Executing and Processing Work Orders

This chapter presents an overview of executing a work order and describes how to:

Execute work orders.
Stage time entries.

Understanding Work Order Execution and Processing

Technicians, who are assigned to a work order task can access their assigned tasks using one of three methods in Maintenance Management, which include:

Accessing the task using the Technician Workbench.
Accessing the task in the assigned resource's monthly schedule.
Receiving a hard copy of the task.

As work on a work order task progresses, the technician or an authorized maintenance administrator is charged with entering the technician's time, usage of tools, and management of materials for the task. Completion of the task may also require additional labor, materials, and tools. The Technician Workbench component in Maintenance Management can let technicians and assigned users add labor, materials and tools for the task. The system calculates the actual cost of any labor performed and materials or tools used based on the actuals entered in the Technician Workbench.

After you submit time entries on the Technician Workbench, you must stage the entries in Maintenance Management to ready them for transfer Project Costing. The labor and Inventory transactions are sent to the Inventory and Expenses subsystems where they are processed and the costs are sent to Project Costing, which runs its Pricing engine and can capitalize the costs in Asset Management, if applicable. Project Costing generates chargebacks and sends them to the General Ledger business unit specified in the work order business unit for posting. After the processing is completed for actual costs in Project Costing, you can run the Cost Summarization process in Maintenance Management to add the total actual costs for the work order tasks to the Costs page in the work order.

This section discusses:

The Technician Workbench.
Labor time entry.
Time entry staging and processing.
Materials management.
Tools usage.
Meter reading entry.
Procedures.
Causal parts entry.
Work order tracking.
The Cost Summarization (WM_COSTSUMM) process.

The Technician Workbench

Typically, after the scheduler schedules work order tasks for a work order, technicians can access the Technician Workbench and search for their assigned tasks. You can customize which fields display, as well as their order, in the Technician Workbench to meet your organization's specific needs. To simplify the task of locating assigned work order tasks, technicians can set up and save search criteria for later use. The technician then reviews the task information and executes the task.

Note. Schedulers can also skip online labor assignments and print a hardcopy to give to the one or more technicians assigned to perform the work order task.

Using the Technician Workbench, the technician or an authorized maintenance administrator can:

Enter labor time spent on the task.
Manage the pickup and returns of inventory materials to the task.
Enter the usage of tools for the task.
Review and modify the checklist, instructions, and attachments associated with a work order task.
Enter meter readings for the asset that is being maintained or repaired in the task.
Enter any causal parts related to the task.
Change the status of one work order task or multiple work order tasks at the same time.
Print assignments and informational reports.
Add notes to the task.
Update an asset's location or offline status.
Enter or modify problem, cause, and resolution codes for a selected work order task or multiple work order tasks all at once.
Enter or modify actual start and end dates and time for a selected work order task or multiple work order tasks all at once.

Note. The level of security set up for a user determines the user's level of access to the Scheduling page. Technicians normally do not have access to modify schedules.

The Work Order Tasks grids include:

A Details grid, on which you can:
- Directly access the Scheduling page for a work order task and add or modify the task and the resource schedules.
- View details about the work order and work order task.
- Determine whether the asset is being installed, removed, or retired.
- Review the status of the task.
A Details 2 grid, on which you can view the:
- Assignment.
- Scheduled and required start and end dates and times.
- Asset business unit and location.
- Work order's project information.
- Names of the supervisor, lead person, and scheduler for the task.
A Task Actual Dates/Times grid, on which you can enter the actual start and end dates and times for each task.

You can also make mass changes to actual dates for multiple tasks using a secondary page.
A Failure Reporting grid, where you can select a problem group, problem, cause, and resolution (PCR) for each of the tasks (if this information was not entered on the work order task Requirements page).

You can override any default PCR values derived from the work order task requirements. Through a secondary page, you can also make mass changes to PCR codes for more than one task.

Note. You can also track the progress of a work order using the Work Progress Tracking Inquiry.

See Using the Work Progress Tracking Inquiry.

Status Transitions

Technicians can change the status of assigned tasks in the technician workbench. You can select multiple tasks and select a status in the Change Status field. When you select the Go button, a Change Status page displays where you can change each of the individual tasks statuses. You can also review any editing errors, add notes, and notify the scheduler concerning the status change. You can change a closed task back to a status of complete. You cannot cancel tasks from the technician workbench or the work order workbench. Canceled tasks appear as display only.

Users (technicians and schedulers) must be set up in User Preferences as authorized to complete and close a work order task or work order before they can change the status of a work order task or work order to complete or closed.

Service Requests

When technicians access their work order task assignments in the technician workbench, a link displays at the top of the page, which indicates that they have a specific number of service requests assigned to them.

