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

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 operation order or task

Maintain operation specific routes

Navigating the form

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

Operation Action Pane

Actions/Activities

Description

Operation New

Create a new operation order.

Edit

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

Delete

Delete the selected operation 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 operations order.

Operation Route

The function is used to maintain routes and routing legs information on the operations record.

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)

Status

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

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.

Attachments

This button is a document handling function

Setup Action Pane

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

Permit

Use this form to maintain and view the permit per operation.

Specific

Ageing

This form is used to enter the ageing meters during the operation 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 operation record.

Create Action Pane

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

Action Group

Activity

Description

Create

Maintenance

This function is used to create a maintenance execution work 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 Action Pane

The purpose of this function is for the processing of operational tasks.

Action Group

Activity

Description

Process

Meter feedback

This form is for feedback on the unit of measuring for a specific object.

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 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.

Enquiry Action Pane

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

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 event.

View

Execution incident link

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

Gantt

This button displays the operation 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 operation record.

Reports

Job card report

This will view a report of all the operation specifics.

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.

Execution Specific 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 operations 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 operations 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.

Last route leg status

Shows the current status of the last route leg.

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/operation/contract 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 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.

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.

Duration UOM

This field displays the Unit of Measures code in which the usage of the resource will be measured.

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

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

Line budget cost

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

Billing ind

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.

Purchase requisition line

This field indicates the reference line 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 resource form.

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.

Purchase Order lines

Display all the purchase order lines for 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 work order item.

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 for currency per unit of measure.

Cost price

This is the cost price value of the line for currency per unit of measure.

 

 

 

Values

QTY UOM

The measure 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

This field displays the Unit of Measures code in which the usage of the resource will be measured.

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 Ind

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

Rollup resource type

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

Rollup resource code

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

Billing ind

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

Quoted price ind

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.

Pricing model

Select the type of pricing model for the resource, variable or fixed model.

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

Enter a short description of the resource record.

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.)

 

 

 

Purchase order lines

Purchase order

Display the Purchase orders attached to the specific execution resource.

Line number

Display the line number for the purchase order.

Item number

This is a unique user-defined code that is assigned when items are created. We recommend that you not use special characters or spaces in the item number. Item numbers can be system generated by linking the item number to a Number sequences (form).

Line status

Indicates how far the purchase line has progressed along its life cycle.

Nett amount

The line amount after subtracting discounts.

 

 

 

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. (This will only display if the dimension was setup)

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).

 

 

 

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.

Fast Tabs

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.

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.

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, excluding non-work periods, as contained in the calendar for the Maintenance Organisation.

% Complete

Specify the percentage of completion for the execution order.

Mobile integration

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

Administration

Execution organisation

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

Execution org structure code

This field defines the structure position of the organisation which does the performing of the operations execution 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 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 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 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.