Prepare and Plan SO—Exercises

Basic Data Setup 

Maintenance Organization

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Organization Basic Data /Maintenance Organizations

1. Create a new maintenance organization.

General exercise for Maintenance Organization

Enter and Link Employee to Maintenance Organization

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises.

Windows:
Organization Basic Data /Employees

1. Enter a new employee.
2. Link a maintenance organization to the employee.

General exercise for Enter and Link Employee to Maintenance Organization

Crafts

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Organization Basic Data /Craft Catalog

1. Create a new craft row. 

General exercise for Craft

Link Employees/Crafts

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Organization Basic Data /Link Employees /Crafts

1. Link an employee to a craft.

General exercise for Link Employees/Crafts

Link Crafts to Sales Part (IFS/Service Management)

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Organization Basic Data /Crafts to Sales Part

1. Link a craft to a sales part.

General exercise for Link Crafts to Sales Part

Maintenance Teams

Purpose: The purpose of this exercise is to show you how to set up a team required for the following exercises. 

Windows:
Organization Basic Data /Teams

1. Add a new team with at least 3 team members.

General exercise for Enter Maintenance Teams

Work Types

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Work Order and PM Basic Data /Work Types

1. Create a new work type.

General exercise for Work Types

Priorities

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Work Order and PM Basic Data /Priorities

1. Enter a new priority code.

General exercise for Priorities

Main Exercises

Purpose: The purpose of this exercise is to show you how to prepare and plan a work order, and what information you need to add to the work order. The plan and preparation process varies depending on whether you are reporting a fault, performing a preventive maintenance action, or needing to service an object. This exercise guides you through the steps involved in reporting a fault that needs to be corrected. 

Windows:
Prepare Work Order

Create Work Order

1. Open the Prepare Work Order window. 
2. Create a new work order for objects on which you are to be preparing and planning maintenance.
3. Create a new record.
4. In the Object ID field, select an appropriate object from the List of Values.
5. In the Reported By field, select the person who created the work order using the List of Values.

Note: The reported by value appears automatically if you already have connected a person with the user ID to which you are logged on.

6. In the Directive field, enter a brief description of what needs to be corrected on this work order.
7. Select an appropriate maintenance organization for the work using the List of Values.
8. Save your changes. The status is set to Work Request.
9. Change the status to Under Preparation. (Right-click, point to Work Order Status and then click Under Preparation.)

General Information

1. Make sure that you are in the Prepare Work Order/Prepare tab, and that your work order is retrieved.
2. In the Planned Start and Planned Finish fields, enter the planned start and finish dates. If you enter the execution time, the finish date will be automatically calculated.
3. Save the record.
4. Click the Prepare tab.
5. In the Work Leader field, add a work leader signature. Use the List of Values.
6. Save the new information. Your work order is now prepared with the some general planning information.

Operations

The operation lines determine the actions or operations that need to be performed to execute the work. On the operation line, you also define how many resources each operation requires, how many hours it will take, when it should be executed, and by whom.

1. Open the Prepare Work Order window. Click the Operations tab.
2. Click the Operations tab. Create 4 operation lines that include the following information.

   Operation No	Fields to be entered
   1	Enter a description, planned men = 3, maintenance organization, planned hours, and the identity of your team.
   2	Enter a description, craft, planned men = 1, craft identity and planned hours.
   3	Planned Start = 12.00 AM today, Planned Finish = 12.00 PM today, Planned Hours = 9.
   4	Planned Start = 12.00 AM the next day, Planned Finish = 12.00 PM next day, Planned hours = 10.

Note: If your maintenance organization or craft is connected to a sales part, the sales part automatically appears on the operation lines. If you want to use a different sales part, you can select a new one using the List of Values.

Employee Allocation

3. Select the first operation, right-click and click Allocate Employees. The Allocate Employees window appears with the relevant fields populated.
4. Select the Exclude Schedule check box to find people that do not have a schedule in IFS Human Resources and click Search.
5. On the Allocate Employees/Search Results tab select the Allocate check box against the employees that should be allocated to the work order and click OK.
6. Select the second operation and repeat steps 3 to 5.
7. Select the Exclude Schedule check box to find people with the required craft if they do not have a schedule in IFS Human Resources.
8. Select the Include Sub Craft check box if you want to search for people that belong to child crafts that is connected to the craft displayed and click Search.

