AiM User Guide Work Management Module

Transcription

1 AiM User Guide 2010 AssetWorks Inc NE Loop 410, Suite 1250 San Antonio, Texas (800)

2 Table of Contents AiM User Guide INTRODUCTION... 6 CHAPTER 1: WORK ORDER SCREEN... 7 CHAPTER 1 PART 1 WORK ORDER SCREEN CONCEPTUAL GUIDE... 7 Title Block... 7 Status Block... 7 Organization Block... 8 Property Block... 8 Work Classification Block... 8 WO View / Select: Extra Description... 8 WO View / Select: Reference Data... 8 WO View / Select: Account Setup... 8 WO View / Select: Budget Change Order... 9 WO View / Select: Cost Analysis... 9 WO View / Select: Condition Assessment Information WO View / Select: Log WO View / Select: Notes Log WO View / Select: User Defined Fields WO View / Select: Status History WO View / Select: Related Documents PHASE SCREEN Title Block Status Block Shop Block Estimated Dates Block Classification Block Equipment Block Asset Block Contractor Block Phase View / Select: Extra Description Phase View / Select: Account Setup Phase View / Select: Shop Person Phase View / Select: Shop Stock Phase View / Select: Budget Change Order Phase View / Select: Condition Assessment Information Phase View / Select: Checkpoint Measurements Phase View / Select: Cost Analysis Phase View / Select: Dependencies Phase View / Select: Log Phase View / Select: Survey History Phase View / Select: Estimates Phase View / Select: Material Requests Phase View / Select: Notes Log Phase View / Select: User Defined Fields Phase View / Select: Status History Phase View / Select: Related Documents CHAPTER 1 PART 2 WORK ORDER STEP-BY-STEP QUICK GUIDE Creating a New Work Order Optional: Select a Desired Date Adding a New Work Order Phase Optional: Document how the work order was requested Optional: Entering Estimated Dates Optional: Assign a contractor to the phase Optional: Assigning Additional Shop Personnel to a Phase AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 2

3 Optional: Assigning Accounts to a Phase When the Funding Source is Custom Optional: Budget Change Order (Phase) Optional: Checkpoint Measurements Optional: Using Shop Stock Optional: Creating an Estimate on the Phase CHAPTER 2: DAILY ASSIGNMENTS SCREEN CHAPTER 2 PART 1 DAILY ASSIGNMENTS CONCEPTUAL GUIDE Work Date/Employee Block Load Work Orders Block Sequencing Work Daily Assignment Report Rapid Timecard Entry CHAPTER 2 PART 2 DAILY ASSIGNMENT STEP-BY-STEP QUICK GUIDE CHAPTER 3: MATERIAL REQUEST SCREEN CHAPTER 3 PART 1 MATERIAL REQUEST CONCEPTUAL GUIDE Material Request Screen Title Block Status Block Work Order Block Requestor Block Location Block Line Items Detail Screen Title Block Status Block Part Block Totals Block Contractor Block CHAPTER 3 PART 2 MATERIAL REQUEST STEP-BY-STEP QUICK GUIDE CHAPTER 4: SHOP STOCK APPROVAL SCREEN CHAPTER 4 PART 1 SHOP STOCK APPROVAL CONCEPTUAL GUIDE Shop Stock Approval Screen Shop Stock Approval Screen Less Detail Shop Stock Approval Screen More Detail CHAPTER 4 PART 2 SHOP STOCK APPROVAL STEP-BY-STEP QUICK GUIDE CHAPTER 5: SHOP STOCK ADJUSTMENT SCREEN CHAPTER 5 PART 1 SHOP STOCK ADJUSTMENT CONCEPTUAL GUIDE Shop Stock Adjustment Screen Transaction block Work order block Shop Stock block Adjustment block CHAPTER 5 PART 2 SHOP STOCK ADJUSTMENT STEP-BY-STEP QUICK GUIDE CHAPTER 6: RAPID STATUS UPDATE FOR WORK ORDER SCREEN CHAPTER 6 PART 1 RAPID STATUS UPDATE FOR WORK ORDER CONCEPTUAL GUIDE Rapid Status Update for Work Order New Status block Options block Detail block (Less detail) Detail Block (More Detail) CHAPTER 6 PART 2 RAPID STATUS UPDATE FOR WORK ORDER STEP-BY-STEP QUICK GUIDE CHAPTER 7: RAPID STATUS UPDATE FOR PHASE SCREEN AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 3

4 CHAPTER 7 PART 1 RAPID STATUS UPDATE FOR PHASE CONCEPTUAL GUIDE Rapid Status Update for Phase New Status block Options block Detail block (less detail) Detail Block (More Detail) Process the status updates CHAPTER 7 PART 2 RAPID STATUS UPDATE FOR PHASE STEP-BY-STEP QUICK GUIDE CHAPTER 8: LIMITED WORK ORDER SCREEN CHAPTER 8 PART 1 LIMITED WORK ORDER SCREEN CONCEPTUAL GUIDE Limited Work Order Screen CHAPTER 8 PART 2 LIMITED WORK ORDER SCREEN STEP-BY-STEP QUICK GUIDE APPENDIX: WORK MANAGEMENT MODULE SETUP GUIDE A. WORK CLASSIFICATION SCREEN Title Block Active Block B. CATEGORY SCREEN Title Block Active Block Settings Block Survey Block WORK CODE GROUP SCREEN WORK CODE SCREEN Title Block Active Block Work Classification Block Action Taken Detail Listing ACTION TAKEN SCREEN WORK ORDER STATUS SCREEN Title Block Active Block Work Classification Block Workflow Block Settings Block Role Block PHASE STATUS SCREEN Title Block Active Block Work Classification Block Workflow Block Settings Block Role Block PRIORITY SCREEN PROBLEM CODE SCREEN Title Block Active Block Work Classification Block Assignment Block Estimate Block REQUEST METHOD SCREEN MATERIAL REQUEST STATUS SCREEN Title Block Active Block AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 4

5 Workflow Block Role Block STOCK LOCATION SCREEN Title Block Active Block Location Block STOCK NUMBER SCREEN Title Block Active Block Stock Location Block WORK MANAGEMENT SYSTEM FLAGS (FROM SYSTEM ADMINISTRATION MODULE) System Flag 104: WORK ORDER - PROMPT TO CLOSE WORK ORDER WHEN ALL PHASES ARE CLOSED System Flag 116: WORK ORDER - EDIT WORK ORDER NUMBERS System Flag 117: WORK ORDER - PRIORITY IS REQUIRED ON WORK ORDER PHASE System Flag 137: WORK ORDER - ENABLE DUPLICATE WORK ORDER/PHASE MESSAGE AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 5

6 Introduction This User Guide is designed to help the user understand the functionality of the Work Management module. It explains the module from a conceptual standpoint and it offers step-by-step instructions to help the user learn how to quickly enter data and save records to the system. Each chapter is specific to one screen in the module and contains Parts 1 and 2 as follows: Part 1: The conceptual Part I explains the screen as well as its functionality throughout the system. Part 2: The step-by-step Part II is a guide to creating transactions and performing tasks while working in the screen. The Appendix at the end of the guide explains each of the setup screens for configuring the validated data that will be made available in the drop-downs and lists within the module as a whole. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 6

7 Chapter 1: Work Order Screen Chapter 1 Part 1 Work Order Screen Conceptual Guide The Work Order screen is the main screen used for tracking work in the system. It defines what work is to be performed, who the work is for, where the work is located, and how the work is classified. Title Block The work order number uniquely identifies a work order record. The format of this number is set up in the System Administration module. This number is editable on work order entry prior to the first save, if the system flag 116 is set to Yes. The Description field represents a description of the work order as a whole, while each phase of the work order has its own description. Status Block The work order Status field shows the current condition of the work. The status may also identify any unfulfilled requirements of the work order (i.e. awaiting approval, awaiting funding, etc.) and determines the functionality of the work order. The status of the work order is driven by the category set up in work classification. This status can be used to report the progress on a job, send notifications, lock down the work order budget, as well as other key business processes. The project field can be used to associate the work order with a specific project. (This association can also be created directly on the project screen.) The end result is that a work order can be viewed as a subset of a project. The Desired Date field can be used for planning, scheduling, and reporting purposes. The budget field behavior is based on the budget editable setting on the work order status setup screen. There are two options: Yes or No. Option 1: if the budget editable setting = Yes, then the budget field on the work order status block, is always editable. Option 2: it the budget editable setting = No, then the AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 7

