Asset and Work Order Maintenance Management Suite Training Manual for Technicians

Transcription

1 Asset and Work Order Maintenance Management Suite Training Manual for Technicians

2 Welcome! Welcome to the erportal Asset and Work Order Maintenance Management Software Suite erportal is a powerful software tool that will allow your organization to create and complete work orders efficiently and cost effectively. While comprehensive, the software is divided into easily understood functional areas, making it simple to complete the task at hand. Whether you need to create a work order in the event of an impromptu asset failure, view your upcoming work order schedule, or add your time worked to a work order, erportal allows you to do so (and much more!) quickly. With the use of this manual you will become rapidly familiar with each aspect of the system and how to utilize them to suit your organization s daily needs. This manual will teach you how to create work orders, how to add time, parts, and procedures to work orders, how to complete work orders in the system, and more. This manual will serve as a job aid so that you can begin incorporating the software into your everyday tasks. Each function within erportal is outlined in a step-by-step procedure, so that you can seamlessly follow along with the manual as you complete your work in real-time. This manual in particular is for technicians, and includes all the pertinent information that you as a technician must know about the software. The two main sections of this manual are: 1) Creating Work Orders in erportal 2) Completing Work Orders in erportal These sections are broken down into small, easy-to-follow topics. With this manual in hand you should be well on your way to incorporating erportal software into the daily rhythm of your organization. 2

3 Table of Contents Table of Contents Work Order Overview... 5 Section 1: Getting Started... 6 Logging Into the System... 7 Logging Out of the System... 8 Navigating the erportal Home Page... 9 Using erportal Filters Section 2: Creating Work Orders in erportal A. Introducing Work Order Classifications, Attributes, and Information to be Entered Introducing Work Order Classifications and Attributes B. Creating a Work Order Creating a Work Order: Minimum Required Entry Creating a Work Order: Detailed Data Entry Section 3: Completing Work Orders in erportal A. Finding a Work Order, Entering Work, Procedures, Parts, Time, and Down Time Finding a Work Order with the Work Order Finder Utility Work Order Finder Colors Finding a Work Order Via Your Grid Finding a Work Order Via the Calendar PM/Work Order Schedule Utility

4 Table of Contents PM/Work Order Calendar Utility Adding and Editing Procedures Viewing Procedures in the Procedure Finder Adding Parts Direct from Work Order Method Issuing Parts from Stock Method Adding Time Worked On the Work Order Entry Screen Using the Time Sheet Entry Utility Recording Down Time Manually Via Timer B. Reviewing Information, Additional Icons, Printing, and Completing the Work Order Reviewing Work Order Information in the Additional Tabs Custom Tab Asset History Tab Asset Info Tab Activity Tab Dates/Costs Tab Additional Work Order Details Buttons Printing and Exporting a Work Order Completing a Work Order

5 Work Order Overview Work Order Overview Work orders are a key component in the process of maintaining assets. They serve a variety of functions, one of them as being a communication channel. For instance, operations personnel may create a work order to inform the maintenance department of work that needs to be done that is beyond their own ability to handle. Within the maintenance department, work orders are used to schedule what needs to be done and what type of craftsperson will be required, as well as define the necessary safety precautions and steps to follow, and display the location of parts and materials. All this information is conveyed to personnel via the work orders. In turn the technicians use the work orders to report what work they ve done, how long it took, who performed the work, what parts and materials were actually used in the process, why a breakdown occurred, and the condition of the assets when finished. This manual will cover how to: Create a work order Use the Work Order Finder utility to locate existing work orders Add time, parts, and procedures to work orders Complete a work order in the system And more... 5

6 1 Getting Started

7 Logging Into the System Logging into the System To log into the erportal system: 1. Enter your User ID into the designated field. 2. Enter your Password into the designated field. 3. Click the Log In button. The erportal Home Page opens. 7

8 Logging Out of the System Logging Out of the System To log into the erportal system: 1. From the menu bar, select Hello, (name), Select Logout from the drop down tab. The erportal Login screen opens, allowing you or another user to log back in, without exiting the erportal system. Note: Closing the erportal Window will also force the logging out of the user. 8

9 Navigating the erportal Home Page Navigating the erportal Home Page The erportal Home Page is the first page you see when you sign into erportal Software. You can always return to the Home Page by selecting Home from the top-left corner of most erportal utilities. What you see on your Home Page is highly customizable. You can customize your Home Page so that only those utilities and functions you actually use are present. You can decide upon the order and availability of utilities in the menu bar and menu screens, and you can also decide upon the user portal objects apparent within your Home Page. Home Page Components: The erportal Menu Bar is the blue bar that runs along the left side of the Home Page, below the erportal logo. The names in each category describe sections of the system. Selecting a module name will open a drop-down menu listing the utilities within that module. The modules utilities present on your Menu Bar are completely customizable. Refer to the System Configuration manual for instructions on customizing your menu bars. The Bookmarks function is located below the erportal logo at the top section of the Menu Bar on the erportal Home Page. The function is composed of a drop down list of bookmarks to utilities. You can use this function to access utilities that you use frequently. Refer to the Menu Screens module for instructions on customizing the utilities your My Shortcuts buttons link to. The Favorite Reports function located in the top section of the Menu Bar allows you to view all of the reports you have bookmarked as favorites and access them directly from the Home Page. Refer to the Asset Reports page for instructions on bookmarking Reports as Favorites. The Statistic Set function is located to the right of the Menu Bar and above the User Portal Grids. The function is composed of "at-a-glance" information about the current state of specific groups of items. You can select a specific piece of information in the graphs or the accompanying numerical figures to access charts of information that are represented visually in the Statistic Set. You can customize what statistics are presented on the Home Page by selecting from the variety of premade Statistic Sets. Refer to the User Portal module for instructions on customizing your Statistic Sets. The erportal User Portal Grids in the body of the Home Page below the Statistic Set. They provide a quick view of those activities and records that are important to you. The items presented within the grids are linked to their respective pages for immediate access to further information. Each Grid also features action buttons that allow the user to make quick changes to the items found in each grid. 9

