Defining Work Order Templates

This chapter presents an overview of work order templates and discusses how to set up work order templates.

Understanding Work Order Templates

Organizations often repeat the same work order activities, which follow a standard sequence of events. Maintenance Management provides work order job and work order task templates, which enable you to predefine work order task resources and requirements that are common to various types of work orders. Each template is essentially a predefined job plan for a particular maintenance or repair operation or task. If a work order requires several tasks to complete the job, you can create a job template, which contains multiple predefined work order tasks that are organized as job steps and applied to the entire work order. You can also apply task templates to individual tasks in a work order. These templates are designed to enable you to reuse them in more than one work order, thus reducing work order entry time.

Characteristics common to the setup of both work order job and work order task templates include the use of:

A setID, which enables users to use this template across multiple work order business units.

Work order task and job templates reference setID-based data from multiple other subsystems. This means that you must be able to set up and subsequently access or reference combinations of this data to work with the various work order business units that use the templates. When you copy a template to populate data on an actual work order, the entire set of task requirement data that is copied—Labor, Inventory, Purchase/On-hand, Tools—must be compatible with the work order business unit for which the data is being entered. Tools are set up as assets in Asset Management by business unit. However, each Asset Management business unit is a set control value which determines the setID used for each record group in the system.

You use setID mapping to coordinate the setIDs for the various set control record groups, which provide data for the templates. There are basically four record groups that must be synchronized to work correctly with the templates and the work order, which include: WM_01 for Job and Task Templates, PCR codes, and Maintenance Management definitions; FS-18 for Item Master and Manufacturing - Model definitions; RS-02 for Labor and Crafts, and AM-15 for Asset Subtypes.

You should also map each job or task template setID (from WM_01) to the same FS_18, RS_02, and AM_15 setIDs, which are the same as the work order business unit set control values. For example, if you mapped WO BU US001 to WM_01 SHARE, FS_18 SHARE, RS_02 SHR01, and AM_15 SHARE, then you should also map the set control SHARE to FS_18 SHARE, RS_02 SHR01, and AM_15 SHARE. Any work order business units for which you want to share templates among should follow this pattern.

Ideally, you should always map set control for AM_15 which controls table AM_SUBTYPE and FS_18 which controls table MFG_MODEL to the same setID (SHARE). This prevents a situation, for example, in which AUTO is a valid Asset Subtype for the SetID, but FORD, TOYOTA, and more are not set up as corresponding Manufacturer IDs for the same setID. The solution for any mismatches is to simply add the missing codes to one side or the other, effectively forming a superset of codes which work as if you had a single common setID.

Important! Unless your organization has compelling business reasons to partition this dependent system across multiple setIDs, it is highly recommended that you use a single generic setID such as SHARE to organize the job and task templates and all underlying subsystem data.
Effective-dating, which enables you to change the status of the templates from active to inactive and vice versa, as well as update the data based on a specified date.
A link for each type of template in the work order to enable you to copy the requirements and data directly into the work order.
Specific combinations of asset classification parameters—asset type, subtype, manufacturer, and model—which enable you to reuse the template in work orders and work order tasks where the asset being maintained or repaired falls within these classification parameters.
Optional association with a combination of problem, cause, and resolution codes (PCR) to enable users to easily locate the most suitable template to apply to a work order task to bring about the intended resolution.

Note. Selection of these PCR codes is optional in either of the templates.

See SetID Considerations in Maintenance Management.

See Setting Up Problem Cause Resolution Data and Problem Trees.

See Creating a Work Order.

Work Order Task Templates

To reduce data entry time, users can set up work order task templates. These templates enable users to predefine the resource requirements and associated data for each line of a work order task. When you create a work order and one or more work order tasks, you can click the Task Template link for a specific work order task on either the work order's Requirements page or the Schedules page. This enables you to access a Task Template Search page where you can search for a work order task template based on your data specifications. You select the template that you want to apply to the specific work order task line.

For example, you can set up a work order task template to change the oil in an organization's fleet of automobiles. The information on the work order task template includes:

Resolution Code = OILCHANGE: Drain and replace engine oil.
Labor requirements = 1 mechanic for 1 hour.
Inventory requirements = Hotwire set.
Items that need to be purchased = 5 quarts of Motor Oil SAE10-40W and 1 Oil Filter BJZ-1200.
Instructions: 1) Remove oil pan nut/washer assembly.
Checklist: 1) Before task, do work site safety inspection. 2) After task, dispose of used oil in hazardous waste oil recycle container and add label with contents, date, and time of change.
Notes: SAFETY — Read attached safety plan.
Attachments = Safety plan.

