Standard Operating Procedure · Event is for the start of a process. For start process events there is no proceeding process flow. Connectors are used to describe the sequence flow

Work Order Workbench Mainpac EAM

Standard Operating Procedure

Document Number: WOWB-EAM-SOP

Version: 1.0

Issue Date: December 2018

Work Order Workbench


Table of Contents 1 Document Control .................................................................................................................... 4

2 Introduction .............................................................................................................................. 5

2.1. Purpose .................................................................................................................................... 5

2.2. Structure of this Document ....................................................................................................... 5

3 Organisational Context ............................................................................................................. 6

4 Getting Started ......................................................................................................................... 7

4.1. Notations .................................................................................................................................. 7

4.2. Accessing the Work Order Workbench .................................................................................... 8

4.3. Working With The Timeline ...................................................................................................... 9

4.3.1. Set The Focus Date ................................................................................................................. 9

4.3.2. Set The Timeline View ........................................................................................................... 10

4.3.3. Set The Filter .......................................................................................................................... 12

4.3.4. Remove The Filter .................................................................................................................. 14

4.3.5. Set Grouping .......................................................................................................................... 16

4.3.6. Set The Labour Resource Filter ............................................................................................. 18

4.3.7. Remove The Labour Resource Filter ..................................................................................... 19

4.3.8. Turn on the Detail cards view ................................................................................................. 20

4.3.9. Turn off the Detail cards view ................................................................................................. 21

4.3.10. View the Work Order positioned on its end date .................................................................... 22

4.3.11. View the Work Order pointing to its end date ......................................................................... 24

5 Timeline Settings .................................................................................................................... 26

5.1. Changing the appearance of the Timeline Cards ................................................................... 26

5.1.1. Work Order Resource – Basic ............................................................................................... 26

5.1.2. Work Order Resource – Detail ............................................................................................... 27

5.1.3. Work Order– Basic ................................................................................................................. 29

5.1.4. Work Order– Detail ................................................................................................................ 30

5.1.5. Work Order– Tooltip ............................................................................................................... 32

5.1.6. Work Order Resource – Tooltip ............................................................................................. 33

5.2. Changing the behavior of the Work Order Panel ................................................................... 35

5.2.1. Timeline .................................................................................................................................. 35

5.2.2. Saved Searches ..................................................................................................................... 38

5.2.3. General .................................................................................................................................. 40

5.3. Changing The Behavior of the Utilisation Settings ................................................................. 41

5.3.1. Utilisation ................................................................................................................................ 41

6 Planner ................................................................................................................................... 44

6.1. Set Up Timeline view ............................................................................................................. 44



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6.2. Set Start Date And Time ........................................................................................................ 44

6.3. Change Start Date And Time ................................................................................................. 44

6.4. Work Order – Assign Work Execution Team and Set Dates – Multiple Work Orders ............ 44

6.5. Change Work Order Status to Planned .................................................................................. 51

7 Team Leader .......................................................................................................................... 54

7.1. Set Up Timeline view ............................................................................................................. 54

7.2. Assign Resource Class .......................................................................................................... 54

7.3. Remove Resource Class ....................................................................................................... 54

7.4. Assign Labour Resource ........................................................................................................ 54

7.5. Remove Labour Resource ..................................................................................................... 54

7.6. Increase Count Of Labour Resources .................................................................................... 54

7.7. Reduce Count Of Labour Resources ..................................................................................... 54

7.8. Increase Hours For Step ........................................................................................................ 54

7.9. Reduce Hours For Step ......................................................................................................... 54

7.10. View Resource Class Allocations ........................................................................................... 54

7.11. View Labour Resource Allocations ........................................................................................ 54

7.12. Change Status – Issued ......................................................................................................... 55

8 Glossary ................................................................................................................................. 91



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1 DOCUMENT CONTROL

Version History

Version Author Date Comments

1.0 Mardi Herraman December 2018 Initial release

Distribution List

Name Business Unit Title/Designation

Lisa Hepplewhite Mainpac Product Owner

Andrew Fell Mainpac Professional Services Manager and Project Manager

Angelo Vargheese Mainpac Development Team Leader

Ray Morcos Mainpac Sales Business Development Manager

Approvals

Name Signed-off Version

Sign-off Date Signature

Notices

This document is confidential and not for distribution to any third party without the prior written permission of Mainpac Pty Ltd. © Mainpac Pty Ltd 2018



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2 INTRODUCTION

This Standard Operating Procedure (SOP) provides the instructions on how to use the Work Order Workbench within the Mainpac EAM application. It is this manual which end-users can refer to in their day to day work and describes for each process, the activities and steps that are performed in the Work Order Workbench.

2.1. PURPOSE

The purpose of this document is to support end-users in using the system in a consistent and standard manner aligned to the Asset Management processes. This SOP will serve as a process and procedure baseline to support continuous improvement and will be updated by Mainpac as it continues to build the functionality and deploy future releases of the system.

