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

The Maintenance Register - Specific has the same functionality as the Maintenance Register, but the view and use of the form is from the execution specific level of the work orders and not from the execution header level of the work pack like the maintenance register is used.

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 Action Pane

Actions/Activities

Description

Maintenance New

Create a new maintenance work order.

Edit

Modify the details of the maintenance work order. When you click this button, the work order is switched from read-only mode to modify mode.

Delete

Delete the selected maintenance work order.

Detail view

View detail header and header-related information of the execution specific.

Line view

View the execution specifics, execution resource and the resource line details when you expand the resource line details tab to see more information about selected resource lines.

Work Pack

View the header detail of the work pack for the maintenance order.

Refresh

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

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)

Attachments

This button is a document handling function

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.

Setup Action Pane

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 maintenance work orders.

Action Group

Activity

Description

Execution Specific

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.

Specific

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.

Add

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 Action Pane

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

Action Group

Activity

Description

Create

Contract

This function is used to create a contract for the selected specific.

Maintenance

This function is used to create maintenance execution 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 Action Pane

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

Action Group

Activity

Description

Process

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.

Enquiry Action Pane

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

Action Group

Activity

Description

Calculate

Budget vs Actual calculations

This function must be executed to process the calculations for budget vs actual cost and sales for the selected record.

View

Execution incident link

This function displays all the incidents/failures link to this work order for the selected execution record.

Gantt

This button displays the execution 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.

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.

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.

Reports

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 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.

Execution Specific Line View

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

The details form page title will display at the top of the page. For example the Execution ID (Work Order) with the description.

Field name

Field description

Flag - Priority

The urgency in which work order has to be performed e.g. Urgent, Normal is displayed. Select the priority for the work order specific. The flag will indicate the priority of the work order.

Flag - Due Status

The due Status is different flags according to pre-defined ageing period definitions in the base setup. This will be based on periods past, current or future, with different ageing windows and times.

Flag - Ready Status

The ready Status flag will indicate that that the work order is ready to proceed according to the availability of all the resources. For example if all the resources are available (in stock) it will indicate a ready status. This is only an indicator that will be change when the status change to In Progress.

Execution specific ID

A code or number allocated to uniquely identifying the specific 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 defines specific identification on which the work will be performed. Only the specifics for the object, if that field is filled, will be listed in the pull down.

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 ID

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

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.

Execution Resource lines

This grid line view of the form is always displayed. The following table is the action pane strip with its different activities.

Action Buttons

Description

Add line

Use this to add another execution resource line. (More execution resources can be added to the work order after the work order is placed into "In Progress". Once the status is changed into "Completed" no more resource can be added to the work order.)

Remove

Use this remove a execution resource line.

Commit Feedback

The main purpose of this function is to provide feedback on work orders in progress. Feedback is the mechanism by which you update what actually occurred during the progress of the work order. Feedback can be done on all resources linked to a work order.

Specific Plan Allocation

This form is used to allocate a specific resource against an execution or contract record. A resource allocation cannot overlap for multiple maintenance/operations/contracts records. This function is to add more specific detail to a resource/item allocated to a work order.

Purchase order

This button is for the rotable items or services, and allows you to raise a purchase order for the selected item. The item must have a Vendor account, and External item number defined in order for a Purchase order to be able to be created.

Purchase requisition

This button will only be active if a purchase order limit has been setup in the Strategic asset management setup parameters. You will have to use a purchase requisition to submit a request for items or services that you must have to perform your job function. By using purchase requisitions, you can do the following:

  • Request items and services from an internal catalogue. You can also request items and services that are not listed in a catalogue.
  • Request items or services on behalf of someone else, or in a legal entity or operating unit other than the one in which you hold a primary position.
  • Suggest a vendor from whom to order an item or service.
  • Distribute an amount on a purchase requisition line to multiple financial accounts and dimensions.
  • Perform budget checking on the purchase requisition if your organization uses budget checking.
  • Submit the purchase requisition for review and approval.

Line Grid Fields

This following are all the fields on the execution resources.

Field

Description

Resource type

This field defines the resource type for the execution resource. The type displayed will be according to the resources linked to the selected work order.

Resource code

This is a code uniquely identifying the resource. The value displayed in this field will be according to the resource type. For example, if Resource type = Material, an Item number will be displayed.

Qty UOM

Select the UOM Code to uniquely identifying the UOM Type.

Budget Qty

The numerical value to indicate budget quantity of resource required.

Actual Qty

The numerical value to indicate actual quantity of resource consumed.

Durartion UOM

This field displays the unit of measures code in which the usage of the resource will be measured. (For example: Trade = Hours). Duration is only applicable to resources of type = service, trade, support equipment and facility.

