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How To Create & Execute Multi-Asset Work Order
for ARS - A EquipmentIn AssetWorks
August 2019
Overview
Provides Detailed Instructions
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TABLE OF CONTENTSDescription Page No.
AssetWorks - General Information 3Where Can I Find The AssetWorks (AW) System? 4SNOW Service Request Ticket 5How Do I Change My Password in AssetWorks? 6Where Do I Start When Creating A Multi-Asset Work Order? 7Overview of Work Mmgt Portal 8Data Field Info 9-13Overview of the Multi-Asset Work Order Screen 14-17Creating A Parent Work Order For Multi-Assets 18-20Overview Parent Work Order 21-23How to Add Child Assets To Parent Work Order 24-26Searching with a Filter 27-34Adding Child Assets 35-41Create Filters for Work Order Summary Work Mgmt Home Page 42-43How To Change the Child Assets Assigned to a Parent WO 44-46How to Edit your Work Order Table For Multi-Asset Work Orders 47-48How To Post Labor Hours To A Child Work Order 49-61How To Transfer and Post Parts To A Multi-Asset Work Order 62-68Overview – Post Parts to a Work Order 69-75Post Parts To Work Order Errors 76-79Adding Attributes 80-85How to Finish and Close A Multi-Asset Work Order 86-88Work Order Assignment Button 89-93Multi Asset Workflow 94-95
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AssetWorks – General InformationWhat is AssetWorksAssetWorks is an Asset Management system that captures information about an asset. Assets include tagged equipment A-G, facility land and buildings. Work order repairs and inspections are submitted against the assets to validate operational costs and benchmark replacements.
AssetWorks Servers - TEST vs PRODUCTION -- ** Please make sure you are in the correct Server **TEST SERVER – Use this server when you are in training or testing. DOTnet it says AssetWorks – TEST. PRODUCTION SERVER. – Use this server once you GO LIVE and actively using the system. The data content is the actual data. DOTnet it says, AssetWorks-PRODUCTION.
How will I know what server I am in? When you log into AssetWorks, the home page you will see in red text, TEST or PRODUCTION.
Logging into AssetWorks – With Single Sign On (SSO)You have 2 options to sign into AssetWorks for both Test and Production Servers from the DOTnet site.
1- With Single Sign On - With Single Sign On log in will allow you click on the AssetWorks link this will use your credentials from when you logged into your pc. This can only be used if SSO is working. It is a good idea to sign in without SSO just in case SSO is not working. Then you can get into AssetWorks anytime.2 –Without Single Sign On -Without Single Sign On will require you to sign in using your DOT userid and password would be “password1”. It will not ask you to change your password. How to change your password information is included in this training manual. If you log in with Google, it will ask you if you want to save your password. It is recommended you sign into Without SSO sometime. Then you have a way to get into AssetWorks if SSO is not working.
Training InformationPowerPoint presentation and Audio and Video Presentation – optional. If you feel this would be helpful, please request this option on a SNOW ticket.
Where can I find Training Manuals and Videos?If you want to see a list of all training information, you have 2 ways to find this. 1- If you are in AssetWorks, go to the AssetWorks Homepage, then go to the Quick Links section and click on the link that says, AssetWorks Training Manuals 2- DOTnet homepage, in the center of the page, you will see AssetWorks. Click on this and it will take you to the same website.
Help Desk Ticket- in Quick Links SectionIf you have any questions or issues in AssetWorks (AW), please submit a IDOT Help Desk service ticket (SNOW) in the Quick Links section located on the Home page. Issues would include having trouble logging in or anything else system related.Your request ticket will be forwarded to the Office of Budget and Business System to help you. In the section labeled, “Please describe your issue in a few words ” type in AssetWorks - explain what you need help with.
Missing PortalsIf you need to do other functions in AssetWorks and do not see where this can be done. You may need other portals. You can submit a Service Ticket by clicking on the Quick Link named Help Desk Ticket Requests for AssetWorks located on the Home Portal. In the field named, “Please Describe the Issue in a few words” please start with AssetWorks – Need to do……. add additional Portal(s).
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Where Can I Find The AssetWorks (AW) System?
Click on your internet browser. This could be Internet Explorer or Google Chrome . It is recommended that you use Chrome, Internet Explorer may not be supported in the future.
You have 2 Options to find AssetWorks information:1. DOTnet- intranet2. DOT Website- internet. You can click on the AssetWorks
Icon on your desktop- or the AssetWorks located in center of the page.
Option 1 - DOTnet URL Address to log into the system.If your homepage is not the DOTnet site, navigate to DOTnet site using this address http://dotnet/
On the DOTnet site, go to the left blue margin.See the following options to log into AW. • PRODUCTION with SSO• PRODUCTION without SSO• TEST with SSO• TEST without SSO
If you do not see AssetWorks Option 1, click the F5 button and the ‘+’ button on your keyboard, this will clear out your cache. Then these log in types should appear.
Option 2 - AW icon will be sent to your desktop. This will take you to training materials. Here is the DOT AW Website URL address: https://iowadot.gov/assetworks
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What is Single Sign On (SSO)• If you click on the with Single Sign On (SSO) this will
automatically log into AssetWorks.
• If you click on the without Single Sign On (SSO) you will need to type in your IDOT User ID and password1 to log in. You can then change your password.
Log into AW
Training Materials
SNOW Service Request Ticket
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If you have problems logging into AssetWorks please submit a Service Ticket in Service Now (SNOW)• If you have any questions or issues in the AssetWorks (AW) system, please submit a Service Ticket SNOW. Your ticket will be
forwarded to the appropriate office.
Where do I find SNOW?
You have 2 Options to find SNOW:
1. Here is the URL to the SNOW systemhttps://iowadot.service-now.com/itsm
2. On the AssetWorks Home page, go to the Quick Links section located in the left margin.
To submit a Service Ticket for AssetWorks, click on the Quick Link named Help Desk Ticket Requests for AssetWorks located on theHome portal. In the field named, “Please Describe the Issue in a few words” please start with AssetWorks – then provide what you need help with. For Example, AssetWorks- cannot log in.
