360° Strategic Asset Management > Common > Maintenance Management > Maintenance Register

The Maintenance Planning process consists of several functions. The process entails the creation or request for a task to be executed, the planning thereof, the allocation and execution of the task and the feedback of all relevant data. Maintenance Work Orders can originate from two sources:

·  Adhoc: An Adhoc Work Order refers to a work order that is created as a result of an unforeseen maintenance task having to be performed. In spite of the initiation of the work being Adhoc (not foreseen), it does not mean that the work has not been pre-planned - Event templates can have been created for the work.

·  Planned: Equipment manufacturers prescribe maintenance events to prevent incipient failures before they occur or before they develop into major failure. These Work Orders will all be transferred from the Forecast Maintenance Schedule.

These forms allow you to manage work-in-progress (WIP). All uncompleted tasks in WIP are visible and colour coded according to status of the task (based on your choice of colour codes – see Status Codes). Resources can be maintained – added or deleted, quantities changed, and specific resource allocation can be done. Work orders can be released for work completion and detail data capture of feedback for each Work order and task is available.

This maintenance list view is a display of all the maintenance work orders in their different execution statuses.

Maintenance orders can be created from various sources. These include:

  • From a previously recorded Failure
  • From a previously recorded Incident
  • Directly from the Specific Asset register
  • Directly from a Maintenance work order
  • From Forecast Events
  • A combination of above scenario’s

Note: Project Integration : Default Rules for posting of financial journal transaction

The following default rules apply when financial journal transactions are posted to projects when project integration is ON. The rules are setup defaults to be used for posting on the project categories in projects for inventory product items and service journals. There are several places where project category can be selected and the following sequence for verification is used to select a specific project category when found during the posting of financial journal posting process to projects:

1.      Get project category from Account setups

Under 360°Strategic Asset Management > Setup > Base > Account setup for customer or Account setup for Organisation default line categories can be linked to an account setup for a customer or a specific account setup for the accounting organisation an account type. The project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

2.      Get project category from Object Structure Project Properties (Remember this is for the accounting organisation)

Under 360°Strategic Asset Management > Setup > Object > Object definition > Object structure default project categories can be added to the accounting organisation that is created for the Organisation. If there is more than one accounting organisation, then the categories can be different, depends on how the projects are created in the Project Management Module of AX. The project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

3.      Get project category from Strategic Asset Management setup parameters

Under 360°Strategic Asset Management > Setup > Strategic Asset Management setup parameters default project categories can be added to the project integration tab that is created for the Organisation. Depends on how the projects are created in the Project Management Module of AX, the project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

4.      Get project category from Inventory Released product setup

Under Product Information Management > Released Products default project category can be added to the inventory product under the Product action tab, FastTab = Manage projects. Depends on how the projects are created in the Project Management Module of AX, the project category is selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

5.      Get project category from Project management and accounting parameters

Under Project Management and accounting > Project management and accounting parameters default project category can be added under the Journals tab, default category, Item. Depends on how the projects are created in the Project Management Module of AX, the project category is selected from the available drop down list for the category type = Item and will be used when then a financial posting transaction is created.

Tasks that use this form

Create new maintenance work order

Navigating the form

The following tables provide descriptions for the controls in this form:

Maintenance actions

Actions

Description

Maintenance New

Create a new maintenance work order.

Edit

Edit an maintenance work order record.

Delete

Delete an maintenance work order record.

Header view

View header and header-related information about the work pack on FastTabs.

Line view

View the header and line information together. You can expand the lines and line details tabs to see more information about lines.

Additional information

The function is used to add additional information to the maintenance work order.

Enquiries

Open a menu with the following items:

  • Gantt - This button displays the work orders in a Gantt chart format.
  • Enquiries Graph - This tab displays the results of the enquiries run in graph format. Only the main fields as selected on the filter criteria are displayed. The detail of the analysis results is available in the analysis cube report.
  • Transactions - This function displays all the inventory and financial transactions for the selected work order.
  • Print internal work orders - This function is used to print internal reports of the work orders of all/current selected work pack.

Status

This function is used to change the status of the work order.

Refresh

Refresh the page. (This function is only available in the grid view mode or List page)

Export to Microsoft Excel

The function is used to export selected data to Microsoft Excel. (This function is only available in the grid view mode or List page)

Attachments

View and open the documents that are attached to this execution order. This includes external documents.

Note : Find Record

The find function can be used to find specific records selected from the pre-defined criteria.

Execution header

This tab is displayed only in the line view of the form.

