Processing work logs

In this page, you can process the observations that are entered in a work log. Tell me more.

Select the “Process Work Log Entries” link under the “Work Log” business component.

The “Process Work Log Entries” page appears.

Enter the following fields:

Work Log	Use the drop-down list box to select the work log for which log entries must be processed. The system lists all work logs as defined in the “Define Work Logs” component and are in the “Active” status.
Date	The date on which the log entries are made (Date Format) Mandatory.
	Press <Enter>.
Type	Use the drop-down list box to specify the type of the observation. The system lists all work log types as defined in the “Define Types & Categories” activity and are in the “Active” status.
Category	Use the drop-down list box to specify the category of the observation. The system lists all work log categories as defined in the “Define Types & Categories” activity and are in the “Active” status.
Reported By	The employee code of the employee who reported the observations (Alphanumeric, 30).
	Help facility available

Click the “Get Open Entries” pushbutton to retrieve the details of the observations that have been made for the work log specified in the “Work Log” field belonging to the specified type and category and reported by the specified person.

The system retrieves the following in the Work Log Entries multiline:

Reported Time	The time at which the observations were reported.
Observation	Any observation recorded in the work log.

Enter the following fields:

Observation On	Use the drop-down list box to specify whether the abnormality was noticed on equipment or location. The system provides the options: “Equipment” and “Location”.
Code	The equipment or location for which the observation was recorded (Alphanumeric, 30). If you are entering the equipment code, ensure that it has already been defined in the “Create Equipment“ activity of the “Equipment Induction“ component. If you are entering a location code, ensure that
	the location has already been defined in the “Create Location“ activity of the “Maintenance Organization“ component.
	the location is a part of a location structure as defined in the “Define Primary System” activity as defined in the “Define Primary System” activity of the “Maintenance Organization” component.
	Press <Enter>.
	Help facility available.
Process As	Use the drop-down list box to select the mode of processing the observation. The system provides the following options:
	Work Request – Select this option if you wish to raise a work request based on the observation.
	Work Order – Select this option if you wish to raise a work order based on the observation.
	Information – Select this option if you wish to treat the observation recorded as just an information.
	Post to History – Select this option if you wish to maintain a record of the observation in work log history.
	Put as Pending Job – Select this option if you wish to add this observation to the pending job list.
Processing Remarks	Any additional information on processing the observation entered in the work log (Alphanumeric, 255).

The system displays the following fields:

Entry Status	The status of the observation. The system displays “Open” by default. As soon as the observation is processed and the “Submit” pushbutton is clicked, the system refreshes this field with “Closed”.
Reported By	The employee ID of the user who reported the observation.
Name	The name of the employee specified in the “Reported By” column.
Type	The type of the observation.
Category	The category of the observation.
Work Request No.	If the “Process As” field is set as “Work Request”, the system generates the work request and displays the work request number in this field when you click the “Submit” pushbutton.
Work Order No.	If the “Process As” field is set as “Work Order”, the system generates the work order and displays the work order number in this field when you click the “Submit” pushbutton.
Processed By	The employee code of the user who processed the observation. The system displays this field only when you click the “Submit” pushbutton.
Date	The date on which the observation is processed.
Time	The time at which the observation is processed.

Check the box in the “Select” column of the multiline to select an observation for transferring it to another work log.
Enter the following fields in the “Transfer Selected Entries” group box, if you wish to transfer the selected observations:

Transfer To	Use the drop-down list box to select the work log to which the selected observations must be transferred. The system lists all work logs except for the work log selected in the “Work Log” field that has been created in the “Define Work Logs” activity and are in the “Active” status.
Retain Here Also	Check this box if you wish to retain a copy of the selected observations in the current work log also

Click the “Transfer” pushbutton to transfer the selected work logs.

Note: The system transfers the selected observations and refreshes the “Entry Status” field of those observations in the multiline to “Transferred”.

Click the “Submit” pushbutton to process the observations.

The system processes the observation in the following manner:

If the “Process As” field is set as “Work Request”, the system raises a work request with the following details:

	The observation is assigned as the work request “Description”.
	The equipment or location entered in the “Code” field is assigned as the work request “Request On”.
	The “Reported By” field in the work log is assigned to the “Reported By” field in the work request.
	The “Processing Remarks” entered for the work log is assigned as “Additional Info” for the work request.
	The “Processing Remarks” entered for the work log is assigned as “Additional Info” for the work request.
	The current system date as the work request date
	If the reported date and time of the work log is earlier than the current system date, the work log reported date is set as the work request “Observed Date” and the current date is set as the “Target Date”
	If the reported date and time of the work log is later than the current system date, the current system date is set as the work request “Observed Date” and the reported date is set as the “Target Date”.

If the “Process As” field is set as “Work Order”, the system raises a work order with the following details:

	The observation is assigned as the work order “Description”.
	The equipment or location entered in the “Code” field is assigned as the work order “Work Order On”.
	The “Processing Remarks” entered for the work log is assigned as “Remarks” for the work order.
	The type, category and priority entered in the “Option Settings” activity is assigned as the type, category and priority of the work order.
	“Work Log” is assigned as “Doc Type” field in work order references.
	The current system date is assigned as the work request date.
	If the reported date and time of the work log is earlier than the current system date, the work log reported date is set as the work order “Scheduled Date and Time” and the current date is set as the work order “Scheduled Completion Date and Time”.
	If the reported date and time of the work log is later than the current system date, the current system date is set as the work order “Scheduled Date and Time” and the reported date of the work log is set as the work order“Scheduled Completion Date and Time”.

The system sets the status of the observation as “Closed” and refreshes the “Entry Status” field with “Closed”.

To proceed, carry out the following

Click the “View Processing Errors” link from the bottom of the page to view the errors that have occurred during the processing of the observations.
Click the “View All Entries” link to view all the observations made in the work log including the observations for which action has already been taken.

Process Work Log Entries – An overview

In this page, you can process the observations that are entered in a work log. You can select the work log and carry out a search for the observations which have to processed, based on the following fields:

The date on which the observations were recorded in the work log
The type and category of the observations
The employee who reported the observations

The system retrieves the observations based on the search criteria entered. You can then process the observations by entering the following fields:

The equipment or location on which the observation was recorded, if it has not been entered already or has been incorrectly entered.
The mode of processing the observation which can be any one of the following:

	You can raise a work request based on the observation.
	You can raise a work order based on the observation for carrying out the work required to solve the problem.
	You can also set aside the observation for information purposes only.
	You can add this observation to the pending job list so that they can be taken care of in the future.
	You can record the observation and or any minor work done on that to the work log history.

Any additional information about processing the observation

The system processes the observation and displays the work order or work request number if a work order or work request is raised based on the observation. The system also changes the status of the observation that is processed to “Closed”.

You can also select more than one observation and transfer them to other work logs so that they can be processed there. In such cases the status of the observation is set as “Transferred” and the observations would no longer be available in this work log for processing.

Prerequisites

“Define Work Logs”
“Define Types & Categories”
“Write in Work Log”