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PM_WO_300
Unit 1 Work Planning Overview Unit 2 Work Orders Unit 3 Creating a Work Order Unit 4 Changing Work Orders Unit 5 PM Materials Unit 6 Work Order List Displays
Course Content
Prerequisites Roles
All Plant Maintenance managers, supervisors, and workers who will process work orders will take this class Each PM class taken will allow different access roles for different users, based on each users job and the IRIS functionality needed to perform that job
Integrate Plant Maintenance with Finance, Human Allow enhanced scheduling and planning for work Provide work scheduling as well as management Improve automated updates to customers about the Implement a Preventive Maintenance system for Use standard SAP functionality to collect utility use and
cost information for recharge calculations
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Unit 1
Preventive Maintenance
Procedures Schedules
Preventive Maintenance
Represents the physical facility The entire UK campus: buildings and grounds Represents the place where maintenance materials are kept
Organizational in nature There are 3 main Planning Plants: - Main Campus PPD (CPPD), - Medical Center PPD (MPPD), and - Housing (HOUS) Work groups are grouped by plant
Functional Locations
LX-0082
College of Pharmacy
LX-0082-01 LX-0082-01-116A
College of Pharmacy, 1st floor College of Pharmacy, 1st floor, room 116A
LX-0082-ST LX-0082-EL
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Functional Locations
Maintenance repairs and work requests are written referencing the functional locations. Work orders may be listed by functional location or rolled up to the organizational area (CPPD, MPPD, HOUS). Accounting information for chargeback is automatically assigned to the work order from the functional location. (This may be overridden if required.) Statistical reporting will provide summary work order counts and costs at the functional location or the organizational level(s) above it. Equipment may be assigned to a functional location.
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Unit 2
Work Orders
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A financial and work management transaction used to It is integrated with Financials, Materials Management, It may be created from a Notification or without an Multiple Notifications can be turned into ONE Work
Order existing Notification and Human Resources in the IRIS system plan and charge labor, stock materials, non-stock purchases, and services
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To plan and schedule work To accumulate charges for work that will be recharged To document the costs of an event For Preventive Maintenance work
to others
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area (Work Control Centers) to create orders to initiate Work Centers work to be done.
their area will also have access to create work orders in IRIS.
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Order Type - A four-character code used to distinguish the Priority - An indicator of when this work should be
scheduled.
Examples: Daily Operations; Emergency Examples: REPR = Corrective Repair; RENV = Renovation
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Work Duration Number of hours of planned labor Main Work Center = 2 fields
Example: 2 H (2 hours) Field 1 - initially created Unassigned - The work group responsible for maintaining the order, equipment, etc. Field 2 - The responsible planning plant - based on the Functional Location.
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Person Assigned could be someone with a specialty in a Materials parts and supplies needed to perform the work
Planned labor and materials certain area
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Unit 3
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There are 3 required fields There are 3 required fields on the first screen: on the first screen: Order Type Order Type Priority Priority Functional Location Functional Location or Equipment or Equipment
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Priority
Click on the drop-down icon Click on the drop-down icon in the Priority field to see the in the Priority field to see the choices. choices. Each priority has a specified time Each priority has a specified time span for the work. This time span is span for the work. This time span is incorporated in the Order. incorporated in the Order.
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Priority
Description Emergency Emergency General Maint. Scheduleable Maint. Daily Operations Research Fac. Res. Priority Maintenance Patient Care Elect. Improv. Elect. Improv. Renovations Renovations/AptChk Start 10 Min 30 Min 7 Days 7 Days 1 Day 1 Hour 1 Hour 1 Hour 3 Days End 24 Hours 24 Hours 30 Days 30 Days 2 Days 4 Hours 4 Hours 4 Hours 10 Days Area(s) MPPD CPPD, Housing MPPD CPPD, Housing All CPPD Housing MPPD MPPD CPPD, Housing CPPD, MPPD Housing
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Functional Location
If you do not know the If you do not know the Functional Location code, Functional Location code, you can click on the you can click on the Possible Entries Possible Entries icon to search for it. icon to search for it. To see the complete To see the complete Functional Location Functional Location structure, enter LX first structure, and then click the and then click the Structure List icon. Structure List icon icon.
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Functional Location
The Functional Location search box will The Functional Location search box will appear. appear. Navigate to the Text (= Description) tab. Navigate to the Text (= Description) tab.
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Functional Location
Enter your search text in the Description field. Enter your search text The asterisk is the wildcard character. The asterisk is the wildcard Example: *mcvey* for McVey Hall. for McVey Hall. Example: Then press the Enter key. Then press the Enter key.
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Functional Location
The Functional Location The Functional Location matches will be displayed. matches will be displayed. Double-click on the Double-click on the appropriate location to appropriate location to populate the Functional populate the Functional Location field on the Work Location field on the Work Order. Then press enter. Order. Then press enter.
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The required fields The required fields are complete. are complete. Press Enter Press Enter
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If there have been 3 or more If there have been work orders for this functional work orders for this functional location during the previous 12 location during the previous 12 months, the Object Information months, the Object Information box appears. box appears. Press Enter to proceed. Press Enter to proceed.
