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| 9. Maintenance Work Orders |
| Goal |
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| Capturing Daily Activity |
Having a Planned Maintenance schedule is one of the most important parts of setting up your maintenance management system. It is also important to track what activity is happening on a daily basis. One of the reasons for this is that a seemingly insignificant fault can be occurring very frequently and you may not be aware of its existence until a record is logged of how often it needs fixing. The cost of replacing the faulty equipment may be much cheaper than repairing it after an analysis of the actual repair cost is added up.
There are several ways to create a work order.
- From Workmate Explorer you can highlight an Asset, right click and choose Create Work Order from the pop up menu.
- From the Workmate Control Centre you can press the Create Work Order button. With this option depending on your logon code you will open either the Job Maintenance screen (shown), Quick Work Order screen or Work Order Wizard.
- From the main menu bar choose Application/Work Order Wizard.
- From the Activity Transactions window choose the Quick Work Order button.
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| The Work Order Wizard is very self explanatory, so all you need to do in this case is choose Application/Work Order Wizard from the main menu bar and the rest will follow with ease.
When using Workmate Explorer or the Work Order Wizard, Workmate will automatically fill in the Location Id and Asset Id for you. All you will need to do is either choose a template or fill in the details on the screen.
The Work Order # is computer generated and reverse date stamped. e.g. 000228/006. The number shown is the sixth Work Order entered on 28th February 2000. It has been designed this way so Work Order history searches can be easily accomplished for searches by year, year/month, and year/month/day as required |
| Date Entry |
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Today's date will be defaulted in this field. There are two ways of editing this date:
- Type over
- Calendar
Simply type the day, month and year as shown:
Type: 280200 and 28/02/00 will be displayed.
Workmate will fill in the spaces for you. |
| Finish Work Order in |
Workmate will automatically calculate a finish date for the Work Order when you type in the number of days you want the Work Order to take in the Finish Work Order in: field.
When you enter a duration in (number of days) in this field the date the Work Order should be completed will be displayed in the Complete by field. |
| Entered By |
| This is a free text field for entering the initials of who ever made the Work Order entry. It can also be used to identify the person who informed you of the fault or requested that some action be taken. |
| Estimated Duration |
This is an optional field, and is an indicator of how much time you are allocating to programmed Work Orders for the month.
Enter the number of hours you expect the Work Order to take, and press the Tab key to the next field. |
| Priority |
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Your system will have been loaded with a set of priority codes, that were determined when Workmate was set up. Click on the drop-down list box arrow, or use the Down, and Up arrows to select a code.
To edit this list: from the Main tool bar choose Applications / Reference Codes / Priorities. |
| Work Order/Job Group |
The Work Order/Job Group code can be used in several ways, depending on your requirements, and enables you to identify or allocate work to groups by various pre-determined codes.
To edit this list: from the Main tool bar choose Applications / Reference Codes / Job Groups. |
| Reason |
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This field is for identifying the problem that caused fault. It could be any one of the displayed codes, or one that suites your operation. This field can be edited, or added to by accessing it from Applications / Reference Codes / Reason Types on the Menu Bar.
The purpose of tracking a reason type against a Work Order is to identify if there are any recurring faults that can be tracked down to a common cause. |
| Repair |
| This field is for categorising the type of repair that was carried out. In most cases the type of repair will not be known until the work has been completed. |
| Reference |
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| You may also wish to simply reference documents to a Work Order for your own purposes. Achieve this with the Ref field. It is like the Entered By field as it is a free form text field. |
| Request By |
| Work Orders can be requested by individuals or departments. The normal setting is Req. by Department (Supplier). |
| Charge To |
For all Work Orders, there must be some internal department, contractor or individual who is must be charged. Enter the appropriate code. |
| Responsibility |
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| For all Work Orders, there must be some internal department, contractor or individual who is responsible. Enter the appropriate code. |
| Notes |
| If you want to add more detailed instructions to the Work Order, we have provided a Notes function. Simply click on the Notes tab on the Work Order Setup screen and the following Notes screen will be displayed This is a free form text field. notes of any variety can be entered here, and will be displayed with a Work Order sheet when printed. |
| Procedures |
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The Procedures function allows you to associate Policy/ Procedures to the Work Order and be printed onto the Work Order sheet automatically. To access Procedures function simply press Procedures tab on Work Order Setup Screen and the following Procedures screen will be displayed.
To assign a Procedure to a Work Order, select it from the left hand column and drag it across to the right hand column and place it under procedures. It is possible to associate all Procedures under a Policy group to a Work Order by selecting a Policy from the left hand column and dragging it across to the right hand column.
If you selected a template that had procedures attached to it, those procedures will automatically be attached to the new work order you just created.
For more information regarding setting up Policies and Procedures refer to Policy/Procedures section of the Tour. |
Quick Work Order |
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The Quick Work Order function allows you to create and close a work order at the same time. This is useful when you are doing work on the fly and do not want to go through the process of creating, printing, issuing and returning the work sheet to be signed off.
It takes little more than a minute to complete a work order using this feature. You will be able to save hours of time and enable you to capture all the 'odd bits' of work that is important to collect and could potentially be lost if there was no easy way to collect it. |
| Summary |
| You should be able to create a work order using Workmate Explorer or the Work Order Wizard (self explanatory) and also using the Job Maintenance window and Quick Work Order from the Activity Transaction window. |
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