Defining regular work order headers

Specify work order header information on the Record View tab of the Work Orders page.

Note: To create an editable copy of the record that contains the same base data, right-click on the Record View tab, and then choose Copy Record.

You may also associate inspection routes to work orders from the Work Orders page.

Note: The form contains collapsible sections.
  1. Select Work > Work Orders.
  2. Click New Record.
  3. Specify this information:
    Organization
    Specify the organization to which the work order belongs if you use multi-organization security.
    Work Order
    Specify a description of the work needed in the adjacent field. A work order number is assigned after you save the record.
    Equipment
    Specify the equipment on which to perform the work.
    Note:  Safety is selected if it is selected on the Location record.

    Multiple Equipment is selected if you add additional equipment to the work order and it is protected.

    Type
    Choose one of the following options:
    Type Description
    Breakdown Select to create a work order in response to an equipment breakdown or failure.
    Calibration Select to create a calibration work order.
    PM Select to create a preventive maintenance work order.
    Repairable Spare Select to create a work order for repairable spare parts. If you are creating a work order for repairable spare parts, you must also add the parts to repair on the Repair Parts tab.
    Standard WO Select to create a standard work order.
    Note: The previously listed work order types are standard types in the system. You can also create user-defined work order types.
    Department
    Specify the department.
    Print
    Select to print the work order when work orders are batch printed.
    Note: Once the work order is printed, Printed is automatically selected and Print is cleared.
    Status
    Select one of the following options:
    Released
    Select to create a work order.
    Work request
    Select to create a work request.
    Note:  If you select a Status of Work request, the work request must be approved and assigned a status of Released before defining activities, scheduling labor, booking labor, etc.
    Safety
    Select if this work requires special safety precautions.
    Warranty
    Select if the equipment is under manufacturer warranty.
    Dependent
    Select to keep the work order open until all child work orders are completed.
  4. Specify this Linear Reference Details information:
    From Point
    Specify the point on the linear equipment record from which to perform the work order.
    Ref. Description
    Specify a description of the From Point.
    Geographical Ref.
    Specify a geographical reference for the From Point.
    To Point
    Specify the point on the linear equipment record to which to perform the work order.
    Ref. Description
    Specify a description of the To Point.
    Geographical Ref.
    Specify a geographical reference for the To Point.
    Inspection Direction
    Specify the direction in which to begin the inspection on the linear equipment.
    Flow
    Specify the direction in which the travel flows along the linear equipment, e.g., cars traveling on the linear equipment record for Highway 185 are traveling in the North-South flow direction.
  5. Specify this Production Details information:
    Production Priority
    Specify the priority of production for the work order.
  6. Specify this Work Order Details information:
    Location
    Specify the location of the work to be completed.
    Class
    Specify the class of the work order.
    Problem Code
    Specify the code to identify the type of problem.
    Parent Work Order
    Specify the code identifying the parent work order for the work order. These fields are automatically populated:

    Criticality identifies the equipment in the work request. Criticality is only populated if you selected an Equipment for which a criticality code is linked, and it is protected.

    PM Code identifies the PM work order from which the work order was generated. PM Code is only populated if the work order was generated from a PM work order.

    CN Number indicates the change notice number of the equipment on the work order.

    Scheduling Session indicates the MS Project planning session associated with the equipment on the work order.

    Customer indicates the asset management customer associated with the equipment on the work order.

    Property indicates the asset management property associated with the equipment on the work order.

    Caller Name indicates the name of the person who called in to report the problem.

    Reject Reason indicates the reason that the work order was rejected.

    Reopened is automatically selected if the work order is closed and then reopened.

    Standard WO
    Specify the standard work order if it has been stored in the system library. The standard work order activities are copied to the current work order. If the standard work order is a template, child work orders are created as defined on the standard work order.
    Priority
    Specify the priority of the work order.
    Cost Code
    Specify the cost code of the work order.
    Target Value
    Specify the estimated maximum cost for the work order.
    Failure Code
    Specify the cause of failure for the equipment.
    Action Code
    Specify the action taken to resolve the problem.
    Cause Code
    Specify the cause code identifying the cause of the problem. The following fields are automatically populated:

    Route identifies the inspection route of which the equipment is a part.

    Inspection Status indicates the current status of the inspection route of which the equipment is a part.

    Downtime Cost
    Specify the cost that resulted from the equipment being out of operation due to failure.
    Downtime Hours
    Specify the number of hours that the equipment was out of operation due to failure. The following fields are automatically populated:

    Last Meter Reading is populated with the value of the last meter reading and the unit of measure of the reading in the adjacent field.

    Trigger Event indicates the MS Project planning session associated with the equipment on the work order.