If you selected Single Sign On (SSO) without you will need to type in your IDOT User ID and password1 to log in. Once you login you will need to change your password by clicking on your User ID, located in the upper right corner.
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How Do I Change My Password In AssetWorks?
Once you click on your User ID, this box will appear. Click Change Password.
Old Password- Type in password1. Click the tab button, this will take you to the next field.New Password and Confirm New Password – You can use any password. This does not need to be the same password you use on your computer.
Once you are done, Click Change Password. You will get a green bar that says, Password changed. Click here to return to the login page. If it seems to take time for the green bar to appear. It may have changed and not taken you back to the AssetWorks Home page.
If you are not taken back to the home screen click the back button in the upper left by Http://address..., this will take you back to the AssetWorks Home page. To see if it worked, type in your userid and new password. If your password did not change, repeat change password steps again.
Where Do I Start When Creating A Multi-Asset Work Order?
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After logging into AssetWorks, click on the Work Mgmt Portal.
The screen will appear. The Current Working Location should be the location you work at.
Note:If the Current Working Location is not correct when you log into Work Mgmt, this can be changed by submitting a SNOW ticket.
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Overview of the Work Mgmt PortalsYou will see sections in boxes on the Work Mgmt home page. These boxes are called gadgets. Asset Search Gadget - Allows to search for an asset by typing it in and clicking Go, or clicking on the search button. Go To Work Order Gadget - Allows you to search for a Work Order if you know the #. Work Order #’s are set up by location creating the Work Order, Fiscal Year and the sequential No. Work Order Summary – Allows you to see how many Work Orders are at Open or Finished status. You can also create filters if you want more information about these Open or Finished Work Orders. This will be explained later. Work Orders – Provides information for each Work Order Created. You can rearrange or hide columns. Change Requests - Provides information for any requests changes.
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Data Field Info
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Object and Function Codes used - Multi-Asset Work Order
Below is a list of Object and Functions used for Ames Repair Shop Work Orders.
OBJECT CODES FUNCTION CODES
402 External Labor 010 Administration
574 Signs and Markers 044 Purchasing
581 Electrical Supplies 045 Disposal (Equipment and Materials)
582 Hardware 638 Hand Mowing
589 Safety Supplies 678 Abrasives and Chemicals
594 Steel and Other Metals 681 Other Snow and Ice Activities
615 Readying Equipment for Auction 702 Automatic Traffic Recorders
634 Power System – Hydraulic 801 A Equipment (Self-Propelled)
638 Other Equipment – Miscellaneous 802 B Equipment (Non-Self-Propelled)
639 Other Equipment – Snow Removal
701 A Equipment
702 B Equipment
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Parent Work Order - Priority ID Field
Priority Code indicates when does the work need to be done by. These Priority ID codes are shared by all, Equipment and Facilities.
If you need one added this can be done by submitting a SNOW ticket.
Priority ID Description Priority rank Quantity of time units Time unit Priority category
EM NOW- DAY OR NIGHT EMERGENCY 1 4 HOURS OUT OF SERVICE
BH ASAP- DURING BUSINESS HOURS 4 4 HOURS INTERNAL SHOP PRIORITY
TB TODAY- END OF BUSINESS DAY 8 6 HOURS INTERNAL SHOP PRIORITY
SC SCHEDULED 10 2 DAYS INTERNAL SHOP PRIORITY
TD TODAY- END OF DAY 12 10 HOURS INTERNAL SHOP PRIORITY
NB NEXT DAY BUSINESS HRS 16 1 DAYS INTERNAL SHOP PRIORITY
ND NEXT DAY 20 1 DAYS INTERNAL SHOP PRIORITY
RW WITHIN 1 WEEK 24 1 WEEKS INTERNAL SHOP PRIORITY
FW FABRICATIONS SIGN SHOP 28 1 WEEKS INTERNAL SHOP PRIORITY
RM ROUTINE MAINTENANCE 30 1 WEEKS INTERNAL SHOP PRIORITY
W2 WITHIN 2 WEEKS 32 2 WEEKS INTERNAL SHOP PRIORITY
PM PREVENTIVE MAINTENANCE 36 2 WEEKS AVAILABLE FOR PM
M1 WITHIN 1 MONTH 44 1 MONTHS INTERNAL SHOP PRIORITY
FM FABRICATIONS ARS 48 1 MONTHS INTERNAL SHOP PRIORITY
WR WARRANTY 52 1 MONTHS WARRANTY
DR DEFER REPAIR 60 3 MONTHS DEFERRED MAINTENANCE
M3 WITHIN 3 MONTHS 64 3 MONTHS INTERNAL SHOP PRIORITY
NT NEXT TIME IN AREA 68 2 MONTHS INTERNAL SHOP PRIORITY
FC FACILITY CONTINGENCY PROJECTS 72 3 MONTHS INTERNAL SHOP PRIORITY
Q1 FYQ1 76 3 MONTHS INTERNAL SHOP PRIORITY
Q2 FYQ2 80 3 MONTHS INTERNAL SHOP PRIORITY
Q3 FYQ3 84 3 MONTHS INTERNAL SHOP PRIORITY
Q4 FYQ4 86 3 MONTHS INTERNAL SHOP PRIORITY
FP FACILITY PLAN PROJECTS 90 12 MONTHS INTERNAL SHOP PRIORITY
CP CAPITAL OR STATEWIDE PROJ 94 12 MONTHS INTERNAL SHOP PRIORITY
CS CAPITAL SPECIAL PROJECTS 98 48 MONTHS INTERNAL SHOP PRIORITY
EP EQUIPMENT PREP 99 12 MONTHS INTERNAL SHOP PRIORITY
FCEA FAC COST ESTIMATE APPROVAL 100 1 WEEKS INTERNAL SHOP PRIORITY
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Parent Work Order - Repair Reasons
Repair Reasons are what the type of Repair Task you are doing to the Work Order. See highlighted Repair Reasons that have been set up for your shop.
If you need one added this can be done by submitting a SNOW ticket.
