Work Order Groups

Overview

Creating and executing a Work Order Group (WOG) gives you the possibility to create/edit Work Order Plans for selected assets. A WOG can be considered a template of a Work Order Plan for all assets in a group. Once released, it creates a (active) Work Order Plan for any asset in this group. These Work Order Plans can't be edited/controlled separately as everything must be done directly from the WOG card.

Setup

Before you start using WOG, you need to set up a number series for WOGs. You can set up number series in the 'Numbering' tab in Asset Management Setup.

Work Order Group Card

To access and get started with WOGs, search for and go to Work Order Groups. You can also add Work Order Groups to your Asset Manager Role Center by personalization.

At first glance, you can see that the card is similar to the Work Order Plan. This is because Work Order Plan(s) will be created based on the WOG. The same fields that are used on a Work Order Plan Card are also used on the WOG. This means that all values from the same fields will be transferred to the plans created from the group. On the WOG card, an extra tab is added for assets.

General

Here you can find the most important information about the WOG.

• Skills - Fields are only visible if you're using skills in your maintenance area.
• Job No. - Hidden by default.
• Invalid Assets - Information about invalid assets (explained in the part about Assets on the WOG below).

Assets

In this tab, you can define which assets should be in the group. From here, you can also view details about the assets and their plans and orders.

To add assets, you can use the actions:

• Filter Assets - Add filters - assets that fit this filter will be added.
• Select Assets - Multi-select assets.
• Assets can be added even when a work order group has been released. In this case, you need to click Release Pending to create and release work order plans for these assets.
• If you have any invalid assets, you can select Release Invalid. It works the same as 'Release Pending' but only takes invalid assets into consideration.

With every asset in the group, you can:

• Close - Closes the existing Work Order Plan for this asset. The asset is still part of the group, but since the Work Order Plan for this asset is closed, no changes will be applied to the Work Order Plan (from the group).
• Detach - The asset is still visible in the group but it's not a part of the group. The detached plan for this asset (from a group) starts to be an 'independent' plan, meaning you can edit it because it's no longer part of the WOG.

The status of each asset is visible in the Assets tab.

From the 'Assets' tab, you can also open all related records (using actions Asset Card, Work Order Plan, or Work Order).

Frequencies

On the WOG, you can use only these frequencies: One-off, Calendar, Measurement, and Counter. Frequencies work the same as they do on a regular Work Order Plan.

For calendar frequency, you can define individual starting/ending dates for each asset. Fields are hidden by default. Keep in mind that the frequency for such a plan is correct, but the description on the line (on the plan) is still the same as it's shown on the group (even if the starting date for the frequency on the Work Order Plan created from WOG is different).

Resources, Items, Expenses

This tab is similar to the one on a Work Order Plan only with small differences:

• You can't add dimensions to the line.
• If you're using skills, they're not controlled on the WOG. This means that you will be able to add resources without the proper skill that is expected on the line. Later you'll be notified that the Work Order Plan resource without the skill is being added, and based on your setup - a warning will be raised, or an error will prevent the creation of such Work Order Plan.

Additional Parameters and Asset Parameters

These tabs are the same which you can find on a Work Order Plan but not all fields that are available on the WOP exist on the WOG. However, role and functionality are the same.

Dimensions

You can add dimensions to the WOG document. These dimensions will then be added to the Work Order Plan created from this group.

Documents

You can add documents to the WOG document. These documents will then be added to the Work Order Plan created from this group.

Document added from the WOG can't be deleted on the Work Order Plan created from the group. You can always add more documents to the Work Order Plan that are specific only to this asset. These documents (added manually) can also be removed from the plan.

Other information

• WOG can only be deleted when no Work Orders exist that were created from plans that came from the group, or when no consumption has been created on Work Orders created from plans that came from the group.
• If you don't want to keep the asset on the group but can't delete the group, consider using Detach or Close. These actions are better than using regular deletion of the line, so try to avoid regular deletion.
• When you want to make changes to a WOG, reopen a WOG, apply changes on the page and release the WOG once again. These changes will be applied to plans, but will not be applied to already existing Work Orders (since they're created from the previous version of the plan).
• From the WOG card, you can open Ledger Entries and Posted Work Orders linked with this WOG.
• An asset's status can be updated when the Work Order has started. On the Work Order Group, you can define what the Asset Status should be when the Work Order is being performed.

Work Order Group card - General.

Work Order Group card - Assets.

Work Order Group card - Frequencies.

Calculating Work Orders

To calculate a WOP created from a WOG, you need to go to Work Order Planning Worksheet. From there, you can filter a specific WOG.

Filter on Work Order Planning Worksheet.

Invalid Asset

Sometimes you might be blocked from creating a Work Order Plan from the WOG. It might be due to an asset lacking a counter category when the Counter-based frequency is on the WOG, or it might be a lack of needed skills and you're using an 'error' level of control skills, meaning you're blocked from creating Work Order Plans that have resources with lacking skills.

If there is something that blocks the creation of such a Work Order Plan, this error is collected and stored as information for this asset.

Example:

In the example in the screenshots below, a frequency is created for the Counter category that doesn't exist on the asset A000005. When releasing a group (so Work Order Plans are created), the system recognizes that 1 Work Order Plan is not released due to an error (see screenshot 01). The line on the Assets is exposed and you can also see the information on the header that there is 1 invalid Asset (see screenshot 02).

By selecting 'Yes' in the Invalid field (seen on screenshot 01), you can open detailed information what was the issue that blocked the process.

You can also see information about invalid assets on the WOG list, where the group with invalid assets is marked in a red color (see screenshot 03).

01: Releasing plans with invalid assets.

02: Error message.

03: Work Order Groups list.