Overview
The Work Orders page is designed to give supervisors a complete view of all work orders in awaiting assignment, actively being worked or recently closed. From this screen a shop supervisor can search, filter and sort all work orders.
The user can also drill into an individual work order to review it, assign defects, add warranty or inspection information, or for closure.
Quick Filter
The user can sort by any of the column heading or use the Quick Filter option.
Search
The user can layer the Search feature on top of the Quick Filter options to hone in on specific WOs. Illustrated below looking for Inspection WOs that contain 160 in vehicle number and are Active.
Add Work Order
To create a new WO, the user can click on the Add Work Order button and fill in all the fields and click Create.
Basic Info Tab
The user can fill out the basic information about the WO on the Basic Info tab.
Work Order No - Automatically generated when new work orders are created. An existing work order # can also be entered.
Status - Automatically generated when new work orders are created. An existing work order status can also be entered.
Completion Status - The user can select the Completion Status from the drop-down list.
Vandalism - The user can select this checkbox if the repair is due to vandalism.
Asset Type - The user can select the following Asset Types: Components, Inventory, Other, Shop Equipment, and Vehicle.
Asset Number - The user can select the Asset Number that corresponds to the Asset Type selected for which the work is performed. The description will automatically populate.
For Example:
Asset Type “V” will display vehicles as setup via ‘Modify/Add Vehicles’.
Asset Type “C” will display ‘Components’
Asset Type “I” will display parts from “Inventory Master”
Asset Type “O” for Other; user defined and will be blank in the Asset # drop-down list.
Other codes can be used for Asset Types set up in the Asset Management form and will display the list that corresponds to the selected code.
Open Date/Time - The user can select the work order open date/time via the calendar feature. The default is the current date.
Close Date/Time - The user can select the work order Close Date/Time via the calendar feature. The current time will automatically populate; however this can be over written if necessary. Inventory and vehicle master will be updated whether a work order is open or closed. The following procedures are controlled by the WO Close Date: Reset Inspections; Inventory Rebuilds; and Vehicle Problems.
Description - This field is automatically populated via Vehicle Problems Road Call Entry Comments field and via PM Checklist with inspection description. However, a description of the work to be performed can be entered here for manually generated work orders (up to 255 alphanumeric characters).
Comments - Mechanic's comments regarding the work performed can be entered here (up to 255 alphanumeric characters).
Defects
The Defects button can have a number in the orange circle indicating how many defects are in the system for this particular WO. If the Defects button doesn't show any numbers, it means the defects for this WO haven't been created yet.
Clicking the Defects button will open the Deferred Asset Defects form. On this form the user can view existing and assign/attach the defects to the WO that haven't been attached yet.
Defects are not created via this form but can be viewed and assigned/attached from here. They can be created in the Deferred Asset Defects card.
To assign/attach a defect to the WO, the user can check the checkbox in the Attached column and click Save.
On the main Deferred Asset Defects form/card, the defect record will show the WO # indicating that the defect has been attached to that WO.
Warranty
Selecting the Warranty button allows the user to view all warranties assigned to the Asset in this WO.
Active/Inactive warranties assigned to the Asset can be viewed here. This allows the user to revise the Repair Code to W if asset is still under warranty in order to bill back vendor for materials/work done if applicable.
Click the Plus sign to expand the Warranty record.
Inspection
Selecting the Inspection button allows the user to view the Forecast, Actual, and Since inspection data for the Asset in this WO.
The Asset Inspection page displays basic data such as the Inspection Id, Inspection # and Type.
Inspection Id - Indicates the Inspection Id, e.g. 01, 002.
Inspection # - Indicates the Inspection number, e.g. 3, 4.
Description - Description of the Inspection, e.g. 4,000 Mile inspection.
Inspection Type - Indicates the Inspection Type.
Last Done - Indicates the last date when the inspection was done.
Inspected - The user can enter the date of the inspection.
Miles/Hours/Days Since - Indicates the miles/hours/days since the last inspection was done.
Updated checkbox - Indicates if the record has been updated which is critical information for inspection WOs to determine if it's been reset.
Selecting the Part List button will open the Inspection Parts List page where the user can view the list of parts needed in order to complete the type of inspection assigned.
Selecting the Check List button will open the Inspection Check List page where the user can view the inspection check list items. Users can complete the detailed check list at the bus/asset via a tablet, select Pass/Fail, indicate if Replaced, Repaired or Reworked. Each line shows who conducted the work and users are able to enter lengthy comments.
Selecting the Print button allows to print the report to the PDF that will be generated and appear in the top right corner of the page.
Repair Info Tab
The user can fill out the repair information about the WO on the Repair Info tab.
Labor Tab
The user can fill out the labor information about the WO on the Labor tab, view the existing labor records or click the + Add Labor button to create new entries.
After entering labor information, select Save to save the record.
Materials Tab
The user can fill out the materials information about the WO on the Materials tab, view the existing materials records or click the + Add Material button to create new entries.
After entering material information, select Save to save the record.
Notes Tab
When clicking the Notes button, the form appears ready for a new note to be created. New notes are created by selecting a Note Type and labor Operation Code that most closely describes the issue. Click Save when completed.
When initially selecting the Notes tab the Note Type will default to Mechanics Notes and the Operation Code will be blank. Take the vertical scroll bars on the far right to the bottom to display all existing notes.
Audit Tab
On the Audit tab the user will be able to view who initially created and who was last to make a change to the WO including the date and what form was used.
Update Pending
WOs that have changes or entries that have not been updated yet will appear with checkmark in the Pending column.
The user can enter GL Posting Date, select/de-select all WOs or selectively check Update box. Clicking the Update Pending button will open the list of items to update.
The user can click the Start button to update all checked items or selectively choose items. For example, parts room personnel can update just parts to keep the inventory on hand readings up to date.
Clicking the Set Update Options button allows the user to select specific update options.
Generating Audit Reports
Audit Report
To generate the Audit Report, click the Print button.
GL Distribution Audit Report
The user can view the records below in display mode or click the Print button to archive the report.
Clicking Update will update the WO.
If the process is successful, the user will see the "Work Order Update Completed" message in green at the bottom of the page.