Work Orders
Introduction
Work orders record details about Equipment maintenance.
Users can manually create Work Orders, or FX EAM creates Work Orders based on a Preventative Maintenance Schedule and a _Model type Work Order.
You can create six types of Work Orders.
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Work Orders go through a life cycle.
Track Task Labor on the related Work Tasks when present or directly on the Work Order.
You can also use Validation Rules.
Prerequisites
To setup and use work orders, you need to:
| Have these user licenses | Have these permissions | Complete these tasks and review these topics before continuing |
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How Work Orders Works
In FieldFX, Work Orders are used to track the repair and maintenance records of Equipment.
Work Tasks can be used to track the kind of labor required to complete the work. Each task ties to either a specific Craft or uses the default labor rate as defined in Custom Settings. Tasks can be detailed into Work Task Steps.
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A Work Task can automatically be added at Work Order creation if the Work Order Parameter Initial Est Hrs value in Custom Settings is set to something greater than zero. |
Model type Work Orders serve as the templates for preventative maintenance schedules.
The Work Order (WO) object contains header level details for the Work Order.
Use the Related tab to add additional |
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As work is completed and inventory is issued, use the Related tab to view inventory transactions or compare planned vs. actual costs.
Work Order Statuses
Work Order statues determine whether demand is placed on unissued Stock Items in Planned Stock reports.
Preventative maintenance (PM) schedules can have work orders attached to them and either be Calendar-Based, Meter-based, or Event-based.
| PM Schedule Type | Status | Description |
|---|---|---|
Calendar-Based PM Schedules |
Closed |
Users shouldn’t move the WO status to Closed without completing the WO. If just the WO status is just set to Closed and not completed, the WO won’t reset the PM. To avoid this, put in a validation rule to enforce that workflow. |
Cancelled |
If a user cancels a WO, they must specify a Due Date Override on the PM Schedule. There is already a validation rule to prevent this. |
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Meter-based PM Schedules |
Closed & Cancelled |
Users will need to change WO status to Completed first, in order reset the PM. Afterwards, the user can move the status to Closed or Canceled. To mitigate this, users can put a validation rule in place to enforce that workflow. |
| If an item within the work order fails, the work order record the number of sync issues. Click on the number to open the Sync Event to see the cause of the failure. See Identify and Resolve WO Sync Issues. |
Step-by-Step Guides
You can either create or issue stock to work orders.
Create a Work Order
| The fields shown in the work order depend on how they are set up in your org. |
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Select Work Orders tab, then click New.
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Select the type of work order to add:
Record Type Description Corrective
Repair work
Model Work Order
Template to use on Preventative Maintenance Schedules
Work Request
Record of work that needs to be done, such as a bulb replacement or paint touch up
Each Record Type has its own Status sequence and fields. -
Complete entries in each section. Required entries are indicated.
Many values populate automatically via workflows.
Category Fields Description / Action Basic
Work Order
Automatically assigned
Owner
Defaults to logged in user
Description
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Information
Asset ID
Equipment on which to perform the work.
Account
Account record for whom the work is done.
Location
Specific location of the equipment.
Space
The Space record that requires work or the Space location from the selected Asset ID.
Space is the Lowest level of the Building → Floor → Space hierarchy. Status
Current status of the work order.
Accept the default, as the Status is updated automatically. Type
Category for the work order within its Record Type.
Priority
User defined
Case
Assign the work order to a case.
Detailed Comments
Problem Description / Scope of Work
Overview of the requirements for the work.
Instructions
Rich Text field for including details of work to be done.
Planning & Scheduling
Due Date
Original planned or scheduled date work expected to be completed
Assigned Vendor
The Account ID for the Vendor doing the work.
The Account must be defined as a Vendor.Planner
User planning the work
Service Region
Area for the work.Used for Crews.
Scheduled Start Date
Original date work planned to begin
Actual Start Date
Date work actually stared
Scheduled Completion Date
Planned date of work completion
Completion Date
Actual work completion date
Close Date
Date work is finalized
Completion Date typically indicates work is done, but a final inspection has not occurred.
Close Date means no additional labor or parts can be added to the Work Order and is typically after a final inspection.
Labor Hours
Initial Est Hours
Number of hours planned for the job
Entering more than 0 in Initial Est Hours prompts EAM to automatically add a Work Task for the Work Order.
The default value for this field is defined in the Work Order Parameters Custom Settings.
Actual Reg Labor Hours
Regular rate hours automatically calculated based on work tasks for the work order
Actual OT Labor Hours
Overtime rate hours automatically calculated based on work tasks for the work order
Actual DT Labor Hours
Double time rate hours automatically calculated based on work tasks for the work order
Accounting Details
Expense GL Account
Populated from Equipment item, but can be overridden by the user. Main G/L account to use for expenses for this work order.
GL Variable 1
GL Variable 2
GL Variable 3
GL Variable 4Sub-ledger segment for assigning costs to a cost center
These variables are customizable to the business. See G/L Variables.
Failure Analysis
Downtime Hours
Hours Equipment item is unavailable due to work order
Geolocation
Latitude
Longitude
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After creating the Work Order, use the Related tab from the Work Order to add:
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Inventory Transactions, including issuing Stock Items to the Work Order
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Files
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Use the Related tab from the Work Order to review either of the following:
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Approval History
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Work Order History
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Issue Stock to a Work Order
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Access the Work Order record.
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From Quick Links or the Related tab go to Inventory Transactions and click New.
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Make the following entries:
Field Action Stock Item
Select the Stock Item to issue to the Work Order.
Transaction Type
Defaults to Issue.
Transaction Qty
Amount issued from on hand quantity.
To return items to the Warehouse, enter a negative quantity.
Bin Location
Select the Bin to take quantity from.
If left blank, the Stock Item’s Primary Bin location is used. Work Order
Select the Work Order to issue the inventory to.
Transaction Date
Defaults to the current date, but can be changed.
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Click Save.
Identify and Resolve WO Sync Issues
Follow these steps to identify and resolve Work Order (WO) Sync Issues:
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Open the WO.
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Find the Sync Errors field.
If the number is 0, there are no Sync Issues.
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Click on the number to open the Sync Event.
Errors may differ depending on the type of Sync Error and its page layout. For more information, see Sync Event. The fields and sections shown may be different depending on the page layout used. -
Examine the following fields for failure specifics:
Field Description Payload
The actual error.
Payload
The modified payload that fixes the error.
Failure Reason Full Text
Example: Value of this number should be more than 5.
Salesforce Id
The ID in Salesforce.
Error Code
The error code.
Status
The status of the Sync Event.
Initially, it shows
Failed.
When the error is corrected, the status changes toProcessed. -
Click
next to the Payload field to edit it.Depending on the error and the text in the Failure Reason Full Text field, entered text may be different. -
When finished, click Save.
The event is reprocessed and the Sync Errors has no number in it.