Part of work order management includes updating the work order as work progresses. You may need to update a work order in order to:
Note: Craftspersons also have the option of updating work requests and work orders with details about the job. See Craftsperson/Update Work Orders and Work Requests.
For On Demand or PM work, select one of these tasks to update the system with details about the job:
Note: This topic covers updating both Preventive Maintenance and On Demand work requests and work orders. The two tasks have slight differences in operation and all fields listed below do not appear on the forms of both tasks.
Note: If you wish the forms to group together all work requests assigned to the same work order, sort the form by the Work Order Code field.
The following procedures, except for updating work orders, apply to both tasks.
Choose the Update Work Requests and Work Orders task, and on the Select tab you can perform the following actions:
See Closing Out Work Orders for details.
Click on the Edit button next to the work order you want to edit to access the "Work Order Details" tab page with all details for the selected work order including work order progress information, and a list of all work requests associated with the selected work order. Note that any changes that you make are not saved when you leave this form. Instead, the changes are saved when you close the work order. Also note that only department and account information changes are saved; you should not change location information from this form.
On the "Work Order Details" tab page you can close a work order, print a work order, and start updating associated work requests (see below).
In the Work Orders panel, click the Select button next to the work order for which you want to check the associated work requests.
From the list of work requests, you can immediately set a work request to "Completed" by marking the check box in front of the work request(s) and clicking the "Complete Selected" button.
However, you typically first want to update job details for the selected work request.
On the Work Requests panel, press the Select button next to the work request. The "Work Request Labor Hours" tab page shows basic work request information and current craftspersons assignments.
Note: The system uses a work request's Date Completed value to update the PM schedule's Date of Last PM field. This field is used by the PM scheduling routine to determine the next maintenance date.
Note: If the craftsperson has access to the system for entering their labor hours and resources used, the craftsperson may have already entered the values for these forms. See Craftsperson/Update Work Orders and Work Requests.
Update an existing craftsperson assignment by clicking the Edit button. A pop-up window will show you detailed information on the selected craftsperson assignment. Be sure to enter the Actual Hours, Overtime Hours, and Doubletime Hours fields to record the amount of time spent on the job. Taking the time to record the hours each craftsperson spent on the job is important for tracking the cost of the job. If necessary, you can update other fields on the form and save your changes.
Another important field to complete is Work Type (work, travel time, material pick-up, waiting for client). Suppose the craftsperson had to wait one hour for the client before work could commence; you could complete the Work Type field to document this and enter the time spent waiting for the client. You could then create another record to show the actual time that the craftsperson spent working on this job, in which case Work Type would be set to Work. The labor analysis reports, such as Craftspersons Time Usage by Work Type, use this information to document labor efficiency.
If you did not originally schedule craftspersons for the job, or perhaps needed additional craftspersons than those scheduled, you can add them from this form. Click on the Add button on the panel header. The system displays a form in which you can enter new craftsperson information.
Click on the Next button to move to the Work Request Resources tab.
Note: If a work request was created in the ARCHIBUS Client/Server Call Center Wizard and labor costs were estimated and you update this work request in Web Central by entering actual labor hours, the system will remove the original estimate. That is because Web Central gets estimated costs from the Trades table and the Call Center Wizard calculates estimated costs in the Craftspersons table.
Note: When using the Web On Demand and Preventive Maintenance applications, you can enter the actual hours performed for the craftsperson level only, not the trade level. This differs from the ARCHIBUS for Windows maintenance applications and the ARCHIBUS Call Center Wizard. To track actual hours at the trade level, the Web Central system totals the actual hours for craftspersons of the various trades.
On the "Work Request Resources" tab you can update the quantity of parts used for the job and the number or hours that a tool was used. In planning the work, you had the option to estimate the costs of parts, labor, and tools (or for PM work orders, the number of hours per trade and tool type). Now you can determine the actual costs by entering the exact resources used. Because the cost information for parts and tools is stored in the database, the system can access this cost information and determine the cost of parts and tools for this work.
Taking the time to accurately record the tools, parts, and other resource costs will help you analyze the cost of work and your efficiency in managing work orders. For example, if you are continually needing to record additional parts and tools, perhaps you need to improve your up-front planning and scheduling; if you have a lot of unclassified "other" costs, perhaps you need to better plan your required parts.
Note:This tab includes options for documenting other resource costs. You can enter as many costs as necessary to document your extra costs, but you must specify Other Resource Type when doing so. For example, if you required a part that is not documented in your parts inventory, you could enter the cost of the part in this field. If you have other general costs, which not associated with resources, you can enter their total on the Work Request Details tab.
If you had not previously associated tools and parts with the job, you can add them at this point.
Click on the Next button for an overview of the work request.
Once you have updated labor and resources, you can update other information for the work request.
On the Work Request Details tab page, the system presents an overview of the current work request. At this point, you can compare actual and estimated costs.
When you finish a work request, complete this field with the meter reading of the equipment you serviced. You can then track meter values over time by examining all the work requests for a particular piece of equipment. When you forecast work or generate PM work orders, the system copies this value to the Meter Reading on Last PM field for the equipment item's PM schedule.
Choose the reason for the work and a category for how you handled the job from the list. For PM jobs, you will likely want to choose PM as the cause.
Specify the division and department to charge for this work. For PM work, the system completes these fields with the division and department to which the room or equipment belongs; you can edit these values if necessary.
Some sites use accounts for billing purposes. During the work order generation process, PM work requests automatically acquire account codes from their component PM schedules. After generating PM work orders, you can edit this value.
You can update the status of the current work request to one of the following:
If all work is completed and you have updated the details of the work requests, set the work requests to Completed.
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.
Note: On the "Craftspersons" panel of this tab pate, the system displays information that is often best completed by the craftspersons who are in the field and working on the job. Craftspersons can update this information by accessing their own role-based task. See Craftsperson/Update Work Orders and Work Requests.
However, as a supervisor, you can also enter this information by working with the options on this panel.
Click the Update button to submit your changes to the data.
You can close a work order if all associated work requests are completed.