Creating work order

Create Work Order

This page allows you to manually create a work order for carrying out maintenance activities on equipment or location. Tell me more.

Select the “Create Work Order” link under the “EAM Work Order Generation” business component.

The “Create Work Order” page appears.

Enter the following field in the “Copy WO” group box:

WO	The work order from which you wish to copy the details (Alphanumeric, 18).
	Help facility available

Click the “Copy” pushbutton to copy the details.

Note: The system copies the details of the work order that is entered in the “Work Order” field to the work order that is being created.

The system displays the following fields in the "WO” group box:

WO No.	A unique identifier of the work order as generated by the system.
Date	The date and time at which the work order is created. The system displays the current date and time.

Enter the following fields:

Desc.	The textual description of the work order (Alphanumeric, 150).
	Zoom facility available
WO Status	The system displays “Fresh”, as the status of the work order. This field cannot be edited. When you click the “Create” pushbutton, the system refreshes this field with “Fresh” if authorization of the work order is not required or with “Waitappr”, if authorization is required.
Type	Use the drop-down list box to select the type of the work order. The system lists all the types that are defined in the “Define WO Types” activity and are in the “Active” status. Leave the field blank, if you do not wish to specify any work order type. The system leaves the field blank, by default.
Category	Use the drop-down list box to select the category to which the work order belongs. The system fills in all the categories that have been defined in the “Define WO Categories” activity and are in the “Active” status. Leave the field blank, if you do not wish to specify any work order category. The system leaves the field blank, by default.
Priority	Use the drop-down list box to select the priority to be assigned to the work order. Priority indicates the level of importance that is assigned to the work order. The system fills in all the priorities that have been defined in the “Define Priority“ activity of the “Maintenance Organization” business component and are in the “Active” status. Leave the field blank, if you do not wish to specify any work order priority. The system leaves the field blank, by default.

Enter the following fields in the “Eqp./Loc. and Problem” group box:

WO On	Use the drop-down list box to specify whether the work order has to be created on equipment or location. By default, the system sets this field as “Equipment”.
Code	The equipment or location for which the work order must be created (Alphanumeric, 30). Mandatory. If you are entering the equipment code, ensure that it has already been defined in the “Create Equipment“ activity of the “Equipment Induction“ business component. If you are entering a location code, ensure that
	the location has already been defined in the “Define Location“ activity of the “Maintenance Organization“ business component.
	the location should be a part of the primary system defined in the “Define Primary System” activity of the “Maintenance Organization” business component.
	Help facility available
	Press <Enter>. If you have specified an equipment code, the system retrieves the “Location”, “Eqp/Loc Criticality” and “Failure Group” fields. If you have specified a location, the system retrieves the “Eqp/Loc Criticality” and “Eqp/Loc Criticality” fields. The description of the equipment or location is displayed alongside.
	Zoom facility available

The system displays the following fields:

Location	If the work order is being created for equipment, the system displays the location of the equipment. If the work order is being created for a location, the system displays the location that you have specified in the “Code” field.
Eqp./Loc. Criticality	The criticality of the equipment or location.

Select the following fields:

Perform Root Cause Analysis

Select the check box to Indicate the applicability of root cause analysis at work order level.

Enter the following fields:

Major Problem	The problem for which the work order is being created (Alphanumeric, 30). If you have specified a standard problem, ensure that it is already defined in the “Create Problem Code” activity of the “Trouble Shooting Guide” business component and is in the “Active” status. If you have entered a non-standard problem, enter the description in the edit box alongside.
	Help facility available for standard problem.
	Press <Enter>. The system retrieves the description of the standard problem alongside.
	Zoom facility available

Note: If you have specified a non-standard problem, the system automatically generates a number in the format as set in the “Option Settings” activity of the “Trouble Shooting Guide” business component. Refer to the topic, “Setting options for Trouble Shooting Guide”, for more details regarding setting of numbering options for a non-standard problem. If you have not set the format, the system generates a unique number for the non-standard problem starting from “000001”. The system displays the number in the “Major Problem” field

Failure Group

The failure group to which the equipment for which the work order is being raised belongs. The system leaves the field blank if the work order is raised on a location.

