders have the status Open or Scheduled, they will be cancelled when the new work order is automatically generated. In Progress work orders are not cancelled. The time schedule is maintained, but some work orders can be cancelled if no work is done on them before the next work order is automatically generated. You can select Use Floating Schedule to override the time schedule for work order generation. Select to override the specified time schedule. If you select Use Floating Schedule, the work orders with the status Open, Scheduled or Assigned are not cancelled when it is time to automatically generate a new work. The previously created work orders are allowed to complete before the new work order is generated. This ensures that all work orders are addressed in sequence, but generation will not follow the time schedule. The default fixed schedule adheres to the time schedule, but will cancel any intervening work orders that are not In Progress. Select a Service Center (work team) to associate with the PM master book. The Service Center has responsibility for fixing the problem. Select a lead to associate with the PM master book. Select a supervisor to associate with the PM master book. Select the status of the work order to be created. Select a priority. This is the priority of the work orders that will be created from the PM Books created from the Master PM Book. Specify which week days are non-work days. Work orders cannot have a scheduled start day on these excluded days. Non-work days are not included in date calculations for work orders. Select months when work orders cannot have a schedule start date and click OK. Use CTRL-click to deselect a month (designate it as working), and click OK. System populated. The date the record was last updated. 3 Click Save. There are several Master PM Book tabs that allow you to enter additional information for the Master PM Book: Time Schedules (Master PM Book)" on page 97 Meter Schedules (Master PM Book)" on page 98 Related PM Books (Master PM Book)" on page 98

62 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 54 CREATE PM BOOKS BY ASSIGNING EQUIPMENT To automatically create a PM Book 1 Create a Master PM Book as described in Set Up a Master PM Book" on page 52. The Master PM Book must be Active for you to be able to assign equipment to the book. 2 In the Master PM Book record, or by selecting a Master PM Book record in the log, select Action > Assign Equipment. The Equipment Picker window opens. 3 You can select one or multiple equipment. Use Shift-click or Ctrl-click to select more than one equipment from the list. If a PM Book has already been created by assigning equipment, you will receive the message: Existing PM Book will be inactivated. Do you wish to continue? If you are sure that you want to create a new PM Book in this case, click Yes. If you do not want to inactivate the existing PM Book, click No. 4 Click Select.This will automatically create an associated PM Book for each selected equipment. The new PM Books are then listed in the PM Books log under the assigned equipment.the new PM Book will contain the information from the Master PM Book as well as the equipment association. You can modify this PM Book to make it specific to the work orders you want to create from this book. ACTIVATE OR INACTIVATE MASTER PM BOOKS You can change the active or inactive status of a Master PM Book in the record. To change the status on a Master PM Book 1 In the Master PM Books log, select a Master PM Book and click Open. 2 Choose Action > Inactivate or Action > Activate. MANUALLY SET UP A PM BOOK PM Books are listed in the PM Books tab of an equipment. You can manually set up a PM Books that are specific to a certain piece of equipment. Using the PM Book is optional, but is a good way to organize the information on work that you need done, and to create consistent work orders. Also, you can elect to automatically create PM Books from Master PM Books. See Create PM Books by Assigning Equipment" on page 54 for details. To manually set up a PM Book 1 In the Equipment log, select an active equipment record, and click Open. 2 In the equipment record, click the PM Books tab. 3 In the PM Books log, click New. The Create window opens. 4 Complete the fields as indicated in this table.

63 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 55 Name Status Sequence Counter Last Generation Date Frequency Unit Auto Generate Work Orders Use Floating Schedule Service Center Lead Supervisor Work Order Priority Work Order Status Non-Work Day Sunday through Saturday (work day exclusions) Non-Work Months Equipment Master PM Book Do this or view the data Enter a name for the PM book. Status of the PM Book. Can be Active or Inactive. You cannot use an Inactive PM Book to create work orders. You cannot delete a PM Book, so if you do not want to use a PM Book, you can inactivate it by choosing Action > Inactivate. Increments by on each time a work order is generated from the PM Book using the sequence. The Administrator can modify this field to accommodate manual work order generation, or going back in the generation sequence to pick up work orders that were skipped. System populated. The date the last work order was generated from the PM Book. Select Week or Month. This value cannot be changed once work order generation has started. Select to automatically generate work orders from this PM book. The work orders are automatically generated according the specified frequency and the time schedules defined on the Time Schedules tab and the meter schedules defined on the Meter Schedules tab. Work orders continue to be generated according to the time or meter schedule until the end of service date or removal from service for the equipment. Also, work order generation will cease if the PM Book is inactivated. If previous work orders have the status Open or Scheduled, they will be cancelled when the new work order is automatically generated. In Progress work orders are not cancelled. The schedule is maintained, but some work orders can be cancelled if no work is done on them before the next work order is automatically generated. You can select Use Floating Schedule to override the time schedule for work order generation. Select to override the specified time schedule. If you select Use Floating Schedule, the work orders with the status Open or Scheduled or Assigned are not cancelled when it is time to automatically generate a new work. The previously created work orders are allowed to complete before the new work order is generated. This ensures that all work orders are addressed in sequence, but generation will not follow the time schedule. The default fixed schedule adheres to the time schedule, but will cancel any intervening work orders that are not In Progress. Select a Service Center (work team) to associate with the PM master book. The Service Center has responsibility for fixing the problem. System populated from the Service Center. System populated from the Service Center. Select a priority for the work order. Indicates work order status. Select a work order status. See Work Order Statuses" on page 64 for details. Specify which week days are non-work days. Work orders cannot have a scheduled start day on these excluded days. Non-work days are not included in date calculations for work orders. Select months when work orders cannot have a schedule start date and click OK. Use CTRL-click to deselect a month (designate it as working), and click OK. Indicates the equipment associated with the PM book. This is the equipment that needs the preventive maintenance. Select the equipment to work on. Indicates the Master PM Book with which the PM book is associated. Select a Master PM Book.

64 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 56 5 Click Save. There are several PM book tabs that allow you to enter additional information for the PM book: Time Schedule Tab (PM Book)" on page 99 You must create at least one time schedule with a sequence of 1 and the time schedule must have the Active status in order to be able to generate work orders from the PM Book. Meter Schedules (PM Book)" on page 100 Related Work Orders (PM Book)" on page 101 AUTOMATICALLY CREATE WORK ORDERS FROM A PM BOOK You can set up a PM Book to use the background process to automatically create work orders. This allows preventive work order creation from a PM Book to stay on a schedule, and ensures that you do not have to remember to create work orders periodically. Work order creation is based on the time and meter schedules that you specify in the PM Book Time Schedule and Meter Schedule tabs. To automatically create work orders 1 In the Equipment log, select an equipment record, and click Open. 2 Click the PM Books tab. 3 Select a PM Book and click Open. 4 Set up the time schedules or meter schedules as described in Time Schedule Tab (PM Book)" on page 99 and Meter Schedules (PM Book)" on page In the PM Book form, select the Auto Generate Work Orders checkbox. Work orders will be automatically created using the time and meter schedules until you deselect the checkbox. MANUALLY GENERATE A WORK ORDER FROM A PM BOOK You can manually generate work orders from a PM Book. See Set Up a Master PM Book" on page 52 and Manually Set up a PM book" on page 54 for details on PM Books. When you manually generate a work order, this overrides the frequency and schedule set up on the PM Book and the Time tab for the PM Book. To manually generate a work order from a PM Book 1 In the Equipment log, select an equipment record, and click Open. 2 Click the PM Books tab. 3 Select a PM Book and click Open.

65 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 57 4 In the PM Book, select Action > Generate PM Work Order. If you are attempting to generate a work order before the period defined by the frequency, you will receive a message, and can click Yes to proceed. When you click Yes, any outstanding work orders with the status of Open or Scheduled are cancelled. A new work order is generated from the PM Book with a Last Generation Date less than or equal to today s date. Note: In Progress work orders are not cancelled. If the current day is excluded from work order creation, the work order is generated on the next available work day. If the current month is excluded, no work order will be generated. You can modify the sequence counter on the PM Book Time tab as needed to accommodate manual work order generation. ACTIVATE OR INACTIVATE PM BOOKS You can change the status of a PM Books from the log. PM Books must have the status Active to be used to generate work orders. To change the status on a PM Book in the log 1 In the Equipment log, select an equipment record, and click Open. 2 Click the PM Books tab. 3 In the PM Books log, select a PM Book and click Open. 4 Choose Action > Inactivate or Action > Activate. AUTOMATICALLY CREATE A PM BOOK BY ASSOCIATING A MASTER PM BOOK WITH AN EQUIPMENT You can create a PM Books by associating an equipment with a Master PM Book. To create a PM Book through the association of an equipment with a Master PM Book 1 In the Equipment log, select one or multiple equipment records. The records you select must have the active status. 2 Choose Action > Associate Master PM Book. 3 Click Select. 4 Select a Master PM Book and click Select. 5 Click OK.The newly-created PM Book is listed in the PM Book tab of the equipment. CREATE MULTIPLE WORK ORDERS FROM AN EQUIPMENT OR EQUIPMENT LOG You can create multiple work orders from an equipment or from the equipment log.