10 Using erportal Filters Using erportal Filters Whenever you are searching through a list of assets, work orders, procedures, etc. in an erportal Finder utility, you have the option of entering information into a filter so that you can find the specific item you are looking for quickly. Quick Filters Present on all of the Finder utilities are Quick Filters. These allow you to enter a code or description for the asset, work order, etc. you are looking for, if known, so you can find it quickly. The Quick Filters are dynamic, so as you enter information into the filter, the grid auto-populates with only those assets, work orders, etc. that fit the specifications in the filter. The screen shot below illustrates the Quick Filter on the Asset Finder utility. The Filter button If information for the Quick Filter is not known, you can select the Filter button, which opens a larger filter. The exact fields within the filter vary depending on which Finder you are using. You can enter any known information about the asset, procedure, etc. you are looking for into the various fields within the filter. In most utilities, the larger Filters are not dynamic, so when you are finished entering information in the Filter you must select the Refresh button. This allows the grid to refresh to reflect the filtering criteria. The screen shot below illustrates the Filter on the Asset Finder utility. Note: You can hide the Filter after you ve opened it by selecting the Hide Filter button. Saving Filtering Criteria as Your Default If you often use the Finder utilities to search for the same asset, work orders, procedures, (or group of assets, work orders, procedures, etc.), you might want to save the filter settings so that they remain in place each time you open the Filter. erportal makes it easy to accomplish this. To save filter settings as your default: 1. Open the filter on the erportal utility in which you want to save filter settings on (for example, the Asset Finder utility). This can be done by selecting the Filter button at the bottom of the utility. 10

11 Using erportal Filters 2. Adjust any filter setting and enter any information into the filter that you want to save as your default settings. 3. From the top of the screen, select Set Up > Save currently configured finder settings, as shown in the screen shot below. Saved layouts are assigned a sequential number. 4. The first layout saved, designated as number 0, will be the one that the finder will open to upon selection of the finder. Note: You may have several layouts saved and select between them once the finder is opened. Additional Options for Layouts under Setup: Reset This option will reset the view to the settings of the currently displayed Saved Layouts. Update This option will update the currently selected Saved Layouts to the current settings displayed on the view. Delete This option will delete the currently selected Saved Layouts. NOTE: The layout numbered 0 name will always be the default. Do not delete this layout as it will not allow you to create a new default layout. Change the selection and Update the default layout. 11

12 2 Creating Work Orders in erportal

13 Introducing Work Order Classifications and Attributes Introducing Work Order Classifications and Attributes When creating a work order, erportal allows you to enter a wealth of information and define various work order classifications and attributes some which may be necessary to the work order completion process and to your organization, and some which are optional. This section introduces and defines all possible work order statuses, types, classifications, and attributes. Later sections will discuss the minimum data entry necessary to complete a work order, and how to enter more detailed data if necessary. Work Order Schedule Types There are two general categories of work orders; planned and unplanned. Planned work orders include preventive maintenance, forecast repairs done at opportune times, and non-typical work such as moving equipment, construction, or rebuilds. Unplanned work orders cover activities due to unforeseen circumstances that require immediate attention. These might include breakdowns, accidents, vandalism, or severe weather events. Work Order Statuses During the life of a work order it passes through a series of statuses. The status names and the number of statuses the work order must pass through are configurable based on your organizational preferences. These statuses may include: New The work order has been created and not yet assigned to a craftsperson. Reviewed In this status the work order has been created and has been left unassigned to a craftsperson. Assigned The work order has been assigned to a craftsperson. Work Started The work order is open and scheduled for work to begin. Waiting Parts The work order is open but cannot be completed until required parts are obtained. Pending Approval In this status the work order has been completed by the craftspersons but before it can go to the next status, it must be reviewed by a supervisor or manager for approval. This status is configurable and may be omitted if your organization prefers. Completed The work has been fulfilled and reviewed as necessary. Closed not Completed The work order has not been completed, but it is no longer necessary to be worked on. The work order is closed and removed from the active list, but does not go into completed status. Disapproved This status is given to work orders deemed invalid and work will no longer be done on them. Re-opened The work order was once in Completed status but it was found necessary to reopen it so that additional work or materials could be charged to it. Work Order Classifications and Attributes When creating a new work order, there is a great deal of information you have the option of entering. Asset Code: First, you must select the asset code for the asset you want to work order to be completed for. This is a system required field. Asset Status: Use radio buttons to select whether the asset is Running, Degraded, or Down. The Degraded status indicates that the asset is not working properly, or effectively, but is still running. This status is based upon your organization s specific definition of degraded. Schedule Type: Use radio buttons to select a schedule type of either Planned or Unplanned. As discussed above, planned work orders are part of preventative maintenance; unplanned work orders are those scheduled because of an unforeseen asset failure. Priority: Select a priority of either 1, 2, or 3 for the work order from the dropdown menu. A priority of 1 means that this work order is of utmost importance to complete. Cause of Failure: If Unplanned is selected as the work order Schedule Type, Cause of Failure becomes an option. Select the cause of the asset failure from the dropdown menu. 13