Enter the following fields:

Remarks	Any additional information about the work order (Alphanumeric, 255).
	Zoom facility available
Failure Date	The date on which the failure is noticed (Date Format). Ensure that the date entered here is not a future date. If you leave the field blank, the system displays the current date.
	Press <Enter>.

Enter the following fields in the “Sch.” group box:

Work Group	The work group that is expected to carry out the corrective action on the equipment or location for which the work order is being created (Alphanumeric, 30). Ensure that the work group has already been defined in the “Create Work Group” activity of the “Work Group” business component and is in the “Active” status. If you leave the field blank, the system displays the work group that has been defined for the equipment or location.
	Press <Enter>.
	Help facility available.
Supervisor	The employee who is responsible for supervising the execution of the work order (Alphanumeric, 10). Ensure that the employee has been already defined in the “Employee Information” business component of Ramco Human Resources Management Solution.
	Press <Enter>.
	Help facility available
Parent WO	The parent work order of the work order that is being created (Alphanumeric, 18). Ensure that the work order specified in this field is not in a “Canceled” or “Closed” status.
	Press <Enter>.
	Help facility available
WO Sch. Start Date	The date on which the corrective action has to be started on the work order (Date Format). The system displays the current date as soon as the page is launched.
	Press <Enter>.
	The time at which the corrective action has to be started on the work order (Time Format). The system displays the current time as soon as the page is launched. Ensure that you enter the time in this field only if you have specified a date in the “Sch. St. Date” field. If you leave the field blank, the system automatically assigns “0.00” as the default time.
	Press <Enter>.
WO Sch. Compl. Date	The date by which the work has to be completed (Date Format). Ensure that the date entered in this field is not earlier than the date entered in the “WO Sch.St.Date” field.
	Press <Enter>. If you leave the field blank, the system displays the current date.
	The time by which the work has to be completed (Time Format). Ensure that you enter the time in this field only if you have specified a date in the “WO Sch. Comp. Date” field.
	Press <Enter>. If you leave the field blank, the system automatically assigns “23.59” as the default time.
WO Duration (Hrs.)	The number of hours required for the completion of the work order (Decimal). Ensure that the duration entered in this field is equal to the difference between the dates entered in the “WO Sch Comp. Date” and the “WO Sch. St. Date” fields. Also ensure that the duration is not negative.
	Press <Enter>.
Planning Group	The planning group which is responsible for the work that is to be carried out on the work order (Alphanumeric, 30). Ensure that the planning group is created in the “Create Planning Group” activity of the “Work Group” business component and is in the “Active” status.
	Press <Enter>.
	Help facility available
Work Phone 1	Any additional information about the work order (Alphanumeric, 150).
Work Phone 2	Any additional information about the work order (Alphanumeric, 150).

The system displays the following fields in the “Other Details” group box:

Authorization	Indicates whether the work order must be authorized. This field is displayed based on the option that has been set for work order authorization in the Work Flow. Any one of the following is displayed:
	Not Required – This indicates that authorization is not required.
	Specify the Approver (User) – This indicates that the work order requires authorization. The name of the approver can be specified in the “User Name” field.
	As per work flow – The authorization process is taken care of by work flow.

Note: When you click the “Create” pushbutton, the system sets the status of the work order that is created as “WAITAPPR” if the “Authorization” field has been set as “Specify the Approver (User)” or “As per work flow”, indicating that the work order must be approved before it can be executed.

