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Work Order Statuses

WORK ORDER MODULE

WORK ORDER STANDARDS OVERVIEW

The status field displays the current status of the work order within the work order lifecycle process. The Sarasota County enterprise standards for the work order statuses are as follows: Value APPR CAN CLOSE COMP DONE HISTEDIT INPRG INSPEC SCHED WAPPR WCOND WFUND WMATL WPLAN WRES WSCH Description Approved Canceled Closed Completed Done Edited in History In Progress Inspection Scheduled Work Waiting on Approval Waiting on Conditions Waiting on Funding Waiting on Material Waiting on Planning Waiting on Resources (People, Tools) Waiting to be Scheduled

Work Order Work Type

The purpose of this field is to classify the work order in terms of the type of work to be performed. The Sarasota County enterprise standards for the work order statuses are as follows:

CM Corrective Maintenance Repair work that can be planned and scheduled. Corrective maintenance work is work that needs to be done, but does not have to be performed immediately. CP Capital Project Fully planned scheduled capital project work. CP work orders are part of major projects designed to improve the physical assets or infrastructure of an organization. EM Emergency Maintenance Unplanned, unscheduled breakdown maintenance. EM work orders are problems that must be corrected immediately, because they are life threatening, can damage assets, cause production to stop, or are urgent. EV Event Report Unscheduled event that stops work (production) but does not necessarily require a maintenance crew to fix. Also used for meetings, trainings, and other non-work related activities. PM - Preventive Maintenance Scheduled work (fully planned) that is based either on time or meter. PM work orders are generated periodically from the PM module. PW Project Work Fully planned scheduled non-capital project work. Work performed on new assets or significant revitalization of existing assets, for example, facilities projects or other types of O&M projects, new construction or rehab. (For Project Work, add a field for Project Type with a value list.) CS Customer Service Work or services performed based on requests from both internal and external customers. (For example, inspections, estimates, etc.)

Work Order Priority

The purpose of the priority is to rate the importance of the work to the maintenance organization. In Maximo the rule is - the higher the priority the more important the work. The Sarasota County enterprise standards for work order priority are as follows: 4 - Emergency Process stopper and/or immediate safety hazard, environmental hazard, adverse affect on equipment design life, adverse customer affect. Bypasses normal planning and scheduling routine. 3 - Urgent An incident with a critical system or a reduction in service that impacts availability. If not corrected the incident could escalate to an emergency status with a significant potential for safety hazard, environmental hazard, adverse affect on equipment design life, adverse customer affect.

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2 - PM, Production/Scheduled Work or Capital/Project Work This is maintenance that is planned, scheduled and coordinated to ensure a service or asset performs at its required level, including project work performed on new assets or significant revitalization of existing assets. 1 - Corrective Maintenance/Non-Critical to Operations This priority is assigned to work that has minimal impact to safety, environmental or a production service or asset.

OVERVIEW
Work orders are the core of maintenance management. A work order specifies a particular task to be accomplished, and the labor, materials, services, and tools needed to complete the work. When you create a work order in Maximo you initiate the maintenance management process and create a historical record of work requested and performed. A work order is a request for work to be performed. Using work orders allows you to both track work that has been performed in the past and future work that is being planned. The information contained on a work order includes the tasks performed, labor hours or services required for the work, materials and tools needed to do the work, and the assets worked on, or locations where the work was performed. You can use the WORK ORDER TRACKING application to plan, review, and approve work orders for assets, locations, or other work charged to general ledger (GL) accounts. You can use the WORK ORDER TRACKING application to perform every function related to processing work orders. These tasks include creating, approving, and initiating work orders, checking their status history, and closing or reworking them when appropriate.

Work Orders and Assets/Locations

Work orders are often created for an asset or location. Asset records are created in the ASSETS application, and location records are created in the LOCATIONS application. When there is a value in the LOCATION field on a work order, Maximo automatically copies information from the location record to the work order. When there is a value in the ASSET field on a work order, Maximo automatically copies information from the asset record to the work order including the FAILURE CLASS for the asset. You use the FAILURE REPORTING tab to record failure data for the asset or location. The ASSET UP? check box indicates the Up/Down status of the asset as recorded using the REPORT DOWNTIME action. The ASSET/LOCATION PRIORITY field displays the asset priority. Maximo displays the location priority only if there is no value specified for asset priority.

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If an asset record has meters associated with it, you can enter meter readings for an asset using the Enter Meter Readings action.

Work Orders and Contracts

When the asset listed on a work order is under warranty, Maximo displays a message to alert you to that fact. You can use the VIEW WARRANTIES action to view any warranties that apply to the work order. The WARRANTIES EXIST? check box is read-only. Maximo automatically checks the WARRANTIES EXIST? check box if warranties exist for the asset or location listed on the work order. The CONTRACT field on a work order is used to display a warranty or service contract that applies to a work order. Warranty and service contracts are created in the WARRANTY CONTRACTS application.

Work Orders and Inventory

You can list materials requirements for a work order on the MATERIALS sub-tab of the PLANS tab. When the work order status is changed to APPR (approved), Maximo creates an inventory reservation for these items. If the work order status is then unapproved or canceled, Maximo removes the reservations. Item records are created in the ITEM MASTER application and managed in the INVENTORY application. You can list service requirements for a work order on the SERVICES sub-tab of the PLANS tab. You can list tool requirements for a work order on the TOOLS sub-tab of the PLANS tab. When the work order is approved, Maximo creates an inventory reservation for these items. Tools records are created in the TOOLS application, and managed (issued and returned) using the STOCKED TOOLS application. You record actual usage of materials, services, and tools on the ACTUALS tab. When Maximo calculates work order costs it uses materials, services, and tools actuals in the calculation.

Work Orders and Issues and Transfers

When you record item use on a work order, Maximo creates a material transaction record in the database. Item usage on work orders can be recorded in one of two ways: 1. Record materials issued to the work order using the ISSUES AND TRANSFERS application.

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2. Record material usage using the ACTUALS tab of the WORK ORDER TRACKING application. Because Maximo updates inventory balances when you perform either of these actions, it is possible for the same item to be subtracted from inventory twice, thereby causing inaccurate item counts. To ensure accurate inventory records, your company should establish a policy for each site regarding whether item use will be recorded in the ISSUES AND TRANSFERS application or in the WORK ORDER TRACKING application.

Work Orders and Job Plans

You can use the applications in the PLANNING module to create templates for job plans and safety plans. A job plan describes the tasks that need to be performed on a work order, and the labor, materials, services, and tools that will be needed. Job plans are created in the JOB PLANS application. When you select a job plan to apply to a work order, or generate a work order from a CONDITION MONITORING or PM record with an associated job plan, Maximo copies data from the job plan to the work order. This information can be viewed in the Plans tab. You can then modify the data as needed without affecting the original job plan. If no job plan exists that meets your needs, you can create one in the TASKS table window on the PLANS tab. A safety plan describes hazards and precautions, hazardous materials, lock outs and tag outs that apply to specific assets and locations. Safety plans are created in the SAFETY PLANS application, and are similar to job plans. They are templates that can be copied to work orders. After the safety plan has been applied, you can add, edit, or delete plan information on the work order without affecting the original safety plan. If no safety plan exists that meets your needs, you can create one on the SAFETY PLAN tab. After you apply a job plan that includes a safety plan to a work order, or generate a work order from a CONDITION MONITORING or PM record with an associated job plan, Maximo copies safety information from the job plan to the work order. This safety information can be viewed on the SAFETY PLAN tab. You can then modify the data as needed without affecting the original safety plan.