14 Introducing Work Order Classifications and Attributes Estimate (Hours): This field allows you to enter an estimate of the time it will take to complete the work order. Craft: Select the type of craft associated with this work order. This is a system required field. W.O. Type: Select the specific type of craftsperson necessary to complete this work order from the dropdown menu. This is a system required field. Requested By: The name of the individual who is logged-in to the system at the time of entry auto-populates this field. If the individual logged-in is not the person requesting the work order, select a different individual from the dropdown menu. Assigned To: Select the individual whom the work order is to be assigned to from the dropdown menu. Work Requested: Enter a description of the work to be completed. This can consist of brief notes, or step-by-step instructions. If you select the binoculars icon under the field, a dropdown menu appears from which you can select work to be completed. This menu can also include documents, images, or other files to add the work requested form. To close the dropdown menu and return to the work requested entry form, select the delete (X) button to the right of the dropdown menu. Work Order Dates and Costs The bottom section of the Work Order Entry utility lists various date and cost information associated with the work order. Date Created: The date and time fields auto-populate with the current date and time. These can be adjusted if necessary. Due Date: Enter the date that the work order is to be completed by. Date Started: Enter the date and time that the work order is actually started (not to be confused with Date Created). Date Completed: When the status of this work order is changed to Complete, the date in this field auto-populates with that day s date. This can be adjusted if necessary. Total Cost: Parts + Labor: Clicking the magnifying glass icon next to this field opens the Parts and Labor Cost Summary menu. This information auto-populates once labor and parts are added to the work order. Work Order Details and Information When you select Save to save the work order from the initial Work Order Entry utility, a message appears asking if you want to edit work order details. If you select Yes, the work order opens in a new screen complete with 8 tabs in which you can review and edit work order details. These tabs are discussed in more detail later in this manual. Below lists a brief overview of the work order details in this screen. The Procs (procedures) tab allows you to add the procedures that are to be completed as part of the work order. The Parts tab allows you to add parts to the work order that are necessary to complete the work. Depending on your system configuration, you can either add parts through this tab, or by using the Issue Parts button. The Dates/Costs tab allows you to review and edit date and cost information during the work order completion process. The Custom tab provides the option to select any additional work order information that is specific to and customized by your organization. The Asset History tab displays all past work orders that have been completed for the asset. The Asset Info tab displays information on the asset, and lists any files and parts that are linked to the asset. The Hours field in this tab displays the Asset Runtime Hours. The Down Time tab allows you to add down time to the asset. The Activity Tab displays all the changes made to, and dates associated with the work order. 14

15 Creating a Work Order: Minimum Required Entry Creating a Work Order: Minimum Required Entry Although erportal allows you to enter a great deal of detailed information into the work order, you can also create a work order very quickly by only adding the minimum system requirements to the work order. To create a work order with the minimum required data: 1. From the menu bar of the erportal Home Page, select Work Orders > Work Order Entry. The Work Order Entry utility opens. The work order has a status of New with no work order number yet. The work order number will system-generate when the work order is saved. 2. Enter the Asset Code of the asset that this work order is to be completed for. You can search for and select the asset code by clicking the binoculars icon next to the field. 15

16 Creating a Work Order: Minimum Required Entry 3. Use the radio buttons to select the correct Asset Status depending on whether the asset is Running, Down or running but Degraded. 4. Use the radio buttons to select a Schedule Type of either Planned or Unplanned. 5. Select the Priority (1 is high priority, 3 is low priority). 6. Select the Craft. 7. Select the W.O. Type. The dropdown lists may change based on the Craft selected. 8. Select Save. 9. Select No on the pop up to Edit Details Now. **These are the only fields that are required by the system to enter a new work order. Consult your companies procedures for what they require. 16

17 Creating a Work Order: Detailed Data Entry Creating a Work Order: Detailed Data Entry This section discusses all possible details you can include when creating a new work order. To create a work order that includes all possible details: 1. From the menu bar of the erportal Home Page, select Work Orders > Work Order Entry. The Work Order Entry utility opens. The work order has a status of New with no work order number yet. The work order number will systemgenerate when the work order is saved. 2. Enter the Asset Code of the asset that this work order is to be completed for. You can search for and select the asset code by clicking the binoculars icon next to the field. 3. If after WO creation, you realize an incorrect asset was added to the work order, you can change the asset code by selecting a new asset. This can done at any time prior to completion of the Work Order. a. Select the binoculars icon next to the Asset Code to search for and select the correct asset, as described in the previous step. Upon selecting a new asset, the Change Asset dialog box opens, asking if you are sure you want to change the asset on the work order. b. If you are sure, select OK. The Asset Code on the work order is changed. 4. Use the radio buttons to select the correct Asset Status depending on whether the asset is Running, Down or running but Degraded. 17

18 Creating a Work Order: Detailed Data Entry 5. Use the radio buttons to select a Schedule Type of either Planned or Unplanned. 6. Select the Priority (1 is high priority, 3 is low priority). 7. Select the Craft 8. Select the W.O. Type. The dropdown lists may change based on the Craft selected. 9. Select a Cause of Failure if known. 10. The Requested By field auto-populates with the name of the individual creating the Work Order. To change, select the name from the drop down or binoculars icon next to the field. 11. To view additional contact information for the Requested By individual, select the Contact Info button. The Contact Info Screen dialog box opens to view and phone number. 12. Select the individual whom the work order is Assigned To from the dropdown menu. If configured to send notification s, when the work order is saved, a notification will be sent to this individual. If the individual assigned to work order changes, a notification will be sent to the new individual upon saving the work order. 13. Enter the details of the work that must be done in the Work Requested field. You can search for any available details by selecting the binoculars icon, which opens a list that may include work to be requested. 14. Enter an estimate of the time it will take to complete the work order in the Estimate (Hours) field. 15. The Date Created auto-populates with the current date. It may be changed if necessary. 16. The Due Req is the date the work order should be completed. 17. Total Cost info will be calculated when the work order is complete. 18. Procedures will auto load if linked to an asset or PM. Click on the + to add Procedures or x to delete Procedures. A procedure can be changed by selecting the gray button at the end of the Procedure field in the grid. The Procedure Finder opens with a list of planned procedures for this asset. If the appropriate procedure cannot be located the option may be changed in the Filter to unplanned. 18

