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Employees Tab
Managers and users accessing work orders and work order features in general must first be added and set up together with all other employees in the Personnel section, so that they can be available to pick on the Employees tab of the Work Order Settings form. They can be added by selecting the Add Maintenance Employee button. Only employees entered via the Work Order Settings form can be assigned to work orders and other maintenance related programs.
The Employees tab shows the list of all configured maintenance employees, and their details organized in several columns: Employee Name, Department, Pay Rate, PR Rate, Create WO, Location, Asset Type, Repair Type, Class Code, and Short Name.
The grid consists of several columns that correspond to the fields the user has to fill out when adding a new employee.
Employee - The user can search and select an Employee name in the drop-down list maintained in the Personnel form. It can be searched by entering an employee number or any letter in their name. If the name is not in the list, the user has to first add that employee in the ETMS > Human Resources > Personnel form.
Department - The employee’s department number is automatically populated after the user saves the employee record.
Pay Rate - The user can enter an hourly pay rate to be used for work order labor calculation.
Payroll (PR) Rate - The user can check the checkbox if they want to use the employee’s pay rate from the employee's pay records via payroll.
Create WO - The user can check the checkbox if the employee is permitted to create a new Work Order via the Employee Assignments form.
The following information applies to the next four fields: Location, Asset Type, Repair Type and Work Order Class Code. These are the default codes that will appear when a user creates a new Work Order within the Employee Assignments form. If the information is populated in this form, it can still be overwritten once the user is in the Employee Assignments form. Field can be left blank here, and the user will manually enter the code each time a new Work Order is created via the Employee Assignments form.
Location - The user can select a Location in this drop-down list, which will become the default location (WO # prefix) when creating a new Work Order via the Employee Assignments form.
Asset Type - The user can select an Asset Type in this drop-down list, which will become the default when creating a new Work Order via the Employee Assignments form. If the mechanic primarily works on Vehicles, then select V for example, if it is a Facilities employee, then you may want to select F.
Repair Type - The user can select a Repair Type in this drop-down list, which will become the default repair type when creating a new Work Order via the Employee Assignments form. Examples of repair types are G-General Repair, I-Inspection, etc.
Class Code - The user can select a Class Code in this drop-down list, which will become the default Work Order class code when creating a new Work Order via the Employee Assignments form. Examples of class codes can be viewed via the drop-down: Service Vehicle, Buildings, Grounds, etc. This is important because it determines which General Ledger account numbers will be charged for materials, labor and outside services. Inactive Class Codes will not display in this drop-down.
Short Name - The user can select an employee's short name like initials or some other short unique identifier. This name will be visible via the Work Order Status Display.
The Disk, Pencil, and Garbage bin icons can be used to Save, Edit or Delete an employee record.
The Search field on the right allows the user to search for a specific Employee record.
Class Codes Tab
The Class Codes tab shows the list of all the existing class codes used to reference what type of Vehicle or Asset is being worked on. This code controls the General Ledger distribution for Labor and Material entries as well as defining when inspection Work Orders roll over. Each Work Order, when generated, must have an assigned Class Code.
The Class Codes tab shows the list of all the Class Codes organized in several columns: Class Code, Description, Billing Frequency, and Inactive checkbox.
The class codes records can be expanded to see more details by clicking on the Plus icon to the left of the record.
To add a Class Code the user can select the Add Class Code button. The Add Class Code form will open.
Class Code - The user can enter a new Class Code. Max field size is 4.
Description - The user can enter a description for the new Class Code.
Billing Frequency - The user can select a billing frequency for the new Class Code from this drop-down: M - Bill Monthly and C - Bill Only When Closed.
Labor Overhead % - The user can enter the overhead percentage applicable to labor. This option can be used for any additional incidental costs that are not already included in labor based on the Employee Pay Rate. For example, health insurance or other benefits for mechanics. The overhead cost calculation will be updated to the asset (vehicle, component, etc.) as labor overhead costs.
Labor Billing Code - This is used for markups for customers: H - Use Hourly Rate - applies billing markup on an hourly basis. P - Use Percentage - applies billing markup as a percent of the total cost.
Labor Billing Rate - This is used for markups for customers. If the markup is applied on an hourly basis, the user can enter a dollar amount applied per hour. This would only apply to Work Orders with an assigned Customer Number. The result displays only on the Total button, not on the Work Order update reports.
Material Overhead % - The user can enter the overhead percentage applicable to materials used to complete work. This option can be used for any additional incidental costs not already included in material, for example utilities or other costs related to doing the work. The overhead cost calculation will be updated to the asset (vehicle, component, etc.). This overhead will be added to material cost.
Material Billing Code - This is used for markups for customers: H - Use Hourly Rate - applies billing markup on an hourly basis. Quantity of items used are multiplied by the flat rate entered in Material Billing Rate. P - Use Percentage - a percentage markup being applied to any material used.