66 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 58 Creating multiple work orders from equipment or equipment log To create multiple work orders from an equipment 1 In the Equipment log, select an equipment and click Open. 2 Choose Action > Generate PM Work Order. Maintenance Management will generate a work order for each PM Book associated with the equipment. You will receive confirmation messages. To create multiple work orders from the equipment log 1 In the Equipment log, select multiple equipment. 2 Choose Action > Generate PM Work Order. Maintenance Management will generate a work order for each PM Book associated with the selected equipment. You will receive confirmation messages. SET UP A JOB PLAN The job plan defines a specific process in terms of the parts, tasks and roles related to the process. Job plans do not contain the schedule dimension. Schedule, in terms of time and meter, is defined in the context of the Master PM Book or PM Book, on the Time and Meter tabs used to create those books. Job plans are optional, but can help you define the attributes of work to be done in a consistent manner, and to reuse this information across related work orders. To set up a job plan 1 In the Job Plans log, click New. The Create window opens. 2 Complete the fields as indicated in this table. Name Status Description Do this or view the data Enter a name for the job plan. System-populated. Indicates the current status of the job plan. Statues are Active or Inactive. Status must be Active for the job plan to be able to be associated with work orders. Enter a description. 3 Click Save. There are several job plan tabs that allow you to enter additional information for the job plan: Job Plan-related Tasks" on page 102 Job Plan-related Items" on page 103 ACTIVATE OR INACTIVATE JOB PLANS You can change the active or inactive status of a job plan from the log.

67 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 59 To change the status of a job plan on the log 1 In the Job Plan log, select a job plan. 2 Choose Action > Inactivate or Action > Activate. SET UP UNIFORMAT II CODES You can set up Uniformat II Codes to provide consistency and control of the work done on equipment. To set up Uniformat II Codes 1 In the Uniformat II Codes log, click New. The Create window opens. 2 Enter the code levels and names. 3 Click Save. CREATE EQUIPMENT An equipment can be any item or system that needs work done on it. Equipment can be associated with a work order or with a PM Book. PM books are associated with a specific equipment, and you can use the PM Books to automatically generate work orders for work on the related equipment. You can create a work order from an equipment by choosing Action > Generate PM Work Order. See Create Multiple Work Orders from an Equipment or Equipment Log" on page 57 for details. To create equipment 1 In the Equipment log, click New. The Create window opens. 2 Complete the fields as indicated in this table. Name Status Description Equipment Parent Manufacturer Model Make Serial Number Asset Tag Uniformat II Code Level Codes/Level Names Secondary Asset Tag Equipment Type Label Location Do this or view the data Enter the equipment name. System-populated. Indicates the current status of the equipment. The statuses are Active, Inactive, or Pending. Enter a description for the equipment. Equipment assembly. Manufacturer of the equipment. Enter the equipment model. Enter the make of the equipment. Enter the equipment serial number. The asset number. Click Select to select a Uniformat II Code. The levels and names of the selected Uniformat II Codes. Any other asset information. Enter the type of equipment. Information from any equipment label Select a location to associate with the equipment.

68 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 60 Physical Location In-Service Date Expected End of Life Size Capacity Value Size Capacity Unit of Measure Purchase Price Date Purchased Replacement Value Replacement Value Date Replacement Value Source Under Warranty Under Service Contract Warranty Start Date Service Contract Start Date Warranty End Date Service Contract End Date Notes Last Updated Date Do this or view the data Exact location of the equipment. Select the date that the equipment is put into service. Select a date. Enter the capacity. Select the unit of measure for the capacity. Enter the purchase price. Select a date. Enter the cost of equipment replacement. Select a date. Source for a replacement equipment. Select Yes or No. Select Yes or No. Select a date. Select a date. Select a date. Select a date. Enter any additional notes. System populated. The date the record was last updated. 3 Click Save. There are several equipment tabs that allow you to enter additional information for the PM book: Associate master Meters with Equipment" on page 105 PM Books (Equipment)" on page 105 Child Equipment (Equipment)" on page 105 Related Work Orders (Equipment)" on page 106 Attachments (Equipment)" on page 106 ACTIVATE OR INACTIVATE EQUIPMENT You can change the status of a single equipment, or multiple equipment from the log. Equipment can be inactivated only if all of the work orders associated with the equipment are complete. To change the status on an equipment 1 In the Equipment log, select an equipment and click Open. 2 Choose Action> Inactivate or Action > Activate. To change the status of an equipment on the log 1 In the Equipment log, select an equipment, or multiple equipment. 2 Choose Action > Inactivate or Action > Activate.

69 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 61 VIEW WORK ORDER HISTORY FOR AN EQUIPMENT You can view the work order history for an equipment in the Related Work Orders tab for that equipment. To view equipment work order history 1 In the Equipment log, select an equipment and click Open. 2 Click the Related Work Orders tab. The records for the work orders that have been created specifically for that equipment are listed in the tab. You can sort the records by Creation Date, or use Find to locate any records of interest. You can then open the records to view details. CREATE MASTER METERS Master meters are templates that you can use to characterize meters in Master PM Books and PM Books. When a PM Book is created from the Master PM Book that includes a master meter, the details on the meter are copied to the PM Book. When you create a Master Meter, you define the meter, but the reading details for the meter are set up in the Meter Schedules tab of the Master PM Book or the PM Book for an equipment. See Meter Schedules (Master PM Book)" on page 98 or Meter Schedules (PM Book)" on page 100 for details. The meter itself exists only in the context of the equipment, and is created when you associate a Master Meter with an equipment. See Associate master Meters with Equipment" on page 105 for details. After an meter is added to an equipment, meter readings can be entered for that equipment to trigger the automatic generation of work orders. See Enter a Meter Reading for an Equipment" on page 62 for details. To create master meters 1 In the Master Meters log, click New. The Master Meter window opens. 2 Complete the fields as indicated in this table. Name Status Description Status as of Date Type Unit of Measure Do this or view the data Enter the Master Meter name. System-populated. Indicates the current status of the Master Meter. The statuses are Active or Inactive. You cannot use Inactive Master Meters in Master PM Books or PM Books. Enter a description for the Master Meter. System populated. Date the status of the Master Meter was last updated. Select a type for the meter. Select a unit of measure. 3 Click Save. ACTIVATE OR INACTIVATE A MASTER METER You can change the status of a master meter. A master meter that is Inactive cannot be used as a template to create equipment meters.

70 Chapter 3: How Do I... Tasks How Do I... Preventive Maintenance Tasks 62 To change the status of a Master Meter from the log 1 In the Master Meter log, select a master meter. 2 Choose Action> Inactivate or Action > Activate. ENTER A METER READING FOR AN EQUIPMENT After you read a meter, you must enter the meter reading for that meter. This reading is used to trigger any automatic generation of work orders based on the meter reading value. See Meter Schedules (PM Book)" on page 100 for details on setting up meters. To update a meter reading 1 In the Equipment log, select an equipment and click Open. 2 On the Meters tab, select a meter and click Open. 3 Choose Action > Enter Meter Reading. 4 In the Meter Reading field, enter the meter reading value. 5 Click OK. The meter reading is listing in the Meter Readings tab. VIEW A METER READING FOR AN EQUIPMENT You can view the list of meter readings for a particular equipment. See Meter Schedules (PM Book)" on page 100 for details on setting up meters. To update a meter reading 1 In the Equipment log, select an equipment and click Open. 2 On the Meters tab, select a meter and click Open. The meter readings for the meter are listing in the Meter Readings tab. 3 Select a meter reading and click Open to see details on the reading.

71 4 WORK ORDER MANAGEMENT In this chapter Overview of work order functionality Description of related tabs

72 Chapter 4: Work Order Management About Work Orders 64 ABOUT WORK ORDERS Work orders allow you to specify a task that needs to be done, and the equipment, location, team, and other elements that are needed to complete the work. Work orders enable you to track work that has been done, and work that is planned. In Maintenance Management, you can create, view and manage work orders. With appropriate permissions, you can access Maintenance Management through the Self Service Portal (if you are a user submitting a work order request) or through Unifier (if you are working on getting the work described in the work order request accomplished). Work order functionality in Unifier enables you to control your equipment life cycle, including: Strategic and short-term planning Corrective, preventive, and usage-based maintenance (based on meter readings) Costing for Material planned and actual in the Generic Cost Manager Preventive maintenance work orders that can be created automatically Historical record of work performed in the form of Related Work Orders Reporting using work order datasources in UDR TYPES OF WORK ORDERS In Maintenance Management, the types of work orders are: Corrective: Used for maintenance work that must be done, and not usually scheduled. For example, if an air conditioning unit suddenly breaks down, a corrective work order can be created to alert the maintenance person to take care of the needed repairs. These work orders are created from service requests received through the Unifier Self Service Portal, or manually created. See How Do I... Work Order management Tasks" on page 33 for details on tasks to create corrective work orders. Preventive: Used periodically to generate preventive maintenance work orders. These work orders represent regularly scheduled work, based on a time schedule, or on metering. For example, if the filters on an air conditioning unit must be changed every 90 days, a preventive work order can be created to ensure that the maintenance person knows that the filters must be periodically changed. Preventive work orders are created from PM Books. See How Do I... Preventive Maintenance Tasks" on page 52 for details on tasks to create preventive maintenance work orders. WORK ORDER PRIORITIES Maintenance Management uses the following work order priorities: Low Normal High Emergency WORK ORDER STATUSES Work order progress is determined by work order status. Work order status changes as the various users select actions from the Action menu in the work order to move the work order

73 Chapter 4: Work Order Management About Work Orders 65 along toward completion. As the work order progresses through the statuses, some fields can be changed and others are not editable. For example, the Actual Start Date cannot be changed on an In Progress work order. You change the status of a work order by selecting the Action drop-down menu, and then selecting a status from that menu. For example, selecting Action > Schedule Work Order will change the work order status to In Progress. Some of the statuses have action forms associated with them and require data input from to complete the action. Enter the data required in the action form and click OK. The work order statuses are: Open: The work order request is received by the call center or other receiver. The receiver assigns a team and accepts the work order. If the request is not accepted, it can be cancelled. Scheduled: The work order has been assigned and given a schedule, but the technician has not started work. Scheduled work orders can be returned for rescheduling if needed. In Progress: Work has started on the work order. Work Completed: The work defined in the work order has been completed, and can now be Closed. Closed: The work order has been closed. When a work order is closed, the Service Request associated with it is also closed. Cancelled: The work order is no longer needed and is cancelled. The actions associated with work order statuses are: Work Order Action Create a new work order Action > Schedule (select a Scheduled Start Date) Action > Start Work (select an actual start date) Action > Complete (select an actual finish date) Action > Close Cancel (Enter a cancellation reason) Action> Return for Rescheduling Action > Send for Rework Resulting Work Order Status Open Scheduled In Progress Work Completed Closed (this also closes the service request associated with the work order) Cancelled Open In Progress WORK ORDERS AND SHELLS Maintenance Management allows you to specify locations associated with work orders or other records. Maintenance Management works with Unifier generic shells. For example, you can add a location to a work order that specifies where the work need to be performed for the user. The Location entity that is chosen specifies the location for the work to take place as specified in the work order, and controls the access to other shell aspects, such as users, and the Generic Cost Manager for a particular shell specified for the Location entity. See Work Order Users and Locations" on page 2 for details on the role of users and their locations in Maintenance Management. WORK ORDER AND INVENTORY The work order Items tab lists the items associated with the work order, showing the status items ordered to fulfill the work requested in the work order. Work order items are ordered