19 Creating a Work Order: Detailed Data Entry 19. Select the appropriate procedure from the Finder. The procedure appears in the grid within the Work Order Entry utility. 20. Within the added Procedure you can add the following information: Performed By select the person who performed the work. Auto-populates to the person signed in. Date Date the work was performed. Hour Hours performed on work order. Minutes Minutes performed on work order. Procedure Detail Select the gray box to view the complete procedure in a pop up view screen. Repair Comments Repair comments entered here. To enter more, select the gray box under Repair Comments to open a pop up entry screen. Formatting is saved for later viewing. Select Save when done. Linked File Any attachment to the Procedure will appear here for viewing. Labor Cost Will display the cost of Labor if the company is setup to calculate labor costs. 21. Select Save to complete this portion of the Work Order. A pop up will display to Edit Details Now Clicking No at the prompt closes the Work Order Entry window and opens the Work Order Finder where the work order may be selected for printing. If a name was added to the Assigned To field the work order status changes to Assigned. Clicking Yes at the prompt opens the Work Order Details utility. The tabs within this window are discussed in detail in the following pages. The status of the work order is changed to either Assigned if the work order was assigned to someone, or Reviewed if the work order was left unassigned. 19

20 3 Completing Work Orders in erportal

21 Finding a Work Order With the Work Order Finder Utility Completing a Work Order Part I: Finding the Work Order, Entering Procedures, Parts, Time, and Down Time Finding a Work Order With the Work Order Finder Utility Existing work orders may be located from the list of all work orders using the Work Order Finder and its associated filter. Several other functions are possible from the Work Order Finder, including: Selection of work orders for editing details or completion Initiating a new work order Printing work orders Sorting and viewing work orders with common properties To use the Work Order Finder: 1. From the menu bar of the erportal Home Page, select Work Orders > WO Finder. The Work Order Finder utility opens. If you have not saved a layout, the Finder will load empty. Select Refresh to load data. Note: If you want to view only closed work orders, select Closed WO at the bottom of the screen. If you want to view both open and closed work orders, select All WO at the bottom of the screen. If you do not see certain work orders in the screen, it could mean that you have information in the filter limiting the scope of the results. Select the Clear button. You can change default filter settings by applying the settings, then selecting Set Up >... from the top of the screen. 21

22 Finding a Work Order With the Work Order Finder Utility 2. To begin filtering the Finder for the specific work order you want to view, enter the Work Order # into the Quick Filter at the bottom of the Finder if it is known. 3. If the work order number is not known, select the Filter button. The Filter opens. 4. Enter any known information about the work order into the designated Filter fields, as described below: Note: Some of the fields may be labeled differently based on your organizational nomenclature preferences. a. Enter the Asset Code. You can search for the asset by selecting the binoculars icon next to the Asset Code field, which brings up the Asset Finder. b. Enter the Asset Descr (Description). c. Enter the Status of the asset using the dropdown menus. The first dropdown menu lists Greater Than (>), Less Than (<), and Equal to (=). The second dropdown menu lists possible statuses. So if the, work order has been started but not yet completed, you could select < Completed. d. Select the Division of the asset from the dropdown menu. e. Select the Department of the asset from the dropdown menu. f. Enter the work requested in the Work Request field. g. If you are utilizing erportal s Project Tracking module, and the work order is associated with a project, select the Project ID from the dropdown menu. h. Select the User to whom the work order was either Requested By, Assigned To, or Created By from the dropdown menus. i. Select the Date(s) the work order was either Completed, Loaded, Due, or Started using the dropdown menus. j. The next two fields are Custom Fields. k. Select the craftsperson required to complete the work order using the Craft dropdown menu. l. Select the WO Type from the dropdown menu. m. To view only remote work orders, click the Remote Work Orders checkbox. n. Select the Work Shift in which the work will be completed from the dropdown menu. 5. Find the desired work order from the grid. Note: If you cannot find the desired work order, select Clear from the bottom of the Filter to start the search over using different Filter information. Note: If you open a work order from the Finder, and then click Return from the Work Order Details utility to return to the Finder, your previous Filter selections will remain in the Filter, so that you do not need to repeatedly make the same Filter selections. 6. Click the checkbox in the Sel column at the left-end of a work order line to select it, as shown in the screen shot on the next page. This makes the work order available for any of the following activities using the icons at the bottom of the window. 22

23 Finding a Work Order With the Work Order Finder Utility 7. To print the work order s details, select Print. The work order details open in an erportal Report dialog box. a. Select the printer icon at the top-left corner of the dialog box. The report prints. 23

24 Finding a Work Order With the Work Order Finder Utility 8. To select a work order to view and edit its details, click Select. If you want to edit multiple work orders' information without having to return to the Work Order Finder and starting a new search each time, click the Sel checkboxes at the left-end of multiple work orders in the grid. The selected work order(s) open in the Work Order Details screen. a. Edit the information in the Work Order Details screen as necessary. For more information on editing the work order s details, refer to the Work Order Entry instructions, beginning on page 15 of this manual. b. If you have selected more than one work order from the Finder, move to the next work order by using the left-and-right facing arrows on the left-side of the W.O. # field, as show in the screen shot below. 9. Select Save for every work order you edit details for. A dialog box opens, stating that the work order has been updated successfully. 10. Select OK. 24

25 Work Order Finder Colors Work Order Finder Colors The Work Order Finder display uses a set of colors to quickly let a user know at a glance the priority of a work order and the status of the asset it is written for. They are used as follows: Priority column: Red = High Priority (1) Orange = Medium Priority (2) WO # column: Red = Asset is down Yellow = Work order is overdue Asset Description: Red = Asset is down Asset Status: Red = Asset is down Due Date: Yellow = Work order is overdue 25

