The work order record is made up of eleven tabs of information. Each tab and field is defined below.
The Work Order Record: WO# Tab
Requester: If a requester is defined on a work order, that user will receive status updates anytime the status of the WO changes.
Department: If the work order was opened from the Equipment dashboard, the Department associated with the Equipment record will be seen here.
Costcen#: This field is tied to the Department table. If a Department has been defined, the Costcen# field will update with whatever cost center number is associated with the Department and vice versa.
Location: The location of the WO.
Priority: The priority of the WO.
WO Type: This defines the type of work being done on the WO. WO Type can be defined in several different places in HEMS.
Billing Code: this field is used if billing parts and/or labor.
Est. Hours: On scheduled WOs, this field will contain whatever estimated hours are assigned to the PM procedure.
Issue Date: The issue date defaults to the time that the work order was created. To change the issue date, either type in the data or use the calendar and clock buttons on the right end of the field to select the date from a calendar and/or the time from a drop-down list.
Assigned Engineer: This field will default to whomever opened the work order, or to whomever is assigned to the equipment associated with the WO.
Specialty: This is the specialty of the Assigned Engineer.
Failure / Subcode: This field provides additional information about the reason why work order was generated, what state the work order is in, or the success or failure of a PM WO.
Status Date: The status date defaults to the issue date. Once a labor entry is added to the WO, the status date will update to the end time and date of the most recent labor entry.
Due Date: The date the WO is due.
Status: The status of the WO.
Procedure: For PM WOs, this field will show the procedure name of the PM procedure. This field can also be used to assign an on demand procedure to the WO.
Category: The category of the WO.
Specifics: This field further defines the Category field.
Wuserfield 1 & Wuserfield 2: These fields are available for customization.
Request Text: This field shows the request that prompted the creation of the work order.
Action Text: This field shows the work that was completed for the WO.
The Work Order Record: Equipment Tab
The Equipment Tab is where equipment associated with the work order is defined. Equipment can be added to or removed from the work order here. Click on the Update Equipment button in the lower left corner to add or remove equipment to and/or from a work order.
The Work Order Record: Labor Tab
The Labor Tab is where all the labor associated with the WO is tracked. There is no limit to the number of labor entries that can be made. On new WOs, the first labor entry will default to the person who opened the WO or to the person assigned to the equipment associated with the WO.
Initial: The initials of the person performing labor on the WO.
Start Date/Time: This will default to the issue date and time for the first labor entry.
Total Time (Hours): This is the total time of the labor entry in Hours.
Total Cost: This is the total cost of the labor entry in Dollars.
Lump Sum: A lump sum option if the hourly rate of service is not known.
Control #: If multiple pieces of equipment are assigned to a WO, labor can be assigned to specific control numbers.
PO: The PO# used for the labor entry.
Labor Code: The code associated with the work done during the time on the labor entry.
To edit a labor entry, click on the Edit icon, on the far right end of the labor entry preview.
Make whatever edits need to be made and then click on the Accept Button in the upper right. Any notes added here will appear in the Action Text of the work order.
To delete a labor entry, click on the Delete icon on the far right of the labor entry line.
To add a labor entry, use the Add Labor button in the lower left corner of the Labor Tab.
The Work Order Record: Parts Tab
The Parts Tab is for tracking parts used on a WO. Both inventory and non-inventory parts can be added.
Part #: The inventory or non-inventory part number
Description: If the part is an inventory part, the description from the inventory part record will appear here.
Quantity: the quantity of the part ordered
Unit: the unit type of the part ordered
Total Cost: The sum of the Unit Cost multiplied by the Quantity
Lump Sum: If the Unit and Total Cost fields are not used, the cost of the part(s) ordered can be entered in the Lump Sum field.
On Date: The date the part record was entered on the work order
Control #: For WOs with more than one control number, the control number of the equipment that the part was used on can be selected.
PO: The PO# used to purchase the part(s).
Parts Code: the code selected for the part.
To edit a part record, click on the Edit button at the far right of the part record. Once the edit icon is clicked, the full part record will appear for editing.
Once the edits are complete, click on the Accept button to save the changes.
To add a part record, click on the Add Parts button on the bottom left of the Parts Tab.
If Stock Management is being used, use the parts requisition icon to request a part instead of adding the part directly.
The Work Order Record: Attachments Tab
The Attachments Tab is for any files that need to be attached to the work order. Click on the Select Files button to browse for the file(s) to be attached.
The Work Order Record: Testers Tab
The Testers Tab is used to document test equipment used on the WO. If the user has a default tester defined on their user profile, the Use Default button can be used, otherwise, start typing the Control # of the test equipment to be added and select from the available list.
The Work Order Record: Contract Tab
The Contract Tab is for tracking contract costs on contracted equipment.
Contract #: The number of the contract associated with the WO equipment.
Cost that might have incurred fields:
- Labor Cost: The labor cost that would be incurred without a contract.
- Labor Hours: The number of labor hours that would be paid without a contract.
- Part Cost: The cost of any parts that would be paid without a contract.
Notes: Any notes entered here will be added to the action text of the work order.
- To add a timestamp to the Notes field, use the clock icon to the right of the field.
- To expand the Notes field, use the Show Expanded View magnifier icon.
- To use predefined text in the Notes field, use the Predefined Text list icon.
The Work Order Record: Down Log Tab
The Down Log Tab is used to calculate equipment downtime. To add a Down Log entry, click on the Add Down Log button. A Down Log entry of Total down will start the equipment downtime clock. A Down Log entry of Partial Down will stop a downtime clock, as will closing the work order.
Once the Add Down Log button is clicked, a new Down Log record will appear. Use the drop-down menu to select Partial or Total Down. HEMS One will use Total Down to start calculating down time. After the Down Code and Since fields have been completed, click on the Accept button.
The Work Order Record: Savings Tab
The Savings Tab keeps track of Savings made on the WO. Click on the Add Savings button to add a savings record.
Once the Add Savings button is clicked, a New savings record will appear. Fill out the Savings Record and click on the Accept button.
After a savings record has been added, it will be seen on the Savings Tab.
Saving Code: Selected from a list of pre-defined codes
Unit: The unit of savings.
Rate: The dollar amount rate of the savings.
Control #: If the WO has more than one equipment record associated with it, the Control # associated with the savings will appear here.
To Edit a Savings record, click on the Edit icon on the far right of the savings record.
To Delete a Savings record, click on the Delete icon on the far right of the savings record.
The Work Order Record: Task WO Tab
The Task WO Tab will show PM Procedure Tasks if the work order is Scheduled or an on demand PM. If no procedure is associated with the WO, then nothing will appear on the Task WO tab.
#: The number of the step in the procedure
Task Name: The name of the procedure task
Min: If a task has a minimum acceptable value, it will seen here
Reading: This field is where the technician enters the actual value of the task result.
Outcome: If the Outcome box is checked, all tasks in the procedure will be passed. Each task can be manually passed using the drop-down menu in the Outcome column.
In the bottom left corner of the Task WO tab is a declaration checkbox. This box must be checked for the WO to be closed.
The Work Order Record: DPC Code Tab
DPC Codes align WOs with FDA standards. If DPC Codes are being tracked, click on the Add DPC Code Button to add a new record. All Code and Category data will populate when a Description is selected in the new DPC Code record.
Once the applicable Description has been selected, click on the Accept button to create a new record.