Processing Work Orders

This chapter provides an overview of work order processing, lists a prerequisite, and discusses how to:

• Locate work orders.

• Revise work orders.

• Update the life cycle information of a work order.

• Review the status history of a work order.

• Swap components.

• Review work order parts lists.

• Purchase parts for a work order.

• Work with work orders on the web.

Understanding Work Order Processing

You can review existing work orders and update the life cycle information for work orders as necessary. You can approve work orders and track the costs that are associated with work orders, such as parts and labor costs.

The life cycle of a work order consists of the steps or statuses through which a work order must pass, indicating the progress of the work. For example, the life cycle might include these statuses:

• Work order request

• Work order approval

• Materials pending

• Work in progress

• Work order complete

• Work order closed

You can also perform a variety of tasks to manage work orders as they move through the life cycle, including:

• Searching for specific work orders or groups of work orders.

• Revising information as work orders move through the life cycle and as demands on the organization change.

• Reviewing information about the parts lists for work orders.

• Printing copies of work orders for use by maintenance staff.

• Changing the status of work orders.

Prerequisite

Set up all users of work order programs to be service providers. This action is necessary for the CAM - Manage Equipment Work Order program (P13714) and the Work Order Revisions program (P17714) to function.

Locating Work Orders

This section provides an overview of work order searches and discusses how to set processing options for the Work With Equipment Work Orders program (P13220).

Understanding Work Order Searches

You can use a variety of search criteria to locate work orders in the maintenance organization. You can locate work orders by using Work Order Entry program or Equipment Backlog program. The method that you select depends on the information that you know about the work orders that you want to locate, as well as the tasks that you want to perform after you locate the work orders.

You can complete multiple tasks with a single work order. For example, after you locate a work order, you can access the Work Order Inventory Issues program, which enables you to issue parts to the work order.

You can search for equipment by:

• Company

• Equipment status

• Description

• Responsible business unit

• Location

• Category codes

When you use the backlog, you can quit to these programs:

• Equipment Master

• Location Transfer

• Parent History Inquiry

• Search Like Equipment

• Message Log

• Cost Summary

• Location History

• License Information

• Work Order Backlog

• Equipment Backlog

• Supplemental Data

• PM Schedule

• PM Backlog

Searches Using Work Order Entry

You can use the Work Order Entry program to locate work orders in the maintenance organization by entering a variety of search criteria. You can also complete multiple tasks with a single work order. For example, after you locate a work order, you can access a program that enables you to revise the parts list.

You can review work order information that is not specific to a piece of equipment or a category of equipment. You can use any combination of the information that is shared among work orders to locate them. For example, you can locate all the work orders for a business unit that is assigned to a particular supervisor. Depending on how you set up the system and on the processing options that are in effect, the system enters * in many of the search fields, such as:

• Status

• Supervisor

• Manager (Planner)

• Customer

• Originator

You can perform a broad, relatively unfiltered search for work orders by accepting the wildcard values, rather than completing specific search fields. To search for work orders with specific characteristics, use tabs on the search form to access the appropriate data field.

Information that you can use to locate work orders includes:

• A job or business unit.

• A subsidiary or cost code (repair code).

• Equipment for which the work orders apply.

• The work center or craft to which work orders are assigned.

• The estimated hours and duration of the work orders.

• The person who originated the work orders.

• The manager or supervisor of the work to be performed.

• Any combination of the user-defined information that is associated with the work orders, such as category codes and work order type.

• Any of the dates that are associated with the work orders, such as the start date and planned completion date.

You can perform a variety of tasks, including:

• Create a work order for unscheduled maintenance.

• Review a summary of equipment failures and downtime.

• Review or revise work order text.

• Review a summary of estimated and actual work order costs.

• Review a summary of selected work orders that appear:

  • The number of work orders that meet the criteria.

  • The estimated hours to complete all of the work orders.

  • The estimated average number of hours that is needed to complete each work order.

• Review parts and labor detail.

• Review open purchase orders for work orders.

