From Quick Action:

To generate unplanned works orders using the Quick Action button:

1. On the Main Bar of the platform, click the “Quick Action” button located at the top right-hand side of the main bar.

2. From the quick action list, select “Unplanned Task”

An Add New Unplanned Task window will open where all the information corresponding to the unplanned work order will need to be completed. In this window a 4-step process is required in order to generate an unplanned work order, these steps will be explained in detail below.

Note, an unplanned task can be sent to pending tasks (to be scheduled later) or generated as a new work order.

The 4 steps to completing an unplanned work order are:

  • Step 1 (Assets): Information associated with the asset and its status.

  • tep 2 (Task): Information associated with the unplanned task.

  • Step 3 (Sub Tasks): The sub-tasks or step-by-step checklist that are associated with the task.

  • Step 4 (Resources): Resources to be used in the execution and fulfilment of the task.

Step 1: Asset Information

1. In the Asset step, complete the required fields corresponding to the asset (see below for a detailed explanation on each of the required fields)

2. Once completed, click the “Next” button to move to the next step

In this step, the following information must be filled in:

  • Asset: Asset associated with the unplanned task

  • Incident Date: Date on which the incident occurred.

  • Requested by: Person reporting the unplanned task (by default the owner of the account with which the task is being created).

  • Has asset failed?: Option where you can indicate if the unplanned task involves the failure of the asset (if this option is selected the fields below become visible and are mandatory).

  • Type of fault: List with default types of faults associated with the asset

  • Cause of failure: List with default reasons or causes of the asset failure.

  • Fault detection method: List with default detection methods by which the fault was identified.

  • The severity of the fault: List with default options for ranking the fault according to its severity.

  • Type of damage caused: List with default options to identify the type of damage caused by the asset failure.

  • Interruption time to other assets: Time in which the fault directly affects other assets.

  • Asset Out of service: A state in which the equipment is stopped due to a functional failure. When it is activated, the date and time when the equipment was stopped must be entered (This field is extremely important since this time is the one taken for one of the available indicators in the Business Intelligence module and can be used for example for calculating the MTBF or MTTR).

Step 2: Task Information:

5. In the “Task” step, complete the required fields corresponding to the task (see below for a detailed explanation on each of the required fields)

6. Once completed, click the “Next” button to move to the next step

In this step, you’ll need to fill in the following information:

  • Task Description: Short description where the task in question is specified.

  • Note: Field available to add some details on the task.

  • Task Type: Catalog including every kind of task registered in the system.

  • Group 1 and 2: Corresponds to fields made available by the platform to be filled in and to assign an additional classification to the task.

  • Priority: List where the task is classified based on priority.

  • Estimated Duration: Theoretical duration for the time it would take to perform the task (the real time is recorded directly in the WO).

  • Request Number: Correlates to the identification of the request that generates the unplanned task.

  • This task has already been done: Option that allows the system to identify whether the task has already been executed or not.

  • Options: Options available to manage the unplanned task through an WO (you must add the person responsible for the WO) or Work Queues (you must add the date to schedule said task).

Step 3: Sub-Tasks Information:

7. In the “Sub-Tasks” step, add the associated sub-tasks by clicking on the “Add” button found at the bottom right-hand side of the screen.

8. A default list of the 6 types of sub-tasks will appear. Select the appropriate type that best suits the sub-tasks that you wish to create (see below for a detailed explanation on each of the 6 types of sub-tasks).

9. Once selected, click the “Save” button to save changes.

The 6 types of subtasks are:

  • Text: Refers to subtasks that will be completed in a text type field.

  • es/No: Refers to subtasks that will have a predefined response with the options of Yes, No, and N/A.

  • Number: Refers to subtasks that will be completed with numeric characters.

  • Verifications: Refers to subtasks that will have a predefined response with the options of Pass, Flag Fail.

  • GPS location: Refers to the subtasks in which a geo-date stamp of the device will be at the time of completing the subtask to confirm the time, date, and geolocation.

  • Dropdown: Corresponds to subtasks where several options are shown from which only one can be selected.

    Repeat steps 7-9 to add additional sub-tasks

10. Once all the required sub-tasks are added, click the “Next” button to move to the next step

Step 4: Resource Usage Information:

In this last step, you can add the resources associated with the unplanned task, for example: Inventories, Human Resources, Services, Inventories (Not Catalogued), Services (Not Catalogued).

11. In the “Resources” step, add the associated resources by clicking on the “Add” button found at the bottom right-hand side of the screen.

12. An “Add New Resource” window will appear. Select the appropriate resource type and fill in the required information.

13. Once completed, click the “Save” button to save changes.

Repeat Steps 11-13 to add additional resources

14. Adding resources finally completes the 4-step process of creating an unplanned task. Click the “Finish” button to save the changes and complete the process

15. Clicking finish in the previous step generates the work order or pending task (work queue) associated with the unscheduled task. The created Work order or Work Queue can now be viewed in the Work Management Module

How to add an Unplanned Task from the Work Order module:

An Unplanned Task can be added from any of the following Work Order modules views (Kanban, Calendar, and Work Queues)

1. Click the “Add” button located in the bottom right hand-side of the preferred view to add an unplanned task:

View Kanban

Calendar View

List View

2. A “Non Scheduled Tasks” window will open. In this window, complete the 4 step process (Asset, Task, Sub Task, Resource) required for completing the unplanned task.

From Job Requests:

Once a work request has been generated, the system will allow you to manage said request through an unplanned task, to do so you must click the add button

After clicking it, a new window will be enabled, where you’ll need to complete all the information corresponding to the unplanned task before it’s generated as a WO.

Note: In the session on how to generate an unplanned WO “From the Quick Action” you’ll find a detailed step-by-step guide to complete each of the fields required to generate an Unplanned WO.

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