2.2. STRUCTURE OF THIS DOCUMENT

The scope and structure of the SOP is described in the table below:

Level 1 Heading Level 2 Heading

Organisational Context

Getting Started

Work Order Management

Inventory Management

Purchasing

System Administration

Activities performed outside of the Mainpac application are identified in the process maps to provide context but the steps are only described for activities performed within the system.



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3 ORGANISATIONAL CONTEXT

Work Order Workbench (WOWB) is a key enabler for improving organisations’ scheduling and planning effectiveness and efficiency by providing:

• Immediate Visibility over the Work Orders during a set period of time

• Immediate visibility over the Labour Resource allocation and availability

• Accountability and transparency over the status of Work Orders and ensure the allocation of Labour Resources

• It will enable schedulers and planners to view the Work Orders relative to their preferred settings, groupings and filtering to define upcoming demands and review previous workloads

• It will enable team leaders to view demands on their Resources Classes within the Work Orders

• It will enable team leaders to allocate Labour Resources directly onto the steps within the Work Order and inform when there are over allocations.

• The ability to identify when Labour Resources or Resource Classes and underutilised.

• Improved planning through insight on the demands of teams to perform each job based on accurate time and work order data and their availability.

• Improve efficiency through using established Saved Searches on the Search panel and drag and drop Work Orders onto the Timeline.

• Immediate changes made on the WOWB are reflected in the Work Order Management screens.



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4 GETTING STARTED

The Mainpac WOWB is EAM based functionality that has been designed to provide an intuitive and easy to use graphical interface. This section describes how to log in along with common functions such as navigating, searching and editing which are referenced throughout the processes in this SOP.

4.1. NOTATIONS

The table below describes the notation used in the process diagrams and how to read the instructions in this document

Symbol Description

Event is for the start of a process. For start process events there is no proceeding process flow.

Connectors are used to describe the sequence flow between events, activities and decision points.

Activities describe an action that is performed by a user in the system. Each activity has one or more steps which are described within this document.

External activities describe an action that is performed by a user either manually or in another system. External activities are outlined in this document for context but are not described in detail or down to a step level.

Automated activities describe an action that is performed by the system without user interaction. Automated activities are outlined in this document for context but are not described in detail or down to a step level.

Decisions describe the points in a process flow that deviate based on a particular scenario.

Indicates the event follows on from a start event or continues to a start event on another process diagram The label for intermediate process events is;

• “From” <Preceding Process Flow>

• “To” <Succeeding Process Flow>

Event is the end of the process. For end process events there are no subsequent process flows.



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4.2. ACCESSING THE WORK ORDER WORKBENCH

Figure 1: Login screen

Figure 2: Module Structure

1 Log into Mainpac EAM using username and password.

2 Select the Work Order Management module.

3 Select the Workbench sub module.



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4 The Workbench is displayed.

4.3. WORKING WITH THE TIMELINE

Use the Work Order Workbench to display the required Work Orders. The Workbench will update the Work Orders displayed in the Workbench on first use of the day, or when selections are changed. These settings are user specific and do not impact other users.

4.3.1. Set The Focus Date

The Focus Date is the date used to determine the time period displayed, and is the middle of the time period.

Figure 3: Log in Timeline displayed

Figure 4: Select the Focus Date



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Figure 5: Updated Timeline

1 On first logon, the default Timeline is set to today’s date and time – no focus date is set.

2 On the Timeline, select the Focus Date icon to display the pop up calendar.

3 Select the required Date.

4 Once selected, the position of the focus date on the Timeline is updated. The displayed Work Orders are updated as result.

Note: The Focus Date is displayed as a blue vertical line. Today’s Date is displayed as a red vertical line. The Focus Date is the middle point of the period displayed. For example: when one weeks’ worth of Work Orders is displayed on the Timeline, the focus date will be roughly Day 3.5 of the 7-day week.

4.3.2. Set the Timeline View

The Timeline View provides the user with the option of determining the length of time to display – from 24 hours to three months (max).



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Figure 6: Timeline

Figure 7: Select the View



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1 On the Timeline, select the Timeline View icon to display the drop down list.

2 Select the menu item as required:

a) 24 Hours (min) b) 48 Hours c) Week d) 1 Month e) 3 Months (max).

3 Once selected, the period length of the Timeline is updated.

4.3.3. Set The Filter

Figure 9: Timeline



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Figure 10: Select the Filter to apply


1 On the Timeline, select the Work Order Status Filter icon (ON or OFF) to display the drop down list

2 Select the filter to show only those items from the menu as required: a) Filters

o Without Planned Date o Without Resource Requirements



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a) Statuses & Events

o Requested o Planned o Issued o Completed o Closed o Forecast o Cancelled

c) Priorities

o Weekly Service o 2 Week o Week o Urgent o Same Day

3 Once selected, the types of Work Orders displayed in the timeline are changed.

4.3.4. Remove The Filter

Figure 12: Timeline



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Figure 13: Deselect the Filter


1 On the Timeline, Select the Work Order Status Filter icon (ON) to display the drop down list

2 De-select the menu item as required.

3 Once de-selected, the types of Work Orders displayed in the timeline are changed.



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4.3.5. Set Grouping

Figure 15: Timeline

Figure 16: Select the Grouping to apply



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1 On the Timeline, select the Group By icon to display the drop down list

2 Select the menu item as required: a) Operational Asset b) Work Location c) Status d) Priority e) PEG f) Task g) Template h) Operational View i) Work Type j) Resource k) Labour Resource l) None.