8 budget field on the work order status block is only editable until the work order is first saved during the creation process. In this latter case, the budget on the work order can only be made by using the Budget Change Order screen located in the View menu. Organization Block Organization is the "who" regarding the work to be performed. Organization defines the responsible institution, department, and organization. Organization may also be used to determine who will be billed for the work performed. The requestor is the organization's representative. The contact is the person who best understands the nature of the work to be performed. All (or any) of the information contained in the organization block can be automatically defaulted from the information associated with the requestor from the Organization screen in the HR module. Property Block The property block identifies the place where the work is to be performed within the organization's property hierarchy. Work Classification Block The work classification block defines the types and categories of work, along with associated functionality. Each type must have at least one category. Types and categories reflect the organization's business processes and are identified during the business process review task of the implementation project. Optionally, a problem code can be selected in one of two ways: For work orders approved from customer requests, the problem code value is transferred automatically from the original customer request. For work orders that are manually entered, the problem code can be selected by clicking the zoom list icon and selecting one from the list. In both cases the description is loaded automatically. WO View / Select: Extra Description The extra description block provides 4000 characters to further describe the parent record. This information is included in the parent record's search screen and is ideal if the basic 255 character description is insufficient. WO View / Select: Reference Data The reference data screen is used to enter additional relevant information regarding a work order. This information can be used to help manage the work order process, or for management reporting and analysis. The customer request block displays the customer request record ID, if the work order originated as a customer request. The geocoding block includes fields for the entry of latitude, longitude and altitude values. These values are used for general reference and/or reporting and for inclusion in a geographical information system (GIS). This information interfaces with the optional GIS functionality to identify the location of work. The shop block identifies the shop and shop person with oversight responsibility for the work order. WO View / Select: Account Setup The account setup screen defines specific accounts and the distribution of charges to those accounts at the work order level. The distribution is applied to work order phases through the Enforce Distribution selection. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 8

9 The account block identifies the account, associated subcode, and subledger information for financial accounting, reporting and management. The dates block can identify the active period of the account. The dates block may be left blank unless the user wishes to control the date range within which the account is active in the system. If an expiration date is entered, the account becomes inactive on that date. If the start date is entered, the account will become active on that date. The subledger defines the charge categories applicable to the account. The available subledger types (LABOR, MATERIAL, EQUIPMENT, and CONTRACT) and the ALL option specify which subledger to associate with the account. NOTE: Should the ALL option be selected, AiM will automatically post charges to the four subledgers based on the type of transaction. The subledger block also contains a percentage split and sequence (fixed amount) options. Percentage is displayed when the percentage split option is selected. This percentage defines the split distribution among accounts. Amount and precedence are displayed when the fixed amount option is displayed. Amount and precedence determine which account is used first and the threshold amount in the account that can be reached, after which the next account is used, up to its threshold. A combination of fixed amount and percentage split is possible where the amount and precedence determine order of account use up to the defined threshold, after which a split distribution is applied to remaining accounts. The account extension block is available to specify up to 12 account extensions. Account extensions are useful when combined with the parent account ID for interfacing with external financial information systems, such as PeopleSoft or Banner. WO View / Select: Budget Change Order The budget change order screen allows the user to make changes to the budget of a work order after the budget is locked down via the setting of an appropriate status, such as Notice to Proceed or Work in Progress. This screen is usable only when the budget editable flag on the work order status screen is set to No for the appropriate status. The user will enter a positive dollar amount to increase the current budget, or will enter a negative dollar amount to decrease the current budget. For example, if the original budget is $1500, and the new budget should be $1750, the user would enter a positive $250 in the Work Order Budget Change Order screen. If the budget editable flag on the Work Order Status screen is set to Yes, changes to the budget are entered manually into the budget field on the work order header. In this case, the work order budget change order screen is not available. WO View / Select: Cost Analysis The Cost Analysis screen shows a summary of estimate, actual, encumbered, and billed costs at the work order level. Costs are categorized into the major subledger types: labor hours, labor cost, material cost, equipment cost, contract cost, and total cost. All costs include hyperlinks to a listing of the source transactions for that cost. The work order cost analysis is a summary of all associated phases. The budget block redisplays the budget amount entered on the header section of the main work order screen. Budget values entered on the subordinate phases do not roll up automatically to the work order as a calculated total. The budget block also displays the enforce budget field, which is set up in the work classification/category setup screen. This enforce budget field is used to enforce budgetary controls on work orders. Selecting Yes will verify that charges cannot exceed the work order budget, and that the sum of all phase budgets cannot exceed the work order budget. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 9

10 WO View / Select: Condition Assessment Information The Condition Assessment Information screen contains details related to the capital planning and assessment of an asset using the optional Capital Planning and Assessment module. This information is only available for work orders that are associated to capital planning and assessment projects. The budget block redisplays general information from the underlying condition assessment planned work order. Budget, fiscal year, and condition assessment priority values are displayed for management planning and reporting. The cash flow block (year 1-5) redisplays the cash flow expenditure schedule from the underlying condition assessment planned improvement. Typically, the cash flow represents the dollar amounts designated to be expended each year from the planned fiscal year. WO View / Select: Log The Log screen provides a historical record (display-only) of s generated during the life of a work order. functionality is provided to inform recipients with work order information, and is typically triggered by status changes. WO View / Select: Notes Log The Notes Log supports the management of additional notes regarding a specific record. This is a great way to keep a dated running commentary on a specific record in the system. Notes Log Entry Block: This allows the author to enter up to 2000 characters of free-form text in each log created. The note may be further classified by selecting a note type. The entry date and login are automatically defaulted and associated to the note and may not be modified after the note is saved. Work Desk Block: The notes log WorkDesk block identifies whether or not the notes log(s) will be available in the WorkDesk notes log content channel. Additionally, these notes may be filtered according to a unique note type to avoid extraneous notes from appearing on the WorkDesk. The user will notice that after the first note is entered and saved, AiM provides a search and navigation bar to enter criteria for the quick retrieval of notes over time. WO View / Select: User Defined Fields User defined fields (UDFs) provide the ability to create fields for data entry not provided in the baseline system. UDFs must be built in the system administration module for the module screen where the UDF will be employed. The UDF can be linked to a validation table so the user selects values from a predefined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities. WO View / Select: Status History Status history provides a view-only record of statuses over time. Status history is automatically updated as statuses change. The status editor and date are included as a part of this history. The status history provides an excellent metric for turnaround time on jobs. WO View / Select: Related Documents The related documents function allows the user to attach any electronic record, such as a document, spreadsheet, or image from the document repository to the record on which the user is working. Related documents could also be a URL (web) shortcut. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 10

11 Phase Screen The phase tracks a task in a work order. Any number of phases is supported per work order. The user defines the specific task details including: the work to be performed, the location of the work, who will perform the work, which asset or equipment is worked on, and when to perform the work. Title Block A phase is the detail task of a work order. The initial value for this field is 001. Each additional phase is assigned the next sequential number. The phase description should reflect only a description for the task on the phase, knowing the work order description is always available for an overall explanation of the job (all phases). Status Block The Status field indicates the current condition of the phase. The phase status zoom list is specific to the type/category of work order. The work order field is the parent work order number for the selected phase. The budget field behavior is based on the budget editable setting on the work order phase status setup screen. There are two options: Yes or No. Option 1: if the budget editable setting = Yes, then the budget field on the work order status block, is always editable. Option 2: it the budget editable setting = No, then the budget field on the work order status block is only editable until the work order is first saved during the creation process. In this latter case, the budget on the work order can only be made by using the Budget Change Order screen located in the View menu. The location field will reflect the location/space/room (if applicable) associated with the property on the work order. Shop Block The Shop block identifies the crew/group/discipline assigned to perform the work, the primary person assigned to perform the work, and the priority assigned to the work. The shop, primary person and priority can be populated automatically on the phase if a problem code is selected that has been configured with AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 11

12 the appropriate shop, primary person and priority. This data can also be defaulted by property using the shop assignment defaults feature. Only one person may be the primary person assigned to the phase. NOTE: If more than one person is required to work on the phase, the other persons can be assigned or viewed in the Shop Person Assignment screen located in the View/Select menu. Estimated Dates Block The Estimated Dates block contains the estimated date when the work will begin and the estimated date when the work is expected to be completed. The estimated start and end dates can be calculated and populated automatically based on the number of due hours defined on the Priority setup screen. For example: 24 due hours = 1 calendar day; the start date will always default to the current date and the estimated end date will reflect start date plus due hours. Although the estimated start date may be changed, the estimated end date will always reflect the estimated start date plus due hours. If the due hours field is left blank (null) on the Priority setup screen, both the estimated start date and the estimated end date fields may be manually entered/updated. Additionally, these dates can be updated automatically if the phase dependencies feature is deployed. Classification Block The Classification block identifies the funding source for the work order phase. Select from the nine account funding sources; custom, organization, shop, property, asset, equipment, work code, work order or project. Optionally, the account funding source can be defaulted from the type and category combination associated with the work order. The Classification block identifies and controls work codes associated with the work order type and category. Work codes are often used to validate and default important information on the phase, such as contractors to be used or certifications required for the work. They are key for management analysis and reporting. Optionally, the work code group can be used to filter the number of the work codes displayed in the zoom list. The Request Method field can be used to record information on how the phase originated. Equipment Block The Equipment block identifies the specific equipment to be worked on. The equipment group information is displayed when equipment groups are defined and the equipment profile is associated with an equipment group. If the Location field in the status block is populated, then the equipment zoom list is limited to the equipment records within that location. If the Location field is not populated, then the equipment zoom list includes all equipment in the property associated with the work order. If the phase was generated via the PM generator, then the template and PM standards fields are autopopulated from the PM template screen. If the phase is manually generated, a PM standard can be selected from the zoom list. In both cases, the PM standard (predefined list of tasks) can be printed with the PM work order ticket. Asset Block The Asset block identifies the specific asset to be worked on. Additionally, the asset type and group information are displayed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 12