Enter the following fields:

User Name	The user name of the employee, who must approve the work order (Alphanumeric, 30). Ensure that the employee has already been defined in the “User Permissions” business component of Ramco Human Resources Management Solution.
	Press <Enter>.
WO Misc. Cost	Any extra cost that will be incurred on carrying out the work order (Decimal). Ensure that the cost is not negative. By default, the system displays “0.00”.
	Press <Enter>.
Clearance	Use the drop-down list box to specify whether clearance from production is required for carrying out the work order. The system provides the following options:
	Required – Select this option if clearance is required for carrying out the work order.
	Not Required – Select this option if clearance is not required for carrying out the work order.
	By default, the system sets this field as “Not Required”.
Permit Type	Use the drop-down list box to select the permit type based on which the clearance request must be raised. The system fills in all the permit types that are defined in the “Define Permit Types” activity of the “Clearance Permit” business component and are in “Active” status. The system leaves the field blank, by default.

The system displays the following field:

Total Est. Cost

The total estimated cost that will be incurred on the work order (Decimal).

Enter the following fields in the “ATTACH PROCEDURE” group box, if you wish to attach a procedure:

Procedure	The standard procedure to be specified for the work order (Alphanumeric, 30). Ensure that the procedure has already been defined in the “Create Procedure” activity of the “Task” business component and is in the “Active” status. Also ensure that the procedure is attached only once to the work order.
	Help facility available

Click the “Attach” pushbutton.

Note: The system attaches the procedure to the work order and retrieves the tasks that are specified for the procedure in the multiline.

The system retrieves in the “Tasks” multiline, unique tasks that are specified for the procedures that are attached to the work order.

Enter the following multiline fields to specify more tasks to the work order:

Seq. No.	The order in which the task should be listed (Integer). Ensure that the sequence number is a positive integer and is unique to the multiline.
	If you have left the sequence number blank for all the multiline rows, the system rearranges the multiline rows in the order in which they are entered and automatically assigns a sequence number to each of them, in multiples of five, when you click the “Create” pushbutton.
	Press <Enter>.

Note: If you have left the sequence number blank for some of the multiline rows, the system arranges those rows in the order in which they are entered in the multiline, and numbers these rows to be the last in the sequence. The system then rearranges the rows in the ascending order of the sequence number and renumbers the rows with multiples of five.

Task	The task that must be performed for carrying out the work order (Alphanumeric, 30). Ensure that the task has already been defined in the “Create Task” activity of the “Task” business component and is in the “Active” status. This field cannot be modified. Leave the field blank, if you wish to specify a non-routine task.
	Press <Enter>. The system retrieves the “Description” and “Task Type” fields in the multiline.
	Help facility available
Desc.	The textual description for a non-routine task (Alphanumeric, 150). While specifying a routine task, this field is filled in by the system, when you click the “Create” pushbutton.

Note: If you have specified a non-routine task, the system automatically generates a number in the format as set in the “Option Settings” activity of the “Task” business component. Refer to the topic, “Setting options for Task”, for more details regarding setting of numbering options for a non-routine task. If you have not set the format, the system generates a unique number for the non-routine task starting from “000001”. The system displays the number in the “Task” field, when you click the “Create” pushbutton.