3 Once selected, the Work Orders are grouped on the timeline.



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4.3.6. Set The Labour Resource Filter

Figure 18: Timeline

Figure 19: Select the Labour Resource



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1 On the Timeline, Select the Labour Resource Filter icon to display the pop up list and

2 Select the name(s) of the Labour Resource to be displayed.

3 Select the Confirm button.

4 Once selected, the only Work Orders displayed on the timeline are for the selected Labour Resource.

4.3.7. Remove The Labour Resource Filter

Figure 21: Timeline

Figure 22: De-select the Labour Resource



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1 On the Timeline, select the Labour Resource Filter icon to display the pop up list

2 De-select the name(s) of the Labour Resource,

3 Select the Confirm button.

4 Once deselected, all Labour Resource allocated Work Orders are displayed on the timeline.

4.3.8. Turn on the Detail cards view

Figure 24: Timeline



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1 On the Timeline, select the Details Card (OFF) icon to display the Details Cards.

2 Once selected, the Detail Cards display the WO Number, WO Description and Status (if in Work Order view) and WO Number, Resource and Labour Resource ((if in Resource Requirement view).

4.3.9. Turn off the Detail cards view

Figure 26: Timeline



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1 On the Timeline, select the Select the Details Card (ON) icon to switch off the Details Cards display.

2 Once selected, the Cards display the WO Number, and Status (if in Work Order view) or the Resource and Labour Resource (if in Labour Resource view).

4.3.10. View the Work Order positioned on its end date

From: Size Cell to End Date OFF To: Size Cell to End Date ON



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Figure 28: Select the icon


1 On the Timeline, select the Size Cell to End Date (OFF) icon to locate the Work Order with its end boundary plotted on the end date.

2 Once selected, the Work Orders are displayed with their end right hand border located on the End Date.



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4.3.11. View the Work Order pointing to its end date

From: Size Cell to End Date ON To: Size Cell to End Date OFF

Figure 30: Timeline




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1 On the Timeline, select the Size Cell to End Date (ON) icon to display the Work Order with a dot and line pointing to the end date.

2 Once selected, the Work Orders are displayed with a line and dot used to pinpoint the End Date.



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5 TIMELINE SETTINGS

This icon is located in three different areas of the Work Order Workbench, as follows:

• Timeline toolbar

• Work Order panel toolbar

• Utilisation panel toolbar. Changes made in this pop up screen will impact all three areas of the workbench. There are three sections within the Settings popup that can be set:

• Timeline Cards

• Work Order Selector

• Utilisation (panel)

5.1. CHANGING THE APPEARANCE OF THE TIMELINE CARDS

5.1.1. Work Order Resource – Basic

Where the View is Work Order Resource and the Detail card is set to OFF The Timeline card includes two fields, set the fields to be displayed. The drop down list contents are shown in the below table:

Work Order Number Status Template

Work Order Description Work Type Resource

Operational Asset Priority Labour Resource

Operational View PEG Step Number

Work Location Task Step Label



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Figure 32: Timeline

Figure 33: Settings > WOR Basic

1 On the Timeline, select the Settings icon.

2 On the Settings popup screen, select the Work Order Resource – Basic menu item.

3 Select the Title drop down list and select the required field to be displayed.

4 Select the Description drop down list and select the required field to be displayed.

5 Select the Save button to update the settings.

5.1.2. Work Order Resource – Detail

Where the View is Work Order Resource and the Detail card is set to ON. The Detail Timeline Card includes four fields, set the fields to be displayed. The drop down list contents are shown in the below table:






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Figure 34: Timeline

Figure 35: Settings > WOR Detail




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2 On the Settings popup screen, select the Work Order Resource – Detail menu item.

3 Select the TopPanelText drop down list and select the required field to be displayed.

4 Select the MiddlePanelText drop down list and select the required field to be displayed.

5 Select the BottomLeftpanelText drop down list and select the required field to be displayed.

6 Select the BottomRightPanelText drop down list and select the required field to be displayed.


5.1.3. Work Order– Basic

Where the View is Work Order and the Detail card is set to OFF. The Basic Timeline Card includes two fields, set the fields to be displayed from the following table:

• Title

• Description. The drop down list contents are shown in the below table:

Work Order Number Status Planned Date

Work Order Description Priority Recipient

Operational Asset PEG Work Type

Operational View Task -

Work Location Template -

Figure 36: Timeline



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Figure 37: Settings > WO Basic