Repair Reason ID Description Repair Reason ID Description
AKFM FAC ANKENY COMPLEX MAINT FAKC ANKENY CONTING REQ
AMFC FAC AMES CARPENTERS FAKP ANKENY PLAN REQUEST
AMFE FAC AMES ELECTRICIANS FAMC AMES CONTING REQ
AMFG FAC AMES GROUNDS FAMP AMES PLAN REQUEST
AMFH FAC AMES HVAC FCM FACILITY COMMUNICATION PROJECT
AMFJ FAC AMES CUSTODIANS FCR FACILITY CONTING REQ
AMFL FAC AMES LOCKSMITH FDI FOUND DURING INSPECTION
AMFM FAC AMES MULTIPLE CC & MISC. FDL FACILITY DL PROJECTS
AMFP FAC AMES PLUMBERS FFAB FABRICATE
EACC ACCIDENT DAMAGE FNSR NON SCHEDULED REPAIR
ECC CUSTOMER COMPLAINT FPR FACILITY PLAN REQUEST
EFWT FAIR WEAR AND TEAR FREC RECALL
EGEN EQUIPMENT GENERAL WORK ORDER FSC FACILITY SCALE PROJECTS
EMEB EQ BETTERMENT CENT.REPAIR ONLY FSF SAFETY WORK
EMEP EQUIPMENT PREP FSI SERVICE/INSPECTION
EMRC RECALL FSP SPECIAL PROJECTS
ESI SERVICE/INSPECTION FSR SCHEDULED REPAIR
ESP SPECIAL PROJECTS FVAN VANDALISM/THEFT
EVAN VANDALISM/THEFT FWAR WARRANTY
EWD WEATHER DAMAGE FWD WEATHER DAMAGE
EXTA EXTERNAL LABOR HIST HISTORIC DATA
FACC FACILITY ACCIDENT DAMAGE NSR NON SCHEDULED REPAIR
FACP FACILITY CAPITAL OTFM FAC FIELD MAINT BY AMES
FACU FACILITY UTILITY
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Parent Work Order - Work Class & Repair Site Fields
Work Class –O – Prep Outfitting-Multi Asset WO is used for Multi-Asset Work OrdersS – Scheduled will be used for Single Asset Work OrdersI – Inspections will be used for PM’s Work Orders
Repair Sites: • 1- DOT Maintenance Garage will be used for the field Repair Site• 3- Ames Central Equip Repairs will be used for both Ames Repair Shop and the Motor Pool Repair Shop
If you need a Work Class or Repair site added, this can be done by submitting a SNOW ticket.
Repair site Repair site description
1 DOT MAINTENANCE GARAGE
2 ON ROAD/ROADSIDE REPAIR
3 AMES CENTRAL EQUIP REPAIRS
4 OUTSIDE COMPANY
5 SCALES
6 DL STATIONS
7 COMMUNICATIONS
8 REST AREAS
9 OFFICE/LAB/AUCTION
Work class Work class description Unscheduled
E EMERGENCY Y
I INSPECTIONS - PM N
N NON SCHEDULED Y
O PREP OUTFITTING-MULTI ASSET WO Y
P PROJ/5509 PLAN/CONTING/CAPITAL N
S SCHEDULED N
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Overview of the Multi-Asset Work Order Screen
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Overview Of The Multi-Asset Work Order ScreenThis will take you to the Multi-asset Work Order Screen. The screen shot below provides various examples of Work Orders (WO’s) created. If your Current Working Location has not created any Multi-asset WO’s, this screen will be blank.
These Multi-asset WO’s listed are for the Current Working Location and Status selected. All Multi-asset WO’s must be assigned to a Parent WO. Under the assets column indicates the actual assets assigned.
Note: The Back button will take you back to the Work Mgmt portal home page.
This screen shot is for Current Location 751000 – ARS- Central Repair Shop, Status is Open. If you click on the Status drop down you can view other statuses.
To create a New Multi-Asset Work Order, click on the New Multi-asset button.
This screen shot below indicates a total of 21 Multi-asset Work Orders for this Current Working Location.
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Additional Information about the Multi-Asset Work Order ScreenIn the Blue Bar Multi-asset Work Orders:21 - This indicates the number of Open Work Order.
Collapse All button - hides the additional Information. Collapse view is the default when you view this screen. If you want to change the view to see more information about the Parent Work Order, Click on the Expand All button to see additional information.
Expand All button - provides additional Information about the Work Order. Click Collapse to hide additional information.
A filter allows you to narrow you search. For new Equipment, filter by Maint Class and then by Status – 10 - On Order, then select Dept ID 755000. How to do this will be expained later in this training manual.
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Defining A Filter - For A New Multi-Asset Work Order
Note:You can create and save a filters. Keep in mind, if you create a filter, then later look at WO’s you may not see all WO’s if you have a filter the view on. To see all WO’s, click on the Clear Filter button.
Note:To close this screen, click Back button located at the bottom, not shown in screen shot.
Click on the Define Filter button and this screen appears. This screen allows you to view specific WO’s from the defined filter.
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Creating A Parent Work Order For
Multi-Assets
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Starting A Multi-Asset Work Order
Click on the Multi-asset WO button located under the Current Working Location.
Note:If you do not have the Work Mgmt portal when you sign into AssetWorks or the Multi-asset WO button, please submit a SNOW ticket to request this.
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Create a New Multi-Asset Work Order
To create a New Multi-Asset Work Order, click on the New Multi-asset button.
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Overview Parent Work Order
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Overview of Parent Work Order - Multi-Asset Work OrderOnce you click the New Multi-asset WO, this screen will appear. You will see highlighted fields. Yellow are required fields, Turquoise are attention fields. • If you know the code to put into the fields, you can type this in. Hit enter or tab out of the field to make sure the description is correct. If you do not
know the code, click on the Search button for options. Field Information:• Job Type- will always be Repair• Status – will start out as Open• Warranty- will default to Unknown. Set this to No for Multi-Asset WO’s for Single Asset WO’s if any repairs are required with warranty set to Yes to track. • List provided for the following fields; Object Code, Priority, Work Class, Repair Reason, Repair Site. See information in following pages. • Title – Format used FY# - Class# - Description. FY(Fiscal Year) is the purchase year of the equipment. By creating a title format, makes it easier to find
multiple Work Orders.
