Off Equipment Maintenance Work Order Work Instruction

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Creating a New Off-Equipment Work Order

Assigning WO Responsibility to a Department and / or Person

Entering Materials consumed and Labor expended

Entering Repair Service Information in Work Order

Receiving a Vendor Repair Service in the Work Order

Leaving Repaired Item in Device after Ops Check

Returning a Repaired Item to Inventory after Ops Check

Updating Equipment Information after receiving a Replacement or Upgraded item after Vendor Item Repair

Creating a New Off-Equipment Work Order

Note: Prior to creating the Off Equipment Work Order, the Equipment item the Work Order is written against should have been moved to the Maintenance Repair Shop using the Return Item function.  Also if a Off Equipment Work Order is created due to an On Equipment Work Order repair action then the new Off Equipment Work Order will need to reflect the On Equipment Work Order number with a dashed number (-1), (-2), etc.  Prior to saving the Off Equipment Work Order ensure the WO number is the On Equipment Work Order Number with a dash.  Do not duplicate an On Equipment Work Order to create the Off Equipment Work Order.   There are too many data fields that will need to be changed with duplicated work orders.

For this process the failed Equipment item will be referenced to an On Equipment Work Order

1. Select New Work Order  from the Operations pull down as depicted here:

2. Enter the Work Oder number to reference the On Equipment Work Order associated with the failed Equipment item when it was removed as shown below.

Ensure that you enter a dash number as applicable (-1, or -2., etc.).

3. Enter the Description of the discrepancy.  Selecting the  icon will expand the Description data field as shown below:

Make sure you select the  after you finished typing.

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

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.

After setting the Issue Type, set the Issue Type 2.  Selecting the Lookupicon 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 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.

5. The Work Type will default to Corrective Maintenance “COR MAINT” when a new Work Order is created and in most cases that will be the Work Type used.  If a different Work Type is required then select the Lookup  icon to bring up the Work Type sub-screen to select from.

6. Enter the Priority that should be assigned in correcting this discrepancy.  Select the  to bring up a Priority sub-screen to select from.

7. Enter the Device ID of the device the failed Equipment item was removed from.  Select the Lookup icon to bring up the Device ID sub-screen to select from.

8. Enter the Equipt LCN, select the Equipt LCN to bring up the Select Equipment sub-screen.  Enter the S/N of the failed part in hand and select the Filter  icon.   Select the appropriate Equipment item of the part in hand as shown below.

9. Enter the BEMS ID of the individual processing the Work Order.

10.  The next section of the Work Order Module deals with who or which department the WO is assigned to, enter the information as required.

Note: The   will auto fill by who ever created the Work Order.

This can be changed any time and will need to be when the Work Order is re-assigned to another department.  This data element is a required entry…

The Shift should be used to identify the shift working on or processing the failed Equipment item.

The Charge Code, if entered here, will auto fill in the sub screens Labor and Materials.  Need to make sure that the appropriate Charge Code is used when material consumption or labor is entered in the Actuals tab.  Note:  The Labor Charge Code should be entered here.  When entering materials consumed; ensure that you change the Charge Code to the applicable material Charge Code.

If the Charge Code is unknown it can be found as follows:

Note: The Charge Code for the Device the failed Equipment item was removed from will be used when consuming Materials for repair or when processing for Vendor repair.  Also if a spare Equipment item was pulled from Inventory during the repair action of an On Equipment Work Order and found to be defective; then the Site Materials Charge Code will be used when processing or getting the faulty part from stocked inventory repaired and returned back to inventory.

11.  Enter the information in the following section of the Work Order as required:

Note: The following section the data elements should be entered if the information is known or as it becomes available, especially the        and the  will now print out on all Work Orders…

12.  The Data Division will auto fill with your login but in most cases it will need to be changed to the appropriated Site level as shown below:

13.   Next select the save icon to save your Work Order.  Note: The Work Order will auto Approve and will show APPR for the Status.

Below is an example of the Approved Off Equipment Work Order:

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Entering Materials Consumed and Labor Expended

The next section of the Work Order is documenting the Actuals under the Actuals Tab:

-      What Actions Taken to resolve the discrepancy

-      What Labor hours were expended to resolve the discrepancy

-      What Materials were used to resolve the discrepancy

-      What type of Services were used to resolve the discrepancy

Note: The Actions Taken communicate what was done to resolve the discrepancy (issue) so enter what was actually done, don’t generalize…

15. Select the Actuals Tab, it will default to the Actions Taken Tab.  Next select the New Action or Task icon to open up the Action Taken screen.  Enter the Action as shown below:

16. Next select the Labor Tab.  Select the New Labor Time icon to open up the Labor Resource screen.  Enter the Labor as shown below:

Note: Repeat for all Employees working the Action.