2 On the Settings popup screen, select the Work Order– Basic menu item.

3 Select the Title drop down list and select the required field to be displayed.

4 Select the Description drop down list and select the required field to be displayed.


5.1.4. Work Order– Detail

Where the View is Work Order and the Detail card is set to ON. The Detail Timeline Card includes four fields, set the fields to be displayed. The drop down list contents are shown in the below table:







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Figure 38: Timeline

Figure 39: Settings > WO Detail


2 On the Settings popup screen, select the Work Order– Detail menu item.



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5.1.5. Work Order– Tooltip

Where the View is Work Order. The Timeline Card includes four fields, set the fields to be displayed. The drop down list contents are shown in the below table:






Figure 40: Timeline



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Figure 41: Settings > WO Tooltip


2 On the Settings popup screen, select the Work Order– Tooltip menu item.






5.1.6. Work Order Resource – Tooltip

The Timeline Card includes four fields, set the fields to be displayed from the following table:

• TopPanelText

• MiddlePanelText

• BottomLeftpanelText



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• BottomRightPanelText. The drop down list contents are shown in the below table:








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2 On the Settings popup screen, select the Work Order Resource – Tooltip menu item.






5.2. CHANGING THE BEHAVIOR OF THE WORK ORDER PANEL

The Work Order Selector section includes setting the following three areas:

• Timeline

• Saved Searches

• General. Work Order selector refers to the Work Order panel, the Timeline and the Saved Search panels, as well as a general selection of settings.

5.2.1. Timeline

The Work Order panel and Timeline tab are updated when the range beyond the Timeline’s selections is either increased or decreased, using these Settings.

Figure 42: Timeline (31/10 to 1/11) (before)



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Figure 43: Timeline tab results – screen 2 (31/10 to 1/11) (before)

Figure 44: Changed Timeline settings to return an extra day either side of the Timeline time period



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Figure 45: Timeline (30/10 to 2/11) (after)

Figure 46: Timeline tab results – screen 2 & 3 (30/10 to 2/11) (after)

1 On the Timeline, select the Settings icon

2 On the Settings popup screen, select the Timeline menu item.

3 Enter the quantity of the extension (e.g. 1 Day, 2 Months).

4 In the Before section, select the Period of extension a) Not Set b) Day c) Week d) Month e) Year



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5 Enter the quantity of the extension (e.g. 1 Day, 2 Months).

6 In the After section, select the Period of extension a) Not Set b) Day c) Week d) Month e) Year

7 Select the Save button.

8 The results listed in the Timeline tab in the Work Order panel will update.

5.2.2. Saved Searches

In the Work Order panel, the Saved Search tab define the Saved Search to display results for on selection.

Figure 47:Timeline



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Figure 48: Settings > Saved Searches


2 Select the Saved Searches menu item

3 Select the Saved Search drop down list to select the Saved Search to be used. The drop down list includes the previously saved Searches from the Edit Work Order screen.



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5.2.3. General

Figure 49: Settings > General


2 Select the General menu item

3 Select the Order By drop down list to select the field to be used to order the search results. The drop down list includes the following items: a) Number b) Estimated Start Date c) Planned Date d) Required Date e) Priority.

4 Select the Direction drop down list to select how the results are shown, either Descending or Ascending order.



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5 In the Search Fields section, toggle on those fields to use in searches.

Toggle off those fields not to be used in searches. The drop down list includes the following items: a) Number b) Description c) Operational Asset Name d) Priority.

5.3. CHANGING THE BEHAVIOR OF THE UTILISATION SETTINGS

5.3.1. Utilisation

Use this setting to:

• Set the Utilisation panel to display a period of time both/either before and after the Timeline set period.

• Select whether the Hide or display a Resource Class with allocation hours

Figure 50: Timeline



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Figure 51: Settings > Utilisation



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1 On the Timeline, select the Workbench settings icon to display the Settings pop up screen.

2 Select the Utilisation menu item to display the options

Time Period

3 To set the Before time period, select the Before: field to display the drop down list

4 Select the Period type from the list, i.e. days

5 On selection, a field is displayed to capture the Period Quantity, i.e. 2 days.

6 To set the After time period, select the After: field to display the drop down list

7 Select the Period type from the list, i.e. days

8 On selection, a field is displayed to capture the Period Quantity, i.e. 2 days.

Hide Inactive Resource

9 To hide Resource Classes that do not have any time allocations to them, toggle on for the Hide resource type without allocation hours toggle.

10 To display Resource Classes that do not have any time allocations to them, toggle off for the Hide resource type without allocation hours toggle.

11 Select the Save icon to update the settings.



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6 PLANNER

6.1. SET UP TIMELINE VIEW

6.2. SET START DATE AND TIME

6.3. CHANGE START DATE AND TIME

The following step can be done when creating a work order or by opening an existing work order in edit mode.

Figure 52: Organisational Structure

1 Enter or change work execution team as required.

2 Update Estimated Start date as required

3 Enter the Required Date

4 Select Add / Save

6.4. EDIT THE WORK ORDER USING THE BATCH UPDATE PROCESS

The Work Order panel enables search results to be selected and updated using the batch process, such as:

• Update Fields

• Change Status

• Suppress Forecast Work Orders

• Estimate Costs

• Send Email

• Work order Report

• Delete Items.