Work Orders and Labor Records

You can list labor and craft requirements for a work order on the LABOR sub-tab of the PLANS tab. Maximo uses the labor values listed on the PLANS tab to create the requirements that appear in the ASSIGNMENT MANAGER application.

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You use the ASSIGNMENT MANAGER application to assign work to individual laborers. Labor records for both internal (employee) and external (contract) laborers are created in the LABOR application. You record actual usage of labor hours on the ACTUALS tab. When Maximo calculates work order costs it uses labor actuals in the calculation. You can also use the LABOR REPORTING application to report labor actuals against a work order.

Work Orders and Meters

You can record meter readings for an asset or location via the ENTER METER READINGS action available from the SELECT ACTION menu. When you record meter readings for an asset or location, Maximo updates values in the following fields on METERS tab of the asset or location record: Last Reading Last Reading Date Last Reading Inspector

Work Orders and Preventive Maintenance

Regular inspections and preventive maintenance can help reduce the number of emergency work orders that are generated at your company. You use the MASTER PM application to create master PM records which are used as templates to create other PM records. You use the PREVENTIVE MAINTENANCE application to create PM records, which can generate PM work orders. You can schedule Maximo to generate work orders based on elapsed time, or meter readings, or a combination of the two. When a work order has been generated from a PM there is a value in the PM field. When you generate a work order from a PM, Maximo copies data from the PM to the work order, including job plan and safety plan data.

Work Orders and Purchasing

Frequently items, materials, or services must be ordered in order to complete a work order. You can create purchase requisitions using either the Purchase Requisitions application, or in the self-service DESKTOP REQUISITIONS application. You use the View PO Information action to view current purchase requisitions and purchase orders for items and services for the work order. If you select the ISSUE ON RECEIPT? check box for a PR line, the item will be issued directly to the work order upon receipt. Services are direct issue by default.

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Work Orders and the Service Desk

Work orders can also be created using Maximos Service Desk applications. The following SELECT ACTION menu options allow you to create tickets and work orders from within any of the SERVICE DESK or work order applications: Create Service Request Create Work Order

The RELATED RECORDS tab on a ticket or work order record records the relationship between the originating record and the follow up record(s).

Work Orders and Service Level Agreements

A service level agreement (SLA) is a written agreement between a service provider and customer that documents the agreed-upon service levels for a service. You use the VIEW SLA action to view all service level agreements that apply to a work order and its tasks. You use the APPLY SLA action when you want Maximo to search for and apply applicable service level agreements. Maximo searches for active SLAs that match the characteristics of the work order. If no applicable SLA is found, Maximo displays a message. You use the SELECT/DESELECT SLA action to select and delete associations between a work order and one or more service level agreements. When you apply an SLA to a work order, Maximo automatically does the following: Selects the SLA APPLIED? check box on the work order. This check box is read-only. Enters a value in the TARGET START date field when an SLA with a Response type commitment is applied to the record. Enters a value in the TARGET FINISH date field when an SLA with a Resolution type commitment is applied to the record. NOTE: Applying a SLA to a work order only applies it to that record, it does not apply the SLA to any task work orders listed on the record. If you want to apply the SLA to a task, you must open each task work order individually and apply the SLA to each task.

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Quick Reporting
The QUICK REPORTING application is a simplified version of the WORK ORDER TRACKING application that can be used to quickly report actuals for work that has already been performed, either on open work orders or on work orders that you create in QUICK REPORTING.

Work Order Priority

Maximo uses values between 0 and 999 to indicate priority for work orders, assets, and locations. Maximo can use these different priority values to generate a calculated priority to help schedulers determine the overall priority of a work order among "competing" work orders for similar assets or locations. Maximo uses two priority fields on work orders: Priority - If the work order is created in WORK ORDER TRACKING you can specify the priority of the work order. Work Orders generated from a PM inherit their priority from the PM. Asset/Location Priority - Maximo copies the priority value from the asset record. If no priority value is specified on the asset record, Maximo copies the priority from the location record.

Maximo allows you to calculate priority based on the following options: NONE no calculation PRIORITY the work order priority value as entered by user EQPRIORITY the priority on the asset or location, if this option is selected it would overwrite the entered priority with that from the asset or location. PRIORITY + EQPRIORITY value of entered work priority plus the value of the asset or location against which the work order is written. (2 * PRIORITY) + EQPRIORITY - value that doubles the importance of the work priority in the calculated value PRIORITY + (2 * EQPRIORITY) - value that doubles the importance of the asset or location priority in the calculated value

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USING THE WORK ORDER TRACKING APPLICATION

To access the WORK ORDER TRACKING application, click the application link on your START CENTER, or select WORK ORDERS > WORK ORDER TRACKING from the GO TO menu. The WORK ORDER TRACKING application contains the following tabs: List - to search Maximo for work order records. Work Order - to create, view, or modify work orders, view identifiers for an applied job plan and safety plan, view PM and scheduling information. If the work order is a follow-up work order, you can view the identifier of its originating work order. You also can identify the failure hierarchy for the work asset. Plans - to enter, view, or modify information on work orders in a hierarchy, and to enter, view, modify, or delete information about planned job tasks, labor, materials, services, and tools. Related Records - to add, view, or delete related ticket and work order records. Actuals - to enter, view, or modify actual work order start and finish times, labor hours and costs, material quantities, service costs, and tool costs. Safety Plan - to add, view, modify, or delete safety information associated with a work order. Log - to create, view, edit, and delete Work Log entries, and view Communication Log entries. Failure Reporting - to enter, view, or modify asset and location failure information to help identify trends.

Creating a Work Order

To create a new work order, choose the new icon from the action bar.

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Maximo auto-numbers the workorder records and thus a blank screen will open up with the following fields populated: Work Order Number auto-generated, next number in the sequence. Status WAPPR Site SRQ Class WORKORDER, default for new work orders. Status Date current date and time Report Date current date and time Reported By your user-id

1. Enter a DESCRIPTION for the Work Order.

If you need additional space, select the long description icon at the end of the short description field.

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A dialog box will display.

This field can contain as much information as you wish to type. You can choose to check the spelling of what you have entered if you wish. The long description icon changes color (highlighted in orange) when information has been entered in this dialog box. 2. Choose a LOCATION for the Work Order. You can select a location by: Select Value returns all the records in the database for you to filter and search against. Open Drilldown opens the location/asset hierarchy for you to navigate to the appropriate location FOR HIERARCHICAL LOCATIONS ONLY. For more information about the drilldown, please see the Locations section of this reference.

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Classifications allows you to search for locations by entering certain criteria against the specification attached to the asset. For instance, you could search by a street segment by entering the length, street name, hundred block, or any combination thereof. Go To Locations allows you to open the LOCATIONS application to search for the appropriate location from the LIST tab and then return with the appropriate value. Go To Navigator allows you to open the navigator to search for your location.

After you have selected the appropriate location, you may wish to view other work orders against the same location, open contracts, or open tickets. To do so, select the appropriate option from the location menu tab.

A dialog box will open with sub-tabs for WORK ORDERS, PREVENTIVE MAINTENANCE, and ROUTES.

The Work Orders shows all work orders ever written against the location. The INCLUDE CHILDREN? check box is automatically checked, if you wish to view related records for ONLY the current location then you should uncheck the box and select the REFRESH button.

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The PREVENTIVE MAINTENANCE sub-tab shows all PM records written against the location and the ROUTES sub-tab shows all route records of which the current location is a route stop. 3. Select an ASSET for the work order (if appropriate). If there is only one asset at the location you selected, the asset field will automatically populate with the associated asset. Otherwise, you will need to choose the asset from of the options in the action menu.

one

The action menu choices are very similar to those for the location with the exception of the GO TO ASSETS option which takes you to the ASSETS module instead of LOCATIONS. 4. Choose the WORK TYPE. A valid list of options will appear when you select the icon at the end of the field.

