Create Work Orders with Pre-defined Tasks

Create Work Orders with Pre-defined Tasks

Creating Work Orders from Unplanned Events with Pre-defined Task Plans


There are a number of reasons why you would want to set up Event bases task plans/ procedures. One of the most common uses of the Event trigger is for defining a set of procedures/ tasks and required resources in case of equipment failure or breakdown. Setting up the procedures to follow as well as the associated resource & material requirements for when certain events are triggered, is done in the Planned Maintenance Module of Fracttal.

This article will take you through the steps that you need to follow to log the unplanned event and generate a work order from the selected event. It assumes that you have already set-up and configured your task procedures and resource requirements.

Creating the Unplanned Event

Navigate to your work queue by selecting Work Queues under Work Management from the Main Menu bar on the left of your screen:

In the Work Queues window, you will see all the maintenance activities that have yet to be issued/ assigned and turned into Work Orders that can be executed. The work queue is essentially a staging area that allows you to better plan your maintenance workload and schedule your upcoming work to ensure you have the necessary resources available to carry out the required maintenance.

Let's look at some of the basics of the Work Queue window:
  1. Allows you to switch between the current upcoming tasks (Next Tasks view) and future tasks from planned maintenance (Scheduler view). Quite useful for when you want to plan ahead.
  2. The Advanced filters button, allows you to apply more advanced filters to your work queue view such as filtering on specific asset types, priorities, cost centres, groups etc.
  3. You can also apply a location filter to your work queue view. By applying this filter, only tasks associated with assets for the specified location will be displayed.
  4. All tasks in your work queue has a planned/ scheduled start date so by applying the date filter, the queue will only display tasks to be done before or on the specified date
  5. This is the list of all the tasks that has yet to be turned into Work Orders and assigned to technicians. Some of the tasks you will note can be edited, these are unplanned tasks. However any tasks that originate from planned maintenance schedules, cannot be edited and can only be re-scheduled/ deferred to a future date.
  6. The Unplanned Task button, allows you to create unplanned maintenance events/ work orders on the fly which is not currently part of your work queue e.g. a Breakdown. By selecting this option, you will be required to fill out all the details of the required work, assign it to a technician and send it to your existing work queue or directly to your open work orders queue for the work to be executed. You can also use this option to generate an unplanned work order with predefined procedures and resources linked to a specific event.
  7. The New WO button allows you to create work orders from the tasks you selected in your work queue.

Raising the unplanned work order and linking it to a set of pre-defined procedures

So let's get to the core of this article, which will show you how to raise unplanned work orders and automatically pull in the list of pre-defined procedures and required resources. To do this:

1. In you Work Queue window, click on the Unplanned Task button top right of the window to start

2. The unplanned task window will pop-up, specify the date and time of the incident as well as the person requesting the work to be done or your name in the field supplied

3. Next you need to look up the associated asset. To do this, click on the drop-down field which will open up your equipment register/ assets associated with your linked location

4. With the equipment register open. there are many ways you can look for and find the associated asset:
1. You can use the Advanced Filters option, which will allow you to drill down to equipment types, groups, priorities, cost centre etc
2. You can use the search bar to search for an asset's name or code (most commonly used when looking up assets)
3. You can also filter data on each column if you want by clicking on the more options drop-down on the column then scrolling down to Filter and recording the criteria that you want to filter your list on.

5. When you find the asset you are looking for, double click on the item to select it

6. If the asset is linked to a set of Event based procedures, a list of associated procedures will come up.

Here you have a couple of options that we will highlight below

  1. If this is a planned event, such as a planned shut for maintenance, select the procedure and click on the Plan Task {blue} button. By doing this, you are telling the system that this is not unplanned maintenance and once you have stepped through the required fields that you need to populate, you will not be able to edit the associated procedure after pushing it to your work queue.
  2. For this article we will select the procedure and click on the Use event for Unplanned Task {grey} button. This tells the system that the event is unplanned and will allow you to edit some of the procedures and resources after you have created it.
  3. Select the Skip {green} button if you do not want any pre-defined procedures to be populated in the work order an want to specify these yourself.