Agents can assign service requests to technicians with or without a work order. When an agent assigns a technician to a service request that is not associated with a work order, the technician does not record labor time or material and tool usage. In many organizations, any routine task that takes less than fifteen minutes to address and complete is a simple service request and does not require the creation of a work order. The technician normally just accesses the service request and changes the status to complete once the work is done. This link in the technician workbench enables a user to access all service requests assigned to the resource, regardless of whether they are associated with a work order.

Labor Time Entry

You can enter labor time for an employee using one of two time entry methods:

Punch time, in which you enter each date worked and enter a start and end time for each date, depending on the specified time reporting period.
Elapsed time, in which you enter time worked for each day of a specified time reporting period.

You select the time entry method in the User Preferences, Maintenance Management page for each type of user, and specify the time reporting period in each employee's data file.

An authorized user can enter time for the employees who are assigned to perform the work order task or are members of the valid work order resources. You must use Manage Expenses Security in Expenses to grant authorization to the authorized user who enters time in the technician workbench.

Important! Anyone who enters time in the technician workbench must be set up as a resource in Maintenance Management and in Expenses. If a resource is not set up in Expenses, there will be no timesheet in the technician's workbench for this resource. You must set up add all the general ledger business units that have been assigned to employees in the Expenses setup to the Project Costing Integration Template.

See Understanding Security for Expenses.

See Defining Templates for Integration with Other Applications.

Personnel who are authorized to perform time entry:

Cannot enter time against a closed or canceled work order task.
Can only enter time associated with a work order task.

You cannot enter personal time. If you want to track time taken for non-productive time, you can create a standing work order to track this time.
Can insert a row on the Technician Workbench and can log time against an unassigned work order task as long as work order task scheduling is not selected for the shop associated with the work order.
Cannot change the labor billing rate and cost rate.

These rates are predefined in either the work order business unit or the shop associated with the work order.
Can enter no more than twenty-four hours for each time entry date.
Cannot enter overlapping time in punch time entry within the same date time range on a time sheet.

Time sheets for elapsed time only allow the time entry for one task at a time.

Note. There is no relationship in the system between overbooking resources in the work order task's Labor Schedules and entering time for resources.
Can enter time and make prior period time entry adjustments up to the point when a work order task is closed.
Cannot enter negative time.

Important! The system considers that all time entries are based on local time and does not perform time conversions. In addition, there is no validation of holidays or weekends.

Time Entry Staging and Processing

Once a user enters the time for a work order task, using either the punch time or elapsed time entry method and submits the entries for posting, the Expense Post Status in the technician workbench for labor changes to Posted. The time keeper must then stage the time entries into the Expenses staging tables, where the labor hours are picked up by Project Costing. Project Costing uses the Pricing engine and Rate Sets to price the labor costs. The transaction costs are stored in the PROJ_RESOURCE table. Project Costing applies its rules, capitalizes the costs in asset management, if appropriate, and posts the costs to the general ledger business unit associated with the work order business unit. When you run the Cost Summarization process in Maintenance Management, Project Costing updates the total actual costs for the work order task stored on the Costs page of the work order.

If you installed Expenses and use the full functionality, you can set up Expenses workflow to enable the approval of time entries. If you do not install and use Expenses, then all time entries that you submit from the Maintenance Management Technician Workbench are considered pre-approved.

To actually stage the entries to Project Costing from Expenses, you must access the Maintenance Management Stage Time Entries component where you can indicate that you want to stage the time entries to Project Costing or publish the elapsed time, which are treated as any time in Expenses.

Once the entries are staged in the Expenses staging table (EX_PROJ_RES_STG), then Project Costing retrieves the entries from the staging tables using the Cost Collection Expenses (PC_EX_TO_PC) application engine, where Project Costing derives the labor cost rate based on the rate set. The calculated cost is updated in the Project Costing PROJ_RESOURCE table. Project Costing's pricing engine (PC_PRICE) either marks up or discounts the costs for chargebacks, if applicable. When you run the Maintenance Management Cost Summarization process (WM_SUMMCOST), it summarizes the actual labor costs calculated by Project Costing to the work order header and work order task.

Prior Period Adjustments

When you submit and stage the time entries the first time, the system assigns these entries a version number of 1 to these entries. However, you may need to modify time entries that you previously submitted and staged in a previous period. You can make prior period adjustments to time entries by selecting the Time Entry link in the Technician Workbench and search for the entries based on a specified start date. You can then modify the entries and save the entries as often as you want without affecting the version number. Saving the entries enables you to exit the workbench and to return to them and make further modifications before you process them. When you finally submit and stage the entries again, the new version number for the record is now two. You can modify the time entries in a prior period any number of times and each time you submit and stage them they are assigned a new version number. Once a work order task is closed, you can no longer adjust prior period time entries.

Materials Management

Users can access the Materials page in the Technician Workbench component to:

View and gather materials.
Acquire additional materials.
Return materials.

Before beginning an assigned task, a technician can access the Technician Workbench and view a list of the materials assigned to the work order task. The Materials page lists inventory materials, floor stock, as well as purchased and on hand materials identified in the work order's Schedules page. If desired, the technician can print a detailed list of the materials needed for the task. The printout specifies which materials will be delivered and which materials the technician needs to obtain from the inventory store.