74 Chapter 4: Work Order Management About Work Orders 66 from the work order after they are added to the Items tab. The items on the Items tab are selected from the Item Master. WORK ORDERS AND PREVENTIVE MAINTENANCE You can create Master PM Books to use as templates to create PM Books. PM Books are used to create preventive maintenance work orders. You can schedule Maintenance Management to schedule work order generation based on elapsed time or meter readings. When you generate a work order from a PM Book, the application copies data from the PM Book to the work order, including the job plan. See Preventive Maintenance" on page 93 for details on job plans, Master PM Books, and PM Books. WORK ORDERS AND JOB PLANS You can create jobs plans to associate with work orders or with Master PM Books and PM Books. A job plan describes work order tasks and defines the items and roles needed to complete the work. When you associate a job plan with a work order or PM record, Maintenance Management copies data from the job plan to the Tasks and Items tabs on the work order.you can then change this data on the work order without modifying the original job plan. See Preventive Maintenance" on page 93 for details on job plans, Master PM Books, and PM Books. WORK ORDER RESPONSIBILITY Work order responsibility is determined by the status of the work order, and the roles assigned to users. The Lead and Supervisor associated with a work order are derived from the Service Center (work team) that is given responsibility for the work order. There can also be a work order-specific team (which can include Service Center members and other users) that includes various individuals that can have responsibility for the work order at different times in its life cycle. ACTUAL COSTS AND WORK ORDER TASKS Actual costs are based on the rates defined for the regular or overtime hours and the actual hours worked to complete a work order task. If configured by the Administrator, actual costs can be rolled up to the Generic Cost sheet for the associated location. Actual hours costs that are entered are represented by the Actual Labor Cost (Work Order) datasource. See Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20 and Create Cost Codes" on page 21 for details on adding cost datasources. For the cost rollup to occur, these conditions must exist: Generic shell is configured in Unifier, with a Generic Cost Manager and a Generic Cost Sheet The column that will capture the actual labor costs must be added to the Generic Cost Sheet using the datasource Actual Labor Cost (Work Order) Generic shell with the Generic Cost Sheet that contains the cost code is associated with a work order The Administrator has configured the cost codes which exactly match the cost code in the Generic Cost Sheet

75 Chapter 4: Work Order Management Service Center Team-Related Tabs 67 SERVICE CENTER TEAM-RELATED TABS You use the Members tab to add members to the service center team. The Members log lists the team members for the service center, and their location and contact information. MEMBERS (SERVICE CENTER TEAM) To add service center team members 1 In the Service Center log, select a service center and click Open. 2 In the service center, the Members tab is selected by default. Click New. 3 Select a user and click Select.

76 Chapter 4: Work Order Management Service Request-Related Tabs 68 SERVICE REQUEST-RELATED TABS You use the Attachments tab to add attachments to the service request. The Attachments log lists the associated attachments for the service request. ATTACHMENTS (SERVICE REQUEST) To add service request attachments 1 In the Service Request log, select a work order and click Open. 2 In the service request, the Attachments tab is selected by default. Click New. 3 Browse for the attachment. 4 Click OK.

77 Chapter 4: Work Order Management Work Order-Related Tabs 69 WORK ORDER-RELATED TABS Work orders display the following tabs, which allow you to view or enter additional work order-related information: Tasks Related to Work Order" on page 70 Items related to Work Order" on page 75 Notes related to Work Order" on page 76 Attachments related to Work Order" on page 77 Child Work Orders (Work Order)" on page 78 Service Requests related to Work Order" on page 78 Team related to Work Order" on page 78 TASKS RELATED TO WORK ORDER You use the Tasks tab to view, enter, and modify tasks associated with the work order. The Tasks log lists the work order tasks and allows you to track the task estimated hours and status. To add work order tasks 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. In the log toolbar, choose Action > Create Task. The Create Task action form opens. 3 Complete the fields as indicated in this table. Task Number Name Description Estimated Hours Equipment Meter Do this Enter a task number. This is a sequential number you can enter to order a group of tasks. You can reorder and sort the tasks as needed. Enter a name for the task. Enter a description. Enter an estimate of how long the task will take to complete. If needed, associate an equipment meter with the task. 4 Click OK. To view or edit work order tasks 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task from the Tasks log and click Open. 3 Click Edit. 4 View or complete the fields as indicated in this table.

78 Chapter 4: Work Order Management Work Order-Related Tabs 70 Task Number Status Name Estimated Hours Description Equipment Meter Reading Equipment Meter Unit of Measure Actual Hours Actual Labor Cost Work Order Last Updated Date Do this This is a sequential number you can enter to order a group of tasks. You can reorder and sort the tasks as needed. System populated. This is the task status. Status can be Open, Completed, or Cancelled. Task name. The estimate in hours of how long the task will take to complete. Task description. The an equipment associated with the work order task. Populated if the work order was created from a PM Book or Equipment. The latest meter reading for an associated meter. The meter associated with the task. Unit of measure associated with the task. System populated from the hours entered on the Record of Service. The hours it took to complete the task. System populated. The cost of the task, which is total hours multiple by the Regular rate or the Overtime rate set by the Administrator. System populated with the associated work order. System populated. Shows the record modified date and time. 5 Click Save. To enter a meter reading for a task You can enter meter readings for meters associated with work order tasks. 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task (that has an associated meter) in the Tasks log. 3 Choose Action > Enter Meter Reading. The Enter Meter Reading action form opens. 4 Enter the meter reading. 5 Click OK. The meter reading is recorded on the work order task. To complete a work order task 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task in the Tasks log. 3 In the log toolbar, choose Action > Complete Task. The task status changes to Closed. To re-open a closed work order task 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task in the Tasks log and click Open. 3 If the task is Closed, you can choose Action > Reopen Task from the record toolbar. The task status changes to Open.

79 Chapter 4: Work Order Management Work Order-Related Tabs 71 To delete a work order task Deletion of tasks is conditional, depending on the status of the task. 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task that has Open status in the Tasks log. 3 In the log toolbar, choose Action > Delete Task. The task is removed from the Tasks log. To create a Record of Service 1 In the Work Orders log, select a work order with status open. 2 Click Open. 3 In the Record of Service tab, choose Action > Create Record of Service. 4 Complete the fields as indicated in this table. User Name Work Date Type Actual Hrs Activities Performed Work Order Task Do this Choose the name of the user who performed the work. Select the date the work was performed. Select Regular Hrs or Overtime Hrs. Enter the number of hours spent to perform the work. These hours are rolled up to the Generic Cost Sheet. The hours entered cannot be more than 24 hours. You can enter zero to record non work-related activities. Enter details about the work performed. Select a work order task from the Work Order Tasks list. 5 Click OK. To edit an existing Record of Service You can edit an existing record of service for an open work order. Note: The action is not available on a work order in a closed or cancelled status. 1 In the Work Orders log, select a work order with status open. 2 Click Open. 3 In the Record of Service tab, choose Action > Edit Record of Service. The Edit Record of Service window shows. The fields that are editable are described in the table. User Name Work Date Type Do this Choose the name of the user who performed the work. Edit the date the work was performed. Select Regular Hrs or Overtime Hrs.

80 Chapter 4: Work Order Management Work Order-Related Tabs 72 Actual Hrs Activities Performed Work Order Task Do this Edit the number of hours spent to perform the work. The hours entered cannot be more than 24 hours. You can enter zero to record non work-related activities. If you edit the actual hour, the total cost for the work order changes. Once you click OK, the new cost for the work order gets updated in the Total Labor Cost field and is rolled up to the Generic Cost Sheet. Enter details about the work performed. Select a work order task from the Work Order Tasks list. 4 Click OK. To view or edit a Record of Service 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task from the Tasks log and click Open. 3 In the Record of Service tab, select a record and click Open. 4 Click Edit. 5 View or complete the fields as indicated in this table. User Name Status Activities Performed Type Actual Hours Work Date Actual Rate Total Cost View or do this The name of the user who performed the work. The status of the Record of Service. The description of the Record of Service. Regular Hrs or Overtime Hrs. The hours that it took to perform the task. The date the work was performed. The hourly rate for the work performed. Set by the Administrator. The hours it took to perform the work multiplied by the hourly rate. 6 Click Save or Close Window. To cancel a task Record of Service 1 In the Work Orders log, select a work order and click Open. 2 In the work order, the Tasks tab is selected by default. Select a task from the Tasks log and click Open. 3 In the Record of Service tab, select a record and chose Action > Cancel Record of Service. Any costs associated with the record of service will be rolled back out of the Generic Cost Sheet as needed. To create Work Order From Record of Service 1 In the Record of Service log, click Action > Enter Time for Work Order. 2 Complete the fields as indicated in this table.

