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. You can search and view the list of results by item number or description.
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 (default) and Preventive.
Subtype	Yes	The subtype of the maintenance work order. The valid values are Condition based, Emergency, Planned, Reactive, Safety (default), 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.
• Project details: Project and task details for a work order in a project-enabled organization.
• 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.
• Document references: The document type, document number, and end date. For most work orders there's only a single source object if created from a consuming application or referencing another object.
• 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 serviced.

If an asset has active meters, you can view them by expanding the result row. Each result row includes the meter name, last reading date/time, meter code, displayed reading, life-to-date reading, and an indicator of required reporting. Expanding the row will display additional details about the meter.

Meter readings can be recorded or not based on the meters Record Meters at Work Order Completion option:

• Null (no value defined): You can optionally record new readings.
• Do not allow: You don't allow to record new readings. The Edit action for a meter row is disabled.
• Mandatory: You must record a new reading to compete the work order. These meters is indicated by a Required badge.

You can expand a meter row to show the following details:

• Meter Type
• Reading Type
• Reading Direction
• Rollover indicator
• Reset indicator

Select Edit from the Actions menu for a meter row to record a new reading. The row refreshes to show a meter reading entry region, which lets you enter the following information:

• Reading Date and Time: Defaults to the current date and time. You can update the date if it follows the last meter reading in history validations.
• New Reading: Enter a reading value that follows the last meter reading in history validations. For example, you must enter a value for an absolute reading that is greater than or equal in value to the last reading in history based on the date and time entered.
• Comments: Optional. Lets you record a text comment about the reading.
• Work Order: The work order reference is automatically recorded for each reading and not displayed to you in the edit region.

Clicking the Save action submits the meter reading update. If there are any errors, they are shown in the edit region. You can correct the reading or date values and save again to resolve any data entry mistakes. You can also click the Cancel action to disregard the meter reading details and refresh the meters results list.

You can select the action View Meter History for a meter row to view a recent history of meter readings recorded for the meter.

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. You can update the status only until a work order status is set to released.

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. Operations can only added or edited while the work order status is unreleased, released or on-hold.

Fields You Select When You Create Operations

Attribute	Required	Options
Add from Standard Operations	N	If this checkbox is set to Y, then you must select a Standard Operation.
Sequence	Y	The sequence on which the operations are executed. New operations are defaulted to a new sequence based on the last operation sequence. Examples are 10,20,30.
Standard Operation	Conditional	Required if Add from Standard Operations = Y. Else the field is disabled.
Operation Type	Y	The type of the operation. The valid values are In-house (default) and Supplier.
Work Center	Y	The work center where the operation will be performed.
Operation Name	Y	The name of the operation.
Operation Description	N	The description of the operation.
Automatically Transact	Conditional	Indicates that the operation is automatically completed, the pull components are backflushed, and the resources are automatically charged when the next count point operation is completed. The Count Point and Automatically Transact attributes are mutually exclusive.
Count Point	Conditional	Indicates that the operation completion must be explicitly reported. The last operation in a work order must be a count point operation. Count point is the default option. The Count Point and Automatically Transact attributes are mutually exclusive.
Start date	Y	The start date of the operation. The value will default to the current date/time. The operation start date can't be earlier than the work order start date.
Completion date	Y	The completion date of the operation. The value will default to the current date/time. The operation completion date can't be later than the work order completion date.
Reason for Repair Code	N	Describes the reason why the asset is being repaired. This code is defined using a condition code type of Reason for repair code. Examples may include codes for Breakdown, Preventative Maintenance or Warranty repairs.
Repair Transaction Code	N	Describes the system, assembly, and component being repaired on an asset. This code is defined using a condition code type of Transaction code. Examples may include standard industry coding such as Vehicle Maintenance Reporting Standards (VMRS) or similar taxonomies.
Work to Be Accomplished Code	N	Describes the activity that was used to repair the asset. Define using a condition code type of Work accomplished code. Examples may include Clean, Repair, or Replace.
Additional Information		You can manage the flexfields for the work order operation header in the additional information region.

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 while the work order status is unreleased, released or on-hold.