The combination of the item type and delivery instructions provides a technician with the information needed to gather the materials and provides Inventory with the delivery instructions for the materials. Delivery instructions are updated by the planner or scheduler and can include special handling instructions. A truck icon that displays in the task line in the workbench indicates that the materials are to be delivered to the work location.

Based on Maintenance Management User Preferences, a technician can also generate and print a picking plan for materials that require gathering from the inventory store. The technician takes this plan to the inventory store and the inventory clerk uses the plan to locate the items needed for the task and gives them to the technician. A scheduler can also generate a picking plan, which enables Inventory to pick the items ahead of time.

Important! If a scheduler generates a picking plan, then the system does not allow regeneration of a picking plan in the Technician Workbench.

If additional quantities of materials re needed, the technician can:

Ask the scheduler to reserve additional quantities of materials in Inventory. Once these materials are added to the schedule, the technician can list them in the Technician Workbench and generate another picking plan to obtain them from Inventory.
Enter a direct issue in Inventory from the Technician Workbench for the unscheduled items, if the technician has access to the Issue to Work Orders component. Inventory creates an issue transaction, which updates one or more Inventory lines for a task in the work order.

If the materials ordered are shorted or damaged, the technician must contact the delivery store, where the inventory personnel handle the problem and update the Inventory system. Inventory items that are not in stock are automatically ordered and replenished through the Inventory system. If the items are needed immediately, the technician can contact the scheduler, who can create a purchase order to order the items. If the materials are crucial to the progress of the work order task, then the technician, scheduler, or planner can put the task on hold until the materials are received.

Materials must be returned to inventory when they are not needed for the task, are damaged or defective, or the task is cancelled. The two return processes are:

Return the materials to Inventory.

Users can access the Issue to a Work Order page from the Technician Workbench and select the Return Parts check box. The transaction reduces the quantity issued on the materials list in Maintenance Management for the work order task.

Inventory takes care of the return details.
Return the materials to the shop.

The scheduler or other authorized personnel typically will handle the return via Purchasing or Receiving.

See Receiving Interunit Transfers and RMAs.

Tools Usage

To complete a task, the technician typically returns the checked-out tools and enters tools usage in the Technician Workbench. Recording tools usage is optional. A user can only access this link if the Record Actuals Tools Usage check box is selected in the Definition page of any work order business units that are associated with the work orders listed in the Technician Workbench.

In the Technician Workbench, users can:

Enter tools usage for work order tasks up to the time that a work order task is closed.
Insert a new row, select a tool, and enter the actual start and end dates and the tool usage, if either the business unit or shop does not allow the scheduling of tools.

The system backfills the schedule and distribution fields after an unscheduled entry is saved in the Technician Workbench.
Update an existing tool usage record.

Note. To maintain the ability to differentiate between the scheduled usage and the actual usage, a user cannot delete a tool usage record. However, a user can enter the actual usage in a row as zero to indicate that the tool was not used even though it was scheduled for the task. Since there is only one transaction per task resource, each revision replaces or updates the previous record and there is no record of each incremental change. Users enter a new row with a negative value or a positive value to adjust a previous record's quantity.

The cost and bill rates for a tool are either based on the rates set up for the asset type and subtype in the shop or the rates defined for the asset subtype in Asset Management. When the tool usage is entered and saved in the Technician Workbench, the ChartField distribution template set up in Maintenance Management is applied and the Costs page in the work order is updated with the actual costs. If there is a difference between the currency code for the tool rates in Asset Management and the currency code in the work order business unit, the tool costs that display in Maintenance Management are always converted to the currency specified in the work order business unit.

The system also updates the tools schedule and actuals table with actual quantity consumed when the technician saves the entry.

Meter Readings

You can enter meter readings in the Technician Workbench for the asset associated with the work order task. Typically, meter readings are entered for preventive maintenance work orders, but they also can be entered for any type of work order against an asset that has a meter. You can also indicate if this is the first reading for the asset after a replacement or a rollover. This information updates the Asset Management Meter Reading History for the asset.

See Understanding Preventive Maintenance Work Orders.

Procedures

The Procedures page in the Technician Workbench enables a technician to update the checklist, review the instructions, and access, add, and delete any attachments associated with a work order task. You must complete the required checklist items before you can change the task status to complete.

See Pages Used To Create a Work Order.

Causal Parts

A technician can access the Causal Parts page in the Technician Workbench and record parts that cause the problem of the work order. A causal part can be an inventory item, an asset or just a description. This information is included in an existing warranty claim.

Prerequisites

Prerequisites for creating time entries in the Technician Workbench include:

Set up authorized time entry users.

