The work management process for completing a work order can be initiated from any of the following work order module views:
Work Queues List View
For the Kanban view:
1. From the Kanban View, select the work order you wish to edit or complete by clicking on the “work order tile”.
2. A new side bar window will be enabled where the general information of the work order is displayed, along with the tasks that are included in said work order.
3. To start the execution and completion of the Work Order, select the “task” that you want to start.
Note: It must be considered that each task is independent and has its own execution times, even though there may be several tasks within the same work order. It is therefore possible to have individual traceability for each task in terms of time and resources used.
4. After entering the task, the system will open a “Task edit” window where you can complete each of the requirements necessary to execute the task.
Note: Each of the available tabs in the “task edit” window is briefly described below:
Task: Tab that contains the general information of the task (Type, Priority, and Classifications), Times (Record of start and end of the task, Execution time, etc.), and the type of associated Trigger.
Sub Tasks: Tab where all the steps or checklist required to complete the task must be completed.
Resources: Tab where you can add the different resources (Human Resources, Inventories, Services, etc.) necessary in the execution and fulfilment of the task.
Attachments: Tab where attachments from a task plan can be viewed and new attachments can be added, as evidence associated with task execution.
5. Complete the information in the “Task” tab,
5.1. In the Task Tab, start the activity by clicking on the "Start" button (Note, clicking the “Start” button auto updates the task start date and time and allows for the task execution time to be recorded once the work order is completed).
Starting the task activates the “Stop” and “Pause” buttons (Note: the function of these buttons is briefly described below)
Stop and Pause button functions:
Stop: This button completes the task and should only be used once all the fields required to conclude the task have been completed (Note, by clicking the stop button, the system will auto update the task Execution Time by calculating the difference between the Start and Stop times)
Pause: This button allows the user to intermediately pause the task and the subsequent time logged on the task due to any delays in said task execution. When establishing a pause, a log window will open, where the reason for the pause must be identified, along with a brief descriptive note. Finally, the activity can be resumed by clicking on the "Restart" option (Note, the records associated with the breaks can be viewed in the "Records" option).
5.2. Note: In case it is required to record the time manually (without the start and pause counter), enter the "Log" button and add the start and end date of the task from this option.
6. Next, open the “Sub Tasks” tab and complete each of the steps or points required in the execution of the subtask
7. Open the Resources tab to view and edit the resources.
7.1. Add additional resources by clicking on the “Add” button located at the bottom right-hand side of the tab window.
7.2 A new window will open, click the “Resource Type” field dropdown button to open the default inventory type list.
7.3. Select the preferred “Resource Type” from the default list (Note, the available resource types are described in detail below)
The available resource types are:
Inventory: Refers to the resources (Tools, Spare Parts, and Supplies) coming from a warehouse and that is necessary for the execution of the task.
Inhouse Personnel: Refers to the man-hours that are to be accounted for in the Work Order.
Services: Refers to the costs associated with external services performed by third parties registered on the platform (third party module).
Inventory (Not Catalogued): Refers to inventory-type resources that do not come from a warehouse and therefore are not registered on the platform (An open/free field for adding once-off spares that is not kept in store or saved on the platform).
Service (Not Catalogued): Refers to the services associated with an external party that is not registered on the platform as a third party.
Note: All costs associated with inventories and catalogued services come directly from the Warehouse and Third-Party modules. When adding “Non Catalogued” inventory or services, a field becomes available to capture the cost of the item or service.
7.4. Complete the Stock Item, Warehouse, planned Qty, etc. information.
7.5. After completing the Add Resource process, click the “Save” button
7.6. After saving, the Resource is added to the Resource tab.
The process of adding a material Resource to a work order is now completed
The process of managing the resource will now be shown
7.7. When adding an inventory-type resource, a Material Requisition is automatically generated (both in the Work Order and in the Warehouses-Material Requisitions module). A Material Requisition works as a validation document guaranteeing that the material request/order is from a work order. When generated, the Material Requisition will be in an Undelivered, Unapproved status. This status will change when the requisition is approved and or delivered from the warehouse.
7.7.1. Clicking the Material Requisitions button opens a new window displaying the information of the requisition.
Once the material requisition is generated, the corresponding output/delivery must be made in the warehouse module. In which case the material requisition status will change from "Not delivered" to Total or Partial delivery.
Once the material has been delivered, the technician who completes the work order must verify the actual amount used “Real Used Quantity” and in case of excess material, the material must be re-entered to the warehouse as a return.
See the sections “What is a materials requisition and how is it generated” on how to manage a materials requisition.
Once the material resource has been used on the work order, the “real quantity used” must be recorded. To do so complete the following steps in the Resource Tab:
7.8. In the Resources tab, click on the resource item you want to edit.
Once the material has been delivered, the technician who completed the WO must verify the actual amount used and in case of excess material, the material must be re-entered into the warehouse as a return.
7.9. In the “Real Used Qty” field, fill in the actual quantity used
7.10. Click the “Save” button to save the changes
Now, the attachments tab works similarly, since to view the attachments associated with the task plan, you only need to access said tab.
Nonetheless, to add a new attachment, you’ll need to click the add button which you’ll find at the bottom of the window and then select the type of attachment you want to add.
8. Click on the “Attachments” tab to view the attachments associated with the task plan or add a new attachment.
8.1. To add new attachments, hover the cursor over the “Add” button and select the type of attachment you want to add.
Note: Text field in which you can add any note regarding the task performed.
Link: Text field in which an internet link can be added.
File: Field in which files can be attached, such as documents, images, etc.
The 4 work order tabs (Task, Sub Tasks, Resources, Attachments) have now been completed, the process “How to execute the work management process for completing a work order?” is now complete.
For the TimeLine and List views:
To access the work order from the Calendar view:
1. In the Calendar view, select the work order you want to edit by clicking on it
2. A work order edit window will appear on the right-hand side of the screen
To access the work order from the Work Orders List view:
1. In the work queues list view, simply click on the work order you want to edit.
2. The work order edit window will appear on the right-hand side of the screen.
After opening the Work Order from both the “Calendar” and “Work Order List” views, the work order edit screen appears on the right-hand side of the screen and a window will open for editing and filling in each of the tasks associated with the works order. This is done in a similar way to that of the Kanban view (For more details see the section from “How to edit and complete a work order for the Kanban view”)