17. For this part of the process we will assume that the failed Equipment item will be sent to the Vendor for repair and an Item Request was created.  Another Action and Labor entry would show this as shown below:

18. Next enter the IR No. on the Main page and then select the icon.

19. Now select the Change Work Order Statusicon to bring up the Change Work Order Status sub-screen and change the status to ILS-Action as shown below.  Note:  The ILS-Action has replaced the APO, ARO, and AMR statuses

20. Print out and place a copy of the CMMS Work Order with the failed Equipment item.

Once an Acquisition Document is created and set to APPR-xxx where xxx is the site code a WebWork Notification is sent via e-mail to everyone assigned to that site Maintenance Department basically notifying them that a Repair Service was put on order.  The Repair Service procurement notification contains information to released and ship the failed item to the Vendor for repair.  This e-mail notification will contain the Acquisition Document (AD) number assigned.  At this point go into the Purchasing Module and look at the actions you need to take by viewing the Terms and Conditions, and process those actions accordingly.  Below is an example of this:

Note:  At this point in the process; the Equipment item will go out for repair and the Off Equipment WO will then be documented to show the actions taken.

21. Go into the Work Order under the Actuals Tab and record another Action Taken and Labor for processing the Equipment item for repair as shown below:

Note: A Service should show up under the Service Tab when the Acquisition Document was set to APPR-TCM.  To verify this select the Service Tab and at the bottom of the page select the Receive Service  icon to bring up the Receive Service sub-screen to view a New Service was added as shown below:

22. On the main page of the Work Order enter the EDD / Target Date from the Acquisition Document auto-notification that was received when the Acquisition Document was approved.

23. Next enter the Acq. Doc. No. then select the  icon to save as shown below:

24.  Using the Status change from above change the Status to AVR as shown below:

25.  The Equipment will need to be update to show the new Location and will be accomplished via the Return Item Work Instruction.  Note:  A new History record will be written in the Equipment Module as shown below:

26. The Work Loc. will need to be updated on the Work Order.  Delete the Equipt. LCN and then delete the Work Loc.  Re-enter the Equipt. LCN as shown above or paste it back in if it was saved then select the  icon at the bottom of the page.

Below is an example of the WO Awaiting Vendor Repair:

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Receiving a Repair Service in the Work Order

Next the Vendor repaired the Equipment item and shipped it back.  The following process will show the receiving action that will need to take place.

1. When an Equipment item is received back from the Vendor the first thing is to verify the part number and serial number.  Then annotate on the Receipt Document the AD Number, the Date and the Full Name of the person who received the equipment item.  Scan the receiving document electronically and save the file with the file name being the related Acq. Doc. No. to the appropriate Site Maintenance folder on the ‘S’ drive.   When a material item or service is received; an auto-email notification is sent to ILS.  The Logistician should update the status of the Acquisition Document at that time; otherwise you will be not allowed to the closure of the Work Order.   If you are only receiving part of a shipment; enter a dash (-) and a sequential number (i.e. if this is the first partial shipment enter a -1; enter a -2 for a second partial shipment, etc.

Note: The next part of the process that will take place is Receiving of the Repair Service for the Equipment.  This can be accomplished either in the Receiving Module or through the Work Order itself, both are covered in the Receiving Work Instruction.  For this example the Receiving action will be done through the Work Order.

Work Order Receiving a Service Work Instruction:

2. Select the Actuals Tab then Select the Service Tab.  Select the Receive Service  icon at the bottom of the page to bring up the Receive Service sub-screen as shown below:

3. Next check the box  next to the Acq. Doc. No. and then select the Receive  icon, this will bring up the Order Receiving sub-screen.  Enter the title of the Receipt Document and the Document Number that was with the Equipment item when it was returned.  After select the Receive  icon and then the following record will appear for the Service that was received as shown below:

4. Document the Actuals for Actions Taken and Labor that were just accomplished.  At this point, document what will be done with the Equipment item that was just received as shown below:

5. Return the Equipment item back to the Site Maintenance Repair shop using the Return Item Work Instruction.

6. Next the Work Loc. will need to be updated on the Work Order to show that the Equipment item is back at the Site Maintenance Repair shop.  Delete the Equipt. LCN and then delete the Work Loc.  Re-enter the Equipt. LCN as shown above or paste it back in if it was saved then select the  icon at the bottom of the page.

7. Using the Status change function and change the Status to RFC as shown below:

8. Change the Shift to a 3 or the appropriate shift that will be doing the check out and then select the  at the bottom of the page.