See Setting Up Authorized Users.
Create employees entering time as resources in Maintenance Management.
Set up the Billing Type and the Billing Action in the Time and Expenses, Employee Information, Update Profile.
Set up Time Reporting Codes in Set Up Financials/Supply Chain, Product Related, Expenses, Management, Time Reporting Codes.
Verify that the Project Template has the employee's general ledger business unit entered as one of the valid business units for the work order project.

Executing a Work Orders

To execute a work order use the Technician Workbench (WM_WOE_WB1) component.

This section discusses how to:

Use the Technician Workbench.
Enter punch time for a work order task.
Enter elapsed time for a work order task.
Enter materials.
Enter tool usage.
Enter meter readings.
Review procedures.
Enter causal parts.
Print work order tasks detail reports.

Pages Used to Execute Work Orders

Page Name	Object Name	Navigation	Usage
Technician Workbench	WM_WOE_WB	Maintenance Management, Workbenches, Technician Workbench	Select, search, update, and print work order tasks.
Task Search	WM_TSK_SRCH_SEC	Maintenance Management, Workbenches, Technician Workbench. Click the Search button on the Technician Workbench page.	Perform ad-hoc views (searches) and save and delete views.
Change Status	WM_WOE_STATUS	Select a status and click the Go button on the Technician Workbench.	Perform a mass status change.
Work Order Task Detail Report Options	WM_RPT_OPTNS	Click the Print button in the Work Order Task Punch Time Entry page. Click the Print button in the Work Order Task Elapsed Time Entry page.	Select specific options and reports that you want to print.
Workbench Mass Change	WM_WOE_MASS_SEC	Click the Mass Change button on the Technician Workbench page.	Change the actual dates and times and/or the PCR codes for multiple work order tasks.
Work Order Details	WM_WOE_DETAIL	Click the Work Order ID for a selected task on the Technician Workbench.	Review the work order header information and work order task details and dates for the selected task.
Asset	WM_WOE_ASSET	Click the an Asset link in the Details grid.	Add or modify the asset's offline status, location, and effective date.
Asset Warranties	ASSET_WARRANTY	Click the Asset Warranties button in the Technician Workbench. Click the Asset Warranties button on the Work Order page. Click the Asset Warranties button on the Requirements page. Click the Asset Warranties button on the Schedules page.	Display the asset warranties associated with the specified asset. If a warranty does not exist, users with update access to the page can create an asset warranty for the asset using a Warranty Template.
Notes	WM_TSK_NOTES	Click the View link for Notes in the Details grid of the Technician Workbench.	Review any notes associated with the task.
Supplemental Data	WM_WOE_SD	Click the View link in the Details grid of the Technician Workbench.	Review any supplemental data associated with the task.
Checklist	WM_WOE_CKLST	Click the Pre-task or Post-task Checklist button the Technician Workbench - Details grid.	Select check box to indicate that the pre-task or post-task step has been completed.
Work Order Task Elapsed Time Entry	WM_ETIME_ENTRY	Click the Time Entry link on the Technician Workbench page.	Enter elapsed time entries for this work order task.
Work Order Task Punch Time Entry	WM_PTIME_ENTRY	Click the Time Entry link on the Technician Workbench page.	Enter punch time for the work order task.
Materials	WM_WOE_MTLS	Click the Materials link on the Technician Workbench page.	Review inventory and floor stock scheduled for the task, issue the selected materials to the work order, generate a pick plan, and directly access the Schedules page of a selected work order task.
Work Order Task Tools Usage Entry	WM_TLS_USAGE	Click the Tool Usage link on the Technician Workbench page.	Enter the dates and times a tool was used and the number of tools used for a work order task.
Meter Readings	WM_WOE_METER	Click the Meter Readings link on the Technician Workbench page.	Enter meter readings for the asset on which the work order task was performed.
Advanced Options	AM_MTR_ADV_OPTIONS	Click the Advanced link in the Current Meter Readings grid in the Meter Readings page.	Review reading details for the selected asset.
Procedures	WM_WOE_LIST	Click the Procedures link on the Technician Workbench page.	Review a work order task's procedures based on the checklist, instructions and attachments associated with the task.
Causal Parts	WM_WOE_CAUSAL_PART	Click the Causal Parts link on the Technician Workbench page.	Enter one or more parts responsible for causing the failure or the need for the repair.
WO Issue Search	IN_WO_ISS_SEARCH	Click the WO Issue Search tab in the Inventory Work Order Issues component. Inventory, Fulfill Work Orders, Issue to Work Orders	Enter criteria to search for inventory materials scheduled for work orders associated with a specific Inventory and work order business unit.
WO Issue Location	IN_WO_ISS_LOC	Click the WO Issue Location tab.	Issue inventory to a technician from a specific inventory location.
WO Issue Summary	IN_WO_ISS_SUMMARY	Click the WO Issue Summary tab.	Review the total quantities of an item requested, allocated, and issued in Inventory for a work order task.

Using the Technician Workbench

Access the Technician Workbench page.