Material Billing Rate - If H was entered for the code, the user can enter a dollar amount denoting the cost applicable to each unit of material used to complete work. If P was entered for the code, the user can enter the percentage rate. Each unit of material used will be marked up by this percentage.
Reset Inspection on Open - This checkbox can be checked to reset the inspection in the Vehicle record once the Work Order has been Updated the first time.
Reset Inspection on Close - This checkbox can be checked to reset the inspection in the Vehicle record once the Work Order has been Closed and Updated.
Inactive - This checkbox becomes available on the Class Code record page in Edit mode. The user can check the Inactive checkbox to indicate that this Class Code is inactive. Inactive Class Codes will be filtered out and will not show in drop downs, preventing future use. Inactive Class Codes will be retained for reporting purposes.
Selecting the Inactive Quick Filter will show the list of only inactive class codes.
Deselecting the Inactive Quick Filter will show the list of only active class codes.
The Search field on the right allows the user to search for a specific Class Code record.
The Pencil icon can be used to Edit an existing Class Code record.
Add General Ledger Entry
To enter the General Ledger debit and credit account numbers for Material, Labor, Overhead, Outside Services, and Billing costs, the user needs to go into the Edit mode of the given Class Code (Pencil icon) and select the Add GL Entry button.
The user can fill out the following fields: Record Type, Fiscal Year, Debit Div, Debit Account, Credit Div, and Credit Account. Select Save to save the GL record.
Record Type - The user can select a record type using the drop-down list. The following record types were set up in the Misc. Codes and are not user-defined: Labor, Labor Overhead, Material, Material Overhead, Material Overhead Override, Material Override, and Outside Services.
Fiscal Year - The user can select the Fiscal Year from the drop-down list. This will filter the Division and Account # drop-down list. Fiscal Year needs to be changed only if the Division and Account #s no longer exist in a new fiscal year.
Debit Div - The user can select the Division to post transactions for the Record Type as set up in General Ledger.
Debit Account - The user can select the Debit Account as set up in General Ledger - Debit is typically an Expense account, such as Fixed Route Bus Repair Parts. Can be searched by the account number or name.
Credit Div - The user can select the Division to post transactions for the Record Type as setup in General Ledger.
Credit Account - The user can select the Credit Account as set up in General Ledger - Credit is typically an Asset account such as Parts Inventory. Can be searched by the account number or name.
General Ledger Divisions and Accounts should be determined by the Finance Department. To have the General Ledger transactions generated for these record types is optional. If overhead is entered through the setup form and no General Ledger Accounts assigned, the overhead cost will be applied to the asset without any General Ledger transactions. Examples of the types of accounts that can be used are expense and contra expense.
Overrides for Material or Material Overhead Record Types
When the user has a Class Code opened clicking on the Material or Material Overhead rows will open the Override form. Material and Material Overhead record types are the only record types for which GL account numbers may be overridden. This may be necessary if, for example, consumable items, such as fuels and/or oils or grant parts costs should post to different GL account numbers.
To override the GL accounts for the Material and/or Material Overhead for a selected class code, clicking the record type will open the GL Account Override form.
Here the user can override the GL account that will be used for inventory items when issued on Work Orders by selecting the Add GL Override Entry button. Select the Inventory Item #, Fiscal year, Debit/Credit Div #, Debit/Credit Account Numbers.
The user can also edit or delete overrides by selecting the Pencil or Trash icons.
Operation Codes Tab
The Operation Codes tab shows the list of all the existing Operation Codes in the system. These are the codes that specifically describe a type of mechanical repair and are used to measure the labor hours expended when performing specific tasks to establish in-house labor standards. These standard labor codes should be comparable to the labor standard categories established by the manufacturers to give the transit property an idea of how their operation compares with outside industry standards. Below are field descriptions. The calculations are all based on entries made through Work Order labor line items.
The Operation Codes tab shows the list of all the operation codes organized in several columns: Operation Code, Description, Total Labor Cost, Cost Per Hour, and Inactive checkbox.
The operation codes records can be expanded to see more details by clicking on the Plus icon to the left of the record.
Add Operation Code
To add an Operation Code the user can select the Add Operation Code button. The Add Operation Code form will open.
Operation Code - The user can enter a code for the specific maintenance task. Max field size is 6.
Description - The user can enter the description of the task. Max field size is 30.
Estimated Standard Time - The user can enter the average or standard number of hours required to complete the operation based on industry standards.
Time Performed - Automatically calculated field when the update is run.
Total Time - Automatically calculated field when the update is run.
Average Time - Automatically calculated field when the update is run.
Minimum Time - Automatically calculated field when the update is run.
Maximum Time - Automatically calculated field when the update is run.
Total Labor Cost - Automatically calculated field when the update is run.
Cost Per Hour - Automatically calculated field when the update is run. Divides Total Labor Cost by Total Time.