13 Contractor Block The Contractor block identifies the outside firm and the specific contract used to perform the work on the phase. The Contractor Type limits the number of contractors displayed in the zoom list. Optionally, the Contractor block information can be automatically defaulted based on the following configuration setup: 1. Set up work order type, category, and work code. 2. (optional) Set up problem code and associate with the work code defined above. 3. Create contractor. 4. Create service contract for the contractor defined above. The user can add one or more properties to the service contract and associate them to the work code. When a customer request is created for the property, all contractor block information is automatically defaulted. If the problem code is not used, the work code alone can drive the defaulting from the customer request approval or phase entry screens (if service contracts are set up). The contractor types are system defined and limited to service and job order contracting (JOC) contractors. Phase View / Select: Extra Description The Extra Description block provides 4000 characters to further describe the parent record. This information is included in the parent records search screen and is ideal if the basic 255 character description is insufficient. The extra description prints on the work ticket. Phase View / Select: Account Setup The Account Setup screen displays the default account structure for all funding source types with the exception of Custom. The default values cannot be changed from this screen. If the funding source is Custom, the account setup values must be entered. Phase View / Select: Shop Person The Shop Person screen identifies the primary and if applicable, the (multiple) additional shop persons assigned to the work order phase. To add a shop person(s) to the work order phase, select the green plus sign. The shop person assignment screen will then be displayed. The shop person(s) can be entered directly or selected from the zoom list. Indicate whether or not the added shop person(s) is the primary (or lead) shop person on the work order phase, and indicate if the work order phase should be added to the shop persons daily assignment. Only one primary shop person per work order phase can be assigned. Additionally, in order to enforce the use of certified personnel when performing specialized work (e.g. confined space entry, lockout/tagout, elevator repair, etc.), the following setup is required: 1. Create an applicable work code via the setup screen in the Work Management module. 2. Create an applicable training course via the setup screen in the Human Resources module. 3. Associate the work code to the training course created and set the hard error field. 4. Create an applicable training course schedule via the setup screen in the Human Resources module. 5. Add the applicable shop person(s) to the roster of the training course schedule. When a work order phase is created using the work code from above, and, if the hard error field is set to No, the system will display a warning dialog box with a message indicating that the shop person selected is not certified to perform the work. Do you want to continue? If the user selects Yes, the system will allow the selected shop person to be assigned to the work order phase even if not certified to perform the work. If the hard error field is set to Yes, the system will display an error message indicating that the shop AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 13

14 person(s) is not certified to perform the work and will not allow the user to finish the work order phase without selecting a certified shop person(s). Phase View / Select: Shop Stock Shop stock is uncontrolled inventory (sometimes also called bench stock). Shop stock used on a job is entered into this screen. The Shop Stock screen identifies the details of shop stock used in the completion of the work order phase. The Shop Stock screen displays the transaction date, stock location, stock number, quantity, unit cost, total cost, entered by, name, and posted (when the transaction was charged to the work order phase). The unit cost and total cost are calculated upon saving the record. The total amount is not charged to the work order phase until the transaction has been approved via the Shop Stock Approval screen located in the main menu of the Work Management module. Phase View / Select: Budget Change Order The Phase Budget Change Order screen allows the user to make changes to the budget of a work order phase after the budget is locked down via the setting of an appropriate status, such as Work in Progress. This screen is editable only when the budget editable flag on the Work Order Phase Status screen is set to No for the appropriate status. The user will enter a positive dollar amount to increase the current phase budget, or will enter a negative dollar amount to decrease the current phase budget. For example, if the original budget is $1500, and the new budget should be $1750, the user would enter a positive $250 in the phase budget change order screen. If the budget editable flag on the phase status screen is set to Yes, changes to the phase budget are entered directly into the budget field; that is, a new budget amount will be entered manually. In this case, the phase budget change order screen is not available. Phase View / Select: Condition Assessment Information The Condition Assessment Information screen associates the details of a work order phase with a condition assessment deficiency using the optional Capital Planning and Assessment module. The condition assessment classification block identifies the elements (class, component, and deficiency) of the planned improvement. The deficiency block identifies the priority and ranking of the work order phase deficiency in terms of the overall condition assessment program. Phase View / Select: Checkpoint Measurements Some preventive maintenance checkpoints require a recorded measurement as a condition of completing the PM standard. This measurement may be temperature, differential air pressure, volts, amps, gallons, or other types of measurable readings. Phase View / Select: Cost Analysis The cost analysis screen is a summary of estimate, actual, encumbered, and billed costs at the phase level. Costs are categorized into the major subledger types: labor hours, labor cost, material cost, equipment cost, contract cost, and total cost. All costs include hyperlinks to a listing of the source transactions for that cost. During the early stages of a phase, it is possible to enter estimates directly into this screen. Otherwise, this screen is most often a display-only. The work order cost analysis is a summary of all associated phases. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 14

15 The Budget block redisplays the budget amount entered on the header section of the main work order Phase screen. Budget values entered on the phase screen do not roll up automatically to the work order as a calculated total. The budget block also displays the enforce budget field, which is set up in the work classification-category setup screen. This enforce budget field is used to enforce budgetary controls on the work order phase and work order if configured. Phase View / Select: Dependencies The phase dependencies screen specifies the predecessors and successor relationships of this phase to other work order phases for project management purposes. Predecessors and successors are listed as separate detail blocks. Predecessors are editable on the phase itself; the successors are automatically determined by the system based on other predecessor relationships. The project block identifies the phase's parent work order and, if applicable, the parent work order project. Also displayed are the estimated start and end date from the main phase record. The dependencies feature can only be utilized if a project is associated with the work order. The phase dependencies block identified the main phase ID and a description of the phase as appearing on the main phase screen. Phase View / Select: Log The log screen is a display-only record of s generated and sent regarding a specific work order phase. These s are typically sent out via a status driven notification. Phase View / Select: Survey History The survey history screen lists the surveys sent to and received from the customer specific to a work order phase. Surveys are created via the survey definition screen in the sys admin module and are associated to a status for distribution. Phase View / Select: Estimates The phase estimates view displays phase estimates only when an estimate is created via the estimating module. The unique IDs of the estimates associated to the phase will be displayed whether they have been approved or not. Phase View / Select: Material Requests Material request information, associated with this phase is displayed on this screen only after a material request gets finalized. Phase View / Select: Notes Log The Notes Log supports the management of additional notes regarding a specific record. This is a great way to keep a dated running commentary on a specific record in the system. Notes Log Entry Block: This allows the author to enter up to 2000 characters of free-form text in each log created. The note may be further classified by selecting a note type. The entry date and login are automatically defaulted and associated to the note and may not be modified after the note is saved. Work Desk Block: The notes log WorkDesk block identifies whether or not the notes log(s) will be available in the WorkDesk notes log content channel. Additionally, these notes may be filtered according to a unique note type to avoid extraneous notes from appearing on the WorkDesk. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 15

16 The user will notice that after the first note is entered and saved, AiM provides a search and navigation bar to enter criteria for the quick retrieval of notes over time. Phase View / Select: User Defined Fields User defined fields (UDFs) provide the ability to create fields for data entry not provided in the baseline system. UDFs must be built in the system administration module for the module screen where the UDF will be employed. The UDF can be linked to a validation table so the user selects values from a predefined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities. Phase View / Select: Status History Status history provides a view-only record of statuses over time. Status history is automatically updated as statuses change. The status editor and date are included as a part of this history. The status history provides an excellent metric tool for turnaround time on tasks in the work order. Phase View / Select: Related Documents The related documents function allows the user to attach any electronic record, such as a document, spreadsheet, or image from the document repository to the record on which the user is working. Related documents could also be a URL (web) shortcut. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 16

