Discrepancy Report Work
Order Work Instruction

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Click here for Information
on:

Creating a New Discrepancy
Report Work Order

Processing a Discrepancy
Report Work Order

Entering Actions Taken, Labor, Material and Services

Associating
a Correction Action Plan (CAP) with the discrepancy

Setting
CAP Target Dates for resolution

Associating
a Closure Plan (CP) with a discrepancy

Assigning or Transferring a discrepancy to a
Department

Assigning a discrepancy to a departmental
manager or employee

Changing
the Status

Updating
the discrepancy Description

Updating
the discrepancy Issue Type

Update
the Priority

Update the equipment subject of the discrepancy

Completing
a Discrepancy Report

Closing
a Discrepancy Report

Creating a Discrepancy Report

1. After logging into CMMS; if the Work Order Module
is not your default after login, select the Work Order Module from the expanded Maintenance section.

2. Select New Work Order
(Auto Number) from the Operations pull down or click on the
“New Work Order “ icon at the bottom of the screen as depicted
here.

Below is an example of the fields that
auto-populate when a new Discrepancy Report Work Order is initiated.  Some of these default fields will be
reset while setting up the Discrepancy Report Work Order.

3. Next enter the Description
of the design discrepancy or at least the requirements failure symptoms
that identified the design discrepancy.
Selecting the Scroll  icon will expand the Description data
field as shown below permitting entering the design discrepancy Description in
to a larger window.  Make
sure you select the OK  icon after you finished typing.

4. Enter
the Issue Type.   Selecting the Issue Type Lookupicon
will bring up a sub-screen of three Issue Types.  Next select the Lookupicon
for the first Issue Type which will
bring up another sub-screen containing a list to select from.   After the Issue Type and Issue
Type 2 have been set, and the Issue Type 3 if known at this point in the
process; select the OK  icon.   For a Discrepancy Report the Issue
Type will normally be set to “ON EQUIPT” unless the acceptance is
being accomplished for an Off-Equipment item.  Additionally when a Discrepancy Report is
initiated, the Issue Type 2 will normally be set to ENG-DESIGN ISSUE.   The Issue Type 3 may not be know
when the Discrepancy Report is initiated and may be set any time during
analysis / processing of the Discrepancy Report.

Note:  DO NOT add issue types to any of the Issue
Type selection listings.  You must
select from one of the available issue types contained in the lists.  Issue Types added to the selection lists
must be approved by ATS Executive Management.  Use the IT Help Desk to make recommendations
for updates.

Note: Issue Type 3 is used by the CMMS PR IPT
and Engineering for identifying and defining Global type Issues.  The Issue Type 2 Eng-Design Issue should
be set when a Work Order is converted to a Problem Report or is originally
created by engineering as a Discrepancy Report write-up.  See
Issue Type Logic Decision Diagram both Page 1 and Page 2.

5. The Work
Type will default to Corrective Maintenance “COR MAINT” when a new Work Order is created.  This needs to be reset to DISCREPPRPT or
Discrepancy Report for all Pre-RFT issues found during testing.  Select the Lookupicon
to bring up the Work Type sub-screen
to select from.

Note:  DO NOT add work types to the Work Type
selection listings.  You must select
from one of the available work types contained in the lists.  Work Types added to the selection list
must be approved by ATS Executive Management.  Use the IT Help Desk to make
recommendations for updates.

6. Enter the Priority
that should be assigned in correcting this discrepancy.  Select the Lookup
icon to bring up a Priority
sub-screen to select from.  For a
Discrepancy Report Work Order use one of the PR priorities.  Typically when a Discrepancy Report is
initiated it will be set to a PR 5.
The acceptance test team with the customer will reset the priority after
an analysis and impact assessment of the design discrepancy.

Note:  DO NOT add priorities to the Priority
selection listings.  You must select
from one of the available priorities contained in the lists.  Priorities added to the selection list
must be approved by ATS Executive Management.  Use the IT Help Desk to make
recommendations for update

7. Enter the Equipt
LCN.  Select the Equipt LCN Lookupicon
to bring up the Select Equipment
sub-screen.  Then Select the Device ID to
bring up the Select an Equipment Type sub-screen.  Select the Filter  icon
after selecting the Device ID.  Next
select the Equipment area the issue was narrowed down to as shown below.

