Modification WO Work Instruction

Note:  Program Task Plans (PTP), Contract Change Proposals (CCP), and Engineering Change Proposals (ECP) result in some type of modification to be implemented within the ATS.  ATS modifications are implemented through the use of Modification Work Orders.  Modification Work Orders are processed similar to a maintenance work order; therefore the same work instructions for an On-Equipment Maintenance Work Order are applicable.  (See On-Equipment Work Order Work Instruction)  Modification Work Orders are initially setup by Engineering but are implemented / executed by Maintenance.  The process below is an example of how to create a Modification Work Order.

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Creating a Modification Work Order

Target Dates

Assigning Modification Work Order Implementation Responsibility

Project IDs and Phase

Engineering Change Order (ECO) Numbers

Releasing a Modification Work Order

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Creating a Modification Work Order

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

2. Select New Work Order  from the Operations pull down or click on the “New Work Order “  icon as depicted here:

3. Next enter the Description of the Modification.  Selecting the Scroll  icon will expand the Description data field as shown below.  The first part of the Modification Work Order description must be the Project Identifier (PTP-XXX, or CCP-XXX, or ECP-XXX) and the formal nomenclature or title of the modification effort.  The remaining part of the description should be a general description of modification to be implemented.  Note:  There is a separate Project ID field and ECO Number field within the work order main screen (See Project ID and ECO Number)

Make sure you select the  after you finished typing.

4. Enter the Issue Type.  Clicking on the Issue Type Lookup icon will bring up a sub-screen of three Issue Types.  Selecting the Lookup  icon for the first Issue Type will bring up another sub-screen containing a list to select from.  See Issue Types.   Select the after the selection is made

After setting the Issue Type, set the Issue Type 2 if applicable.  Selecting the Lookup icon for the first Issue Type 2 will bring up another sub-screen containing a list to select from.

Note: Issue Type 3 is used by engineering and the CMMS PR IPT 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.

5. The Work Type will default to Corrective Maintenance “COR MAINT” when a new Work Order is created and will need to be changed.  Select the Lookup  icon to bring up the Work Type sub-screen to select from the Work Type listing as shown below.  Set the Work Type to Mod Effort.  See Work Types

6. The Priority will default to a dash (-).  Set the Priority to one of the Mod priorities as shown below.  Select the Lookup  icon to bring up a Priority sub-screen to select from.  Note:  The Priority for a modification works in conjunction with the modification Target Dates (See Target Date below).

7. Enter the applicable Target Dates for the modification.  The first Target Date identifies the earliest date that the modification can be installed.  The second Target Date identifies the latest date that the modification must be installed by.  The Target Dates should be established and aligned with / derived from project task milestones contained in the project schedule.  Use the Calendar  function to set the dates or enter the date in a MM/DD/YYYY format.

8. The Work Location will auto-fill based on the Equipt LCN that is set / selected in the Work Order.   Do not set this manually; always permit the selected Equipt LCN designation set the Work Location.

9. Enter the Device ID of the device that the Modification Work Order is written against.  Select the Lookup icon to bring up the ATS Device ID sub-screen to select from.  Note:  The Device ID will auto-fill when the non-movable (subsystem) Equipment LCN is entered (See Equipt LCN below).

Note: The Equipment Logistics Control Number “Equipt. LCN” is used to identify the device equipment area the Modification Work Order is written against.  For Host Software changes only this will be the device itself; however if the Modification is to a particular area then that area will need to be entered / identified.   Always use the lowest Equipment LCN for the area that is being modified.

10. Select the Equipt LCN to bring up the Select Equipment sub-screen.  Then Select the Device ID Lookupicon to bring up the Select an Equipment Type sub-screen.  Note:  The Device ID will query to a particular device.  You can use the Ref. Des. in conjunction with the Device ID to query to a non-movable area or 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.   Select the Filter  icon after selecting the Device ID.  Next select the Equipment for the area that is being modified as shown 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

11. Enter the Requester / Disc. By BEMS ID.   If you are not the Requester and the Requester’s ID code is not known; then select the Lookup  icon to do a lookup by name as follows.  For a modification the Requester should be the Project Manager or Project Engineer who can answer technical questions regarding the modification if the maintenance group installing the modification encounters problems.

12.   The next section of the Work Order Module deals with who or which department the WO is assigned to.  Enter the information as required.  Modification Work Orders can be assigned to a departmental Manager or to an employee within a particular department.

Note: The Department will auto fill by who ever created the Work Order.   This can be changed any time and will need to be changed when the Modification Work Order is ready for implementation by the department that will be accomplishing the modification work.

This data element is a required entry for Modification Work Orders…

The Shift is typically used by maintenance management when maintenance has been assigned responsibility for the implementation of a modification.

