Manually create work orders

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A scenario might occur where you need to create a work order manually. For instance, if a machine breaks down and no maintenance schedule or plan that is associated with the incident has been created. In this case, you will need to create a manual work order. You can create a manual work order in the Asset Management modules in two ways:

• On the All work orders, or Active work orders pages
• On the All maintenance requests, Active maintenance requests, or My functional location maintenance requests pages

Create a manual work order

You have been notified that the H-201C Hopper asset is having issues, so you want to have it inspected immediately. In this scenario, you will create a manual work order by following these steps:

1. Go to Asset management > Work orders > All work orders or Active work orders.
2. Select New.
3. In the Create work order dialog box, select the work order type of Preventive.
4. Enter a Description, such as Check functionality. This field is not required.
5. In the Asset field, select H-201C.
6. For Maintenance job type, select Inspection
7. For the Maintenance job type variant, select Weekly. This field will populate based on the Maintenance job type.
8. Select a Trade, such as Mechanic.
9. Select a Service level, such as 1 for critical. The Expected start date and Expected end date will populate.
10. Select OK to create the work order.

Watch the following video to learn how to create a work order.

Now that you have created the work order, the details will appear on the Work order maintenance jobs FastTab. From this tab, you can add more assets to the order by adding lines. For the additional jobs, the only maintenance job types that can be selected are those that are defined on the asset.

As shown in the preceding image, the Work order maintenance jobs FastTab contains several tabs that allow you to add more details as needed:

• Asset counters – Record any data on an asset from the counter.
• Dispatch – Assign a worker with related details.
• Schedule – List details of the schedule.
• Project group – Change the assigned project group.
• Item tasks – Review purchase orders, purchase requisitions, or production orders to the work order. If it is an external project for the work order, you can also generate an item requirement.
• Asset documents – View documents that have been attached to the asset.

On the Line details FastTab, the General section allows you to enter a Replacement asset if applicable, along with its Installation functional location. The Description tab contains an area for more text regarding the work order.

Create a related work order

Consider a scenario where you are inspecting the H-201C Hopper and learn that another asset is affected, so you need to add a Related work order. This added related work order creates a “child” order to the original and a link is established. The new work order is created with the same ID if a related work order mask is set up in the parameters and is completed in the exact same way that any manual work order is created.

1. Select Asset management > Work orders > All work orders or Active work orders.
2. Select the work order to create a related work order for.
3. On the Action Pane, on the Work order tab, in the New section, select Related work order.
4. In the Create related work order dialog box, in the Work order job field, select the work order job to create a related work order for.
5. Select a maintenance job type in the Maintenance job type field.
6. Select a related maintenance job type variant and trade in the Maintenance job type variant and Trade fields, as you require.
7. If this is the first related work order that has been created for the selected work order, follow these steps:
   • Select the New work order option.
   • In the Work order type field, select a work order type, such as Corrective to fix the new condition or Preventive to ensure that an issue doesn’t happen.
   • In the Description field, enter a description of the condition.
   • In the Service level field, change the work order service level as you require. For example, the issue is more problematic, so you want to increase the service level to ensure a faster response.
   • In the Expected start and Expected end fields, enter the dates when you want the work order to start and end.
   • Select OK. The new related work order is shown on the All work orders list page.
8. If the work order already has related work orders, follow these steps to add a new work order job to an existing related work order:
   • In the Create related work order dialog box, select the Add to related work order option.
   • In the Work order field, select the related work order to add a new work order job to.
   • In the Service level field, change the work order service level as you require.
   • In the Expected start and Expected end fields, change the expected start and end dates as you require.
9. Select OK. The work order job is added to the existing related work order.

Copy a work order

When you need a work order that is similar to a previous work order, you can copy an existing work order as follows:

1. Select Asset management > Work orders > All work orders or Active work orders.
2. Select the work order to copy content from.
3. On the Action Pane, select the Work order tab > New > Copy work order.
4. The Copy work order dialog box appears, and you can edit some of the fields as needed.
5. Select OK to create the new work order.
6. On the All work orders page, you can edit the work order as needed to account for any differences between the original and the new one that you created.

Create a work order based on a maintenance request

A manual work order can also be created from a maintenance request. In the Asset management > Maintenance requests > All maintenance requests page, in the New section, you will find a link to create a work order, which again will take you to the same Create work order dialog box that was previously shown. Work orders from a maintenance request happen if, upon examination, it is determined that additional work is needed to fulfill the maintenance request.