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6.4.1. Locate the Work Order to Edit

1 Set up the Timeline as required

2 Select either the Timeline or Saved Search tab

3 Perform the required Search as per the Searching chapter.

4 The results are displayed within the Search panel.

5 Place a tick in the checkbox against the Work Order(s) to be edited.

6 Select the Batch Process icon.



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7 Select the required Action in the Batch Process menu list. a) Update Fields b) Change Status c) Suppress Forecast Work Orders d) Estimate Costs e) Send Email f) Work order Report g) Delete Items. Select the link to go to the appropriate chapter.

6.4.2. Update Fields

1 Select the Field to be updated by placing a tick in the checkbox.

2 Enter the information as required in the appropriate field.

3 Enter any Remarks (if required)

4 Select the Process button to run the update.

5 Select the Close button to return to the Search results.

6.4.3. Change Status

1 Select the Status from the drop down list

2 Enter any Remarks (if required)



6.4.4. Suppress Forecast Work Orders





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6.4.5. Estimate Costs



6.4.6. Send Email

1 Enter or select the Recipient from the Lookup Email Address popup.

2 Enter the Subject line in the Subject field.

3 Enter other information as required in the appropriate field.

4 Select the Process button to send the Email.


6.4.7. Work Order Report

1 Work Orders must have a status of Issued for this option to be selectable.

2 Ensure pop ups are not blocked on the browser for the Report to generate



5 Review the report in PDF, right click, and then select the Print menu item. Print as per normal process.

6.4.8. Delete Items

1 Select either the Show items or Delete items link.




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6.5. WORK ORDER – ASSIGN WORK EXECUTION TEAM AND SET DATES – MULTIPLE WORK ORDERS





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1 Search for work orders to be update

2 Check the box ü to select work orders

3 Select Batch Process

4 Select Update Fields

5 Check box ü for Estimated Start Date



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6 Select the Estimated Start Date

7 Check box ü for Required

8 Select the Required Date

9 Check box ü for Work Execution Team

10 Select the Work Execution Team from the lookup

11 Select Process

12 Select Close

6.6. CHANGE WORK ORDER STATUS TO PLANNED




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1 Search for work orders

2 Check the box ü to select work orders

3 Select Batch Process

4 Select Change Status

5 Select Planned status

6 Select Process

7 Select Close



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7 TEAM LEADER

7.1. SET UP TIMELINE VIEW

7.2. ASSIGN RESOURCE CLASS

7.3. REMOVE RESOURCE CLASS

7.4. ASSIGN LABOUR RESOURCE

7.5. REMOVE LABOUR RESOURCE

7.6. INCREASE COUNT OF LABOUR RESOURCES

7.7. REDUCE COUNT OF LABOUR RESOURCES

7.8. INCREASE HOURS FOR STEP

7.9. REDUCE HOURS FOR STEP

7.10. VIEW RESOURCE CLASS ALLOCATIONS

7.11. VIEW LABOUR RESOURCE ALLOCATIONS



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8 UTILISATION PANEL

Use the Utilisation panel to monitor Labour Resource allocations Use the Utilisation panel to view Allocation and Available Hours for Labour Resources and Resource Classes.

8.1. UTILISATION PANEL – USING VIEWS



1 Set up the Timeline as required

2 Select the View Mode: Resource View Mode icon, the icon then changes appearance to the View Mode: Work Order Resource Requirement icon.

3 Select the Utilisation Panel to maximize it

4 The Resource Classes are listed with allocation graphs displayed by individual Resource Class.

5 Select a Resource Class to view further detail.

6

There are three Views available within the Resource Class detail (the default view is Chart): a) Chart b) Calendar c) Labour Resource.

8.1.1. Using the Chart View

1

From Step 6 above – Utilisation Panel chapter. Select the Chart View from the drop down list. The graphs are split into three periods: a) Extra time before b) Timeline period c) Extra time after.

2 Hover the mouse over the graphs to reveal further details.



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3 Note: Red graphs identify over scheduled Labour Resources, whilst Blue graphs show Allocated Hours that are within the rostering limits.

4 Selecting any of the graphs may move the Timeline to that time period.

8.1.2. Using the Calendar View

1

From Step 6 above – Utilisation Panel chapter. Each day during the period is displayed separately and contain the following information: a) Available hours b) Allocated Hours c) Qty assigned Labour Resource d) Percentage of Allocated Time to Available Time.

2 Selecting the day moves the Timeline to display that day.

3 Red graphs identify over scheduled Labour Resources, whilst Blue graphs show Allocated Hours that are within the rostering limits.

4 Selecting any of the graphs may move the Timeline to that time period.

8.1.3. Using the Labour Resource View

1

From Step 6 above – Utilisation Panel chapter. The Labour Resources that fall under the Resource Class are displayed here with an Labour Resource Card.

