Record Resource Hours as planned

Summary

This article explains the processing steps to “report” resources hours "as planned” (in the work order). The prerequisite for this is that a work order exists. If it is a completed ad hoc malfunction clearance for which no work order exists yet, a work order is first created that contains exactly the positions that are now to be “reported as planned".

 

Record Resource Hours as Planned

As explained in this section, one of the two scenarios is usually present for this type of resource hours entry:

• An existing work order was processed. The work order could be executed as planned (Planned resource hours correspond to performed resource hours). There are no comments or checklist contents to report.
• A maintenance activity was performed ad hoc without a work order having been created beforehand. Now resource hours are to be recorded for this activity. Eventually remarks can be entered and additionally reported in the course of the work order creation, if necessary.

The central question before the recording resource hours in a work order feedback is therefore, whether a work order exists for which the hours can be recorded.

If a work order exists, the following part can be skipped.

 

The Work Order in MAIN-TOOL

The work order is the central component of MAIN-TOOL Work Order Management. In the work order, the planned services are recorded, work order texts are created (checklists, instructions, notes) and the basic accounting information is maintained. Detailed instructions can be found here.

If, for example, in the case of ad hoc troubleshooting, no work order yet exists in MAIN-TOOL, it can be created in a few steps.

The examples shown here are based on minimum or mandatory data for recording a completed ad hoc malfunction clearance and the subsequent “report” of resource hours via the work order "as planned".

 

Creating a Work Order

• Creating a new work order on the Homepage by clicking on „Work Order“.
• The Work Order Number is preset automatically by clicking into any field but “No.”

 

 

Note:

• By clicking on “Process”, “Copy Document” an existing work order, a work order feedback, a closed work order, a posted work order feedback or a Time Schedule can be used as template for the new work order.

 

 

• Subsequently, it can be selected, if information is to be copied from the document “Including Header”, “Including Lines”, “lncluding Details” and “Including Texts”. The option “Recalculate Lines” initiates a recalculation in the background e.g. to update prices or stock information and “Delete old Lines” clears the info tab “Lines” before information is copied to the new document.

 

 

Info Tab General

If the “Copy Document” function is not used, the following fields can be entered manually.

• Enter work order „Description“ fields. Use the „Comments Sheet“ for more detailed documentation of information if necessary.
• Enter in field „Res. Department No.”, which department is responsible for execution or monitoring of the execution.
• Enter „Person in Charge No.“ (who is recording the work order or is responsible for edition).
• „Work Order Category Code“ is used for evaluation purposes on the one hand, additionally it can be used to realize a pre-assignment of further fields required for the posting of a work order. A click in the drill-down menu and then on „Select from full list“ opens an input matrix.

 

 

Info Tab Technical Object

• If the work order has a reference to a technical object, then the category of the technical object at the “Reference Object” Field and with click on “Process” and then “Details” the referred technical object is to be selected.

 

 

 

 

Info Tab Lines

• The work order lines enable the entry of the resource hours, that are to be recorded for the processing of the work order.
• The entry of planning lines is done from left to right.
• If the columns mentioned below are not visible, they must be added using the “Personalize” function.

 

Field Name	Description / Information
Type	What type of expense is to be posted? The choices are: Items External Service Resource Resource Group
No.	No. of selected type of expense.
Description	Description of selected type of expense
Quantity	Quantity specification in the unit of the expense type
Unit of Measure Code	Selection of the unit according to the selected expense type.
Location Code	Indication only for consumables, from which storage location was withdrawn
Bin Code	Indication only for consumables, from which storage bin was withdrawn

 

 

• Here it is necessary to check, that the resource hours entered in the lines correspond to what is to be “reported as planned” to the work order.

 

Info Tab Activity

• The Field „Type of Activity Code“ serves for evaluation purposes and can be filled in accordingly.

 

 

Info Tab Accounting

• As a rule, the entry of a „Work Order Posting Group“ is sufficient for a simple work order feedback, so that expenses and consumptions can be posted. Pre-assignment via the field „Work Order Category Code“ is possible.

 

 

Info Tab Appointments

• In this info tab, the date of the completed order can be entered.

 

 

Status Change

If the work order is still in the „Planning“ Status, it must now be set to „Execution“ after entering or checking all relevant information for execution of the work order.

 

 

Comments on the Work Order

If detailed information on work order processing is to be documented, the „Comments“ can be used, as  described here.

 

Checking Work Order for Instructions or Checklist Tasks

It is recommended to check, whether instructions or checklist tasks are stored in the work order, before the function “Report as Planned” is executed. The easiest way to do this is to check the “Work Order Texts” Info Box for possible contents and to respond if necessary, as described in the articles about chcklists.

 

Function „Report as Planned“

Then, the work order feedback can be created with the function “Report as Planned”. The function can be found at “Work Orders” (Work Order List Overview) and in the work order card view in the menu “Process”.

 

 

With this function, all planned lines are transferred to the work order feedback, as they have been entered to the work order.

A status change can be made in the course of the work order feedback posting:

 

 

• If it is a standing order, to which further postings should be made, the field can be left empty.
• If the work order is completed finally, the status can be changed to “Finished”.
• Are further postings on the work order to be made, to complete it soon, the status can be changed to “In Progress”.

Then, by clicking on „Yes“, the Work Order Feedback will be posted.