• Issue parts to a work order.

Searches Using Equipment Backlog

Use the Equipment Backlog program to review and analyze work order information for a particular piece of equipment or a group of equipment. When you use the Equipment Backlog program , you can use any combination of information that is shared by equipment, such as equipment category codes, responsible business unit, and location. For example, you might want to analyze all of the failures that are associated with the heavy equipment. You can locate all of the work orders that are associated with equipment class 30 (heavy equipment), or you can further narrow the search to only type 5 (emergency) work orders for heavy equipment. The more information that you enter, the more you narrow the search to specific work orders.

After you locate a work order or group of work orders, you can perform a variety of tasks. For example, you can:

• Access a work order master.

• Create a work order for unscheduled maintenance.

Forms Used to Locate Work Orders

Setting Processing Options for the Work With Equipment Work Orders Program (P13220)

This section discusses how to set processing options for the Work With Equipment Work Orders program (P13220).

Use these processing options to supply the default values for the Work With Equipment Work Orders program.

Defaults

These processing options specify the beginning and ending status codes for a range of work orders.

Categories

These processing options specify category codes for equipment work orders.

Versions

These processing options specify the versions of programs to launch from equipment work orders.

Revising Work Orders

This section provides an overview of work order revisions and discusses how to revise detail information for a work order.

Understanding Work Order Revisions

You can revise work orders as they move through the work order life cycle. The life cycle consists of the steps or statuses through which a work order must pass, indicating the progress of the work.

As information changes or new information becomes available, you can revise any information except the work order number. If you use work order approvals, you might not be able to change some life cycle statuses, depending on the system setup. Some revisions might include:

• Life cycle statuses.

• Planned start and completion dates (for example, if the labor resources or parts are not yet available).

• Percentage of work completed.

• Estimated hours to complete the work.

You can use search criteria to narrow the search to specific work orders that need revision, which is useful when you need to revise certain fields for a group of related work orders.

Forms Used to Revise Work Orders

Revising Detail Information for a Work Order

Access the Work Order - Manage [work order description] form.

You can select any of the tabs to access fields that you need to revise.

Updating the Life Cycle Information of a Work Order

This section provides an overview of life cycle information and discusses how to change the status of a work order.

Understanding Life Cycle Information

The life cycle of a work order includes the steps or statuses through which a work order must pass to accurately communicate the progress of the maintenance tasks that it represents. For example, the life cycle of a work order can include statuses that indicate:

• Work order entered

• Work order pending review

• Waiting for parts

• Work in progress

When you have completed all of the tasks that are requested on a work order, you can change the work order's status to complete. When you change the status of a work order to complete, the system provides a warning message that alerts you to any open purchase orders that are associated with the work order.

You can also close a work order to prevent transactions from being entered against it.

Forms Used to Update the Life Cycle Information of a Work Order

Changing the Status of a Work Order

Access the Status Change form.

Reviewing the Status History of a Work Order

This section provides an overview of work order status history and discusses how to set processing options for the Status History program (P1307).

Understanding Work Order Status History

You can review a history of the statuses that you have assigned to a work order, such as new order, parts list attached, in progress, and so on. This is especially useful when you need to quickly review the status of a work order and determine how long a work order has been at various statuses in the work order life cycle. When you review the status history of a work order, you can also review:

• Remarks that were entered when you changed the work order status.

• The beginning dates, ending dates, and times of each status change.

• The hours that are associated with each occurrence of a particular status.

Processing options for the Status History program (P1307) enable you to revise existing remarks for any status change, enter a new remark if you did not do so when you changed the status, or protect the Remarks field from future revisions.

When you access the Work With Status History form, the system displays a history of each status that is assigned to the work order, from the creation of the work order to the present.

Form Used to Review the Status History of a Work Order

Setting Processing Options for the Status History Program (P1307)

Processing options enable you to specify the default processing for programs and reports.

Process

Defaults

Versions

Swapping Components

This section provides an overview of the Component Changeout program (P17STAT) and discusses how to swap a component.