2

Each Labour Resource Card contains the following information: a) Photo b) Name c) Available hours d) Allocated Hours e) Peg f) Operational View.



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3

There are two view options available to toggle on and off: a) With Allocated Hours

o Shows only those Labour Resource who have some or all of their time allocated to a Work Order during the period

b) With Available Hours

o Shows only those Labour Resources who have hours that have not been allocated to a Work Order during the period.

4 Search for a Labour Resources by entering a search term in the Search field and selecting the Search button.

5 Clear the search field and select the Search button to view all available results.

8.2. INCREASE THE REPORTING RANGE BEYOND THE TIMELINE SELECTIONS

Go to: Utilisation chapter



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9 BATCH UPDATES

Changes can be made to the work orders using the batch update function within the work order panel, under either the timeline or Saved Search tabs.

9.1. CHANGE STATUS – ISSUED



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10 SEARCHING FOR WORK ORDERS

Use the Work Order Workbench to search for Work Orders. Running a Search provides results which can be dragged and dropped onto the Timeline, as well as updated using the Batch Process.

1 Set up the Timeline using the Workbench (Plan) chapter.

2 Select the Work Order panel

3 There are two tabs to use to Search: a) Timeline Search b) Saved Search

10.1. TIMELINE TAB

1 From Step 3 above – Searching for Work Orders chapter. Select the Timeline tab

2 Enter the search term in the Search field, then select the Search icon. Note: The fields that the search is performed on are defined in the Timeline Settings.

3 The results are returned from the Work Orders listed in the current Timeline period, ignoring any Timeline filters.

4

Search results contain: a) WO Number b) WO Description c) Operational Asset d) Status e) Planned Date f) Priority

5 Any results that do not include the following, are highlighted: a) Planned Date b) Estimated Duration.

6 Work Orders within the search results, can be dragged and dropped onto the Timeline.



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10.2. SAVED SEARCH TAB


1 Select the Saved Search tab

2 To re-run a saved Search, select the Saved Searches drop down arrow and select from the list.

3 To refine the search results, enter the search term in the Search field, then select the Search icon.

4 The results ignore the current Timeline period and filters.

5 Any results that do not include the following, are highlighted: a) Planned Date b) Estimated Duration.

6 Work Orders within the search results, can be dragged and dropped onto the Timeline.

10.3. EDITING A WORK ORDER FROM THE SEARCH RESULTS

1 When a work Order has been dragged and dropped onto the Timeline, the Edit Work Order popup screen is displayed for editing.

2

Make changes as required within the Edit Work Order popup screen: a) Work Location b) Planned Date and Time c) Step Description d) Step Work Location e) Step Start Date and Time f) Resource Classes g) Labour Resources h) Resource Count i) Resources Hours j) Add or Remove Steps.



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3 Select the Validate button to confirm the details are correct

4 Any Errors will prevent the changes from being saved.

10.4. USING THE EDIT WORK ORDER POPUP

The Edit Work Order pop up screen is accessible via three ways within the WOWB, through the:

• Timeline

• Work Order panel

• Detail panel.

10.4.1. Using the Timeline to access the Edit Work Order popup

1 Set up the Timeline as required.

2 Locate the Work Order card to be edited.

3 Right click on the Work Order card

4 Select the Edit menu item to display the Edit Work Order popup screen. Go to the required editing chapter.

10.4.2. Using the Work Order panel to access the Edit Work Order popup


2 Maximise the Work Order panel and select the Timeline or Saved Search tab

3 Perform the required search. See Timeline tab chapter See Saved Search tab chapter

4 To refine the search results, enter the search term in the Search field, then select the Search icon.

5 Locate the Work Order to be edited and drag and drop it onto the Timeline

6 The Edit Work Order popup screen is displayed.



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10.4.3. Using the Detail panel to access the Edit Work Order popup


2 Locate the Work Order card to be edited.

3 Select the Work Order card by clicking on it to display the Detail panel

4 Select the Edit icon to display the Edit Work Order popup screen. Go to the required editing chapter.

10.4.4. Editing the Work Order Work Location

The Work Order’s Work Location is listed - and editable - on both the Work Order Header and the Step.

Figure 66: Step Header



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Figure 67: Search for Work Location

Figure 68: Validate



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Figure 69: Validation Results

1

The Edit Work Order pop up screen is displayed, from the following chapters:

• Timeline


• Detail panel.

2 Select the Work Order Header

3 Select the Search icon against the Work Location field to display the Work Location lookup screen.

4 If the Work Location is not easily located within the Lookup screen, enter a search term in the Search field and select the Search button.

5

The lookup provides search results containing the Work Location. Note: If the required Work Location is not returned, perform another search or select the X Exit button to close the window.

6 Click on the Select button against the required Work Location

7

Select the Validate button to verify the Work Order content is correct. Note:

The Save button is greyed out until the Validation is performed without returning any errors.



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8

Validation Results may appear: a) If the Validation returns an error the Work Order is not able to be Saved – select the

Cancel button and address the error as required. Once fixed, perform the Edit the Work Location.

b) If the Validation returns a warning message this does not stop further processing or saving, resulting in the Save button being activated.