To select an option, simply the select the underlined value in the type column. Alternatively, if you know the appropriate value you can simply type it into the field. 5. Choose the WORK PRIORITY.

A valid list of options will appear when you select the icon at the end of the field.

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To select an option, simply select the appropriate underlined value. Alternatively, if you know the appropriate priority you can simply type it into the field. 6. Save the record.

The Plans Tab

The PLANS Tab is where you can build a work order hierarchy by:

1. Creating Task Work Orders by Attaching a Job Plan/Creating a Work Plan (if appropriate). 2. Create Child Work Orders (if appropriate)

Work Order Hierarchies

A work order hierarchy is a group of work orders arranged in parent-child relationships. A work order hierarchy is often used when you have a large maintenance project that might need to be broken down into smaller jobs to be completed. Hierarchies let each smaller job be handled as an individual work order, while having a relationship to the larger project.
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At the highest level of a work order hierarchy, one work order is the parent. This top-level work order can have one or more child work orders. Each child work order can have one or more children, and so on. A child work order can have only one parent. The lowest level of any branch of the hierarchy is usually the task level containing the steps that are defined in a work plan or job plan. Hierarchies let you view work order costs individually and as part of the project totals. You can view the actuals for the parent, as well as the combined totals of the parent and all its child work orders via the View Costs action. After work orders are grouped into hierarchies, you can easily change all statuses, view all estimated and actual costs, and put work orders into a sequence so that workers can perform tasks in a defined order. You also can move a work order to another hierarchy.

Viewing and Navigating Work Order Hierarchies

You use the PLANS tab to create, view, and modify work order hierarchies when creating work plans. The ACTUALS tab contains a duplicate of the work order hierarchy for recording actuals. PARENT - The work order at the top of a multi-level hierarchy. The parent work order may or may not have children associated with it. The PARENT WO field is ALWAYS blank on a PARENT work order. If the parent work order has children attached, a flag called HASCHILDREN will be set to true. CHILD Displays as rows in the CHILD table window on the PLANS or ACTUALS tabs. The PARENT WO field will ALWAYS be populated on a child work order. A child work order may or may not be a TASK work order. A flag on the record entitled ISTASK will be set to true or false. You can navigate to the parent work order by clicking the DETAIL MENU button next to the PARENT WO field. TASK - A step to be performed as part of a work orders work plan. The lowest branch of the hierarchy structure. Tasks are also child work orders. NOTE: In previous Maximo releases Task work orders have been referred to as "operations" steps on the job plan. An example of the different types of parent/child relationships is below.

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8473 is the parent work order. Youll notice the PARENT WO field is blank. There are 2 child work orders in the child window highlighted by a smiley face and 27 task work orders highlighted by a star. To navigate to a child record, select the arrow next to the child work order number in the child window . The screen then goes to the child work order window:

Youll see that the active work order is now 9503 and the parent work order field is now populated with 8473. There are no child or task work orders for the child work order and thus both table window sections are blank.

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To navigate back to the PARENT, simply select the arrow to the right of the PARENT WO field.

The options are now:

Selecting MOVE TO 8473 returns you to the original PARENT work order. All of the child and task work orders are now visible again. You can navigate to TASK work orders the same way you navigated to CHILD work orders.

Creating/Attaching Task Work Orders by Attaching a Job Plan or Creating a Work Plan
Work orders can range from the relatively simple (a single worker replacing a bulb in a lighting fixture) to the extremely complex (teams of workers coordinating a nuclear plant shutdown for routine maintenance). The more complex a work order is, the more likely you will need to create a plan for what needs to be accomplished, who will perform the work, and what materials and tools will be needed to complete the work. A work plan describes the tasks that need to be performed on a work order, and the labor, materials, services, and tools that will be needed. You create and view work plans on the PLANS tab. You can create a work plan in one of two ways:

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1. Associate a job plan with the work order by entering a value in the JOB PLAN field on the WORK ORDER tab.

The two options for selecting a job plan are:

The SELECT VALUE option allows you to view all job plans in the system and use filtering to search for the appropriate record. You may receive a screen like the one shown adjacent if you do not associate your job plans to assets or locations.

This is because Maximo defaults the SHOW JOB PLANS FOR THE WORK ORDERS ASSET AND LOCATION ONLY? check box to true. You can show all job plans in the system by unchecking the box and then selecting REFRESH.

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Use the filter fields for Job Plan and Description to find the appropriate job plan and then select the underlined job plan number. After you select a job plan, Maximo copies the information to the PLANS tab of the work order. If there is a safety plan associated with the job plan, Maximo also copies the safety plan information to the SAFETY PLANS tab. Once Maximo has copied the job plan to the work order it becomes a work plan, and can be modified as needed.

2. Create a custom work plan using the PLANS tab. Defining a work plan consists of the following tasks: a. Defining the tasks or steps needed to complete the work. Tasks are entered in the TASKS table window. You can indicate that the tasks need to be performed in a particular sequence, and provide estimates of how long each task will take to perform. You can also use the Tasks table window to add measurement point data for an asset. Measurement points are created in the CONDITION MONITORING application. When you define tasks for a work order, Maximo numbers each task. Task numbers must be unique within each work plan. Maximo sorts tasks by SEQUENCE, then by TASK ID. If a work plan does not have a SEQUENCE indicated, the system sorts tasks in numerically ascending order by Task ID, making the task with the lowest number is the first step of your work plan. By default, Maximo increments task numbers by 10, for example, 10, 20, 30 and so on. This gives you the flexibility to add new tasks between existing ones. b. Define the labor, crafts, and skill levels that will be required for the work. Labor requirements are entered on the LABOR sub-tab. Labor records are created in the LABOR application.

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c. Define the items and materials that will be needed to complete the work. Material requirements are entered on the MATERIALS sub-tab. Item records are created in the ITEM MASTER application. d. Define the services that will need to be purchased to complete the work. Service requirements are entered on the SERVICES sub-tab. Service records are created in the SERVICE ITEMS application. e. Define the tools that will be needed to complete the work. Tool requirements are entered on the TOOLS sub-tab. Tool records are created in the TOOLS application. NOTE: Creating a work plan follows the same procedures as completing a job plan except that you are entering the data on the PLANS tab of Maximo instead of in the JOB PLANS module. For detailed screen shots, please see the PLANNING section of this reference.

Creating/Attaching Child Work Orders

The CHILDREN table window on the PLANS tab contains a subset of the work order fields, allowing you to create child work orders via the NEW ROW button. Once created and saved, you can open each child work order individually to enter or modify values for work order fields not contained in the CHILDREN table window.

There are six methods for creating a child relationship to a parent work order. 1. Select Existing Work Orders 2. Select Assets 3. Select Locations 4. Create a New Work Order 5. Attach a Route to the Parent Work Order 6. Populate the Parent Work Order Field on an Individual Work Order Record

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Select Existing Work Orders

To do this, choose the SELECT WORK ORDERS button the CHILD window. A dialog box will open with all active work orders in the system. from

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Use the filter button to locate the work orders you are interested in and then place a check mark in the boxes to the left of the work order number and then select the OK button.

The work orders selected will now appear in the CHILD WINDOW table and the PARENT WO field will be populated accordingly.

If you need to modify the sequence in which the work orders must be worked, simply populate the sequence number highlighted with a red circle above. Work orders can be worked concurrently by assigning the same sequence number or linearly by assigning a higher number sequence to the next work order ex. 1, 2, 3, or 10, 20, 30. If you need to modify the child work order you can do so navigating to it (see Navigation section above) or by displaying the details by selecting the blue arrow to the extreme left of the record.