Note: The Equipment Logistics Control Number “Equipt. LCN” is the device
equipment area the Problem Report is written against.  Initially this will probably be the
device itself.  However once the
issue has been narrowed down to a particular device area (i.e. root cause
known) then that area will need to be entered.   Always use the lowest Equipment
LCN for identifying the device area that is the root cause of the problem.

Note:  The
Device ID will query to a particular device and its related subsystems.  You can use the Ref. Des. in conjunction
with the Device ID to query to a non-movable area (subsystem) within that
particular device as shown in example 2 below.   However if the area you need is a
movable item you may need to query by just the Device ID and then scroll down
the equipment structure as shown in example 1 below.

Example 1

Example 2

Querying
with the Device
ID and Ref. Des. together for a non-movable area within a device.  You can select the Ref. Des. through the
selection listing, or you can enter the Ref. Des.; either completely, or
partially with a wildcard (%) to get a refined
listing of the non-movable areas as shown below.

Selecting from a Ref. Des.
Listing                                                                              Selecting with an entered Ref. Des and
wildcard

8. Next enter the Requester
/ Disc. By BEMS ID.   If
you are not the person who discovered the discrepancy you can enter a BEMS ID
of the person who did discover the discrepancy.  If the Requester / Discovered BY BEMS ID
code is not known then select the Lookup  icon to do a lookup by name as shown
below.

9.   The next section of the Discrepancy
Report Work Order deals with what department and / or who the DR is assigned
to.  The Department will auto fill
with a default based on your log-in and your assigned department or the
assigned department of whoever created / initiated the Discrepancy Report Work
Order.  This can be changed any time
and will need to be when the Discrepancy Report Work Order is re-assigned to
another department.   The
department as a minimum is a required entry.  Enter information in the other data
fields as needed.  Discrepancy
Report Work Orders may initially be assigned to the acceptance review team but
then re-assigned to a particular department for analysis / assessment and then
to a different depart for implementing a resolution.  Additionally the Discrepancy Report may
be assigned to a particular departmental manager or an employee within the
department designated by the department data field or a specific shift.

The (Lead)
Contact and Contact Phone should be used when someone other than the
Requester / Disc. By person has knowledge / information associated with the
Discrepancy Report write-up that might be useful to any department
accomplishing an analysis / assessment.

The Shift
is typically used by maintenance management when they are requested to either
assist with re-testing / verifying the initial discrepancy write-up or when
maintenance has been given a discrepancy resolution to implement.

The Charge Code if entered here on the Main
page will auto fill in the sub screens for Labor and Materials.  Need to make sure that the appropriate
Charge Code is used for each.  Typically
the Production or applicable Project Charge Code would be entered for Discrepancy
Report Work Orders.  If the Charge
Code is unknown it can be found by using the Lookup function related to any
Charge Code data field as shown below.

10. The Project ID and Phase data
elements are controlled from the Project Management module.  Once or when a set of Discrepancy Report
Work Orders are identified to a particular Closure Plan or other contractual identifier;
Engineering will establish a project in the Project Management module based on
the Closure Plan information.  After
identifying the applicable set of Discrepancy Report Work Orders; Engineering
will Add or link the set of applicable Discrepancy Report Work Orders to the
Closure Plan contained in the Project Management Module.  As maintenance implements a resolution
for the discrepancy; the Discrepancy Report Work Order’s completion
status information is automatically fed back to the Project Management module
giving Engineering and Management a current status report regarding final
closure completion.   Clicking
on the Scroll  icon next to the Project ID in a
Discrepancy Report Work Order will take you to the associated Closure Plan
record in the Project Management module.
Clicking on a work order line in the Closure Plan project record will
return you to a particular Discrepancy Report Work Order in the Work Order
module associated with that particular Closure Plan.  The Project ID and Phase cannot be
changed from within the Discrepancy Report Work Order and must be changed
within the applicable Closure Plan project record.   Note:  The applicable set of Discrepancy Report
Work Orders can cover all training devices at all locations or just a single
training device at a single location.
All of the applicable Discrepancy Report Work Orders are linked to a
single project record as shown below.
Additionally since a change could rectify outstanding Problem Reports
and those Problem Reports may be related to a discrepancy in the new change
– a project record may include both Discrepancy Report and Problem Report
Work Orders that will be rectified with the identified Closure Plan.

11.   Enter the information in the
following section of the Discrepancy Report Work Order as required.  The information in this section should
be entered if the information is known or as it becomes available.

Data Field Name

Description

PR No.

Not
applicable to a Discrepancy Report Work Order

DR No.