26 Finding a Work Order Via Your Grid Finding a Work Order Via Your Grid Depending on your system configuration, work orders may be accessible directly from your erportal Home Page. If you don t want to use the Finder utility, a simpler way you can open a work order to inspect and complete it is right from the grid on your Home Page, if your system is set up as such. Simply click the work order s link on your Home Page, and the work order opens in the Work Order Details utility. Finding a Work Order Via the Calendar A third way you can search for and select a work order is via the Calendar utility. This utility displays a calendar view of upcoming work orders and PMs which can be adjusted to show a 1-day view, a 5-day view, a 7-day view, or a full month view. Double-clicking on work orders from the calendar will open them so that they can be inspected and completed. Proceed to the next sections of this manual, on viewing the Work Order/PM schedule and calendar, for in-depth instructions. 26

27 PM and Work Order Schedule Utility PM and Work Order Schedule Utility Work orders and PMs that are forecast may be viewed either in a table format (PM Schedule) or a calendar format (PM Calendar). These utilities allow you to see your upcoming work orders. The schedule can also be used to confirm that a newly created PM will generate when expected. This section discusses the PM Schedule utility. Move to the next section, beginning on page 32, for information on the PM Calendar utility. To view the schedule in table format using the PM Schedule utility: 1. From the menu bar at the top of the erportal Home Page, select PMs > PM Schedule. The PM Schedule utility opens by default to reveal PM work orders for the coming week. 2. You can change the schedule view to display PM work orders for the next 1 Month or 1 Year by using the radio buttons at the top of the schedule. To more precisely adjust the time period, a value can be entered into the Weeks to Project field. 3. Click the Include Open Work Orders checkbox to include all open work orders in the view. 27

28 PM and Work Order Schedule Utility To print the PM Schedule: 1. Select the Print button. The PM Schedule opens in an erportal Reports dialog box. 2. Select the printer icon on the top-left corner of the dialog box, as shown in the screen shot on the next page. The PM Schedule prints. Click the View PM Calendar button to view the list in a calendar format. Proceed to the next page of this manual, on the PM Calendar. 28

29 PM and Work Order Calendar Utility PM and Work Order Calendar Utility To open the PM Calendar: 1. From the menu bar at the top of the erportal Home Page, select PMs > PM Calendar. The PM Calendar utility opens by default revealing open work orders for the current month. The buttons in the upper left corner are used to adjust the view to a single day, a 5-day work week, a 7-day full week, or a month. The slider bar along the right side of the calendar moves the view ahead or back. The work orders display on their due dates. PM work orders are preceded with PM to differentiate them from unplanned work orders. Hovering over a work order number reveals its summary information. Double-clicking on a work order opens it in the Work Order window for more precise viewing or to edit details. If the work orders for a day are too numerous to display, a small ellipsis icon appears in the lower right corner on that day to indicate there are work orders hidden from view. Adjusting the calendar to the day view allows them to be seen. The color coding scheme is configurable when the erportal system is installed. Generally the colors represent work orders that are past due, unassigned, assigned but not complete, and forecast. 29

30 PM and Work Order Calendar Utility The lower portion of the calendar window contains a filter to enter criteria to adjust the visible work orders. Each field contains a dropdown list showing its choices. The field labels may be different on your organizational nomenclature. Click the Refresh button once all filter selections are made. Clicking the Clear button removes the chosen criteria and displays an unfiltered view. The filter area also contains checkboxes that limit the type of work orders visible on the calendar. i. To include PM work orders, click the PMs checkbox. ii. To include completed work orders in the view, click the Completed checkbox. iii. Click the Fixed Duration checkbox if you want all calendar items to have a fixed duration in the day view. In other words, when the calendar is set to a day view, the size of the displayed work orders is determined by the estimated length of time set on the work order. The scroll bar to the right of the work orders may be used to see additional work orders. If this is inconvenient, clicking the checkbox next to Fixed Duration adjusts each work order to an even length so they may all be seen at one time. It does not change the estimated time of the work orders themselves. Click the Refresh button to apply the choices. Note: The Hours value at the bottom-right side of the screen reflects the total estimated time required, per selected time period, of all displayed WOs. 30

31 PM and Work Order Calendar Utility 1 Day PM Calendar View Switching to Day view on the calendar focuses on the selected day. Click on the date within the small calendars along the right side of the window to switch to a different day. The size of the work orders displayed in the Day view is determined by the estimated length of time set on the work order. The scroll bar to the right of the work orders may be used to see other work orders listed for that day. If this is inconvenient, clicking the checkbox in the filter area for Fixed Duration adjusts each work order to an even length so they may all be seen at one time. It does not change the estimated time on the work orders themselves. 5 Day PM Calendar View 31

32 PM and Work Order Calendar Utility 7 Day PM Calendar View 32

33 Adding and Editing Procedures: The Procedures Tab Adding and Editing Procedures: The Procedures Tab If you need to make any adjustments to the procedure(s) you added in the original Work Order Entry screen or to any procedures linked to the asset, or if you want to add an additional procedure, you can do so in the Procs (Procedure) tab. To add an additional procedure to the grid: 1. Find and select the work order from the Work Order Finder. Refer to the information on using the Work Order Finder utility, beginning on page 24 of this manual. 2. Click the Procs tab in the Work Order window. 3. Select the plus (+) sign on the left-side of the grid. A procedure opens in the grid. 4. If the procedure that opens is not the one you want to add to the work order, select the gray button at the end of the Procedure field. The Procedure Finder opens. The Filter within the Procedure Finder populates with either Planned or Unplanned procedures depending on the Work Order you are viewing. 33