17 Chapter 1 Part 2 Work Order Step-By-Step Quick Guide AiM User Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a record. Creating a New Work Order 1. Click the Work Order menu item in the Work Management menu. 2. Click the New icon to enter a new work order. A new work order will be open with a system generated work order number. Note that mandatory fields are outlined in red. 3. Click in the Description block to enter a required description for the work order. NOTE: If a problem code is used (see Appendix 1 for setup) the description, type, category, shop, shop person and priority can be defaulted. 4. (Optional) In the Organization block, click the Organization zoom to select the organization and requestor. 5. The search screen will appear. Click on the Search icon. 6. The Institution selection screen will appear. Click to select the appropriate Institution. 7. The screen displaying a list of requestors within the selected organization appears. Click to select the appropriate requestor. If none exist, this can be entered manually. 8. The Organization block is now filled in. NOTE: If the contact is different from the requestor, the contact information can be edited. The property block will default this information if set up from the user's security record. 9. Select a property by clicking the Region zoom. (NOTE: The information in the Property block can also default automatically, depending on setup. 10. The region selection screen will appear. Click to select the appropriate region. 11. A list of facilities within the selected region is displayed. Click to select the appropriate facility. 12. A list of properties within the selected facility will be displayed. Click to select the appropriate property. The Property block is now filled in. 13. Select the type and category of work by clicking on the Type zoom. 14. The list of work types to select from is displayed. Click to select a type of work from the list. 15. A list of work categories within the selected work type is displayed. Click to select the appropriate work category. The work type and category are now filled in on the work order. Note the selection of the type and category defaults the work order status. Optional: Select a Desired Date 1. Click on the calendar zoom. 2. A calendar will appear on the screen. Click to select the desired date. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 17

18 Adding a New Work Order Phase When creating a work order, at least one phase must be added to a work order to save it. 1. Add a new phase to the work order by clicking the Add Phase button on the Work Order screen. A new Phase screen will appear with a system-generated phase number and an initial default status. The work order description defaults for the phase description, which may be edited to include additional information for the phase. 2. Select the shop responsible for the phase by clicking the Shop Zoom. 3. A list of shops to select from is displayed. Click to select a shop. 4. To select primary shop person click on the Shop Person zoom. NOTE: The primary shop person is usually the shop supervisor or the supervisor on this particular job. 5. A list of active personnel within the shop selected is displayed. Click to select the shop person who will be the primary contact for the work order phase. 6. Select the priority of the work to be done by clicking the priority zoom. 7. The list of priorities is displayed. Click to select the appropriate priority. 8. (Optional) To filter work codes, click on the Work Code Group zoom. A user may alternatively zoom the work code field directly. (See No. 11 below.) 9. A list of work code groups is displayed. Click to select the appropriate work code group to filter the work codes. 10. Select a work code by clicking the Work Code zoom. If the user selected a work code group (from above), the work code list will only display the work codes associated with the parent work code group. 11. A list of the work codes is displayed. Click to select the appropriate work code. 12. To specify the location of the work being performed, click on the Location zoom. 13. A list of locations that exist in the property identified at the work order level is displayed. Click to select the appropriate location. Optional: Document how the work order was requested 1. Click on the request method zoom. 2. A list of request methods is displayed. Click to select the appropriate request method. The request method field is now filled in. Optional: Entering Estimated Dates The estimated dates can be entered, or selected by clicking on the calendar icons. (These dates can also default automatically, depending on setup.) AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 18

19 Optional: Assign a contractor to the phase 1. Clicking the Contractor Type dropdown will display a choice of service or JOC (Job Order Construction). Select the appropriate type. 2. Select the contractor. The address code may auto-populate, if not, select it from the list. If there is a service contract(s) in effect for this contractor, it will display in the Contract Number field. 3. Once all the necessary information is completed for the phase, click the green done flag. 4. The work order now has the new phase included. Click on the save icon to save the work order. To add another phase return to Step 24. The work order has now been created and saved. Optional: Assigning Additional Shop Personnel to a Phase This section guides the user on assigning shop personnel to a work order phase. This section begins with the work order phase already in edit mode. 1. To assign a shop person to the phase use the view select. Click on shop person. 2. The system then navigates to the shop person assignment screen. Click on the add shop person button to assign a shop person to the phase. 3. Click on the shop person zoom to select the shop person to assign to the phase. 4. A list of shop personnel is displayed for the shop specified for the phase. Click to select the shop person to assign to the phase. The shop person field is now filled in. Click the green done flag. 5. The system navigates to the phase. To save, click done on the phase, and then click the save icon on the work order. Optional: Assigning Accounts to a Phase When the Funding Source is Custom This section guides the user on assigning accounts to a work order phase. This section begins with the Work order phase already in Edit mode and the Funding Source set to Custom. 1. To assign accounts to the phase, navigate to the Account Setup screen in the View / Select menu. Click on Account Setup. The Account Setup window is presented. 2. Click the Add Account icon on the charge account. 3. Select the Percentage Split radio button as shown, and then click the blue Next arrow. NOTE: If the percentage is less than 100%, the user must click on the New Detail icon (the green plus sign); and repeat to add additional distributions, until the total of all distributions is 100%. 4. The Account Setup window is presented. Click the zoom icon, next to the Account field. 5. Execute the search and the account listing window is presented. 6. Click on an account to select it, the account field is populated. Enter the percentage as shown below. 7. Click the zoom icon, next to the Subcode field. 8. Execute the search, the Subcode Listing window is presented. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 19

20 9. Click on a subcode to select it, the subcode field is populated. NOTE: The subledger choices of Labor, Equipment, Contract and Material and the ALL option can be used with the steps above to force specific costs into specific account/subcode combinations. If the user wants material to be charged differently from labor, simply set up a distribution where percent equals 100% (or split) and the subledger equals Material. Then, repeat the steps, only this time select Labor as the subledger. 10. Click the Done flag. 11. Click the Add Account icon on the offset account. 12. The Offset Account Setup window is presented. 13. Zoom the account and subcode fields, and make the appropriate selections. 14. Click the Done Flag. This completes the Account Setup for this Phase. Important note: The Custom Funding Source was used for the above step-by-step; however, if other funding sources were selected, they would display the default distributions for the selected source; i.e., if shop is selected as the funding source, the account setup screen would display the distribution from the Shop Setup screen in the Human Resources Module. These displayed distributions are not editable from the Phase Account Setup screen. Optional: Budget Change Order (Phase) This section guides the user on budget change orders to a Work order phase. The work order phase budget change order screen allows the user to make changes to the budget of a work order phase after work is underway. This screen is editable, only when the "Edit Budget" flag on the phase status screen is set to No. 1. Enter an initial budget and save the phase and the work order when completed. 2. After the phase and work order are saved, the phase budget is no longer editable (as shown below). 3. Edit the Work Order and On the Phase screen, click View / Select, then pick Budget Change Order. 4. The Budget Change Order window is presented. Click the Add Change Order button (green plus sign). 5. Enter the budget change order purpose information and amount (can be positive or negative). 6. Click Done. A New Budget amount of $1500 is shown (original budget of 1000 plus 500 change order). 7. Click Done. The phase screen now shows a new budget of $ Click Done to complete the Phase, and then Save the Work Order. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 20

21 Optional: Checkpoint Measurements The measurement flag (Yes or No) on the PM Standards setup screen is used to control the Checkpoint Measurements view screen on the work order phase. When this flag is set to Yes, the Checkpoints Measurements screen becomes available. A setting of Yes means that this specific check point is used to enter some value that is measured when the checkpoint is completed. The measured value is entered on the checkpoint measurements screen of the phase. The UOM (unit of measure) field is used to select the type of value that is being measured. To be available on this zoom field, these UOM types must be first entered in the PM Measurement UOM setup screen. (typical examples include: degrees, psi, run hours, etc) in the Preventive Maintenance module. 1. On the Check Point setup screen of a PM Standard, (Preventive Maintenance module) set the Measurement flag to Yes as shown below, and select the UOM (unit of measure) for the checkpoint. 2. Click Save to save the PM Standard. 3. When the PM (Preventive Maintenance) Work Order has been generated, edit and go to the phase. 4. While in Edit mode on the Phase, click View / Select / Checkpoint Measurements. 5. The Checkpoint Measurements screen is presented. 6. Enter the Checkpoint Measurements values, as shown below. 7. Click the Done icon twice, and then click Save to save the work. Optional: Using Shop Stock This section guides the user on using Shop Stock on a work order phase. This section begins with the work order phase already in Edit mode. 1. To use shop stock on a work order phase, click on the Shop Stock menu item in the View / Select menu for the phase. 2. To add shop stock for the Phase click the Add icon. 3. The Stock Usage screen opens for entering shop stock used on the phase. Click the Stock Number field zoom to select the shop stock item. This list is filtered by the shop specified on the phase. 4. Specify the stock location by clicking on the Stock Location field zoom. 5. The screen displaying the available shop locations for selection appears. Only shop locations associated with the shop in the phase will be displayed. Click to select the correct stock location. 6. Enter the quantity of the shop stock used. 7. Click the Save icon. 8. The shop stock is now on the list of shop stock for the phase. Click the green Done icon. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 21