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The details will display in a section below the child window. Youll know which record you are viewing by noting the orange down arrow next to the highlighted child work order record.

To close the table, simply click the orange arrow to collapse the detail window. The section will disappear and the arrow will be blue once again.

Select Assets
For this example using a another work order 9898. To do this, select the SELECT ASSETS button WINDOW table. A dialog will appear with all of the active assets listed with check marks next to them. Use the filter to find the appropriate assets, place a check mark in the box to the left of the asset number and then select OK. from the CHILD

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New work orders will be created that match the number of assets selected.

Chances are that selecting assets will not fill in all of the required fields on the work order and thus you will need to view and update the details of each work order created. To do this, select the blue arrow to the left of the new work order. The details will appear in a new section below the CHILD WINDOW table.

Enter all required fields for the work order and then continue to the next work order created from your asset selection. If you need to update more information than is displayed in the details section, simply navigate to the child work order record as per the instructions in the Navigation and Querying section above. Save your work. If you need to modify the sequence in which the work orders must be worked, simply populate the sequence number highlighted with a red circle below. Work orders can be worked concurrently by assigning the same sequence number or linearly by assigning a higher number sequence to the next work order ex. 1, 2, 3, or 10, 20, 30.

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Select Locations
To do this, select the SELECT LOCATIONS button from the CHILD WINDOW table.

A dialog will appear with all of the active assets listed with check marks next to them.

Use the filter to find the appropriate assets, place a check mark in the box to the left of the asset number and then select OK. New work orders will be created that match the number of locations selected, as it did in the Select Assets action button Chances are that selecting locations will not fill in all of the required fields on the work order and thus you will need to view and update the details of each work order created. To do this, select the blue arrow to the left of the new work order.

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The details will appear in a new section below the CHILD WINDOW table.

Enter all required fields for the work order and then continue to the next work order created from your asset selection. If you need to update more information than is displayed in the details section, simply navigate to the child work order record as per the instructions in the Navigation and Querying section above. Save your work. If you need to modify the sequence in which the work orders must be worked, simply populate the sequence number highlighted with a red circle below. Work orders can be worked concurrently by assigning the same sequence number or linearly by assigning a higher number sequence to the next work order ex. 1, 2, 3, or 10, 20, 30.

Create A New Work Order

To do this, select the NEW ROW button from the CHILD WINDOW table. A new work order will be created and will appear in the detail section below the CHILD WINDOW table.

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You will notice that the location copied over from the parent, you can change this if you wish but Maximo assumes you are working on the same asset or location for all work order activities within the hierarchy. Enter the information in all of the required fields and then save the record. Save your work. You can create as many new child records as you wish in this manner.

Attach a Route to the Parent Work Order

You can apply a route to a work order or you can specify one on a PM. When you apply a route, the original work order is the parent, and the route stops are child work orders, which can have job plan tasks associated with them. To apply a route, simply choose the appropriate route from the dialog box that opens (you may wish to filter if the list is too long).

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Maximo will display the status dialog as it creates the child work orders.

A status box will display when complete, showing you the work orders created which you can view from the ACTUALS tab.

(sample screen)

Save your work.

Populate the Parent Work Order on an Individual Work Order Record

You can quickly create a child relationship to an existing parent work order for an individual work order by populating the PARENT WO field on the current record. To do so, either type in the parent work order number if you know it, or select the arrow next to the field if you do not. A menu of options will appear.

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Select the SELECT VALUE option and a list of all work orders in the system will appear.

Use the filter boxes to find the work order you are interested in and then select the underlined work order number for the appropriate record. The PARENT WO field will now be populated on the work order.

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Save your work.

Generating a WO Hierarchy from a PM Hierarchy

PM hierarchies group assets or locations with the same PM schedules in parent-child relationships. When you generate work orders from a PM that is the part of a hierarchy, work orders are generated for the entire hierarchy. You generate PM work orders in the Preventive Maintenance application and can view the work orders in Work Order Tracking.

Status Changes and Hierarchy Records

The INHERIT STATUS CHANGES? check box on a work order record specifies whether the work order will inherit status changes from its parent work order. If the check box is selected (the default), the work orders status will change when the parent work orders status changes. You can change the status of the child work order manually using the CHANGE STATUS button in the CHILDREN table window (see red circle below).

You can change the status of the task work order using the CHANGE STATUS button in the TASKS table window.

However, if the child work order has its INHERIT STATUS CHANGES? check box selected, any subsequent changes to the parents status will be applied to the child work order, if appropriate. You can either un-check the INHERIT STATUS CHANGES? check box individually or you can change it on the PM record if the work order was system generated and it will populate the field correctly during the work order generation process.

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The Related Records Tab

By definition, every work order hierarchy has a single, top-level work order that is the parent for the entire hierarchy. Each work order in the hierarchy can have a single parent, but many children. A work order hierarchy can contain many levels. In contrast, the associations that appear on the RELATED RECORDS tab are nonhierarchical. There are no restrictions to the number of relationships a work order can have. A work order can be related to many ticket and work order records. The RELATED RECORDS tab contains two table windows, displaying all ticket records and work order records that are related to the current record.

The value in the RELATIONSHIP field identifies how the ticket or work order is related to the current record. There are five relationship types: 1. Global - indicates that the record is a Global Issue. This ticket type is applied to a record when the GLOBAL ISSUE? check box is selected on an incident or problem record. Work order records cannot be Global Issues. 2. Follow up - indicates that a record has been created as a follow-up to another record via one of the CREATE actions, for example CREATE WORK ORDER from WORK ORDER TRACKING. 3. Originator - indicates that the current record was generated from the related record. This type is applied to a record when follow-up record is created via one of the CREATE actions, for example CREATE WORK ORDER from WORK ORDER TRACKING. 4. Related - indicates that a record has been related to the current record to provide additional information. This type is applied to records that are added to one of the Related records tables using the NEW ROW button.

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5. Related to Global - indicates that the record is related to a Global Issue. This type applies to tickets that contain a value in the Related to Global ID field. This type of relationship does not apply to work orders. You can create relationships by creating a new work order via the CREATE WORK ORDER action or by selecting a work order using the SELECT WORK ORDERS button from the RELATED RECORDS tab. Lastly, you can create a relationship by selecting the RELATED RECORDS tab. button from the

A new detail screen will appear where you can enter the work order number. The other fields in grey will auto-populate from the work order selected.

The Safety Plan Tab

A safety plan describes hazards and precautions, hazardous materials, lock outs and tag outs that apply to specific assets and locations. You create and view safety plans on the SAFETY PLAN tab. When you are creating safety plans for a work order you want to consider the asset or location that is being worked on, but also any hazards that might exist in the surrounding area. You can create a safety plan in one of the following ways: 1. Associate a safety plan with the work order by entering a value in the SAFETY PLAN field on the WORK ORDER tab. After you select a safety plan, Maximo copies the information to the SAFETY PLAN tab of the work order. Once Maximo has copied the safety plan to the work order it can be modified as needed. 2. Associate a job plan with the work order by entering a value in the JOB PLAN field on the WORK ORDER tab. If the combination of the job plan and the work asset (asset or location) listed on the work order require a safety plan, Maximo copies the safety information to the SAFETY PLAN tab of the work order. Once Maximo has copied the safety plan to the work order it can be modified as needed. 3. Create a custom safety plan using the SAFETY PLAN tab. Defining a safety plan consists of the following tasks:

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Enter a LOCATION or ASSET on the WORK ORDER tab. Location records are created in the LOCATIONS application. Asset records are created in the ASSETS application. Define the safety hazards to include on the safety plan. You can select hazards using the SELECT SAFETY HAZARDS action, or add them to the HAZARDS table window. Maximo copies information for the selected hazard to the appropriate sub-tab. Hazard records are created in the HAZARDS application. Define the Hazardous Materials that apply to the safety plan. Hazardous materials information is defined on a hazard record. Define the tag outs procedures that apply to the asset or location. Tag-outs records are created in the LOCK OUT/TAG-OUT application. You can add a safety plan to a work order until the status of the work order is APPR (Approved). Your system administrator determines which work order statuses allow editing of Safety Plan information.