Note: When performing steps 4 - 8 you can select the Show All check box before clicking Search, if you want to view all employees regardless of their availability. 

Operation Rescheduling

9. Next create a dependency between two operations. Select the 4th operation, right-click and click Predecessors. Select the check box against the predecessor 3 on the dialog box that appears and click Save and Close.
10. Now select the 3rd operation, right-click and click Move Operation. Specify the new start date and time for the operation on the dialog box that appears and click OK. Note: As a result of the dependency operation 4 will also be moved through time automatically.
11. Next select operation 3 again, right-click and click Reschedule Operations. On the dialog box that appears perform one or more of the following steps:

• To remove the excess times between operations select the Operations check box and click OK.
• Perform step 11 again. Select the Compress Durations, Employee Allocations and Include Schedule check boxes. Change the value in the Requested Start Date field. Click OK.

Note: Compress Duration - Reschedules operations so that the time interval between the start and end dates of an operation line is equivalent to the hours planned. Employee Allocation - If an employee is specified for the operation line, all previous bookings for the employee are considered and the operation time interval is moved to a free time slot. Include Schedule - The employee schedule of IFS Human Resources is considered when rescheduling.

12. On the Planning tab, you can now find an overview of the personnel, material, etc., that is needed when performing the work.
13. On the Budget tab, you can find the planned cost for the operation.
     

Note: If a standard job identity is entered on the Prepare tab, the entire operation planning is copied from the standard job to the Operations tab (excluding the employee allocation and operation rescheduling information). See the Additional WO Information exercise. Before you set the status of the work order to Prepared, you may need to add material to the work order. To learn how to do this, see the Material Requirement lesson and the Material Requirement exercise.

Planning Information

Note: The Planning tab displays all operation lines, tools and facilities and material requirements entered on the work order. You can also enter External and Expense cost type lines if there are additional expenses that you want to charge to the customer. Alternatively, you can define a Fixed Price line to define that the work order should be invoiced at a fixed price. The combination of the value in the Work Order Cost Type field, the value in the Work Order Invoice Type field, and the value in the Quantity/Quantity to Invoice field determine whether the row will be invoiced and how much should be invoiced.

1. Open the Prepare Work Order window. Click the Planning tab.  
2. The operation line that you entered should appear. 

Note: If you want to invoice the customer for the hours that eventually will be reported against the work order, you do not need to change the settings on the planning lines. The reported quantity (entered when you report in the work order) will be invoiced by default. However, if you want to determine whether a certain quantity or amount should be invoiced, you can define the values to invoice in the Qty to Invoice and Work Order Invoice Type fields.

3. Create a new planning line. This line will be used to plan the cost and revenue for any travel expenses that you may have when executing the work order. Select the Expenses work order cost type.
4. Enter a quantity of 30 and quantity to invoice of 35.
5. Select Min Qty in the Work Order Invoice Type list. 
6. Connect the Mileage sales part to the expense line. 

Note: The expense line is now set up to be invoiced at a minimum of 35 miles. If 30 miles are entered when the work order is reported in, 35 miles will still be invoiced. If 40 miles is reported, 40 miles will be invoiced to the customer. 

Note: In the Report In Work Order/Postings window, you can activate the invoice information you have defined on the lines. You need to right-click and then click Create from Planning when reporting your expenses and hours.

Budget

1. Open the Prepare Work Order window. Click the Budget tab. 

Note: The Planned Cost and Planned Revenue fields for the Personnel and Expenses cost types should have been populated automatically, retrieving the information from the Planning tab.

2. In the Budget Cost field, enter your budget values for personnel and external expenses. 
3. Save your changes.

Note: The budget values can be used to enter an estimate for what you think the cost and revenue will be. You can also use it to enter the amount the customer has agreed to pay for the work.

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