Note:As you add information, it is a good idea to click Save Multi-asset WO button located at the lower blue bar. You can save more than once. If a required field is not filled in, you will receive an error.
Date Opened – is the date you open the Work Order. You can back date your WO by clicking on the calendar icon located to the right of the date and time entered. Note:This is important if you receive an invoice to pay. Your invoice date cannot be prior to opening WO dates.
Assets Tab will be used to select Assets for the Parent Work Order.
Tasks Tab will be used to select Repair Tasks.Associate Tab Existing WO’s Tab – will not be used.
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Parent Work Order Fields – Required Field Errors
If you do not provide information in all highlighted fields, when you click the Save Multi-asset WO button, this error message in the red box-” Value is required --- “will appear. Work Class should be O for Prep Outfitting on a Multi-Asset Workorder.
If you have more than 1 field not filled in, it will only provide 1 error at a time. .
Should be O – Prep- Outfitting for a Multi-Asset Workorder.
Should be O – Prep- Outfitting for a Multi-Asset Workorder.
MG will use 1
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How to Add Child Assets To
Parent Work Order
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Parent Work Order Fields – Successful Update - Add AssetsOnce you have filled in all required fields, you will get a green box message, “ Successful Update”. Click the upper white X to close box.
Now your Parent Work Order is completed. You are now ready to add Child Assets to the Multi-Asset Work Order.
Click on the Add Assets Button, located under the Asset. The Add Assets screen appears. Click on the Choose Assets button.
Should be O – Prep- Outfitting for a Multi-Asset Workorder.
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Updating Parent Work Order – Error Message
Once you have Saved your Parent Work Order if you later make changes, click on the Save Multi-asset WO button again. If this message appears, you do not have access to make changes to the Parent WO. You are required to do this function, submit a SNOW ticket for access to do this function.
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Searching with a Filter
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Searching For Child Assets – Filter Options
When you click on the Add Asset Box, the Choose an Asset Screen will appear.
You can create multiple filters when searching. To search for new vehicles, you can search by Maint Class, or Life Status 10- On Order, Dept ID- 755000.
To search by Maint Class, go to the field with red circle, click the drop down and select Maint Class. Click on the Add Filter button. Repeat the process for each Filter. Go to drop down, select Life Status, type in 10, Add Filter. Click on drop down Dept, type in 755000, Add Filter.
How to Search by Maint Class:If you know the Maint Class number you can type this in the blank field. If you do not know the Maint Class, Type A in the blank field. A drop down will appear providing the Maint Classes that are loaded into the system. This will be a large list.
To reduce your Assets listed, you can also type in A##% (wildcard). This will provide all A#’s and provide a smaller list.
For example, if you are looking for A12A, A12B, and A12C. Typing in A12% will give you all of the A12 A-C’s.
Each Filter you select from the drop down, type in the blank field, click Add Filter.
This may be your view the 1st
time you are in this screen.
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Searching For Child Assets – View OptionsOnce you select Maint Class the data will appear. List view is the default view you will see the 1st time you are in this screen.
If you do not like the List view, you can change your view from List to Table by clicking on the box located in the upper right. Below are the different views..
The last view type you select will be the view you will see the next time you are in the Choose an Asset screen.
LThis is Table View
This is List View
Note: Select these Options to find vehicles coming in for prep at the Ames Repair Shop:• Status -10 on order• Dept ID of 755000• Maint Class A% for all
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Searching For Child Assets – By Maint Class- Filter Search Option If you know the Maint Class you can type it in or select it from the drop down. If you want to see all Maint Classes for A equipment, type in the blank field, A% a list of all Maint Classes starting with A will appear. The “%” is called a wildcard. It will pull all Maint Classes starting with A.
You now have created your 1st filter. This list shows 100 of 3,099 assets. It is recommended that your narrow your search, by creating another filter, to decrease the number of Child Assets. You have other fields to search to reduce the total Assets showing.
Once you have the list of Assets you need, you have the option to save this filter. Go to the box that says, “ Saved Filters”. Type in a name you want to call this filter. Click Save Filter. You can refer back to this filter at any time. Click on the down arrow to find your filter.
L
Note:
• This shows the Filter you created, A%.
• You can have multiple Filters.
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Searching For Child Assets – By Asset Category - Filter Search Option Instead of selecting Maint Class, you can select the Asset Category, then type in A-EQUIP. Now you can narrow your search by categories in the left margin.
Once you have the list of Assets you need, you have the option to save this filter. Go to the box that says, “ Saved Filters”. Type in a name you want to call this filter. Click Save Filter. You can refer back to this filter at any time. Click on the down arrow to find your filter.
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Searching For Child Assets - By Maint Class or Asset Category – Options in Left MarginAt the left margin, in a red box, are the fields used for Maint Class. You can search from the drop down in each section.
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Searching For Child Assets – Left Margin Fields OptionsHere are the options to Choose from in the left margins. If you select Asset Category, Maint Class will appear.
You have the scroll bar for each section along with a scroll bar for all field options to review.
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Searching For Child Assets - By Lifecycle Status - 2nd Filter Since you can only see 100 results at a time and it shows 3,099 assets, it is best to narrow your search by creating another filter. In the left margin, go to the Life Status Code – Click on 10 which means On Order. Now your total Assets are 85 out of 3,099. It does not show up as a filter in the upper section as Maint Class A%, it shows this only in the left margin.
Uncheck the box in the left margin. Go to the upper section, click the drop down and select Lifecycle Status Code, go to blank field type in 10. If the 10 appears below the box, select it. If it does not appear, it is not an option. Click Add Filter button. You now have created a 2nd filter. Your Assets listed has now reduced to 85.
L
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Adding Child Assets
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Selecting and Adding Child Assets – To A Parent Work Order
Once you have found a list of Child Assets, click on the Assets you want.