Fields You Select When You Create Material Items

Attribute	Required	Options
Operation Sequence	Y	The operation for which you are defining an item. Select from the drop down list.
Operation Name	Y	Read only name of the selected operation by sequence.
Material Sequence	Y	The sequence on which the materials within an operation are executed. If more than one item is defined in an option, each must have a unique sequence. Examples are 10,20,30.
Item	Y	The material item. You can search and view the list of results by item number or description.
Item Description	Y	Read only description of the item.
Basis	Y	Values are variable (default) and fixed. Variable is used when the quantity is defined per asset. This is generally recommended for single and multiple asset work orders. Fixed is used when the total quantity across all assets is defined.
Quantity per Product	Y	The quantity of the operation item required in an operation.
Required Quantity	Y	Ready only value calculated and defaulted from the Quantity Per Product depending on the Basis type as follows: If Basis is Variable, the Required Quantity is Quantity Per Product multiplied by Work Order Quantity. If Basis is equal to Fixed, the Required Quantity is equal to Quantity Per Product.
UOM	Y	The unit of measure of the operation item. Defaults based off the selected item.
Required Date	N	The date and time on the material is required. If not defined, it will default to the operation start date and time.
Supply Type	Y	Controls how the materials are supplied to the work orders. The valid values: Assembly Pull, Operation Pull, Push (default), Phantom, Bulk, and Supplier. If the work order is created based on a work definition, then the supply type is defaulted to Based on Work Definition. This means the supply type for each item will come from the operation item’s definition. All items manually added to an operation will be defaulted to the supply type from the item setup as defined in the Product Information Management. If not defined in the item setup, then the supply type is defaulted to Push. If the work order isn't created based on a Work Definition, then the supply type is defaulted to Push. It can then be manually updated to another value. The default supply type will then be used default the supply type for items manually added to an operation. You can define and update the supply type value prior to release: Assembly pull: The material is backflushed when the product is completed into inventory. This is primarily used for manufacturing for non-lot or non-serial controlled items. Pull material will be noted as requiring reporting to complete an operation and work order if lot or serial details are not known. Operation pull: This is primarily used for Maintenance when a known or expected quantity of material will be required and therefore must be explicitly reported as consumed in an operation step using the My Maintenance Workbench. Pull material will be noted as requiring reporting to complete an operation and work order. Push: The material is manually issued and must be manually reported. This is primarily used for maintenance when an unknown quantity of material that may be optionally consumed in an operation step. If consumed, then these materials require manual reporting in the material transactions page that is accessible from an operation in the Dispatch List. These materials will not be displayed in the Complete with Details flow and wouldn't be considered by the Quick Complete flow. Bulk: Bulk materials requirement can be viewed. These materials aren't automatically backflushed or defaulted while manually issuing the materials. Supplier: Represents the materials supplied by supplier. These materials aren't automatically backflushed or defaulted while manually issuing the materials. These are typically used for Outside Processing (OSP).
Subinventory	Y	The supply subinventory from which the material is supplied. The hierarchy to default the supply subinventory is in the following order: work definition, item definition, plant parameter. You can update the default value.
Supply Locator	Conditional	The supply locator from which the material is supplied. The hierarchy to default the supply locator is in the following order: work definition, item definition, plant parameter. You can update the default value.
Include in planning	N	Indicates whether this operation item requirement must be considered by planning run for planning its supply. Default is Y. If set to N, then the item will won’t considered for planning.
Repair Transaction Code	N	Describes the system, assembly and component being repaired on an asset. This code is defined using a condition code type of Transaction code. Examples may include standard industry coding such as Vehicle Maintenance Reporting Standards (VMRS) or similar taxonomies.
Additional Information		You can manage the flexfields for the work order operation item in the additional information region.

The Create Requisition button allows you to request an item not available in inventory. Clicking the action will render a drawer, requiring you to specify the operation sequence for you wish to requisition an item. Clicking submit will render a new browser tab for the Self Service Procurement page. Additional details are covered in a further section.

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 while the work order status is unreleased, released or on-hold.

