Creating a work order manually

To enter a work order, the function buttons “Work Order” and “Create Work Order” are available in many MAIN-TOOL objects, e.g.

• in the Equipment Information Center,
• in the master data lists of technical objects.

An effective procedure is to select the relevant technical object in the Equipment Information Center and then click on "New activity" and "Create Work Order". This way, the connection to the technical object as well as its cost center, if applicable, is already stored in the work order and the entry can be started with the description fields.

However, since work orders are sometimes created for which the specific technical object is not known until later, for example, the "manual" creation is explained below, in which all assignments are explicitly defined.

 

Creating a work order manually

Clicking on "Work order" in the “Actions” row band on the start page directly creates a new work order in the card page view.

Alternatively, clicking on "Work orders" in the first top row opens the list of work orders. Afterwards, a new work order must be created by clicking on "New".

 

 

In case of a request for the number series for the work order, simply "OK" can be clicked if only one number series exists, otherwise the number series in question must be selected. Clicking on the "Assist" button (3 horizontal dots) displays the number series available for selection, if any.

 

 

With "Enter" or click in another field except "No." the next free work order number from the assigned number series is determined and entered in the field "No.".

 

 

Entering Work Order Data

Which fields are relevant and have to be filled in according to company definitions is handled individually. The following is a simple example:

 

 

In the case of "manual" entry, the technical object for the work order must be added explicitly as soon as possible or if known. The following chapter explains the assignment.

 

Assigning Technical Object

In order to add a technical object to the work order, the type of technical object must first be specified in the “Reference Object” field in the “Technical Object” tab:

• Component Address
• Mounting Position
• Technical Component
• Vehicle

Then, by clicking on „Process” and then “Details” (nut-symbol), the relevant technical object can be selected from the list of technical objects.

 

 

To do this, clicking on “New” creates a new line entry and the relevant technical object can be selected in the “No.” column. It is recommended to use the “Select from full list” function during selection in order to display the complete overview of all technical objects including the filter options.

If necessary, multiple row entries with technical objects can be added, providing they all belong to the same global dimension 1 (cost center).

 

 

If there are different cost centers at the technical objects, separate work orders must be created, since only one global dimension 1 can be assigned to a work order.

After the assignment is completed, this is displayed in the "Detail no." field ("MULTIPLE" if several objects are assigned).

 

 

Recording Work Order Texts

Work order texts can be used to describe the work order and the work to be performed in more detail, if necessary. Click on „Process“ and then „Texts“ to open the work order texts.

 

 

The section about checklists describes the procedure for creating simple texts up to complex checklists with performance data feedback.

Therefore, only 4 basic possibilities are shown below as examples:

• Entry of an instruction with four work steps from existing instructions (Code “INS0003”)
• Entry of an instruction with three checklist positions
• Entry of a note from existing notes (Code “NOSMOKE”)
• Manually entered text

Note:

• Care must be taken to ensure that the codes are entered in the correct order:
  • If the instruction and work notice stored on the technical object are to be called up, the "Detail no." column must be filled in first so that the referenced codes can be selected.
  • To call up all work order instructions/work order notes, the "Code" column must be filled in first and then "Detail no.".

 

Record Work Order Planning lines – Explode BOM of Technical Component

In the „Lines“ tab, planning of expenses can be carried out.

Note:

• Whether planning is required depends on the company-wide specifications. Entries in the "Lines" tab are not a prerequisite for processing the work order in MAIN-TOOL.
• Without planning, the work order has no planned costs.

The „Explode BOM“ Function can support planning if the items of the technical component (assigned in the work order details) listed in the bill of material are to be transferred in full or in part to the planning lines of the work order.

Therefore, it may be useful to enter recurrently required wear parts of a technical component in the part list of the technical component.

In the planned lines of the work order, individual lines can be deleted or added as required without affecting the bill of material of the technical component.

The procedure to use the “Explode BOM” function is described below:

Clicking on "More options", "Navigate", "Work order" and "Details" opens the "Order details" list.

After selecting the technical object, clicking on “Explode BOM” transfers the BOM Items to the planning lines of the work order.

 

 

Completing the Activity Description

It is recommended to fill in the fields „Type of Activity Code“, „Work Order Priority Code“, „Malfunction Code“, „Type of Damage“, „Figure of Damage“ and „Cause of Damage“ as far as possible and applicable in case of malfunctions and defect rectifications for evaluation purposes and support of the vulnerability analysis during work order processing.

In the absence of selection options in the available information of the selection fields, it is recommended that these be continuously expanded so that the best possible applicable information can be provided and evaluated

 

Verifying posting information

In the case of maintenance work, experience has shown that it is often sufficient to specify the "Work Order Posting Group" and "Cost Center Code".

It is recommended to define internal rules for the recording of information for the different types of work orders. In this context, the presetting of input fields can be a useful measure, see following note.

 

Note:

• The presetting of certain information according to the work order category is possible in the „General“ tab in „Work Order Category Code“ field by clicking on “Select from full list”. In the now displayed list view of the work order categories the desired presettings can be entered.

 

Scheduling the Work Order

Input fields are available to schedule work order dates.

The work order planning data of a following example could be

• The overload protection tripped at 6 a.m. and the plant has been stopped since then.
• Service personnel are scheduled to perform the repair starting at 9:15 am.
• Estimated repair time approx. 3 hours.
• End of shutdown will be recorded later when the plant is back in operation.

 

 

Work Order Execution

With the completion of recording, planning and scheduling, the work order status must be changed from "Planning" to "Execution". Once the status has been changed to "Execution", no more planning data can be changed.

Therefore, it is recommended to check the data entered before changing the status. After clicking on “Process”, a preview can be opened with the “work order card” button and printed if required.

If no more changes are required, the status can be assigned to the subsequent status, in this case "Execution", by clicking on the "Change status" button.