If you have a large group of Asset to select, you can click on the 1st Asset, click on the Shift button on your keyboard, keep the Shift button down, then also hold down the Alt button, while holding both buttons down, select the last Asset you want to include. Selected Assets will become orange highlight and will appear under the Selected Asset ID’s. As shown below.
Note: you can also hold Ctrl and click the specific ones you want if they are not in order.
Delete - If you need to delete a selected Asset Click on the blue X in the box.Clear All button- if you need to delete all buttons with A#, click Clear All button.
Once you are ready to add the Child Assets, click on the OK button, located at the lower right of the screen.
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Selecting Child Assets – To Parent Work Order
After clicking OK, to the Child Assets selected, you will be taken back to the Parent Work Order ID screen. All of your Child Assets will start appearing one at a time under the Assets Tab. All Child Assets will be Open status.
If you want to put any notes about this Parent WO, click on the New Note button. Notes cannot be deleted, they are permanent. Notes typed in will also include userid, date and time entered.
Once all are saved onto the Parent WO, you will get orange box appear that says “Loading Data” and green box that says, “Successful Update”. Note: Recommend Save often, Clicking on the Save Multi-asset button. Navigation Tip: If you need to get back to the Work Mgmt home page, click on the Work Mgmt Portal.
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Parent Work Order with Child Assets – Formatting Your Table Columns View
The columns on this table can be edited by User logged into and viewing. You can move, resize and hide columns. To make edits to this table, right click on the blue column heading. A table will appear many column headings. Uncheck the column names you don’t want to see. Check the column names you want to see. Click OK once you have completed your edits.
Here are the column headings you have to choose from. The boxes that are checked are shown on the table.
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Parent Work Order with Child Assets –Table Columns Recommendations
You can edit your table by hiding columns, resizing column widths and moving columns left or right. Hiding columns makes it easier to view the table.
If you can hide and resize columns to allow the table to fit to avoid using the scroll bar at the bottom may be helpful.
If you want to add more columns not shown, they can be added at any time by right clicking in the blue header and check the box of column headings you want to add. Click OK once you have completed your edits.
You may want to hide the Estimated Hours, Estimated Cost and Est Completion Time since you currently are not using this function.
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Parent Work Order– Add Repair Tasks to Child Assets
Now that you have your Child Assets Assigned to your Parent Work Order you can now add Repair Task(s).Go to the Task Tab next to the Asset tab.
This Screen appears. You can type in the task if you know it the code. If you do not know the code, click on the Lookup button.
After clicking on the Lookup button, go to the Search field, type in VEH-PREP in the search box, click the Search button and the Task will appear.
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Parent Work Order– Add Repair Tasks to Child Assets
VEH-PREP now appears in the Task field. If you have more than one Task, go to the next blank box and repeat the steps to add another one or more.
You can also fill in the Function code, under Function column. Add any Comments, is optional.
Be sure to click save often. The green Successful Update box will appear showing that your task was successfully added to each asset.
Note:Comments can be edited. They are not like Notes that are permanent.
You may get this message, when you post Task. Continue on when Posting labor the Task did not appear. Adding it again and it appeared. If this occurs, submit a SNOW ticket. It happened once. Not sure if this was a fluke. So we arewatching it. to see if it happens again.
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Create Filters for Work Order SummaryWork Mgmt Home Page
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Find Multi-Asset Work Orders & Create a Filters for All Work Orders
All Work Orders can be found in the Work Mgmt Portal Creating Filters in the Work Order Summary gadget will help identify your Work OrdersFilters Created:• All- are all Work Orders from the Current Working Location.• Multi-Asset – Yes- list only Multi-Asset Work Orders. • Priority EP & Rep Reason-EMEP – are all Work Order with those options selected in those fields.
All Work Orders can be found in the Work Order Gadget. If you create filters in the Work Order Summary, only those will be listed that you select by checking the box in the filter column.
Under Filter column, click the box you want to view Work Orders in the Work Order gadget.
Note:In the Work Order Gadget table can be edited by moving, resizing or hiding columns. To hide columns, right click on the blue heading, uncheck columns you do not want to view. To sort a column in ascending or descending order, click in the column heading. A black triangle will appear.
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How To Change the Child Assets Assigned to a Parent WO
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What If I Need to Change the Assets Assigned to a Parent WO?You can change Child Assets assigned to a Work Order as long as the Work Order has no labor assigned or is at a finished status. You can do this anytime. Under the Assignment Column, if the assignments button is yellow, you will not be assigned people to a WO.
To view the Parent WO, click on the Parent Work Order red hyperlink, located in the 1st column.
Go to the Assets tab, if you want to remove any Assets, check the boxes under the Remove column.
See clicked in the box of the Child Assets you want to remove. Then Click Save Multi-asset WO button.
Notice it shows current 16 records. 4 boxes are not checked.
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Parent Work Order with Child Assets – Change Updates
Once you click the Save Multi-asset WO button, these screens will appear.• Working box will appear processing the updates, then close. • The Loading data orange box will appear then quickly disappear when completed. • The Successful update box will appear and may not close automatically. You may need to close at the white X.
You started with 16 Records. Now you see Showing 4 Records. These Records refer to Child Assets.
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How to Edit your Work Order Table For
Multi-Asset Work Orders
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Multi-Asset Work Orders – Table EditsAfter Clicking on the Multi-asset WO button on the Work Mgmt home page, it will take you to the Multi-asset Work Order screen. You can also edit this table columns by, rearrange, resize and hide. Right click on blue column heading to see column Table Options. Click OK once you have completed your edits.
Note: The screen shot above shows only resized columns. Be careful when resizing the columns, they can get a little off if you make them too small.
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How To Post Labor Hours To A
Child Work Order
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Multi-Asset Work Orders – Employee #’s for ARS & MPRS Here is a list of Employee Names and Numbers by Cost Center Location 751000 and 753000 as of 15July2019.