81 Chapter 4: Work Order Management Work Order-Related Tabs 73 User Name Work Date Work Order Type Actual Hrs Activities Performed Do this Click Select and choose the name of the user who performed the work. Click Select. Select the date the work was performed. Select a work order from Work Order Picker (ROS) log. Select Regular Hrs or Overtime Hrs. These hours are displayed on the Record of Service form and can roll up to the Generic Cost Sheet. Enter the hours it took to complete the task. You can enter zero to record non work-related activities. Enter details about the work performed. 3 Click OK. To edit an existing record of Service 1 In the Record of Service log, select a record of service. Note: You cannot edit a record of service in a cancelled status. 2 Click Open. The Record of Service window shows. 3 Click Edit. The fields that are editable are described in the table. Work Date Type Actual Hrs Activities Performed Do this Edit the date the work date. Edit the type of hours (Regular Hrs or Overtime Hrs). The updated hours are displayed on the Record of Service form and can roll up to the Generic Cost Sheet. Edit the number of hours spent to perform the work. The hours entered cannot be more than 24 hours. You can enter zero to record non work-related activities. If you edit the actual hour, the total cost for the work order changes. Once you click Save, the new cost for the work order gets updated in the Total Cost field and is rolled up to the Generic Cost Sheet. Enter details about the work performed. 4 Click Save. MIGRATE 9.4 RECORD OF SERVICE If you have records of service associated with Maintenance Manager 9.4 you can use this one step data migration action to push your existing records of service and associated work orders to the current version of the application. To migrate 9.4 record of service In the Record of Service log, click Action > Migrate 9.4 Record of Service. On successful migration, you will receive ''Action Complete'' message.

82 Chapter 4: Work Order Management Work Order-Related Tabs 74 ITEMS RELATED TO WORK ORDER You use the Items tab to view or specify the items needed to complete the work described on the work order. The items you can select are those listed in the Item Master. Item master items must be created before you can add them to the work order Items tab. The Items log lists the work order items and allows you to track the status, quantity information (requested, fulfilled, returned), and the order information for any ordered items. To add work order items 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Items tab. 3 In the log toolbar, choose Action > Create Item. The Create Item action form opens. 4 Complete the fields as indicated in this table. Item Master Requested Qty Unit of Measure Average Unit Price Do this Click Select and select an item from the item master. Enter the quantity you need. System populated from the Item Master. System populated from the Item Master. 5 Click OK. The item is listed in the Items log. To view or edit work order items 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Items tab. 3 Select an item in the Items tab, and click Open. 4 Click Edit. 5 View or complete the fields as indicated in this table. Item Name Status Cost Code Average Unit Price Item Description Unit of Measure Requested Qty Fulfilled Qty Remaining Qty Returned Qty Do this Select an item from the Item Master to associate with the work order. System populated. This status changes as the item progresses. Statuses can be Open, Ordered, Cancelled, Closed. Use the default cost code, or click Select to select a cost code. The calculated average price of the item based on an average of the entered standard prices. Description of the item from Item Master. System populated from the Item Master. Enter the number of items you need. System populated by the material transaction; shows the quantity of items you received. System populated to show the remaining number of items that can be ordered. The number of items that you did not use and were able to return to the warehouse.

83 Chapter 4: Work Order Management Work Order-Related Tabs 75 Current Qty Planned Cost Actual Cost Ordered By Ordered Date Ordered Unit Price Fulfilled Date Vendor Information Direct Issue Work Order Job Plan Last Update Date Creation Date Do this System populated. Calculated from the Fulfilled Qty minus the Returned Quantity. Estimated cost calculated by unit price. The cost of the items. This is the average cost multiplied by the Current Qty. User who ordered the item. System populated with the date the item was ordered. The price of the item when it was ordered per unit. Date the items were fulfilled after they were ordered for the work order. Enter information about the vendor. Check to indicate that the item was removed from the inventory in a service vehicle. System populated. The associated work order. System populated. Job plans that can be applied to the work order System populated. Date the record was last updated. System populated. Date the work order item was created. 6 Click Save. You can now view the Material Transactions tab. See for How Do I... Inventory Management Tasks" on page 42 for details on Material Transactions. To delete a work order item Deletion of items is conditional, depending on the status of the item. 1 In the Work Orders log, select a work order and click Open. 2 Click the Items tab. 3 Select an item with Open status in the Items log. 4 From the log toolbar, choose Action > Delete Item. The item is removed from the Items log. NOTES RELATED TO WORK ORDER Use the Notes tab to capture any notes related to the work order. The Notes log lists the notes and allows you to track the date and status of the note. To add work order roles 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Notes tab. 3 Choose Action > Create Note. 4 Enter note name and content and click OK. To view and edit work order notes 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Notes tab. 3 Select a note, and click Open.

84 Chapter 4: Work Order Management Work Order-Related Tabs 76 4 Click Edit. 5 View or complete the fields as indicated in this table. Name Status Content View or do this The note name. Note status. Remains open until you change the note status to Closed. Enter the note content. 6 Click Close Window or Save. To close a work order note When you are done working with a note, you can close it. This does not delete the note, but signifies that you are done working with it. Closed notes cannot be deleted. 1 In the Work Orders log, select a work order and click Open. 2 Click the Notes tab. 3 Select a note in the Notes log. 4 In the log toolbar, choose Action > Close Note. The status of the note changes to Closed. To delete a work order note Deletion of note is conditional, depending on the status of the note. Notes with Closed status cannot be deleted. 1 In the Work Orders log, select a work order and click Open. 2 Click the Notes tab. 3 Select a note in the Notes log that has the Open status. 4 In the log toolbar, choose Action > Delete Note. The note is removed from the Notes log. ATTACHMENTS RELATED TO WORK ORDER Use the Attachments tab to add attachments to the work order. The Attachments log lists the attachments and allows you to track the title, file name, revision number, issue date, and size of the attachments. To add attachments 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Attachments tab. 3 Click New. The File Upload window opens. 4 Browse for the file to attach. 5 Click OK.

85 Chapter 4: Work Order Management Work Order-Related Tabs 77 CHILD WORK ORDERS (WORK ORDER) Use the Child Work Orders tab to view a log child work order records or to create new child work orders related to your parent work order. The Child Work Orders log lists the related child work orders and allows you to track the creation date, record number, name, type, priority, status, description, and parent work order for each child work order. Work orders can be grouped in parent-child relationships. This allows you to create a parent work order that is associated with several child work orders, with each child representing a smaller group of related tasks. The relationship is always one-to-many: one parent with multiple children. For example, when attempting to fulfill a work order to fix a broken light fixture, you might find that the fixture broke because of a related plumbing problem. So, you could create a child work order for the plumbing issue, or a group of child work orders for related issues. You can copy an existing child work order to create a new one. Parent work orders cannot be placed in these statuses unless all of the child work orders have the same status: Completed Cancelled Closed To add child work orders 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Child Work Orders tab. You can review the list of existing child work orders. 3 Click New. The Work Orders Picker opens. 4 Choose a work order to associate with the parent work order and click Select. The work order is listed in the Child Work Orders tab. SERVICE REQUESTS RELATED TO WORK ORDER Use the Service Requests tab to view service requests related to your work order. The Service Requests log lists the related service requests and allows you to track the record number, name, description, status, and last updated date for each related service request. To view related service requests 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Service Requests tab. 3 Select a service request, and click Open. You can view the service requests associated with your work order. You can open the requests to see contact information, or other information related to the service request. TEAM RELATED TO WORK ORDER Use the Team tab select team members for your work order. These work order teams can include Service Center team members, or other users you add to create the full team needed to complete

86 Chapter 4: Work Order Management Work Order-Related Tabs 78 work on the work order. The Team log lists team members and allows you to track the team member names, addresses, and work location. To add work order teams 1 In the Work Orders log, select a work order and click Open. 2 In the work order, click the Team tab. 3 Click New. The User Picker window opens. 4 Choose a user and click Select.

87 Chapter 4: Work Order Management Invoice-Related Tabs 79 INVOICE-RELATED TABS You use the Invoice Lines tab to create invoice lines for work orders. The Attachments log lists the associated attachments for the invoice. INVOICE LINES (INVOICE) To create invoice lines 1 In the Invoice log, select an invoice and click Open. 2 In the invoice, the Create Lines tab is selected by default. Choose Action > Create Invoice Line. 3 Complete the fields as indicated in this table. Work Order Cost Type Amount Description Do this Select a work order to associate with the invoice line. Select a cost type. Enter the line amount. Enter a description of the line. 4 Click OK. ATTACHMENTS (INVOICE) To add invoice attachments 1 In the Invoice log, select a work order and click Open. 2 Click the Attachments tab. Click New. 3 Browse for the attachment. 4 Click OK. WORK TYPE Use Work Type to add administrative work. For example, training days, sick days. You need to have an administrator privilege to perform this task. To create a work type 1 In the Work Type log, click New. 2 Complete the fields as indicated in this table. Name Description Do this Enter the type of work. Enter a brief description of task details

88 Chapter 4: Work Order Management Invoice-Related Tabs 80 Category Status Do this Select the category or type of work System populated 3 Click Save. To edit an existing work type: 1 In the Work Type log, select a work and click Open. 2 Click Edit. Update the fields as required. 3 Click Save. REPORT TIME SPENT ON ADMINISTRATIVE TASKS You can record time spent on non work-related tasks, for example, sick days, training, and other administrative jobs. To report time spent on administrative tasks 1 From the Record of Service log, click Action > Enter Time for Admin Task. 2 Complete the fields as indicated in this table. User Name Work Date Admin Work Type Actual Hrs Activities Performed Do this Select the name of the user who performed the work. Select the date the work was performed. Select Regular Hrs or Overtime Hrs. Enter the number of hours that it took to perform the work. These hours are displayed on the Record of Service form and can roll up to the Generic Cost Sheet. You can enter zero to record other tasks. Enter details about the work performed. 3 Click OK.