NOTE: If a work order already has a safety plan applied to it, you must use the REMOVE SAFETY PLAN action to remove the existing safety plan before you can select another safety plan.

The Actuals Tab

You use the ACTUALS tab to enter, view, and modify data about the actual work order job tasks and usage of labor, materials, services, and tools. Each work order record contains an ACCEPTS CHARGES? check box which specifies whether or not you can report actuals against the work order. If the check box is selected (the default), you can charge actuals against the work order. If the check box is cleared you cannot enter charges against the work order, but must report actuals against the work orders parent work order. A work order must be approved or in progress before you can record actuals against it. If it is not, you will receive the following error message.

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To change the status of the work order, select the CHANGE STATUS icon or action from the action menu. A dialog will open.

Select the arrow in the NEW STATUS field to display a list of valid status values the current record can be changed to.

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Select the appropriate status. You can change the STATUS DATE while you are in this dialog. This is the only time you have access to the status change for update. You can enter information in the memo field as well, this information will appear in the VIEW HISTORY action. Lastly, if you wish to print the work order you can by selecting the check box next to the PRINT WORK ORDER(S)? question. NOTE: If the INHERIT STATUS CHANGES? Check mark is selected on child records then they will change status at the same time as the parent. Maximo allows you to select multiple records from the work plan when recording actuals. The following buttons appear on the ACTUALS sub-tabs: Select Planned Labor - Appears on the LABOR sub-tab. Click to select from a list of the labor requirements recorded on the PLANS tab.

Select Reserved Items - Appears on the MATERIALS sub-tab. Click to select from a list of reserved inventory items.

NOTE: If planned materials exist, they should be copied when recording actuals to ensure that material reservations in the INVENTORY application are reconciled. Select Asset Spare Parts - Appears on the MATERIALS sub-tab. Click to select from a list of spare parts for the asset.

Select Planned Tools - Appears on the TOOLS sub-tab. Click to select from a list of tool requirements recorded on the PLANS tab.

Select Issued Tools - Appears on the TOOLS sub-tab. Click to select from a list of tools that have been issued to work orders.

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To report actuals for labor, material, service, and tool usage, click the appropriate subtab. If the work plan did not estimate labor, materials, services, or tools, you can use the button SELECT LABOR, SELECT MATERIALS, SELECT TOOLS, or the to add rows to the sub-tabs table window. If you choose a SELECT action, a dialog box will open with the appropriate records listed. Use the filter fields to find the appropriate records and place check marks next to the records you wish to select and then select the OK button. Maximo will return all selected records, creating a row for each which you can then update for the appropriate quantities, etc. A hint on the filter fields is to enter part or all of multiple values separated by a comma to return multiple possibilities at once for selection. For example, choose the SELECT LABOR button. .

1. Click on the FILTER Button at the top of the screen

2. Enter the employee IDs of all members of the separated by a comma.

crew,

3. Hit the ENTER button and the list is now just the employees entered in the filter field.

4. Select the top labor check mark which will select all of the records returned from your search.

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5. Hit the OK button. All the selected records return to the labor actuals entry.

To enter the hours and minutes worked, enter them as hh:mm , you do not have to convert them to decimal points unless you really, really want to. Then highlight the time youve just entered, right select the COPY button. click, and

Go to the next labor line, and highlight the 0:00 the time into the new row.

and then hit CTRL-V to paste

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6. Repeat this for each labor transaction row. 7. Save your work. When you select multiple records, Maximo creates a separate row for each record on the appropriate sub-tab. You can then edit the values to reflect the actual labor, materials, or tools used on the work order. You can also add additional child work order and task work orders via the ACTUALS tab. The process is the same for that used to add work orders via the PLANS tab, please see that section for additional information. NOTE: You cannot use the SELECT ASSETS or SELECT LOCATIONS buttons on the ACTUALS tab.

The Log Tab

Work order records contain a Log tab, which allows you to create and view the Work Log and the Communications Log for a record. Both the Work Log and the Communications Log provide a means of communicating information about a work order. Maintenance workers create the entries in the Work Log and Maximo makes the entries in

the Communications Log, which is used to maintain a record of email communications created from the record via the CREATE COMMUNICATION action. You use the Work Log to record work-related information about a work order. You create an entry in the work log using the button on the WORK LOG sub-tab.

When you create a WORK LOG entry, you must specify a TYPE (Customer Note, Client Note, Update, or Work), and you can make the entry visible to the individuals listed in the REPORTED BY and AFFECTED PERSON fields by checking the VIEWABLE? check box.

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NOTE: Once you have saved a Work Log entry it cannot be deleted. Entries in the Communications Log sub-tab are read-only. Maximo automatically creates entries in the Communications Log when you use the CREATE COMMUNICATION action to create an e-mail message.

The Failure Reporting Tab

Failure reporting is a long-term process where you gather data about failures so that you can analyze trends and take steps to avoid problems in the future. For example, in looking back over the failure reports for a pump, you might notice that the pump often breaks down about one week before its monthly preventative maintenance check is scheduled. You might decide to change the frequency of the PM checks to every other week, rather than every four weeks. Failure data for assets and locations is recorded on their work orders. This failure data must belong to one or more failure hierarchies, which you create in the FAILURE CODES application. A failure hierarchy is an organized set of problems, causes, and remedies related to asset and location failures. The failure hierarchy is identified by its top-level component, called a failure class. There must be an associated failure class for each asset or location that you want to report failures for. This association is made in the ASSETS and LOCATIONS applications. TIP: Indicating a Failure Class and Problem Code on a work order can help limit the number of duplicate work orders that are entered in the system. Maximo displays a message if the same problem code has already been entered for the asset or location.

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You report failures on the FAILURE REPORTING tab, using failure hierarchies that were created in the Failure Codes application. You build the failure report by entering codes for a Problem, Cause, and Remedy for the failure.

To do this, first select a failure class. The field may already be populated if the asset or location had a failure class associated with it. If not, select the arrow to the right of the failure class field and choose the SELECT VALUE option. A dialog of classes will display.

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Use the filter fields to navigate to the appropriate code and then select the appropriate underlined value in the FAILURE CODE column. Next, select the problem, cause, and remedy. To do this, select the SELECT FAILURE CODES button at the bottom of the screen. The problem codes appropriate for the failure class will display.

Choose the appropriate underlined value in the list. If you do not wish to record a cause and remedy then select the SELECT AND RETURN button instead. Next, a valid list of causes for the problem code selected will display.

Again, choose the appropriate underlined code. If you do not wish to record a remedy then select the SELECT AND RETURN button instead.

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Next, a valid list of remedies for the cause selected will display.

Again, choose the appropriate underlined code. The failure reporting is now complete.

Save your work. NOTE: You also can enter and view a Failure Class and Problem Code on the Work Order tab. NOTE: If you encounter a Problem, Cause, or Remedy that are not listed in Maximo, use the Failure Codes application to add the data to the failure hierarchy, then return to Work Order Tracking to complete your failure reporting.