34 Adding and Editing Procedures: The Procedures Tab 5. Select the appropriate procedure from the Finder. The selected procedure opens in the Procedure grid on the work order. 6. If any files are attached to the procedure, they populate into the Linked File field of the Procedure. Adding files to the Work Order 1. Select the Files tab within the work order. 2. Select the gray button at the end of the File Name field. The following appears: 3. Select Upload New File or Attach Existing File. Upload New File will allow you to select a file that has not been selected prior to erportal. Attach Existing is to allow the system to point to an existing file within erportal. Existing files are usually manuals or manufacturers information. 4. The File to upload window opens in a separate tab allowing you to browse through the files on your computer to find the file you want to attach. 5. Click Browse. The Choose File to Upload dialog box opens. This is the file system of your computer. 6. Select the file you want to upload from your computer s file library. Click Open at the bottom of the dialog box. The file path opens in the File to Upload field. 7. Select Upload. 34

35 Adding and Editing Procedures: The Procedures Tab Additional Fields to the Work Order Detail screen: 1. Comments. Used to further explain the status that is located to the right of the Comments field. 2. Buttons. Copy. Creates a duplicate work order that can be modified to create another work order. Print. Prints the work order displayed and can be exported to another format. . s the work order to the user defined with a short message. Reject. Only displays prior to assigning the work order. GIS. Additional module for use with GIS software. Enter Assessment Data. Additional module that collects data required by the company. Data assessment is required to completing the work order. Fax. Faxes work order to the user defined with a short message. Complete. Work order has been completed and all information has been entered. Close Not Complete. Work order was a PM or had time and parts issued and want to keep for historical/ reporting purposes but the issue was not resolved or PM not completed. Approve. Appears after work order is completed. Normally used for a supervisory review. 35

36 Viewing Procedures in the Procedure Finder Viewing Procedures in the Procedure Finder The Procedure Finder utility allows you to search for existing procedures so you can view and print their details. To open the Procedure Finder: 1. From the menu bar on the erportal Home Page, select PMs > Procedure Finder. The Procedure Finder utility opens, listing all procedures. 2. If you know all or part of the Procedure ID, enter the information into the designated field in the Quick Filter at the bottom of the screen. 3. If you do not know the Procedure ID, select Filter. The filter opens on the bottom of the screen. 4. Enter any known information into the Filter, as described below. The filter is dynamic, so as you enter information into the filter, the grid auto-populates with only the procedures that fit the specifications entered. a. Select the craftsperson required to conduct the procedure from the Craft dropdown menu. b. Select whether the procedure was planned or unplanned from the Type dropdown menu. c. Check the box next to Inspection Procedures if the procedure was an inspection. d. Use the fields next to Description if you know the description for the procedure. Select from the dropdown menu either Contains, Equal to, or Starts with, depending on how much of the description you know. e. Select the individual who entered the procedure using the Entered By dropdown menu. 36

37 Viewing Procedures in the Procedure Finder 5. Find the desired procedure from the grid. Note: If you cannot find the desired procedure from the grid, select Clear from the bottom of the filter to start the search over using different information to locate the procedure. 6. Select the desired procedure by either double-clicking anywhere within the line of the procedure, or by clicking within the line of the procedure once, then clicking Select at the bottom of the screen. The Procedure Maintenance utility opens. 7. Review information in the necessary tab(s) within the Procedure Maintenance utility. To print a procedure s details: 1. Select the procedure you want to print from the grid by clicking once within the line of the procedure. 2. Select the Print button from the bottom of the Finder. The Procedure Details open in an erportal Report dialog box. 3. From the top-left corner of the dialog box, select the printer icon. The report prints. 37

38 Adding Parts to the Work Order Adding Parts to the Work Order The method of adding parts to a work order is dependent on the modules activated in your system. If the Materials and Parts Management module is not active, Method I should be used. Where the Materials and Parts Management module is active, Method II should be used. If there are parts linked to the asset already in the Parts tab of the Asset Master, the parts can be set to automatically appear on the work order. Method I: Adding Parts Direct From a Work Order This method allows you to add parts to the work order directly on the Work Order Details utility grid. All the parts and materials information must be entered every time they are used on a work order. The parts entered here are separate from your inventoried items and will only show in this work order and the asset. The parts and materials cost information is accumulated and added to the cost of the work order. To add parts and materials to the work order: 1. Open the work order from the Work Order Finder utility. 2. Click the Parts tab in the Work Order window. 3. Select the Ad hoc Parts button on the right of the grid. A blank line opens in the grid. All information about the part you are adding to the work order must be entered into the grid-line manually, as described in the instructions below. 4. Enter the Item Number of the part you are adding to the work order. 5. Enter a Description of the item. 6. Enter any additional item information into the designated fields as necessary, including the Projected quantity, the Issued Quantity, Unit Price, UM (Unit of Measure), Actual Price, Date Issued, Issued To individual, and Issued By individual. 38

39 Adding Parts to the Work Order 7. If you want to add more than one of the part you entered, make sure adjust the quantity in the Issued Qty field in the grid-line. The default is Add any additional parts to the work order as necessary by repeating the above instructions. 9. When you are finished adding parts, select Save. A dialog box opens, stating that the work order has been updated successfully. 10. Select OK. If the Materials Management Suite is being utilized, and items are set up in your system, proceed to the next page of this manual for instructions on how to issue parts to the work order from inventory stock. 39

40 Adding Parts to the Work Order Method II : Issuing Parts from Stock This method allows you to issue parts and materials to the work order. Using this method, quantities and cost information is recorded, and the quantity issued is automatically deducted from the current inventory stock. To issue parts to the work order from inventory stock: 1. Select the Issue Parts button from the right of the Work Order window. The Issue Header Information screen opens. Depending on the information you entered into the work order, all fields within this screen may autopopulate with information. 2. If any fields do not auto-populate, or if you must adjust any information, select information for each field using the dropdown menus, or by selecting the binoculars icons to search for the correct information. 40