The work order task template enables you to:

Optionally specify asset classification parameters. If you do not select any asset classification parameters, the template is considered a non-asset template, which means that the template is not associated with the maintenance or repair of any particular kind of asset. The work order task operation is either not associated with any asset, or the operation is so generic that it can apply to any and all assets that you are working on. For example, you could set up a separate task template, for cost tracking purposes, for the operation of filing a follow-up regulatory report. This kind of task is common to a large variety of maintenance and repair situations.
Optionally specify labor resource requirements based on the craft and the qualifications needed to perform the specific task.

You can use existing qualifications for the craft and add any qualifications that are also needed to perform the task. The template's Labor Requirements fields exactly match the fields that are in the Labor Requirements - Details tab in the work order's Requirement's page.
Optionally specify the inventory items from Inventory's Item Master table that are needed to perform this work order task.

The template's Inventory Requirements fields correspond to the fields that are in the Inventory Requirements - Details tab on the Requirements page for the work order.

You can also click the Equipment Parts List (EPL) button, which is only enabled if one or more EPL parts templates exist in the asset repository for the asset classifications in the work order task template's header. The EPL enables you to quickly find an item that you need to use to repair or maintain an asset instead of searching for it in the Item Master. When you select this button, the system displays a list of inventory parts and supplies that are commonly used to maintain and repair the asset. You select the items and then select a button that copies the item information to the template's Inventory item lines. When the work order task template is copied to the work order, the system will not copy any inventory items specified in the template that are not available to work order's work order business unit and the Inventory business unit specified in the work order business unit.

Note. To select inventory items from the Item Master table, you must install Inventory. To select non-inventory items from the Item Master Table that are either on-hand or must be purchased, you are not required to install Inventory. If you do not install Inventory, the Inventory link in the work order task template is not available for selection.
View the display-only Item SetID in the Inventory and Purchase/On-hand Requirements grids, and the Craft SetID in the Labor Requirements grid.
Optionally specify the non-inventory materials, tools, and labor services that either require purchasing using a requisition or purchase order or are currently on-hand or readily available.

The template's Purchase/On-hand Requirements fields correspond to the fields that are in the Purchase/On-hand Requirements – Details tab in work order's Requirement's page.

You can also select the EPL button to look for non-inventory items that need purchasing or are on-hand in your shop. This works just as it does for inventory items.
Optionally specify the asset type and asset subtype that apply to the tools needed to complete the work order task.

The template's fields in the Tool Requirement grid correspond to the fields that are in the Tool Requirements - Details tab in work order's Requirement's page.
Optionally add a list of operational instructions that are used to direct the work order task's activities.
Optionally create a checklist that defines specific required and non-required activities to perform before, during, and after the work order task. The technician may be required to check these activities off during the execution of the work order.
Optionally add notes that are relevant to the performance of the work order task.
Optionally add attachment files, including html files, which enable you to access designs, schematic drawings, and other information that are relevant to the work order task.

You click on the Task Templates link in the work order to search for a task template to copy to a work order task. If you already specified a valid asset for the work order task, the system lists the work order task templates that have asset characteristics that correspond to the asset in the work order task. You select the template that most readily applies to the work order task. If you did not specify an asset in the work order task line, then you can select it, as well as specify PCR parameters, in the Search page, if desired and copy this information to the work order task. You can also select the Include Non-Asset Templates check box in the Search page for the system to look up non-asset related templates as well.

Before copying the task template data to the work order task, the system verifies the setID compatibility with the setID used to create the work order business unit. It also determines the insertion point in the work order task and increments a new task number. The required start and end dates and times that display in a work order task are default values from the work order. The task template copy functionality does not compute the task duration information in the template based on these values. You can override the data that is copied from the template to the task.

Work Order Job Templates

A work order job template is a collection of task templates that are needed to complete a job. The work order job template is applied at the header level of a work order. This template is used to apply common data and requirements to a work order that requires more than one task or job step. It is possible to use a work order job template to populate the requirements and associated data for an entire, multistep work order. You must create the appropriate work order task templates that apply to the work order before you can set up the work order job template. You then attach each work order task template as a job step in the work order job template. The work order job template enables you to sequence each job step, indicate whether one step depends on another step, and enter the percentage that these dependent job steps overlap each other. The system enables you to share these job templates (like their component task templates) across multiple business units, use effective dating to allow for data changes, and to apply them to categories of equipment assets. When you set up and save a job template, the system checks cross setID compatibility between the component task templates. This compatibility is rechecked when you click on the Job Template link to copy the job template to a work order.