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Work Order Tracking Action Menu

1. Workflow allows you to view the current status of your record within the workflow process. This assumes, of course, that there is a valid workflow process created your record. The available options are (assumes you have been granted full signature security privileges):

for

a. Route Workflow moves the current record to the next step in the active workflow process. b. Stop Workflow stops the active workflow process for the current record. c. View Workflow History allows you to view all the steps the current record has already completed. d. View Workflow Assignments allows you to view all the active workflow assignments for the current record. e. View Workflow Map displays the workflow designer map and shows you where in the process the current record is. f. Workflow Help opens the workflow help dialog should you need any assistance.

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2. Change Status allows you to change the status of the current record. A dialog will open.

Select the arrow in the NEW STATUS field to display a list of valid status values the current record can be changed to. Select the appropriate status. You can change the STATUS DATE while you are in this dialog. This is the only time you have access to the status change for update. You can enter information in the memo field as well, this information will appear in the VIEW HISTORY action. Lastly, if you wish to print the work order you can by selecting the check box next to the PRINT WORK ORDER(S)? question. NOTE: If the INHERIT STATUS CHANGES? Check mark is selected on child records then they will change status at the same time as the parent. 3. Apply SLAs allows you to apply Service Level Agreements that are appropriate for the current record. A service level agreement (SLA) is a written agreement between a service provider and customer that documents the agreed-upon service levels for a service. You use the APPLY SLA action when you want Maximo to search for and apply applicable service level agreements. Maximo searches for active SLAs that match the characteristics of the work order. If no applicable SLA is found, Maximo displays a message.

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When you apply an SLA to a work order, Maximo automatically does the following: Selects the SLA APPLIED? check box on the work order. This check box is readonly. Enters a value in the TARGET START date field when an SLA with a Response type commitment is applied to the record. Enters a value in the TARGET FINISH date field when an SLA with a Resolution type commitment is applied to the record.

NOTE: Applying a SLA to a work order only applies it to that record, it does not apply the SLA to any task work orders listed on the record. If you want to apply the SLA to a task, you must open each task work order individually and apply the SLA to each task. 4. View SLAs allows you to view all service level agreements that apply to a work order and its tasks. 5. Select/De-Select SLAs allows you to select and delete associations between a work order and one or more service level agreements. 6. Create allows you to create related records from the existing record. The valid options are:

Selecting the Work Order option will create a follow-up record, all other options will create a related relationship only. The Communication option will create a record in the COMMUNICATION LOG for the current record.

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7. View allows you to view information about the current record. Valid options are:

Work Order History displays all the status and ownership changes made to a record.

Costs displays the costs of planned and actual labor, materials, tools, and service costs for the work order.

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Entire Plan shows you the work plan details, task work orders, for the current work order.

PO Information shows you the open purchase orders and requisitions for non-stocked parts and services for the work order.

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Warranties shows you all open warranty records for the asset and/or location the work order is written against.

8. Create Job Plan from Work Plan allows you to create a job plan from the work plan you created for the work order. You can enter a unique job plan name or choose for Maximo to auto-number the new job plan for you.

9. Remove a Work Plan - allows you to remove the work or job plan if a) a job plan was applied to a work order in error; or 2) work plan information is incorrect and must be replaced with different information. If the work order has not been approved, you can use the Remove Work Plan action to clear the Job Plan field and remove: all planned tasks all planned labor all planned materials and associated hazards all planned services all planned tools

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10. Select Safety Hazards allows you to add pre-defined safety hazards to the current work order. 11. Remove Safety Plan allows you to remove the safety plan from the work order. 12. Apply a Route allows you to create child work orders based on the route stops defined in a route record. You can apply a route to a work order or you can specify one on a PM. When you apply a route, the original work order is the parent, and the route stops are child work orders, which can have job plan tasks associated with them. To apply a route, simply choose the appropriate route from the dialog box that opens (you may wish to filter if the list is too long).

Maximo will display the status dialog as it creates the child work orders.

A status box will display when complete, showing you the work orders created which can view from the ACTUALS tab.

you

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13. Enter Meter Readings allows you to enter meter readings for all meters associated with the asset or location that work order is written against. A dialog box displays all of the meters associated with the asset in the ASSET METER READINGS tab, and the reading and date of the last meter reading.

If you wish to view the meters associated with a Location, simply select the LOCATION METER READINGS tab.

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Enter the appropriate information for the NEW READING, NEW READING DATE, ROLLOVER?, AND INSPECTOR. If an asset does not have meters associated with it, a message will appear.

14. Report Downtime allows you to report downtime for an asset that is not running. Downtime is either planned downtime where the asset is scheduled to be down and available for maintenance work to take place OR unplanned downtime where the asset goes down unexpectedly. Reducing unplanned downtime saves you money. To reduce costs caused by unplanned downtime, you can use Work Order Tracking to report downtime, then analyze downtime trends and take action to reduce unplanned downtime in the future, for example, by increasing your preventive maintenance schedule. In order to report downtime, an Asset number must be specified on the work order. This is the asset Maximo will record downtime statistics against. If this is not the appropriate asset then you should record downtime directly against the asset in the ASSETS module or change the asset the work order is written against.

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The Report Downtime action allows you to report asset downtime in two ways: a. Change Status of Asset use to record a single status change for an asset. If you need to report downtime as it occurs, you change the assets operational status from Up to Down, or vice versa. You should enter the status date in the STATUS DATE field by typing it in or using the Calendar You should also enter a DOWNTIME CODE by selecting selection tool. from the valid list of values available. b. Report Downtime - use to record two status changes for an asset. If you need to report downtime after the work order is completed you would select this option to record 1) when the asset came down for repairs and 2) when it was returned to service. You should enter the START DATE to show when the asset went down, END DATE for when the asset came back on line, HOURS to record the hours and minutes for how long the asset was down, AND DOWNTIME CODE to show the reason for the downtime. Maximo recognizes two types of downtime: Operational - occurs during a time when the asset normally would be in use and stops work or production. Non-operational - occurs during a time that does not stop work or production, even though the asset is down. For example, if a production line is down during the night shift, but the line does not normally run during that shift.

15. Assign to New Parent allows you to associate existing work orders with a hierarchy, or change the hierarchy association of a child or task work order. Selecting this option opens a dialog box with all of the existing work orders in the system.

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Use the filter fields to find the new parent work order number and then select the underlined work order number of the appropriate record. The PARENT WO field will be changed to the new work order. NOTE: The ASSIGN TO NEW PARENT action is available from the RESULTS subtab of the LIST screen within WORK ORDER TRACKING, allowing you to select multiple work orders to be assigned to a parent. 16. Move/Modify Assets allows you to change the location/asset relationship for the current asset the work order is written against. It displays the assets for the current work order as well as all task and child records. For more details on this functionality, please see the Move/Modify section of the ASSETS section of this reference.

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17. Modify/Delete Work Log allows only individuals granted specific permission the ability to update the work log records entered by the users. This privilege is generally reserved for system administrators only.

18. Edit History Work Order allows the user to change only very specific fields on the history as defined by the system administrator.