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The work order will appear. The work order will appear. Enter a description of the work. Enter a description of the work. To add more detail, click To add more detail, click on the Create Text icon. on the Create Text icon.
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For planning purposes you may For planning purposes you may want to enter an estimate of the want to enter an estimate of the labor time required. labor time required. Click on the Save icon Click on the Save icon to save the order. to save the order.
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Only REPR (Corrective Repair) Work Orders Only REPR (Corrective Repair) Work Orders are saved with a notification number. are saved with a notification number.
All other Work Orders are saved All other Work Orders are saved without a notification number. without a notification number.
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A Notification is a non-financial transaction that is A Work Order is a financial and work management
used to report a problem, request work, or record an event or activity. It is purely informational in nature.
transaction that is used to plan and charge labor, stock materials, non-stock purchases, and services.
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A Work Order can be created from an existing This function can be used after looking at a list of One Work Order can be created for multiple
Notifications to create an order to do the work. Notifications. For example, if 10 Notifications are received for the same power outage, only one Work Order is really needed. Notification by using transaction code IW34.
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Order Type A four-character code used to describe an order type Priority Indicates when the work should be scheduled Notification (number) The number assigned to the notification by the system when the notification was created
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Fields on the first screen: Fields on the first screen: Order Type Order Type Priority Priority Notification Notification
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Notification Display
A notification is typically what, A notification is typically what, where and contact info where and contact info
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Click the drop-down icon in Click the drop-down icon in the Priority field to see the the Priority field to see the choices, and then click on the choices, and then click on the one you want. one you want.
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Type the Notification number in the Type the Notification number in the Notification field. Notification field. If you do not know the number, click If you do not know the number, click on the Possible Entries icon to search on the Possible Entries icon to search for it. for it.
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Press the Enter key or Press the Enter key or click on the Enter icon. click on the Enter icon.
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Scroll down to the First operation section. Scroll down to the First operation section. Enter the work duration in the Work durtn Enter the work duration in the Work durtn field. field. Example: 2 (for 2 hours) Example: 2 (for 2 hours)
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When you Save the Work Order, all Costs are calculated. When you Save the Work Order, all Costs are calculated. To see the calculated cost now To see the calculated cost now Click on the Determine Costs Click on the Determine Costs icon on the Application toolbar. icon on the Application toolbar.
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This system message will appear in This system message the lower-left corner of the screen. the lower-left corner of the screen.
Click on the Costs tab to display the costs. Click on the Costs tab to display the costs.
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The Cost Overview will be displayed. The Cost Overview will be displayed.
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Click the Save icon Click the Save icon to save your Work Order. to save your Work Order.
The system will assign a number to the The system will assign a number to the order and display it in the lower-left order and display it in the lower-left corner of the screen. corner of the screen.
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A sub-order is a work order that has a link to a The actual costs of sub-orders my be viewed from the These are typically used to break a project into units by The costs of the sub-orders may either settle to the Sub-orders may have sub-orders.
superior order or directly to another cost object. craft or shop. Each shop can estimate its costs on a sub-order and these can be tracked at the sub-order and superior order level. superior order superior order
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Fields on the first screen: Fields on the first screen: Order Type Order Type Priority Priority Superior Order Superior Order
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From this point on the process From this point on the process is the same as a regular work is the same as a regular work order. order.
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Sub-Order Sub-Order
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Unit 4
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Type the Order number in the Type the Order number in the Order field and press Enter. Order field and press Enter. If you do not know the Order If you do not know the Order number, click on the Possible number, click on the Possible Entries icon to search for it. Entries icon to search for it.
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We needed to add chairs, podium to the work description and increase the work duration from 2 hours to 3 hours.
Remember you can also change: Functional Location Work Duration Components Person or Work Group Assigned And other information
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The Work Order is saved with its The Work Order is saved with its original number, which is displayed in original number which is displayed in number, the lower-left corner of the screen. the lower-left corner of the screen.
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Unit 5
PM Materials
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Materials Management Inventory will be replacing Stores On-shelf inventory will be minimized We are moving toward just-in-time inventory (parts will be We are moving away from ProCard being used for materials; There will be stock, non-stock, and non-file materials Materials may be planned (used on a routine basis) and Stock and non-stock materials will be identified by numbers
in IRIS unplanned instead, contracts will be set up requisitioned daily) Inventory Systems
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Types of Components
Stock materials:
Non-stock materials: Parts which are used less frequently Non Non-file materials: Non Services:
that do have IRIS material numbers. They are ordered as needed from suppliers Parts ordered as needed and do not have IRIS material numbers
materials required for a work order, such as a note to bring a ladder or supplies like electrical tape.
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The Storeroom can then pick, stage, and deliver the materials as required.
The requisition is processed by Purchasing and materials are delivered to Central Stores. The Storeroom can then pick, stage, and deliver the materials as required.
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Enter the component number, if known A Possible Entries search may be performed to find the part
number or description.