Budget duration

The budgeted utilisation time against the resource to complete the work order.

Actual duration

The Actual duration spent on the task by the resource to complete the work order.

Feedback value

Define the quantity of the resource utilised, for feedback purposes. The way the feedback value works for item related feedback (resource type material or contractor) depends on the setup of the auto feedback indicator.

  • For resource type of COST the actual cost value expressed in the base currency must be entered in this field.
  • For resource type of FEE the actual selling price value expressed in the base currency must be entered in this field.
  • For all other type of feedback the actual quantity of the resource must be entered in this field.

To do the feedback for the duration of the task go to the Maintenance feedback form under Maintenance management and complete the feedback values for the duration tasks.

Journal value

Add to this field the actual value sent to journal against the selected resource line task.

Line budget cost

This field defines the total budget costs for this specific resource line.

Billing indicator

Select this indicator if the internal organisation is billable, in the instance of external organisation the indicator is automatically billable.

Purchase requisition status

This field indicates the status value for the purchase requisition. When the purchase requisition is approved/rejected it will updated this field.

Purchase requisition line

This field indicates the number of reference lines for the purchase requisition.

Process stock

This field indicates whether resource stock should be processed or not. It will define that if this indicator is selected then the resource stock will processed from the available stock in the warehouse. If not selected it will indicate that the resource can have feedback but it is not a stocked item. (For example if you buy fuel from a garage the indicator will not be selected, because it is not a stocked item, but it has a financial transaction.)

Resource Line details

This expandable line details view is displayed only in the line view of the form and this is the detail of the selected resource line.

Tab

Description

General

This tab displays the general identification and monetary information on an execution resource.

Values

This tab displays the quantity, duration and feedback information on an execution resource.

Setup

This tab displays the disclose, billing and supplier information on an execution resource.

Financial dimensions

Display the default financial dimensions for an execution resource.

Stock dimensions

Display the Inventory Dimensions that are classified into 3 groups: Product, Storage and Tracking dimensions. The stock dimensions will ONLY be available if the resource type is of type = ITEM.

Product dimensions will default in from the Inventory master table, and cannot be changed/edited on the resource lines. For more reference on how to setup the product dimensions go to Product information management. Important to remember, when a new item is created, and product dimensions will be used, the item is created from the Product Master.

Storage dimensions are setup on the resource lines to define from where the stock will be received. This is link to item model group that is setup in Product information management for the items.

Tracking dimensions will default in form the Inventory master table, and cannot be changed/edited on the resource lines. Tracking dimensions will only be used when the item is created as a serialised item. For more reference on how to setup the tracking dimensions go to Product information management.

Inventory status

Display the Inventory stock usage status for the resource item.

Tabs

Field

Description

General

Execution specific

A code or number allocated to uniquely identifying the selected specific object for the work order.

Line ID

This field is an identifier uniquely identifying the resource line.

Resource type

This field defines the resource type for the line. The type displayed will be according to the resources linked to the selected work order.

Resource code

This is a code uniquely identifying the resource. The value displayed in this field will be according to the resource type. For example, if Resource type = Material, an Item number will be displayed.

Sales price

This is the sales price value of the line according to work order currency. (Currency can only be changed on the work order header, but once the work order is approved the currency cannot be changed.)

Cost price

This is the cost price value of the line according to work order currency. (Currency can only be changed on the work order header, but once the work order is approved the currency cannot be changed.)

 

 

 

Values

QTY UOM

The measure unit used to indicate the quantities in which the resource will be utilised.

Budget qty

The numerical value to indicate budget quantity of resource required.

Actual qty

The numerical value to indicate actual quantity of resource consumed.

Duration UOM

The measure unit used to indicate the duration in which the resource will be utilised.

Budget duration

The budgeted utilisation time against the resource to complete the work order.

Actual duration

The Actual duration spent on the task by the resource to complete the work order.

Feedback value

Define the quantity of the resource utilised, for feedback purposes. The way the feedback value works for item related feedback (resource type material or contractor) depends on the setup of the auto feedback indicator.

  • For resource type of COST the actual cost value expressed in the base currency must be entered in this field.
  • For resource type of FEE the actual selling price value expressed in the base currency must be entered in this field.
  • For all other type of feedback the actual quantity of the resource must be entered in this field.

Journal value

When the feedback is committed the feedback value will update the journal value and the journal value is the value that will be used for the financial transactions.

 

 

 

Setup

Disclose Indicator

This indicator defines if the resource will be disclosed on the quotation/invoices.

Rollup resource type

Select from the available lookup list the resource type to which this resource must be rolled up when quotation/invoices are displayed.

Rollup resource code

Select from the available lookup list the resource code to which this resource must be rolled up when quotation/invoices are displayed.