You have “n” Service Requests

Click this link to access the Service Request Inbox page, which lists the service requests assigned to this technician. This list includes service requests associated with a work order and service requests in which the agent assigned the task to a technician without creating a work order.

Use View and View

Click the View button to access the Task Search page, where you enter and select criteria to narrow your search for Tasks. When you click the Save View button, you save the named view for later use. If you want to perform a search based on a saved view, you select the view name in the Use View field and click the Search button to search for Tasks based on the view's criteria and list them in the Work Order Tasks grid. Alternatively, to do an ad hoc search you can enter any search criteria in the Task Search page without saving a view and click the Search button.

My Calendar

Click this link to access the technician's monthly calendar. You must create the technician as a resource in Maintenance Management.

Workbench

Click this link in other pages that you can access from the workbench, such as the Work Order Task Punch Time Entry page to return to the Technician Workbench.

Time Entry

Click this link to access either the Work Order Task Punch Time Entry page or the Work Order Task Elapsed Time Entry page to enter time for the selected task.

Important! You must add all the general ledger business units that are assigned to employees in the Time & Expenses setup to the Project Costing Integration Template.

Materials

Click this link to access the Materials page.

Tool Usage

Click this link to access the Tool Usage page.

Meter Readings

Click this link to access the Meter Readings page.

Procedures

Click this link to access the Procedures page.

Causal Parts

Click this link to access the Causal Parts page.

Print

Select at least one task in the Work Order Task group box and click this button to access the Work Order Task Detail report options page.

Mass Change

Click this link to access the Workbench Mass Change page, where you can change the actual dates and times and/or the PCR codes for one or more work order tasks that you select on the Technician Workbench page. You can only update open tasks.

Change Status To and Go

Select a status from the drop-down list and click on Go to access the Change Status page.

Change Status

Select a status and one or more work order tasks and click the Go button to access this page where you can update multiple tasks with the same status at the same time. Optionally, you can leave the Change Status to field blank if you want to change each of the selected tasks to different status. The tasks are each listed with these same fields:

Task Status	Displays the current status of the task.
Change Status To	Displays the status that you selected in the Change Status To field on the Technician Workbench. If the status is canceled, then the field displays the Canceled status and is display-only. Note. You cannot change the status to complete until all the items on the checklist are completed.
Notify Scheduler	Click this check box to send an email to the scheduler that you changed the status for a work order task.
Note	Enter a note explaining why you changed the status. You can click the Dictionary icon to check your spelling.

Work Order Task - Details

Click this tab to review and modify task attributes.

Note. You can select the Customize link at the top of this grid and choose any columns in any order that you want to display in the Details and the Details 2 grid to suit your business needs.

Work Order ID	Select a task and click this link to access the Work Order Details page, where you can review the work order header information, work order notes, some task details, and task dates for the selected task.
Task	Click a task number link to access the selected task in the Work Order - Schedules page. The user's access to data in the work order depends on the user's security profile. See Scheduling a Work Order.
Asset	Click this link to access the Asset page on which you can add or modify whether the asset is offline, add or modify the asset's location, and indicate the date from which these changes are effective.
	Click this button to access any hazardous material instructions.
	Click this button to view any warranties associated with this asset.
Notes	Click the View link to access the Notes page to review any notes associated with the selected task. This page is display only.
Sup. Data (supplemental data)	Click the View link to access the Supplemental Data page. Supplemental data is often set up by an organization to handle hazardous waste requirements. See Understanding Supplemental Data.
	Click either the Pre-task checklist button or the Post-task checklist button to access the Checklist page, where you can select a Completed check box to indicate that you completed the task. When you select the check box, your (the technician's) name and the time and date that you completed the task appears on the page.

Work Order Task - Details 2

Click the Details 2 tab to review the name of the technician assigned to a task, the task's resource line number in the Labor Schedules grid, the work order's required start and end date and times, the Asset Management business unit and task's location of the asset, the project information for the work order, the shop, and the names of the lead person, supervisor, and scheduler assigned to the task.

Work Order Task - Task Actual Dates/Times

Click the Task Actual Dates/Times tab to enter the start and end dates and times when the task was actually performed. These fields are display only when you close a work order task.

Note. You can update the actual task dates and times for one or more tasks at the same time by clicking the Mass Change button.

Work Order Task - Failure Reporting

Select the problem group, problem, cause, and resolution codes associated with this task. This information is used for searching and for tracking the task. If you selected these values in the work order's Requirements page, then the default values display in the Technician Workbench fields. You can override the default values.

Note. You can update the PCR codes for one or more tasks at the same time by clicking the Mass Change button.

See Understanding PCR Setup and Tracking.

Entering Punch Time for a Work Order Task

Access the Work Order Task Punch Time Entry page.

Time Report ID

Generates the next available unique number when you save the entry.

Version Number

Indicates how many times a time entry was submitted. The default value for the first time sheet created is zero. The version number increases by 1 with each additional submission of a time sheet. Clicking the Save button does not increase the version number, it retains any changes until you are ready to submit the record again.