89 Chapter 4: Work Order Management Invoice-Related Tabs 81

90 Chapter 4: Work Order Management Invoice-Related Tabs 82

91 5 INVENTORY MANAGEMENT In this chapter Overview of inventory functionality Description of related tabs

92 Chapter 5: Inventory Management About Inventory Management 84 ABOUT INVENTORY MANAGEMENT Inventory in Maintenance Management allows you to manage the items that you need to fulfill the work outlined in your work order and successfully maintain your equipment. It allows you to track the parts and materials needed for equipment maintenance. An inventory is also a list of items and materials that are stored in your warehouses and warehouse bins. It helps you keep enough items on hand to accomplish work order tasks, but not have an excess of items stored. Maintenance Management allows you to manage inventory by using: Inventory: A listing of all items in stock (in warehouses, stockrooms, or self-service bins). Consists of items added through the item master. The items reside in warehouses and warehouse bins. Inventory uses material transactions to manage inventory items as needed Material Transactions: Add and remove items from inventory and transfer items as needed (to warehouses or service vehicles). These transactions include: Receive: Move items into the warehouse, or locally, into a a self-service bin or stockroom Issue: Remove items from the warehouse and the warehouse bin Issue Locally: Remove items from a a self-service bin Return: Return items to the warehouse and the warehouse bin Return Locally: Return items to a a self-service bin Transfer: Move items from one warehouse or warehouse bin to another, or to a a selfservice bin or stockroom to be locally managed These transactions are listed in the Material Transactions log. Warehouses and warehouse bins: Defines storage locations for parts and materials and allows you to view stocked items, perform inventory, and be able to verify on-hand quantities Item Master: Defines inventory items and works with the Receive material transaction to add items to warehouse stock lists. These are the items you select in the work order (Items tab) and order from the work order to add the needed items to an order to use to complete the requested work in the work order. Units of measure classes and units of measure: Defines the methods by which items are measured (for example, count, volume, or weight) and the actual units of measure (each, cubic foot, pounds) To set up an inventory you should 1 Create warehouses and warehouse bins 2 Define unit of measure classes and units of measure 3 Create items in the item master, associate each item with at least one warehouse and bin, and change the status to active 4 Manage the items through material transactions INVENTORY AND THE ITEM MASTER The inventory is made up of the item records you create in the item master. You use the Item Master to create records for items and materials that your company uses to fulfill the tasks

93 Chapter 5: Inventory Management About Inventory Management 85 outlined in work orders. An item record defines an item or material that is stocked in a company warehouse and warehouse bin. When you add items to the item master they increment the inventory, and the items are available to be issued from the inventory for use to fulfill work. The item master allows you to define information related to items, such as the unit of measure, cost code, standard unit price, item name, and item type. These are the item master item types: Stocked: This is the default value for a new item added to a warehouse. A stocked item is an item that you stock on a regular basis, and want to keep on hand because it has a regular turnover rate and is frequently needed. Non-stocked: Non-stocked items are items you do not regularly stock on a regular basis, need only occasionally, or do not want to maintain in your warehouse permanently. Special: Special order items are typically items that are ordered infrequently, for unexpected needs or for a one-time work order. WAREHOUSE LOCATIONS AND WAREHOUSE BINS These are the locations that contain inventory items. You must create the warehouse locations and warehouse bins before you can add items to the item master. The warehouse bin denotes the actual location of the items in the warehouse, and allows you to keep track of the inventory onhand of a specific item. The Receive material transaction moves items into the warehouse and warehouse bin, so they are then available to be issued to fulfill work requested on work orders. The warehouse location can be in a building or in a a self-service bin. INVENTORY AND MATERIAL TRANSACTIONS The material transactions increment and decrement your inventory. When you receive items into the inventory (through the item master) you increment your overall inventory in the warehouse with those items. When you use a material transaction to issue items from the warehouse (to make them available for use to do the work requested in a work order) you decrement the overall inventory. Return material transactions allow you to return items to the warehouse inventory, and make them available again for issue from the inventory. Transfer transactions allow you to moved items from one warehouse or warehouse bin to another, or to move the items from the warehouse into a a self-service bin or stockroom. Reconcile transactions allow you to adjust the current on-hand quantity of an item based on the physical count of the item For example, if you add monitors to inventory through the item master and the Receive material transaction, those items are received (added) to a specified warehouse, and a bin (location) in that warehouse. When a work order is created that needs monitors, the monitors are ordered through the work order. An Issue material transaction makes the monitors available to the work order. When then work is complete, if there are leftover items, they can be returned to the inventory through the Return material transaction. INVENTORY AND COSTS Inventory tracks of the items on-hand and the cost of those items. Inventory cost is the cost of items you have in stock (in a warehouse, stockroom, or technician s a self-service bin). Maintenance Management allows you to track calculated inventory costs and report on them.

94 Chapter 5: Inventory Management About Inventory Management 86 These costs are shown on Item Master and Inventory (warehouse location) records. The number of items shown in the On-hand Details (warehouse bin) also affects inventory costs. The prices and costs tracked include: Standard Unit Price: Price for an item set by your company Average Unit Price: Based on Receive transactions. The formula for Average Unit Price is the total amount of received items divided by the total quantity of received items. For example, if there are several Receive transactions for a particular item: Qty: 100, item cost: $1.00 Qty: 200, item cost $1.50 Qty: 50, item cost $2.00 Qty: 100, item cost $2.50 In this case the formula to calculate the Average Unit Price is: (100 x 1) + (200 x 1.5) + (50 x 2) + ( ) divided by = 1.66 Total Standard Cost: Standard Unit Price multiplied by the number of items in stock Total Average Cost: Average Unit Price multiplied by the number of items in stock Optionally, transaction costs associated with work order items can be rolled up to the Generic Cost Sheet for the Generic Cost Manager configured in the shell (location) associated with the originating work order. Work order Item cost records are periodically rolled up to the Generic Cost Sheet and are calculated in the cost sheet and shown in the Planned Material Cost and Actual Material Cost columns. Planned costs are calculated from the cost of items that are ordered for the work order (Action > Order Items from Warehouse) and are rolled up to the cost sheet planned costs column. Actual costs are calculated from the difference between the costs for issued items (material transaction Action > Issue Item to Work Order) items and returned items (material transaction Action > Return Item to Inventory). and are rolled up to the cost sheet actual costs column. If a work order is cancelled, the item costs are backed out of the totals shown on the Generic Cost sheet. For the cost rollup to occur, these conditions must exist: Generic shell is configured in Unifier, with a Generic Cost Manager and a Generic Cost Sheet Columns that will capture planned material costs and actual material costs must be added to the Generic Cost Sheet using the datasources Actual Material Cost (Work Order) and Planned Material Cost (Work Order) Generic shell with the Generic Cost Sheet that contains the cost codes is associated with a work order The Administrator has configured the cost codes which exactly match the cost codes in the Generic Cost Sheet. The material transactions handle inventory costs as follows: Actions and Material Transaction Action > Order from Warehouse Action > Receive Inventory Cost affected as a result of the transaction Work order item cost, can be rolled up to the Generic Cost Sheet Inventory cost

95 Chapter 5: Inventory Management About Inventory Management 87 Actions and Material Transaction Action > Issue to Work Order Action > Issue Locally Action > Transfer Inventory Action > Return to Inventory Action > Return Locally Action > Reconcile Physical Inventory Action > Purchase Cost affected as a result of the transaction Work order item cost, can be rolled up to the Generic Cost Sheet Work order item cost, can be rolled up to the Generic Cost Sheet Inventory cost Work order item cost, can be rolled up to the Generic Cost Sheet Work order item cost, can be rolled up to the Generic Cost Sheet Inventory cost Work order item cost, can be rolled up to the Generic Cost Sheet INVENTORY AND VENDORS Maintenance Management enables technicians to track the cost of items purchased from vendors and to roll up those costs with other item costs into the Generic Cost Sheet. Also, vendor records can be created to capture vendor information, and associate vendors with items in the Item Master.

96 Chapter 5: Inventory Management Item Master-Related Tabs 88 ITEM MASTER-RELATED TABS Item Master records display the following tab, which allows you to select or modify warehouse location information: Inventory (Item Master)" on page 88 Vendors (Item Master)" on page 88 INVENTORY (ITEM MASTER) You use the Inventory tab to view, enter, and modify warehouse locations associated with the item. The Inventory log lists the warehouse location name (the item and warehouse name combined), the item name, the warehouse name, and the current on-hand quantity for the items. To add warehouse locations 1 In the Item Master log, open an item record. 2 In the Inventory log, select an Inventory record and click Open. 3 Click New. 4 Select a warehouse location and click Select. VENDORS (ITEM MASTER) You use the Vendors tab to view, enter, and modify vendors associated with the item. The Vendors log lists the vendor name and the vendor status. To add warehouse locations 1 In the Item Master log, select an item record and click Open. 2 Click the Vendors log. 3 Click New. 4 Select a vendor and click Select.

97 Chapter 5: Inventory Management Inventory-Related Tabs 89 INVENTORY-RELATED TABS You use the On-Hand Details tab to associate a warehouse bin with the item. The On-Hand Details log lists the warehouse bin name (the item and warehouse name combined), the inventory name, the bin name, and the current on-hand quantity, and the counts for the items in the bins. ON-HAND DETAILS (INVENTORY) To associate a warehouse bin 1 In the Item Master log, open an item record. 2 In the Inventory tab, select a inventory record and click Open. 3 In the On-Hand Details tab, click New. 4 Select a bin and click Select.

98 Chapter 5: Inventory Management Inventory On-Hand Details-Related Tabs 90 INVENTORY ON-HAND DETAILS-RELATED TABS You use the Material Transactions tab to view transactions for the associated item. You can view the transactions listed in the log, or open transaction records for further details. MATERIAL TRANSACTIONS (INVENTORY ON-HAND DETAILS) To view associated material transactions 1 In the Item Master log, select an item record and click Open. 2 In the Inventory tab, select a warehouse record and click Open. 3 In the On-Hand Details tab, select a bin record and click Open. 4 In the Material Transactions tab, select a record and click Open to view the data. 5 Click Close Window.

