360° Strategic Asset Management > Common > Operations Register

Operations Definition: Operations management is the activity of managing the resources which are devoted to the production and delivery of products and services.

Operations Function: The arrangement of resources that are devoted to the production and delivery of products and services.

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. Not all object types can be linked to the execution order, therefore if you select the specific, and cannot see all the specifics that were created it means that certain specifics are not available on execution orders, for example personnel, organisation and location.

Tasks that use this form

Create new operational order or task

Maintain operation specific routes

Navigating the form

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

Operations register actions

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

Operation Action Pane

Actions/Activities

Description

Operation New

Create a new operation work order or task.

Edit

Edit an operational record.

Delete

Delete an operation work order or task record.

Header view

View header and header-related information 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 maintain additional information on the operations record.

Freight resource

The function is used to setup the freight resources required information on the operations work order or task.

Enquiries

Open a menu with the following items:

  • 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.
  • Transactions - This function displays all the Inventory and Financial transactions for the selected operational execution record.
  • Quotation Report - This function displays the quotation report for the work pack of this operations order. (All the operations specifics summarized)

Status

The function is used to change current status of the Execution Specific Status and the Record Status.

Attachments

This button is a document handling function

Execution header

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

Field name

Field description

Description

Enter the short detailed description that defines the work order or task.

Application

Update the classification for the application type, Internal for operations within the organisation between different divisions/departments, or External for operations to external customers.

Workpack type

This field defines work pack type of operation being performed in the work order. A work order can be 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.) Work packs can consist of multiple work orders.

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 operation process.

Structure code

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

Name

This field defines the name of the responsible person for this work order.

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 in which the billable execution specifics and execution resource lines will be billed. On creation of the work order and resources the default company currency will be automatically be added to the work order and all related resource line on the work order. If the billable currency is different for this work order, the billable currency can be selected on the execution header, this newly selected currency will update all the execution specifics and the execution resource lines for this work order to the newly selected currency. The currency conversion will recalculate and update the cost values to the updated currency.

The currency code can only be changed to a different currency while the work order is still in its CREATED status. Once the status is changed to any of the other status codes, it will no longer be possible to update the currency code.

Execution status

This field defines the execution status code for this work order.

Stage

This field defines the execution stage for this work order, if different status stages were created.

Status

This field defines the record status of this work order.

Execution Specific lines

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

Button

Description

New Operation

Use this to add another operational specific line.

Remove

Use this remove a execution specific line.

Operation route

This function is used to manage the operational route and route legs for the selected work order.

Resource lines

This function is used to add more execution resources that will be used during the operation work order. If an event template is used for the creation of the operational work order all the resource lines will be shown. Additional lines can be add on creation of the work order. This button allows you to do feedback on actual resource usage for the selected work order.

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 execution specific characteristics data.
  • Execution actions - This form is used to view and maintain actions associated with this execution specific record.
  • Permit - Use this form to maintain and view the 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.
  • Additional Information - Use this form to create additional detail information for the execution record.

Create

The purpose of this function is to allow the creation of new maintenance executions, failures or incidents.

Open a menu with the following items:

  • Maintenance - This function is used to create an 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

The purpose of this function is to allow the process of specific functions.

Open a menu with the following items:

  • Reserve stock - This process allows you to reserve all the inventory items that you have selected on an execution order in the supply warehouse if stock were available. 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 operational journals - This function is used to process the operational journal postings when some of the execution resources were completed on the work order. This posting process will be used as an interim invoicing for the work order.
  • Meter feedback - This form is used for feedback on the specific, operational and rental statuses as well as the ageing measurements for the execution specific.

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.
  • Execution incident link - This function displays all the incidents/failures link to this work order for the selected operations execution record.
  • 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 operational execution specific records.
  • History - This displays all the history events on the selected execution specific record.
  • Job card report - This will view the report of all the execution specifics for work orders that are of an external type.
  • Log Sheet - This report is a view of the log sheet report for operations.
  • Quotation specific report - This report is a view of the quotation costings for the operation specific work order.

Status

This function allows for the changing of statuses.

Open a menu with the following items:

  • Execution Specific Status - This function is used to change the execution specific status.
  • Record Status - This form contains the predefined values for the current record. This is used to change the Status function.
  • Update route leg statuses - Next - This function is used to change the route leg to the next status level.

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.

Specific ID

This field is selected once a specific asset can be allocated and will be used for this work and is associated with a specific object of the selected type. For example: If the operational work order requires work for the delivery of a certain product, then a specific vehicle will be assigned to this work order in order to complete this task. Multiple vehicles might be needed to complete the work order, therefore different vehicles will then be assigned.

Event code

This field defines the event template that was used to create the operational specific and resources required for the work order.

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

The planned date when this 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.

Execution type

The defines the type of execution (for example: hot work, strip and build, inspection, rebuild, etc) to clarify the execution 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: Registered/Approved, In Progress/Completed or Cancelled.

Last route leg status

Shows the current status of the last route leg.

Line details

This tab is displayed only in the line view of the form. The line details are more detailed information about the execution resource line.

Tab

Field

Description

General

Description

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

Execution type

The defines the type of execution (for example: hot work, strip and build, inspection, rebuild, etc) to clarify the execution work order.

Event code

The field display the event template that was used to perform the creation of operational resources.

Priority

The urgency in which the operational task has to be performed e.g. Urgent, Normal.