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19. Duplicate Work Order allows you to create a copy of an existing work order, for example if you need to perform the same work for similar assets or locations. Once you duplicate a work order you can then modify it as needed. 20. Delete Work Order allows you to delete a work order either because the work is no longer required, or because a child or task work order is not necessary for the project. Work orders can be deleted if they meet the following criteria: status is a SYNONYM of waiting approval (WAPPR) and the work order has never been changed to a status that is a SYNONYM of approved (APPR) work order does not have child or task work orders work order does not have assets moved against it work order is not a follow-up work order work order is not the top-level of a PM work order hierarchy work order was not generated from the Purchasing module, for example a Receiving inspection work order work order is not listed on any material requisitions, purchase requisitions, or requests for quotation

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work order is not in Workflow and has never been in Workflow

Work orders that do not meet the deletion criteria can still have their status changed to a SYNONYM of cancelled (CAN). To delete a task work order when viewing the parent work order, click the Mark Row for Delete icon in the Task table window for the task(s) you want to delete.

To delete a child work order when viewing the parent work order, Move To the child work order, then select Delete Work Order from the Select Action menu. To delete a work order, select Delete Work Order from the Select Action menu. CAUTION: The Delete Work Order action deletes the work order immediately from the screen and from the database, it cannot be recovered once deleted. 21. Add to Bookmarks allows you to add the existing record to the Bookmarks for easy access. 22. Run Reports - allows you to run reports registered to the Condition Monitoring application.

ASSIGNMENTS AND ASSIGNMENT MANAGER

A work order is a request for work to be performed. The work may require that different tasks be performed, and may require the services of different laborers or crafts. Maximo creates a separate requirement for each task/labor combination listed on a work orders work plan. If two mechanics are required for a task, two requirements are created. Similarly, if two different crafts are required for a task, Maximo creates a requirement for each craft. Once a labor requirement has been assigned to an appropriate laborer, it is considered an assignment. You use the ASSIGNMENT MANAGER application to match laborers to work order requirements. You can use Assignment Manager for planning future work over a seven day period, or to dispatch available labor to requirements for the current days work. Workers can also use ASSIGNMENT MANAGER to assign themselves to work. In order to most effectively use ASSIGNMENT MANAGER to prioritize and assign work to laborers there are a number of record fields in other applications that should contain values. The following table lists fields that should contain values. Fields that are required for Assignment Manager functions are listed in bold text.

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Labor records can be created in the LABOR application for both internal and external (contract) laborers. In order to most effectively view and manage labor records in the ASSIGNMENT MANAGER application, labor records should include a value in their CALENDAR and SHIFT fields. The bottom half of the ASSIGNMENT MANAGER page displays the Labor List and calendar grid. The Labor List displays labor records that match your default saved query in the LABOR application. If you do not have a default saved query in the Labor application, the Labor List displays all labor records. NOTE: When a labor record lists more than one craft or skill level, Maximo displays craft designated as DEFAULT? on the labor record. The right side of the LABOR LIST contains a calendar grid, displaying workers available hours over a seven day period starting with the current date. By default, the first date displayed is the current date. If the laborer is available to be scheduled for work that day, there will be a numeric value displayed. A value of 0:00 indicates that the worker has no available hours in the shift, for example if they have already been assigned enough work hours to fill their shift. Empty fields indicate days that are designated as non-work days for the labor codes calendar, for example weekends or holidays.

Initially the available hours displayed are based on the following calculation:

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labor shift - calendar exceptions - personalized labor exceptions where labor shift = the calendar defined on the labor record, for example "day" or "night." calendar exceptions = any standard calendar exceptions, for example national holidays. personalized labor exceptions = any personal calendar exceptions, for example vacations.

The calendar grid allows you to plan or schedule labor assignments over a seven day range. Maximo recalculates available labor hours as assignments are made. You can change the date range displayed in the calendar grid by clicking the SELECT WORK DATE button or choosing SELECT WORK DATE from the SELECT ACTION menu. Maximo generates the assignments that you see in the ASSIGNMENT MANAGER application from information that has been entered onto a work order. When a work plan is created for a work order Maximo creates an assignment for each labor or craft listed on the work plan. For example, if the work plan calls for two electricians to work for four hours to complete a job, Maximo will create two separate four hour assignments, one for each of the two electricians required by the work plan. If a work order does not have a defined work plan, Maximo still creates a requirement. You can then assign the requirement to an appropriate laborer using ASSIGNMENT MANAGER. When the requirement is assigned Maximo enters a default duration of one hour, which can then be modified as needed. The top half of the ASSIGNMENT MANAGER page displays the WORK LIST. The WORK LIST displays all work requirements for work orders with work plans, plus any "unplanned" work orders. You also can add new requirements to the WORK LIST on the ASSIGNMENT MANAGER page via the button.

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Using the Assignment Manager Application

To access the ASSIGNMENT MANAGER application, click the application link on your START CENTER, or select WORK ORDERS > ASSIGNMENT MANAGER from the GO TO menu. The ASSIGNMENT MANAGER application contains a single page with two table windows.

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The following table lists application specific buttons that appear in the ASSIGNMENT MANAGER application.

How Do I...
assign a work requirement to a laborer? - select one or more work requirements in the Work List, then select a laborer in the Labor List, and select Assign Labor from the Select Action menu. change the date range displayed in the Labor list calendar grid? - select Select Work Date from the Select Action menu.

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change the labor query used to generate the Labor list? - select Select Labor Query from the Select Action menu. create a new requirement record? - work requirements are generated when you add a labor requirement to a work order. delete a saved labor query? - select Select Labor Query from the Select Action menu. find laborers whose craft, skill level, vendor, contract, or Organization matches a work requirement? - select a work requirement, then select Filter Labor to Match Work from the Select Action menu. find work requirements whose craft, skill level, vendor, contract, or Organization matches those of an available laborer? - select a laborer, then select Filter Work to Match Labor from the Select Action menu. modify an existing labor query? - select Select Labor Query from the Select Action menu. run reports? - Select Run Reports from the Select Action menu. set the number of rows displayed in the Modify Availability dialog box? - select Select Labor Query from the Select Action menu. specify how Maximo should determine work order priority? - select Set Preferences > Set Priority Preferences from the Select Action menu. specify the response time for work orders of a certain priority? - select Set Preferences > Set Priority Preferences from the Select Action menu. specify whether Maximo creates a labor transaction when an assignment is finished? - select Set Preferences >Set Parameter Preferences from the Select Action menu. specify whether Maximo creates a labor transaction when an assignment is interrupted? - Select Set Preferences >Set Parameter Preferences from the Select Action menu. specify whether Maximo should change the status of a work order to COMPLETE or CLOSE when an assignment is completed? - select Set Preferences >Set Parameter Preferences from the Select Action menu. start recording labor actuals for an assignment? Select Start Assignment from the Select Action menu.
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un-assign work that was previously assigned to a laborer stop or finish recording labor actuals for a completed assignment? - select Finish Assignment from the Select Action menu. stop or pause recording labor actuals for an incomplete assignment? - select Interrupt Assignment from the Select Action menu. view all laborers? - select Show All Labor from the Select Action menu. For more information about how to perform these actions, refer to the

Scheduling Future Work

Once you have selected one or more requirements from the WORK LIST, there are three ways to assign the work to a laborer: 1. Click a date with available hours in the laborers calendar in the LABOR LIST 2. Click a labor code, then click ASSIGN LABOR in the toolbar 3. Click a labor code, then select ASSIGN LABOR from the SELECT ACTION menu

Managing Assignments
Using ASSIGNMENT MANAGER, you can add hours to a laborers availability, for example if a laborer is covering another workers shift. note when laborers are unavailable to be assigned to work, for example when they are in training, or on vacation. reassign or reschedule which laborers will perform scheduled work start, interrupt, and finish dispatched assignments, and track the resulting labor transactions filter the table windows to match work to labor, or match labor to work

Viewing Assignments for a Worker

You can view work assigned to a laborer by clicking the SHOW ASSIGNMENTS button for the Labor Code. The SHOW ASSIGNMENTS page displays work assigned to the laborer over the seven day range currently displayed in the LABOR LIST calendar grid. From the SHOW ASSIGNMENTS page you can:
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reschedule an assignment by changing the Scheduled Date reassign an assignment by changing the Labor Code un-assign the assignment by clearing the Labor Code delete the assignment from the laborer using the Mark For Delete button

CAUTION: Deleting the assignment deletes the requirement from the work order.