9 Select the Save button to update the Work Order. OR

10 Select the Cancel button to ignore the changes made to the Work Order.

10.4.5. Editing the Work Order Planned Date and Time

Figure 70: Edit the Planned Date



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Figure 71: Edit the Planned Date

Figure 72: Edit the Planned Time



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Figure 73: Use the clock face to set the Time

Figure 74: Validate

1


• Timeline


• Detail panel.

2 Select the Work Order Header



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3

There are four ways to edit the Planned Date field: a) Click on the DD, MM or YYYY and type over b) Click on the DD, MM or YYYY and use the up and down arrows c) Click on the single down arrow to display the calendar d) Click on the Calendar icon to display the calendar Note: The arrows are only visible once you have clicked in the field.

4 For 3c and 3d Click on the required date - on selection the calendar closes and the Planned Date field is updated

5

There are three ways to edit the Planned Time field: a) Click on the portion of the time and type over b) Click on the portion of the time and use the up and down arrows c) Click on the Clock icon to display the Clock face.

6

For 5.c

a) Select AM or PM as required.

b) Select the Hour so it is highlighted and then move the clock hand to the required hour.

c) Select the Minutes so it is highlighted and then move the clock hand to the required minutes.

d) Select the OK button to update the Planned Time field.

7 Select the Cancel button to ignore the changes.

8



9

Validation Results may appear: a) If the Validation returns an error the Work Order is not able to be saved – select the

Cancel button and address the error as required. Once fixed, perform the Edit the Work Location steps.





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10.4.6. Editing the Step Description

Figure 75: Editing the Description

1


• Timeline


• Detail panel.

2 Select the Step Header

3 Enter the required wording in the Description field.

4





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5






10.4.7. Editing the Step Work Location

Figure 76: Step Header

Figure 77: Search for Work Location



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Figure 78: Validate

Figure 79: Validation Results



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8


• Timeline


• Detail panel. Locate the Step that is to be updated.

9 Select the step by clicking on the Step Header



12



14



15

Validation Results may appear: c) If the Validation returns an error the Work Order is not able to be Saved – select the

Cancel button and address the error as required. Once fixed, perform the Edit the Work Location.

d) If the Validation returns a warning message this does not stop further processing or saving, resulting in the Save button being activated.





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10.4.8. Editing the Step Start Date and Time

Figure 80: Edit Step Start Date & Time

Figure 81: Edit the Start Date



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Figure 82: Use the clock face to set the Time

1


• Timeline


• Detail panel.


3

There are four ways to edit the Start Date field: a) Click on the DD, MM or YYYY and type over b) Click on the DD, MM or YYYY and use the up and down arrows c) Click on the single down arrow to display the calendar d) Click on the Calendar icon to display the calendar Note: The arrows are only visible once you have clicked in the field.

4 For 3c and 3d Click on the required date - on selection the calendar closes and the Start Date field is updated

5

There are three ways to edit the Start Time field: a) Click on the portion of the time and type over b) Click on the portion of the time and use the up and down arrows c) Click on the Clock icon to display the Clock face.



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6

For 5.c

a) Select AM or PM as required.

b) Select the Hour so it is highlighted and then move the clock hand to the required hour.

c) Select the Minutes so it is highlighted and then move the clock hand to the required minutes.

d) Select the OK button to update the Planned Time field.


8



9








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10.4.9. Editing the Resource Classes

Figure 83: Edit Work Order

Figure 84: Select the Resource



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Figure 85: Validate

1


• Timeline


• Detail panel.


Adding a Resource Class

3 Select the Add symbol to display the Resource Lookup screen

4 If the Resource Class is not easily located within the Lookup screen, enter a search term in the Search field and select the Search button.

5

The lookup provides search results containing the Resource Class. Note: If the required Resource Class is not returned, perform another search or select the X Exit button to close the window.

6 Click on the Select button against the required Resource Class

Remove a Resource Class

7 Select the Delete icon against the Resource Class Name, then select the OK button



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9





10.4.10. Editing the Labour Resources

The Resource Class needs to exist before a Labour Resource can be allocated to a Step.

Figure 86: Edit the Work Order



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Figure 87: Select the Labour Resource

Figure 88: Allocated Labour Resource



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Figure 89: Remove Labour Resource

Figure 90: No Labour Resource allocated



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Figure 91: Select a different Labour Resource

Figure 92: Different Labour Resource allocated



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1


• Timeline


• Detail panel.


Adding a Labour Resource

3 Select the Unallocated button against the Resource Class to display the Labour Resource Lookup screen

4 If the Labour Resource is not easily located within the Lookup screen, enter a search term in the Search field and select the Search button.

5

The lookup provides search results containing the Labour Resource. Note: If the required Labour Resource is not returned, perform another search or select the X Exit button to close the window.