Related project

This is the related project identification for the internal or external related projects link to this work order for the managing of the operational functionality if project integration = ON for the accounting organisation.

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 be invoiced against for this project contract ID when the operational work order is of type = external.

Origin type

This field defines from where the work order originated.

Origin ID

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

Purchase requisition

This field defines the purchase requisition reference when requisitions are required for the approval of work order resources.

Setup

Planned duration (hours)

Enter the planned duration of the work order in hours to complete this order.

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, excluding non-work periods, as contained in the calendar for the Operations 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 operation.

Execution org structure code

This field defines the structure position of the organisation which does the performing of the operation 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 when the operational work order is for an internal organisation.

Internal accounting org struct

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 ind

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

Quoted price ind

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

Logistics

Route

This field defines the referencing to the route setup detail. Click on the route reference number or the route description to view the detail about the selected route detail.

Auto departure

When this indicator is ticked, this will indicates whether the route leg stage update should include the next route leg. (For example if the first leg of the route is updated to a "finished" state, the next route leg status will automatically updated to "start/in progress".)

From Location

Select the location from where the items movement will start. This will be added from the route that was selected for the operational execution.

From Structure code

Select the location structure code from where the items movement will start. This field will automatically be added when the from location is selected.

To Location

Select the location to where the items will be moved. This will be added from the route that was selected for the operational execution.

To Structure code

Select the location structure code to where the items will be moved. This field will automatically be added when the to location is selected.

Number of passengers

This field defines the number of passengers that will be on this operation.

Distance

This field defines the total distance that will be travelled for this operations work order during the route.

Stabling authority

This field defines the that the person who is using the vehicle is allowed to leave the vehicle off-site.

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 that is used to perform the work and the field will automatically be added from the selected object.

Specific ID

This field defines specific identification that will be used to perform the work. 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 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 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.

Status

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: Registered/Approved, In Progress/Completed or Cancelled.

Stage

This field uniquely identifies the stage for a specific status.

Purchase requisition status

This field uniquely identifies the purchase requisition status if purchase requisition process was used for this work order.

Quote stage

This field defines the stage in which the quotation is for work required for strip and build process.

Status

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

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

Enter the description that defines 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.

Workpack type

This field defines type of execution being performed in the work order. A work order is 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.)

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 identification code for the person responsible for this operational work order.

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 detail name of the responsible person for this operational work order.

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 in which the billable execution specifics and execution resource lines will be billed. On creation of the work order and resources the default company currency will be automatically be added to the work order and all related resource line on the work order. If the billable currency is different for this work order, the billable currency can be selected on the execution header, this newly selected currency will update all the execution specifics and the execution resource lines for this work order to the newly selected currency. The currency conversion will recalculate and update the cost values to the updated currency.

The currency code can only be changed to a different currency while the work order is still in its CREATED status. Once the status is changed to any of the other status codes, it will no longer be possible to update the currency code.

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 defines the execution stage for this work order, if different status stages were created.

Status

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

Setup

Planned duration (hours)

This defines the planned duration for this work order in hours to be completed.

Planned start date

Define the planned date when the work order must go into progress to start the work or task.

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 planned duration (hours) of the work order to derived to the completion date and time.

Actual start date

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

Actual completion date

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

Actual duration

The actual duration in hours will be calculated for this work order, excluding non-work periods, as contained in the calendar for the Operation Organisation.

% Complete

Specify the percentage of completion for the execution resources on this work order. This will be updated as feedback is committed on the resources after completion.

Mobile integration

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

Logistics

Route

This field defines the referencing to the route setup detail. Click on the route reference number or the route description to view the detail about the selected route detail.

From Location

Select the location from where the items movement will start. This will be added from the route that was selected for the operational execution.

From Structure code

Select the location structure code from where the items movement will start. This field will automatically be added when the from location is selected.

To Location

Select the location to where the items will be moved. This will be added from the route that was selected for the operational execution.

To Structure code

Select the location structure code to where the items will be moved. This field will automatically be added when the to location is selected.

Distance UOM

This field defines the unit of measure that will be used to measure the distance travelled with this operational work order.

Estimated Distance

This field defines the estimated distance for the route that was selected against this work order.

Number of passengers

This field defines the number of passengers that will be on this operation.

Distance

This field defines the total distance that will be travelled for this operations work order during the route.

Stabling authority

This field defines the that the person who is using the vehicle is allowed to leave the vehicle off-site.

Administration

Customer

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

Customer name

This field defines the detail description of the Customer.

Search name

This field is used to specify text for fast search.

Execution organisation

This field defines the operational execution organization's name which will do the performing of the operations.

Execution org structure code

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

Internal organisation

This field defines the internal organisation who was responsible for the requesting of the operational work order or task. This organisation is only applicable if the work order is for a internal organisation.

Internal org structure code

This field defines the structure position of the organisation who as responsible for the requesting of the operational work order or task and the field will automatically be added from the selected Internal Organisation.

Requested by

This field display the personnel identification code for the person who requested the operational work order.

Description

This field defines the detailed name of the requested personnel ID.

Telephone

This field defines the contact telephone number for the person requested the work order.

Approved by

This field display the personnel identification code for the person who approved this request for the operational work order.

Description

This field defines the detailed name of the approved personnel ID.

Telephone

This field defines the contact telephone number for the person who approved the work order.

Status

Execution 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: Registered/Approved, In Progress/Completed or Cancelled.

Stage

This field uniquely identifies the stage for a specific status.

Status

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