Ames Repair Shop Ames Motor Pool Repair Shop
First Name Last Name Empl # Cost Center First Name Last Name Empl # Cost Center
Richard Albright 03087 751000 Mark Johnson 46857 753000
Ted Daub 17378 751000 Jeffrey Weir 92840 752000
Nicholas Denton 02304 751000
Rory Grandfield 04233 751000
Jesse Hueser 02104 751000
Chad Leeper 04234 751000
Michael Loffredo 03810 751000
Edwin Mann 54508 751000
Andrew Mills 03586 751000
Chad Moser 58568 751000
Nathan Parker 69193 751000
Rodney Richards 04167 751000
David Roorda 00415 751000
James Scarlett 02581 751000
Cheryll Schell 77311 751000
Richard Schwartz 77555 751000
Jess Smith 00586 751000
Tanner Thomsen 84369 751000
Kevin Vander Weil 03761 751000
Brian Watson 04230 751000
Jim Welter 03587 751000
Gordon Wickenkamp 03775 751000
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets Find the Multi-Asset Work Order you want to post labor to. To post labor hours you need to assign a person to the Work Order. You can assign 1 or more employees to a Work Order.
You will need to post labor hours against a task.
To post labor, click on the Post Labor button, located in the upper right of the screen.
Note:• If you have more than 1 employee working on the WO with different hours, you will need to enter in each persons labor hours separately. • The original set up would not allow you to post more than 24 hours on a WO at one time. Updates in the system may not allow you to
submit all hours. You will need to check to see at time of entering if this will allow you to do this.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - Task not Selected The Post Work Order Labor - with WO# screen will appear. Required fields are; Add Employees, WAC (function code), Labor Hours, Account ID (object code), You will need to Add employee, Task ID (if 1 repair task) will automatically fill in. Time Code will automatically fill in as DI-Direct Time once an Employee is selected.
If the task does not fill in or nothing is available when you click on the Search button, this means you have not assigned repair tasks to a Work Order.
This WO has no Task Filled in. It has not been added to the Parent WO
Go back to Parent WO, Task tab and add the Task SAVE.
Now the Task automatically appears in the Task ID field.
Note: If you have more then 1 Task you’ll have to select a task.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - EmployeeTo search for an Employee Click on the Search button. the Selected Employees screen will appear. DOT employees are integrated from the HR system to AssetWorks.
If you know employee # you can select the numbers or type in the #’s. If you do not know the employee #, change the drop downfrom Employee ID to Name.
Example, Type in Tanner, clicked Searchbutton, it provides all names with the word Tanner.
Click on drop down arrow and changed Employee ID to Name.Now you can type in a name to search for the employee.
If you know the employee #, you can type this in orClick on the Numbers boxes located under Employee ID.
Note: When searching employee, if you need to change the search, click the Reset button. This will clear out your current search and allow you to start over.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets You can add 1 more than 1 employee to a Work Order. You an also add different hours per employee. To add more Employees, type in Employee ID#, or select the Search button. Once the field fills in, click the Add button located after the Search button.
As you Add Employees the Employee ID# and enter the labor hours for each Employee Name will appear in the Selected Employee section above. If you want all assets accounted for the hours entered, you need to click on the header box in the first column.
Once you have Added All Employees that worked on the Work Order, add total labor for that day, to what Assets they worked on the system will calculate the hours per Asset. If this is not correct, you can correct this. After you click Save, you cannot make changes. You will need to do a Reversal to correct your entries.
After all Employees were Added, typed in 12.3 hours and Clicked on the header check box and all boxes were then checked. • 3 Employees• 12.3 Hours• 4 AssetsCalculation:3.08 hrs (2)+ 3.07 hrs. (2) = 12.30 hrs.Note:Assets hours may not be the same but they will equal the total hours indicated above.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - Reversal
You can do a Reversal if you applied incorrect hours, for Assets and employees.
Clicking in the Reversal box, the Working Screen appears. It is reversing all transactions that were previously saved.
Once Reversal button is clicked, it will take you back to the Parent WO. You will need to start over with labor postings.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - CorrectionsAdd Employees, you will need to renter the WAC (function code) and total hours back in again. This new entry went to 2 employees, same total hours for all 4 Assets. Note: • Same hours were applied. • This workflow is different from a Single Asset Work Order.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - Corrections
Add Employees, you will need to renter the WAC (function code) and total hours back in again. This new entry went to 2 employees, same total hours changed from 4 Assets to 3 Assets.
Note: Hours applied changed since with 1 less Asset.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - Corrections
Add Employees, you will need to renter the WAC (Function code) and total hours back in again. This new entry went to from 2 to 3 employees, same total hours changed from 4 to 3 Assets. Note: Added Back 3 Employees Hours applied changed since with 1 less Asset. Clicked Save button, Working screen appeared.
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Multi-Asset Work Orders - Child Asset Work OrdersClick Save button, Working screen will appear. One the box disappears, you will go back to the Parent Work Order.
Look under the Child Work Order ID column. You will see Work Order #’s for each Child Asset Assigned to the Multi-Asset Work Order.
Note:To go to a Child Work Order, go to the Asset under the Child Work Order ID column. Click on the red hyperlink to see the Child Work Order.
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Multi-Asset Work Orders - Posting Labor Hours to Child Assets - Required Fields
If you do not fill in all required fields, you will get this message.
Post Labor Hours By Employee to Child Assets – Posting Date Error
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How To Transfer and Post Parts To A
Multi-Asset Work Order
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Multi-Asset Work Orders - Posting Parts to Child Asset Work Order
To add parts to your Work Order, go to the Parent Work Order ID screen, click on the Post Parts button located at the upper right. The Post Work Order Parts Screen will appear. You will need to fill in the required fields.
Note: If you have the quantity available you can select the parts needed for your Parent WO. If you do not have the quantity, you will need to Request (Transfer) parts from the Ames Whse 1st.
Look at the Issuing Location ID-to make sure you are looking at your inventory location.
In the Part ID field, enter a wildcard (%) to view all inventory items. Click Lookup to see all parts listed in your inventory location.
