Before creating Scheduled Work Orders for your equipment, you should create a list of the tasks to be performed in these Work Orders. In the eMaint X5 system, these sequential collections of procedures are created and stored in the Work Order Task Library. You can also set labor requirements and create a bill of materials for the Work Order Task which will be shown in the Labor/Part Requirements related entity in the generated Work Order.
One of the most beneficial features of a Work Order Task is that it can be assigned to multiple Scheduled Work Orders, thus eliminating the need to build an individual task for each Scheduled Work Order. Another benefit of using tasks is that when you need to update or improve your Work Order Task information that might be assigned across dozens or possibly even hundreds of Scheduled Work Order records, you only need to update the associated Task Record. The next time a Scheduled Work Order generates, the updated information will automatically be applied to the newly generated Work Order. You can also generate a non-scheduled Work Order directly from the Task Action menu and all of the Task Procedures, Parts and Labor requirements will transfer into the new Work Order directly.
The Work Order Task Entity is located on the left hand side of the screen as its own Entity named Work Order Tasks (if not there, it can be added through your profile settings page). From the Work Order Task table view, you can add new Work Order Tasks by clicking the yellow "New" button at the top right of the table or you can access one of the existing records for viewing or editing by clicking on the Task Number of the selected Work Order Task.
1 - Creating a new Work Order Task Record
1.1 - Navigate to and click on the Work Order Tasks Library
1.2 - Click on the "New" button to create a new record or you can access and edit an existing Work Order Task by clicking on the Work Order Task Number.
Once inside the new or existing record, the Work Order Task record overview page will look something like this.
2 - Work Order Task fields and Related Entities
2.1 - The Task Number (Task No) field is where you will name your Work Order Task in the system. This field can contain a maximum of 20 characters.
2.2 - The Description field is where you can offer a brief description of this task. For example, you could set VEHICLEDAILY as the Task Number and then use the Description field to briefly describe that this is a "Daily Vehicle Inspection". The Description is what will show on other forms such as the Work Order form so give it something descriptive but simple.
2.3 - The Comments field is strictly for informational purposes only. It is not a required field but you can use it to hold additional information about this task.
2.4 - In the Task Labor related entity you have the ability to define specific labor requirements needed for task completion. A task for a Daily Vehicle Inspection most likely will need a Mechanic so we can setup the task labor related entity to tell us that a mechanic is needed for X/hours to complete this work.
2.5 - In the Task Parts related entity you have the ability to construct a bill of materials/required parts list for your Work Order Task. When a work order is generated, these parts will be listed under the Part Requirements related entity of the Work Order.
Once you have defined a Work Order Task Number and Description, we can move on and start building our procedure list within our Work Order. After you have defined the basic information for this Work Order Task click on the Task Procedures related entity on the right side of the record.
3.1 - Creating Work Order Task Procedures
Once inside the Task Procedures related entity you can start to create your procedural sequence.
3.1.1 - Fill out the description with the desired text that you would like to show for this step in the procedure list. The order number will automatically update when you are creating new procedures in your sequence.
3.1.2 - Click the "Add" button to create the Task Procedure.
- Repeat this as many times as necessary to create all of the steps for your Work Order Task.
3.1.3 - Once you have created all of your Task Procedures, click on the save button to update your Task Procedures list.
3.2 - Editing Work Order Task Procedures
After creating your list of procedures you have a few options that will help you in managing that list. Below you will see a compiled list of Task Procedures with some specific areas outlined.
3.2.1 - Clicking on this icon will bring up the Task Procedures arrangement interface where you can reorder your procedures by either using the drag and drop feature or using the arrows on the right side to move them up or down.
3.2.2 - This two icons will allow you to edit the Description of the specific task procedure you have selected or delete the task procedure from the sequence.