Period End Date

Displays date based on whether the employee's time is reported daily, weekly, biweekly, or semimonthly. The time period is set up in the employee's data.

See Adding Employee Personal Data.

Time Report Status

Defaults to Pending before submission, and to Approved after you click the Submit for Posting button.

Time Report Period

Displays the time reporting method identified in the employee's data. The methods that you can use in Maintenance Management are:

Daily

Weekly

Biweekly

Semimonthly

Expenses Post Status

Displays Yes if time entry transactions that you submitted to Expenses are posted, and No if the transactions are not posted.

Note. Maintenance Management does not use the Not Appl (Not Applied) value.

Save for Later

Click this button to temporarily save this time report without submitting it, so that you can add or change information on it later before submitting it for posting.

Note. When you click this button, the system compares the work order and work order task dates, times, and other information with the information entered and does not let you continue until the time entry rows are corrected.

Submit for Posting

Click this button to submit the time report transaction to Expenses, where the accounting transactions are processed and sent to the General Ledger and the costs are generated and sent to Project Costing.

Note. When you click on this button, the system compares the work order and work order task dates, times, and other information with the information entered and does not let you continue until the time entry rows are corrected.

Print

Click this button to access the Work Order Task Detail Report Options page from which you can select various reports to print.

Time Quantity

Displays the total hours entered for this employee.

Update Total

Click this button to update the total time entered, which displays in the Time Quantity field. You can continue to click this button to view a running total of the time entered for an employee.

Time Sheet

Select the Time Sheet tab in the Enter total hours worked on work order task group box.

Business Unit, Work Order ID, and Task Number	Select these values if this employee was not scheduled in the system to work on this work order. If this employee was scheduled and assigned to various work orders and tasks in the Schedules page of the work order, then all of the assigned tasks and their associated work order IDs and business units are listed for this employee.
Resource Line	Displays the line in the Labor Schedules grid on which this resource was assigned in the Schedules page of the work order.
Craft	Select a craft for this employee, if this employee was not scheduled ahead of time. Displays the employee's craft, if the employee was scheduled ahead of time. You can override this value. This is used to identify the rate by which the hours are multiplied to determine the labor cost.
Date Worked	Select the date that this employee worked on the task.
Start Time and End Time	Select the start and end times that the employee worked on this task. Note. When you either click the Save for Later button or click the Submit for Posting button, system messages display if the date and times entered here are outside of the dates scheduled for the task or do not reflect the dates and times entered in the Labor Schedules row for this employee.

Distributions

Select the Distributions tab in the Enter total hours worked on work order task group box. This displays the ChartField distributions that were established based on setting up the Distribution Template for Expenses in Maintenance Management. You can override these values, if necessary.

Entering Elapsed Time for a Work Order Task

Access the Work Order Task Elapsed Time Entry page.

The fields in the header and the buttons in this page work the same way as they do in the Work Order Task Punch Time Entry page.

Time Sheet

Select the Time Sheet tab to enter elapsed time for work order tasks on which this employee worked. In elapsed time entry, you enter the hours worked on specific days of the week based on the Period End Date and Time Report Period.

If Time Report Period is Daily, displays a single day in the Work Order Task Elapsed Time Entry, Time Sheet grid.
If Time Report Period is Weekly, displays the days of the week in the Work Order Task Elapsed Time Entry, Time Sheet grid.
If Time Report Period is Biweekly use the Previous Week and Next Weekbuttons to transfer to the previous week or next week for the other week not currently displayed.
If Time Report Period is Semimonthly,the time entry is the same as for the biweekly page.

However, you can click the Next button twice from the first week and arrive at the last week, which may have just one day available for time entry depending upon the month.

Distributions

Click the Distributions tab, which displays the ChartField distributions that were established based on setting up the Distribution Template for Expenses in Maintenance Management. You can override these values, if necessary.

Entering Materials

Access the Materials page.

Print

Click this button to print reports from the Work Order Task Report Options page.

Picking Plan

Click this button to generate a picking plan for selected materials for Inventory.

See Assigning and Scheduling Inventory Resources for Work Order Tasks.

Issue to Work Orders

Click this link to access the Issue to Work Order Search page, where you enter details to issue the item to the work order task. Once the item is issued, the Issue Date and Issue Quantity fields appear in the Inventory and Floor Stock grid.

See Pages Used to Issue Items to a Work Order.

Inventory and Floor Stock

This grid displays each inventory item or floor stock item that were entered for the selected work order tasks.

Used Quantity

Enter the quantity used of this item.

and Delivery Instructions

Displays the icon to indicate that delivery instructions exist informing the technician how and where to gather materials and inform inventory which materials to deliver and where to. Delivery instructions along with the Delivered Y/N flag (displayed as a delivery truck icon) for materials are updated by the planner or scheduler to indicate where materials need to be delivered. These instructions might also include special handling instructions (such as fork lift needed). The Delivered Y/N flag indicates which materials are typically delivered to the work location. You can indicate how you want the materials delivered in the work order task's Inventory Schedules grid and the Purchase/On-Hand Schedules grid.