Field name

Field description

Description

Enter the description that defines the work order

Application

Select the correct classification for the maintenance, operation or contract record, to identifies the application as an Internal - On-site/Internal - Off-site within the organisation between different divisions/departments, or External to external customers.

Work pack type

This field defines type of execution being performed for the work order. A work order can either be a “maintenance work order” (work order for work to be done on a specific object, for example the servicing of a fork lift) or an “operational work order” (work order for hiring a specific object to do a specific work, for example hire a fork lift to use in the moving of something or moving freight from one location to another location.)

Priority

Select the priority for the work order task. The urgency in which work order has to be performed e.g. Urgent, Normal is displayed.

Responsible person

Select from the available lookup list the person responsible for the execution process.

Structure code

This field defines the structure position of the object for which the execution is performed and the field will automatically be added from object.

Name

This field defines the name of the responsible person.

Telephone

This field defines the telephone number of the responsible person.

Planning organisation

Use the lookup button and select the Organisation responsible for the planning of this work order.

Planning org structure code

This field defines the structure position of the organisation which will be responsible for the planning of this work order and the field will automatically be added from the Organisation.

Currency code

This field defines the currency that work order costs will be calculated and displayed in. This is the company currency and can be changed for the work order and all the resources on the work order.

Execution Specific lines

This grid is displayed only in the line view of the form.

Button

Description

Add line

Use this to add another contract specific line.

Remove

Use this remove a contract specific line.

Resource lines

This button allows you to feedback actual resource usage for the selected work order. Only records as created when the work order was created will be shown.

Setup

The purpose of this function is to maintain and view execution characteristic, execution action, permit, specific ageing exchange, and adding of additional data for the execution work orders.

Open a menu with the following items:

  • Execution characteristics - This form is used to maintain and view the characteristic data.
  • Execution actions - This form is used to view actions associated with this execution record.
  • Strip and build - Use this form to maintain and view the strip and build actions per execution.
  • Predictive parameters - Use this form to maintain and view the predictive parameters per execution.
  • Execution Permit - Use this form to maintain and view the permit per execution.
  • Required Permits - Use this form to maintain and view the required permits per execution.
  • Ageing - This form is used to enter the ageing meters during the execution process.
  • Exchange - This form is used to do the exchange process for specific object.
  • Additional Information - Use this form to create additional detail information for the execution record.
  • Related images - Use this form to add related images to the work order.

Create

The purpose of this function is for the creation of new contracts, maintenance, failure or an incident.

Open a menu with the following items:

  • Contract - This function is used to create a contract for the selected specific.
  • Maintenance - This function is used to create a maintenance order for the selected specific.
  • Failure - This function is used to register a new failure for the selected item.
  • Incident - This function is used to register a new incident for the selected item.

Process

This menu button offers functionality that will run processes on the selected record.

Open a menu with the following items:

  • Reserve stock - This process allows you to reserve in inventory all the items that you have selected on an execution order. If you reserve the items, this ensures that the items are available when the order is processed. You can reserve the items manually or automatically, and you select the preferred reservation method.
  • Post execution journals - This process allows you to do posting of execution journals during the completion of the work on the work order.
  • Meter feedback - This form is for feedback on the unit of measuring for a specific object.

Enquiries

This button displays the Enquiries function for the specific execution work orders on.

Open a menu with the following items:

  • Budget vs Actual calculations - This function must be executed to process the calculations for budget vs actual cost and sales for the selected event.
  • Budget vs Actual costs results - This function must be executed to view the calculation results for budget vs actual cost for the selected event.
  • Budget vs Actual sales results - This function must be executed to view the calculation results for budget vs actual sales for the selected event.
  • Execution incident link - This function displays all the incidents/failures link to this work order for the selected execution record.
  • Transactions - This function displays all the inventory and financial transactions for the selected execution record.
  • History - This displays all the history events on the selected execution record.
  • Check stock - This displays the availability of stock for events on the selected execution record.
  • Job card quotation - This report is for the creation of an execution specific quotation. This report is only available when work order is in status quotation.
  • Job card report - This will view a report of all the execution specifics.
  • Job card internal report - This will view a report of all the internal execution specifics.
  • Job card inspection - This report is for the creation of an execution specific inspection.
  • Maintenance execution action report - This report displays a list of actions of how to perform the work for this maintenance execution.

Update specific condition

This form is used for the update of the condition, the retail and strip costing for the specific. This function button will only be available for executing when the work order status is changed into Completed status.

Quote

This function is used to handle the quotation process for the execution type = Strip and Build in the execution maintenance.

Status

This function allows for the changing of statuses.