Task Sch. Start Date	The date on which the task must be started (Date Format). Ensure that the date is not earlier than the date specified in the “WO Sch. St. Date” of the work order.
	Press <Enter>. If you leave the field blank, the system displays the current date.
Task Sch. Start Time	The time at which the task must be started (Time Format). If you have specified a date in the “Task Sch. St. Date” field and have not specified the time, the system does the following:
	If the scheduled start date of the work order is the same as the scheduled start date of the task, the system assigns the time of the work order to the task. If no start time is specified for the work order, the system automatically assigns “0.00” as the scheduled start time of the task.
	If the scheduled start date of the work order is different from that of the task, the system automatically assigns “0.00” as the scheduled start time of the task.
	Press <Enter>. If you leave the field blank, the system displays “0.00”.
Task Sch. Compl. Date	The date on which the task must be completed (Date Format). Ensure that you specify a date not earlier than the date specified in the “Task Sch. St. Date” field of the task and not after the scheduled completion date of the work order.
	Press <Enter>. If you leave the field blank, the system displays the current date.
Task Sch. Compl. Time	The time at which the task must be completed (Time Format). If you have specified a date in the “Task Sch. Compl. Date” field in the multiline and have not specified the time, the system does the following:
	If the scheduled completion date of the work order is the same as the scheduled completion date of the task, the system assigns the time of the work order to the task. If no completion time is specified for the work order, the system automatically assigns “23.59” as the scheduled completion time of the task.
	If the scheduled completion date of the work order is different from that of the task, the system automatically assigns “23.59” as the scheduled start time of the task.
	Press <Enter>. If you leave the field blank, the system displays “23.59”.
Task Duration (Hrs.)	The number of hours required for the completion of the task (Decimal). Ensure that the duration entered in this field is equal to the difference between the dates entered in the “Task Sch Comp. Date” and the “Task Sch. St. Date” fields. Also ensure that the duration is not negative and not greater than the duration specified for the work order.
	Press <Enter>.
Misc. Cost	Any additional cost that will be incurred while carrying out the task (Decimal). Ensure that the cost entered is not negative.

The system displays the following field in the multiline when you click the “Create” pushbutton:

Est. Cost

The total estimated cost of performing the task. The costs include the cost of skills, spare parts, tools , services and other resources that are specified for the task.

Enter the following fields:

Task Type	The type to which the task belongs (Alphanumeric, 30). Ensure that the type is already defined in the “Define Task Types” activity and is in the “Active” status.
	Press <Enter>.
Eqp/Loc Cond	Use the drop-down list box to specify the condition of the equipment based on which the task must be performed. The system provides the options: “Online”, “Offline” and “Not Applicable”.
	Online – Select this option to indicate that the task can be performed on the equipment when the equipment is in operation.
	Offline – Select this option to indicate that the task must be performed on the equipment when the equipment is not in operation, or is in the “Down” state.
	Not Applicable - Select this option to indicate that this task can be performed on equipment which is either offline or online. Also select this option when the task must be performed on a location.
	If you leave the field blank, the system sets the equipment condition as “Not Applicable”.
Task Priority	The level of importance that is assigned to the task (Alphanumeric, 30). Ensure that the priority has already been defined in the “Define Priority“ activity of the “Maintenance Organization” business component and is in the “Active” status.
	Press <Enter>.

The system displays the following field:

Task Status

The system displays “Fresh” as the status of the task.

Enter the following field in the multiline:

Supervisor	The employee who is responsible for supervising the execution of the work order (Alphanumeric, 10). Ensure that the employee has been already defined in the “Employment Information” business component of Ramco Human Resources Management Solution.
	Press <Enter>.
	Help facility available
Remarks	Any additional information about the task (Alphanumeric, 255).

Check the box in the “Select” column of the multiline to select those tasks that you do not wish to include in the work order.
Click the Delete icon in the toolbar above the multiline to delete the selected tasks.
Click the “Create” pushbutton to create the work order.
Select from the following drop-down list box:

Report Option

Use the drop-down list box to specify whether a detailed or summary work order report is to be generated. The combo is loaded with "Detail" and "Summary".

Click the "Print" pushbutton to print the work order report.

Note: The system launches a detailed report when "Detail" is selected and a summary report when "Summary" is selected in the Report Option combo.

The system displays the following fields in the “Record Statistics” group box:

Created By	The login ID of the user who created the work order.
Created Date	The date and time at which the work order was created.
Last Modified By	In this activity, the system displays the login ID of the user who created the work order.
Last Modified Date	In this activity, the system displays the date and time at which the work order was created.