41 Adding Parts to the Work Order 4. When you have entered all necessary information, select the Issue Detail button from the bottom of the screen. The Issue Entry utility opens. The Issue Number, Issue Type, Issued To, Department, Asset, Work Order, and Issuer fields auto-populate. The Total Amount and # of Lines fields will auto-populate once the Issue Entry is saved. 5. Adjust the quantity of the item you want to issue in the Issue Qty field. The default quantity is Enter the first item you want to add to the work order in the Item # field. There are three methods of entering the item number: a. If your system is connected to a hand-held scanner, scan the barcode of the item. b. Key the item number in manually if it is known. c. Select the binoculars icon next to the field to search for the item from the Item Finder. The item populates into the Issue Entry grid. 7. Issue additional parts to the work order as necessary by repeating the above instructions. 41

42 Adding Parts to the Work Order 8. To remove an item line, select the line, then click the Delete Line button at the bottom of the window. 9. Select the Notes button to add any necessary information about the issue to the work order. 10. When you are finished adding parts and notes to the Issue Entry utility, select the Line Detail button from the bottom of the utility. This opens the details of the item issued. If you are issuing more than one item, select the item you want to view the details for from the Issue Entry utility before selecting the Line Detail button. 11. Make any necessary adjustments to the information in this screen, as described below: a. Change the Stock Room and Location if necessary. You can search for the location by selecting the Location button. b. Add any alternate parts into the Alt Part # 1 and Alt Part # 2 fields if necessary. c. Adjust the Issue Qty (Quantity) if necessary. 42

43 Adding Parts to the Work Order d. Adjust the Standard Price and the cost Per item if necessary. Selecting the Undo button reverts the Standard Price and Per fields back to their original values. e. The Delete Line button deletes the selected line. f. The View Summary button returns you to the Issue Entry utility. g. The Issue Header button returns you to the Issue Header Information screen if you need to adjust any header information. h. The Cancel button cancels the entire issue. 12. When you are finished adjusting information in this screen, select Save and Exit. The Confirm Complete Transaction dialog box opens asking if you are ready to complete the transaction. 13. Select Yes to complete the transaction and issue the parts to the work order. The Order Summary Information dialog box opens from which you can select to Exit or Print Receipt and Exit. 14. If you want to print a receipt, select Print Receipt and Exit. The Issue Receipt opens in an erportal Report window. 15. Select the printer icon from the top-left corner of the screen to print the issue receipt. The receipt prints, and you are taken back to the Work Order window. 43

44 Adding Time Worked on the Work Order Entry Screen Adding Time Worked on the Work Order Entry Screen 1. Select the work order from the Work Order Finder utility. The work order opens in the Work Order Details utility. 2. In the procedure grid in the bottom half of the screen, check to make sure the individual who performed the work is in the Performed By field. 3. If the Performed By field is blank or lists the wrong individual, select the gray button at the end of the field. The Select the Performer dialog box opens, listing all individuals in the system. 4. Select the individual who performed the work. If the list is long, enter the individual s UserID and/or Name into the Filter at the bottom of the dialog box. The selected individual opens in the Performed By field. 44

45 Adding Time Worked on the Work Order Entry Screen 5. Click within the Date field. A dropdown calendar opens. 6. Select the date the work was performed from the calendar, or manually type the date into the field. 7. Click in the Hours field and enter the number of whole hours the technician worked on the job. 8. Click in the Minutes field and enter the additional minutes worked on the job. 9. Move the scroll bar in the procedure line to the right until the Time Type field is visible. The default time type in this field is Regular time. If the work was done in over time, select either Over Time or Double Time from the dropdown menu in the field, as shown in the screen shot on the next page. 45

46 Adding Time Worked on the Work Order Entry Screen 10. If the work order has not been completed, click the Save button to save the time entry. The time entry is complete for this technician on this date. To add multiple technicians or days to the work order: If another technician has worked on the work order, or if work was performed on more than one day, an additional procedure line must be added to record that time. To do this: 1. Click the plus (+) sign button at the left side of the grid. A new procedure line opens. 2. If the procedure that opens does not match the original, click the gray button at the end of the Procedure field. The Procedure Finder opens. 3. Select the correct procedure from the Procedure Finder. Refer to the instructions on using the Procedure Finder, beginning on page 39 of this manual. 4. When the correct procedure loads, adjust the Performed By, Date, Hours, Minutes, and Time Type fields as discussed in the above instructions. 5. If the work order has not been completed, click the Save button to save the time entry. The time entry is complete for this technician on this date. 46

47 Adding Time Worked Using the Time Sheet Entry Utility Adding Time Worked Using the Time Sheet Entry Utility If you do not want to enter time directly into the Work Order Entry utility, you can also enter time on a time sheet via the Time Sheet Entry utility. To use the Time Sheet Entry utility to enter time: 1. From the menu bar on the erportal Home Page, select Work Orders > Time Sheet Entry. The Time Entry utility opens. If you want to open a previously created time sheet to add more time, select from the menu bar Work Orders > Time Sheet Finder. 2. Select Employee ID, or the employee ID of the individual who completed the time, by selecting the binoculars icon next to the field. The Select a Employee dialog box opens. 3. Select the correct employee from the list. If the list is long, you can filter it using the User ID, User Name, and/or Craft Description filtering fields. The selected employee opens in the Timer Entry sheet. 4. Today s date auto-populates the Date field adjust this if necessary. 5. Select a Time Type from the dropdown menu. 6. Enter the Work Order # or search for the work order by selecting the ellipsis icon next to the field. The Select a Work Order dialog box opens, listing open work orders. Select the correct work order from the list. If the list is long, you can filter it using the WO Nbr filtering field. 47

48 Adding Time Worked Using the Time Sheet Entry Utility 7. Enter the Procedure number or search for the procedure by selecting the ellipsis icon next to the field. The Select a Procedure dialog box opens, listing all possible procedures. Select the correct procedure from the list. If the list is long, you can filter it using the Procedure ID and Description filtering fields. 8. Enter the number of Hours and Minutes worked into the designated fields. 9. Enter any additional Comments. 10. The Date Created and Time Sheet Number are system generated. 11. When you have added or updated all necessary information on the Time Entry sheet, select Save. 48

