Tasks |
Note: Linear assets do not display on this screen. Use the Data -> Shop Activity -> Linear Work Order screen.
The Tasks tab enables you to display and specify the tasks associated with the work order, based on your current diagnosis of what is wrong, what needs to be done, and what has been done.
This tab is designed to be used as a planning tool. The task IDs you enter, with any detailed procedures you define for each task, are listed on the hard copy of the work order. Because task IDs are retained until you close the work order, you can evaluate how much work remains to be done at any time. If you enter a task ID, it is not required that work be done under that ID, and you can charge work to IDs not specified on this screen.
If the Job type field on the Basic Info tab specifies REPAIR, this tab displays all task IDs that have a check in the Always on repair work orders field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
If the Job type field specifies PM, this tab displays all tasks IDs that have a check in the Always on PM work orders field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
If the Standard Jobs tab assigns a standard job to the work order, this tab displays the tasks for those standard jobs. (Tasks are assigned to standard jobs using the Basic Info tab of the Data -> Shop Activity -> Setup -> Standard Jobs screens.)
On repair orders, if the Options tab of the Data -> Shop Activity -> Setup -> Options screen contains a check in the Add late/soon due PM services to repair orders as tasks field, when you insert (open) a work order, any late or soon due PM services for the same equipment unit are automatically added to the list of tasks except in the following cases:
If a PM order is already open for that PM service, a message displays, stating that the PM service is already on an open PM order.
If the PM service is already a task on another open repair order, a message displays, stating that the PM service is a task on another open repair order.
If you post labor, parts, or commercial charges to a task or PM service that is not already listed on the work order, the new task is added automatically. (WORK ORDER must be specified in the Entry type field on Labor Capture tab of the Data -> Shop Activity -> Employee Labor Capture screen.) You cannot delete such tasks from the work order.
Tip: To limit the display of information in the grid and maximize performance, use the filter. The list of searchable fields on the filter is extensive; use the scroll bar to view them all. If you search on task ID, incident ID, or project ID, you are encouraged to specify a location ID as well to help reduce the amount of search time required.
Tip: If you are performing an update that requires a calendar to calculate hours but the calendar has not been generated for that time period, a warning message appears. You will be allowed to process the update, but the hours will not be calculated properly because the calendar has not been generated. If you receive this warning message, ask your system administrator to generate the calendar.
The Work Order Center screen supports location level and department-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates. In addition, the option specified in the Require match between work order location and equipment access rights location field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen specifies whether users can open work orders and whether there are restrictions on the equipment that can be repaired.
Task IDs are used to check for potential comebacks. A warning message is generated on the Messages tab and on the hard copy of the work order for each task that is in the same repair group or standard as a task previously performed on the same unit within the applicable comeback period (see the Meter Info tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen).
To streamline data entry, you can copy work orders using the Copy button. For a list of the data items that are copied and not copied, see Work order data items copied. Remember that behind-the-scenes functionality specified on the Work Order Center screen also applies to work order actions performed through the Shop Activity Portals in the Web Modules.
You can also use the sort button to arrange the order in which the work order IDs are listed. If you do not specify a sort sequence, IDs are listed in descending order by the Date and time in field (specified on the Basic Info tab).
When you filter data based on multi-unit project ID, data for work orders includes service requests assigned to the project as well as work orders directly assigned to the project. If you search on project ID, you are encouraged to specify a location ID as well to help reduce the amount of search time required.
You can use the % wildcard character to filter the results of choice lists on this screen.
The fields in the top section of this tab define the data that displays.
Work order ID
Identifier of the work order currently selected in the grid or that you are inserting (opening). The work order ID is composed of three parts: the location, year, and number. The location part of the field has a list box.
Equipment ID
Identifier of the equipment unit on the work order currently selected in the grid. Display only.
Job status
Job status of the work order. This field is display only. The job statuses are as follows:
OPEN: The work order has not yet been completed.
WORK FINISHED: Shop personnel have completed the work and placed a check in the Date and time finished field on the Basic Info tab for this work order.
CLOSED: The work order is no longer open.
PENDING: Work has not yet started on this work order.
Current work delay
Identifier of the reason for the current work delay, if any, on the work order. The work delay description displays to the right of the ID. Display only from the Work delay ID field on the Delay tab.