7. Select the procedure and then click on the "Use event for Unplanned Task {grey} button" to continue. Which will bring up some of the basic details of this unplanned task. Add any additional notes/ comments/ instructions you want to add to the work order.

8. Make sure that the Task Type matches. If not or if you would like to specify a different task type, simply click on the drop-down option in this field and select the appropriate task type from the list provided

9. Next you can add additional grouping to the task by clicking on the drop-downs in these fields and selecting from the provided list

10. The priority of this task as well as the estimated time it will take to complete the job is pulled in from the task plan that you have set up for this procedure. Change this if required, else leave it as is

11. For this topic, we will assume that the work has not yet been carried out and as such we leave the "This task has already been done?" question's answer as No.

12. Once you are happy that the basic details of this task is covered, click on the Next button bottom right of the window to proceed

13. Clicking next will bring up the list of associated sub-tasks/ the work instructions associated with this task plan that will go into the work order.

Again, here you have some options
  1. You can add additional tasks/ instructions to the procedure by clicking on the +Add SubTask button. You will need to specify the task type e.g. Yes/No, Text, Verification task etc. and then specify the question/ details for that task that you want technicians to fill out on the work order.
  2. You can also delete tasks that pulled through from the pre-defined list of tasks associated with this event
  3. You can edit tasks associated with this event by clicking on the pencil icon next to the task you want to edit. You won't be able to edit the type of task, but you can specify another grouping or change the question being asked or the instruction given for the specific task.
  4. When done, click on the Next button bottom right of the window to proceed
14. Clicking next, will bring up a decision box. This is where you need to decide if you are going to send this task to your work queue or if you are going to send this task straight into your open work order queue.

Let's look at these two options in more detail

Option 1: By ticking this box, you specify that you want to send this task to your work queue from where you can further plan when this maintenance will be executed. By selecting this option, you will also be required to specify a schedule date (the date that you want to execute this work). When done, click Next to proceed:

Option 2: Use this option to push this event straight into your open work orders queue. For the purposes of this article, this is the process we will follow. Select the "Send to WO's in Process" option, then you need to assign this work to either an internal resource/ staff member or assign it to a service provider. Select in Inhouse Personnel from the two options provided, look up the person you want to assign this work to, double click to select and assign it to the responsible person.

15. With the responsible person selected, click on Next to continue

16. A resource allocation window will pop up. This is where you need to specify where you will be drawing the stock from as well as which personnel will be performing the maintenance work

17. First, let's specify the person/ technician that will do the job. Do do this, click on the pencil/ edit icon next to the labor line item

18. In the labor/ inhouse resource detail window you need:
  1. Specify who will do the job by clicking on the drop-down and selecting from your list of inhouse personnel
  2. Update the estimated labor hours that will be spent on the job by this person as well as his/ her hourly rate if needed
  3. Specify if the job will be done during regular hours or after hours i.e. overtime hours etc

When done, click on the Add button top right of the window to add this resource to the WO

19. Next you need to specify where you will be drawing stock from. To do this, click on the pencil/ edit icon next to the stock line item:

20. A detail window will pop up. In the Resource Source field, click on the drop-down to bring up a list of possible warehouse where this stock item can be drawn from. You will note the quantities on hand for this item at each of the listed warehouses. Double click on the warehouse you will draw this item from to add it. You can now also update the required quantity if needed.

When done, hot the Add button top right corner of the window to update the item in the WO.

21. Once all the allocations have been done, click on the Next button bottom right of the window to continue

22. A window will come up, asking you if the asset has failed. By selecting the "Yes" option, you will be taken to the asset failure recording window that you can fill out with the failure details. However for this article, we will select "No" and then hit the Finish button bottom right of the window.

23. Once you hit Finish, a notification window will pop up telling you that the WO has successfully been generated and will specify the associated WO number. Hit the OK button

You're done.

If you go and check your open work order queue, you will see that the WO has been generated and is now in your open work order queue

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