If there are unforeseen repairs, damage etc., and if you have performed a job that was not already created, you can put it straight into history via this function.
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.
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 entailed, or what the fault condition was. This field should be set as a compulsory field.
Asset: All jobs must have an asset linked to them. If you go into ‘Add historical job’ 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 historical jobs 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'.
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 in separate chapter. This is most applicable when creating planned jobs.
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.)
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.
Date: Date created/completed.
Follow up: Date can be indicated for follow-up on a date, according to created/completion date. The historical job supervisor will receive a message on this date.
Add. cost: Any additional costs that are used in addition to any parts that are linked later.
Last Reading: Current hourly state of the asset when the job was performed. Only visible to assets that already have readings.
Send Message: Option to send a message to a person that the job has been completed.
Work Hours: Work hours spent. Alternatively, if detailed time registration is used for assigned personnel, this time will accumulate here.
Shutdown: Actual downtime. Also used to calculate the downtime cost.
Comments: Detailed comments about what has been done.
Picture: Up to 3 pictures (file type .gif, .jpeg, .jpg, .png or .pdf) can be uploaded to the job.
Electronic signature: This must be activated/configured via the system settings. User Name and Password must be inserted in order to be able to save the historical 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, available options include Documents, more Assigned personnel (employees and suppliers), Articles (parts that were used), Additional costs, pictures, etc.