Reviewing Maintenance Management Inquiries

This chapter presents an overview of Maintenance Management inquiries and discusses how to:

• Use the Asset Maintenance History inquiry.

• Use the Work Order History inquiry.

• Use the Tracking Work Progress inquiry.

• Use the Purchasing and Pegging inquiry.

• Use the Chargeback inquiry.

• Use the Capitalization inquiry.

Understanding Maintenance Management Inquiries

Maintenance Management provides the following online inquiries:

• Asset Maintenance History inquiry.

  The asset maintenance history inquiry displays the cost of maintenance for an asset. If the asset has a parent component, you can choose to roll up the child asset component cost to the parent asset.

• Work Order History inquiry.

  The work order history inquiry enables you to view the estimated and actual cost of maintenance by business unit and shops. You can use this information to examine maintenance costs, plan budgets, and define cost anomalies. This inquiry is also helpful in identifying the general percent variance on the work order cost spread out over business units and shops.

• Work Progress Tracking inquiry.

  Work progress tracking identifies which work order tasks are behind schedule. To determine if a work order task is behind schedule, the system calculates the difference between the scheduled end date and the actual end date, the scheduled start date and actual start date, or either dates. This enables the users to identify which work order tasks that are consistently behind schedule and why so you can remedy the cause of delays.

• Purchasing and Pegging inquiry.

  Use pegging to associate specific supply, purchase requisitions, or purchase orders with work order demand. This essentially reserves the supply for that specific work order. Users can review the inquiry to see if the supply is pegged and the work order to which it is pegged for an item that they need for another work order.

  When items are in short supply, organizations peg higher priority work order demands to specific supply to ensure that those demands are satisfied. This also enables the organization to more accurately schedule work orders. The purchasing and pegging inquiry also displays all the associated requisitions and purchase orders that may exist for a given work order task.

• Chargeback inquiry.

  You use the chargeback inquiry to view costs that are generated based on work order transactions that are charged back to another general ledger business unit, department, account, and alternate account instead of the general ledger business unit that is specified in the work order business unit. The costs for labor, inventory and so on, goes through Expenses, Inventory, Purchasing, Payables and are then sent to Project Costing, which calculates the chargebacks based on specific rules defined. Then the costs are sent to the general ledger business unit, department, accounts, and alternate accounts, which is different from the general ledger business unit specified in the work order business unit.

  See Work Order Task Accounting.

• Capitalization inquiry.

  Capitalization costs inquiry enables you to view costs associated with maintenance and repairs in Maintenance Management. Since the costs of these repairs can affect the value of the asset, you can set up rules in Maintenance Management that flags specific assets so that Project Costing applies certain rate types that look at the work order costs used to capitalize the asset. Project Costing also generates capitalization costs.

Using the Asset Maintenance History Inquiry

This section discusses how to review asset maintenance history.

Pages Used to Review Asset Maintenance History

Reviewing Asset Maintenance History

Access the Asset Maintenance History - Summary page.

Asset Search

Use the Asset Search page to search for a single asset using the Asset Search link or a group of assets based on the search criteria that you enter on this page.

Summary

The summary page displays the data associated with your search criteria. Whether you search for a single asset or a group of assets, the system displays a list consisting of a summary of the estimated total cost of repairs and maintenance associated with a work order ID and the total actual cost of maintenance and repairs associated with the asset. You can also view the replacement cost, insured value, and the net book value of that asset.

You can manually add maintenance entries in Asset Management. The manual entries are not related to Maintenance Management because a work order is not created for this maintenance. The overall cost includes all costs associated for both: entries maintenance manually entered in Asset Management and work orders created for the asset.

Using the Work Order History Inquiry

This section discusses how to review the work order history inquiry.

Pages Used to Review the Work Order History Inquiry

Reviewing the Work Order History Inquiry

Access the Work Order History-Summary page.

Work Order Search

You can identify a specific work order ID to search for or enter search criteria based on a work order business unit, which includes the capability to search for work orders associated with a specific project or a specific asset. You can also search for work orders based on the work order status and priority.

Summary

After you complete the search, the top of the page displays a sum total of the estimated costs, actual costs, and the percentage of variance between the two for all work orders listed on the page.

Following these totals, the page displays a breakdown of the total estimated and actual costs and the variance for each work order, and the total estimated and actual costs and variance for each work order task on the page. The start date and status also appear for each task. The page displays the work orders based on the shop to which they are associated.

Using the Work Progress Tracking Inquiry

This chapter discusses how to track work progress.