As an example, you can set up a work order job template called FL_AUTO_3KSERV – Fleet-Auto: 3000 mile service and include these details:

Asset Type and Subtype: Fleet and Auto.
Effective Date: 04/01/2005 Status: Active.
Duration: 3 hours.
Job Steps:
1. Sequence Number: 1
  
  Work Order Task Template: FL_AUTO_OILCHG – Fleet-Auto: Oil Change.
2. Sequence Number: 2
  
  Work Order Task Template: FL_AUTO_FFCOOL – Fleet-Auto: Flush-Fill Coolant.
3. Sequence Number: 3
  
  Work Order Task Template: FL_AUTO_TIREROTATE – Fleet-Auto: Rotate Tires.

If the asset categories are specified in a work order job template's header, the system uses them to search for compatible work order task templates to associate with the job template. If you did not specify an asset in the work order task line, you can select the asset, as well as specify PCR parameters, on the Search page and copy the information to the work order header. You can also select the Include Non-Asset Templates check box on the Search page for the system to look up non-asset related job templates as well.

When you click the work order job template link and enter specific search criteria, the system matches those criteria and lists the number of templates that match the search. If the asset is specified in the work order header, the asset classifications in the search page are disabled.

When the work order job template is copied to the work order, the system verifies that the template contains at least one valid job step. If you copy a work order job template into a work order that has existing task lines, the new task lines are always inserted at the end of the existing task lines. For example, if you are doing a corrective radiator repair on a vehicle and performing a multistep coolant system maintenance, including flushing/filling new coolant fluid, and these tasks are conveniently bundled in a job template, you append the new job template tasks to the radiator repair task that you previously entered manually.

Note. Sequence numbers on the work order job template steps enable the job steps specified in template to be copied in the in the sequence they are listed. When Job Template steps are inserted into a work order job template, the default values of the sequence numbers are automatically assigned in increments of 10 (10, 20, 30). Users can override these sequence numbers (for example, change sequence numbers for steps from 10, 20, 30 to 1, 2, 3). Even if users override the sequence numbers, the next auto-assigned sequence number for a newly-inserted job step will be in increments of 10. For example, if the user changes the sequence numbers of the first three job steps to 1,2,3, then the next auto-assigned sequence number for a fourth job step will be 40. When a work order is created, the sequence numbers of the job steps are copied into the work order as they currently exist in the job template. If the user overrides the auto-generated sequence numbers in the template, then the overridden sequence numbers are copied to the work order.

Preventive Maintenance Work Order

Work order job templates are particularly useful for creating preventive maintenance work orders, which consist of routine maintenance activities that require the use of the same or similar resources and other requirements. You apply a work order job template in the preventive maintenance schedule definition, which is applied when the work order is created by the Preventive Maintenance (WM_PM) process. You can also create a work order for a single task preventive maintenance operation by associating a single step work order job template to a preventive maintenance schedule.

See Understanding Preventive Maintenance Work Orders.

Setting Up Work Order Templates

To set up work order task templates, use the Work Order Task Template (WM_WO_TASK_TMPLT) component.

To set up work order job templates, use the Work Order Job Template (WM_WO_JOB_TMPLT) component.

This section describes how to:

Set up a work order task template.
Set up a work order job template.

Pages Used To Set Up Work Order Templates

Page Name	Object Name	Navigation	Usage
Work Order Task Template	WM_WO_TASK_TMPLT	Set Up Financials/Supply Chain, Product Related, Maintenance Management, Templates, Work Order Task Templates	Predefines work order data at the task (line) level for reuse in creating new work orders with equivalent work requirements.
Work Order Job Template	WM_WO_JOB_TMPLT	Set Up Financials/Supply Chain, Product Related, Maintenance Management, Templates, Work Order Job Templates	Predefines work order requirements at the work order level, which consist of one or more job steps that are each represented by a predefined task template.

Setting Up a Work Order Task Template

Access the Work Order Task Template page.

Default Asset Applicability

Asset Type, Asset Subtype, Manufacturer ID, and Model

Select these classification parameters to indicate that this template is applied to Asset instances matching this specified category combination only. Asset Type and Subtype must be specified together. Also, if you specify Manufacturer ID or Model, then you must enter of all of the higher-level categories.

Note. These fields are optional. If parameters are not selected, the template is considered to be non-asset related.

