Creating Unplanned Work Orders - Mobile App

Creating Unplanned Work Orders - Mobile App

Creating an Unplanned Work Order

1. Introduction

The screen grabs shown in this Article was taken from an iOS™ device, however the Fracttal mobile app is available for both Android™ as well as iOS™ mobile devices and can be found/ downloaded on Google™ Play and the App store by simply searching for Fracttal. The app is available FREE of charge for any paid user of Fracttal CMMS and can be used by Technician, Manager or Administrator users. The user and access rights assigned to your user in the Web Application will apply to your user on the Mobile Application. The same username and password is used to log into the Mobile App.
Assuming you are not following the processes as outlined in articles: 
Create Work Orders with Pre-defined Tasks or Creating Unplanned Work Orders - Web App Extended where a Work Request is Raised, then Reviewed and turned into a Work Order, this article covers the simplified Unplanned Work Order creation process using the mobile application.

Section 2 will cover creating an unplanned work order and pushing it into the open work order queue.

Section 3 will briefly cover turning pending work in your work queue into a work order and covers a lot of the same steps as outlined in Section 2

2. Create Unplanned Work Order

It is important to note that although access to the Work Queues is by default a user right assigned to Manager and above type users, access to this function is not by default activated for Technician type users. Please speak to your Fracttal CMMS accounts manager/ support consultant should you wish to have this activated for your technician users.

2.1 From the main menu bar on the left, navigate to Tasks, then Pending Tasks:

2.2 This will open up a list of Pending Tasks associated with the Assets/ Locations your user is assigned to or has access to. On window, hit the +add button bottom right corner of the screen to start:

2.3 This will open the first/ asset information window that you will need to fill in:

2.3.1 Fill out the date and time of the unplanned event. Clicking on the date or time fields will open up a date/ time scroll bar that you can select the date and time from.
2.3.2 Select the asset this unplanned work will be carried out on. To do this, click on the drop-down in the Select an Asset field. Find the asset in the asset register and select it to add it to the unplanned work order
2.3.3 If the asset was down and you know the downtime, use this field to specify the downtime of the asset.
2.3.4 If the asset has failed, selecting this switch will as you to specify the failure details on the next step. By default the switch will not be active.
2.3.5 Once done, hit the Next button to continue

2.4 If you selected the Failure Switch, on the next screen fill out the failure information. If you did not select this switch, skip this step and go to Step 2.5

2.4.1 Specify the Failure Type, Cause and how the Failure was detected by selecting the appropriate options from the drop-down fields
2.4.2 Specify the severity of the failure by selecting the appropriate response from the drop-down list provided in this field
2.4.3 If the asset's failure caused any disruption to its components/ associated assets, specify the downtime this failure caused to the associated components/ assets.
2.4.4 When done, hit the Next button to continue

2.5 On the next screen you will need to provide the details of the unplanned work order:

2.5.1 Provide the work order description and add any additional notes
2.5.2 Specify the corresponding task/ maintenance type for this unplanned work order by selecting the appropriate response from the drop-down list in this field
2.5.3 Use the grouping options to further Group this unplanned work order, select the appropriate responses from the drop-down lists provided against these fields. Note: The grouping fields are not necessarily required, it depends on how your system is set up and if you use these for reporting purposes.
2.5.4 Assign a priority level to this unplanned work order. By default the work order will be set to Medium priority. To change this, select the appropriate priority level from the drop-down list against this field.
2.5.5 Give an estimated duration to complete the whole job
2.5.6 If you are creating this unplanned work order and the work has already been performed, you can use this switch to record this information and back-date the work order. For now we will leave this switch inactive.

Scroll down on the screen to continue:

2.6 In the Options field, you have the option to either send this unplanned work order directly to your open work order queue or send the work order to your pending tasks so that you can re-schedule/ defer the maintenance work and do it another day. If you send the work order to your pending queue, you will need to provide the planned/ scheduled date.

2.7 For now, select Send to WOs in Process which will open up a couple of fields that you need to fill out:

2.7.1 Select Send to WOs in Process from Options list
2.7.2 Under Responsible Type, specify if this unplanned work will be done by an internal staff member or by a 3rd party service provider. For now, leave the default selection Human Resources
2.7.3 Select the person responsible for this work order, by looking up and selecting the appropriate person from the drop-down list provided

2.8 When done, hit the Next button to continue:

2.9 Now you will see the sub-task screen. Here you can add the sub-tasks or work instructions associated with this unplanned work order. You always need to have at least one Text type sub-task. Select the Text or any other task in the list to edit it:

2.10 In the edit sub-task screen, provide a grouping this sub-task is associated with and specify the instruction/ question. You can also choose to make this sub-task mandatory. By default the switch is de-selected. When done, hit Save to save the sub-task.

2.11 If you want to add another sub-task, from the sub-task list, hot the +add button top right corner of the screen:

2.12 On the New Sub-task screen, specify the type of sub-task it is that you are adding and follow Step 2.10

2.13 When you're done adding sub-tasks, hit the Finalize button bottom right of the screen:

2.14 A dialog box will pop-up confirming that the work order has been created as well as the work order reference number.

Great, you're done!!

3. Create Work Order from Pending Tasks

3.1 From the main menu bar on the left, navigate to Tasks, then Pending Tasks:

3.2 In the Pending Tasks list, hit the Pencil icon top right of the screen:

3.3 Select the pending work that you want to turn into a work order:

3.3.1 With the pending work selected,
3.3.2 Next hit the Options icon top right corner of the screen to open up the options
3.3.3 Select New Work Order from the menu

3.4 In the New Work Order screen specify the person responsible for carrying out the work and provide the estimated duration to complete this job:

2.5 Next you need to configure the resources associated with this work order. Select the Assets/ Tasks tab to open it up:

2.6 In the lis of associated resources, any resource with a Red radio icon next to it, needs to be configured. Select any of the resources from the list to open up the configuration screen:

2.7 In the Resource configuration screen, specify the Qty you plan on using for this job, then specify where you will be drawing this resource from e.g. your main warehouse/ parts trailer etc. When you're done, hit the Save button to update the resource:

2.8 Once all your resources are configured, hit the Save button top right corner of the screen:

2.9 This will bring you back to the main work order information screen. You will note the Resources radio button now has a check mark, indicating all resources have been configured. When you're happy. hit the Generate WO button at the bottom of the screen:

2.10 A dialog box will pop-up confirming the successful creation of the work order as well as show you the reference number of your new work order:

The Work Order will now be in your Open Work Order/ In Process Work Orders Queue, ready to be executed.

Great work, you're done!! 

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