Recording work order actuals

Work Order Actuals

In this page, you can record the details of the execution of the work order as well as the tasks belonging to the work order. Tell me more.

Select the “Work Order Actuals” link in the “Select Work Order” page. Alternatively, click the hyperlinked work order from the “Search Results” multline of the same page.

The “Work Order Actuals” page appears.

If you wish to record the actuals of a work order other than the work order selected in the previous page, enter the following field:

WO No.	The work order for which you wish to record the actuals (Alphanumeric, 18).
	Press <Enter>. The system retrieves the details of the work order. The description of the work order is displayed alongside.
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	The system displays the following fields:
WO Status	The status of the work order.
WO On	The maintainable object on which the work order is raised, which can be “Equipment” or “Location”.
Code	The identifier of the equipment or location.
	The description of the equipment or location is displayed alongside.
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WO Type	The type of the work order.
Category	The category to which the work order belongs.
Priority	The priority or level of importance assigned to the work order.
Work Group	The work group that is responsible for carrying out the work on the work order.
Supervisor	The supervisor of the work order.
Parent WO	The parent work order of the work order for which actuals are recorded.
Problem Code	The problem for which the work order is raised.
	The description of the problem code is displayed alongside.
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Problem Description	The detailed description of the problem.
Perform Root Cause Analysis	Select this check box, if you wish to perform root cause analysis.
Sch. Start Date	The date and time at which the work order is scheduled to start.
Sch. Compl. Date	The date and time at which the work order is scheduled to be completed.

Enter the following fields:

WO Duration (Hrs.)	The number of hours required for the completion of the work order (Decimal). Ensure that the duration is not negative. Also ensure that the duration is not greater than the difference between the dates entered in the “Act. Start Date” and “As Of Date” fields. The system displays “0.00”, by default.
Act. Start Date	The date on which the work on the work order has started (Date Format). Mandatory. Ensure that the date entered here is not later than the current system date.
	Enter the time at which the work on the work order has started, alongside the “Act. Start Date” field (Time Format). Ensure that the time entered here is not later than the current system time.
% Completion	The percentage completion of the work order (Decimal). Ensure that the value entered in this field is not more than “100%” and not negative.
As Of Date	The date on which the percentage completion of the work order is recorded (Date Format). Ensure that the date entered in this field is not earlier than the date entered in the “Act. Start Date” field and later than the current system date. The system displays the current date, by default.
	Enter the time by which the percentage completion of the work order is recorded (Time Format). Ensure that the time entered in this field is not before the time entered in the “Act. Start Date” field and later than the current system time. The system defaults the current time, by default.
Observations	Any observations recorded while executing the work order (Alphanumeric, 255).
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Misc. Cost	The total miscellaneous cost incurred on the execution of the work order (Decimal). Ensure that the cost entered is not negative.

Click the “Add To Pending Jobs List” pushbutton to add the observations that are entered along with the pending tasks that need to be followed up to the pending jobs list for the equipment or location..

Note: The system records the observations entered in the “Observations” field along with the work order number and the tasks, if any, that are selected.

Check the “WO Completed” box to indicate that the work order is completed.

Note: The system changes the status of the work order to “Completed” and records the details of the status change in the work order history. The system also changes the status of all the tasks of the work order to “Completed”, except those tasks which are in the “Fresh” status and also those tasks for which the “Complete?” field has been set as “No” in the multiline. If even one task entered in the multiline is not completed, the status of the work order remains unchanged.

Enter the following fields in the “Work Order Details” multiline to record the execution details of the tasks belonging to the work order:

Task	The task 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 not in the “Inactive” status. If you are entering a new task, ensure that the task does not already belong to the work order. This field cannot be modified. Leave the field blank, if you wish to specify a non-routine task.
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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 “Update” 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 the 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 “Update” pushbutton.

Actual Start Date	The date on which the task is started (Date Format). Mandatory. Ensure that the date entered here is not later than the current system date as well as the date entered in the “As Of Date” field.
Time	The time at which the task is started (Time Format). Ensure that the time entered here is not later than the current system time.
Complete?	Use the drop-down list box and select “Yes” to indicate that the task is completed. Otherwise, select “No”. The system leaves the field blank, by default.

Note: The system sets the “% Completion” field to “100” for all tasks whose “Complete?” field is set as "Yes" and the status of the task as “Completed” when you click the “Update” pushbutton.

% Completion	The completion of the task as a percentage (Decimal). Ensure that the value entered in this field is not more than “100%” and not negative.
Task Duration (Hrs.)	The number of hours taken for the execution of the task (Decimal). Ensure that the duration is not negative. Also ensure that the duration is not greater than the difference between the dates entered in the “Act. Start Date” and “As Of Date” fields in the multiline. The system displays “0.00”, by default.
	The system displays the following field in the multiline:
Task Status	The status of the task. If you have entered a new task, the system automatically assigns the “In progress” status to it. The system assigns the “Complete” status,
	if you have selected “Yes” in the “Complete?” field.
	if the “% Completion” field is set as “100”.
	if the work order is completed.

