Planners

License Configuration

The Planners on requests and work orders functionality in Asset management is included in the Advanced Asset Management license.

1. Select System administration > Setup > License configuration.
2. Ensure that the Advanced Asset Management check box is selected.

Security Configuration

Data entities for planning on requests and work orders have been extended in the D365FO Data management framework.

In D365FO, the Maintenance manager role must include the following setup.

1. Select System administration > Security > Security configuration.
2. Select role: Maintenance manager.
3. Select duty: Maintain maintenance planners.
4. The privilege Maintain maintenance planners must be added.

In D365FO, the Maintenance clerk role must include the following setup.

1. Select System administration > Security > Security configuration.
2. Select role: Maintenance clerk.
3. Select duty: View maintenance planners.
4. The privilege View maintenance planners must be added.

Refer to Microsoft documentation to learn more about security configuration in D365FO: Security architecture.

Set up Maintenance Planners

The setup of planners determines which workers or worker groups are automatically selected as planners on a request or a work order.

You can create a general setup for planner workers, which will be used if no other setup combination matches the content of the request or work order. That setup line should only contain a selection of a worker group or a specific worker, as shown in the first setup line in the screenshot below.

For a more specific setup, planner workers or groups can be related to

• asset type
• asset
• functional location
• maintenance job type category
• maintenance job type
• maintenance job type variant
• trade

in the Maintenance planners setup.

For each planner setup line, you can select one or more of the instances available, depending on how general or specific you want the planner worker setup to be. When you create a maintenance request or a work order, the planner or planner group selected is determined by the combination of instances included in the Maintenance planner setup.

For reference, the setup for planner workers and planner worker groups is similar to the setup described in Microsoft documentation regarding Responsible maintenance workers in Asset management.

The screenshot below shows examples of maintenance planner setup.

Example 1: In the screenshot, the setup line with asset type "Forklift" means that if you create requests or work orders for assets using that asset type, worker Pierre Hezi is automatically selected as planned worker on those requests or work orders.

Example 2: In the screenshot, the setup for functional locations means that worker Ted Howard is automatically selected if you create requests or work orders for assets installed in functional locations PP-02-02 or PP-02-03. However, if a request or work order is created for functional location PP-02-03, and the maintenance job type "Lubrication" is selected on that record, worker Bill Malone is automatically added as planned worker.

When the system checks for possible combinations to select a planned worker group or worker, it goes through all variations, starting with the most specific setup and moving towards more generic setup options.

Refer to the test case below for step-by-step instructions on how to set up a maintenance planner.

Maintenance planners setup with different setup combinations for different planners

Setting up a Maintenance Planner

Data Requirements

1. Standard setup for D365FO Asset management is completed.
2. License configuration "Advanced Asset Management" is selected in D365FO.
3. Required security configuration is set up for the Maintenance Manager in D365FO.

Steps 5

Expected

The user can create a maintenance planner setup for a worker group or a worker.

Maintenance Requests

When you create a maintenance request in Asset management, a Planner group or Planner may automatically be added to the request, based on your maintenance planner setup.

Refer to Microsoft documentation to learn how to create maintenance requests in Asset management.

The screenshot below shows an example of a maintenance request created with automatic selection of a Planner, based on a setup combination of asset type and planner worker.

When you work with maintenance planners on a request, take the following into account:

• When you create a maintenance request, the Planner group and Planner fields are automatically filled out, based on maintenance request data and the maintenance planner setup.
• You can edit the Planner group and Planner fields on a request as you require.
• If the Planner group and Planner fields are filled out on a request, and you change the Planner group on the request, the Planner field is automaticaly cleared. In that case, you must manually select a planner, if required. The options available in the Planner field are based on the newly selected Planner group.
• If you edit a Planner group or Planner in the maintenance planner setup after you created a request, which uses that setup, the values shown in the Planned group and Planner fields on the request are not updated.
• If you edit the name of a Planner group in the maintenance planner setup after you created a request, which uses that group, the Planner group name is updated on the request.
• If you select another asset on a request, and the Planner group and Planner fields were blank from the previous asset selection, those fields may be filled out, if a maintenance planner setup matches the new asset selection.
• If you select another asset on a request, and the Planner group or Planner field was filled out from the previous asset selection, those fields are not updated, according to the new asset selection.
• If you clear the asset selection (leaving the Asset field blank) on a request , and the Planner group or Planner field was filled out from the previous asset selection, those fields are not cleared.

In Asset management, select Maintenance requests > My planner maintenance requests to open a list showing maintenance requests on which you are selected as a planner or currently included in the planner group selected on the request.

Maintenance request with automatic selection of a planner, based on a maintenance planner setup where the asset type is related to the planner.

Create a Work Order from a Maintenance Request

When you create a work order from a maintenance request in Asset management, the Planner group or Planner selected on the request is automatically transferred to the work order. That selection takes precedence over the default maintenance planner setup.

Refer to Microsoft documentation to learn how to create work orders from maintenance requests in Asset management.

When you work with maintenance planners and work order creation based on requests, take the following into account:

• When you create a work order from one request, the Planner group and Planner fields are automatically filled out, based on the selections in those fields on the request. If the Planner group and Planner fields are blank on the request, those fields on the work order are filled out based on your maintenance planner setup.
• When you create a work order from several requests, the Planner group and Planner fields are shown in the Create work order dialog box to let you make a selection for the work order. If the requests have different selections for Planner Group or Planner, a message informs you about this in the Create work order dialog box. Refer to the screenshot below to see an example.

Read more about maintenance planners on work orders in the Work orders article below.

Example of "Create work order" dialog box if you are creating a work order from several requests, and those requests have different maintenance planner setup.

Work Orders

When you create a work order in Asset management, a Planner group or Planner may automatically be added to the work order, based on your maintenance planner setup.

Refer to Microsoft documentation to learn how to work with preventive maintenance work orders and create work orders manually in Asset management.

On a work order, switch to Header view and select the Schedule Fast Tab to find the Maintenance planners section. The screenshot below shows an example of a work order created with a planner worker selected in the Planner field.

When you work with maintenance planners on a work order, take the following into account:

• When you create a work order, or a related work order, the Planner group and Planner fields are automatically filled out, based on work order data and the maintenance planner setup.
• If you create a work order as a copy of an existing work order, values selected in the Planner group and Planner fields on the work order you copy are also copied to the new work order. Copied values take precedence over default maintenance planner setup.
• You can edit the Planner group and Planner fields on a work order as you require.
• If the Planner group and Planner fields are filled out on a work order, and you change the Planner group on the work order, the Planner field is automaticaly cleared. In that case, you must manually select a planner, if required. The options available in the Planner field are based on the newly selected Planner group.
• If you edit a Planner group or Planner in the maintenance planner setup after you created a work order, which uses that setup, the values shown in the Planned group and Planner fields on the work order are not updated.
• If you edit the name of a Planner group in the maintenance planner setup after you created a work order, which uses that group, the Planner group name is updated on the work order.

In Asset management, select Work orders > My planner work orders to open a list showing work orders on which you are selected as a planner or currently included in the planner group selected on the work order.

Work order with a planner selected