AI Agent: Postmaintenance Work Recorder

Agent Name

Post Maintenance Work Recorder

Agent Use Case 

Unplanned or informal maintenance often occurs outside of the planned work order process. When these activities are not recorded, gaps arise in asset history, inventory usage, labor tracking, and cost accounting. Asking technicians to manually enter this information after the fact is inefficient and prone to error, leading to overlooked tasks and compliance risks. Organizations need a way to automatically capture these ad-hoc, unplanned maintenance repairs to maintain accurate records.

The Postmaintenance Work Recorder AI Agent template is now available to record completed repair activities by creating a maintenance work order and logging the associated materials and labor using the Report Orderless Work button on the My Maintenance Work page. 

To create a work order, a technician must provide a valid asset number. The system will validate the asset and ensure it is enabled for maintenance transactions. If the asset isn't valid, the agent will prompt the user to enter a correct asset number.

The maintenance organization is required and defaults from the My Maintenance Work organization selector. If you do want to change the organization in which the work order is created, a user must explicitly enter the organization when reporting the completed maintenance task.

A maintenance technician needs to describe the repair activity or provide a work order description. If no description is entered, the system generates one based on user input (excluding asset, organization, or work center) and limits it to 220 characters.

The agent creates a single “Orderless Reporting” operation using the work center specified by the user.

If parts were used, the user must provide the item and quantity. While the subinventory may default from organization parameters, it's the user’s responsibility to ensure that the correct subinventory is selected or provided when recording material transactions. Materials cannot be issued without these values. The user must explicitly specify if there's no materials were issued for the work order. Although, serial and lot-controlled items are supported the user must provide the serial and lot number when transacting materials that are serialized or lot-controlled. 

If the technician is reporting time spent on the work order, they must include the duration. If they mention time (e.g., “30 minutes”), the agent requires a corresponding resource code. If the resource code is missing, the system prompts a technician to provide it. The resource code defaults from the logged-in user, if the user profile has a designated resource, and will be used automatically when time is recorded. The user must explicitly mention if there's no labor charges reported on the work order.

The work order is created, released and marked as complete with material and resource transactions but not automatically closed.

When prompted for missing information, users should rephrase their entire request with the new detail included. The agent does not retain memory of prior message fragments in updates, so resending the full instruction ensures the process completes correctly.

If users experience unexpected results such as incorrect values returned or work orders not being found, it's recommended to clear the session context and restart the agent. This ensures that the request is evaluated by the agent without interference from prior messages. It's recommended to perform only one work order transaction per session.

Agent Description

Record maintenance activity by creating a maintenance work order based on technician prompts to record operation, materials issued, labor charged after the work has been completed.

Agent Tools

Tool Name	Tool Type	Tool Code	Tool Description
Maintenance Work Order Tool	Business Object	MNT_WO_TOOL	This tool supports functions to retrieve and manipulate maintenance work orders. This tool can help with following requirements: To quickly create new maintenance work orders with the right details for your organization and assets. To retrieve comprehensive information or status updates on any existing work order for reporting, auditing, or operational action. To make updates or adjustments to open work orders, such as revising schedules, adding new operational steps, or closing completed tasks.
Maintenance Asset Tool	Business Object	SCM_MNT_MAINTENANCE_ASSET_TOOL	Use this tool to retrieve key details for a specified asset. Given an Asset Number, the tool returns fields such as AssetId, ItemNumber, ItemId, default work order type, default work order subtype, and default work center code. This supports streamlined asset management and maintenance planning.
Maintenance Work Order Material Transaction Tool	Business Object	SCM_MNT_WO_MATL_TRANSACT_TOOL	This tool is used to create a Material Transaction, which records the consumption of spare parts or materials against a specific Work Order Operation. Material is identified by Item or Part number, and if applicable, serial number or lot number. The consumed material will be issued from an identified subinventory stores.
Maintenance Work Order Operation Soft Completion Tool	Business Object	SCM_MNT_WO_OP_SOFTCOMPLETE_TOOL	This tool is used to create a Soft Completion Transaction which records the completion status of a specific Work Order Operation. This ensures that work progress is accurately tracked.
Maintenance Work Order Operation Transaction Tool	Business Object	SCM_MNT_WO_OP_TRANSACT_TOOL	Use this tool to create an operation transaction or an operation hard completion transaction against a maintenance work order.
Maintenance Work Order Resource Transaction Tool	Business Object	SCM_MNT_WO_RESC_TRANSACT_TOOL	This tool is used to create a Resource Transaction, which records the usage of labor or equipment resources against a specific Work Order Operation.

Maintenance teams can ensure all maintenance work orders are documented accurately. This results in a reliable maintenance history for better compliance and decision-making, accurate labor and material costing, and improved visibility into parts usage. Technicians spend less time on administrative tasks and more time on critical repairs.

Steps to Enable

You can use AI Agent Studio to use or copy a preconfigured agent template to create Agents for your business processes. To automatically add a suffix to all artifacts in your agent team, you can Copy Template instead of Use Template. When you copy a template, you're directly taken to the agent team canvas where you can edit the agent team settings, agents, tools, and topics. The Use Template option takes you through a step-by-step process for configuring each artifact in the agent team.

For information on using AI Agent Studio, see How do I use AI Agent Studio?

To enable the Report Orderless Work button on the My Maintenance Work page:

1. Navigate to the My Maintenance Work page.
2. Click the Settings and Actions menu for the page. You can click your user image or name in the global header to open the Settings and Actions menu.
3. Select Edit Page in Visual Builder Studio.
4. In the Work Assignments Review pane, set the showOrderlessReportingAction attribute to true.
5. Enter the postMaintenanceWorkReportingAgentCode to the agent team created from the template in AI Agent Studio.
6. Publish the changes.

The Report Orderless Work button appears as a page-level button on the My Maintenance Work page.

Key Resources

• For information on using AI Agent Studio, see How do I use AI Agent Studio?
• For information on using Guided Journeys, see Guided Journeys.

Access Requirements

To access the Oracle AI Agent Studio for Fusion Applications and manage SCM AI agents, users must be assigned a configured job role that contains these duty roles:

• SSCM Intelligent Agent Management Duty (ORA_RCS_SCM_AI_AGENT_MANAGEMENT_DUTY and ORA_RCS_SCM_AI_AGENT_MANAGEMENT_DUTY_HCM – both duty role codes are required)
• Fai Genai Agent SCM Administrator Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_SCM_ADMINISTRATOR_DUTY)

In the Security Console, filter by Roles and Privileges to find the SCM Intelligent Agent Management Duty role. Filter by Roles and Permission Groups to find the Fai Genai Agent SCM Administrator Duty role.

To interact with AI agents in product pages, users must be assigned a configured job role that contains this duty role:

• Fai Genai Agent Runtime Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_RUNTIME_DUTY)

In the Security Console, filter by Roles and Permission Groups to find this duty role.

To allow users to interact with agents, you must also enable permission groups in the Security Console on those users’ configured job roles that contain the Fai Genai Agent Runtime Duty role. You can enable permission groups when you manage the basic information of your configured job roles.

Users’ configured job roles must also contain privileges that allow access to the pages where AI agents are enabled.