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Quick-Start / Building Operations Console

How to Update Work Requests

Typically, you update work that is Issued and In Process before changing its status to Completed. Issued and In Process work requests have the Update button available.

You can bulk update work by selecting multiple requests that all have the Issued and In Process status. When bulk updating, there is a more limited set of data, as the form allows you to update only fields that are apt to be the same for multiple work requests.

For the benefits of entering specific information, see Updating Craftspersons Hours and Updating Additional Information

Expanding sections so you can work in them

To work in a section of the Update Work Requests form, you expand it by clicking the arrow in that section. The arrow now points down. Click the arrow again to close the section, so its fields are hidden. Once you expand a section, you can see any information that has already been added, and the Add New button is available so you can add additional information.

Updating a Single Work Request

To update a single work request:

1. From the Building Operations Console, select Update in the row for the work you want to update with additional information. Work requests that are Issued and in Process have the Update button.

   The Update Work Request form appears. The work is described in a read-only format at the top of the form in the Problem section.

   Here is what you can change:

2. More Information: Click the arrow by More Information, and you can enter the following:
   1. Account Code: In managing your facility, you may need to establish account information so that costs can be charged to accounts, rather than to divisions or departments. For example, suppose your company needs to track the maintenance costs related to an expansion project involving many divisions in the company. To charge the costs to the project's budget, you need to establish an account for the project. If needed. See Defining Accounts.
   2. Status: If needed, you can change the status from here, rather than from the console using the action buttons. Only statuses appropriate for the selected work request are shown in the form.
   3. Document 1 - 4: You can attach up to four documents document to the request.
   4. Click Update Request at the bottom of the form to save your entries.
3. Trades: Expand the Trades section and click Add. The Add Trade form appears.This information is typically added when estimating work before making a specific craftsperson assignment, but you can add it now if needed.
   1. Trade Code: Select the trade that is needed for this work.
   2. Estimated Hours: Enter the number of hours you estimate this work will take.
   3. Click Save.
4. Parts: Expand the Parts section and click Add. The Add Parts form appears. You can enter the following information:
   1. Part Code: Select the Part.
   2. Quantity Estimated
   3. Quantity Actual
   4. Click Save.
5. Craftsperson: Expand the Craftspersons section and click Add. The Add Craftsperson form appears. The Date/Time assigned are the entered when the work is issued, and the Estimated Hours are entered when estimating the work, so these fields are read-only. You can add the following information:
   1. Craftsperson Code. Click the Select Value button to see the list of craftspersons. To add a new craftsperson, click Add New at the bottom of the form.
   2. Actual Hours: The number of hours actually spent. This is entered after the work is completed.
   3. Double time Hours: If any of the actual hours are double time hours, enter them here.
   4. Overtime Hours: If any of the hours are overtime hours, enter them here.
   5. Date Started/Time Started: The actual date and time the work was started.
   6. Date Finished/Time Finished: The actual date and time the work was finished.
   7. Click Save
6. Tools  Expand the Tools section and click Add. The Add Tool form appears. You can enter the following information:
   1. Tool Code
   2. Date Time
   3. Date/Time Started
   4. Date/Time Finished
   5. Straight-time Hours Used
   6. Click Save
7. Other Costs Expand the Other Cost section and click Add. The Add Other Cost form appears. In addition to labor, parts, and tools, you may need to record additional costs for executing the work request, such as the cost of a building permit, costs of items that you have not tracked above, one-time expenses, and so forth. Taking the time to track and enter these additional costs will enable you to more accurately determine the overall cost of the job. You can enter the following information:
   1. Other Resource Description: Enter a description for this cost.
   2. Quantity Used: 
   3. Units
   4. Estimated Cost: Enter the estimated cost. Because the cost per unit is not stored for this item, you must enter the cost.
   5. Actual Cost: Enter the actual cost once the work is completed. Because the cost per unit is not stored for this cost, you must enter the cost.
   6. Click Save
8. Update Work Request You can enter the following information:
   1. Equipment Down (Hours):  The amount of time the equipment item was unavailable because it was being serviced.
   2. Cause Code: Select the cause of the problem the work is addressing. To track causes, you can define them causing the Define Causes task.You can analyze Cause Types using the Archived Work Requests by Cause Type report.
   3. Current Equipment meter reading: If you are generating preventive maintenance based on the equipment's meter reading, enter the meter reading here, The application will calculate when the next preventive maintenance should be performed based on the schedule entered for the preventive maintenance and the reading entered here.
   4. Repair Type. Select the type of repair, such as Repaired, Rebuilt, or Replaced. You can define the repair types using the Define Repair Types task. You can analyze repair types using the Archived Work Requests by Repair Type report.
   5. Craftsperson Notes: Enter any notes coming from the craftsperson to better describe the work.
   6. Click Save.

   The application summarizes the Actual Costs and Estimated Costs using the information you've entered, and shows these costs on the screen.

Updating Multiple Requests at Once

If you select work requests having the same status, you can update them in one operation. When updating multiples, there is a more limited set of fields you can update, as the form is restricted to the entries that are most likely to have a common value.

To update multiple work requests:

1. From the Building Operations Console, select the check boxes for multiple requests having the Issued and In Process status.
2. Click Update at the top of the screen, below the Filter.

   The Update Work Requests form appears.

   Here is what you can change:

   Account Code. In managing your facility, you may need to establish account information so that costs can be charged to accounts, rather than to divisions or departments. For example, suppose your company needs to track the maintenance costs related to an expansion project involving many divisions in the company. To charge the costs to the project's budget, you need to establish an account for the project. If needed, see Defining Accounts.

   Repair Type

   Cause Type

   Craftsperson Notes

3. Click Update Request to save these entries.
4. You can also:

   1. Add Craftspersons - See Step 5 in the above procedure for Updating a Single Work Request.

   2. Add Parts. See Step 4 above.

   3. Add Tools. See Step 6 above

   4. Add Other Costs. See Step 7 in the above procedure.