22 9. The system navigates back to the work order phase. To save changes to the work order phase, click Done on the phase and Save on the work order. NOTE: The shop stock transaction must be approved before the cost will post. When posted, the cost will appear in the Cost Analysis screen. Shop stock approval is addressed in Chapter 4 of this User Guide. Optional: Creating an Estimate on the Phase 1. While in Edit Mode on the Phase, click View / Select / Cost Analysis. 2. The Phase Cost Analysis screen is presented. 3. Enter estimate values for each cost subledger, as appropriate. 4. Click Done. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 22

23 Chapter 2: Daily Assignments Screen Chapter 2 Part 1 Daily Assignments Conceptual Guide The Daily Assignments screen is used to prioritize and quickly assign work to a shop person. Daily assignments can be printed, downloaded to a mobile unit, or published on a WorkDesk channel. Timecards for assigned work can also be quickly entered. Typically, shop persons and supervisors will create their daily assignment record to retrieve any work currently assigned to them. To create a new Daily Assignments record, click the New icon. Work Date/Employee Block The Work Date/Employee block defines the date work is assigned for, and the Employee ID is the Shop Person assigned to do it. The Work Date field can either be manually populated or the calendar wizard can be used to select a date. NOTE: The daily assignment record can be created for a date in the future, facilitating pre-assignment of scheduled work. After populating the Work Date/Employee block, click on the Load Work Orders button, located on the right side, center of the screen. Load Work Orders Block The Load Work Orders button activates a search criteria screen where filtering criteria can be entered to ensure only work orders appropriate for the selected employee will be selected as candidates. These criteria could be, for example, only work in a specific property, or series of properties. When the search has been executed, via the execute search icon, all work orders assigned to the shop for the selected employee that match the search criteria will be displayed. If no search criteria were entered, all work orders for the employee's shop would be displayed. NOTE: When setting up the Phase Statuses (Appendix 1), there is a Yes/No selection for Work Queue. If the Work Queue Y/N is set to Y, the associated status becomes a candidate for the daily assignments selection. For example, most customers would not want to see closed phases for assigning. Therefore, AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 23

24 when the closed status is created, the Work Queue Y/N selection would be N (No). Any phase at a status of closed would not be displayed as a candidate for assignment. Determining which phase statuses are selected for Yes or No is determined during the implementation process. A user also has the opportunity to create queries from this search screen to facilitate applying specific search criteria by employee. Rather than filling in the specific search criteria for an employee every time a Daily Assignments screen is created, a supervisor can load the employee and work date, and following the Load Work Orders action, can select a stored query to complete the search criteria. From the daily assignment candidate list, specific work order/phase assignments can be made by checking the box on the left side of the screen. All work orders/phases can be selected by checking the box at the top of the screen. The work order/phase selection for assignment to a shop person's daily assignment record does not remove it from the candidate list or prevent other shop people from being assigned on their daily assignment sheet. After the appropriate selections are made, selecting the Done icon will display the list of assigned work for the employee and date. Sequencing Work The selected work orders/phases display and are sequenced by the order of selection from the candidate screen. A supervisor has the ability to re-sequence the list by re-numbering the sequence in the preferred order. Save the daily assignment record when completed. NOTE: There can only be one daily assignment record per employee per day. The daily assignment record can be modified; work orders/phases can be added throughout the day by executing the Load Work Order function described above, or from the Work Order/Phase screen, under the Shop Person option under the View/Select drop-down. On the Shop Person screen, there is an Add to Daily Assignments checkbox which will update the daily assignment record. Work orders/phases can be deleted by checking the box to the left of the sequence column and clicking the Delete (red minus sign) next to the Load Work Order function. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 24

25 Daily Assignment Report The Daily Assignment record can be printed and distributed to the shop person as a summary of tasks for the day. Selecting the Print icon will cause the Daily Assignment Print to be created. Select the print icon on the BIRT Report Viewer screen. Select PDF as the report format, and select a local or desired printer. After the user has finished with the report screen, close out by clicking the red X in the upper right-hand corner of the screen. Rapid Timecard Entry The Daily Assignments screen can also be used to capture time. At the end of a work day, a user can click the Load Timecard icon which is linked to the Rapid Timecard Entry screen. This screen is prepopulated with the required data elements except hours to be reported against each work order/phase. The Rapid Timecard Entry screen can be changed to add additional work orders/phases for jobs not listed, or to delete work orders/phases that did not receive any effort. Users add Action Taken selections and hours spent on the work order/phase efforts. When saved, the TimeCard column on the Daily Assignment record updates to Yes, indicating time has been entered for that work order/phase and is ready for approval. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 25

26 Chapter 2 Part 2 Daily Assignment Step-By-Step Quick Guide AiM User Guide 1. From the, select the New icon next to the Daily Assignment menu item, or, from the Daily Assignment screen, select the NEW icon. 2. At the Work Date field, zoom using the calendar icon to select the date for the Daily Assignment record. 3. At the Employee field, zoom and select the Employee for the Daily Assignment record. 4. Click the LOAD WORK ORDERS button located on the right hand side at the middle of the record. 5. Enter any filtering criteria, if required, on the search screen. Click the EXECUTE SEARCH icon. 6. Put a check in the check-box for all work orders to be assigned to the Employee for the specified date. Click the DONE icon. Note there might be more than one page. 7. Modify the Sequence, if desired, by overwriting the Sequence Number so the work orders follow the desired sequence. 8. Save the record by clicking the SAVE icon. 9. Print the Daily Assignment record, if desired, by clicking the PRINT icon. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 26

27 Chapter 3: Material Request Screen Chapter 3 Part 1 Material Request Conceptual Guide This chapter of the User Guide details the Material Request. The Material Request screen is used to request materials and/or supplies, required for performing a work order. Materials can be requested as Stock Parts from an inventory warehouse, Catalog Parts from a vendor catalog, and/or a NonStock Parts from a vendor. Material Request Screen Title Block The Title block displays the unique material request transaction number and an optional description of the overall request itself. Adding a description makes it easier for searches and zooms throughout the processing of the request. Status Block The material request default system status is OPEN when first created. Status flag meanings include: OPEN: this is the initial material request status. FINALIZED: the material request is ready for retrieval by warehouse personnel. CLOSED: the materials have been disbursed to the job (work order phase). CANCELLED: the material request is cancelled without the disbursement of materials to a job. The Status block also displays a total dollar value of the materials requested. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 27

28 Work Order Block The Work Order block on the material request is the reference to the work order (and phase) which will incur the financial obligations of the material request. Requestor Block The Requestor block on the material request contains information regarding the shop person who made the request for materials. The Date Needed field is required in order to save a new request to help approvers with planning fulfillment of the request. Location Block The Location block on the material request shows where the requested material will be needed. This information is displayed from the associated work order. This information may be edited to reflect the delivery of material request items to a receiving location other than the work order location. Line Items Detail Screen The Line Items detail screen is where details for each item on a material request are entered. Line items can be inventory stock, vendor catalog items, non stock purchased materials, or equipment rental items. Title Block The Title block identifies a sequenced material request line item number. There can be any number of line items associated to a material request. The title block also provides the description for that line item. Status Block The Status block identifies whether or not this specific line item is still requested (open); or has been fulfilled (closed). The selected line type is also displayed: stock/kit, catalog, non-stock and rental). Part Block AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 28

29 The Part block identifies the specific part ID for the line item that is requested, and provides inventory characteristics of the part (class and commodity). The Part block is not visible for equipment rental line items. Totals Block The Totals block displays the requested quantity of the line item, the line item unit cost and the total cost. When a line type of rental is selected, the totals block also displays rental rate information and unit cost. Contractor Block The Contractor block identifies the supplier or vendor of the line item part. This block displays when the line item type is catalog or non-stock. This block is not visible when the item type is stock or rental. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 29