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Leaving Repaired Item in Device after Ops Check

The following process will document the Equipment for checkout when left in operation.

1. After the Equipment item was installed for checkout document the Actuals for Actions and Labor that were accomplished as shown below:

2. Next select the Resources pull down and select Modify Equipment to bring up the Equipment Modifications sub-screen as shown below:

Note: Need to document now where the New Location of Equipment is and what the New Status is.

3. In the Equipment Modifications sub-screen select the New Location  to bring up the Select a Location sub-screen.  Enter a partial Location and select the  to bring up a list to select from as shown below:

4. Select the New Parent  to bring up the Select Equipment sub-screen.  Enter the Device ID and then select the  to bring up a list to select from as shown below.  Note:  You can use the Ref. Des. data element in conjunction with the Device ID to find a specific subsystem within a device.

5. Select the New EQ Status  to bring up the Equipment Status sub-screen and list to select from.  After the selection is made select the  at the bottom to record the new Equipment Location and Status in the Equipment Module as shown below:

6. Next select the Change Work Order Status  icon at the bottom of the Main page to bring up the Change Work Order Status sub-screen.  Select the Change Status code radio button and then from the pull down select INT then select the  as shown below:

Note: Once the Equipment has been check it can be removed and returned to the storeroom or left in operation.  For this example the Equipment will be left in operation and the Equipment item that was removed will be returned to the storeroom, see the Return Item Work Instruction.

7. Select Resources at the top and the select Modify Equipment.  Select the New EQ Status  to bring up the Equipment Status sub-screen and list to select from.  After the selection is made select the  at the bottom to record the new Equipment Location and Status in the Equipment Module as shown below:

8. Select the Complete Tab then select the Comp Remark Code  to bring up the Status Change Remark Code sub-screen and a list to select from.  After the selection is made select Status pull down to select the applicable status.  After the two selections are made select the  icon at the bottom as shown below:

An e-mail notification will be sent to the site leads and manager for review and Work Order closure.

Note:   Closing the work order must be accomplished by ATS management personnel after they have performed a review and ensured that the work order information has been completely entered and that all materials, labor and service information has been entered.

9. Next select the Change Work Order Status  icon at the bottom of the Main page to bring up the Change Work Order Status sub-screen.  Select the Close work order radio button and the select the  icon to change the Status to CLOSE as shown below:

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Returning a Repaired Item to Stocked Inventory after Ops Check

Typically if a repaired item is installed and ops checked in a training device; that repaired item is left in placed and the good operational item that was removed is returned to stock inventory.   If the repaired item that is ops check is removed from the training device and the item that was removed to accomplish the ops check of the repaired item is reinstalled in the training device; you would return the ops check repaired item back to stocked inventory.

The difference between these two approaches would be reflected in the Actions Taken and Labor expended to accomplish the Ops Check of the repaired item.  In either case after the Off-Equipment Work Order is completed; a good item is returned to stock inventory.

If a repaired item is Ops Checked in the Maintenance Shop; the verified repaired item would be returned to stock inventory.

Regardless of which methodology is used above; to return a good item to stocked inventory – See Moving an Operational Serialized Equipment Item to Inventory.

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Updating Equipment information after Receiving a Replacement or Upgraded Item from a Vendor Repair

If the Vendor sent a replacement part or upgraded the part that was sent in for repair and it came back with a new Part Number and or Serial number then the following process will need to be accomplished:

1. Select the Actual Tab and then enter a new Action Taken to indicate the part received contains new Part Number and or Serial Number as shown below:

2. After the repaired Equipment item is checked out; select the Complete Tab and perform the Complete process as shown above setting the Comp Remark Code and Status as shown below:

Select the  icon at the bottom of the screen.  An e-mail notification will be sent to the site leads and manager for review and Work Order closure.

Note:  Closing the work order must be done by ATS management personnel after accomplishing a closure review of the work order.  The closure review must ensure that all work order information has been entered and that all materials consumed and labor expended has been recorded.

3. Select the Change Work Order Status  icon at the bottom of the Main page to bring up the Change Work Order Status sub-screen.  From the Select the new status pull down select CLOSED-ILS and then select the  icon as shown below.

Note:  This will send a WebWork e-mail notification to the ILS group notifying them that the Equipment will need to be updated as shown below:

Note: If the below message appears ILS has not statused the Acquisition Document to allow the user to close the Work Order.

ILS should have changed the status on the Acquisition Document right after the receiving action was accomplished.  Contact ILS and coordinate the actions needed.

Note: After ILS updates the Equipment they will go in and change the Work Order status to Close with a remark indicating the Equipment was updated