Data in the fields on the bottom section of this tab, presented in a screen group, display tasks expected to be or actually performed under this work order. The screen group displays up to 200 rows of information. To view more than 200 rows, use the Queries/Reports -> Query Report Generator screen to create and run a report that includes the information. Unless otherwise indicated, each field is required to assign a task to the work order.
Delete
To delete the entries in the fields to the right, place a check in this field and click Save. You may only delete tasks that have no charges and are not in use in labor captures.
Note: To delete a task on a work order, you must first reverse all labor and commercial postings and return all part postings made against the task. If there is a part markup and there is a check in the Do not reverse part markup on return field on Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, then parts cannot be completely reversed and the task cannot be deleted. You also cannot delete a repair task ID that is associated with a PM task.
Symptom
Symptom associated with the repair. This field has a list box that filters on only those symptoms that start with the characters you typed in the field prior to requesting the list. The maximum field length is 20 characters. Optional.
To associate a symptom with a task ID, go to the Basic Info tab of the Data -> Shop Activity -> Setup -> Symptoms screen.
Task ID
Identifier of the task. This field has a list box of IDs that have a check in the Active field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen, which indicates it is a valid task to which you can post charges. You cannot post indirect tasks to a work order.
Tip: If you specified a symptom, the task ID choice list is restricted to only those task IDs associated with that symptom.
If an account ID is entered for the line, the task IDs that display are only those associated with the account. If there are no associated task IDs listed for the account, all active tasks that support that account will display. This does not include accounts that have the Enforce task restrictions for this account option enabled on the Tasks tab of the Accounts Primary Information screen.
When a task is added to an existing work order, the work order’s employee assignments and vendor assignments are added to the task’s work assignment record. The task’s default vendor per location is also added to the work order if not already assigned. If the task being added has default 3C information, it is added to an existing service request, added to a pending service request, or added to a new service request (whichever applies). If there is no default 3C information, no service request is generated.
The Default C/C/C Info tab on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen specifies a task's default 3C data.
When you use other screens or the Labor, Parts, or Commercial tabs on this screen to post labor, parts, or commercial charges to a task ID that is not already specified on the work order, the task is automatically added to the work order. See work order screens. The Labor Capture tab of the Data -> Shop Activity -> Employee Labor Capture screen must have an entry type of WORK ORDER. At that time, the value displays in the Work class, Warranty work, and Repair reason ID fields on this tab. You can change the values at any time.
If the task ID is a potential comeback, a notification displays on the Messages tab.
Work accomplished code
Code associated with the task ID for the work accomplished. This code provides more details about the work performed in relation to the task. This field has a list box.
If you do not specify a code in this field, you can specify it in the Work accomplished code fields on the Labor Capture tab of the Data -> Shop Activity -> Employee Labor Capture screen or on the Labor, Parts, or Commercial tabs of this screen when you post such charges to the task. The code displays in this field, but you can change it. See Work accomplished codes - processing.
If the code has a check in the Final status field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen and you use this screen or the Data -> Shop Activity -> Work Order - Short Form, Employee Labor Capture, Time Cards, or Parts Issues and Returns screens to post labor, parts, or commercial charges to tasks, the information in this field is updated automatically.
If the code has a check in the Deferred maintenance and Final status fields on the Basic Info tab of the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen and there is a check in the Transfer all work order comments and notes to generated service requests or work orders field on the Work Orders Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, when you process a check in the Date and time closed field on the Basic Info tab, a service request for the equipment unit (on the Data -> Equipment Activity -> Service Requests/Defects screen) is generated and includes all comments from the Notes and Comments tabs. The comments are separated by carriage returns, and each note includes "ORIGINATED -- WORK ORDER ID: <loc>-<year>-<no>".
Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
The following two fields display the values assigned to the work order on the Basic Info tab. These fields have list boxes.
Note: To change a value, use the applicable tab:
To change the value for specific tasks, use this tab.
To change the value assigned to the work order, use the Basic Info tab.
Account ID
Identifier of the account to charge for the equipment unit's billing. Required if there is a check in the Require entry of account ID on work orders and tasks field on the Data -> Shop Activity -> Setup -> Repair Reasons -> Primary Information screen.
For labor, part, and commercial postings, the ID defaults from the task.
If the task is not yet on the work order, the ID defaults from the work order.
If a task ID is entered for the line, the account IDs that display are only those associated with the task. If there are no associated account IDs listed for the task, all active accounts that support that task will display.
