Prepare and Plan WO—Key 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

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

Tools and Facilities Type

Purpose: The purpose of this exercise is to show you how to set up the tools and facilities type required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Tools and Facilities Type

  1. Create a new tools and facilities type.

General exercise for Tools and Facilities Type

Tools and Facilities

Purpose: The purpose of this exercise is to show you how to set up the tools and facilities required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Tools and Facilities

  1. Create a new tools and facilities.

General exercise for Tools and Facilities

Connect Tools and Facilities

Purpose: The purpose of this exercise is to show you how to connect tools and facilities required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Connect Tools and Facilities

  1. Create a new connection for tools and facilities.

General exercise for Connect Tools and Facilities

Instruction Type

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

Windows:
Operation Basic Data /Instruction Type

  1. Define an instruction type.

General exercise for Instruction Type

Instruction Location

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

Windows:
Operation Basic Data /Instruction Location

  1. Define a location.

General exercise for Instruction Location

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

Operational Status

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 /Operational Status

  1. Enter a new operational status as the Not Obstructive operational status type.

General exercise for Operational Status

Work Progress Template

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

Note: Defining a default template is optional. If a progress template has not been defined for the site, the default values for progress on operations will be applied.

Windows:
Operation Basic Data /Work Progress Template

  1. Enter a new work progress template and connect it to your site as the default template.

General exercise for Work Progress Template

Main Exercises

Purpose: The purpose of these exercises is to show you how to prepare and plan a work order, and what information you need to add to it. The plan and preparation process varies depending on whether you are reporting a fault, using 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: If a person is connected to the user ID of the logged-on user, the value in this field will appear automatically.   
  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.

Note: The value in the Progress Template field in the Prepare tab appears automatically if you have defined a work progress template and connected it to the work order site as the default template.

  1. 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. If you want to set the status of work order operations manually, clear the Operations follow Work Order Status check box.
  7. Save the new information. Your work order is now prepared with some general planning information.

Budget

  1. Open the Prepare Work Order window.
  2. Select the work order with the Under Preparation status from the previous exercise (General Information).
  3. Click the Budget tab.
  4. Look at the different work order cost types: Personnel, Material, External, Expenses, Tools and Facilities and Fixed Price. (Fixed price is used only in IFS/Service Management).
  5. In the Budget Cost field, enter your budget values for personnel, material, and external.
  6. On the bottom line you will find a summary row.

Operation Requirements

  1. Open the Prepare Work Order window.
  2. Select the work order that is under preparation from the previous exercise.  
  3. 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.
5 Enter a description, craft, planned men = 2 and planned hours.

Employee Allocation

  1. Select the first operation, right-click and click Allocate Employees. The Allocate Employees window appears with the relevant fields populated.
  2. Select the Exclude Schedule check box to find people that do not have a schedule in IFS Human Resources and click Search.
  3. 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.
  4. Select the second operation and perform step 6.
  5. Select the Exclude Schedule check box to find people with the required craft if they do not have a schedule in IFS Human Resources.
  6. 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 5 - 9 you can select the Show All check box before clicking Search, if you want to view all employees regardless of their availability. 

Operation Sign Off Requirements

  1. Select the fifth operation, click the Sign Off Requirements tab and create a new record. Note: These steps cannot be performed on operations for work orders with the connection type VIM.
  2. Select Executor as the sign off requirement type.
  3. Enter a license requirement, if needed, and if license requirements are installed in IFS Human Resource.
  4. Save the information.
  5. Create another record and select Inspector as the sign off requirement type.
  6. Enter a license requirement, if needed.
  7. Save the information.

Note: Adding license requirements is optional. If license requirements are added, you can perform sign off only if you have the necessary licenses. It is possible to add more than one license requirements for a sign off type. If multiple license requirements are added, you must have all these licenses to perform sign off.

Operation Rescheduling

  1. 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.
  2. Now select the 3rd operation, right-click and click Change Planned Start. 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.
  3. 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:

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.

  1. Save the new information. You have now prepared the work orders with operation requirements that will be used later to schedule the resources for the work orders.
  2. On the Planning tab, you can now find an overview of the personnel, material, etc., that is needed when performing the work.
  3. 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.

Materials

  1. Open the Prepare Work Order window.
  2. Select the work order that is under preparation from the previous exercise. 
  3. Click the Materials tab and create a new row where you enter the part number and the operation number. Use the List of Values.
  4. Save the new information.

Tools and Facilities

  1. Open the Prepare Work Order window.
  2. Select the work order that is under preparation from the previous exercise. 
  3. Click the Tools and Facilities tab and use the New function.
  4. In the Tool/Facility ID field, use List of Values to enter a tool/facility ID. 

Note: If you have prepared the work order with only a tool and facility type you will have to enter a tool and facility ID before changing the work order status to “Prepare” or higher.

  1. In the Quantity field, specify the quantity of the tool/facility used for the work order. 
  2. Connect if needed the tool and facility to an operation, use List of Values in the field Operation No.
  3. In the Report Hours field, specify the number of used hours. The used hours specified is then accumulated to the value in the Reported Hours field. 
  4. Save the information.

Return Material

  1. Open the Prepare Work Order window.
  2. Select the work order that is under preparation from the previous exercise. 
  3. Click the Returns tab and create a new row where you enter the part number and the quantity. Use the List of Values.
  4. Save the new information.
  5. Highlight the row on which you want to perform the operation.
  6. Select the Move Repair/Exchange Part to Inventory operation. This causes the Move Repair/Exchange Part to Inventory window to be opened. The connected parts, if any, are displayed in the window.
  7. If you want to change the operational condition of the part, enter the new value in the New Operational Condition field.
  8. Select the Print Serviceability Tag check box to print a serviceability tag report for the part being returned.
  9. Use the New function to create a new record.
  10. In the Quantity to Return field, enter quantity of the part to be returned to inventory.
  11. In the Location No field, enter the location to which you want to return the part. Click the List button to select a suitable value.
  12. Click OK to save the record.
  13. If the Define Cost Structure dialog window opens and the table is empty, create a new line using cost bucket 110 and unit cost 100. Note: The Define Cost Structure dialog window will not open if you are using inventory valuation method standard cost and cost level cost per part and have a standard cost defined for your part.
  14. If the selected part is a non-serial part, the Print Serviceability Tag dialog box opens. If it is a serial part the Print Report dialog box opens directly as the serviceability status is automatically determined by the system based on the operational condition and operational status of the serial.
  15. In the Serviceability Status list, select the relevant serviceability status of the part.
  16. Click OK.
  17. The Print Report dialog box opens.
  18. Verify that the print settings are correct. Click Preview if you want a preview of the report prior to printing.
  19. Click Print. You can click the printer button on the preview window as well.