Create Work Order (New UI)

Objective: Gain an understanding of how to create a Work Order.

Work Order Process

Work Orders can only be created against an asset that is in an 'Active' or 'Decommissioned' state. This can be achieved by using any one of these three methods.

Creating a Work Order via the Plan Tab

The first method is to access Work Order "Create" by selecting "Maintenance" from the Navigation Sidebar, and then "Operational" from the Navigation Dropdown. It can also be accessed by clicking on the "Operational" tile on the Maintenance Dashboard.

Select "Create" within the Plan tab menu to open the Work Order Create page.

Classic View

Users can switch back to the old UI by clicking the "Classic View" button at the top.

Information

The Work Order details are automatically populated with some fields, only the Brief Description can be modified.

Brief Description: It is a free-text field to allow users to enter a brief description of the Work Order.
Created By: This field gets populated automatically with the name of the person creating the Work Order.
Created At: This field gets populated automatically with the Date and Time when Work Order is created.

Asset

Users can search for a specific Asset to be assigned to a Work Order by searching for the Asset Name or Asset ID.

Configuration

Work Type: A mandatory drop-down field to select the type of Work.
Budget Type: This field is automatically populated depending on the work type selected. All types are assigned OPEX coding whereas PJ is assigned CAPEX.
Failure: The drop-down list details for failure code are populated as a result of the FCR that is allocated to an asset category.
Cause: The drop-down list details for cause code is populated as a result of the FCR that is allocated to an asset category.
Remedy: The drop-down list details for remedy code is populated as a result of the FCR that is allocated to an asset category.
Work Group: A dropdown to select the Work Group for the Work Order, from the Work Groups that the Asset belongs to. By default, this is populated automatically with the Asset's Default Work Group.

Location

The Location panel allows the user to define the location of where the Asset or defect is located globally.

Location can be populated in two ways:

Auto-populated by the location assigned to an Asset (if it has been assigned) or;
Enter the location by typing in the location information in the search bar.

Planning

Priority: The priority is selected from a drop-down list. The priority is configured in the Admin Maintenance area and is linked to an Asset Type. This assists in generating the SLA Due Date. Note that the Priority will be blank if the Work Order was generated by a Preventative Maintenance program.
Due Date: The Service Level Agreement (SLA) due date is automatically generated after the priority has been selected.
Target Start: The Target Start date is automatically generated based on the priority when creating a Work Order from a Work Request. It can be adjusted or set by selecting the calendar button to change the date and the clock button to change the time.
Target Finish: The Target Finish date is automatically generated based on the priority, however, it is also able to be edited manually by selecting the calendar button to change the date and the clock button to change the time. This must be set after the Target Start date.
Estimated Duration (Hour): This field is manually entered based on the expected time it would take for the Work Order to be completed. The estimated duration uses hours as the Unit Type.

Execution

Schedule Start: Schedule Start is manually edited by selecting the calendar button to change the date and the clock button to change the time.
Schedule Finish: Schedule Finish is manually edited by selecting the calendar button to change the date and the clock button to change the time. This must be set after the Schedule Start date.
Actual Start: Actual Start is manually edited by selecting the calendar button to change the date and the clock button to change the time. This can be the same as Schedule Start or after the Schedule Start.
Actual Finish: Actual Finish is manually edited by selecting the calendar button to change the date and the clock button to change the time. This may or may not the be same as Schedule Finish.

Additional Info

Responsible Officer: A resource to be designated as the Responsible Officer for the Work Order, which can be entered by manually searching and selecting the name of the person. The Responsible Officer must be an active resource. This resource field requires the Resource Type of User, Contractor, Employee or Company.
Reference Number: A free-text field that can be used to store any reference number. If the Work Order was created from a Work Request, this field will be pre-populated with the Reference Number field from the Work Request.
External Id: This field is available to reference an external ID either through integration or manual input.
Source: An optional drop-down field in which users can select Public Enquiry, Routine Inspection, or Safety Inspection to record the source of the Work Order.

Work Tasks

Work Tasks are the individual tasks associated with a Work Order. Multiple Work Tasks can be added within a single Work Order by clicking the "+" add button.

A dialog box pops up as shown below.

Description: A free text field to add a description of the task.
Work Task ID: It can be any numeric value.

By clicking the "+" icon, the Add Form dialog box pops up.

Form: Users can search the published Assessment Forms which are set to the Applicable Level of 'Work Order', and select one to associate it with the Work Task. This will turn the Work Task into an Assessment Work Task.
Order: Order is used for enforcing collection order in mobility.
Min: This sets the minimum number of form results that can be collected for the chosen form. If the minimum is greater than 0, the form will be unskippable.
Max: This sets the maximum number of form results that can be collected for the chosen form. If the maximum is left as '0' when adding a Form, it will be saved as a maximum of '9999'.

Labour

By clicking the "+" icon, the Add Labour dialog box pops up.

Work Task: This is an optional field where users can select the Work Task that they have created above.
Quantity Required: It can be any numeric value.
Hours Required: It can be any numeric value.
Craft: Search and select the required Craft.

Resources

By clicking the "+" icon, the Add Resource dialog box pops up.

