Basic concepts about generating a work order (WO)

Generating work orders is an automatic process that takes place when the user presses the Generate Work Orders command.

To do this, you must first select the jobs or activities that you want to include in a work order. By works should be understood routine maintenance activities previously registered in a plan of equipment-linked maintenance I Non-routine work previously registered.

Before generating a TO for a non-routine job (eg corrective), it must be registered in the Non-routine jobs module. Before generating a TO of a routine job, it is necessary to create a maintenance plan and link the plan with at least one piece of equipment or location.

When Generating Work Orders, the PM includes the selected jobs in a work order and generates a consecutive folio number for the work order. The folio number allows you to track each work order generated.

Once the work orders have been generated, the administration, control, updating and monitoring of the generated work orders is carried out in the Work Orders module.

Due to versatility and ease for the user, there are different routes for generating work orders. The Option 1 It is the usual recommended process, however, there are situations in which it is more convenient and easier to take alternative routes.

Routes for the Generation of Work Orders
STEP 1 STEP 2 STEP 3 STEP 4
Option 1 (Recommended)
In the main menu select:

Jobs waiting to generate a work order

Sample ALL EQUIPMENT AND LOCATIONS with routine and non-routine activities that must be performed in the period. Similarly, it shows all the activities that must be carried out in the period to each of the equipment or properties shown.

Select activities and press Generate WO

(Use the filter tool to show only activities that meet a certain condition)

Option 2
In the main menu select:

Equipment

Displays the equipment catalog.

Select the equipment to which you want to generate an WO.

(Use the filter tool to help you make equipment selection)

In the submenu select:

Jobs waiting to generate WO

It shows THE SELECTED EQUIPMENT and the routine and non-routine activities that must be performed on said equipment in the period.

Select the activities and press the tool Generate WO.
Option 3
In the main menu select:

Locations / Properties

Displays the catalog of locations.

Select the locations to which you want to generalize a TO.

(Use the filter tool to help you make the selection of locations)

In the submenu select:

Jobs waiting to generate WO

Shows SELECTED LOCATIONS and routine and non-routine activities to be performed at those locations in the period.

Select the activities and press the tool Generate WO.
Option 4
In the main menu select:

Routine maintenance next

It shows the date of the next maintenance of ALL ROUTINE MAINTENANCE ACTIVITIES, as well as its status, either on time or late.

Select a team, location, or activity. In the submenu select:

Generate WO of activities you want to do today

Select the activities you want to include in a work order and press Next.
Option 5 (For new non-routine jobs)
In the main menu select:

Non-routine work

If you still do not register non-routine work, proceed to register it and follow the instructions on the screen.

At the end of the process, the software will ask if you want to generate a work order at that time.

Option 6 (For non-routine jobs previously registered and not yet included in a WO)
In the main menu select:

Non-routine work

Displays the list of all previously registered non-routine jobs.

Select the non-routine job for which you want to generate a TO.

(Use the filter tools to show only overdue jobs not yet included in an OT)

In the submenu select:

Generate WO of activities you want to do today

Follow the instructions on the screen.

WO period (work order)

In Work Orders configuration options, the user can set the type of period with which they want to generate their work orders.
Normally the period type is a system parameter that must be kept fixed, however, it can be modified at any time at the administrator's discretion.
It is suggested to start the implementation by establishing the period with weekly cut-off and later, according to the user's needs, you can modify the period of time.

Daily cut - The generation of work orders is carried out on a daily basis, as well as the updating of work carried out and closing them.

Weekly cut (Recommended) - The generation of work orders is carried out once a week and they contain all the activities that must be carried out during the week. At the end or during the week, the work carried out is updated in the MP.

Monthly cut - The generation of work orders is carried out once a month and they contain all the activities that must be carried out in the month. At the end or in the course of the month, the works carried out are updated in the MP.

Generate WO from the Jobs module waiting to generate a Work Order

This module presents all the routine and non-routine tasks that must be carried out during the period of time. For the automatic generation of work orders for all the jobs to be carried out, we recommend accessing this module.

The MP automatically calculates the date of the upcoming maintenance of each activity, based on the frequency with which the activity must be carried out and the date it was last carried out.

NEXT ROUTINE MAINTENANCE

Example:

PART ACTIVITY DATE OF LAST MAINTENANCE FREQUENCY DATE OF NEXT MAINTENANCE
(Calculated by the MP)
MOTOR / BELT AND PULLEYS CHECK, TENSION AND ALIGN April 17 2015 Every 6 months 17 October 2015

In the module Jobs waiting to generate a Work Order, a list is presented with all the activities whose date of the next maintenance coincides with the current period, that is, on the current day, week or month. Similarly, the activities whose maintenance is governed by readings are presented in the list, when the estimated date of completion coincides with the period, based on the latest read usage loggedand    estimated average monthly usage.