Note: You cannot enter actuals for a task that is in the “Fresh” status.

Enter the following fields:

As Of Date	The date on which the work order is completed (Date Format). Ensure that the date entered in this field is not later than the current system.
Time	The time at which the work order is completed (Time Format). ). Ensure that the time entered in this field is not later than the current system time. The system displays the current system time, by default.
Observations	Any observation recorded on completion of the task (Alphanumeric, 255).
Misc. Cost	The miscellaneous cost that is incurred on executing the task (Decimal). Ensure that the cost entered here is not negative.
	The system displays the following fields in the multiline:
Sch. Start Date	The date on which the task was scheduled to start.
Sch. Compl. Date	The date on which the task was scheduled to complete.
Sch. Duration	The scheduled number of hours required for the task to complete.

Enter the following field:

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 “Update” pushbutton.

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 the tasks 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.

Click the “Update” pushbutton to record the execution details of the work order.

The system saves the actuals entered for the work order with the following details:

If the work order has already been initiated in the “Initiate Work Order” activity and if the actual start date entered in this activity is earlier than the actual start date entered in the “Initiate Work Order” activity, the system records the details of the actuals with the earlier date.
If the actual start date for any task is earlier than the work order, the actual start date of the work order is replaced with that of the task.
If the status of the task/work order was “Deferred” or “Scheduled”, it changes to “In Progress” after the actuals are entered.
If the status of the task/work order was “Interrupted”, the status changes to “In Progress” if the actuals are recorded for the task for a date later than the date on which the task was “Interrupted”.
If the status of the task/work order was “Interrupted”, the status remains as “Interrupted”, if the actuals are recorded for the task for a date earlier than the date on which the task was interrupted.
The system checks if a task that is already a part of the pending jobs list for the equipment or location on which the work order is raised has been completed through this work order. If it is so, the system marks the task as “Performed” in the pending jobs list.

To proceed, carry out the following

Select the “Parts Actuals” link at the bottom of the page to record the actuals of the parts utilized for the execution of the work order.
Select the “Labor Actuals” link at the bottom of the page to record the actuals of the labor utilized for the execution of the work order.
Select the “Service Actuals” link at the bottom of the page to record the actuals of the services utilized for the execution of the work order.
Select the “Tools Actuals” link at the bottom of the page to record the actuals of the tools utilized for the execution of the work order.
Select the “Other Resources Actuals” link at the bottom of the page to record the actuals of the other resources utilized for the execution of the work order.
Select the “Work Order Delays” link at the bottom of the page to record the details of the delays encountered during work order execution.
Select the “Update Equipment Down Time” link at the bottom of the page to record the down time of the equipment.
Select the “Stock delivery Actuals” link at the bottom of the page to record the actuals of the stock deliverables that are produced through the work order.
Select the “Attach Notes” link at the bottom of the page to specify notes details.
Select the "Operational Checklist" link to record the check list details required during work order execution.
Select the “Root Cause Analysis” link at the bottom of the page to specify the root cause analysis details.

Recording work order actuals – An overview

In this page, you can record the details of the execution of the work order as well as the tasks belonging to the work order. You can record the actuals for the work order selected in the “Select Work Order” page. You can also directly enter a work order in this page and record its actuals.

You can record the actuals of the work order by specifying the actual date and time when the work on the work order commenced along with the duration of the execution of the work order. You can specify the percentage of completion of the work order on a particular date and time and enter any miscellaneous cost that has been incurred on the execution of the work order. If there is any job pending to be executed on the work order, you can post them along with the observations to the pending jobs list for that equipment or location on which the work order is raised.

You can record the following details of the execution of the tasks belonging to the work order:

The actual date and time when the execution of the task has commenced and the number of hours taken for executing the task.
The percentage of completion of the task on a specific date and time
Any observations recorded during the execution of the task.
The miscellaneous cost incurred on executing the task.

Prerequisites

The work order must be in the “Scheduled” status.

“Create Task” activity under the “Task” business component, if you are specifying standard tasks for the work order

What you can do in this page

Add tasks to pending jobs list

Mark the work order as completed

Add tasks to pending jobs list

You can record any job pending to be executed on the work order along with observations in the pending jobs list.

Enter any observations to be recorded in the “Observations” field.
Select any task from the multiline that must be recorded as a pending job.
Click the “Add To Pending Jobs List” pushbutton to record the tasks along with the observations in the pending jobs list.

Mark the work order as completed

You can mark the work order as completed in this page.

Check the “WO Completed” box to mark the work order as completed.

The system sets the status of the work order as “Completed”. The system also sets the status of all the tasks belonging to the work order as “Completed”.