99 Chapter 5: Inventory Management Warehouse Location-Related Tabs 91 WAREHOUSE LOCATION-RELATED TABS You use the Bins tab to view, enter, and modify bins associated with the warehouse. The Bins log lists the bins and allows you to track the task bin name and location. BINS (WAREHOUSE LOCATION) To create warehouse bins 1 In the Warehouse Locations log, open a location record. 2 In the warehouse record, the Bins tab is selected by default. Click New. The Bins window opens. 3 Complete the fields as indicated in this table. Name Status Description Is Local Warehouse Do this Enter a name for the warehouse bin. Default is Active; status can be Active or Inactive. Choose Action > Inactivate to change the warehouse location status to Inactive as needed. Warehouse bins with a status of Inactive cannot be selected as a destination for items. Choose Action > Activate to change the status back to Active. Enter a description. Set to Yes if the bin is in a self-service bin. You must have this value set to yes to be able to Issue Locally or Return Locally for items. The name of the warehouse location that contains the bin. This field is a hyperlink you can click to see the details about the warehouse location. 4 Click Save.

100 Chapter 5: Inventory Management Warehouse Location-Related Tabs 92

101 6 PREVENTIVE MAINTENANCE In this chapter Overview of preventive maintenance functionality Description of related tabs

102 Chapter 6: Preventive Maintenance About Preventive Maintenance 94 ABOUT PREVENTIVE MAINTENANCE Preventive maintenance is a work performed on a schedule. Maintenance Management can help you plan and budget preventive maintenance work by tracking item costs (using the Unifier Generic Cost Manager) and materials needed to get the job done. Also, you can schedule regular inspections of equipment using preventive maintenance schedules. To optimize preventive maintenance functionality, it is recommended that you set up a group of Master PM Books and job plans. Look at the work that you need to accomplish for your organization, and set up the jobs plans and Master PM Books accordingly. Job plans represent specific processes, and can include the tasks and items (parts) associated with a process. MASTER PM BOOKS A Master PM Book can contain a group of scheduled job plans defining maintenance, and you can use the Master PM Book as a maintenance template for any periodic maintenance work. The PM master book contains a schedule for a work order creation (based on meter readings or time schedules). The Master PM Book is a generic preventive maintenance template that you can use to create individual PM Books for a certain equipment. For example, you can create a Master PM Book that contains a generic schedule for facilities inspection that is copied into the associated PM Books, and can be modified in the PM Books to be more specific to each type of inspection that is required. Both Master PM Books and PM Books are optional, but is recommended as these features allow you to standardize the information ultimately used to create work orders. A PM book is automatically created when you associate an equipment with a Master PM Book. You can access it from the PM Books tab for an equipment. PM BOOKS When an equipment is assigned to a Master PM Book, a PM Book is created from that Master PM Book. The newly-created PM Book contains the data from the Master PM Book, and this information can be modified for the specific tasks to be addressed by the work orders that will be created from the PM Book. A PM Book is used to define the work that must be done on one equipment. Work orders can be created from PM Books based on the criteria in the jobs plans and the schedule specified for work order creation. The work orders are created on a specified schedule based on time or meter readings specified in the Master PM Book or PM Book, as well as the active days and months when work orders can be generated. Work orders can be created automatically from PM Books, based on a defined frequency and schedule and following a specified creation sequence. You can also manually create work orders from PM Books by selecting Action > Generate Work Order. JOB PLANS Job plans are templates that define task and items for work that needs to be done. This work can be routine work, that has the same or similar tasks and items associated with it, and that you do not want to have to recreate, but want use a convenient template to capture this information. Job plans are copied into work orders when the work order is created from a PM book, or can be added directly to a work order. Job plans are associated with Master PM Books and PM Books on the Time Schedule and Meter tabs, and can be associated with an unlimited number of PM

103 Chapter 6: Preventive Maintenance About Preventive Maintenance 95 Books, Master PM Books, or work orders. You can specify one or more job plans on a Master PM Book. A job plan describes the tasks that need to be performed on a work order, and the items as well. Maintenance Management allows you to track the costs of items (material) and labor using the Generic Cost Manager in Unifier. Job plans are optional, but recommended as they allow you to standardize the information used with work orders. JOB PLAN SEQUENCING AND PREVENTIVE MAINTENANCE WORK ORDERS PM Books both have a Sequence field on the Time Schedules tab. A separate time schedule must be created for each sequence. You use the Sequence field in conjunction with the Job Plan field on these tabs to specify the order that job plans should be applied to preventive maintenance work orders. The value in the Sequence field indicates that Maintenance Management use the job plan every Nth time that work orders are generated, where N = the sequence number. For example, if you have a job plan for weekly maintenance and another job plan for monthly inspection, the sequence for the weekly job plan would be 1 (every week), the sequence for the monthly job plan would be 4 (every four weeks), the sequence for the 8-week job plan for an 8-week overhaul would be 8. The following table contains examples of sequencing for time based weekly maintenance. Over 12 Weeks Monthly Maintenance with separate job plan for Weekly Maintenance monthly inspection Weekly Maintenance with separate job plan for 8-week overhaul Week Sequence Sequence Sequence Week Week Week Week Week Week Week Week Week Week Week Week The job plan execution is mutually exclusive in that if the monthly plan is being used to generate a work order, the weekly plan is not also used to generate another work order. PREVENTIVE MAINTENANCE AND EQUIPMENT Maintenance Management allows you to manage equipment throughout its life cycle. You can create records for equipment that your company owns or leases that you will be managing and maintaining. An equipment can have more than one PM Book associated with it, depending on the work orders you need to generate for different work. Equipment are associated with PM Books, and work orders can be generated automatically from PM Books based on time or meter

104 Chapter 6: Preventive Maintenance About Preventive Maintenance 96 schedules. Work orders can also be generated directly from equipment by selecting Action > Generate Work Order. PREVENTIVE MAINTENANCE AND AUTO-GENERATION OF WORK ORDERS Maintenance Management supports the automatic generation of preventive work orders based on two types of schedules: time or meter. You can set up time schedules in the Master PM Books or PM Books, in the Time Schedules and Meter Schedules tabs. The work orders are automatically generated based on the sequence and frequency set in the time schedule or the meter reading frequency and tolerance set in the meter schedule. You can have a number of time schedules and meter schedules in a PM Book, that will allow for the generation of multiple work orders for different service aspects of the same equipment. For example, an equipment can have the need for monthly, quarterly, or yearly service on different parts of the equipment. Work orders that are generated based on time schedules are generated independently of work orders generated on meter schedules. See Job Plan Sequencing and Preventive Maintenance Work Orders" on page 95 and Time Schedules (Master PM Book)" on page 97 for details on time sequences. Meter Schedules (Master PM Book)" on page 98, Time Schedule Tab (PM Book)" on page 99, and Meter Schedules (PM Book)" on page 100 for details on setting up schedules for time-based and meter-based work order generation. PREVENTIVE MAINTENANCE AND METERS Meters can be used to define when to service equipment, and are associated with equipment in Maintenance Management. You can set up Master Meters, which are templates for meters, and are used in the context of equipment. The Master Meters are associated with an equipment, and are used as meters for the equipment, in terms of meter schedules. The meter schedules are set up in the PM Book associated with the equipment. Multiple meters can exist for the same equipment, and can have varying meter schedules to govern the automatic generation of work orders.

105 Chapter 6: Preventive Maintenance Master PM Book- Related Tabs 97 MASTER PM BOOK- RELATED TABS Master PM Books display the following tabs, which allow you to view or enter additional Master PM Book-related information: Time Schedules (Master PM Book)" on page 97 Meter Schedules (Master PM Book)" on page 98 Related PM Books (Master PM Book)" on page 98 TIME SCHEDULES (MASTER PM BOOK) You can use the Time Schedules tab to create templates for scheduling work orders. On this tab, you can specify the job plan and job plan sequencing. A separate time schedule must be created for each sequence. This allows you to specify the job plans that can be applied to the preventive maintenance work order. See Job Plan Sequencing and Preventive Maintenance Work Orders" on page 95 for details on job plan sequencing. A separate time schedule must be created for each sequence. Note: You must create at least one time schedule with a sequence of 1 and the time schedule must have the Active status in order to be able to generate work orders from the PM Book created from the Master PM Book. To set up time schedules 1 In the Master PM Book log, select a Master PM Book and click Open. 2 In the Master PM Book, the Time Schedules tab is selected by default. Click New. The Create PM Time Schedule window opens 3 Complete the fields as indicated in this table. Name Status Sequence Job Plan Master PM Book Suppress WO Do this Enter a name for the time schedule. Indicates the current status of the time schedule. Statuses can be Active or Inactive. Specify a sequence number, which controls the occurrence of the autocreation based on Frequency and Frequency type (specified in the general information for the Master PM Book.) and controls the job plan that will be applied for each occurrence. Each time the sequence occurs, the Sequence Counter for the PM Book increments by 1. See Job Plan Sequencing and Preventive Maintenance Work Orders" on page 95 for details. To ensure the correct creation of work orders based on time schedules (monthly or weekly), the sequence number must be unique for each time schedule you create in a PM Book. For example, do no create more than one time schedule with a sequence number of 1. Select a job plan. This associates the job plan with the time schedule. System populated with the related Master PM Book. Select Yes to stop work order generation, but to allow the counter to continue to increment. Select No to restart work order generation. 4 Click Save.