Entering Tool Usage

Access the Tool Usage page.

Serial ID

Select or override the Serial ID (Asset ID, VIN, or Asset Tag Number) for the tool. A default value appears, if a value was selected in the work order task Tool Schedules grid. A description of the tool also appears. The selected asset must be flagged as a tool.

Note. For unplanned tool usage (tool requirements were not defined or scheduled), when you select this value, default values appear in the Asset Type, Subtype, Manufacturer ID, and Model fields, if applicable.

Actual Start Date, Start Time, Actual End Date, and End Date

Enter the actual start and end dates and times in which the tool was used for a work order task.

Quantity Used

Enter the quantity used. For example, if the cost to use a truck is ten cents per mile, and the truck travelled 20 miles during the task, then the quantity used is the total number of miles (20) that the truck travelled for the task. This quantity is multiplied times ten cents per mile to arrive at the total cost of the tool usage (2.00 USD).

Actual Duration

Displays the actual duration of the task based on the actual start dates and time values converted to hours divided by the Quantity Used value. This calculation depends on the UOM that applies to the tool.

Entering Meter Readings

Access the Meter Readings page.

Technicians update an asset's meter readings to reflect usage information.

	Click this icon to activate the fields in a row of the Current Reading grid.
Date and Time	Enter the date and time of the meter reading for the work order task's asset.
Meter Type	Select the type of meter from which you took the reading, such as an odometer.
Reading and UOM (unit of measure)	Enter the meter reading. The UOM value is determined by the asset and the type of meter that you select.
Change	If a prior meter reading exists, the difference between the current reading and the prior reading displays in this field.
Prior Reading	This value displays if there was a prior meter reading in the Asset Management Meter Reading History for the selected meter and asset.
Advanced Options	Click this link to access the Advanced Options page.

Advanced Options

Access the Advanced Options page.

Rollover	Select this check box only if this is the first meter reading performed after a rollover.
Replaced	Select this check box only if this is the first meter reading performed after the replacement of the meter. For example, if a new odometer was installed in a company car. If you select this check box, you must enter the Accumulated Reading.
Accumulated Reading	Enter a value in this field if you selected Replaced. You must enter the previous reading on the old meter to track the actual overall mileage.

Reviewing Procedures

Access the Procedures page.

Checklist, Instructions, and Attachments

Enables you to either access the checklist, instructions, and attachments associated with the work order task or review this information from the task row. You can also access the task and add instructions or checklist. You must call up the task again to access the View links for any additional procedures that you added to the task.

Entering Causal Parts

Access the Causal Parts page.

Part Type

Select if this causal part is either an inventory item, an asset, or a description.

Part

If you select this value, then the inventory Item ID field is enabled so that you can select the item that caused the problem.

Asset

If you select this value, then the Asset Unit and Asset ID fields are enabled so that you can select the asset that caused the problem.

Quantity

Enter the number of parts or assets that caused the problem.

Printing Work Order Tasks Detail Reports

Access the Work Order Task Detail Report Options page.

Bar Code

Select this field to print work order information such as the work order business unit, the work order ID, the task ID, and the resource line number for materials in bar code format for selected reports. For inventory items, the barcode is printed on the Scheduled Materials section. The storeroom clerk can then scan a resource line directly from the materials list and match it with the items committed to the work order task.

Staging Time Entries

This section discusses how to stage time entries.

To stage time entries use the Stage Time Entries (RUN_EXTRNPRC_WM) component.

Pages Used to Stage Time Entries

Page Name	Object Name	Navigation	Usage
Stage Time Entries	RUN_EXTRNPRC_WM	Maintenance Management, Work Order Management, Work Order Processing, Stage Time Entries.	Stage time entries for Project Costing processing.
Selected Business Units	RUN_EXTRNPRC_BU	Click Selected Business Units tab.	Select business units associated with the time entries.
List	PSRF_REPORTS_CHRON	Click the Report Manager link.	List generated reports.
Explorer	PSRF_REPORT_VIEWER	Click the Explorer tab.	Display selected report.
Administration	CDM_CONTLIST	Click the Administration Tab.	Review attributes of listed reports.
Archives	CDM_CONTLIST_ARCH	Click the Archives tab.	Review archived reports.
Process List	PMN_PRCSLIST	Click the Process Monitor link in the Stage Time Entries component.	View the status of processing jobs.
Server List	PMN_SRVRLIST	Click the Server List tab.	View and access servers.

Staging Time Entries

Access the Stage Time Entries page.

Stage Time to Project Costing

Select this check box to stage the time entries, which were entered and submitted in the Technician Workbench component for processing in Project Costing.