If the repair reason is M (Capital), the ID must be entered manually.
The ID must be an active account ID. Account IDs and their status are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Work class
Code that specifies a work class for the task. Work classes are defined on the Data -> Shop Activity -> Setup -> Work Classes screen.
Warranty work
Warranty status of the task. If a warranty is in effect, the default is specified in the Default setting for warranty when warranty is in effect field on the Work Orders - More Info tab. You should determine (as well as you can at this time) whether the work to be performed on the task represents warranty work. If you know the work is warranty work, specify YES. If you are unable to determine this when you open the work order, you can update this field at any time before you close the work order.
When a task is added to the work order, the information in the Date and time in field on the Basic Info tab determines whether the component is still under warranty.
This field applies to repair group and repair tasks only, not PM services or inspections. The options are as follows:
YES: The labor or parts required for this task are covered by a warranty on the component associated with the task ID.
If you close the work order and there is a in the Automatically create warranty claims when closing work order including warranty work field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, a warranty claim with a status of PENDING is created.
NO: The labor or parts required for this task are not covered by a warranty on the component associated with the task ID. This value displays if any of the following conditions exist:
The Related Component tab of the Data -> Shop Activity -> Setup -> Tasks screen does not specify that the task ID has a related component for warranty purposes.
The Related Component tab specifies that the task ID has a related component for warranty purposes, the equipment unit has a warranty in effect on the component, and a meter reading that exceeds the value in the Expiration meter field on the Warranty tab of the Data -> Equipment Units -> Fleet Equipment screen has been processed.
The date in the Date and time opened field is past the expiration date listed on the Warranty tab of the Data -> Equipment Units -> Fleet Equipment screen.
UNKNOWN: It is unknown whether the labor or parts required for this task are covered by a warranty on the component associated with the task ID. This value displays if the Related Component tab of the Data -> Shop Activity -> Setup -> Tasks screen specifies that the task ID has a related component for warranty purposes and the equipment unit in the Equipment ID field has a warranty in effect on that component. Otherwise, it sets the field to NO. You cannot close a work order if any tasks are assigned the value UNKNOWN.
Component warranties are recorded on the Component Warranties tab of the Data -> Equipment Units -> Additional Data screen. The component type is associated with the task added to the work order.
Repair reason ID
Identifier for the repair reason for the task. This field has a list box. Depending on the value in the Job type field on the Basic Info tab, the following repair reason IDs display when you specify a new task.
REPAIR: Displays the value specified in the Repair reason ID field on the Basic Info tab.
PM: Displays the value that the Repair Reasons tab of the Data -> Shop Activity -> Setup -> Options screen designates as the repair reason ID for NOTED IN PM. See Posting to repair tasks on PM orders.
Tip: Equipment historical costs are updated when a task is changed to or from a user-caused repair reason.
Repair reason IDs are defined on the Data -> Shop Activity -> Setup -> Repair Reasons screen.
Task priority ID
Identifier of the priority for this task. This field has a list box. When you specify a new task, the priority ID defined for the work order appears, but you can change it. Priority IDs are defined on the Data -> Shop Activity -> Setup -> Priority Codes screen. Priority IDs are printed on the hard-copy work order.
Date and time required
Date and time the task must be completed. Displays the date and time the work order is due, based on the priority ID.
Estimated hours
Estimated number of hours of labor required to complete the task. This field is optional. When you insert a new task ID, this field displays the standard labor hours for the task specified on the Standards tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Class/Task Information screen. You also can set estimated hours manually.
If you do not specify a work accomplished code, the value from the Labor hours field on the Standards tab appears.
If you do specify a work accomplished code, the value from the Standard labor hours by work accomplished code/Labor hours field on the Standards tab appears.
Travel time
Estimated travel time required to perform the task. This field applies only if the equipment unit is not in the shop. This field is optional.
Equip warranty work
If this field has a check, the equipment warranty (bumper-to-bumper warranty) applies to the task.
If you close a work order with a value of YES in the Warranty work field and there is a check in the Automatically create equipment warranty claims when closing work order including warranty work field on the Work Orders- More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, a warranty claim with a status of PENDING is created.
If the Warranty work field on the Basic Info tab specifies YES, you must place a check in this field to designate the task (or tasks) on which warranty work was performed. All tasks so marked on the warranty claim (or claims) are included.