Open a menu with the following items:

  • Execution Status - This function is used to change the execution status.
  • Record Status - This form contains the predefined values for the current record. This is used to change the Status function.

Field

Description

Execution specific ID

A code or number allocated to uniquely identifying the work order.

Object code

This field defines the object type to be quoted on in this work order. Select from the list of lookup values.

Structure code

This field defines the structure position of the object for which the work order is performed and the field will automatically be added from object.

Specific ID

This field is selected, for the characteristic to be associated with a specific object of the selected type.

Primary serial

This field defines the asset serial number that is unique to a specific. In some instances this will be used for the vehicle registration number, if the specific ID is used by another unique number, for example a bar coded asset number. This field can be updated, but history records will be created for changes since it is a asset. (For example a vehicle's registration number is used as Primary serial, then the vehicle is allocated to another province, and the primary serial is updated).

Secondary serial

If the asset/specific has more classification that will uniquely define the specific, and can be used as the secondary serial.

Planned start date

This field defines the planned date and time that the work order transaction was processed for starting of the selected type.

Planned complete date

This field defines the planned date and time that the work order transaction was processed for completion of the selected type.

Execution type

Select from the available drop down list the execution type for the specific event.

Event code

The selected Event Code that will be used to perform the maintenance task.

Execution ID

The field defines the code or number uniquely for the work order.

Execution specific status

Shows the current status of the Work Order. The status can be changed with the Status function.

The work order can be in one of the following phases/status: Created/Approved, In Progress/Completed/Financial complete or Cancelled.

Line details

This tab is displayed only in the line view of the form and is the line details for the specific.

Tab

Field

Description

General

Description

The description that defines the work order will be defaulted from the execution header.

Execution type

Select from the available list to define the execution type.

Event code

The selected Event code that will be used to perform the maintenance task.

Priority

The urgency in which the maintenance/repair operation has to be performed e.g. Urgent, Normal.

Related project

This is the related project identification for the contract related to this work order.

Project contract ID

Project contract id identifier will be enabled when the Application = External and when project integration is enabled and a project can be selected from the available drop down list.

Invoice customer

This field defines the customer account to invoice against for the project.

Origin type

This field defines where the work order was originated.

Origin ID

This field defines, together with the origin type, where the work order was originated.

Purchase requisition

This field defines the purchase requisition reference number that was generated for the execution resource lines.

Status

The current record status is displayed. The status can be changed with the Status function.

Execution specific status

Shows the current status of each specific per work order. The status can be changed with the Status function. The work order specific is in one of the following phases/status: Change/Approved, In Progress/Completed/Financial Complete or Cancelled.

Stage

This field uniquely identifies the stage for a specific status.

Purchase requisition status

This field uniquely identifies the purchase requisition status.

Quote Stage

This field uniquely identifies the quotation stage for this specific line.

Setup

Planned duration (hours)

Enter the planned duration of the work order in hours.

Planned start date

Define the planned start date when the work order must start.

Planned completion date

The planned completion date of the work order is calculated and displayed by using the start date and time and adding the duration of the work order to it.

Actual start date

The date/time on which the work order was actually started.

Actual completion date

The date/time on which the work order was actually completed.

Actual duration

The actual duration in hours of the work order, including non-work periods, as contained in the calendar for the Maintenance Organisation.

% Complete

This field indicates the percentage of how far an execution record is from completion.

Mobile integration

This field indicates if the specific execution is for a mobile solution.

Sort field1

Select the sorting order for the specific record.

Sort field2

Select the sorting order for the specific record.

Sort field3

Select the sorting order for the specific record.

Administration

Execution organisation

Select the organisation name from the list of lookup values that defines the organisation which will do the performing of the maintenance.

Execution org structure code

This field defines the structure position of the organisation which does the performing of the maintenance and the field will automatically be added from the selected Organisation.

Planning organisation

Use the lookup button and select the Organisation responsible for the planning of work.

Planning org structure code

This field defines the structure position of the organisation which will be responsible for the planning of work and the field will automatically be added from the selected Organisation.

Internal accounting org

Select from the available lookup list the internal organisation to be used for accounting purposes.

Internal accounting org structure

This field defines the structure position of the internal organisation for which the execution is performed and the field will automatically be added from the selected Organisation.

Billing indicator

Select this field to specify that this work order is billable.

Quoted price indicator

Select this field to specify that this resource will be invoiced according to the quoted price and not the actuals from the work order.

Specific

End specific

This field defines the top or highest level specific structure where the specific item is installed.

End structure code

This field defines the structure position code of the top or highest level specific structure where the specific item is installed and will automatically be added from the specific.