- When you enter the arrangement interface, as mentioned above, you can rearrange your procedures by using the vertical black arrows outlined on the left side of the screen (Drag & Drop method) or the blue arrows outlined on the right side of the screen. It's important to understand that if you use the blue arrows, it only moves the line item up one position and you will need to relocate your cursor to the new line it has moved to if you would like to move it again. Once you have made any necessary changes, clicking on the black/orange checkmark will save your modified sequence.
- When clicking on the edit button (paper and pencil icon) from your task procedures list, you will be able to edit the specific information contained withing that specific task procedure. Once you have made any necessary changes, click the update button and then save the Work Order Task record.
Important Information: Anytime you update one or multiple related tables, you must then save the entire record or your changes will be discarded.
4 - Adding Work Order Task Parts
In addition to having a detailed list of task procedures, you can create a bill of materials for your tasks that will transfer over to a Work Order that is either generated by a schedule/meter or directly from the task itself.
4.1 - Navigate to and click on the Task Parts related entity which is directly above the Task Procedures related entity.
4.2 - Once you have made your way into the Task Parts related entity, click on the magnifying glass to access your Parts lookup page.
4.3 - Locate the part you wish to add to your Work Order Task and click the checkmark box to the left of the Part Number.
4.4 - Enter a recommended quantity of parts to be used.
4.5 - Click Add and repeat as necessary until your bill of materials for this task is created.
Important Information: Anytime you update one or multiple related tables, you must then save the entire record or your changes will be discarded.
Now that this task has a bill of materials created, anytime a Work Order is generated and this Task is associated to the record, the bill of materials you have created will populate into the Part Requirements related entity on the Work Order.
5 - Adding Work Order Task Labor
The final step in creating a Work Order Task is associating required labor to a designated contact type. For this example, we will assign a Mechanic to this task for 2 hours.
5.1 - Navigate to and click on the Task Labor related entity which is directly above the Task Parts related entity.
5.2 - Use the drop down menu to select an appropriate contact type.
5.3 - Enter a numerical value for how many hours this contact type is needed for this Work Order Task.
5.4 - Click on Add and repeat as necessary if more than one contact type is needed to complete this Work Order Task.
Important Information: Anytime you update one or multiple related tables, you must then save the entire record or your changes will be discarded.
Now that this task has Labor Requirements, anytime a Work Order is generated and this Task is associated to the record, this information will populate into the Labor Requirements related entity on the Work Order.
6 - Assigning a Work Order Task to a Scheduled Work Order
Now that we have a task created, we can begin the process of assigning it to a Scheduled Work Order. Details on creating Scheduled Work Orders can be found HERE.
6.1 - Navigate to the Details tab of your Scheduled Work Order record.
6.2 - Use the Lookup (Magnifying Glass) to open your Work Order Task lookup window.
6.3 - Select the Work Order Task you wish to assign to this Scheduled Work Order.
6.4 - You will notice that after you select the Work Order Task, the Description field of your Scheduled Work Order is auto-filled with the description from the selected Work Order Task. Click Save once you are finished filling out your Scheduled Work Order record.
When a Work Order is triggered via Calendar/Meter based schedule that has this Task associated with it or manually generated from the Task Action Menu, all of the associate information from that task will be present in the new Work Order record.
7 - Completing Work Order Task Procedures
7.1 - From inside of the Work Order, open your Part Requirements related entity.
7.2 - Once you have performed and completed the task procedures listed, click on the Not Completed button to mark this Task Procedure Completed.
7.3 - Once you have completed the list of task procedures, click Save
8 - Converting Part Requirements into Part Charges
8.1 - Navigate into the Part Requirements related entity.
8.2 - Use the checkmark to begin the process of adding this part to the work order as a Part Charge. More information on creating Work Order Charges can be found Here.
9 - Converting Labor Requirements into Labor Charges
9.1 - Navigate into the Labor Requirements related entity.
9.2 - Use the checkmark to begin the process of adding this Labor Requirement to the work order as a Labor Charge. More information on creating Work Order Charges can be found Here.