Task Data

Effective Date and Effective Status	Enter the date from which this template is either Active or Inactive. The selected effective date and status also apply to each of the requirements grids (Labor, Inventory, Purchase/On-Hand, and Tools), as well as instructions, checklists, notes, and attachments. When you copy a task template's data to a work order task, the system checks this effective date and status against the work order task's required start date. If the work order task does not have a required start date, then the current system date is used. Important! If the effective date on the work order job template does not coincide with the effective date on a work order task template that is added as a job step to the job template, the system will not copy this task to the work order.
Duration (Hrs) (hours)	Enter the overall duration of this task activity in hours. The unit of measure (hours) used here is hard-coded to match the unit of measure for the duration of a task in a work order. Note. You can override this field in the work order task.
Description	Enter a complete description of the task. This is a required field.
Resolution Code	Associate this task with a resolution code that most aptly applies to this task. This code is used for PCR tracking purposes and as a search value that is used to find an appropriate Task Template to copy to a work order. Note. You can override this value in the work order task.

Labor Requirements

Click the Labor link to optionally define the labor requirements for this work order task.

Inventory Requirements

Click the Inventory link to optionally define the inventory requirements for this work order task.

Note. You must install Inventory to access this link.

Purchase/On-Hand Requirements

Click the Purchase/On-Hand link to optionally define non-inventory labor, materials, or tools that the user must procure by creating either a purchase order or a requisition (specified in the work order business unit) in the Purchasing application for the work order task. You can also define non-inventory materials that are on-hand in the shop and are not usually tracked, such as a large barrel full of nuts and bolts.

Tool Requirements

Click the Tools link to optionally define tools requirements for the work order task.

Instruction

Click the Instruction link to optionally predefine a list of operational instructions for directing the activities of the work order task.

Checklist

Click the Checklist link to optionally create a list of required and suggested steps to follow to complete the work order task.

Notes

Click the Notes link to optionally enter any comments that are needed to complete the work order task.

Attachments

Click the Attachments link to optionally attach a number of different file types, including .html files, and other information that are associated with the work order task.

See Labor Requirements.

See Inventory Requirements.

See Purchased and On-Hand Resource Requirements.

See Tool Resource Requirements.

See An Overview of Work Orders.

Setting Up a Work Order Job Template

Access the Work Order Job Template page.

Default Asset Applicability

This group box contains the same fields as the fields described for the Work Order Task Templates. Entry of these fields is optional. If you leave them blank, this is considered a non-asset job template.

See Setting Up a Work Order Task Template.

Job Data

Effective Date and Effective Status

Select the date that the information in this Job Data group box becomes effective and whether the information in the group box is Active or Inactive as of the selected date. The date and status that you select here also applies to the Job Steps grid on the page since it resides within the Job Data group box. These are required fields.

When you copy a work order job template to a work order, the system compares the work order header's required start date with the job template's effective date. If the work order header does not have a required start date, then the current system date is used.

Important! When you create a job template (Set Up Financials/Supply Chain, Product Related, Maintenance Management, Templates, Work Order Job Template) and you search for a work order task template to associate with the job template, the search results only consist of work order tasks templates that fall within the effective date parameters of the job template. However, when you copy a job template to the work order, the system only allows you to copy job templates with effective dates that fall within the parameters of the work order header's Required Start Date field. Also, only work order task templates with effective dates that fall within the parameters of the work order task's Required Start Date field are copied to a work order task. If the Required Start Date is not available in either instance, then the current system date is the controlling factor.

Duration (Hrs) (hours)

Enter the number of hours it will take to complete the entire work order, including all job steps and task activities.

Note. This field is optional. If you enter a value, you can override this value in the work order.

Resolution Code

Select a resolution code to apply to the entire work order. This code is used for PCR tracking purposes and to use as a search value to find an appropriate job template to copy to a work order.

Note. This field is optional. You can override this selected value in the work order.

Job Steps

You can enter one or more job steps that are each associated with a work order task template.

Sequence	Enter or override a number that indicates the order in which you want this job step (task template) to occur. Note. Job step sequencing is optional.
Dependent Task	Select the task number (job step) number that this current job step (work order task) is required to follow and is dependent upon. Note. Task dependency is optional.
Overlap Percentage	Enter the percentage of overlap that exists between the dependent task and this task. Note. Entering a percentage in this field is optional, even if you specify a task dependency.
WO Task Template ID	Select the work order task template to apply to a work order content for this job step. Note. You are notified at save time if a task template is incompatible.