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Work Order Management Settings SOP 0015

Karen Minnick
Updated

Purpose

This procedure provides information for your agency staff who will manage TAM WO management settings to ensure that all required components related to the creation of Work Orders are accurate in Management Settings as a critical first step which connects each work order record to the correct General Ledger account and to ensure the correct flow of data throughout the maintenance-related modules in ETMS

Use Management Settings to establish:

  • Setup for all employees using the WO system via Employee Setup
  • Setup for class codes by mode & for accounting purposes via Class Codes
  • Setup for labor operation codes describing the type of work being done via Operation Code
  • Setup for repair codes to determine what type of work order it is via Repair Type

Operational Impact and Metrics

  • To ensure all work order entries are attributed to the correct financial accounts in the General Ledger

    • All assets include the proper costs, and parts inventory is updated correctly

    • Ensure accurate reporting for WOs and agency assets

Definitions

Definitions

ITS Intelligent Transportation Systems
CAD/AVL Computer-Aided Dispatch and Automatic Vehicle Location
TAM Transit Assets Management
WO Work Orders

Frequency

This procedure should be performed:

  • During implementation for TAM WO integration/before using the TAM tools
  • Only when updates are required:
    • Vendors
    • Labor
    • Class Codes
    • Operation Codes

Positions and Responsibilities

Implementation of this procedure is the responsibility of:

  • Trained Managerial and Supervisory staff who will manage use of TAM Management Settings

Procedure

This procedure describes the high-level steps involved for setting up the TAM WOs feature

  1. Navigate to Transit Assets > Maintenance Management > Work Order Management > Work Order Settings Card
    • Or use the Search feature to locate and open the Work Order Management Settings card

Employees

Existing Maintenance Employee

  1. Select the Employee tab
  2. Use the 'Search Employees' field to search for currently set up maintenance employees 
    • After selected an existing employee the record is editable
    • Employees can also be deleted
      • Important: Employees must first be setup via the Personnel card within the HR suite in order to be added under Employees

Add New Maintenance Employee

  1. Press ‘Add Maintenance Employee’
  2. Use dropdown menu to locate and select employee
  3. When employee is selected, Employee Department prepopulates
    • Based on ETMS account
  4. Enter Pay Rate
    • Hourly pay rate - Used for work order labor calculations
    • Can enter a standard rate or employee's actual rate if not using Avail's Payroll suite
  5. Check box for PR Rate (Payroll Rate)
    • Used for employee’s pay rate from employee's pay records via payroll
    • Use either Pay Rate or PR Rate, not both
  6. Check box for ‘Create WO’ only if employee has permission to create work orders
    • Used to create WOs via Employee Assignments form
  7. Enter Location - Will be the default used though this can be edited/ overwritten when creating new WOs 
    • Main Garage
    • Safety Defect
    • On Road
    • Builds & Grounds
  9. Enter Asset Type - Will be default used though this can be edited/ overwritten when creating new WOs  
    • Components
    • Equipment
    • Facilities
    • Inventory
    • Other
    • Shop Equipment
    • Vehicle
  10. Enter Repair Type - Will be default used though this can be edited/ overwritten when creating new WOs 
    • Accident
    • Building & Grounds
    • Campaign Maintenance
    • Defect
    • Equipment Repair
    • General Vehicle Repair
    • Inspection
    • Mechanical Road call
    • Other Road call
    • Rebuild
    • Re-Work
    • Service Lane
    • Tire Change
    • Unclassified Labor
    • Warranty Repair
  11. Enter Class Code - Will be default used though this can be edited/ overwritten when creating new WOs 
    • Fixed Route Repairs
    • VIP Repairs
    • Road Calls
    • Accidents
    • Support Vehicles
    • DART (Paratransit Services) & Trolley
    • Facilities Repair
    • Added ERP Conversion
  12. Enter Short Name (Christina= Chris, Robert = Bob)
  13. Press Save
    • Save = 'diskette' icon
    • Pencil: Edit Employee record
    • Trash Can: Delete Employee

Class Codes

Use this process when adjustments to existing Class Codes are necessary or when a new class code is required.

Edit Existing Class Code

  1. To edit a class code, select from the list
  2. Make changes to necessary fields 
    • Use caution when revising 'Reset Inspection' options
    • Make changes to the General Ledger account numbers
    • Inventory part override is also available
    • Existing code can also be marked as 'Inactive'

Add New Class Code

  1. Press ‘Add Class Code’
    • Newly created Class Codes cannot be deleted
    • Newly created Class Codes can be 'Inactivated'
  2. Enter Class Code
  3. Enter a Description
  4. Enter Billing Frequency - M or C
    • Bill Monthly or Bill Only When Closed
  5. Enter Labor Overhead %
  6. Enter Labor Billing Code
  7. Enter Labor Billing Rate
  8. Enter Material Overhead %
  9. Enter Material Billing Code
  10. Enter Material Billing Rate
  11. Check the box for either ‘Reset Inspection on Open’ or ‘Reset Inspection on Close’, if applicable
  12. Press ‘Save’

Operation Codes

Edit Existing Operation Code

  1. Select the Operation Code to edit from the list
    • Operation Code itself cannot be modified
  2. Update necessary fields:
    • Description
    • Est. Standard Time
    • Update Code status to Inactive 

Add New Operation Code

  1. Press ‘Add Operation Code’
  2. Enter Operation Code
  3. Enter a Description
  4. Enter Estimated time needed to perform task
    • Used as the standard to measure against/ averages totals each time Operation is performed as projected calculation
  5. Following fields are ‘read only’ and are populated when operation code is used:
    • Times Performed
    • Total Time
    • Average Time
    • Minimum Time
    • Maximum Time
    • Total Labor Cost
    • Cost Per Hour
  6. Press ‘Save’

Update Values

Use this button to compute new averages which are based on completion of each specific operation 

  • The 'Update' button updates the metrics for each Operation Code based on WO history and date range specified
  • Use the updated averages to analyze overall operations: 
    • Trend Analysis
    • Training

Repair Types

This area is hard-coded and used to designate the different Repair Types used when creating work orders.

  1. WO entries must include a repair type for correct coding
  2. Each repair type has a unique code and description
  3. The letter indicates the code type: 'A'. The description indicates the code reference: 'Accident'
    • A - Accident
    • B - Buildings and Grounds
    • C - Campaign Maintenance 
    • D - Defect
    • E - Equipment Repair
    • G - General Vehicle Repair
    • I - Inspection
    • M - Mechanical Roadcall
    • 0 - Other Roadcall
    • R - Rebuild
    • X - Rework
    • S - Service Lane
    • T - Tire Change
    • U - Unclassified Labor
    • W - Warranty Repair

Each Code is also classified as one of the following:

  1. Planned Repair
    • Campaign Maintenance
    • Inspection
  2. Roadcall
    • Mechanical Roadcall
    • Other Roadcall
  3. Inactive
    • Use the Quick Filter to toggle between active and inactive codes

Supporting Documents

  1. Work Order Management Settings Article
  2. Creating Work Orders Article 
  3. Personnel Accounts in ETMS
  4. Work Orders SOP 0016 

 

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