Understanding the Component Changeout Program (P17STAT)

You can use the Component Changeout program for different purposes:

• For JD Edwards EnterpriseOne Capital Asset Management (CAM), you can swap components.

• For JD Edwards EnterpriseOne Service Management, you can exchange a piece of equipment.

For JD Edwards EnterpriseOne CAM, to simplify moving equipment components from parent to parent, you can swap an equipment component for another component on a work order. When you swap a component, you can specify changes that you want to make to the parent and component relationships for each component. For example, you might need to install a new exhaust fan in Production Line 1 while you service the old exhaust fan. You can update the parent and component relationships to indicate that the new exhaust fan is now a component of Production Line 1.

When you swap components, you can update the status of each component that is affected by the swap. For example, you can indicate a status of Down for the exhaust fan that you removed from Production Line 1 and a status of Working for the new exhaust fan that you installed.

You can also revise the responsible business unit of the old component. In addition, you can revise the location information for either component. When you revise the location information for the new component, you can specify a location or use the location of the component's parent.

For JD Edwards EnterpriseOne Service Management, when a customer returns a piece of equipment for repair, and the service technician decides that the repair is more costly than a replacement, you can indicate that the equipment was replaced on the work order. You must add a return material authorization to record the shipment of the new equipment. The component change-out optionally changes the owner, site, responsible business unit, and contract coverage of the replaced component and the new component.

Forms Used to Swap a Component

Swapping a Component

Access the Component Changeout form.

Start Effective Date	Enter the date on which an address, item, transaction, or table record becomes active. The meaning of this field differs, depending on the program. For example, the effective date can represent: The date on which a change of address becomes effective. The date on which a lease becomes effective. The date on which a price becomes effective. The date on which the currency exchange rate becomes effective. The date on which a tax rate becomes effective.
Replaced Component	Enter an identification code that represents an asset. You enter the identification code in one of these formats: Asset number (a computer-assigned, eight-digit, numeric-control number). Unit number (a 12-character alphanumeric field). Serial number (a 25-character alphanumeric field). Every asset has an asset number. You can use unit number and serial number to further identify assets. If this is a data entry field, the first character that you enter indicates whether you are entering the primary (default) format that is defined for the system, or one of the other two formats. A special character (such as / or *) in the first position of this field indicates which asset number format that you are using. You assign special characters to asset number formats in the fixed assets constants.
New Component	Enter an identification code that represents an asset. You enter the identification code in one of these formats: Asset number (a computer-assigned, eight-digit, numeric-control number). Unit number (a 12-character alphanumeric field). Serial number (a 25-character alphanumeric field). Every asset has an asset number. You can use unit number and serial number to further identify assets. If this is a data entry field, the first character that you enter indicates whether you are entering the primary (default) format that is defined for the system, or one of the other two formats. A special character (such as / or *) in the first position of this field indicates which asset number format that you are using. You assign special characters to asset number formats in the fixed assets constants.
Move Children	Enter a code to indicate whether the children of the component being changed-out stay with the component. Values are: On: Attach children to the new component Off: Do not attach children to the new component
Detail From Parent	Enter a code that specifies whether the new component retrieves default values from the new parent. Examples of default values are location, business unit, equipment status, customer, and site. Values are: On: Retrieve default values from the new parent. Off: Do not retrieve default values from the new parent.

Replaced Component

Select the Replaced Component tab. For new components, select the New Component tab.

Reviewing Work Order Parts Lists

This section provides an overview of reviewing work order parts lists and discusses how to:

• Review a work order parts list.

• Set processing options for the Work Order Parts List Inquiry program (P3121).

Understanding Reviewing Work Order Parts Lists

Review work order parts lists to view the most current information about the parts requirements of the work orders. Use the Parts List Inquiry program to review information for individual work orders or a selection of related work orders. You can review:

• Parts requirements that are based on work order status.

• Parts requirements that are based on the start date.

• Parts with a negative availability.