Dispatching Work
Dispatchers schedule urgent work that is requirements that should be carried out during the current days shift. The procedures for dispatching work are similar to those for planning future work, but the work is assigned to the current shift (by default the first date in the calendar grid) rather than to future shifts. NOTE: By default new work orders created in the WORK ORDER TRACKING and WORK REQUEST applications do not have a TARGET START or SCHEDULED START date indicated. To find new work requests you should search by the REPORTED DATE field. Once a requirement has been assigned to a laborer, you can use the dispatch functions to indicate when work on the assignment has started, been interrupted, and has been finished. 1. Start Assignment - use the Start Assignment action to indicate that work has been started on an assignment. By default Maximo will begin recording labor actuals for an assignment once its status has been changed to STARTED. 2. Interrupt Assignment - use the Interrupt Assignment action when an assignment with a status of STARTED needs to be stopped for any reason. When you interrupt an assignment Maximo logs a labor transaction for the completed portion of the work, then modifies the assignment, assigning a status of INTERPT to the remaining work hours. 3. Finish Assignment use the Finish Assignment action to indicate that work on an assignment has been completed. Maximo stops recording labor actuals once an assignments status is changed to COMPLETE.

NOTE: when a work orders status is changed to COMP in the Work Order Tracking application, Maximo changes the status of all assignments on the work order to COMPLETE. When a work orders status is changed to CLOSE and the

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work order becomes a history record, Maximo deletes all of the assignments for that work order.

Assignment Statuses
An assignment can have one of the following statuses: WAITASGN - Waiting for assignment. When work requirements are created they have an initial status of waiting for assignment. ASSIGNED - Assigned. When a work assignment has been assigned to a laborer, the assignment status changes to ASSIGNED. If the labor code is deleted from an assignment, the assignment status reverts back to WAITASGN. STARTED - Started. When you click Start Assignment Maximo changes the assignment status to STARTED. INTERPT - synonym to WAITASGN. If an assignment with a status of STARTED is interrupted, Maximo logs a labor transaction to the database for the completed portion of the work, then modifies the assignment, assigning a status of INTERPT to the remaining work hours. COMPLETE - Complete. When you click Finish Assignment, Maximo changes the assignment status to COMPLETE. When a work orders status is changed to COMP, Maximo changes the status of all assignments on the work order to COMPLETE. When a work orders status is changed to CLOSE, Maximo deletes all of the assignments for that work order.

NOTE: Requirements can exist in the WORK LIST with an empty STATUS field. This type of requirement comes from an unplanned work order. After you assign the requirement to a laborer, its status becomes ASSIGNED.

Deleting Assignments
Deleting an assignment is different from un-assigning in that the action removes the work requirement from both the work order record and the database. You should only delete assignments when the task or labor code is not required for the work order, for example if an error was made when the work plan was created.

LABOR REPORTING
A labor transaction is a record of the amount of time a laborer or contractor spent performing work. You use the Labor Reporting application to report the type and total number of hours of work performed by external contractors or internal employees.

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Using the LABOR REPORTING application you can: record daily attendance for a labor code to track when a worker starts and ends their work day enter labor transactions by contract or vendor enter labor transactions by labor code to track time spent on specific tasks enter labor transactions by ticket and select all the labor requirements on the ticket enter labor transactions by work order and select all the labor requirements on the work order

Contracts Reporting
You can report work hours by contract number or by vendor name using the ENTER BY CONTRACT/VENDOR button in the toolbar or action in the SELECT ACTION menu. Vendor records are created in the COMPANY MASTER application. Labor contract records are created in the LABOR CONTRACTS application. Some companies consider a work order that requires outside labor as being the equivalent of a purchase order for that labor. Maximo allows you to create invoices directly from a labor transaction, without having to create a purchase order record. You use the CREATE INVOICE action to create invoice records from labor transactions in the LABOR REPORTING application. NOTE: You can only create invoices for labor transactions that have been approved and have a defined vendor.

Service Desk Reporting

You can report work hours by ticket number using the ENTER BY TICKET button in the toolbar or action in the SELECT ACTION menu. Ticket records are created in the SERVICE REQUESTS, INCIDENTS, and PROBLEMS applications.

Work Order Tracking Reporting

You can report work hours by work order number using the ENTER BY WORK ORDER button in the toolbar or action in the SELECT ACTION menu. Work order records are created in the QUICK REPORTING and WORK ORDER TRACKING applications.

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The labor hours that are reported in the LABOR REPORTING application are included when Maximo calculates costs for labor actuals in the WORK ORDER TRACKING application. There are two functional differences between the LABOR REPORTING application and the ACTUALS tab in the WORK ORDER TRACKING application: 1. The ACTUALS tab in the WORK ORDER TRACKING application only allows you to record labor hours for the current work order. The ENTER BY WORK ORDER dialog box in the LABOR REPORTING application allows you to record labor hours for multiple work orders. 2. Reported labor in the LABOR REPORTING application with the types WORK (actual work time), TRAV (travel time), or WMATL (waiting materials) must have a charge value. The labor can be charged against a work order, asset, location, or GL Account code. Any other work type does not require a charge value.

USING THE LABOR REPORTING APPLICATION

To access the LABOR REPORTING application, click the application link on your START CENTER, or select WORK ORDERS > LABOR REPORTING from the GO TO menu. The LABOR REPORTING application contains a single page with one table window, which displays labor transaction records.

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You use the TRANSACTIONS table window to add, modify, or delete labor transactions. You also use the table window to select records for approval and invoicing. The adjacent table lists application specific buttons that appear in the LABOR REPORTING application.

Creating Labor Transactions

The TRANSACTIONS table window displays labor transactions that you entered in the LABOR REPORTING application or in any other Maximo application where you can record labor actuals. By default, Maximo displays the most recent transactions first. You create labor transactions when you report labor actuals in any of the following applications: in the ASSIGNMENT MANAGER application via the START INTERRUPT AND FINISH ASSIGNMENT actions in the ACTIVITIES application via the START and STOP TIMER buttons in the CHANGES Application via the START and STOP TIMER buttons or by recording labor actuals on the LABOR sub-tab of the ACTUALS tab in the INCIDENTS application via the START and STOP TIMER buttons in the LABOR REPORTING application in the PROBLEMS application via the START and STOP TIMER buttons in the QUICK REPORTING application by recording labor actuals on the LABOR subtab in the RELEASES application via the START and STOP TIMER buttons or by recording labor actuals on the LABOR sub-tab of the ACTUALS tab in the SERVICE REQUESTS application via the START and STOP TIMER buttons in the WORK ORDER TRACKING application by recording labor actuals on the LABOR sub-tab of the ACTUALS tab

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How Do I...
report labor hours by ticket (service request, incident, or problem)? - select Enter by Ticket from the Select Action menu. report labor hours by vendor? - select ENTER BY CONTRACT/VENDOR from the SELECT ACTION menu. report labor hours by work order? - select ENTER BY WORK ORDER from the SELECT ACTION menu. run reports? - select RUN REPORTS from the SELECT ACTION menu.

Deleting Labor Transactions

If a labor transaction record has not been approved it can be deleted by clicking the MARK ROW FOR DELETE button next to the row in the table window, then clicking SAVE.

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