30 Chapter 3 Part 2 Material Request Step-By-Step Quick Guide AiM User Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a record. 1. Click the New icon to enter a material request. 2. The Material Request screen is presented in entry mode. 3. Enter all the required information in the Material Request screen, as shown below. 4. Click the Add Line Item icon (green plus sign). The Line Item Type popup window, is presented. 5. For a stocked part, click the Add Stock Part by Warehouse radio button, and then click the Next icon. 6. The Line Item detail screen is presented. Enter (or zoom/select) the warehouse as shown. 7. Enter (or zoom/select) the part as shown. The Commodity and Description fields will autopopulate. 8. Enter a quantity as shown, then click Done to return to the Material Request screen. 9. Click the Add Line Item icon (green plus sign), to add a 2 nd line item, if desired. 10. For a part in a vendor catalog, Select the Add Catalog Part by Vendor radio button, then click the Next icon. 11. The Line Item screen is presented. Enter (or zoom/select) the Contractor as shown. 12. Enter (or zoom/select) the Vendor Part as shown, the Description field will auto-populate. 13. Enter the quantity as shown, then click Done to return to the Material Request screen. 14. Click the Add Line Item icon (green plus sign), to add a 3 rd line item. 15. For a non-stock part, select the Add Non-Stock Part radio button, then click the Next icon. 16. The Line Item screen is presented. Enter (or zoom/select) the Contractor as shown. 17. Enter a Description for the Part / Material / or Supply. 18. Enter a Part Number and Unit of Measure. The Part Number is NOT validated for a Non-Stock item type. (Optional: Enter a Commodity Code.) 19. Enter a Quantity and Unit Cost, as shown, then click Done to return to the Material Request screen. 20. Now click the Save icon, to save the Material Request. 21. When the Material Request is completed and no additional line items are to be entered, edit the Material Request and change the status to FINALIZED. 22. Click the Save icon to save the completed Material Request. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 30

31 Chapter 4: Shop Stock Approval Screen Chapter 4 Part 1 Shop Stock Approval Conceptual Guide This chapter of the User Guide details the Shop Stock Approval function. Shop stock (sometimes called bench stock) is a type of inventory with limited warehouse management functionality. Shop stock material costs post to the job in only a few steps. There is no inventory control. The shop stock approval screen is used to approve shop stock transactions. Shop stock approval is based on roles, assigned at the Shop setup screen in the Human Resources module. Shop Stock Approval Screen When initially selected, the Shop Stock Approval screen opens to a Search Screen where a user having approval rights can filter the retrieval of available transactions; i.e., only transactions against a specific work order or from a specific stock location. If no criteria are entered, all available shop stock transactions (based on role approvals) will be made available. After selecting the search criteria, if any, click the Execute Search icon to view the results of the search. Shop Stock Approval Screen Less Detail The results of the search display the Work Order/Phase number and description as well as the Total Count of items and the Total Cost in the Less Detail view seen above. Selecting the More Detail link provides details related to the shop stock part and stock location where the part was taken from. Shop Stock Approval Screen More Detail There are check boxes at the header portion of the screen used to select all transactions for a work order/phase, and there are check boxes next to each detail line. This provides the ability to quickly select all transactions for a job, or to be selective by line item. Selecting the Approve icon processes all checked items and creates a material charge against the work order/phase. When all transactions have been processed, the screen will indicate that no records are found, indicating that all available transactions have been either approved or rejected. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 31

32 Chapter 4 Part 2 Shop Stock Approval Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a record. 1. When a user selects the Shop Stock Approval screen from the Work Management menu, a search criteria record is the first screen to appear. 2. Enter any necessary (stock location, work order/phase, etc) criteria or, leave the criteria blank to return all records available based on role approval. 3. Select the Execute Search icon to return all records based on the search criteria. 4. If necessary, select the More Detail link to view transaction details. 5. Put a check in the check box either for each individual transaction to be posted, or if all transactions are to be approved, check the Select All check box. 6. Click the green checkmark icon to process the approval, which posts the costs to the work order phase. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 32

33 Chapter 5: Shop Stock Adjustment Screen Chapter 5 Part 1 Shop Stock Adjustment Conceptual Guide The shop stock adjustment screen is used to adjust quantities on already approved shop stock transactions. The adjustment functionality supports negative quantities only, reducing the costs that have posted to the work order. If more items of shop stock are needed the user simply creates a new shop stock transaction. Shop Stock Adjustment Screen Transaction block The Transaction block displays the system generated transaction number, and the editor/edit date. Work order block The Work Order block displays the work order, phase and shop that received the items to be adjusted. Shop Stock block The Shop Stock block displays the stock location, stock number, cost and quantity for the shop stock items used in the transaction to be adjusted. Adjustment block The Adjustment block is where the user will adjust the quantity. This adjustment must be a negative number. If more than the posted quantity needs to be added, create a negative adjustment for the total posted, and then create a new shop stock transaction for the higher number. Chapter 5 Part 2 Shop Stock Adjustment Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a record. 1. From the work management module, select Shop Stock Adjustment. 2. Select the New icon. 3. Enter any relevant search criteria, and then select the Execute Search icon. After the execute search icon is selected, the Shop Stock Eligible Transactions screen will appear. 4. Click the link for the desired transaction to open it on the screen. 5. Enter the adjustment in the Quantity field. This adjustment must be a negative number. 6. Save the record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 33

34 Chapter 6: Rapid Status Update for Work Order Screen AiM User Guide Chapter 6 Part 1 Rapid Status Update for Work Order Conceptual Guide This chapter of the User Guide, details the Rapid Status Update for Work Order function. The Rapid Status Update for Work Order function is used when a user wants to make status updates for a group of records. The updates are made based on the relationship between types of work, categories of work, and work order statuses. When rapid updates are made, AiM requires the type, category, and status (the status after the update). Rapid Status Update for Work Order When the Rapid Status Update for Work Order menu selection is made, the initial screen displayed is a search screen used to define which work orders will be eligible for updating. If a user entered no search criteria, all work orders in the system would be displayed excluding closed and canceled work. New Status block The New Status block is used to enter the new status for the work order. The new status must be selected using the Type and Category fields hierarchy, since the same work order status, i.e., OPEN can be used for multiple type/category combinations. Options block If the new status is a closed status, the Options block is used to define whether or not all phases should be closed in the work order when the Rapid Status Update is executed. Check the box to close associated phases, i.e., the phase status will be set to closed. NOTE: Phases with pending financial transactions (such as Time entered but not posted), cannot be closed with the rapid update function. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 34

35 Detail block (Less detail) The less detail view of the Detail block shows the type and category and total number of work orders by category as a result of the search criteria. Detail Block (More Detail) Selecting the More Detail link will display the work order number, description, and current status. It is important to note that the rapid update change is done a type/category/status at a time. In the sample above the Maintenance Corrective (type category) can be updated from Open to any status selected in the New Status block. But a user cannot change both Maintenance Corrective and Maintenance Preventive at one time. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 35

36 Chapter 6 Part 2 Rapid Status Update for Work Order Step-By-Step Quick Guide This step-by-step quick guide helps a user navigate successfully through completing and saving a record. 1. From the work management module, select Rapid Status Update for Work Order. The Rapid Status Update for Work Order screen opens directly to a search screen. 2. Enter any search criteria relevant to the retrieval of work orders. Click the Execute Search icon. 3. From the Rapid Status Update for Work Order search results, input which Type and Category will be updated and identify what the status will be after the update. 4. If more detail is required to aid in selection of which work orders need to be updated, select the More Detail link. 5. Place a check in either the box at the Select All to check all work on the screen, at the Type/ Category line for all work orders in that type/category, or selectively at each Work Order. 6. Process the update 7. Click the Process icon to process the update. 8. Continue the steps above until all updates have been completed. NOTE: The rapid update change is done a type/category/status at a time. In the sample above the Maintenance Corrective (type category) can be updated from Open to any status selected in the New Status block. The user cannot change both Maintenance/Corrective and Maintenance/Preventive at the same time. This situation occurs when no search criteria has been entered to retrieve one type/category at a time. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 36

37 Chapter 7: Rapid Status Update for Phase Screen Chapter 7 Part 1 Rapid Status Update for Phase Conceptual Guide This chapter of the User Guide details the Rapid Status Update for Phase screen. This screen is used to update a group of phases at one status to another status all at once. The updates are made based on the relationship between types of work, categories of work, and phase statuses. When rapid updates are made, AiM requires the type, category, and the new status being applied. Rapid Status Update for Phase When the Rapid Status Update for Phase menu selection is made, the initial screen displayed is a search screen where the user enters criteria to retrieve a specific subset of records, or, if no search criteria is entered, all work orders/phases in the system would be displayed excluding closed and canceled work. New Status block The New Status block is used to display the new status for the work order phase. The new status must be selected using the type and category hierarchy, since the same work order phase status, i.e., OPEN can be used for multiple type/category combinations. Options block The Options block is used to define whether or not to close the parent work order, if all other phases are closed. Checking the box Yes will perform this action, excluding any work orders with phases still having open financial transactions against them. Detail block (less detail) The less detail view of the Detail block simply shows the Type Category and total number of work order/phases by category as a result of the search criteria. Selecting the More Detail link will display more information about the work order/phases. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 37