Pages Used to Track Work Progress

Tracking Work Progress

Access the Work Progress Tracking page.

Task Search View

Select a view that you previously created to narrow your search for work order tasks that are behind schedule.

View

Click this button to access the Task Search page where you specify the criteria used to search for certain work order tasks. On this page, you can also select the basis date to determine whether tasks are considered behind schedule for the inquiry based on the scheduled start date (the task started late), scheduled end date (the task ended late), or either of those dates. When you save this search page and name the view, it becomes available for selection in the Task Search View drop-down list. This eliminates the need to specify the search criteria multiple times.

Results

When you click the Search button, a summary of the results of the search appear in the Results group box.

Tasks Behind Schedule

Lists the tasks that are behind schedule based on your search.

• Select the Details tab to view work order ID, work order task number, the scheduled end date, the actual end date for the task, and the number of end days each task is behind. if the task has not ended, the actual end date is blank, and the end days behind is the difference between the scheduled end date and the current date. This same logic applies if you chose scheduled start date as your basis date. In that case, the actual start date is used in the days behind calculation.

  Click the Work Order ID link to display the Work Order Details page, which consists of the work order header details associated with the selected task, any work order header notes, and a list of all of the tasks that are associated with the work order. A description of each task, the task's status, and any asset information appears in the Task Details grid. The scheduled start and end dates and times of each task appears in Task Dates grid.

  You can also click the Task number link on in the Details grid to access the actual task in the Schedules page of the work order.

• Select the Details 2 tab to view additional details about each task, including the shop ID, scheduler's name, specific asset information, and project information associated with the work order task.

Using the Purchasing and Pegging Inquiry

This section discusses how to review the Pegging and Purchasing Inquiry.

Pages Used to Review the Purchasing and Pegging Inquiry

Reviewing the Purchasing and Pegging Inquiry

Access the Purchase Orders page.

The Purchasing and Pegging inquiry provides a view into any requisition and purchase order transactions that a work order creates. You can select a specific work order and task on the Work Order Procurement Inquiry page. The work order header information and the work order task number and description appear on the Purchase Orders page and the Requisitions page. You can create a requisitions for materials and or resources needed in a work order task on the Purchase On/Hand grid, then these requisitions appear in the grid on the Requisitions page. A purchase order sourced from a requisition also appear on the Purchase Orders page. If you created one or more purchase orders for the task, each one is listed on the Purchase Orders page. This inquiry not only displays the pegging relationships, but also provides a view into any requisition or purchase orders transactions that a work order creates.

Using the Chargeback Inquiry

This section describes how to review the chargeback inquiry.

Pages Used to Use the Chargeback Inquiry

Reviewing the Chargeback Inquiry

Access the Chargeback - Summary page.

Chargeback Search

Use the Chargeback Search page to view chargeback cost to other general ledger business units for completed work orders. You can filter your search or specify a criteria.

Summary

The Chargeback - Summary inquiry page displays the summarized chargeback debit and credit amounts by work order business unit, shop, and then totals for each respective general ledger business unit under each shop. The actual costs for labor, inventory, and non-inventory items are processed and sent to Project Costing, which calculates the chargebacks based on the accounting rules. The Chargeback Search page for the inquiry enables criteria to be entered to view a specific population of data. The inquiry also provides the View Detail button to see the specific work orders that made up the debit and credit balances.

Using the Capitalization Inquiry

This section discusses how to use the capitalization inquiry.

Pages Used to Review the Capitalization Inquiry

Reviewing the Capitalization Inquiry

Access the Capitalization - Summary page.

Capitalization Search

You can identify a specific asset ID to search for or enter search criteria based on a work order business unit, which includes all assets on a work order related to the work order business unit. You can also search by asset location, asset type, asset subtype, manufacturer ID, model, and work order closure date.

Summary

Depending on your search criteria, you can view the total amount for all assets to be capitalized, the actual total cost, and the associated details for that search criteria. For example, if you search by the work order business unit, the system displays all assets associated with that business unit and the sum of all capitalization costs and the actual total cost. Following these totals is a grid displaying the breakdown of the total amount to be capitalized and actual total cost by the asset business unit, asset type, asset subtype and so on.

If you filter your search criteria by selecting an Asset Management business unit and asset ID, the system displays the total amount capitalized and the actual total cost for that specific asset ID, broken down by work order IDs and costs for each work order ID. This inquiry helps to identify the amount of capital work performed and the actual expenses for each shop and business unit.