Work Procedure Format Part 1

1.

Log in to IFS Service Management system by applying your username and the password (Ensure that database reads as IFS75PROD. 2. Attach any documents if required through document management. (Designs and documents from customers can be stored to access through ERP)

Work Order Mgt

Prepare Order

New Icon

Save Icon

Quot

List Icon

1. Choose the work order (WO) management option from the navigator bar. 2. Click on work order quotation. 3. Prepare work order quotation, you get the above screen - New Icon Click on to the new icon. - General Tab Click on to general tab and fill in the details as specified. - Revision Remains 00 until unless there is a change in initial quotation. - Description Specify in brief the workscope. - Site Auto generated. - Valid From Auto generated Date when the quotation is initiated. - Valid To One month from the date of issuance. - Quotation Date Auto generated Date when the quotation is initiated. - Sales Man Click on to the list option select for the required salesman (ES02 E1371 Uthaman, ES03 E1145 Sherry & ES04 E1684 Ramapandian) as per the sections. - Currency Click on to the list option select for the required currency code. - Quotation Text Type the quotation text as required.

- Internal note In case you need to convey any important message relating to the job during any stage of quotation. - Quotation ID After entering all the above information click on to the save icon and the quotation ID then is auto generated. - Status Status now will read as New.

Customer Tab Customer No. Reference No: -

Can be obtained from the list icon, after which all other fields (name, if any stored, delivery /visit address, payment term & currency) will be auto fed Is the Enquiry number for the Customer enquiry received.

Prepare Tab

1).

Once the job accepted or to determine the cost for the job create a work order number for the inquiry, the information on the Directive & the Connection Type tab is directly pulled from the Description tab of the quotation.(please rephrase the para) 2). Please ensure the information on the Object ID match with the particular department & *Work Type tab should be the same (for e.g. if it is a STHE / Paint & Blast / Machining job the Object ID info to be registered as the respective job code and same info to be registered in the work type tab) to ensure that the revenue for this job is posted to the correct activity. 3). The Planning Schedule tab (sections to put starting date) is the tab which indicates the current status of the job activity so the estimator should put in the approximate date when the job starts and ends coordinating with the Project Engineer. The job completion date can be calculated automatically by putting the hours in the execution Time in the Execution Tab or we can feed in all the information manually. 4). The job confirmation receipt (Purchase Order Number) info should be registered in the Order Information tab with the ID number of the coordinator who is registering the order information of the job. Please remember Confirmation Reciept number is treated as LPO number throughout the billing process. 5). Then similarly fill in the information on each other tab
Please note work type is very important, based on this parameter the cost for the job is accumulated to particular divisions cost centers.

Operation tab = Manpower requirement (even sub contract);

Craft ID is very important. Please remember Craft is attached with cost and Sales Part / price which is required to generate reports based on Job profit / loss margin.

Materials = Material required for the job stored under inventory; (Come to the material tab request for the material in stock for the manufacture of the component. Click on the New icon enter the required fields i.e. Signature & internal destination. Press the save icon to save the initial entries this will then generate a material requisition number with the status showing planned. Come to the next part of requesting the material as required. Select the value for the part no from the list of values, which will give the description of the part number, Request for the quantity required for which the cost, cost amount and balance quantity will be auto generated. The status will remain planned as we are just in the quotation stage)

Shaina, Are you using Tools and Facility ? I believe you are communicating with other departments to mark the charges based on their activity right ? Tools & Facility = Hiring of OSC inter department tool / vehicle / service;

Requisitions = External purchase of material / services; Click on requisition tab, click the New icon and fill in the respective fields (Requistioner ID). Press the save icon to save the entry done to create a requisition No. Come to the No Part, click on to the line and as required make the necessary entries as shown in the E.g. Please note the Cost return at column should always read At Arrivals. Then as required do the necessary pre-posting. After making the necessary entries press save; this then line gets registered and the status remains as Planned as we are in the quotation stage.
Requisition Notes: Materials are not in the stock need to be purchase either through a) Requisition tab or b) Outside work order. If a), total cost of the items will be added to the budget tab, and when they receive it, it will actually go the work orders. If b) then materials need to be received in the stock and should be issued in the respective work order, here the material cost added to the job.

Budget Tab The planned cost column in budget tab shows the cost involved in manufacturing the component, with the help of this cost a fixed / flexible mark up value could be levied on the planned cost and our final cost for the manufacturing of the component can be derived.

Planning - Consists of all the consolidated information of all the tabs with which we can derive the cost to be incurred for the job, after which we put one single line of *Fixed Price (which includes all the above cost + our percentage). As said in the budget tab a fixed price for the manufacturing of the component

can be derived considering the cost involved, and the cost derived as fixed price has to be entered in the planning as new line in the planning tab (see e.g.).
*Once you enter the Fixed price, it supersedes all the cost summary. But other costs (materials, personnel) can be utilized for information and analysis purpose.

7).

After all these entries are made press F12 or the save icon, after this action the details gets saved and a Work Order is generated. The status remains as Work Request.