38 Detail Block (More Detail) Selecting the More Detail link will display the work order number, phase number, description, shop and current status. It is important to note that the rapid update change is done one type/category/status at a time. In the sample above the Maintenance Billable (type category) can be updated from Open to the status selected in the New Status block. But, a user cannot change both Maintenance Billable and Maintenance Preventive at one time. Place a checkmark in the box either at the type/category (Maintenance Billable) line or next to the work order (100034) to identify which work orders should be updated. Process the status updates Selecting the Process icon will cause the identified records to be updated. Following the processing, a user will remain on the Rapid Status Update for Phase screen, allowing more updates to occur using different types/categories and statuses. Chapter 7 Part 2 Rapid Status Update for Phase Step-By-Step Quick Guide 1. From the Work Management module, select Rapid Status Update for Phase. 2. Enter any search criteria relevant to the retrieval of work order phases. Click the Execute Search icon to retrieve qualifying records to the Rapid Status Update for Phase screen. 3. Enter the Type and Category of work to be updated and identify what the status will be after the update. 4. If more detail is required to aid in selecting which work order/phases to update, select the More Detail link. 5. Place a check in either the box at the Select All to check all work order/phases in that type and category, or selectively check each work order shown using the More Detail link. 6. Click the Process icon to process the update. 7. Repeat the steps above until all updates have been completed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 38

39 Chapter 8: Limited Work Order Screen Chapter 8 Part 1 Limited Work Order Screen Conceptual Guide The Limited Work Order is a view of an already existing work order with limited edit ability. The Limited Work Order is for users such as shop supervisors, maintenance technicians, etc, access to the data on a standard work order, without the ability to change fields not related to tracking phase work. Limited Work Order Screen None of the work order information, such as Organization, Property, Type/Category, is editable. The phase allows edits to phase description, estimate start/end dates, work code group and work code, priority, assets/equipment, pm basic and request method. Under the view menu, the shop person, notes log, and extra description are also editable. Chapter 8 Part 2 Limited Work Order Screen Step-By-Step Quick Guide 1. From the Work Management module, select Limited Work Order. 2. Enter any search criteria relevant to the retrieval of specific work orders. Click the Execute Search icon to retrieve qualifying records. 3. In Edit mode review and change information for any of the fields noted above that are available on this screen. 4. Click Save to save the record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 39

40 Appendix: Setup Guide 1A. Work Classification Screen The Work Classification screen is used to define the types and categories of work. Each type and category combination creates a two-step hierarchal classification and reflects a unique organizational business process and workflow. Title Block The Title block contains the specific work classification type code that will be viewed on the screen, along with a description of the specific work classification type. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 40

41 Active Block The Active Yes/No field identifies if this work classification type is active and available for use in the system. The Edit Phase Number Yes/No field if set to Yes allows the user to modify the defaulted phase number for work orders of this type and category. 1B. Category Screen The Work Classification - Category screen is where the user defines the categories of work. Defined categories can then be associated to a type of work in the Work Classification screen shown above. This screen also provides setup fields to control the functionality of each category. Title Block The title block includes the code and a description of the category. Active Block The Active field identifies if this work category is active and available for use in the system. The Active block also contains a reference to the hierarchical parent work type ID. Settings Block The Settings block defines significant functions for the type/category combination. The default funding source of all work order phases associated with this specific type/category combination is determined here. Choices are: shop, property, asset, equipment, project, organization, work order, work code or custom. The Enforce Budget field on this screen is used to enforce budgetary controls on work orders. It works in conjunction with the Budget Editable fields on both the Work Order Status and Phase Status setup screens. To have the system enforce complete budgetary controls, all three of these fields must be set up using the following rules: 1. Set the Enforce Budget field on this settings block of the Work Classification-Category screen to Yes. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 41

42 2. Set the Budget Editable field on the Work Order Status setup screen, to No for the same typecategory combination. This step needs to be repeated for all work order statuses for the same type-category combination. 3. Set the Budget Editable field on the Phase Status setup screen to No. for the same type-category combination. This step needs to be repeated for all phase statuses for the same type-category combination. When this three step setup has been completed, the following budgetary controls will be enforced: 1. The total sum of the values in the budget fields of all phases on a work order are validated not to exceed the value of the budget field on the work order header itself. 2. The total sum of all actual cost transactions for the phase (shown on the phase View / Select Cost Analysis screen) cannot exceed the phase budget amount for that specific phase. 3. The total sum of all actual cost transactions for the work order (shown on the work order View / Select Cost Analysis Screen) cannot exceed the budget amount shown in the Budget field of the work order. NOTE: for limited budgetary control either at the work order level or the phase level, perform either step-b or step-c above, but not both.) The Condition Assessment field is used to define the type/category combinations associated with the use of the optional Capital Planning and Assessment module. Type/category combinations having the Condition Assessment Yes/No set to Yes are included when a facility condition assessment (FCA) is calculated. If the Requestor Required Yes/No field is set to Yes for this type/category of work, the Requestor field in the Organization block of a work order will be required before the work order can be saved. Survey Block Surveys are a method of quality control functionality available in the system. Surveys can be set up to automatically generate as part of the work order process. The survey block determines the polling frequency and count of a survey definition. Survey frequency is how often a survey will be distributed. For instance, if the frequency is 5, the defined survey will be sent every fifth work order. Count is the displayonly number of sent surveys. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 42

43 2. Work Code Group Screen The Work Code Group manages the definition of groups, which then can have any number of associated work codes. This effectively limits the number of work codes displayed to those in the group. Work code groups also assist with the management and reporting of work. Group naming conventions are user specified. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 43

44 3. Work Code Screen Type, category, and work codes are used to define the work classification hierarchy. If configured, work codes often provide defaulting values for many of the fields on the work order as well as assist with the management and reporting of work. Title Block The Title block details the work code ID and a description of this specific work code. Active Block The Active block identifies whether or not the work code is active and available for use in the system. Only active codes are displayed on the zoom select windows. Work codes can also be associated with work code groups to filter a smaller list for viewing on the phase. Work Classification Block The Work Classification block is where the user associates a type and category of work to this specific work code. Action Taken Detail Listing The Action Taken Detail Listing associates one or more actions, or remedies, performed to resolve the problem that was reported on the work order phase. These are set up in the Action Taken screen. The action taken code(s) is associated to a work code(s), and is recorded on the timecard. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 44

45 4. Action Taken Screen The Action Taken Screen is provided to define action taken codes. Action taken codes are entered here, and associated with work codes on the work code setup screen. These codes are associated by clicking the checkmark next to the type of action, or remedy on the Action Taken Detail screen. The action taken code(s) is associated with a work code, and is recorded on the phase of the work order and on the timecard. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 45

46 5. Work Order Status Screen The work order status screen is used to set up work order statuses. Statuses are created to describe each stage of work order progress from creation to completion. Each work order status can be assigned to specific user role(s) or to all users. Title Block The Title block contains the specific text that is viewed in the Status field list on the work order. A description is mandatory. Active Block The active block determines whether or not a status value is available for use with the system. No indicates the status is not available for use in the system. Yes indicates the status is available for use, and that this status is part of the business process. The sequence number identifies a numerical sort order for this status when appearing in a zoom list of all statuses. Each user specified status is associated to one of the system status flag values that control the behavior of the status within the system: The system status flag values are either complete or not complete. Complete indicates that the work order is complete (closed) and no further financial transactions are allowed. Not complete indicates that the work order is still in progress and eligible for financial transactions. Work Classification Block The Work Classification Block is where the user associates a type and category of work to this particular status. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 46

47 Workflow Block Workflow is an optional group of fields that can be populated to enforce a specific workflow. The workflow is enforced using the defined range of statuses within which a status can be set. The minimum status is the least available status that can be set from the current status. The maximum status is the greatest available status that can be set from the current status. Without the use of minimum and maximum statuses, any status may be changed to any other status. The system will analyze the current status against any new status the user is attempting to set. If the new status is within the min/max range of the current status, the user will be able to set the new status. This is a very effective means of forcing a particular set of steps within a process. Settings Block The Settings block is used to set the Budget Editable field as either Yes or No. If Yes, the Budget field on the work order is always editable. If No, the Budget field on the work order is not editable when placed at this status, and, in this case, changes to the budget can only be made by using the Budget Change order screen. Please see 1.B. above in this Appendix. Role Block The Role Block is used to assign the work order status to specific role(s) in the system. One or more roles may be selected. In this fashion, the work order status is only available to the system user(s) assigned to the specific role(s). If no roles are listed, then this work order status is available to all roles and system users. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 47