Inactive - This checkbox becomes available on the Operation Code record page in Edit mode. The user can check the Inactive checkbox to indicate that this Operation Code is inactive. Inactive Operation Codes will be filtered out and will not show in drop downs, preventing future use. Inactive Operation Codes will be retained for reporting purposes.
Selecting the Inactive Quick Filter will show the list of only inactive Operation Codes.
Deselecting the Inactive Quick Filter will show the list of only active Operation Codes.
The Search field on the right allows the user to search for a specific Operation Code record.
The Pencil icon can be used to Edit an existing Operation Code record.
Update Values
The Update Values calculation will be run on all Work Orders for the selected date range and calculate the average for each specific task and update the fields to the new standards for the maintenance facility. The facility can review its performance by comparing the Totals and new averages to industry standards.
The calculated fields will remain until the user runs the update process for another date range.
To update the total, average, minimum and maximum times based on hours entered through Work Order labor line items, the user can select the Update Values button.
The following message will display.
The user can enter the date range they wish to use for calculating the new averages for all Labor Operation Codes and click Start to activate the calculation. Start Date and End Date can be left blank to update using all records in system. The following confirmation message will display. Click OK.
When the update is complete, the confirmation message will display on green saying Successfully Updated Labor Operation Code Totals.
Renumber
Repair Types Tab
The Repair Types tab is used to manage the list of repair type codes available for work orders. These codes help categorize the type of work being performed (for example, Accident, Building Repair, or Bus Stop Sign Work) and can be used for reporting and operational tracking.
The list is organized in several columns: Code, Description, Planned Repair, Road Call, and Inactive.
Planned Repair – identifies scheduled or preventive work
Road Call – identifies repairs performed in the field
Inactive – hides the repair type from active use
The user can also use the Search Codes field to quickly locate specific repair types and the Quick Filter to view inactive records.
Add Repair Types
To add a new repair type, select the + Add Repair Type button. A new editable row will appear at the top of the list, allowing you to enter a code and description and select any applicable options such as Planned Repair, Road Call, or Inactive. Once the information is entered, saving the row will add the new repair type to the list, making it available for use in work orders unless it is marked as inactive.
Edit Repair Types
To edit an existing repair type, use the Edit (pencil) icon located at the end of the row. This will allow you to update the code, description, or any of the associated options. After making changes, save the record to apply the updates. Some repair types may be locked or restricted from editing depending on how they are used within the system.
Priority Levels Tab
The Priority Levels tab is used to define and manage the priority levels assigned to work orders. These priorities help indicate the urgency and importance of work, allowing teams to organize and respond to tasks more effectively. Each priority level includes a Priority Rank, a Priority Description, and an Inactive option. The Priority Rank determines the order or severity of the priority (for example, 1 for Critical, 2 for High), while the Description provides a clear label for users, for example Critical, High, Medium, Low or Red, Yellow, Green. Marking a priority level as Inactive removes it from active selection without deleting it. Since priority levels cannot be deleted, this option allows agencies to retire a level so it is no longer available to be assigned to work orders while still preserving the record in the system.
Clicking the Expansion (+) option expands the selected priority level row to display additional details. When expanded, the system shows audit information such as Created By, Created On date, Modified By, and Modified On date. This allows users to view the history of when the priority level was created and last updated, as well as which user or system made those changes.
Add Priority Level
To add a new priority level, select the + Add Priority Level button. A new editable row will appear at the top of the list, allowing you to enter a Priority Rank and a Priority Description, and optionally mark it as inactive. Once the information is entered, saving the row will add the new priority level to the list, making it available for use in work orders unless it is marked as inactive.
Saved priority levels will also become available to select when the user edits it on the work order record by right-clicking the work order on the work order grid and choosing Edit Priority.
The Edit Work Order Priority screen will open, allowing you to select a priority level from the dropdown list and saving to apply the change.
Edit Priority Level
To edit a priority level, select the Edit (pencil) icon located at the end of the row. This enables the row for editing, allowing you to update the Priority Rank, modify the Priority Description, or change the Inactive status. Once your changes are complete, use the Save option to apply the updates or cancel to discard them.
Sort Priority Level
It is possible to sort the data in each column by clicking on the column header. Selecting the header (such as Priority Rank) will sort the list in ascending order, and clicking it again will toggle the sort to descending order.
Security Functions and Permissions
The Permissions that govern each of these tabs can be added in HR > Positions > Edit Position section and are located under the same ETMS hierarchy: Transit Assets > Maintenance Management > Work Order Management > Work Order Management Settings and are called Maintenance Employee Setup, Class Code Setup, Labor Operation Code Setup, Repair Type Setup, and Priority Level Setup.
If the permission is checked, the user has full access to the tab and all features. If the permission is not checked, the tab is greyed out and the user has no access to the tab and features.