Warranty vendor ID
Identifier of the vendor associated with the warranty. This field has a list box.
If the Equip warranty work field has a check, there is a check in the Automatically create equipment warranty claims when closing work order including warranty work field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, and there are no active vendors for the equipment unit, this field defaults to the vendor who expired most recently.
If the equipment unit or component has two or more warranties, you may specify the vendor ID to which the warranty applies. This field defaults to the vendor for the warranty that expires the soonest, but you may select a different one.
The functions that a vendor provides (such as warranties) are specified on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Update PM schedule
For work orders with a job type of PM, this field specifies whether, when you process information for work orders with a job status of either WORK FINISHED or CLOSED, the PM schedule for the unit is automatically updated, regardless of whether there are any charges to task IDs on the Labor, Parts, or Commercial tabs. Fields on the Basic Info tab specify the work order's job type and job status.
YES: The PM schedule for the unit is automatically updated. The actions that are performed depend on the PM program assigned to the equipment unit on the Data -> Equipment Units -> Fleet Equipment screen:
If the PM/Inspection Detail tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen specifies that PM schedules are updated on the actual date of the most recent PM, the date on which the current PM work order was actually opened is used to compute the next PM due date. If it specifies to update PM schedules based on the scheduled date of the most recent PM, the scheduled PM date is used to compute the next PM due date.
Note: Only one PM service per work order is updated. s
Tip: This field is automatically set to YES under the following circumstances:
The completed work order has a PM or inspection task for which the labor hours, commercial labor hours, or the total costs are greater than zero.
There is a check in the Default the Update PM schedule setting to YES on work order finish even if costs are not posted field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
The parameters specified in the Allow update PM schedule prior due: Days, Meter 1, and/or Meter 2 fields on the PM/Inspection Detail tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen are met.
NO: The unit's PM schedule is not automatically updated. You can change this to YES later or when you close the work order.
Task location ID
Identifier of the task location. This field has a list box. This field is required.
If the task's asset category is associated with a work management classification, this field displays the location specified on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Task IDs are associated with locations on the Locations tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
No parts needed
If this field has a check, no parts were needed to complete the task on the work order.
Note: The Require confirmation of task with no parts on work order field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen determines whether confirmation is required to close or finish a work order without posting parts to the task.
Done
If this field has a check, the task has been completed.
Date and time completed
Date and time (in MM/DD/YYYY HH:MM format) that the task was completed.
If there is a check in the Default work order finish date and time from latest labor or commercial transaction instead of now field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, the work order's completion date defaults to the date (and time, if available) of the latest labor or commercial transaction.
If the Default work order finish date and time from latest labor or commercial transaction instead of now field is blank, the date defaults to the current date and time.
This field updates automatically upon any of the following actions:
Place a check in the Done field on this tab.
Mark the task as Done on the Task Completion tab of the Data -> Shop Activity -> Employee Labor Capture screen when stopping labor.
Update the employee ID on the Task Completion tab of the Data -> Shop Activity -> Work Order Completion screen.
Update the employee ID on the Data -> Shop Activity -> PM Checklist Signoff screen (or through the Shop Activity Technician Portal in Web Modules).
Finish or close a work order on any screen that supports finish or close (only tasks that do not have this value already are updated), including the Shop Activity Portals in Web Modules.
This field is editable, so you can set it manually for a specific task before the work order is finished or closed.
Note: This date does not affect the date used to update PM or inspection schedules. If a service is set to update based on the work finish date, the schedule is updated using the finish date from the work order.
Comments
Comments and notes about the tasks. Optional, free-form area. These comments display below the task in the Expected Tasks section of the printed work order. For more information, refer to:
FORMAT 1:
FORMAT 2:
FORMAT 3: Abbreviated format that prints on one page with limited assigned tasks.
Preventive Maintenance (PM) work order (The abbreviated form of this work order lists PM services and checklist items.)
Repair work order (The abbreviated form of this work order notes whether the order includes tasks but does not list tasks.)
FORMAT 4:
The work-order print format is specified on the Work Orders- More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Post standard parts to task
If this field has a check, the parts associated with this class/task are automatically posted to the work order. If there is a check in the Post standard parts to task generates parts request field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, a parts request is generated instead of the parts being issued.
Task Multiplier
Indicates how many times a task was completed which can be helpful for updating estimates if the same task has to be performed multiple times.