The
tracking number from the engineering or courseware management systems used to
index and / or correlate a Discrepancy Report Work Order in the CMMS with an
engineering or courseware design / modification effort managed through the
engineering or courseware management systems.

ECO No.

The
Engineering Change Order number from the engineering management system
authorizing the implementation of a change to the product baseline as a
result of a corresponding change in the design baseline.

Acq. Doc. No.

The
procurement document tracking number from the procurement system when a
procurement has been implement in support of resolving the discrepancy.

Equipt. SW Load

If the
discrepancy is with an equipment item and that equipment item has specific
software; the version of that equipment item’s software should be
identified here.

IR No.

The
Item Request (IR) number from the Item Request module when or if an Item Request
was created and sent to ILS requesting either a material item or service
needed to address the discrepancy.

Host SW Load

The version of
the Host Software Load that was running on the training device when the
discrepancy was discovered.

12.   The Data Division will auto fill with your login but in most cases this
will need to be changed to the appropriated Site level as shown here.  The Data Division should be set based on
the location of the training device against which the discrepancy pertains and
the applicable category for the training device.

13.   Select the save icon to
save the Discrepancy Report Work Order.   The Discrepancy Report Work Order
will be auto Approved and will show a status of APPR.  Below is an
example of a newly created Discrepancy Report Work Order.  Once the Discrepancy Report Work Order has
been Saved / set to an Approved status; it may need to be assigned to sent to
either a member of the acceptance review team or a particular department for
analysis / assessment / resolution identification.

Processing
a Discrepancy Report Work Order

As a design discrepancy is analyzed / assessed and when
the corresponding resolution is implemented to address the discrepancy, these
efforts (Actions Taken) along with the Labor hours expended and any Materials
consumed or Services used to address the discrepancy are recorded in the
Actuals section of the Discrepancy Report Work Order.  This
section outlines how to document the Actuals under the Actuals Tab.

-
The Actions
Taken to resolve the discrepancy

-
The Labor
hours that were expended to resolve the discrepancy

-
The Materials
(if any) that were used to resolve the discrepancy

-
The type and amount of Services (if any) that were used to resolve the discrepancy

Note:
The Actions Taken communicate what was done to resolve the discrepancy, so
enter what was actually done.  Don’t
generalize.

Updating
or entering Actions Taken and associated Labor and
Materials or Services consumed.  As
discrepancy analysis and resolution efforts are accomplished; they should be
recorded in the Actuals Actions Taken.   The Labor associated with each
Action Taken should also be documented.
The Actions Taken should effectively communicate what was done to
resolve the discrepancy so enter what was actually done in some level of
detail.   Don’t
generalize.

1. Select
the Actuals tab, it will default to
the Actions Taken tab.  Next select the Add New
Action or Task icon to open up the Action Taken screen.  Enter the Action Taken and enter your
initials along with the current data as shown in the example below.

2. Select
the Labor tab.  Select the New Labor Time icon
to open up the Labor Resource screen.
Enter the Labor as shown in the example below.

Note:
Repeat for all Employees working the Action Taken.

3. If
Materials are consumed to resolve the discrepancy.  In the example below; spare parts were
used to clear the discrepancy and therefore another Action and Labor
entry would be accomplished to reflect this.  Select the Materials tab, select the New Material icon
at the bottom of the screen to open up the Material Resource screen.

Proceed
as follows:

The
following entries will be entered as shown below.

Note: If
the Discrepancy Report is resolved using Materials and Services and
implementation of the resolution is assigned to a department (I.e.
maintenance); the assigned department will document all the resolution
implementation Actual Actions Taken, related Labor, and Material used using the
On-Equipment
Work Order Work Instruction related to these areas of the work order.  If Services are used to address the
discrepancy; then acquiring and recording the use of the services will be
accomplished following the Off-Equipment
Work Order Work Instructions.
However the Discrepancy Report must be completed and closed using the
process steps outlined below.

4. Entering
or Associating a Correction Action Plan (CAP) with the Discrepancy Report.   Once of if a CAP has been
completed and saved on the shared network file server (i.e. S drive); the CAP
is associated with its Discrepancy Report in CMMS making the CAP accessible
while in CMMS and the Discrepancy Report.

To
associate a CAP with a specific CMMS Discrepancy Report Work Order;

·
Click on the Tools menu and then the Links
command as shown above, then click on the add New Link  icon in the Create / Edit / View Links
window.