    Customer Contract is automatically populated if there is a contract associated with the work order or if customer charges have been calculated using the asset management services module.

    Original PM Due Date is automatically populated if the work order originated from a PM.

    Note: If applicable, Customer Contract is populated from a project, equipment, and location associated with the work order. It is first determines whether the work order is associated with a customer contract; then checks for customer contracts associated with a project that is associated with the work order (including child projects); then for the equipment of the work order (and child equipment); and finally for the location of the work order (and child locations).
  7. Specify this Call Center Details information:
    Equipment Usability
    Specify the code identifying the equipment's usability factor.
    Temporary Fix Promise Date
    Specify the date the work will be fixed temporarily, if a date was promised to the customer.
    Provider
    Specify the provider.
    Service Category
    Specify the service category.
    Permanent Fix Promise Date
    Specify the date the work will be fixed permanently, if a date was promised to the customer.
    Temporary Fix Date Completed
    Specify the date the temporary fix was completed.
    Service Problem Code
    Specify the service problem code.
    Work Address
    Specify the address or intersection where work is requested.
  8. Specify this Activity information:
    Activity
    Specify a value if you want to create a new activity to associate with the work order.
    Trade
    Specify the trade required to perform the activity.
    Note: If you enter a Trade, Estimated Hours, or People Required in the Activity section of the page, an activity will automatically be created for this work order.

    An activity record can be deleted when you remove the Trade value.

    Task Plan
    Specify the task plan code for the activity.
    Material List
    Specify the material list code for the material list containing the parts needed for the work order.
    Estimated Hours
    Specify the estimated number of hours required to complete the activity. Hours Remaining is automatically populated with the estimated number of hours remaining for the activity. You may update this field at any time during the life cycle of the work order.
    Activity Start Date
    Activity End Date
    Specify the starting and ending dates for the activity associated with the work order.
    People Required
    Specify the number of people required to perform the activity.
  9. Specify this Scheduling information:
    Reported By
    Specify the employee requesting the work.
    Date Reported
    Specify the date and time that the problem was reported.
    Note: If the BOOKDATE installation parameter is set to ON, you are not allowed to book hours for labor for a date that is earlier than the Date Reported. If BOOKDATE is set to OFF, then you can book hours without any date restrictions related to the Date Reported.

    See the following for a list of constraints related to booking hours:

    • It is verified that Date Worked is not less than Date Reported for the work order.
    • It is verified that Date Worked is less than or equal to Date Completed (if populated) for the work order.
    • It is verified that Date Worked is not greater than the current system date and time.
    • It is also verified whether Date Worked is within the date range defined by Scheduled Start Date and Scheduled End Date on the work order activity.
    Assigned By
    Specify the supervisor who assigned the work order.
    Assigned To
    Specify the person responsible for the work order.
    Sched. Start Date
    Sched. End Date
    Specify the starting and ending dates for the work order.
    Req. Start Date
    Req. End Date
    Specify the requested starting and ending dates for the work order.
    Start Date
    Specify the actual date on which the work order is started.
    Date Completed
    Specify the actual date on which the work order is completed.
    Shift
    Specify the shift during which the work is requested to be performed.
    Project-Budget
    Specify the project and the project budget to associate with the work order.
    Note: You cannot select a frozen project/budget.
    Service Request
    If populated, the value displayed for Service Request is a hyperlink to the service request associated with the work order. Click the number to view the associated service request.
  10. Click Save Record.
    Note: To view a GIS map and associate it with the work order, right-click on the form, and then choose View GIS Map.

    If the work order is for a linear equipment record integrated with GIS, right-click, and then choose View GIS Map to adjust From Point or To Point via the work order’s map.

    To create a customer invoice for the work order (for a asset management services customer contract), right-click, and then select Create Customer Invoice. All customer charges for the work order that are associated with the customer contract are calculated, and a customer invoice record is generated.

    To create a standard work order from any general work order for easy duplication, right-click on any existing work order, and then click Create Standard WO. The Create Standard WO pop-up window is displayed. Specify New Standard WO, and then specify a description for the new standard work order. Specify Organization, and then click Submit.

    To view the progress of a work order, right-click on the form, and then choose Event Log.

    To create a warranty claim for the work order, right-click, and then select Create Warranty Claim.

    To create a production request with an Unfinished Status, specify Work Order and Production Priority, and right-click on the form, and then choose Create Production Request. A production request with an Unfinished Status is created.

    To create a production request with an Approved Status, specify Work Order and Production Priority, and right-click on the form, and then choose Create Production Order. A production request with an ApprovedStatus is created. ERP retrieves the production request.

Parent topic: Creating regular work orders