Project Work Order Generator Service Management: Project Work Order Generator

Project Work Order Generator Overview The Project Manager Work Order Generator is designed to streamline the process of creating a large number of Work Orders to implement a one-time project. For example, suppose that your firm wins a contract from BigBox to install Gizmos at all of its stores. This will require hundreds – or thousands – of Work Orders to get the Project completed. Standard SAMPro functionality or advanced data build techniques (discussed in another presentation) may be used to generate the new Sites, and the unique Jobs and Equipment used by the Project Work Order Generator. For the purposes of this presentation, we will assume the necessary Jobs, Sites and Equipment already exist and have been configured correctly. As we will see, the Project record is the key to the Project Work Order Generator.

Project Work Order Generator Organization Id: GizmoIN Client Site Equipment Default Service Job: Must reference Project Id Gizmo Jobs Jobs must reference Project Id: GizmoIN to be eligible. Jobs must reference the selected Project AND the Client Site Equipment Id MUST MATCH the Project Id in order to be selected for Work Order generation. The Client Site Equipment MUST REFERENCE the Job. Milestone Group The Milestone group defines the Milestone entries to be applied to the WO’s Milestones tab to aid the Project Manager in tracking this Project. Call Script Closing Call Scripts will be applied to the WO’s. DBAnalytics will support entry of the Call Script answers. Work Code An Appropriate Work Code should be selected for the Project. The Milestone Group, Closing Call Script, and/or Work Code may be selected when Start Project Work Order Generator is run. These records will be applied to the generated Work Orders.

Project Record The Project record will be used to specify the Equipment and Jobs eligible for use in the Start Project Work Order Generator. Typically, a new Project, Jobs and Equipment would be created for each major Project. After the Project was completed and billed, the Jobs would be closed, the Equipment marked Inactive, and the Project obsoleted.

Job Record with Project Id Set Job records used by the Start Project Work Order Generator must reference the selected Project. To be used with this function, Jobs should be flagged as Service Compute.

Equipment with Default Service Job Fields Set The Equipment Id must match the Project Id exactly! The Default Service Job must point to a Job referencing the Project. The Cost Code and Billing Item must also be completed. Complete the Escalation Profile Id if you want Scheduled Events generated for the Work Order.

Milestone Group Days Offset: Minutes Offset: When the Work Order is generated, the Days and Minutes Offset will be used to calculate the End Date and End Time on the Work Order’s Milestone line based on the Date / Time Must Complete entered when running the function. For example, if the Work Order was generated with a Date Must Complete of April 15, 2017 a Days Offset of 10 would generate Milestone End Date of April 25, 2017. Negative Offsets may also be specified. In the above example, a Days Offset of -10 would generate an End Date of April 5, 2017.

Milestone Group Fixed Date: Fixed Time: Milestone Dates and Times are set during initial work order creation regardless of whether these fields are flagged. Once the WO has been created, the End Date/Time fields will adjust accordingly when Date/Time Must Complete is changed from the main tab of WO viewer, UNLESS fixed date/time is checked. When fixed box is checked, it assumes the End Date/Time set at creation of WO (plus or minus whatever Offset you have given from that date), and WILL NOT change.

Call Script A Closing Call Script may be applied to the Work Orders if required. The Call Script may be accessed from custom DBAnalytics.

Start Project Work Order Generator Once the necessary records have been created, the Start Project Work Order Generator can be run. The following flowchart provides an introduction to this function. Next, we will see the function in action. Start Project Work Order Generator Range Screen: Select Project Id, Milestone Group, Call Script, Work Code, Date / Time Must Complete. Checklist Screen: Select Jobs to process. Adjust Milestone Group, Call Script, Work Code, Date / Time Must Complete if needed. Work Orders: WO’s are generated for eligible Equipment Id’s matching the Project Id. A Note on Milestones Milestone entries will be applied to the WO’s Milestones tab. Each Milestone’s End Date / Time will be based on the Date / Time Must Complete you selected when running the functions, plus or minus any Offsets. DBAnalytics will support the management of these Milestones. In SAMPro, changing the WO’s Date / Time Must Complete automatically updated the Milestone End Date/Time if they are not flagged as ‘Fixed’.

Start Project Work Order Generator The Start Project Work Order Generator function is used to actually create the Work Orders defined by the Project, Job and Equipment definitions. The Project Id must be completed. The user will be warned if the Milestone Group, Work Code, Call Script and Date and Time are blank. The range fields may be used to filter the Jobs processed by this function. This would be completed if you did NOT wish to generate all of the Work Orders for all Jobs at the same time.

The Project Work Order Generator Checklist The Start Project Work Order Generator Checklist displays the results from input filters on the previous screen. The Milestone Group, Work Code, Call Script and Date and Time Must Complete have defaulted from the previous screen, but may be adjusted on the Checklist if needed. (For example, Job ID 100037 for BigBox5750 may need completion date set for one week after other locations). Notice above, on the second line, the ‘Do’ box is not checked. See next slide for details.

The Project Work Order Generator Checklist If there are any issues, the function will not allow the user to check the DO box. Here, for example, the Equipment ID for this job does not match the Project Id. Click OK, close the checklist, and correct error referenced in the Information box.

The Project Work Order Generator Checklist After correcting the problems, rerun the function; note that all the ‘Do’ boxes are now checked. Click the ‘Go’ button to continue. Click ‘Yes’ to confirm the Work Order creation.

Generated Work Orders The Date and Time Must Complete have been set based on the values you specified in the Start Work Order Project Generator function. Click ‘Yes’ to confirm the Work Order creation.

Dispatching the Work Order If a default Technician was specified on the Equipment, the Work Order will already be assigned to that Technician with the Date / Time Scheduled set to the Date / Time Must Complete. If a default Technician was not specified on the Equipment, the Work Order can be assigned to a Tech to complete the work.

Generated Work Order - Milestones The Milestones in the Milestones Group specified on the Start Project Work Order function have been written to the Work Order’s Milestones tab. The End Date and Time have been automatically adjusted based on the Date and Time Must complete and the Days and Minutes Offsets. Milestones are typically referenced by DBAnalytics for tracking purposes.

Generated Work Order - Milestones When the Date / Time Must Complete is changed in the Work Order’s Main tab, the Milestones not flagged as ‘Fixed’ will have their End Date / Time fields updated automatically. If the Fixed Time / Date fields are flagged, changing the Date/Time Must Complete does NOT change the Milestone’s End Date / Time fields. The following screen shows the Work Order before the change.

Generated Work Order - Milestones In the illustration below the Date Must Complete has been changed from April 3rd to April 10th and the Time Must Complete from 5:00 PM to 1:00 PM on the Work Order Main Tab. The Milestones have been updated based on the Offset and Date / Time Must Complete if the Fixed Date /Time boxes are unchecked. ‘Fixed’ Milestones have not been updated. Previous The End Date / Time has been updated for Milestones without the Fixed Date / Time flags. The End Date / Time has NOT been updated for Milestones with the Fixed Date / Time flags set.

Project WO Generator FAQ’s What if I forget and rerun the Project WO Generator for a Project that already has Work Orders? The system will warn you that a Work Order already exists.