Publish Elapsed Time

Triggers an application message that publishes elapsed time reporting data to Time and Labor for billing purposes. This option is checked when a user has PeopleSoft Enterprise Time and Labor product. The time sheet data will be sent to Time and Labor if they choose to run it and the data will be processed as normal time entries without specifying the association with work order.

Important! The work order information is not carried over to Time and Labor.

Selected Business Units

Access the Selected Business Units page and select one or more business units that are associated with the time entries that you want to stage.

You have “n” Service Requests	Click this link to access the Service Request Inbox page, which lists the service requests assigned to this technician. This list includes service requests associated with a work order and service requests in which the agent assigned the task to a technician without creating a work order.
Use View and View	Click the View button to access the Task Search page, where you enter and select criteria to narrow your search for Tasks. When you click the Save View button, you save the named view for later use. If you want to perform a search based on a saved view, you select the view name in the Use View field and click the Search button to search for Tasks based on the view's criteria and list them in the Work Order Tasks grid. Alternatively, to do an ad hoc search you can enter any search criteria in the Task Search page without saving a view and click the Search button.
My Calendar	Click this link to access the technician's monthly calendar. You must create the technician as a resource in Maintenance Management.
Workbench	Click this link in other pages that you can access from the workbench, such as the Work Order Task Punch Time Entry page to return to the Technician Workbench.
Time Entry	Click this link to access either the Work Order Task Punch Time Entry page or the Work Order Task Elapsed Time Entry page to enter time for the selected task. Important! You must add all the general ledger business units that are assigned to employees in the Time & Expenses setup to the Project Costing Integration Template.
Materials	Click this link to access the Materials page.
Tool Usage	Click this link to access the Tool Usage page.
Meter Readings	Click this link to access the Meter Readings page.
Procedures	Click this link to access the Procedures page.
Causal Parts	Click this link to access the Causal Parts page.
Print	Select at least one task in the Work Order Task group box and click this button to access the Work Order Task Detail report options page.
Mass Change	Click this link to access the Workbench Mass Change page, where you can change the actual dates and times and/or the PCR codes for one or more work order tasks that you select on the Technician Workbench page. You can only update open tasks.
Change Status To and Go	Select a status from the drop-down list and click on Go to access the Change Status page.

Time Report ID	Generates the next available unique number when you save the entry.
Version Number	Indicates how many times a time entry was submitted. The default value for the first time sheet created is zero. The version number increases by 1 with each additional submission of a time sheet. Clicking the Save button does not increase the version number, it retains any changes until you are ready to submit the record again.
Period End Date	Displays date based on whether the employee's time is reported daily, weekly, biweekly, or semimonthly. The time period is set up in the employee's data. See Adding Employee Personal Data.
Time Report Status	Defaults to Pending before submission, and to Approved after you click the Submit for Posting button.
Time Report Period	Displays the time reporting method identified in the employee's data. The methods that you can use in Maintenance Management are: Daily Weekly Biweekly Semimonthly
Expenses Post Status	Displays Yes if time entry transactions that you submitted to Expenses are posted, and No if the transactions are not posted. Note. Maintenance Management does not use the Not Appl (Not Applied) value.
Save for Later	Click this button to temporarily save this time report without submitting it, so that you can add or change information on it later before submitting it for posting. Note. When you click this button, the system compares the work order and work order task dates, times, and other information with the information entered and does not let you continue until the time entry rows are corrected.
Submit for Posting	Click this button to submit the time report transaction to Expenses, where the accounting transactions are processed and sent to the General Ledger and the costs are generated and sent to Project Costing. Note. When you click on this button, the system compares the work order and work order task dates, times, and other information with the information entered and does not let you continue until the time entry rows are corrected.
Print	Click this button to access the Work Order Task Detail Report Options page from which you can select various reports to print.
Time Quantity	Displays the total hours entered for this employee.
Update Total	Click this button to update the total time entered, which displays in the Time Quantity field. You can continue to click this button to view a running total of the time entered for an employee.

Serial ID	Select or override the Serial ID (Asset ID, VIN, or Asset Tag Number) for the tool. A default value appears, if a value was selected in the work order task Tool Schedules grid. A description of the tool also appears. The selected asset must be flagged as a tool. Note. For unplanned tool usage (tool requirements were not defined or scheduled), when you select this value, default values appear in the Asset Type, Subtype, Manufacturer ID, and Model fields, if applicable.
Actual Start Date, Start Time, Actual End Date, and End Date	Enter the actual start and end dates and times in which the tool was used for a work order task.
Quantity Used	Enter the quantity used. For example, if the cost to use a truck is ten cents per mile, and the truck travelled 20 miles during the task, then the quantity used is the total number of miles (20) that the truck travelled for the task. This quantity is multiplied times ten cents per mile to arrive at the total cost of the tool usage (2.00 USD).
Actual Duration	Displays the actual duration of the task based on the actual start dates and time values converted to hours divided by the Quantity Used value. This calculation depends on the UOM that applies to the tool.