48 6. Phase Status Screen The Phase Status screen is used to define phase statuses. Statuses are created to describe each stage of a work order phase's progress, from creation to completion. Each phase status can be assigned to specific user role(s) or no roles, which makes the screen available to all users. Title Block The title block contains the specific status wording that is viewed on the screen, along with a description of the specific status. Active Block The active block determines whether or not a status value is available for use with the system. No indicates the status is not available for use in the system. Yes indicates the status is available for use, and that this status is part of the business process. The sequence number identifies a numerical sort order for this status when appearing in a zoom list of all statuses. Each user specified status is associated to one of the system status flag values that control the behavior of the status within the system: Complete indicates that the phase is complete (closed) and no further edits or financial transactions are allowed. Not Complete indicates that the phase is still in progress and eligible for edits and financial transactions. PM Complete indicates that a PM phase is complete, and is used to "reset" the PM Last Date on a timed PM work order. Work Complete indicates that existing in-progress transactions can be completed (like approval of entered timecards), but no new transactions can be entered against the phase. Pending Approval indicates that transactions are not yet allowed (typically used to prohibit transactions too early in the work process). Once the phase is moved beyond this Pending Approval status to the Not Complete status, financial transactions are allowed on the phase. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 48

49 Work Classification Block The Work Classification block is where the user associates a type and category of work to this specific status. Additionally, each type and category combination can use any number of statuses to create multiple business workflows. As an example: a type and category combination for simple work may have a total of only two or three statuses; while renovation work may require a dozen or more statuses. Workflow Block Workflow is an optional group of fields that can be populated to enforce a specific workflow. The workflow is enforced using the defined range of statuses within which a status can be set. The minimum status is the least available status that can be set from the current status. The maximum status is the greatest available status that can be set from the current status. Without the use of minimum and maximum statuses, any status may be changed to any other status. The system will analyze the current status against any new status the user is attempting to set. If the new status is within the min/max range of the current status, the user will be able to set the new status. This is a very effective means of forcing a particular set of steps within a process. Days past due is a reporting function, used to identify the maximum number of days a record can remain at the current status before it would show up on a Past Due report. Settings Block The Settings block is used to set the Budget Editable field as either Yes or No. If Yes, the Budget field on the work order is always editable. If No, the Budget field on the work order is not editable when placed at this status, and, in this case, changes to the budget can only be made by using the Budget Change order screen. Please see 1.B. above in this Appendix. If the Cost Estimate Yes/No field is set to Yes, the estimate cannot be edited after saving. If the phase should appear in daily assignments, the user will set the Work Queue Yes/No field to Yes. Also included are the Yes/No decisions of whether or not the user can edit the funding source and if the phase allows invoices (invoices will be retrieved for billing against a work order phase at this status). Role Block The Role Block is used to assign specific role(s) to the status. One or more roles may be selected. The Phase Status is only available to the system user(s) assigned to the specific role(s). If no roles are listed, this Phase Status is available to all roles and system users. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 49

50 7. Priority Screen The priority screen is used to enter priority codes which indicate the urgency of the problem on the phase. A due hours value can also be entered for each code. This value will auto-populate the estimated start and estimated end date fields on the work order phase. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 50

51 8. Problem Code Screen Problem codes are used on the customer request and work order screens to facilitate data entry and to default specific field values on the work order and phase. Title Block The Title block contains the specific problem code text that is viewed on the screen along with a description of the specific problem code. Active Block The active block identifies whether this problem code is active and available for use in the system. Work Classification Block The work classification block is optional, and identifies the work hierarchy (type, category, and work code) associated with the problem code. When the problem code is selected on either the customer request or the work order, the type, category and work code combination for that specific problem code will be populated automatically, if these values are entered on this screen. Assignment Block The assignment block is optional and is used to assign the default shop, primary shop person, and priority on the work order phase. If these values are provided, they will default on a work order when the problem code is selected during the creation of the work order. Estimate Block The estimate block is optional and identifies default estimates for labor hours and labor, material, equipment, and contract costs. When the problem code is selected, these default values will automatically populate in the phase cost analysis screen, if they have been entered in this Estimate Block. After the actual cost transactions are entered against the phase, the use of problem code estimates thereby allows the reporting and analysis of "estimate versus actual" cost calculations. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 51

52 9. Request Method Screen The request method is an optional value to indicate how work was requested. Request method is populated on the work order phase. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 52

53 10. Material Request Status Screen The Material Request Status screen is where statuses in the material request workflow are defined. The material request status indicates the step in the process of a material request record from creation to completion. Title Block The Title block contains the specific status wording that is viewed on the screen, along with a description of the specific status. Active Block The active block determines whether or not a status value is available for use with the system. No indicates the status is not available for use in the system. Yes indicates the status is available for use, and that this status is part of the business process. The sequence number identifies a numerical sort order for this status when appearing in a zoom list of all statuses. Each user specified status is associated to one of the system status flag values that control the behavior of the status within the system: Open this is the initial material request status. A material request in a status equal to the Status Flag of Open is editable, enabling a user to start and save a record as many times as necessary prior to initiating a transaction. Finalized the material request is ready for retrieval by warehouse personnel or purchasing. If the materials identified on the material request are stock, Finalized will create a Pick Ticket record (also at a Finalized status). If the materials on the material request are non-stock or catalog, a Purchase Order will be created at a Finalized Status. Closed the materials have been disbursed to the job (work order phase), or to the warehouse if stock items were purchased. Canceled the material request is canceled without the disbursement of materials to a job. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 53

54 Workflow Block Workflow is an optional group of fields that can be populated to enforce a specific workflow. The workflow is enforced using the defined range of statuses within which a status can be set. The minimum status is the least available status that can be set from the current status. The maximum status is the greatest available status that can be set from the current status. Without the use of minimum and maximum statuses, any status may be changed to any other status. The system will analyze the current status against any new status the user is attempting to set. If the new status is within the min/max range of the current status, the user will be able to set the new status. This is a very effective means of forcing a particular set of steps within a process. Role Block The Material Request Status Role block identifies which user role(s) has permission and access to this status. When specified, only the users in the role(s) identified will have access to this status. If no roles are identified, all users may have access to the status. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 54

55 11. Stock Location Screen Shop stock (sometimes called bench stock) is a type of inventory with limited materials management functionality (cost to the job only). The Stock Location screen is used to identify where the shop stock is physically stored. Title Block The Title block contains the specific stock location wording that is viewed on the screen along with a description of the specific stock location. Active Block The Active block identifies if the stock location is active and available for use in the system. The shop field is used to identify the specific shop that has access to the shop stock items at this location. Shop stock may also be maintained for a specific piece of equipment. In that event, the equipment may also be specified here. Location Block The Stock Location block identifies where shop stock is stored in relation to the property hierarchy. Location is used on the Stock Number screen (below) to associate to a defined shop stock item. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 55

56 12. Stock Number Screen Shop stock is a type of inventory with no inventory control functionality (cost to the job only). The stock number screen is used to identify the shop stock item number, unit of measure, cost, and which stock location the stock number is associated with.. Title Block The Title block contains the specific stock number wording (or stock number ID) that is viewed on the screen, along with a description of the specific stock number item. Active Block The Active block identifies if this shop stock number item is active and available for use in the system. The item unit of measure is also included to identify how each item is issued for use. Stock Location Block The Stock Location block identifies which Stock Locations the Stock Number is associated with. Note the Unit Cost is set up on the Stock Location setup screen, meaning the Unit Cost can be different at different Stock Locations. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 56

57 13. Work Management System Flags (from System Administration Module) In the System Administration Module, under the System Setup menu option, there are system flags that control behavior of some actions in the system. These flags allow an organization to determine how AiM will function under certain conditions. For example, the Priority field on the work order phase can be made required or not required by setting system flag 117 (see below) to either Yes, or No as desired. The system flags impacting the are addressed below: System Flag 104: WORK ORDER - PROMPT TO CLOSE WORK ORDER WHEN ALL PHASES ARE CLOSED If flag 104 is set to Yes, when a user clicks the save icon, if all phase statuses are at a status equal to the Complete status flag (normally Closed), a prompt will appear advising that all phases are closed and asking if the user wants to close the work order. System Flag 116: WORK ORDER - EDIT WORK ORDER NUMBERS If flag 116 is set to Yes, the work order number is editable prior to the first save. If the flag is set to No, the work order is not editable. System Flag 117: WORK ORDER - PRIORITY IS REQUIRED ON WORK ORDER PHASE If flag 117 is set to Yes, the priority field on the work order phase must be populated to save the record. If the flag is set to No, the priority is an optional field. System Flag 137: WORK ORDER - ENABLE DUPLICATE WORK ORDER/PHASE MESSAGE If flag 137 is set to Yes, a user will receive a possible duplicate work order message when the Type, Category, Work Code, and Region, Facility, Property and Location (if location is populated) already exist on any currently active (not closed) work order. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 57