106 Chapter 6: Preventive Maintenance Master PM Book- Related Tabs 98 METER SCHEDULES (MASTER PM BOOK) You can use the Meter Schedules tab to create templates for meter-based schedules for the creation of work orders. On this tab, you can specify the job plan and the master meter. To set up meter schedules 1 In the Master PM Book log, select a Master PM Book and click Open. 2 In the Master PM Book, click the Meter Schedules tab. 3 Click New. The Create PM Meter Schedule window opens 4 Complete the fields as indicated in this table. Name Status Master Meter Job Plan Frequency Unit of Measure Frequency Tolerance Master PM Book Do this Enter a name for the meter schedule. Indicates the current status of the meter schedule. Statuses can be Active or Inactive. System populated with the associated master meter. Select a job plan. This associates the job plan with the meter schedule. Enter how often the meter will be read. This is the sequence for work order creation from the meter readings. Select the unit of measure. Enter a tolerance amount. For example, if the meter should be read at 3000, and you enter a tolerance of 500, the meter will be read at System populated with the name of the related Master PM Book. 5 Click Save. RELATED PM BOOKS (MASTER PM BOOK) You use the Related PM Books tab to view the PM Books created from a Master PM Book. The related PM Books are listed in the log in this tab. You can select a PM Book listed in this log and click Open to view the PM Book record. See Manually Set up a PM book" on page 54 for details on PM Books.

107 Chapter 6: Preventive Maintenance PM Book - Related Tabs 99 PM BOOK - RELATED TABS PM Books are listed in the PM Books tab of an associated equipment. PM Books display the following tabs, which allow you to view or enter additional PM Book-related information: Time Schedule Tab (PM Book)" on page 99 Meter Schedules (PM Book)" on page 100 Related Work Orders (PM Book)" on page 101 TIME SCHEDULE TAB (PM BOOK) You use the Time Schedules tab to create time-based schedules for the creation of work orders. On this tab, you can specify the job plan and job plan sequencing. This allows you to specify the job plans that can be applied to the preventive maintenance work order. See Job Plan Sequencing and Preventive Maintenance Work Orders" on page 95 for details on job plan sequencing. Note: You must create at least one time schedule with a sequence of 1 and the time schedule must have the Active status in order to be able to generate work orders from the PM Book. To set up time schedules 1 In the Equipment log, select an active equipment record and click Open. 2 Click the PM Books tab. 3 Select a PM Book record, and click Open. 4 In the PM Book, the Time Schedules tab is selected by default. Click New. The Create PM Time Schedule window opens 5 Complete the fields as indicated in this table. Name Status Sequence Job Plan Master PM Book Suppress WO Do this Enter a name for the time schedule. Indicates the current status of the time schedule. Statuses can be Active or Inactive. Specify a sequence number, which controls the occurrence of the autocreation based on Frequency and Frequency type (specified in the general information for the Master PM Book.) and controls the job plan that will be applied for each occurrence. Each time the sequence occurs, the Sequence Counter for the PM Book increments by 1. See Job Plan Sequencing and Preventive Maintenance Work Orders" on page 95 for details. Select a job plan. This associates the job plan with the time schedule (weekly or monthly). System populated with the name of the related PM Book Select Yes to stop work order generation, but to allow the counter to continue to increment. Select No to restart work order generation. 6 Click Save.

108 Chapter 6: Preventive Maintenance PM Book - Related Tabs 100 METER SCHEDULES (PM BOOK) You can use the Meter Schedules tab to create meter-based schedules for the creation of work orders. On this tab, you can specify the job plan and the master meter. To set up meter schedules 1 In the Equipment log, select an active equipment record and click Open. 2 Click the PM Books tab. 3 Select a PM Book record, and click Open. 4 In the PM Book, click the Meter Schedules tab. 5 Choose Action > Create PM Meter Schedule. 6 Complete the fields as indicated in this table. Name Frequency Frequency Tolerance Do this Enter a name for the time schedule. Enter how often the meter will be read. This is the sequence for work order creation from the meter readings. Enter a tolerance amount. For example, if the meter should be read at 3000, and you enter a tolerance of 500, the meter will be read at Click Save. To view or edit meter schedules 1 In the Equipment log, select an active equipment record and click Open. 2 Click the PM Books tab. 3 Select a PM Book record, and click Open. 4 In the PM Book, click the Meter Schedules tab. 5 Select a meter record and click Open. 6 Click Edit. 7 View or complete the fields as indicated in this table. Name Status Equipment Meter Job Plan Frequency Unit of Measure Frequency Tolerance Do this Enter a name for the time schedule. Indicates the current status of the meter schedule. Statuses can be Active or Inactive. System populated with the associated meter. Select a job plan. This associates the job plan with the meter schedule. Enter how often the meter will be read. This is the sequence for work order creation from the meter readings. System populated with the unit of measure. Enter a tolerance amount. For example, if the meter should be read at 3000, and you enter a tolerance of 500, the meter will be read at 2500.

109 Chapter 6: Preventive Maintenance PM Book - Related Tabs 101 Last Generation Reading Last Generation Date Next Generation Date PM Book Do this The last work order generated using the meter schedule. Date the last work order was generated. Expected generation date for the next work order. System populated with the name of the related PM Book 8 Click Save. RELATED WORK ORDERS (PM BOOK) You use the Related Work Orders tab to view the work orders created from a PM Book. The related work orders are listed in the log in this tab. You can select a work order listed in this log and click Open to view the work order record. See Manually Create a Work Order" on page 33 for details on work orders.

110 Chapter 6: Preventive Maintenance Job Plan-Related Tabs 102 JOB PLAN-RELATED TABS Job plans display the following tabs, which allow you to view or enter additional job planrelated information: Job Plan-related Tasks" on page 102 Job Plan-related Items" on page 103 JOB PLAN-RELATED TASKS You use the Tasks tab to view, enter, and modify tasks associated with the job plan. You can create a separate task form for each task related to the job plan. To add job plan tasks 1 In the Job Plan log, select a job plan and click Open. 2 In the job plan, the Tasks tab is selected by default. In the log toolbar, choose Action > Create Task. The Create Task action form opens. 3 Complete the fields as indicated in this table. Task Number Status Name Estimated Hours Description Master Meter Unit of Measure Do this Enter a task number. This is a sequential number you can enter to order a group of tasks. You can reorder and sort the tasks as needed. Status for the task. Statuses are Open, Closed, or Cancelled. Enter a name for the task. Enter an estimate of how long the task will take to complete. Enter a description. If needed, associate a master meter with the task. Unit of measure for the meter. 4 Click OK. To view or edit job plan tasks 1 In the Job Plans log, select a job plan and click Open. 2 In the job plan, the Tasks tab is selected by default. Select a job plan and click Open. 3 Click Edit. 4 View or complete the fields as indicated in this table. Task Number Status Name Estimated Hours Description Do this The task number. This is a sequential number you can enter to order a group of tasks. You can reorder and sort the tasks as needed. Status for the task. Statuses are Open, Closed, or Cancelled. Task name. An estimate of how long the task will take to complete. Enter a description.

111 Chapter 6: Preventive Maintenance Job Plan-Related Tabs 103 Master Meter Unit of Measure Do this The Master Meter associated with the task. Unit of measure associated with the meter. 5 Click Save. JOB PLAN-RELATED ITEMS You use the Items tab to enter information about items needed to complete the work described on the work order. You can create a separate item form for each item related to the work order. To add job plan items 1 In the Job Plan log, select a job plan and click Open. 2 In the job plan, click the Items tab. 3 In the log toolbar, choose Action > Create Item. The Create Item action form opens. 4 Complete the fields as indicated in this table. Item Requested Qty UOM Average Unit Price Cost Code Do this Select an item from the Item Picker. These are items created in the Item Master. Enter the number of items you need. Unit of measure for the item. Price calculated for every Receive transaction for the item. This is the average price of all items received in the inventory. Select a cost code for the item. This is the cost code that will be used to roll up the item costs to the associated Generic Cost Sheet in the Generic Manager in the associated shell. 5 Click OK. To view or edit items 1 In the Job Plans log, select a job plan and click Open. 2 In the job plan, click the Items tab. 3 Select an item and click Open. 4 Click Edit. 5 View or complete the fields as indicated in this table. Item Name Status Cost Code Do this The item name. These are items created in the Item Master. System populated. This status changes as the item progresses. Statuses can be Open, Ordered, Cancelled, Closed. The cost code for the item. This is the cost code that will be used to roll up the item costs to the associated Generic Cost Sheet in the Generic Manager in the associated shell.

112 Chapter 6: Preventive Maintenance Job Plan-Related Tabs 104 Average Unit Price Item Description Unit of Measure Requested Qty Planned Cost Do this Price calculated for every Receive transaction for the item. This is the average price of all items received in the inventory. Description of the item from the Item Master. System populated with the unit of measure for the item. The number of items you need. Average cost calculated by unit price. 6 Click Save.

113 Chapter 6: Preventive Maintenance Equipment-Related Tabs 105 EQUIPMENT-RELATED TABS Equipment display the following tabs, which allow you to view or enter additional equipmentrelated information: Associate master Meters with Equipment" on page 105 PM Books (Equipment)" on page 105 Child Equipment (Equipment)" on page 105 Related Work Orders (Equipment)" on page 106 Attachments (Equipment)" on page 106 ASSOCIATE MASTER METERS WITH EQUIPMENT You can associate a Master Meter with an equipment. After a Master Meter is associated with an equipment, then that meter is used for the equipment, and can accumulate readings. The meter schedule for readings are set up in the Meter Schedules tab of the Master PM Book or the PM Book. To add a meter 1 In the Equipment log, select an equipment record and click Open. 2 In the equipment record, click the Meters tab. 3 Click New. 4 Select a meter and click Select. To enter a meter reading 1 In the Equipment log, select an equipment record and click Open. 2 In the equipment record, click the Meters tab. 3 Select a meter record, and click Open. 4 Chose Action > Enter Meter Reading. 5 Enter the meter reading. 6 Click OK. The reading is listed in the Meter Readings tab. PM BOOKS (EQUIPMENT) See Manually Set up a PM book" on page 54 for details on creating a new PM Book. See PM Book - Related Tabs" on page 99 for details on the tabs related to a PM Book. CHILD EQUIPMENT (EQUIPMENT) Used to view any equipment assemblies and account for related equipment.

