This session will teach how to use the Work Order Module in eMaint X5. You will gain a basic understanding of the Work Order Process: How to create WOs, add charges, complete and close these WOs.
1 - Creating Work Orders
There are multiple ways of creating Work Orders in the system: PM Generation, Request Approval, and unexpected work (Corrective Work Orders). In this section we will focus on creating Corrective WOs. X5 allows you to create WOs for single assets and for multiple assets.
In this example we will demonstrate how to create a new corrective WO for a single asset. To do so, navigate to the Work Orders table by clicking the “Work Orders” tab at the left hand side of the screen. From here we can directly add work orders into the system by clicking the “New” button at the top of the list, then selecting “Single Asset Work Order”.
Once you see the blank WO form, fill out any information that you would like to have on it. In this example we will fill in some of the basic WO fields:
Add a “Brief Description”.
Click the magnifying glass next to the “Asset” field and select an asset from the list. To easily select an asset without looking at the full list, you can just start typing the asset name (or any information within that asset) and the asset will come up on the screen.
Enter more detailed information into the “Work Description” field if necessary.
Click the Save button when you are done (while you can save the WO at this time, you can go to any of the related entities and enter other information before saving the WO).
Adding Work Orders through Asset Records
You can also create WOs through an Asset Record. To do so:
Find an asset in the asset list, click the “Actions” icon
Click on “Create Work Orders”;
Click on “Create”. This will give you a blank WO form to fill, where the Asset is already populated.
2 - Assigning Work Orders
During or after Work Order creation you will be able to assign it to one or multiple contacts. To do so, start by clicking the “Assignments” button under Related Entities.
On the Assignments screen, you will need to: A - Select a beginning date (in your account this field may default to the current date and time); B - Select an end date; C - Start typing a contact’s name or click the magnifying glass to select from the list; then D - Click the “Add” button.
You can repeat this process as many times as you need, if you wish to assign this WO to more than one person. When you are done adding contacts make sure to hit the “Save” button at the bottom, otherwise you will lose your entries.
3 - Adding Work Order Charges
The system enables you to record the time and the cost necessary to perform Work Orders. When you add charges to a Work Order (Labor, Parts, Miscellaneous), these charges are also being associated with the Asset specified on this Work Order. In this section we will be adding a labor charge and a part charge to a WO.
3.1 - Labor Charges
To add Labor charges to a WO, first navigate to the WO list, select a WO, then follow the steps below:
A - Once on the “General Information” view of the WO, click on “Labor Charges” under Related Entities at the right hand side of the screen.
B - Select a Rate Type (Ordinary or Overtime). In your account this field may default to Ordinary;
C - In your account this field may default to your contact record. If you not, or if you wish to change the contact for this charge, select a different contact into this field;
Type in the number of hours worked into the “Quantity” field”;
Click the “Add” button. Repeat the process if you need to add more charges.
Make sure to Click the Save button before leaving this page.
3.2 - Part Charges
To add Part charges to a WO, assuming that you are already on the WO record, you will need to:
A - Click on “Part Charges” under Related Entities at the right hand side of the screen.
B - Select (or type) an Item into the “Parts” field;
C - Select a location into the “Part Locations” field (the options here are the locations recorded at the part level);
D - In the “Quantity” field, enter the amount of parts used;
E - Click the “Add” button (at this time you can repeat the process if you wish to add more parts);
After adding items, click the “Save” button that will popup at the bottom.
Note - To be able to charge out a part you need to have a sufficient number of that part in stock.
4 - Closing Work Orders
Now that the work has been completed and charges have been added, we can go ahead and close the Work Order.
On the WO detail screen, click the “Actions” button at the top of the screen and select “Close”.
You will then be taken to the Close Out screen where, by default, you can change the date, Add comments and Downtime. When you are done, hit the “Close Out” button on the popup window.
Note - A this time the “Status” at the top of the Work Order form will change to “Closed”. The fields that display on the Closeout screen can be defined by a user with access to Form design.
Work Orders can also be closed from the WO list.
5 - Additional Work Order Actions
Besides WO Close out, you will also see a few other options within the WO actions:
Copy/Add. This action will allow you to make a copy of the WO record.
Export to PDF. This will download the PDF version of the WO, which you can print.
Accept work by using the “Signature Sign-off feature”. The signature will be stored within the WO record under a tab called “Signature” below the Related Entities section
Reschedule it. This action will allow you to change the WO Start Date. If you select a date in the Future, the WO Status will automatically change to “Future”.
Send by email.
Create Follow-up. This action will create a follow up WO that will tie back to the original WO.
Archive. This action will archive the WO and will hide it from the WO list. To display archived records, you would have to click the “Gear” icon at the top of the list and select “Include archived”.
