How to Edit and Schedule a Work Order (Simple to Complex Jobs)

In this article, we will show you how to schedule a simple work order, and cover the additional fields for more complex jobs.

A simple work order is one that has a single job to complete and can be completed with the same trade. 

Example: A broken Sprinkler is needing to be repaired. This can be a single (simple) work order and completed by the maintenance person assigned. This can be scheduled in 3 simple steps.

• From the main work order screen, click on the work order you want to schedule
• Select Edit/Schedule button
• 1. Verify the top information is correct like trade and priority.
• 2. Next, you will want to schedule the dates for the work.
  • Review the requested date to see if you can meet the requester's timing. 
    • Note that this may not always be possible to meet due to many circumstances.
  • Launch date: The date you want to work order to launch onto the dispatch screen
  • Scheduled Date: If needed you can insert the date and time the area will be available to do the job. Example the production line might be scheduled down at a certain time to do the job
  • Due Date: When the job needs to be completed by
• 4. Select save and return to the main list
• 

Note: The above is the minimum to schedule a simple job. Other items that can be added to the job include:

• Estimated External Costs: Here you can add an estimated external cost for the job. External Costs can be travel, outside vendors, or equipment rentals needed to perform the job. You can select a Category associated to each. Note: Go to the Setup Screens to add new 'External Cost Categories'.
• Spares Estimates: Here you'll add an estimated cost for spares used for the job.
• Cost Center: If you use cost centers, you can tie one to the job.
• Project ID: This is a free text field so you can add your companies ID's as a reference
• Parent work order: If this was a new work order that needs to be associated with another parent work order, you would find and select that here. 
• Notes: You can add further instructions on what to do for the assigned resource to follow.  
• Adding resources to complete the work.
  • You can add one or multiple trades, resources and estimated time to complete the work by opening up the work order and going to the resource section.
  • If you need to add multiple trades to complete the work, then you will want to click the Add button for each separate entries for this option.
  • You can edit or add to the resources, trades or estimated hours on by clicking on the pencil icon located to the right under the heading of estimated Hours 
  • Also to note is you can assign a trade and estimated hours but later on decide to to add to the job once it gets closer to the launch date
    • Note: a good suggestion would be that you associate your resources to trades in the setup system. When you select a trade in the work order and then you open the resource to add, it will add only those who are associated with the trade selected. 

• In this next section below, we will cover optional items you may add to a work order as needed depending on the complexity of the work.

Some jobs have more complex tasks that need to be broken down into multiple jobs by different trades in order to complete.  Below is an explanation of those options. 

1. Request Spares: Here you can add spare parts needed for the job.
2. Add External Costs: external costs are vendors, equipment rentals or travel needed to perform the job.
3. Add Child Work Orders: These are additional work orders if needed to break the job into smaller sections by different trades for example. 
4. Add Dependencies to child work orders: These can be set so that some jobs have to be scheduled before others. This is used in scheduling multiple child work orders. (This is only visible in the Project Management Module) 
5. Add Documents: Documents from the Standard Work/Documents module.
6. Add Scheduled Machines: Here you can add equipment that will be used to complete the job. For example, you might need a welder and a crane to complete the job. (This is only visible in the Project Management Module) 
7. Add Notes: Any additional notes can be added throughout the work as needed.
8. Add Attachments: These can be photos, sketches or whatever is needed to help with the job.
9. Launch a Work Order into a Dispatch: This will override the Launch date and create the dispatch immediately after selecting the launch button. 
10. Add Resources, Trades and Estimated Hours: as mentioned above, you can set any one of the three at any time
11. Add external estimated costs: This is for items like rental equipment and will roll up into the cost estimates. 

A. This section is the cost summary that can take all costs if entered in and compare to estimated costs.

Cost Estimations can be added to the work orders to help in understanding the variance between estimates and actuals. 

• External Costs Estimates. Here you can estimate items like equipment rental, outside contractors labor costs etc.. 
• Note: To set up external cost estimates, go to the main setup menu and add in External Costs Categories located under the Dispatch Setup section.
• Spares Estimates. Here you can add in the estimated costs for all parts needed for this work order.