Labour: Users can select the Labour created in the above step via the field.
Resource: Users can select the appropriate resource from the dropdown.
Status: Users can Assign, Unassign and Complete the Work Order via the field.
Actual Start: Actual Start is manually edited by selecting the calendar button to change the date and the clock button to change the time to reflect the actual start time.
Actual Finish: Actual Finish is manually edited by selecting the calendar button to change the date and the clock button to change the time to reflect the actual finish time.
Actual Hours: Actual Hours are manually entered based on the actual time when the work order is completed. The estimated duration uses hours as the Unit Type.
Comments: It is an optional free text field used to record the comments associated with the Work Order.

Materials

This is the section where Materials are added to the Work Order. Click on "+" to open the "Add Material" window and add a new Material line.

Work Task: Select the Work Task from the Work Tasks created above.
Material: Select the material from the list.
Material Availability: A checkbox that indicates if the Material is available or not.
Planned Quantity: The expected amount of Material required.
Actual Quantity: The actual amount of the Material used.
Planned Cost: The expected cost of the required Material.
Actual Cost: The actual cost of the used Material.

Services

This section is where Services are added to the Work Order. Click on "Add Service" to open the Service window and add a new Service line.

Work Task: Select the Work Task from the Work Tasks created above.
Service Activity: An optional field to select a Service Activity, which will pre-fill the Description, Unity Type, and Planned Unit Rate fields, as configured in the Maintenance Admin module.
Description: A description of the Service. This can be pre-filled by selecting a Service Activity from the Service Activity field when adding a Service.
Purchase Order Ref: A free-text field for a purchase order reference.
Unit Type: The unit type that the Service quantity and rate is measured in. This can be pre-filled by selecting a Service Activity from the Service Activity field when adding a Service.
Planned Quantity: The planned amount of Service required.
Planned Unit Rate: The planned per-unit cost of the Service. This can be pre-filled by selecting a Service Activity from the Service Activity field when adding a Service.
Planned Cost: A calculated field that shows the planned total cost of the Service.
Actual Quantity: The actual amount of Service required.
Actual Unit Rate: The actual per-unit cost of the Service. This will populate by default with the same value as the Planned Unit Rate, but can be changed.
Actual Cost: A calculated field that shows the actual total cost of the Service.
Cost Code: It is an optional free text field to populate cost code, if applicable.
General Ledger: It is an optional free text field to capture the GL code used for integration with the Accounting system.
Contract ID: This is an optional free text field to capture the Contract ID.
Receipt ID: This is an optional free text field to capture the Receipt ID.

Assessment Forms

If any Assessment Work Tasks have been added, the associated Forms will be shown in the Assessment Forms area. Additional Forms can be added to existing Assessment Work Tasks using the plus button, and existing Forms can be edited using the pencil icon.

Saving and Progressing Work Order

Once Work Tasks, Labour, Materials, Resources and Services have been configured, the Work Order can be saved and further progressed through its workflow using this Progress Bar.

Save: Click this button to save the Work Order or to save any changes.
PREP: This is the default Work Order status but can be changed to later statuses if sufficient information and fields are populated.
WAPPR: Click this button to make the Work Order ready for approval.
APPR: Clicking this button will approve the Work Order.
RFE: Clicking this button will move the Work Order to ready for execution.
INPRG: Clicking this button will move the Work Order to in progress.
TCOMP: Clicking this button will make the Work Order technically complete.
COMP: Clicking this button will make the Work Order complete.
ASSESS: This button is used to assess/verify the Work Order completion.

Work Order Actions

Link Reference: Click this button to link another Work Order.
Link Request: Click this button to create a link between the Work Order and the Work Request.
Import From JP: Click this button to import the key tasks from a developed job plan. This will look at job plans that reference that asset type.
Print Work Order: Click this button to generate a printable version of the Work Order.
Sync Work Order: Click this button will manually sync the Work Order with the Search function.
System Connector: Click this button to launch external applications. More information can be found here: System Connector.
Create Follow-Up: Click this button to create a Follow-Up for the Work Order.
Cancel: Click this button for the Work Order to be cancelled.

Creating a Work Order linked to a Work Request

The second method for creating a work order is via the "Actions" button within an open Work Request after the Work Request has been Approved. This will display the options menu seen below.

Selecting the "Create New Work Order" button loads a new Create Work Order screen with data automatically populated from the Work Request.

Creating a Work Order via the Data Exchange

The third method is available to Maintenance Admin users, who can use Data Exchange to import Work Orders.

Select the Module as "Maintenance" and Category as "Create Work Order". Download the template file and populate the fields with relevant data.

Once complete, select the updated "Create Work Order" template to be imported.

Further information regarding the "Import Wizard" can be found here.

NOTE Data Exchange imports for Work Orders will only allow one value to be entered per Task field, Labour field, Materials field, and Services field. However, once imported into the system, users are able to add additional values for any fields through the Work Order UI.

Work Order Resource Type Requirements

Resource fields within Work Orders have restrictions on which resources can be selected for these fields based on the Resource Type. For example, when populating the Responsible Officer field, only Resources that have the Resource Type of Contractor, Employee, or Company, or are linked to a User will be valid options. These Resource Type restrictions apply when Resource fields are populated manually or populated using the Assetic REST API.

Organisations can use Data Exchange to update existing Resources with the Types needed in order to ensure Resources are compatible with appropriate fields. Additional information on updating resources in bulk via the Data Exchange can be found here.

A table detailing which Resource Types are usable by which Work Order Resource fields is included below.

Work Order Fields	Resource Type
Work Order Fields	User	Team	Customer	Contractor	Employee	Company	None
Requester	Y				Y
Responsible Officer	Y			Y	Y	Y