49 Recording Downtime: The Down Time Tab Recording Downtime: The Down Time Tab When performing tasks on a work order it may be necessary to take the asset out of service and incur some downtime. Recording the downtime and the reason for it will be helpful in the future as part of analysis reports to improve asset maintenance and track production outages. You can add downtime to a work order manually, or using a timer if you have a timer connected with the software. To add downtime records to a work order manually: 1. Open the work order from the Work Order Finder utility. 2. Click the Down Time tab in the Work Order window. 3. Click the + button on the bottom left side of the window. A new Down Time line opens in the grid. 4. Edit the dates in the Date Down and Date Up fields to reflect the correct dates for when the asset was taken down and brought back up to service. Clicking within the fields allows you to open a dropdown calendar. Manually type dates into the fields, or select dates from the dropdown calendar. 5. Enter the number of Hours and Minutes the asset was down in the designated fields. 6. Enter the Reason for the down time. 7. Select the individual entering the down time in the Entered By field. 8. If down time occurred at another, separate, time period, click the + button to add an additional line to record it. An additional Down Time line opens in the grid. 9. Repeat the above instructions as necessary. 10. When you are finished adding Down Time incidents, click the Save button. A dialog box opens, stating that the work order has been updated successfully, 11. Select OK. 49

50 Recording Downtime Via a Timer To add downtime records to a work order via a timer: You have two options: Manual time entry or selecting the stopwatch. 1. In the Down Time tab, select the stop-watch icon button on the left-side of the tab. A dialog box opens. 2. In the dialog box, enter a Reason for Down Time. 3. If you have a timer set-up with the software, click the stop-watch icon on the bottom of the dialog box. The down time begins recording. 4. Click the stop-watch icon again to stop recording. 5. If you select the manual entry complete all the information above: DateDown, DateUp, Hours, Minutes, Downtime- Cost, Reason and Entered By. 50

51 Reviewing Work Order Information in the Additional Tabs Reviewing Work Order Information in the Additional Tabs Custom Tab The Custom tab allows you to enter or select any custom information, dates, or values that are present in your specific system setup. Asset History Tab The Asset History tab displays all the work orders that have been performed on the asset. The grid lists the specific work order number, the work requested, the date created, the person the work order was assigned to, the status of the work order, the work order type, the due date, the date started, the date completed, the craft, the requested by person, and the procedure. 51

52 Reviewing Work Order Information in the Additional Tabs Asset Info Tab The Asset Info tab displays all the information for the asset that the work order is attached to. If multiple assets are attached to the work order, select the specific asset you want to view information for in the Procs tab before opening the Asset Info tab. The top portion of the tab lists general information. The Hours field on the right-side of the tab displays the asset s runtime hours. The grid in the bottom portion of the tab displays Linked Files, Linked Parts, and Components for the asset. Switch between viewing linked parts vs. linked files using the radio buttons. The first screen shot below shows linked files in the grid, the second screen shot shows linked parts in the grid. 52

53 Reviewing Work Order Information in the Additional Tabs Activity Tab The Activity Tab displays all the changes and transactions that have occurred to the work order. The grid lists the date of the change, the type of change, the User ID of the individual who made the change, a description of the change, and a reason for the change. Dates/Costs Tab The Dates/Costs tab contains summary cost information for both labor and parts. It also shows the amount of time (Effort) that technicians have recorded on the work order and the total time that has elapsed (in hours) since the work order was first created. 1. Locate and open the work order using the Work Order Finder. 2. Click the Dates/Costs tab in the Work Order window. Review and/or revise any information within this tab as necessary. 53

54 Additional Work Order Details Buttons Additional Work Order Details Buttons The work order window features additional buttons along the bottom of the window which provide ways to send the work order, copy the work order, and print the work order (discussed on the next page). Icon Clicking the icon opens a separate window which will prompt for recipient addresses and a message to include. The work order number is automatically placed in the subject line. Fax Icon Clicking the Fax icon opens a separate window prompting for the fax number to send a copy of the work order. Copy Icon An exact duplicate of the current work order is created using the Copy icon. The newly created copy is given a new work order number. 54

55 Printing and Exporting a Work Order Printing and Exporting a Work Order The Print button is found on both the Work Order Finder and the Work Order window. In either case, clicking the button opens the selected work order worksheet in a print preview window from where it may be sent to a printer or exported to a different format. To print a work order: 1. Either select the work order to print on the Work Order Finder, or open the work order from the Finder. 2. Select the Print button. The work order opens in an erportal Report preview window. 3. Select the printer icon in the top-left corner of the dialog box. The report prints. 4. The work order may also be exported to a different format by clicking the export icon in the top-left corner of the dialog box. The Export Report dialog box opens. 55

56 Printing and Exporting a Work Order 5. Select the File Format to export the work order into from the dropdown menu. 6. Select the Browse button. The Save As dialog box opens. 7. Navigate to the location on the computer where the file should be saved. 8. Title the file in the File Name field. 9. Select Save. 10. Select OK in the Export Report dialog box to begin the export. 56

57 Completing a Work Order Completing a Work Order To complete a work order: 1. Find and select the work order you want to complete from the Work Order Finder. Refer to the instructions on finding a work order beginning on page 24 of this manual. 2. Check to make sure all organization required information is included in the work order. 3. If necessary, update the usage level value for the asset. This is done in the Asset Info tab, in the right-most field of the tab. 4. When all necessary information has been added and reviewed, select the Complete button at the bottom of the window. The Confirm W.O. Complete dialog box opens, asking if you are sure you want to mark this work order complete. 57