13. Enter the Charge Code for the Modification Labor.

Note: The Charge Code when entered on the Main page will auto-fill in the sub-screens for both Labor and Materials under the Actuals.  If or when materials are used / consumed for the modification; enter the correct Modification Charge Code in the Actuals Materials tab.  All applicable and approved Charge Codes should be identified under the Charge Codes Tab after the Work Order is saved.

Note: If the Charge Code is unknown it can be found by using the Lookup and Filter functions as show here.

14. The Project ID and Phase data elements are controlled from the Project Management module.  Prior to setting up a Modification Work Order; Engineering or Change Management will establish a project in the Project Management module based on the approved Change Management project information.  After setting up the applicable set of Modification Work Orders for the project; Engineering will Add or link the set of applicable Modification Work Orders to the project contained in the Project Management Module.  As maintenance accomplishes / executes a Modification Work Order; the work order’s completion status information is automatically fed back to the Project Management module giving Engineering, Change Management and Management a current status report regarding project completion.   Clicking on the Scroll  icon next to the Project ID will take you to the associated project record in the Project Management module.  Clicking on a work order line in the project record will return you to that work order in the Work Order module.  The Project ID and Phase cannot be changed from within the work order and must be changed within the applicable project record.   Note:  The applicable set of Modification Work Orders covers all training devices at all locations and are linked to a single project record.

15. Enter the information in the following section of the Work Order as applicable.  See below regarding the ECO Number.  The Mfg. Part No. and Asset Tag will auto-fill based on the Equipt. LCN that was / is entered (See Equipt LCN).

Note: The remaining below data elements should be entered if the information is known or as it becomes available or becomes applicable (e.g. If an Item Request or multiple Item Requests are created in support of the modification; all of the Item Request numbers should be entered in the IR No. field.  Likewise if an Acquisition Document or multiple Acquisition Documents are initiated in support of the modification; all of the Acquisition Document Numbers should be entered in to the Acq. Doc. No. field.  If the modification is at the end item device level and the device has end item / host software; enter the Host SW Load currently install on the device.  If the modification is for an equipment item / subsystem which contains software; identify the currently installed equipment software load in the Equipt. SW Load field.  If the modification is correcting a Problem Report or Discrepancy Report which is tracked in an engineering system; enter the applicable PR or DR tracking number from the engineering system.

16. The Data Division will auto fill based on your login; but in most cases this will need to be changed to the appropriated Site level for where the modification will be accomplished.  This will be set in alignment with the location of where the equipment being modified resides defined by the Equipt LCN and Work Location.  Use the Lookup function as shown here to set the Data Division or if known enter the directly.

17. Next select the save icon to save your Work Order.  Note: The Work Order will auto approve and will show APPR for the Status, this will need to be changed when the Modification Work Order is transferred to the Department accomplishing the work.   When the Modification Work Order is ready to be implemented; set the status to TSF-XXX; where XXX is the Site Code of where the modification will be accomplished.  When the Modification Work Order is set to TSF-XXX an auto-email notification will be sent to the applicable maintenance group alerting them of an approved Modification Work Order that needs to be implemented at that site.

Below is an example of an Approved Modification Work Order:

18. Enter all applicable Charge Codes for this Modification Work Order under the Charge Codes Tab if the modification is to be split between multiple Charge Codes.  Select the Add Charge Codes  at the bottom of the page.  Enter the Charge Codes and then the applicable Percentage or Cost Amount split, and then select the  to save as shown below:

19. Under the Actuals Tab and Actions Taken enter specific information or directions that will need to be passed onto the Department doing the modification.  Select the  at the bottom of the page to bring up the Action Taken sub-screen as shown below.  Enter as many actions taken as necessary to fully define, or communicate the complete modification that is to be accomplished.

20. Enter the ECO Number that provides the department assigned modification responsibility; the authority / approval to physically implement the modification.  The ECO Number must be issued from Engineering and defines the engineering design baseline change associated with this particular Modification Work Order.

21. Once the Modification Work Order is ready to be released for installation; it will be transferred to the Department that is responsible for execution of the modification.  Select the Department Lookupicon to bring up the Department sub-screen and associated selection list as shown below and select /  identify the department responsible for modification implementation.

22.  Next change the Status.   Select the Change Status  icon at the bottom of the page.  Select / set the Change status code ‘radio’ button then expand the list to choose form then selecting listing as shown below and click the Save  icon .  Set the status to TSF-XXX; where XXX is the Site or Department Code of where the modification will be accomplished.  When the Modification Work Order is set to TSF-XXX an auto-email notification will be sent to the applicable maintenance group or department alerting them of an approved Modification Work Order that needs to be implemented at that site.

Example of a Transferred Work Order

Note: The Department assigned the implementation of the Modification Work Order will document all the Actual Actions Taken, Labor, Material or Services used; Complete and Close the Modification Work Order using the On-Equipment Work Order Work Instruction related to this areas of the work order.