Parent Specific

This field defines where an installed specific item will be on the parent or immediate higher-level specific structure.

Object Code

This field defines the object that was quoted on in this work order.

Structure Code

This field shows the structure position of the object on which the work is performed and the field will automatically be added from the selected object.

Specific ID

This field defines specific identification on which the work is performed. Only the specifics for the selected object, if that field is filled, will be listed in the drop down.

Specific Object Structure Code

This field shows the structure position of the specific on which the work is performed and the field will automatically be added from selected specifics.

Install Specific ID

The specific identifier of the object to be installed into this specific position. Use the lookup to select the item/object ID to be installed. It is important to note that only suitable items/objects that may be installed will be available for selection.

Note

The following rules apply:

  • Only items/objects with engineering status of SERVICEABLE are valid.
  • Only items/objects with operational status of AVAILABLE are valid.
  • Only items/objects of the correct object type as defined for the object type structure is valid.
  • Only items/objects valid for the parent (must have the correct structure) is valid.
  • Only items/objects of the correct item number and external item number of a specific vendor is valid. (Only if defined for the structure position for the object type)

Install Structure Code

The field defines the structure code uniquely identifying the position of the item installed in the structure.

Primary serial

This field defines the asset serial number that is unique to a specific. In some instances this will be used for the vehicle registration number, if the specific ID is used by another unique number, for example a bar coded asset number. This field can be updated, but history records will be created for changes since it is an asset. (For example a vehicle's registration number is used as Primary serial, then the vehicle is allocated to another province, and the primary serial is updated).

Secondary serial

If the asset/specific has more classification that will uniquely define the specific, and can be used as the secondary serial.

Header View

This detail is displayed only in the header view of the form.

FastTabs

Field

Description

General

Execution ID

This field is a code or number uniquely identifying the work order.

Description

This field defines the description of the work order.

Application

Select the correct classification for the execution record, Internal for execution work orders within the organisation between different divisions/departments, or External for execution work orders to external customers.

Work pack type

This field defines type of execution being performed for the work order. A work order can either be a “maintenance work order” (work order for work to be done on a specific object, for example the servicing of a fork lift) or an “operational work order” (work order for hiring a specific object to do a specific work, for example hire a fork lift to use in the moving of something or moving freight from one location to another location.)

Priority

Select the priority for the work order task. The urgency in which work order has to be performed e.g. Urgent, Normal is displayed.

Responsible person

Select from the available lookup list the person responsible for the execution process.

Structure code

This field defines the structure position of the object for which the execution is performed and the field will automatically be added from object.

Name

This field defines the name of the responsible person.

Telephone

This field defines the telephone number of the responsible person.

Planning organisation

Use the lookup button and select the Organisation responsible for the planning of this work order.

Planning organisation structure code

This field defines the structure position of the organisation which will be responsible for the planning of this work order and the field will automatically be added from the Organisation.

Currency code

This field defines the currency that work order costs will be calculated and displayed in. This is the company currency and can be changed for the work order and all the resources on the work order.

Execution status

Shows the current status of each specific per work order. The status can be changed with the Status function. The work order specific is in one of the following phases/status: Created/Approved, In Progress/Completed/Financial completed or Cancelled.

Stage

This field uniquely identifies the stage for a specific status.

Status

Shows the current status of the record. The status of the record can be changed with the Status function.

Setup

Planned duration (hours)

Enter the planned duration of the work order in hours.

Planned start date

Define the planned date when the work order must start.

Planned completion date

The planned completion date of the work order is calculated and displayed by using the start date and time and adding the duration of the work order to it.

Actual start date

The date/time on which the work order was actually started.

Actual completion date

The date/time on which the work order was actually completed.

Actual duration

The actual duration in hours of the work order, including non-work periods, as contained in the calendar for the Maintenance Organisation. (This is not the actual hours it will take for all task to be completed.)

% Complete

Specify the percentage of completion for the work order as the feedback is done on the resource lines.

Administration

Customer

Select from the list of lookup values the customer code that uniquely identifying the customer.

Customer name

This defines a detailed description of the Customer.

Search name

This field is used to specify text for fast search.

Execution organisation

Select the organisation name from the list of lookup values that defines the organisation which will do the performing of the maintenance.

Execution org structure code

This field defines the structure position of the organisation which does the performing of the maintenance and the field will automatically be added from the Organisation.

Internal organisation

Select the organisation name from the list of lookup values that defines the organisation for which this execution is performed. (This is only applicable if the execution work order is an internal work order.)

Internal org structure code

This field defines the structure position of the organisation for which the execution is performed and the field will automatically be added from the selected Organisation.