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Parts At Your Location – Issue Parts from Your LocationWhen ordering stock items from the Ames Whse, the Ames Repair Shop will need to Transfer to your location, then Issue them from your WO. The cost when transferring from the Ames Whse will be the actual cost. Once the part is issued to the WO, the mare up cost will be added.
To find your part, type in the part name in the Part ID field. Click on the Lookup button.
The Part ID Lookup screen will appear. Notice, the Stock Location changed to 121000-AMC. This will get changed later. For now, click on the drop down and select location to your location.To find your parts, type in Part ID#, or Description, then click the Search button. Click on the item you are wanting. If you click on the Part ID, it will take you to the information about the part.
Note: You must fill something in this field to search. You can type in a partial info and add the % at the end, or type % and a list of all parts will appear. If you list is large, use the next Search box to the right to narrow your search.
Look at the Issuing Location ID- to make sure you are looking at your inventory location.
This example, typed in Description field “ %” . In the Search box typed in “cable”.
Look at the quantity to make sure you have what you need for your WO.
Note: the number of parts after the search is 55
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Child Asset Work Order - Parts Not At Your Location Whse – Part ID Lookup
A part has been selected, the quantity on hand was 100. You have 4 A#’s, you want to use a part for each A#. Once you provide the Quantity Issued for each Asset, the unit price will appear.
Select the Assets that require the parts. If all Assets require the same part, click the box in the blue header. It will now apply 2 parts to each Asset. Click Save
Make sure Apply to each selected row is selected.
Note: Qty Issued is 2. This will apply 2 parts to each Asset since all Assets are checked.
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Child Asset Work Order - Parts Not At Your Location Whse – Parts are now Attached to Child Assets
Click on the Child AssetWork Order and you can view the parts applied.
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Child Asset Work Order - Parts Not At Your Location Whse - Transfer Parts from Whse 1st
To add parts to your Work Order, if you do not have the parts in your location you will need to Request (transfer) parts from the Ames Whse 1st.
When you open the screen, it will default to Issue, you will need to change it to Request.
When you Click on the Request button, the next screen will appear. Notice Stock Location is 762000- Ames Distribution Center. If you do not change it to Request it will be at your location.
Go to the Part Field click on the Lookupbutton.
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Parts Not At Your Location Whse - Transfer Parts from Whse 1stTo add parts to your Work Order, if you do not have the parts in your location you will need to request a transfer from the Ames Whse before you can issue the parts from the Child Work Order. Go to the Child Work Order ID
.
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Overview – Post Parts to a Work Order
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Overview - Post Parts to A Work OrderThe Parts used on a Work Order are tied to the Work Order Task(s).Task ID - If you only have one Task ID selected, this Task ID will auto-populate that one task. If this field is blank, click on the Search button to see what other Tasks were included in the Work Order. Date – is the date and time you clicked on the Post Parts button. Part ID, by clicking on the Lookup button to find what parts and quantity available in your inventory storeroom location. You will need to request stock items that need to be transferred to your location first, then issue the stock item(s) once received to your location.When we go live Sept 30, 2019 an integration will validate request for stock. An error will occur if try to issue from another location. Quantity Issued – Quantity is determined by quantity needed for each Asset. If you need 1 part per Asset, put quantity of 1. This will take 1 (# Assets) = 4 in example shown below. If you need 2 parts per Asset, put quantity 2. This will take 2 (# Assets)= 8 the total number of assets. To allow the quantity issued to add to each Asset, Allocation Method should be selected.Unit Price - is the each price of the part. Not From Inventory - if you add a part not in your storeroom or Ames Whse, you can click on this box to keep track of the part.
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Overview - Post Parts to A Work Order – Search – Ames WhseClicking the Search button, the Select Part ID screen will appear. This only shows you the items stocked in the Ames Whse. You do not know what the quantities are in stock. You can only use this to see items. Please do not use this option to order parts.
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Overview - Post Parts to A Work Order – Search – Ames WhseClicking the Search button, the Select Part ID screen will appear. If you know the stock item #, you can click on the Part ID starts with, as you add more numbers, the items found will reduce.If you do not know the Part ID you have other options to choose from to find our part. Those Options are; Part ID, Part Suffix, Keyword, Short Description. Note:You are starting with a large number of Items. This is shown in the upper right corner.
Reset – If you Search for a stock item, it is recommended that you click the Reset button to clear the search fields to start another search.
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Overview - Post Parts to A Work Order - Part Lookup – Your Field LocationPart ID – if you have a inventory storeroom at your location, by clicking on the Lookup button to find what parts and quantity you have available. If you do not have parts in our inventory storeroom, click on the Search to see what stock items are available. This will not tell you the quantity available. Note: Make sure you are looking at the correct Stock Location.
Product Category – you can find these in the Catalog Request portal. This is defined by the NIGP codes that has been identified for all stock items.
Search by Test Options to select from drop down for
Reset button – If you Search for a stock item, it is recommended that you click the Reset button to clear the search fields.
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Overview - Post Parts to A Work Order - Part Lookup – Your Field LocationPart ID – if you have stocked part at your location, you can search to see what is available and attach parts to your Work Order. Click on the Lookup button to find what parts and quantity you have available. If you do not have parts in our inventory storeroom, you will need to do a part request into your inventory to allow you to issue parts on your Work Order.
You can also change the Stock Location from the drop down arrow to see if a location near you has the part you are needing. You cannot issue, you can only view what they have for stock.
Note: Make sure stock location is your actual location to issue on a Work Order.
When looking for parts, you can narrow your search in this Search box. For example, if you search for Filters, it may show both air and oil filters This search box, you could type in air, if you are only wanting to see air fiters.
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Overview - Post Parts to A Work Order - Part Lookup – Your Field LocationDescription- Typed in Filter. If you type Filters, nothing will show up. You need to type in Filter.
Entering Quantities:Quantity Issued - is the number of parts you need for each Asset. Quantity Total – is the total parts ordered. This will calculate automatically. You cannot change that number. For example, Quantity Issued is 4. You have 2 Assets. Calculation is - Qty Issued x # of Assets. Quantity Total = 8 Calculates (4 Qty) (2 Assets)This added 4 to each Asset ID that has a check mark in the box.
