1. Using Maintenance
  2. Work Orders

Work Orders

The Work Order tab shows key metrics and a list of currently open work orders that are in the backlog of your organization as of the current shift. It includes a keyword search, context and filter chips, sort by option, and saved search. You can refine the search results, view, edit, and create new work orders. You can also edit the page layout to include new metrics or data visualizations using OTBI.

The Work Orders Tab

On this tab, the context organization is defaulted at the top of the page. Use the drop down to change to other maintenance organizations that you have access. When you change the organization, the page metrics and results are refreshed based on your selection.

Metrics Section

Metrics Description
Current The number of work orders in status unreleased, released, or on-hold that need to be completed as of the current date. The orders have a planned start date before or during the current date.
Unreleased The number of unreleased work orders that need to be completed as of the current date. The orders have a planned start date before or during the current date.
Past Due The number of work orders in status unreleased, released, or on-hold that a planned completion date before the current date.
Completed The number of work orders completed today, available for review, and closure.
Future The number of open work orders in status unreleased, released, or on-hold with a planned start date greater than the current date. The default period is set to 30 days, but an administrator can change the period using a profile option.
All The total number of work orders. Click this metric to search across all work orders in the organization.

The scorecard metrics provides a count of the matching work orders. Also, filter work orders by clicking a metric to see fresh results. Based on the assigned privileges, you can edit the page layout and add or remove additional metrics or data visualizations created from OTBI analysis. Additional details about creating and exposing OTBI analysis in the metrics region is covered in the Setup Maintenance section of the Implementing Manufacturing and Supply Chain Materials Management guide.

Search Section

Capabilities Description
Search On the page, search for your work orders using Oracle's smart search and filters. You can quickly and easily perform full-text searches for assets across attributes using this enhanced search function. View the search results in a sortable table based on the matching records. The page includes a keyword search, context, and results filter chips.
Search Results
  • Upon entering the page, the results are automatically returned by the default context filter chips, displaying orders that are open and due by the current shift. This results in a list of orders that are expected to be completed today by the end of the current shift.
  • You can then use the keyword search or results chips to further refine the results.
  • You can also expand the search to view upcoming work orders by removing the context chips and use the planned start and end date chips to define a date range, such as the upcoming week.
    Note: The Work Orders context chip prevents future work orders from being displayed. The purpose is to focus the results on orders that are due by today.
Keyword Search Filters You can use the keyword search to filter the results by:
  • Work order number
  • Work order description
  • Asset number
  • Asset description
  • Asset serial number
  • Asset lot number
  • Item number
  • Item description
Context Chips You can use these context chips to filter the results:
  • Shift: Options are Past, Current, Next, or Today, based on the shift setups defined by the default calendar selected in the organization’s plant parameters.
Results Chips Use the results chips to filter the results by:
  • Work Center
  • Planned Start Date
  • Planned Completion Date
  • Status
  • Resource
  • Resource Instance
  • Asset Work Center
  • Work Order Type
  • Work Order Subtype
  • Actual Start Date
  • Actual Completion Date
Saved Searches You can optionally use saved searches to:
  • Select an existing saved search.
  • Create a search.
  • Share a search with others.
  • Mark a search as their default search, which loads each time the workbench is opened.
  • Use a system search created by the administrator.
    Note: User default searches override administrator default searches. The administrator must create the saved search index prior to creating new saved searches. Additional details are covered in the Setup Maintenance section of the Implementing Manufacturing and Supply Chain Materials Management guide.
Sort By You can also use the Sort By option to further sort the list of results by:
  • Priority High to Low
  • Priority Low to High
  • Planned Start Date New to Old (default)
  • Planned Start Date Old to New
The list of results is based on each unique work order for an asset or item, sorted by the newest to the oldest by the planned start dates. In each row, you view key details for a work order.

Results Section

Key Details Description
Resource Assignment status Assigned, unassigned, or null (no resources).
Work Order Number Click the hyperlink to go to the Edit Work Order page.
Description Description of the work order.
Asset or Item Number Asset or item number associated with the work order.
Asset or Item Description For item-based orders, view the list of assets to be repaired or serviced in the Work Order Details page.
Start Date Start date of a work order.
End Date End date of a work order.
Priority Priority of the work order.
Status Status of the work order.

When you select a result row, you can do any of these actions:

  • Edit Status: Renders a drawer where you can update the order’s status.
  • Edit Priority: Renders a drawer where you can update the order’s priority.
  • Print: Generates a pdf print of the work order details using a scheduled process.