In the list, both routine activities and non-routine activities scheduled to be carried out in the period.

In this window, the user will be able to select the activities that he wishes to include and generate his work order so that they are physically attended by maintenance personnel.

It is worth mentioning that the list will not show activities of equipment or locations that are out of service during the period.

Select jobs and generate WO (work order)

To generate a work order, the user must first select the activities whose next maintenance date coincides with the current period and want to include it in a work order. Once selected, just press the tool  Generate WO for the MP to generate a work order with a consecutive folio number.

When generating their work order, the selected activities no longer appear in the list of Jobs waiting to generate a work order and its control, administration and monitoring passes from that moment to the module of Work orders.

Once the corresponding work orders have been generated and all activities are included in their corresponding work order, the list of Jobs waiting to generate a work order will remain empty, since all the activities to be attended in the period of time will be contained in one or more work orders. 

Therefore, it will be the responsibility of the maintenance administrator to enter the module Jobs waiting to generate a work orderat least once at the beginning of the period and generate the corresponding work orders for the jobs that are presented in the list.

If for any reason you do not want to generate a work order for certain activities that are presented in the list, you can choose to postpone the date of its completion. Once all the work orders of the period are generated, the maintenance administrator will be able to focus on its administration and monitoring in the module Work orders.

Use the filter tools to generate OTs grouped by specialty.

Use the filter tools to mark and generate the TOs of activities that must be attended with higher priority.

La filter toolallows you to filter the list of activities to choose from among the entire list of activities that must be attended, for example those that, in the opinion of the maintenance administrator, should be attended with higher priority, depending on their delay, priority of the activity, etc. Other example of the functionality of the filter tool could be to filter by a certain specialty of the activity and generate work orders grouped by them. 

Fast forward or postpone activities

When the administrator requires to change the date of completion of maintenance activities, whether to advance or delay activities for any reason, he can do so in the module Jobs waiting to generate an OT.

To postpone the activities, the administrator must select the activities that he requires to be carried out at another time, and once selected press the tool Postpone activity to the next period. The selected activities will be removed from the list of Jobs waiting to generate a work order and will be displayed again when you start the next period.

In case the user needs to modify the maintenance date to a specific day, they can do it with the tool Advance / postpone activity. By using this tool you can change jobs to a specific date that you require them to be done. In this way the activities will be eliminated from the list, until the new scheduled date.

When the date of completion of an activity is manually postponed, the MP allows the reason for the change in the schedule to be registered, which can be consulted at any time.

Within the Upcoming routine maintenance module you can Advance or postpone the activities of all equipment or buildings with a linked maintenance plan.

In the "Advance / Postpone activities" window, the PM enables multiple editing of the dates and readings of the activities of the previously selected equipment. This allows you to select multiple cells and Assign the same value whether they are dates or readings.

If you need to postpone the date of the activity an exact number of days use the tool Advance / Postpone a number of days.

Calculation of the duration of the work, assignment of responsible and distribution of workloads

In the module Jobs waiting to generate a work order the administrator selects the activities that he wants to include in a work order. The tool check duration calculates the time it will take to carry out the activities based on the estimated time previously recorded in the maintenance plan, allowing you to manage the estimated duration of the WO prior to its creation.

When creating the work order, the PM allows us  to assign a managerto perform said WO. This tool shows the catalog of Workforce and Service Providers, from which the user can choose the person in charge. 

At the time of assign managers to work orders, the PM presents a graph that indicates the number and duration of work orders assigned to each manager or external service provider, thus helping with the distribution of workloads.

Generate WO from the Next routine maintenance module

From this module, we can generate work orders for any routine work, regardless of whether or not its scheduled date coincides with the current period.

The functionality of the MP allows us to generate work orders for activities that your next maintenance does not correspond to the current period of time. That is, you can generate a work order for any upcoming maintenance activity of any equipment or property whenever you want. The administrator can generate these work orders from the module Upcoming routine maintenance.

When opening the module, a list of all the equipment and buildings with a linked maintenance plan is observed. Here you can see the scheduled date to perform each of the activities that make up the maintenance.

To generate a work order, use the Generate WO tool for the activities to be carried out today located in the Submenu.

A list of all equipment and buildings will be displayed along with upcoming maintenance activities that are not on a work order. From the above list, the user must select the jobs that they want to be carried out at this time and included in a work order. The above will generate a work order whose administration will go to the work orders module.