Quantity on Hand- is the quantity on hand at the Issuing Location.
Note: Description field, the first word in the description is the keyword.
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Post Parts To Work Order Errors
Multi-Asset Work Order – Parts Not stocked in Inventory
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Not stocked in Whse function. You would have to click OK for each asset with a part. You would need to create a duplicate entry for parts, in Post Work Order Parts screen and Commercial
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Overview - Post Work Parts – No Search Criteria ErrorWhen searching you need to search for something or you will get this message. You need to enter in a search criteria. It willalso indicate at the bottom of the screen, No Parts found.
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Overview - Post Work Parts – Lose Unsaved Changes. Proceed ErrorIf you start posting parts to your Work Order and decide to stop, click cancel, this message will appear. Click OK if you donot want to save any information you entered.
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Adding Attributes
.
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Attribute #1 - A Equipment – Asset Viewer
Attribute #1 – A Equipment: ( Asset Viewer) Attribute #2 – Steer Tire: (Test Results) - Engine Serial Number – 1 - Left- Engine Serial Number – 2 - Right- Ignition Key- Hoist Serial Number - Transmission Serial Number
If you are at the Parent Work Order, you will need to go to the Child Asset Work Order. Click on the Child Work Order ID, red hyperlink. The Working button will appear. You can see the Asset # in the Asset ID column.
You will not use the Approved and Closed, Vendor Invoice fields.
Note: You will repeat this process for each Child Asset.
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Attribute #1 - A Equipment – Asset ViewerTo edit the Vehicle Data click on the magnifying icon. This will take you to the Asset Viewer screen. Click on the Edit Values button. and edit what is needed. Click Save.
The Edit Asset Attributes screen will appear. Add the new values you need to enter. If you do not need to edit all fields, the current data will stay. Once you have completed your attribute entries, click Save.
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Attribute #2 - Steer Tire – Test ResultsIn the Work Orders Details Screen. Go to the Test Results action button.
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Attribute #2 - Steer Tire – Test ResultsGo to the New Test section and click on the drop down for Steer Tires, click Start.
After you click the Save & Close button, it will take you back to the Child Asset Test Result screen. In the Existing Test Results, the entry you submitted is showing up for Steer Tires. A-Equipment will only show up on the Asset record, it will not show up here.
Note: Both Attributes status is IN PROGRESS. You will need to change the status to PERFORMED when you are done entering this information. To Change the status, click under the Test column on the Attribute button to open the Test and change the status. It will not delete the data.
Close screen with button or white X upper right when you want to close this screen. This will take you back to the Work Order Details screen for the Child WO.
Delete Button-If you want to delete the data entry you submitted, click on the Delete button.
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Test Results – Attribute Entries ReviewAfter you have completed the Test Results it will take you back to the Multi-Asset – Child Work Order.If you want to get back to your Parent Work Order, click the Back button located at the bottom of the screen.
Navigation Tip: To go to the Work Mgmt home page, click on the Work Mgmt Portal.
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How to Finish and Close A
Multi-Asset Work Order
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Multi-Asset Work Orders – Child Asset Work Order – Work Finished To change the status of your Child Asset, go to the Parent Work Order. Select the Child Asset. Go to the column named WO Status, click the drop down and change the Status to Work Finished. The Date Finished column, date and time will auto-populate. If you need to back date this, click on the calendar. Just make sure the date is after you Open Work Order date.
When should I Finish the Child Work Order?As you complete a Child Asset, it is recommended to finish them as they are completed. If you click on the Finish box in the blue column header, it will finish all of the Child Assets.
Parent Work Orders must be OPEN to do any work against child Assets. Child Asset Work Order must be OPEN to add tasks. OPEN or FINISHED to add labor or parts. Closed Child Assets - If you need to spread labor hours or any costs, the Child Work Order cannot be closed.
Notifications have not been set up to inform anyone the work is finished.
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Multi-Asset Work Orders – Child Asset Work Order – Work Closed To change the status of your Child Asset, go to the Parent Work Order. Select the Child Asset. Go to the column named WO Status, click the drop down and change the Status to Work Closed. The Date Closed column, date and time will auto-populate. If you need to back date the close date, click on the calendar and select the date it was closed. Just make sure the date is after you Open Work Order date.
When should I Close the Parent Work Order?Wait to close the Parent Work Order until all Child Assets are completed and all payments are completed.If you click on the Close box in the blue column header, it will close all of the Child Assets. You will also need to change the Status on the header section to Closed when the WO is completed and paid.
Note: It is Recommended that you change your status to Finish when your WO is completed.
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Work OrderAssignment Button
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Multi-Asset Work Orders - Posting Labor Hours - Assignment ButtonClicking on Assignment button located at bottom of screen will take you to the Work Assignment Detail screen. This provides limited information.
Navigation Tip: Click on the Multi-asset WO ID and click on the button from the Parent Work Order.
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Multi-Asset Work Orders – Cheat Sheet for Fields Here is a Cheat Sheet for Fields if you want to type in the data vs. searching
How to Attach a File
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If you want to attach a file to a Work Order, go to the Work Order Details screen and click on the Files button on the right margin.
Click on the Add Link button on the lower margin.
How to Attach a File
From here, choose Upload File.
The File Name should be the same name as the invoice number. The Description field can be anything, but it is recommended to put the Work Order Number for referencing. Click upload
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The file link will now appear on the Work Order.
File name & invoice #
TitleDescription
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Multi Asset Workflow
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Multi-Asset Work Orders – WorkFlow
1. Go to Work Mgmt Portal2. Click on the Multi-asset button3. Create Parent Work Order, fill in all
required fields4. Save Multi-asset Work Order5. Add Child Assets to Parent Work Order6. Add Task(s) to Work Order7. Save Multi-asset Work Order8. Assign staff to Work Order9. Add labor hours to Task Work Order10. Add Parts to Task11. Test Results - Add Attributes Fields 12. Finish Work Order by Child Asset13. Voucher Payments14. Change Request - Transfer Equipment
to Assigned Location15. Close Work Order