Create a Work Order

To create a work order, click the Create Work Order button. On the drawer, define the options to create a new order in the context organization for an asset or list of assets by a common item. You can create:

  • Only a work order header without any operations.
  • Work order based on a matching condition event code for an asset.
  • Work order using a work definition.
  • Work order using selected standard or manually defined operations.

After adding the details, click Submit or Submit and Edit actions to create a work order. The Submit and Edit action takes you to the newly created work order in the Edit Work Order page.

Give these details when you create a work order:

Fields You Select When You Create Work Orders

Attribute Required Options
Asset or Item Yes Set the context of the work order to an asset or a list of assets by a common item. By default, the asset is selected. If you change the context to item, the asset entry is changed to an item and quantity.

For item-based work orders, you need to define the applicable assets in the edit work order page.
Work Order number No The work order number uniquely identifies the maintenance work order in an organization. You can manually enter the work order number. If not entered, the work order number is automatically generated based on the numbering scheme defined per the plant parameters (Work Order Prefix, Work Order Starting Number). After a work order is created, the work order number can't be updated.
Note: It is generally recommended not to manually define work order numbers, especially if you have a defined sequence and prefix for an organization. You can optionally hide or disable this field using business rules.
Asset Conditional The asset associated with the maintenance work order. You can choose an asset operating in the contextual organization or its related organizations.
To consider assets across organizations, your administrator must define organization relationships.
Note: To create a work order for an asset that's operating in another operating organization, the contextual organization must be enabled for the asset's source item in Product Information Management.
Serial Number Conditional Read-only serial number for an asset, if defined.
Asset Description No The description of the asset associated with the maintenance work order.
Item Conditional You see this field when you change the context of the work order to item-based. Search and select an asset-tracked item that is common to each asset you maintain.
Item Description No The description of the item associated with the maintenance work order.
Quantity Conditional You see this field when you change the context of the work order to item-based. Enter the number of assets to be repaired in this work order.
Generate maintenance work orders from a condition event No Enabled only for an asset-based work order. If selected, you must select a condition event code. The application looks for a matching condition-event work requirement that is applicable for the selected asset and use its work definition as the basis for the work order.
Condition Event Conditional Code that's required if the checkbox is selected.
Condition Event Name Conditional Read-only event name.
Organization No The context organization in which the work order will be created.
Work Definition No You can optionally select a work definition.
Work Definition Version Conditional Read-only version number, based on the start date.
Version Start Date Conditional If a work definition is selected, the most current active version’s start date is defaulted. You can optionally select an earlier version by changing the start date.
Type Yes The type of the maintenance work order. The valid values are Corrective and Preventive.
Subtype Yes The subtype of the maintenance work order. The valid values are Condition based, Emergency, Planned, Reactive, Safety, and Under warranty.
Status Yes Represents the status of the maintenance work order during its life cycle. The valid values are: Unreleased, Released, On Hold, Completed, Closed, and Canceled. Optionally, you can create user-defined statuses for each seeded status value. The Default status is Unreleased.

Things to remember:

  • For a work order without work definition, the status can be Unreleased or On Hold at the time of creation.
  • For a work order with work definition, the status can be Unreleased, Released or On Hold at the time of creation.
  • A work order can only be updated to a status of Released if a work definition is selected or at least one operation is manually defined.
  • User-defined statuses can be used in the UI and using the REST API only. The values aren't supported using File-Based Data Import.
Priority No The execution priority of the maintenance work order.
Start Date Yes The start date and time of the maintenance work order. The work order start date is by default the current date and time, but you can update it. If the work order is created by specifying the start date, the application automatically performs a forward scheduling to calculate the rest of the dates.
Note: Either the Start Date or Completion Date is required to create and release a work order. After it's released, the value is the same for each date.
Completion Date Yes The completion date and time of the maintenance work order. By default, it's null. If you enter the completion date of the work order, the start date of the work order is erased. When the work order is saved, the application performs a backward scheduling from the completion date to calculate the rest of the dates.
Allow completion to inventory No Optional. You can define a work order to issue and return the repaired assets to a sub inventory location. If enabled, you can define a sub inventory location and locator. The subinventory and location values you define appear during the work order completion in the Completion page of the My Maintenance Work Orders.
Allow out of sequence completion No Optional. You can define a work order to have its count point operations be completed out-of-sequence. If enabled, you can complete count point operations in any order in the Report Work page of the My Maintenance Work Orders.
Primary Reason for Repair No Optionally used to define the reason for the repair of an asset.
Description No The description of the maintenance work order. Defaulted from the work definition description, but you can edit it during work order creation and update prior to Release. If the work order is created by merging one or many work definitions through a maintenance program, then the description is populated by the work requirement or maintenance program name.
Add Operation No Optional. Define one or more operations if the work order isn't based on a condition event or work definition.
Add from Standard Operations No Select the checkbox to define the operation based on a standard operation.
Sequence Yes Defaults to values defined in the plant parameters for the organization. This increments when each new operation is added.
Operation Type Yes Has two values: In-house (default) and Supplier.
Work Center Yes Indicates the place where the work will be executed. The value defaults from a selected standard operation.
Standard Operation Conditional Optional. Select a standard operation.
Operation Name Yes Name of the operation. The value defaults from a selected standard operation.
Operation Description No Description of the operation. The value defaults from a selected standard operation.