Record routine activities performed without WO

When an activity was performed without first being within a work order, the user can record these activities as performed in the PM. In this way, if the maintenance personnel carried out an activity for which an WO was not previously generated, when registering it as carried out, the MP will calculate its next maintenance from this date according to its maintenance plan.

To register an activity as carried out, the user must enter the module of Upcoming routinary maintenance. When you open the module, you will see a list of all the equipment and buildings with a linked maintenance plan. You must use the tool Register activities carried out without WO located in the Submenu and select those already carried out from the list of jobs.

The above will generate a work order with consecutive folio in which all the activities within this order will be marked as already carried out. The administration of this work order will go to the Work Orders module.

Generate WO from the Non-routine Jobs module

From this module, we can generate the work order of any previously registered non-routine work, regardless of whether or not its scheduled date coincides with the current period.

When registering a job for a non-routine maintenance job, the PM gives the option to create the work order at that time.

If when adding or registering a non-routine work you decided not to create your work order at that time, from the module's Submenu Non-routine work, it is possible to generate the work order of any of the jobs that are registered in said module, regardless of its scheduled date.

Modify the scheduled date to perform non-routine work

From the module Non-routine work We can modify the scheduled date to perform the work, as long as it is not on a work order.

Record non-routine work done without WO

In practice, it is common for some jobs due to haste or any other situation to be carried out without a previous work order. For historical control of these jobs, the PM allows to record non-routine jobs that were performed without a WO. Or, if the job was already registered and was done without first generating a WO, from the module's Submenu Non-routine work there is the action of indicating that the work was done without a WO. In these cases, the MP generates a work order with a consecutive folio number and marks it as completed, thus allowing the consultation of all the work performed. 

Generate WO from the equipment and locations module

Another way to generate work orders is through modules Equipment  and Locations / real estate.

This route is the recommended option when we want to generate work orders for a specific equipment or a selection of them since we can take advantage of all the filter options that this module offers to locate and select the equipments whose work orders we want to generate.

When generating work orders from the module EquipmentIt will be easy to select the one that meets a certain condition, for example location, and generate a work order that contains all the work that must be performed during that period of time to the the equipment in that location.

Select one or more equipment from the Equipment catalog and then use the action Jobs waiting to generate a work orderfrom the submenu of that module. Below is a list of the activities of the selected equipment that must be carried out in the period. Select the activities you want to include in a work order and press the tool  Generate WO.

The PM allows multiple selected equipments to be included in the same work order, if desired.

Equipment and locations out of service

The PM allows the temporary suspension of the routine maintenance work schedule for the out of service equipment and locations.

By marking equipment or locations out of service, time is frozen for them. That is, the upcoming maintenance dates that were initially scheduled, the MP recalculates them, moving them a period of time equal to the time they will be out of service.

To set one or more equipment out of service, select the desired equipment (s) in the module Equipment and then select the action from the submenu Equipment out of service.

In the window Establish or modify the status of equipment out of service select an equipment and click the tool Add (put) equipment out of service. Indicate the period that the equipment will be out of service and click OK. If the equipment has activities controlled by readings, it will be necessary to update readings.

You will not be able to take the equipment out of service if there are equipment activities included in an open WO, or if the equipment has not been linked to a maintenance plan.

To put locations out of service the procedure is the same but from the Locations / properties.

Assign responsible to a work order

In the module Work orders You can assign and / or modify the person responsible for one or multiple work orders. For this you must select the work orders from the list and select the tool Assign Responsible from the submenu.

Responsible is the person in charge of each work order. On many occasions, the person in charge is the same person who physically performs the work, however, this may not always be the case.

In the module WorkforceWe can set up a workforce catalog where the name and specialty of all maintenance personnel are registered, including those who are in charge. When we assign a manager to one or more work orders, the PM totals the estimated time to perform the jobs contained in each work order and accumulates it to the assigned manager. This allows to know graphically the distribution of the duration of the work orders assigned to the personnel, helping the maintenance administrator to balance the workloads. In the same way, we will be able to know the number of open WO assigned to each of them when assigning the jobs. 

ASSIGN RESPONSIBLE TO A WORK ORDER

To assign a manager, the work order must be open.

However, the PM allows you to keep track of the time of maintenance personnel invested in the different work orders. In the module Workforce log the user can manually record the time invested by the different people who took part in each work order, so that for the same work order, we can register the participation of different people.

In the module Information Analysis, we will be able to obtain graphs referring to the time worked or reported by the maintenance personnel in a determined period.

To simplify the registration of the labor consumed, there is the option to automatically generate the consumption of the person in charge assigned to the WO at the time of closing it, based on the estimated times of the different activities contained in the WO. If you want to automatically generate the time consumption of the assigned manager, go to configuration options and check the corresponding box.

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