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Building Operations / Preventive Maintenance / Supervisor

Assigning Craftspersons and Tools to PM Work Requests

As a supervisor, you may have in you queue a list of work requests and work orders for preventive maintenance work that is now due. These work orders were generated according to pre-established PM schedules, which may have defined the required tool types, trades, and estimated hours for completing the task. As a supervisor, you can now schedule craftsperson and tools to execute these jobs.

Scheduling Specific Craftspersons and Tools

This task focuses on scheduling specific craftspersons and tools to execute a preventive maintenance job. However, you should be aware that it not essential to schedule specific tools and craftspersons at this point; some sites prefer to skip this task and distribute the work in a more flexible manner.

There are a few ways sites can choose to handle this:

• Use the originating schedule's trades information to generally distribute hard copy work orders among the craftspersons of the specified trade. Craftspersons use any available tool of the specified tool type to execute the work; tools are not reserved in advance. Costs are calculated at the trade and tool type level, rather than the craftsperson and tool level.
• Distribute work among trades as referenced above, but when updating work order details, the craftspersons who executed the work can add themselves and the tools that they used to the work order. This approach enables costs to be calculated for the specific tools and craftspersons involved with the work.
• Schedule specific tools and/or craftspersons to a PM job using this task. This approach enables you to use the system to distribute work among available craftspersons and ensure that the proper tools and craftspersons are available on the date that the work is to be executed. Also, since the tools and craftspersons are assigned to the work request they are available for updating with actual usage when craftspersons or supervisors update the work with the details about the finished job. (With the above methods, specific craftspersons and tools used on the job are added to the work order after the job is completed.)

Step 1: Review the PM Requests that Need Scheduling

Choose the "Schedule Work Requests" task, and the system presents the Select tab listing all preventive maintenance work requests for which you must assign craftspersons and tools. 

If you need to, you can filter the list to show fewer work requests by entering a date range the work is due.

The Date to Perform Field

Be sure to note the Date to Perform field. The system used the scheduling routine and previous maintenance execution date to determine the date that the work should be performed.

The Details Button

If you want to review the details of a work request before you schedule it, from the Select tab, click on the Details button. The system loads the Details tab, listing all information about this work request. You can view other requests for this equipment item, submitted by this user, or for this location by choosing the corresponding buttons. By reviewing related items, you can check other upcoming maintenance work for this equipment or area and schedule this job for the same time. For example, if a conference room will be unavailable for a week because it is being painted and there is a preventive maintenance request to perform the annual carpet cleaning, it makes sense to postpone the preventive maintenance until after the room is painted. When you have finished reviewing the request, you can more to the Schedule tab by choosing the Schedule button in the upper right corner

Step 2: Schedule the Craftspersons and Tools

When you are ready to schedule the actual craftspersons and tools for this job. Access the Scheduling tab with either of these methods:

• If you are on the Details tab reviewing the job, click the Schedule tab.
• From the Select tab, choose the Schedule button.

Note: A preventive maintenance work request's required tool types, parts, and trades are specified as part of its defining PM schedule. When you choose the specific craftspersons and tools for this job, you typically want to choose craftspersons and tools of these categories. However, you are not limited to these groupings, as explained below.

Craftspersons 

1. In the Craftspersons section of the form, click on Assign Craftsperson to access the Craftsperson Assignment form.
2. Assign the craftsperson with one of these methods:
   • If you wish to choose from a list of craftspersons of the trade specified by the PM schedule, complete the Trade option. You can choose only the trade specified by the PM schedule from which this work request was generated. Now, move to the Craftsperson Code field. You can choose from a list of craftspersons of this trade.
   • You can skip the Trade field and choose from a list of all craftspersons.
3. Enter the Date Craftsperson Assigned and Time Craftsperson Assigned fields with the date and time on which you want this craftsperson to begin work. The date you enter should match the value in the Date to Perform field of the work request.
4. Complete Scheduled Hours with how long the job should take. For help completing this field, check the Estimated Hours for the trade on the Schedule tab. When defining this job, the maintenance manager may have completed an estimate of the job at the trade level.
5. Complete the Work Type field if you want to specify more information about how the craftsperson will be using these hours (travel, work, material pick-up, and so forth).
6. Complete the Additional Comments field if necessary.
7. Click Save to save this information and return to the Schedule form.

Note: The form includes the Date Started, Time Started, Date Finished,and Time Finished fields. These fields refer to the actual work performed and should not be completed when scheduling.

Note: Unlike On Demand Work's Planning Board and scheduling features, the Preventive Maintenance application does not limit you to choosing craftspersons that are available on the date that the work should be executed (the Date to Perform field). Since you can choose any craftsperson, you may wish to review the "Craftsperson Workload" and "Craftsperson Availability" reports to see if craftspersons are available for the date specified in the Date to Perform field.

Note: When scheduling a craftsperson, you specify the start time and scheduled hours; for example, you might enter a start time of 10:00 for a 2-hour job. However, the system does not prevent you from scheduling this craftsperson again during this time. For example, the system would permit you to schedule the craftsperson for another job between 10:00 and 12:00 for this same day. This allows for multitasking. The craftsperson can update the system with the actual hours worked on the job using the Craftsperson/Update Labor Hours task.

Tools

If the job requires a tool, the maintenance manager may have specified a tool type when defining the job. Even if a tool type has not been specified, you can assign a tool.

1. In the Tools section of the form, click on Assign Tool to access the Tool Assignment form.
2. Find the tool you require, and check to see if it is available on the Date to Perform by choosing the Show Reservations button and checking this date. Select a new tool if necessary.
3. Enter the Date to Start and Time to Start fields.
4. Complete Scheduled Hours with how long you will need this tool. For help completing this field, check the Estimated Hours for the tool type on the Schedule tab. When defining this job, the maintenance manager may have completed an estimate of the job at the tool type level.
5. Complete the Additional Comments field if necessary.
6. Click Save to save this information and return to the Schedule form.

Note: The form includes the Date Started, Time Started, Date Finished,and Time Finished fields. These fields refer to the actual work performed and should not be completed when scheduling the tool.

Step 3: Complete the Schedule

When you are satisfied with your labor and tool schedules, choose the Complete Scheduling button. The system returns you to the select tab so that you can create another work request.

Next

With tools and craftspersons assigned, you can now issue the PM work orders.