114 Chapter 6: Preventive Maintenance Equipment-Related Tabs 106 To set up child equipment 1 In the Equipment log, select an equipment record and click Open. 2 In the equipment record, click the Child Equipment tab. 3 Click New. 4 Select an equipment and click Select. RELATED WORK ORDERS (EQUIPMENT) You use the Related Work Orders tab to view the work orders created from an equipment. The related work orders are listed in the log in this tab. You can double-click on a work order listed in this log to open the work order record. See Manually Create a Work Order" on page 33 for details on work orders. ATTACHMENTS (EQUIPMENT) Use the Attachments tab to add attachments to the equipment. The Attachments log lists the attachments and allows you to track the title, file name, revision number, issue date, and size of the attachments. To add attachments 1 In the Equipment log, select an equipment record and click Open. 2 In the equipment, click the Attachments tab. 3 Click New. The File Upload window opens. 4 Browse for the file to attach. 5 Click OK.

115 7 ADMINISTRATIVE TASKS In this chapter Prerequisites Mandatory administrative tasks Optional administrative tasks P

116 Chapter 7: Administrative Tasks Prerequisites in Unifier - Mandatory and Optional 108 PREREQUISITES IN UNIFIER - MANDATORY AND OPTIONAL Maintenance Management is pre-configured for use but specific configuration tasks can be taken care by your system administrator including setting up the prerequisites and mandatory tasks to get Maintenance Management ready for use. These are: At least one generic shell in your Unifier implementation. Mandatory for use of Maintenance Management. User Administration additional attributes imported and configured for users who will use Maintenance Management. Mandatory for use of Maintenance Management. At least one user in that shell with a location associated with that user. Mandatory for use of Maintenance Management. Resource Manager set up and ready to use with at least one defined Role. Mandatory for use of Maintenance Management. Generic Cost Manager (CM0) and Generic Cost Sheet set up and ready to use. Optional, for use if cost roll up is necessary for work order actual labor and item costs.

117 Chapter 7: Administrative Tasks Mandatory Maintenance Management Tasks 109 MANDATORY MAINTENANCE MANAGEMENT TASKS As an Administrator, you must perform the following tasks to prepare Maintenance Management for users. Configure Access to Maintenance Management" on page 109 Set Application Properties" on page 111 CONFIGURE ACCESS TO MAINTENANCE MANAGEMENT This task has some prerequisite tasks that must be performed by the Site Administrator. The Site Administrator must, under Application Designs: Import the application Install the application in selected Companies See the Unifier Installation and Setup Guide for details. To configure access to Maintenance Management, you must: 1 Grant permission to Application Modules node 2 Create the Applications tab 3 Deploy the Maintenance Management design 4 Assign yourself Superuser permission 5 Assign permissions to other user roles 6 Upgrade the application as needed To grant access to the Application Modules node You use this node to create the Applications tab (where Maintenance Management resides) and to deploy the Maintenance Management application to make it available to users. You must first grant yourself access to the node to be able to perform further configuration tasks. 1 Navigate to Company > Access Control > Administration Mode Access > Data Structure Setup > Application Modules. 2 Add yourself as a user and assign the permission Enabled. 3 Click OK. 4 Log out of Unifier and log back in. To add the Applications tab 1 Navigate to Company > Data Structure Setup > Application Modules. Figure 7-1 Application Module 2 Choose File > Create Navigation Tab. You will receive a confirmation message that the tab has been created, however the tab will not be visible initially.

118 Chapter 7: Administrative Tasks Mandatory Maintenance Management Tasks 110 To deploy the application design 1 Navigate to Company > Data Structure Setup > Application Modules. 2 Select the Maintenance Management application design. 3 Click Deploy. 4 Log out of Unifier and log back in. To grant yourself Superuser permission 1 Navigate to Company > Access Control > User Mode Access > Application Modules > Maintenance Management > Superuser. 2 Add yourself as a user and assign the permission Enabled. 3 Click OK. 4 Log out of Unifier and log back in. The Applications tab now displays. To assign Maintenance Management roles to Unifier users The Unifier Administrator must assign Maintenance Management roles to users in order for the users to be able to perform tasks. if users do not have roles in the application, they cannot perform any tasks. Users can have more than one role, and you can extend the capabilities of one user by assigning that user to multiple roles. See Roles in Maintenance Management" on page 6 for descriptions of the user roles. 1 In Unifier Administration Mode, navigate to Company > Access Control > Application Modules > Maintenance Management. 2 The various roles are listed. Click each role and use the User Picker to add the users as needed. 3 Add the permission Enabled for each user add needed. 4 Click OK. To upgrade the application design After you upgrade to the new application design, you must then re-deploy the design. 1 Navigate to Company > Data Structure Setup > Application Modules. 2 Select the Maintenance Management application design. 3 Click Upgrade. The Update window opens. 4 Choose Maintenance Management. 5 Click Update. 6 Select the Maintenance Management application design. 7 Click Deploy. 8 Log out of Unifier and log back in.

119 Chapter 7: Administrative Tasks Mandatory Maintenance Management Tasks 111 SET APPLICATION PROPERTIES There are some properties that need to be set to make Maintenance Management fully functional. These are: Location Field of User Attribute Form Default Cost Code - Labor Default Cost Code - Inventory Default Regular Billing Rate Default Overtime Billing Rate To set the location property This property must be set to provide a default location in various records. Since Maintenance Manager depends on a location to link the service request or work order with a user, setting this property is a mandatory task. The user can select another location, if this default is not appropriate. The value that you will set must be the exact name of the Additional Attribute data element used in the User Administration attribute form to designate a location. The User Administration attribute form must be designed and imported for this setting to work. See the udesigner User Guide and the Unifier Administration Guide for details on designing and importing attribute forms. 1 In the Properties log, select Location Field of User Attribute Form, and click Open. 2 In the New Value field, enter the exact location data element name that is used on the User Administration Additional Attributes User Detail form. Verify the data element name on the form in udesigner to ensure you type in the correct data element name, including any underscores in the name. 3 Click OK. To set the default labor cost code This is the default resource cost code. The cost code you add in this property must have been previously defined in Maintenance Management. See Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20 for details. The user can select other cost codes in the forms, as long as you have defined them. 1 In the Properties log, select Default Cost Code - Labor, and click Open. 2 In the New Value field, enter the exact cost code name that is used in the Generic Cost Sheet in the Generic Cost Manager in the target shell. Verify the cost code name on the form in the Generic Cost Sheet to ensure you type in the correct cost code name, including any dashes or underscores in the name. 3 Click OK. Note: The property Default Cost Code - Resource is reserved for future use. You do not have to set this property at this time. To set the default inventory cost code This is the default work order item (inventory) cost code. The cost code you add in this property must have been previously defined in Maintenance Management. See Add Cost Codes to Track

120 Chapter 7: Administrative Tasks Mandatory Maintenance Management Tasks 112 Costs in the Generic Cost Manager" on page 20 for details. The user can select other cost codes in the forms, as long as you have defined them. 1 In the Properties log, select Default Cost Code - Inventory, and click Open. 2 In the New Value field, enter the exact cost code name that is used in the Generic Cost Sheet in the Generic Cost Manager in the target shell. Verify the cost code name on the form in the Generic Cost Sheet to ensure you type in the correct cost code name, including any dashes or underscores in the name. 3 Click OK. To set the default regular billing rate This is the default regular billing rate used for the work hours performed and recorded in the Record of Service. See Tasks Related to Work Order" on page 70 for details on working with Record of Service. This rate is multiplied by the hours worked and the total can be rolled up to the Generic Cost Sheet under Actual Resource Cost. 1 In the Properties log, select the Default Regular Billing Rate, and click Open. 2 In the New Value field, enter the default regular billing rate. 3 Click OK. To set the default overtime billing rate This is the default overtime billing rate used for the work hours performed and recorded in the Record of Service. See Tasks Related to Work Order" on page 70 for details on working with Record of Service. This rate is multiplied by the hours worked and the total can be rolled up to the Generic Cost Sheet under Actual Resource Cost. 1 In the Properties log, select the Default Overtime Billing Rate, and click Open. 2 In the New Value field, enter the default overtime billing rate. 3 Click OK.

121 Chapter 7: Administrative Tasks Optional Administrative Tasks 113 OPTIONAL ADMINISTRATIVE TASKS These tasks can be performed as needed. Import and Export Records" on page 113 Customize Notification Templates" on page 113 Create and Maintain Landing Pages" on page 113 IMPORT AND EXPORT RECORDS Records can be imported and exported using work order entity (record) CSV templates. This includes Receive transactions imported through the Material Transaction Interface. For assistance with record import and export, consult the Oracle Consulting Services team. CUSTOMIZE NOTIFICATION TEMPLATES Maintenance Management users receive notification when a service request or work order changes status. The application contains default notification templates, which contain default text such as the record name and record number. You can customize the templates to include additional text. The text you add appears below the default text in the e- mail notification that the user receives. To customize notification templates 1 In the Templates log, click New. 2 Select an template from the ID drop-down menu. 3 Enter the content. 4 Click OK. The revised template is listed in the log. CREATE AND MAINTAIN LANDING PAGES You can create a landing page for your Maintenance Management implementation. To create a landing page 1 In the Landing Page log, click New. The Landing Page editor window opens. 2 In the HTML editor window, create your page. You can use the text editing tools to add text in various fonts, justify text, and perform other editing. You can also import images. 3 Click OK to save your changes. 4 After the page is created, you can select the page in the log and click Open to edit the existing page.

122 Chapter 7: Administrative Tasks Optional Administrative Tasks 114