Forms Used to Review Work Order Parts Lists

Reviewing a Work Order Parts List

Access the Parts List Detail Inquiry form.

Requirements	Enter a value to indicate whether to display all parts or only those parts with a requirement. Values are: 1: Display all parts. 2: Display only those parts with a requirement.
Availability	Enter a value to indicate whether to display all parts or only those parts with a negative availability. 1: Display all parts. 2: Display only those parts with a negative availability.

Setting Processing Options for the Work Order Parts List Inquiry Program (P3121)

Processing options enable you to specify the default processing for programs and reports.

Versions

Purchasing Parts for a Work Order

This section provides an overview of purchase orders from parts lists, lists a prerequisite, and discusses how to purchase a part for a work order.

Understanding Purchase Orders from Parts Lists

You can purchase parts for a work order by creating purchase orders directly from the work order parts list. This is particularly useful if a maintenance task requires parts that you do not usually keep in stock, such as unusually costly parts or parts that have long order lead times.

When you create purchase orders directly from the work order parts list, you can use processing options to specify the initial status of the purchase order, as well as the approval route for the purchase order. After the system creates the purchase order, the purchase order number and document type appear in the work order parts list.

When you create a purchase order for a piece of equipment for which you have defined a warranty service type, the system displays a warning message to alert you that a warranty is in effect.

Purchasing Parts on a Recurring Basis

When you need to purchase parts for which you have a recurring need, such as parts for PM work orders, you can create purchase orders by using JD Edwards EnterpriseOne Procurement, or you can generate purchase orders by using the parts planning features in JD Edwards EnterpriseOne Plant and Equipment Management.

Prerequisite

Verify that the processing options for the Work Order Parts List program are set to enable you to create purchase orders directly from the work order parts list.

Forms Used To Purchase Parts for a Work Order

Purchasing a Part for a Work Order

Access the Work Order Parts - Manage [work order description] form.

To enter a purchased part on a work order:

1. For each part that you want to purchase, select the record, and then click the Create Purchase Order link.

   You can select multiple parts records. The system processes each row that is selected.

2. On the Work Order Parts - Manage [work order description] form, to review the purchase order, select the record, and then select the Purchase Order tab.

3. On the Work Order Parts - Manage [work order description] form, select the record, and then select Purchase Order Information from More Row Actions list.

   The system displays the Work with Order Details form.

Working with Work Orders on the Web

This section provides an overview of work orders on the web, lists prerequisites, and discusses how to enter work orders on the web.

Understanding Work Orders on the Web

As part of the company's internal or external service solution, you can provide customer self-service over the web. An internal customer might be an equipment operator or plant supervisor. An external customer might be a person who has purchased a home appliance with a warranty agreement.

Self-service enables customers to enter requests for maintenance or to report problems at any time. You can use the versions of Work Order Revisions (P17714) and Work With Work Orders (P48201) programs that are set up for self-service and enable customers to enter or review the status of work orders on the web.

Note. The navigations, forms, steps, and data that appear in these tasks might not correspond to the configured self-service internet site.

Prerequisites

Before you complete the tasks in this section:

• Verify that you have set up address book records, including SWM extension records, as well as accounts receivable information, for customers to enter JD Edwards EnterpriseOne Service Management information.

• Verify that you have set up a user profile that limits customer access in the JD Edwards EnterpriseOne software to only the Customer Self-Service menu (G42314).

  The customers cannot sign in without a profile.

• Verify that you have set up the work order features, such as SWM constants, to process customer cases.

• Set the processing options in these programs to use customer self-service:

  • Work With Work Orders (P48201) to locate work orders.

  • Work Order Revisions (P17714) to enter work orders.

  • Equipment Search/Select (P17012S) to review associated parts and equipment.

    Reference the version of the Equipment Search/Select program that is set up for Customer Self-Service in the Work Order Revisions program.

Form Used to Work with Work Orders on the Web

Entering Work Orders on the Web

Access the Self Service form.

When you enter a work order, the work order document type and service type are based on the processing options or customer information.