Asterisks can be used as wildcards in a search, to let you search using partial information. Examples: *bearing* will find all materials with bearing in the description; *filter*16* will find all materials with filter and 16 in the description (such as Filter, Air, 16x20x1)
Future Enhancements
A Bill of Material (BOM) for the building, room, or equipment to be maintained. The BOM may be used to suggest part numbers. A Task List - if you include the Task List on an order this will also include any materials on that Task List.
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We want to add materials to an We want to add materials to an order. Click on the Components order. Click on the Components tab. tab.
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Sequential number on the list The component number in IRIS Text describing the component Quantity required for the work Unit of Measure, such as EA for each Item Category; Stock, Non-stock, etc. Storage Location Plant; always UK10
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We will search for the Components We will search for the Components (materials) needed by clicking on the (materials) needed by clicking on the Possible Entries icon in the Possible Entries icon in the Component field. Component field.
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When the search box appears choose When the search box appears choose the Plant Material by Description tab. the Plant Material by Description tab.
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We need a hinge, so we will search for We need a hinge, so we will search for all materials with hinge in the all materials with hinge in the description by using the wildcard description by using the wildcard characteri.e. *hinge* characteri.e. *hinge*
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The search results appear. The search results appear. Double-click on the desired material Double-click on the desired material to populate the Component field. to populate the Component field.
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Enter the quantity required. Enter the quantity required. The unit of measure and item category The unit of measure and item category fields will populate automatically. fields will populate automatically. Repeat for each component. Repeat for each component.
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For non-stock materials, an automatic For nonnon-stock materials an automatic materials, purchase requisition is created in the purchase requisition is created in the background. background. You do not see this dialog box. You do not see this dialog box.
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The Item Category field will The Item Category field will populate automatically based populate automatically based on the component specified on the component specified BUT if you enter a text note, BUT if you enter a text note, you must select T for Text you must select T for Text item. item.
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Future Enhancement Future Enhancement You will be able to check You will be able to check materials available using materials available using the Material Availability the Material Availability icon icon
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Non-file Materials
For a non-file component, enter a For a nonnon-file component enter a component, description, quantity, and unit of measure. description, quantity, and unit of measure. Press the Enter key to proceed. Press the Enter key to proceed.
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Non-file Materials
This box will appear, asking for the This box will appear, asking for the information required by Purchasing. information required by Purchasing.
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Requirement Quantity How many are needed? (defaults Price - Cost of material (defaults from Components tab) Material Group PM000001 for PM Non-Material Master Purchasing Group Defaults to 000 / UK00
000 = Work Order / UK00 = Purchasing
Goods Recipient Who should receive the material? Requisitioner Who is requisitioning the material? Unloading Point Where should material be delivered? Vendor Material Number Description of the material
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To see the calculated cost now To see the calculated cost now After entering the components, click After entering the components, click on the Determine Costs icon. on the Determine Costs icon.
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Note that all planned costs are displayed on Note that all planned costs are displayed on the Costs Overview tab. the Costs Overview tab. Services are handled the same way as a Services are handled the same way as a non-stock material purchase. non-stock material purchase.
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When you have finished adding When you have finished adding Components, click the Save icon. Components, click the Save icon.
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Unit 5 PM Materials
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Unit 6
Selection screens and variants can narrow your Drill-down functionality can provide detail.
You can specify criteria and produce lists of work orders for planning and analysis.
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A multi-level order list allows more detailed Use this function to view an order from a list to see
more detail, such as any sub-orders or labor costs associated with the order. information.
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To display specific work orders, you can To display specific set criteria such as Order number, Type, set criteria such as Order number, Type, and/or Functional Location, etc. and/or Functional Location, etc. To search on any field, click on the To search on any field, click on the Possible Entries icon for that field. Possible Entries icon for that field.
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After filling in the criteria, After filling in the criteria, click the Execute icon. click the Execute icon.
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Order information is displayed. Order information is displayed. The legend is shown here. The legend is shown here.
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To display certain work orders, you To display certain work orders, you first specify your criteria, such as first specify your criteria, such as Order Status, Type, and Functional Order Status, Type, and Functional Location. Location.
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Our criteria will display a list of REPR Our criteria will display a list of REPR (Repair) Work Orders that are (Repair) Work Orders that are Outstanding (Not Released) or Outstanding (Not Released) or In process (Released). In process (Released). Click on the Execute icon. Click on the Execute icon.
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The results display as a list The results display as a list of orders that match the of orders that match the criteria specified. criteria specified.
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Click the Change Click the Change Layout icon Layout icon to add or to add or remove columns. remove columns.
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You can add fields and rearrange the You can add fields and rearrange the order of the columns. Click the Save order of the columns. Click the Save icon to save the layout, or press Enter to icon to save the layout, or press Enter to simply display it once. simply display it once.
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You will be prompted to Enter number of key You will be prompted to save to Be patient.
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Course Summary
You should now have an understanding of:
Creating Work Orders Creating Sub-orders Changing Work Orders Adding Components to Work Orders Materials Work Order List Displays
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Contact Information
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