6 Click on the Select button against the required Labour Resource

7 The named Labour Resource button now appears against the Resource Class

Remove a Labour Resource

8

There are two ways to remove the Labour Resource: a) Select the Bin icon – this removes only the Labour Resource b) Select the Delete icon – this removes both the Resource Class and the Labour

Resource

9 Select the appropriate icon against the Labour Resource, and then select the OK button

10 The Unallocated Labour Resource button is displayed against the Resource Class

Change a Labour Resource

11 Select the Labour Resource button against the Resource Class to display the Labour Resource Lookup


13





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15 The new named Labour Resource button now appears against the Resource Class

16





10.4.11. Editing the Resource Count

The Resource Count is the quantity of people with the qualification that will be required. In the below screenshot, 1 x Admin and 1 x Crane Operator are required. The Work Order is then amended to required 3 x Admin and 1 x Crane Operator.

Figure 93: Edit the Count required



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Figure 94: Validate

1


• Timeline


• Detail panel.


3 Locate the Resource Class to be increased.

4 Select the Add icon in the Count column against the Resource Class, each click will increase the count by 1.

5



6






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10.4.12. Editing the Resources Hours

The Resource Hours are the number of hours that each of the Labour Resources are allocated to complete their tasks.

Figure 95: Edit the Hours required



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Figure 96: Validate

1


• Timeline


• Detail panel.


3 Locate the Resource Class to be increased.

4

Click in the Hours field and use the up and down arrows to increase or decrease the required Hours. Note: The arrows are only visible once you have clicked in the field.

5



6








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10.4.13. Add or Remove Steps.

Figure 97: Add a step – no existing steps on WO



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Figure 98: Validate – no existing steps on WO

1


• Timeline


• Detail panel.

No steps exist

2 Work Order Header is displayed maximised

3 Select the Add step button to insert a new step 1.

Description field

4 Enter the required wording in the Description field.

Work Location



7



Start Date and Time



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9

There are four ways to edit the Start Date field: c) Click on the DD, MM or YYYY and type over d) Click on the DD, MM or YYYY and use the up and down arrows e) Click on the single down arrow to display the calendar f) Click on the Calendar icon to display the calendar Note: The arrows are only visible once you have clicked in the field.

10 For 3c and 3d Click on the required date - on selection the calendar closes and the Start Date field is updated

11

There are three ways to edit the Start Time field: g) Click on the portion of the time and type over h) Click on the portion of the time and use the up and down arrows Click on the Clock icon to display the Clock face.

12

For 5.c

i) Select AM or PM as required.

j) Select the Hour so it is highlighted and then move the clock hand to the required hour.

k) Select the Minutes so it is highlighted and then move the clock hand to the required minutes.

Select the OK button to update the Planned Time field.


Adding a Resource Class

14 Select the Add symbol to display the Resource Lookup screen

15 If the Resource Class is not easily located within the Lookup screen, enter a search term in the Search field and select the Search button.

16

The lookup provides search results containing the Resource Class. Note: If the required Resource Class is not returned, perform another search or select the X Exit button to close the window.


Adding the Resource Count



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18 Select the Add icon in the Count column against the Resource Class, each click will increase the count by 1.

Adding the Resource Hours

19

Click in the Hours field and use the up and down arrows to increase or decrease the required Hours. Note: The arrows are only visible once you have clicked in the field.

Adding the Labour Resource(s)

20 Select the Unallocated button against the Resource Class to display the Labour Resource Lookup screen


22



24 The named Labour Resource button now appears against the Resource Class

25



26








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11 GLOSSARY

Terminology Meaning

Planner The user who forecasts work orders, potentially defining a done by date and then planning the wo to be completed in a timeframe such as “this week” or “this month”

Scheduler Uses the planned Work Orders and assigns resources to it

Location Where the scheduler and resources are located either a workshop or specific geographic location

Workshop A location

Work Week Start Day

Work Over Allocation Percentage

Workshop free time percentage

Default Workshop

Default Workshop Operation Hours

Group By Menu

Filter (on/off)

Refine the results displayed in the Workbench by selecting filtering options, such as Status or Urgency.

grey is switched off, coloured is switched on

Timeline View

Refresh

Date/Calendar

Sort by



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Terminology Meaning

Alerts

Settings

Search

Focus Date

The day from which Work Orders are displayed, as the middle of the period selected

Detail (off/on)

Minimise (panel)

Pin (panel)

View Mode: WO

View Mode: WO Resource Requirements

Settings

Work Order Details



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Terminology Meaning

Edit WO

Batch process

Size Cell to End Date (off/on)

Labour Resource Filter (off/on)

Time

Add (Step, Resource)

Delete (Step)

Operational Asset

Delete Resource Class

Delete Resorce Class and Labour Resource

Ok button



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Terminology Meaning

Cancel button

Validate button

Verifies the information in the Work Order against the validation errors and warning

Add Count icon

Save button

Greyed out, Validation is required.

Save button

Activated

Select button

To make a selection from a look up screen.

Search button

To perfrom a search.

Documents

Standard Operating Procedure · Event is for the start of a process. For start process events there is no proceeding process flow. Connectors are used to describe the sequence flow