Fields You Select When You Create Resources

Attribute	Required	Options
Operation Sequence	Y	The operation for which you are defining an item. Select from the drop down list.
Operation Name	Y	Read only name of the selected operation by sequence.
Work Center	Y	Read only work center where the operation will be performed.
Resource Sequence	Y	The sequence on which the resources within an operation are executed. If more than one resource is defined in an option, each must have a unique sequence, or one must be indicated as a Principal resource. Examples are 10, 20, 30.
Resource Name	Y	The name of the resource, based on the work center.
Resource Code	Y	Read only code of the resource.
Description	N	Read only description of the resource.
Type	Y	Read only type of the resource. Values are Labor or Equipment.
Basis	Y	Values are variable (default) and fixed. Variable is used when the quantity is defined per asset. This is generally recommended for single and multiple asset work orders. Fixed is used when the total quantity across all assets is defined.
Usage Rate	Y	The usage amount of the operation resource. Defaults to a value of 1.
Required Usage	Y	Ready only resource usage required for the work order quantity. The required usage is calculated and populated by default from the Usage rate depending on the Basis type. The calculation is done as follows: If Basis is equal to Fixed, then the Required Usage is equal to Usage Rate. If Basis is equal to Variable, then the Required Usage is equal to Usage Rate multiplied by Work Order Quantity.
Scheduled	Y	The indicator that the resource is a scheduled resource. It is recommended to set the value to Y. A resource can be scheduled if the Usage UOM belongs to the UOM class defined in the profile option RCS_DEFAULT_UOM_SRVICE_DURATION_CLASS.
Charge Type	Y	Indicates whether the resources are charged manually or automatically when completing the operation. The valid values are: Automatic (default) – no manual reporting is required Manual – you must manually report usage
Principal	N	The indicator that a resource is the principal resource within a group of simultaneous resources (resources sharing the same resource sequence number). Default is No.
Start Date	N	The start date of the resource, referred to as the scheduled start date. The default value will come from the selected operation’s start date. The resource start date is generally calculated by the scheduling engine. The resource start date must be encompassed within the operation start and completion date.
Completion Date	Y	The completion date of the resource, referred to as the scheduled completion date. The default value will come from the selected operation’s completion date. The resource completion date is generally calculated by the scheduling engine. The resource completion date must be encompassed within the operation start and completion date.
Assigned Units	Y	The number of resource units assigned to perform the operation. The default value is 1.
Reason for Repair Code	N	Describes the reason why the asset is being repaired. This code is defined using a condition code type of Reason for repair code. Examples may include codes for Breakdown, Preventative Maintenance or Warranty repairs.
Repair Transaction Code	N	Describes the system, assembly, and component being repaired on an asset. This code is defined using a condition code type of Transaction code. Examples may include standard industry coding such as Vehicle Maintenance Reporting Standards (VMRS) or similar taxonomies.
Work to Be Accomplished Code	N	Describes the activity that was used to repair the asset. Define using a condition code type of Work accomplished code. Examples may include Clean, Repair, or Replace.
Additional Information		You can manage the flexfields for the work order operation resource in the additional information region.

Failures

You can record a failure event and one or more failure instances. This tab is only enabled for a single asset work order and is an optional capability. Failure events can be created or viewed here or in the My Maintenance Work page for a work order.

To create a new failure, click Add Failure Event. Provide the following information:

• Failure Date: Defaults to the current date and time, but can be updated.
• Failure Set Name: Read only value based on the failure set definitions.
• Asset Down indicator: Lets you indicate if the failure event has led to an asset down time

Click Save to create the event, or Cancel to cancel creating the failure event.

To create a failure instance, click Add Failure under the Failures section that appears below the Failure Event. Enter the details related to the failure:

• Failure: Select a failure code.
• Cause: Select a cause code. The values are filtered based on the selected failure code.
• Resolution: Select a resolution code. The values are filtered based on the selected cause code.
• Asset Number: Optional. You can select a related asset as the source of the failure.
• Failed Component: Optional. You can select a failed component as the source of the failure.
• Operation: Optional. You can select an operation reference where the failure was detected.
• Failure Comments: Optional. You can optionally add other details, as comments.

Click Save to add the failure. You can use the Add Failures button to add more failures. You can also edit the failure events and failures after they are created.

Note: Mandatory failure entry is tracked and displayed on a card on the Complete page. A card status of Pending means that failure reporting requires creating an event to complete the work order. The card status changes from Pending to Complete once the mandatory failure event is created.

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.