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Transit Assets Work Orders SOP 0016

Karen Minnick
Updated

Purpose

This procedure provides information for agency staff who manage the creation of work orders in ETMS. These staff members may also be those who manage work order assignment. Agency practices vary.

  • All work orders require the following fields to enable creating accurate work orders:
    • Location
    • Repair Type
    • Class Code
    • Asset Type
    • Asset Number

Operational Impact and Metrics

  • To ensure all work order entries contain accurate information so the data is attributed to the correct financial tables and General Ledger account

Definitions

ITS Intelligent Transportation Systems
CAD/AVL Computer-Aided Dispatch and Automatic Vehicle Location
TAM Transit Assets Management
WO Work Orders
G General Repair
W Warranty/ Warranties
I Inspection
UOM Unit of Measure
R Rebuild

Frequency

This procedure should be performed:

  • At the time of need
  • When updates for WOs are required

Positions and Responsibilities

Implementation of this procedure is the responsibility of:

Trained Staff:

  • Supervisors
  • Managers
  • Mechanics/Technicians
  • Facilities Staff

Procedure

This procedure describes the high-level steps involved for creating WOs

Navigation

  1. Navigate to the Transit Assets product suite in ETMS > Maintenance Management > Work Order Management > open the Work Orders card
    • Or use the Search feature to locate and open the card - ‘Work Orders’
  2. Press ‘ADD WORK ORDER’ on the Work Orders screen
  3. Enter Location using the dropdown menu
    • Main Garage, Safety Defect, Building & Grounds, On Road, Other
  4. Enter ‘Repair Type’:
  • Accident
  • Building & Grounds
  • Campaign Maintenance
  • Defect
  • Equipment Repair
  • General Vehicle Repair
  • Mechanical Road call
  • Other Road call

 5. Enter Class Code:

  • Fixed Route Repairs
  • VIP Repairs
  • Road Calls
  • Accidents
  • Support Vehicles
  • DART & Trolley
  • Add ERP Conv.
  • Facilities Repair

 6. Enter Asset Type:

  • Components
  • Equipment
  • Facilities
  • Inventory
  • Other
  • Shelters & Signage
  • Vehicle

7. Enter Asset Number

  • This menu’s options are driven by Asset Type selection

8.  Asset Information populates detailed information about the selected asset

9. Press ‘Create’ to generate the Work Order:

  • If asset is under warranty an active warranty alert badge displays on the Warranty button
  • Or if another WO for the repair type is already open the warranty alert badge displays
    • Options are: keep ‘G’ Repair Type or change to Warranty
  • G- general repair

10. The new WO displays on the WO main screen with a unique WO #

Basic Info

Some fields are not editable and are based on the creation of the WO

  1. Work Order # prepopulates
  2. Status prepopulates as ‘New’
  3. Completion Status - this field is editable
  4. Asset Type prepopulates - based on the selection made when creating the WO
  5. Asset Number prepopulates- based on the selection made when creating the WO
  6. Vandalism - check the box if the WO includes vandalism repair
  7. Open Date
    • This field prepopulates to the date the WO was created and is editable
  8. Open Time
    • This field prepopulates to the time the WO was created and is editable
  9. Close Date
    • This field is editable to document the date when the WO is closed

10. Close Time

  • This field is editable to document the time when the WO is closed

11. Description field

  • This is a free type area to include details as preferred

12. Comments field

  • This is a free type area to include any comments related to the WO
  1. Defects Button
    • If defects have been recorded for the selected asset, they will display here as number badges on the button
    • Enables ability to include defect work on WO efficiently
      • Defects are created in Transit Assets > Asset Condition > Deferred Asset Defects card
  2. Warranty Button
    • If active warranties are included for the asset, badges present on the button with a number to alert staff. Warranty repairs may include different billing cycles, etc.
      • The number badge alerts staff of the various warranties that exist for the asset, based on either days, miles, hours or a combination therein.
  3. Inspections Button
    • This button includes a badge to alert staff if an inspection for the asset is due soon
      • WO must be written as an Inspection WO
  4. Press ‘Save’ to save the information
  5. Press 'Cancel' to start over
  6. The Update button will be explained later, as a natural procedural part of the workflow used later in the process

Repair Info

  1. Problem Code - use dropdown menu to select correct option
    • Bus Dead, Accident, Bus Hot, Wipers, Air Cond., No Power, Air Ride
  2. Class Code - This field is editable, can use dropdown menu to update option
  3. Repair Type - This field is editable, can use dropdown menu to update option
  4. Task Code - Use the menu to identify the task code (major, minor)
  5. Opened By - Use dropdown menu to add personnel
  6. Customer Number - Select Accounts Receivable customer from dropdown menu
  7. Quantity - Enter the quantity of inventory parts that were rebuilt
    • Updates inventory when Work Order is closed
  8. Mileage Meter Reading - Field is editable
    • This information is pulled from the Vehicle Master
  9. Mileage Ltd
    • This information is pulled from the Vehicle Master
  10. Hours Meter Reading
    • This information is pulled from the Vehicle Master
  11. Hours Ltd
    • This information is pulled from the Vehicle Master
  12. Estimated Repair Time - free type field
    • Can refer to other WOs performed for the same purpose as reference
    • Why - Based on actual projections that are averaged to assist in identifying time needed
  13. Out of Service Date Time - Use calendar to enter date or free type into field
  14. Down Time - is not editable
    • Downtime is calculated after the Out of Service Start Date Time is entered
  15. Return to Service Date Time
    • Use the calendar/free type when vehicle went back into service
    • System recalculates value
  16. Save Button - Press to save added details