·
Enter the CAP Title, Description and Data
Division a shown below.  Use the
Lookup  icon and set the Data Division to the
specific Data Division Category for the Site and Equipment item that is the
subject of the Discrepancy Report as shown below.

·
Use the “Type” selection window
and set Type = Network File.
Use the Browse  button to access the network file server
and go to the applicable CAP file stored on the network file server as shown
below.

·
Set the “Accessible
From” radio button to “Related records only” as shown below.

Once
a CAP is linked to a CMMS Discrepancy Report Work Order a “Show Linked Docs” hyperlink will display in the
lower left corner of the Discrepancy Report Work Order as shown above.  Accessing the Create / Edit / View Links
window again; scroll down the Links listing and located the applicable
Discrepancy Report Work Order in the “Belongs To” column.  Double clicking on the associated Discrepancy
Report CAP in the Links window will open that CAP in a new window while viewing
the Discrepancy Report.

Note:  The CAP Title should be in the format of
“CAP-Project Identifier-Sequential Number” as shown in the example
below.  The Description should
provide general information regarding the specific condition related to the
Discrepancy Report that the CAP addresses.

5. Entering a Target Date for the
Discrepancy Report CAP.   There are two Target Dates that
can be used in a Discrepancy Report related to a CAP.  At a minimum a CAP Target End Date must
be entered in the Target End date field as shown below.  This should be the date that the
Discrepancy Report corrective action will be fully implemented and verified
that the design discrepancy has been resolved.  In some cases a corrective action may
required a start and end date.  If a
CAP Start Date is required enter it in the EDD / Target Date field as shown
below.

6. A
Closure Plan related to a Discrepancy Report or a set of
Discrepancy Reports is setup and managed in the CMMS Project Management module (See
Project Management Work Instructions).
The Closure Plan is assigned a Project ID and can have different phases
for resolution identification and implementation.  When a Discrepancy Report is associated
with a Closure Plan; a Project ID and Phase will be contained in the
Discrepancy Report Work Order (See Discrepancy Report
Project ID and Phase).

7. Assigning
or transferring the Discrepancy Report to a Department.

Set the Department
designator to the Department that will currently have the responsibility for
addressing the Discrepancy Report.

Change the Status of the
Problem Report to TSF-(department designator) to re-assign the current
responsibility of the Discrepancy Report.
Clicking the Save  icon in the Change Status window will
send an auto-mail notification to the applicable department manager alerting
them of a Discrepancy Report assigned to their department.

8. Assigning the
Discrepancy Report to a Departmental Employee or Manager or Shift.
Once a DR is assigned to a department; the responsibility of addressing
the DR can be assigned to a Manager or an Employee within the department or to
a particular department work Shift.
Enter an Employee ID (BEMS ID) in either the Manager or Employee data
field as applicable.  If the
Employee ID is not known; use the Lookup  icon to
select an Employee ID.  You can
enter a partial Employee ID or Name (either first of last) and lookup an
Employee / Manager.  Setting the
personnel selection filter to “All” accesses all ATS Employee
names.  To assign the DR to a
department work Shift, use the Lookup  icon
and select from the listing as shown below.

9. Changing
the Status of a Discrepancy Report.  As the discrepancy (Discrepancy Report)
is refined / defined and / or analyzed / assessed and / or when a final
resolution is implemented; the status of the Discrepancy Report may need to be
changed to communicate general information about the current state of the
Discrepancy Report or actions that need to be undertaken to resolve the
discrepancy.  Using the Change
Status  icon on the Discrepancy Report Work Order
main page; set the applicable status by selecting a status from the selection
listing.  Before Saving the new
Status; enter a Remark / Comment with the new status to indicate why the
Discrepancy Report status is or was changed.  The Status Remarks / Comments are saved
with the Status Change History.  (See
Status Definitions)

10. As
the discrepancy is analyzed / assessed the Description of the Discrepancy
Report may need to be updated.  To update the Description
of the Discrepancy select the Scroll  icon to expand the Description data field
as shown below and make updates.
The DR Description should identify / explain the operational issue and
its associated root cause.  Make
sure you select the OK  icon after you finished typing.

11. Update the Issue Type as needed based on the required
updates to the Discrepancy Report Description.  Selecting the Issue Type Lookupicon
will bring up a sub-screen of three Issue Types.   Selecting the Lookupicon
next to an Issue Type will bring up a sub-screen containing a list to
select from.  The Issue Type 2 is a
general categorization of the discrepancy type while the Issue Type 3 is an
identification of the over affect of the discrepancy.  Select the OK icon
after the selection is made.  See
Issue Type Logic Decision Diagram.