NB:- The Work Order number created for this job can be released / removed if we are not awarded with the job. This can be done by clicking the Right Mouse Button (RMB) on the Prepare stage of Prepare Work Quotation stage.
Remove WO from the WO

General Tab Come to the main general tab click RMB and go for the first option print quotation and change status, click on the option the quotation gets printed with the worksheet showing the manpower involved and the fixed price for manufacturing of the component. Please note the main status now has been changed to Printed. Come back to the main general tab click RMB and go for the option Follow Up and change status, to follow up, at this stage we are awaiting customer' confirmation to go ahead with the job. Follow Up On Work Order Quotation Once when you receive the confirmation go to the option Follow up on Work Order Quotation, you get the above screen put in the Qtn ID as you feed the Qtn ID the brief details on the job is displayed. Go to the last option Quotation accepted press yes if it is accepted. The next screen asks whether we need the order confirmation press yes if we then need to fax / email the order confirmation to the customer and No for if it is not required. After this input the quotation status changes to confirmed if accepted and to rejected if not accepted.

After the acceptance of the quotation from the customer Estimation team to follow the following steps to release the Work Order for production with the WO status as 'Observed - Work Order Management - Active work order - Overview active work order Query with the WO or the Qtn ID no, where you will get the above details. After this stage of confirming the quotation the Estimation releases the WO for production. Part 2 Coordinator will query all OBSERVED status work orders to establish go ahead on work orders.

Once the Work Order is released by the Estimation the Coordinator /Contracts & Project Team (CPT) on receipt of the information changes the status on the job to Under Preparation.

The CPT will review the information on the General tab and enters the Required Start Date (all the other information on the general tab page is auto generated with the previous information fed in the previous modules). The day when the job starts including the procurement part that date has to be entered into the Required Start tab, similarly when the job ends i.e. when the job is delivered / completed that date has to be entered into the Latest Completion tab and the consolidated hours incurred to complete the job has to be entered in the Execution Time tab. Please ensure that the Latest Completion date is lower than the Completion Date and the Execution Time is lower than the *Total Man Hours tab. If you exceed the budgeted hours and the completion date we need to justify the additional hours with the supporting documents / data and need to be updated in all the previous modules (Prepare work order quotation tab and the Prepare Work Order module).
*Total man hours comes from planning (ie total of all personnel )

Make the necessary entries as applicable in the signature column of the prepare tab and the consecutive tabs change the status to Prepared. The values for the fields can be obtained from the list of value icon.

If any changes in the Work Order, this will be updated by the CPT /Coordinator by passing a necessary narration in the Free Notes tab.

When the necessary entries is updated in the required modules of the WO the CPT will then change the status of the WO to Release, due to which the requisitions made for external purchase of materials or service / inventory material / inter department services gets released, when the inventory material is **released we then have to issue the required material to the workshop (via RMB click the option issue manually and put the required value in the issue Qty column) The status for the requisitions for all the three tabs will be released, only after the job is completed / PO issued will the status for these requisitions will be changed to closed.

** the requisition released will go the Manager for approval

Part 3
Once the CPT / Coordinator releases the WO the shop floor Supervisor has to query for released status jobs from the Report In Work Order option, query for released status jobs review the hours for completion of the job and any internal special notes posted for the job and change the status to Started by activating floor activities. Make the necessary entries in the respective fields of the report in tab (actual start date) enter the date when the work actually starts in the workshop and the latest completion date also to be entered the day you start the job because it helps us to know our deadline for the project completion. Management reviews the job progress based on the date field. Chose the module Time report from the navigator bar go to the option time report by employees and as shown make the necessary entries to the required fields.

These entries made in the time report gets registered in the time report, posting and the planning tab.

*If the time has recorded in T & A time registration area, employee wise productivity can be tracked. On completion of all the procurement, time reporting and workscope the Supervisor will the put the actual completion date in the Report / Prepare in Work Order tab and the actual hours consumed in the Prepare Work Order tabs. (this input of the date is very important to justify the on time completion of the job) and change the status of the WO to Work Done. Part 4 Reporting the work order The coordinator will search for work orders in Overview active works orders. The search criteria will be the respective department and work order status with Work Done. Choose the work order you want, via RMB report in work order. Ensure all time is reported, material is issued, receipts for the purchase orders have been marked. These checks can be done in the posting tab of report in work order window. Check the sales part description text, this is the text which is written on the invoice, which has to be the same as the description of the job.

Authorize the posting via RMB. Open the transfer to customer order window, via RMB in the head of the Report in work order window.

Check all the tabs is entered especially the reference number (i.e. the customer PO# as that number will be auto fed in the invoice raised for the customer). Change the status of all line To Not Invoiceable, which we do not want to Invoice / create a customer order. Mark the line / lines we want to create a customer order for; press RMB create customer order line.

The customer order is in status planned. Ensure the customer PO / Reference # the Total base amount / currency is as initiated in the quotation stage. Check the delivery information in the delivery information / sales information in the other consecutive tabs. Check the payment terms in the misc order info tab. When everything is OK we can then release the customer order to the finance department for raising the invoice. After the release of the Customer Order we go back to the Report in Work Order module where we check each and every tab in the report / prepare work order modules and then change the status of the work order to Reported. After the despatch of the invoice to the customer, we then need to change the status of the workorder to Finished where this job then can be viewed in Historical Work Order section.