Billing indicator

Select this indicator if the internal organisation is billable, in the instance of external organisations, the indicator is automatically billable.

Pricing model

Select the type of pricing model for the resource, variable or fixed model. (Fixed model will use the pricing as agreed with the customer according to trade agreements, and variable is used if the pricing amended according to the supplier prices.)

Quoted price indicator

If this field is selected, the resource (customer) will be invoiced according to the quoted price and NOT the actual account from the execution order.

Supplier

This field defines the supplier code and is selected from the available options. Supplier will only display data if supplier was add to the resource in resource form under related resources. More than one supplier can be added against a resource, but will be used according to the preference list. If no supplier is linked to a resource, no purchase orders can be raised and the purchase order menu item will dimmed.

Resource description

This defines a short detailed description of the resources required.

Process stock

This field indicates whether resource stock should be processed or not. It will define that if this indicator is selected then the resource stock will processed from the available stock in the warehouse. If not selected it will indicate that the resource can have feedback but it is not a stocked item. (For example if you buy fuel from a garage the indicator will not be selected, because it is not a stocked item, but it has a financial transaction.)

 

 

 

Financial dimensions

Contract Specific

The contract specific associated with the origin contract specific record. (The field will automatically defaulted from the contract lines, if the financial dimension is setup in the general ledger.)

Cost Center

Select the Cost Centre associated with the resource record.

Department

Select the Department number associated with the resource record.

Execution Specific

The execution specific associated with the origin execution specific record. (The field will automatically defaulted from the execution specific, if the financial dimension is setup in the general ledger.).

Expense Purpose

Select the Expense Purpose associated with the resource record.

Specific

The specific associated with the origin execution specific/contract specific record. (The field (specific) can be selected if this financial dimension was created in the general ledger and on specific register the indicator dimension should be ticked).

Specific Structure

The specific structure associated with the selected specific. (The field (specific structure) can be selected if this financial dimension was created in the general ledger and on specific register the indicator dimension should be ticked).

 

 

 

Stock dimensions - Product dimensions:

Configuration

This field defines the descriptive name of configuration.(This will default in from the Inventory master table.)

Size

The field defines the size of the item, select from the available list of sizes.(This will default in from the Inventory master table.)

Colour

The field defines the colour of the item, select from the available list of colours.(This will default in from the Inventory master table.)

Style

The field defines the style of the item, select from the available list of styles. (This will default in from the Inventory master table.)

State

The field defines the state to describe the working order of the item. (This will default in from the Inventory master table.)

Storage dimensions:

Site

The field defines site where the item is stored, select from the available list of sites.

Warehouse

The field defines the warehouse location where the item is stored, select from the available list of warehouse locations.

Location

The field defines the location where the item is stored, select from the available list of locations.

Pallet ID

The field defines the pallet that is associated with the item, select from the available list of pallets.

Tracking dimensions:

Batch number

The field defines the batch number that is associated with the item, select from the available list of batch numbers.

Serial number

The field defines the serial number that is associated with the item, select from the available list of serial numbers.

 

 

 

Inventory status

Item required

This field defines the budget quantity of the resource required to complete this task.

Execution warehouse

This field defines the quantity of the resource received from the execution warehouse to complete this task.

Execution order

This field defines the quantity of the resource consumed on the execution work order to complete this task.

Items returned

This field defines the quantity of the resource returned to the warehouse on the execution work order after completion this task.

Related details in Fact Boxes

The related detail in fact boxes view is displayed only in the line view of the form.

Fact Boxes

Description

Available Resources

This is a list of all the available resource and resources reserved on this work order. And the next list is This is a list of all the available stock quantity on hand and on order on this work order. (Items only from the warehouse).

Specific resource totals

This display the related cost/sales values for the work order according to the resources required.

Other work orders in work pack

Display the list of related work orders in the same work pack.

Detail View - Execution specific

This detail is displayed only in the detail form view of the execution specific form.

FastTabs

Field

Description

General

Execution ID

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

Description

Enter the description that defines the specific work order.

Setup

Planned duration (hours)

Enter the total planned duration of all the tasks for 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 of all the tasks for the work order in hours.

% Complete

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

Mobile integration

If this indicator is selected it defines that this specific execution is for a mobile solution.

Miscellaneous

Execution type

This define the execution type of this work order, for example hot work, etc.

Event code

This define the event code that will be used to add the budget lines and resources, characteristics, etc if the work order was created with pre-defined event templates.

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.

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 has originated.

Purchase requisition

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

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 organisation 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 organisation

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 execution 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 execution 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.

Status

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 for the execution resources.

Quote stage

This field uniquely identifies the quote stage if this work order was for strip and build tasks.