Simplified/Detailed: Switch between simplified mode/interface for easier filling. When new registration, the last used version is remembered. Any mandatory fields will also appear in simplified view. Re. also the check box ‘Simplified registration’ in 17.0 Edit profile.
Shutdown required: Indication of whether the job requires the equipment/line to be stopped when the job is performed. This is indicated in the work order list with an icon of a black hand. Filter options are available.
Requires work permit: In the work order list, this will be indicated with an icon (document). In order to bring out this possibility, it must be set up in the system settings; 16.1.0 System Settings. When the work order is opened in edit mode, access is gained to add/define the work permit(s), if desired, or you can simply mark a work order as requiring a work permit.
Requires risk assessment (SJA): This is indicated in the work order list with an icon of an orange triangle. The job will be locked to prevent the status from being set to ‘Started’ until an SJA has been performed. Support for electronic signing on completed SJA. Executing persons (both internal and external) on the workorder can sign an already performed SJA, so that you do not have to duplicate SJA's. Note! Each performer must log to sign. Before a SJA can be used, various setup tasks must be performed under the menu ‘System’ → ‘SJA’ 15.3.0 SJA (Requires risk assessment).
Requires RCA: Indicator on WO for RCA (Root cause analysis). Must be activated in the system settings 16.1.0 System Settings.
Priority: Default priority 1, 2 or 3. This priority is selected as the default setting, depending on which criticality factor (A, B, C or D) the asset is set up with. 1 = A-critical asset, 2 = B and C/D = 3. Under the menu ‘Admin’ → 'System settings' and in the section ‘Miscellaneous system settings’, you can set the system to use ‘Fixed’ (1, 2 or 3) or 'Floating' priority (1, 2, 3, 4, 5, …..).
Short description: The essence of what the job entails, or what the fault condition was. This field must be set as compulsory.
Asset: All jobs must have an asset linked to them. If you go into ‘Add to work order’ via an asset, this is inserted. Alternatively, you can search for asset number or asset name.
Item: If item management is activated, this field will be available for creating work orders against items.
Project: All jobs must have a project linked to them. As the default, the project that is on the user’s user profile is retrieved here. There is an option to search for a project number or name.
Origin: Typically used in connection with the deviation module, but is also available if you do not use this. Options here must be predefined under the menu ‘System’ → 'Messages'.
Workflow: The default is to select the workflow associated with the user profile of the person creating the job. This can be overwritten if a different workflow is required.
Status: Select workflow status on a job. The options here are in accordance with the selected flow in the ‘Workflow’ field. The last workflow status before approval is always the status ‘Executed’.
Activity group: Activity groups act as collective records for the various maintenance activities that are performed in the company. A default set of groups is supplied with the system. The recommendation is to be restrictive in creating more than these. This allows for better control, management and reporting with/of the various maintenance measures.
Activity: Default activities that generally describe the most common maintenance tasks.
Work description: Default work descriptions with associated detailed descriptions, with the option of linking documents, sub-activities and articles. For details, see separate description.
Fault type: Typical fault types are mechanical, electrical, etc.
Supervisor: Supervisor assigned to the job. When follow-up date is used on a job and sub- activities (and ‘Requires Action’), this will automatically send a notification to the person selected as the supervisor for the job.
Assigned to: One internal or one external person can be assigned to the job and selected here. However, unlimited internal and external (suppliers) can be assigned to a job. Several persons can be assigned to a job in edit mode or view mode.
Profession: The profession to which the job belongs. (Selected from a list of the various professions involved in maintenance.). If a link has been set between the supervisor and the profession, ('Profession from supervisor [WO]' is set in 16.1.0 System Settings) the profession can be changed afterwards. The profession will still change automatically if you change the supervisor.
Cause of fault: Causes of fault can be selected here, depending on fault type (in the field above).
Rec of Invoice: In connection with service management and invoicing assignments. The default is to take the invoice recipient that is connected to the asset for which the job is created, or the next default is to take the invoice recipient higher up in the asset structure.
From date/meter: From date or from meter
Until date/meter: Until date or until meter
Date: Due date including frequency can be inserted on meter-controlled WO. The job will be due on whichever is the first of the specified date or meter reading.
Follow up: Date can be specified for job follow-up. The job supervisor will receive a message on this date. On the completion screen, this date can also be set in order to follow-up on the job in the history. Re. also 'Follow up' here 6.1.0 History.
Frequency: Frequency is inserted in the first field if the job is recurring. Depending on what is selected, i.e. days or meter-controlled hours, km etc. (frequency type 15.2.4 Frequency type) in the drop-down menu, From/To below will be set as date field or meter field. In addition, there is also 'As required' as standard. This frequency type can be used in those cases where you have a job that does not have a fixed frequency/specific date for execution, but which must be repeated if necessary. When you know when such a job (if necessary) is to be done, you can enter a from/to date on the job.
Fixed: From date for new occurrence is set as follows: Planned date + frequency.
Floating I: From date for new occurrence is set as follows: Executed date + frequency.
Floating II: To date for new occurrence is set as follows: Executed date + frequency. Used for the last deadline for execution.
Date / Weekdays: If Weekdays is selected, the due date can be managed with respect to recurring jobs due on a specified day/days of the week, etc.
Estimated Working Hours: Estimated working hours can be inserted here. Alternatively, if hours are planned directly for the personnel assigned to the work order, these will accumulate here.
Estimated downtime: Estimated downtime that is required to get the job done.
Description: Detailed description of e.g. what must be done. Rich text editor (HTML) is available. If this is activated, you can insert links, images (can also be pasted in via the clipboard), video links, tables, formatted text, etc.
Notifications: Notification to the supervisor or the person assigned to the job of the number of days until From Date/meter. This function can be hidden by the administrator from specific users logging in via the user’s profile.
Notification type: Internal message, email and/or SMS.
Recipient: Job supervisor, assigned person. Also includes assigned personnel/supplier. Registered by, i.e. the person creating the work order. Invoice recipient (customer) that is linked to the job.
Warning before due: Number of days or meter (reading) until From date/meter.
Also note that notification to the job supervisor when there is a change of workflow status also uses this setup, as well as notification when changing: Short description, Description, Comment and From-ToDate. This applies regardless of what has been set in “Warning before due’. Activated via ‘Notification [changes WO]’ in the user’s ‘Edit profile’, re. 17.0 Edit profile.
Pictures: Up to 3 pictures (file type .gif, .jpeg, .jpg, .png or .pdf) can be uploaded to the job.
Add Articles, + Document and +Hours: Articles, documents and time records can be added directly via these buttons.
Open in edit mode after saving ……: In edit mode, the following can be inserted: Utilities, Comments, SJA elements etc., Documents, Instructions, Sub-activities, more Assigned personnel (employees and suppliers), Articles (parts to be used) and Miscellaneous costs.