*Update Button use is described after ‘ Audit‘

Labor 

* Items 1-4 below are usually left blank as time entries are included in the Quantity field noted above [Repair Info. #7]. Fields 1-4 are auto-populated when using Blue Bird scanners. If left blank the record defaults to current date for Start Date

  1. Press ‘Labor’
  2. Date Started - Use calendar to add date
  3. Time Started - Use the clock to enter the start time
  4. Date Completed - Enter a date when the WO is complete
  5. Quantity - Enter time used to complete task in hundredths (1 hour, thirty minutes=1.50, 45 minutes=0.75)
  6. Hours - auto-calculates based on Quantity (displays time in hours, minutes)
  7. Employee - Use dropdown menu to select the employee for the WO
    • Employee must have an active ETMS account to enable population in the menu
    • Employee setup area can also be accessed via the WO form by selecting the cog wheel
      • Located at top right on  WO screen
  8. Employee Rate - Employee rate will auto populate
    • This is based on entries in Work Order Management Settings in the Employees tab
  9. Ext. (Extended) Cost - Field auto populates after Quantity & Employee are selected
  10. Operation Code - Select the labor operation code from dropdown menu to best describe work that was completed
  11. Oper. Avg. (Operation Average) - This field populates average time based on historical/current labor entries with the same Operation Code
  12. Over/Under - This field auto- calculates the difference between the time entered in Quantity field and the Oper. Avg field
    • Reflects whether it took more or less time than the average to complete the operation
      • Helpful for determining time projections
  13. Save - Press to save entered data
  14. Cancel - to cancel the entries

Materials

  1. Press ‘Add Material’
  2. Date - Auto-populates to current or use calendar to enter date materials were used
    • Date cannot be earlier than WO open date and Date cannot be into the future
    • Item - Use dropdown menu to add material/parts or use search
    • Item Id and item name are included in menu
  3. Item Description - Prepopulates information based on item selection
  4. N/S - Check box if item is non-stock
    • Item - This field is read only if N/S is selected
    • Description - Enter the description of the nonstock item
  5. Quantity - Use the up/down arrows to indicate quantity
  6. Unit Cost - Cost prepopulates and is editable
  7. Ext. (Extended) Cost - Populates after selecting quantity
  8. Save - Press to save materials for WO
  9. Cancel - Press to cancel

* Repeat Materials process to continue adding materials for the WO

Mechanic Notes

Use this area to enter notes related to the WO. Badges display on the Notes tab to alert you that notes have been previously added

  1. Operation Code - Use the dropdown menu to select Operation type for the note
  • Enter note details
  • Character count is generous to allow for details
  • Edit tools are built- in to this feature
  • Previously added notes display at bottom of audit trail
  1. Save - Press save to save the note on the WO
  • Creates an audit trail reviewable in the Audit area
  • All note entries are date/time, documenter stamped

Audit

  1. Create By User - This field displays the individual who created the WO
  2. Create Date - This field populates the date the WO was created
  3. Create Function - This field identifies which form was used to create the work order
  4. Update By User - This field displays if the WO has been updated and by whom
  5. Update Date - This field indicates when the WO update was completed
  6. Update Function - This field identifies which form was last used to update the work order

Update Button

  1. Update - Select this button to update various elements of the work order

    • IMPORTANT: When the WO is updated certain fields will no longer be eligible for revisions/edits. Corrections to Labor, Material, outside costs, etc., will require reversing entries to correct them.

      HOW:

      • Enter a duplicate record for what you wish o remove, then negate the action- enter a minus sign in the description to allow software to remove the record 
      • Press Update
        • Then uncheck any element in the menu display that should not be included in the Update: checked items in menu will be updated
        • WO tables to update from menu:
          1. Labor
          2. Materials
          3. Outside Costs
          4. Component Transactions
          5. Finished Goods
  2. Press ‘Start’ to start the update
    • Window popup displays with selected elements to be updated
      • Best Practice: Always check the work either against the display or via the print option
      • Making revisions to incorrect entries is much harder after the WO is updated
  3. Print Option - select to print generated report if preferred
  4. Update: Once entries have been reviewed click the UPDATE button again
    • If entries were made that effect the GL such as Materials the records will display
    • Either review the display or select the Print option again to check your work
    • Click the Update button again
    • Prompt will appear asking to confirm update
    • Click Ok to finalize
    • Or press ‘Cancel’ to update later

Supporting Documents

  1. Work Order Management Settings Article 
  2. Creating Work Orders Article
  3. Work Order Management Settings SOP 0015
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