Edit Work Order

You can view and edit work orders by clicking the work order number link in the search results or by creating a new work order and selecting save and edit. The Edit Work Order page has these tabs:

  • Details
  • Assets
  • Asset Route
  • Operations
  • Materials
  • Resources
  • Notes and Attachments
Details

The Details tab provides an overview of the work order. The page is divided into these sections:

  • General information: Work order header details. You can edit this section to update key attributes and update its status. Here is where you can release a work order to execution.
  • Work definition: A work order is based off a work definition, then its details are in this section. You can update the work definition until its release. However, care should be taken as all the operations, items and resources will be deleted. Additionally, work orders created from Maintenance Programs should not have their work definitions updated.
  • Schedule and Completion: Additional work order header details and options. Use this region to enable additional work order capabilities, view additional details or cancel a work order. These capabilities may required additional Opt-ins and setup.
  • Additional Information: If you have enabled definable flexfields (DFFs) for the work order object then you can view and update their values in this section.
  • Attachments: You can view attachments defined in the source work definition, edit or add additional attachments to the work order header.
Assets

See a list of the work order assets on this page. For a single asset work order, you see one record. For an item-based work order, you come here to search and add one or more assets to be repaired or service.

If assets have meters defined, you can view and optionally record the meter readings by expanding the result row. If new readings are entered, they capture the context work order reference.

Asset Route

If the work order is for an asset route, then this tab appears. The tab will list each affected asset from the asset route’s logical hierarchy as of work order creation. Each asset has a reporting status. Initially set to Pending, you can optionally set it to skipped, if the asset isn't available for reporting.

Operations

Add or edit operations on this page. If the work order is based off a work definition or standard operation, you see the pre-defined list of operations. You can optionally add or edit them.

Additionally, you can add or view notes for an operation. Once created, the notes are visible by selecting an operation row or navigating to the Notes and Attachments tab.

Materials

Add or edit operation material items and their DFFs on this page. If the work order is based of a work definition, you may see the pre-defined list of operation materials. You can optionally add or edit them.

Resources

Add or edit operation resources and their DFFs. If the work order is based off a work definition or standard operation, you may see the pre-defined list of operation materials. You can optionally add or edit them.

Notes and Attachments

This tab is used to add and view work order and operation notes. Notes are found in the Maintenance Supervision and My Maintenance Work pages and are valuable as general or turnover notes during planning and job execution by a technician. Additionally, a repair summary note or may be a recording by a technician, can provide an overview of the work history.

Keyword-Based Searches

Here are some tips you can follow when you do keyword-based searches:
  • Searches are case insensitive. Both capitalized and non-capitalized keyword terms match when searching by work order or asset details.
  • You can search using a full-text search, such as a work order or asset number. This narrows your search results.
  • You can also use a partial-text search, such as the first few numbers of a work order or text in an asset description. Use starts with or contains for an effective search.
  • If you search using text that is hyphenated, such as Lot-Based, the terms are searched using an OR condition. That is, the search engine searches using Lot or Based as separate text values.
    • With hyphenated text, you can also search by only a partial value text, such as Lot or Based. This broadens your search results.
    • If you don’t find your results or you get too many results, try searching for an exact phrase by adding quotation marks around the text such as, "Lot-Based". This tells the search to only return results that contain the exact words in the same order.
  • If you search using a word that has an underscore, such as Lot_Based, the engine considers this as a one word.
    • Don't use word with underscore for a partial keyword search.
    • Special characters, such as asterisks aren't supported.