To proceed, carry out the following

Select the “Labor” link from the bottom of the page to specify the employees required for carrying out the work order.
Select the “Spares and Consumables” link from the bottom of the page to specify the spare parts required for carrying out the work order.
Select the “Tool” link from the bottom of the page to specify the tools required for carrying out the work order.
Select the “Service” link from the bottom of the page to specify the service requirements of the work order.

Refer to the topic “Specifying service requirements for the work order” for more details.

Select the “Other Resources” link from the bottom of the page to specify the other resources required for carrying out the work order.
Select the “Costs” link from the bottom of the page to specify the cost details for carrying out the work order.
Select the “Problems” link from the bottom of the page to specify the problems for which the work order was created.
Select the “References” link from the bottom of the page to specify the reference documents of the work order.
Select the “Secondary Equipment/Locations” link from the bottom of the page to specify the other equipment or locations on which work is performed as a part of the work order.
Select the “Stock Deliverables” link from the bottom of the page to specify the details of stock deliverables that must be returned to the inventory.
Select the “Attach Notes” link at the bottom of the page to specify notes details.
Select the “Schedule Work Order” link at the bottom of the page to schedule the work order details.
Select the "Specify Checklist" link at the bottom of the page to record the check list details of the work order.

Creating work order – An overview

This page allows you to manually create a work order for carrying out maintenance activities on equipment or location. The work order is created using a unique code, which is automatically generated by the system. You have to specify the following details for creating the work order:

the description of the work order
the maintenance object for which the work order is being created, which can be equipment or location and its code
the type of the work order and the category to which the work order belongs
the priority, which indicates the level of importance that is assigned to the work order
the work group that is responsible for carrying out the work order
whether clearance from production is required for carrying out maintenance work on the equipment
the parent work order
the problem that is noticed on the equipment for which the work order is created
the date on which the problem was noticed on the equipment or location
the employee who is responsible for supervising the operations done on the work order
the date and time at which the work on the work order is to be started
the date and time at which the work order is expected to be completed
the number of hours required for the completion of the work order
if the work order is to be authorised before execution, then the name of the user who is responsible for authorization
the extra cost, apart from the cost of the resources, that will be incurred on the work order

The tasks that are to be performed for rectifying the problem on the equipment can be specified for the work order. You can enter the tasks directly or attach a standard procedure to the work order. When you attach a standard procedure, the tasks that belong to it are automatically attached to the work order. You can also create a non-routine task for executing the work order. A non-routine task is not pre-defined in the system and is generated as and when required from the work order that is created for carrying out a maintenance activity. The following information must be specified for the tasks:

the date and time at which the work on the task must be started
the date and time at which the work on the task must be completed
the number of hours required for the completion of the task
the extra cost that would be incurred on the task
the task type and its priority
the condition of the equipment to indicate when the task has to be performed on equipment
the employee who is to supervise the task
any additional information about the task

The task along with its resources is attached to the work order. If you are attaching a task through a standard procedure, the additional requirements that are specified for the procedure also get copied to the work order.

You can also create a work order, by copying the details from an existing work order.

Prerequisites

The “Create Equipment” activity in the “Equipment Induction” business component.
The “Define Location” activity in the “Maintenance Organization” business component.
The “Define Primary System” activity in the “Maintainence Organization” business component.

What you can do in this page

Specify whether the work order must be created on equipment or location

Specify whether clearance is required

Specify whether the work order must be created on equipment or location

You can specify whether the work order must be created on equipment or location.

Set the “WO On” field as “Equipment” to specify that the work order should be raised on equipment.
Set the “WO On” field as “Location” to specify whether the work order should be raised on location.

Specify whether clearance is required

You can specify whether clearance from production is required for carrying out the work order.

Set the “Clearance” field as “Required” if clearance must be obtained for carrying out the work order.
Set the “Clearance” field as “Not Required”, if clearance need not be obtained for carrying out the work order.

Based on the option that is set here, the system generates a clearance request or a clearance permit when the work order is scheduled.