Note:  DO NOT add issue types to any of the Issue
Type selection listings.  You must select
from one of the available issue types contained in the lists.  Issue Types added to the select lists
must be approved by ATS Executive Management.  Use the IT Help Desk to make
recommendations for updates.

12. Update the Priority
as need based on impact
assessment and design analysis and implementation results become
available.  Select the Lookup  icon to
bring up the Priority sub-screen to
select from.

Note:  DO NOT add issue priorities to the Priority
selection listings.  You must select
from one of the available priorities contained in the lists.  Priorities added to the select lists
must be approved by ATS Executive Management.  Use the IT Help Desk to make
recommendations for updates.

13. As the discrepancy root cause analysis is concluded
it may be necessary to update the Equipment LCN to better identify / define
actual cause of the discrepancy.  To
update or replace an Equipment LCN designation currently contained in the
Discrepancy Report, first remove the existing Equipment LCN designation and
then update the Equipt LCN.   After
removing the exiting Equipt LCN designation;
select the Equipt LCN Lookupicon to bring up the Select Equipment sub-screen.
Then Select the Device ID
to bring up the Select an Equipment Type
sub-screen.  Select the Filter  icon
after selecting the Device ID.  Next
select the Equipment area the discrepancy was narrowed down to as shown below.

Note: The Equipment Logistics Control Number “Equipt. LCN” is the device
equipment area the Discrepancy Report is written against.  Initially this will probably be the
device itself.  However once the
discrepancy has been narrowed down to a particular device area (i.e. root cause
known) then that area will need to be entered.   Always use the lowest Equipment
LCN for identifying the device area that is the root cause of the discrepancy.

Note:  The
Device ID will query to a particular device and its related subsystems.  You can use the Ref. Des. in conjunction
with the Device ID to query to a non-movable area (subsystem) within that
particular device as shown in example 2 below.   However if the area you need is a
movable item you may need to query by just the Device ID and then scroll down
the equipment structure as shown in example 1 below.

Example 1

Example 2

Querying
with the Device
ID and Ref. Des. together for a non-movable area within a device.  You can select the Ref. Des. through the
selection listing, or you can enter the Ref. Des.; either completely, or
partially with a wildcard (%) to get a refined
listing of the non-movable areas as shown below.

Selecting from a Ref. Des.
Listing                                                                              Selecting with an entered Ref. Des and
wildcard

14. Completing
a Discrepancy Report.
Click on the Complete Tab and:

In
the Completion Comments field enter a Summary of the resolution that was
implemented that resolved the initially reported discrepancy and when and how
the resolution was tested verifying the discrepancy correction.

Review
the Issue Type 2 and ensure that it was or is set identifying the issue type as
a “Discrepancy Report”.

Review
and set the Issue Type 3 as applicable.
This should identify if the issue was unique to a single device or if it
is / was an issue across the ATS.

Set
the Completion status to “COMP”

Click
the Save  icon at the bottom of the page to
complete the Discrepancy Report

Click
the Close  icon to return to the Discrepancy Report
Work Order Main page or click on any tab to go to that tab.

15. Closing
a Discrepancy Report Work Order.

Note:   All
maintenance work orders must be closed by management personnel assigned work
order closure review responsibilities.
All non-maintenance work orders such as Discrepancy Report Work Orders
must be closed by management personnel of the department assigned the
responsibility for resolving the non-maintenance issue.  Non-maintenance work orders follow the
same closure review process as maintenance work orders outlined below.  Management is responsible for performing
a Closure Review of the work order and ensuring that the applicable Actions
Taken, Materials consumed, Labor expended, and any Services received are
accurately and completely documented; an understandable brief but
comprehendible completion comment has been entered, and the applicable Issue
Types have all be set accordingly in the work order before setting the work
order to a closed status.

Management
must review the Discrepancy Report Work Order and ensure that:

A
Completion Comment has been entered which is a Summary of the resolution that
was implemented adequately resolving the initially reported Discrepancy.

That
the Issue Type 2 was or is set correctly, identifying the issue as a “Discrepancy
Report”.

That
the Issue Type 3 was or is set, to the proper designation.  This should identify if the Discrepancy
Report issue was unique to a single device or if it is / was an issue across
the ATS.

After completion of the review; select
the ‘Change Work Order Status’ icon
to bring up the following sub-screen.
Select the Close radio button and enter a Closure Comment if
applicable.