Work Order Plan

Introduction

Use Work Order Plans to create Work Orders for an Asset. Work Order Plans are based on a predefined time frame, or Counter or Measurement readings.

Examples of Work Order Plans are weekly inspections (calendar-based) and maintenance jobs required after 5,000 running hours (counter-based).

A Work Order Plan can only have one Asset. You can create a copy of a Work Order Plan to be used on other Assets.

A Work Order Plan can only have one open Work Order at a time.

Prerequisite

You have set up Assets, Counters, and Measurement equipment.

Audience

Maintenance Planner, Maintenance Manager

Create a Work Order Plan

1. On your role center, you can open a new Work Order Plan in different ways:
   1. In the Actions section, select Work Order Plan, or
   2. Select Work Orders > Work Order Plans > New, or
   3. Select a Work Order Plan tile > New.
2. In the Description field, select a standard description from the list (which can be edited), or enter your own description.
3. Select the Asset in the Asset No. field.
4. In the Category Code field, select a Work Order Category.
   1. Work Order Categories may contain Frequencies, Items, and Resources, which are automatically transferred to the Work Order Plan. This means you can create Work Order Categories for jobs that require the same service intervals or spare parts or skills. When you set up this information on Work Order Categories, you can quickly create Work Order Plans for specific job types and Assets.
5. In the Priority Code field, select a Work Order priority. If this field is automatically filled out, it means the Work Order priority was set up on the selected Work Order Category.
6. If you use Dynaway Safe Work > Risk Assessment module, you can select a Risk Assessment in the Risk Assessment No. field. This means that the hazards and precautions included in the Risk Assessment will automatically be transferred to a Work Order created from this Work Order Plan.
   1. You can select Related > Active Risks on the Work Order Plan to see the list of hazards and precautions that are included in all the Risk Assessment related to the Work Order Plan. Those hazards and precautions may be included in a Risk Assessment you selected on the plan, or they may be transferred automatically from Risk Assessments selected on the Asset, Asset Location, Asset Category, Work Type, and Maintenance Item. All hazards and precautions are automatically transferred to Work Orders created from the Work Order Plan.
7. In the Instructions field, enter the instructions and notes required for completing a Work Order created from the Work Order Plan.

To see a list of Work Order Plans, select Work Orders > Work Order Plans on your role center, or search for and select Work Order Plans. In the Work Order Plans list, you find a filter in the upper-left corner of the screen. The default selection of the filter is "All". In the filter,

• select "Closed" to see plans with status "Closed".
• select "Not closed" to see plans with status "Open" and "Released".

Frequencies on a Work Order Plan

Frequencies define how often Work Orders are created from the Work Order Plan. Frequencies may be automatically transferred from the selected Work Order Category, but you can also add frequencies manually. You can add multiple frequencies to the same Work Order Plan, if required.

There are four types of frequencies:

• Calendar
• Counter
• Measurement
• One-off

When you start calculating Work Orders from a Work Order Plan, the Work Order number from the latest open Work Order is shown in the Current Work Order No. field on a frequency line.

Calendar Frequency

1. In the Frequency Type field, select "Calendar" to create recurring planned maintenance Work Orders based on a time interval.
2. Select Manage > Recurrence Schedule, or select the 'More options' button > Recurrence Schedule, or select the No link (see screenshot) in the Scheduled field to open the schedule screen where you set up calendar schedule details.
3. On the Recurrence Schedule screen, select the overall interval by selecting one of the buttons: Daily, Weekly, Monthly, or Yearly.
4. Select Recurrence Start (start time), Start date, and, if required, End Date. Depending on your interval selection, fill out the interval details in the bottom part of the screen. Screenshot below shows an example of a weekly recurrence schedule to be repeated every Wednesday.
5. Select OK to save the setup.

Counter Frequency

You can only add a Counter frequency line if the Asset selected on the Work Order Plan has a Counter installed.

1. On the Work Order Plan > Frequencies section > the Frequency Type field, select "Counter" to create reactive maintenance Work Orders based on Counter readings.
2. Select the No link in the Scheduled field to open the screen where you set up counter frequency details.
3. If you want to add a limit that should be reached on the counter before Work Orders start to be created from the counter frequency line, enter that number in the Do not trigger before usage field.
4. In the Usage between work orders field, enter the frequency used for calculating the next Work Order.
5. The screenshot shows an example of a counter frequency schedule to create a Work Order for every 50 running hours (RH) registered on the counter (50, 100, 150…).
6. Select Yes to save the setup.

Measurement Frequency

You can only add a Measurement frequency line if the Asset selected on the Work Order Plan is related to a Measurement.

1. On the Work Order Plan > Frequencies section > the Frequency Type field, select "Measurement" to create maintenance Work Orders based on Measurement readings. A checkmark is automatically inserted in the Corrective Maintenance checkbox.
2. Select the No link in the Scheduled field to open the screen where you set up measurement frequency conditions.
3. Select the measurement in the Measurement No. field.
4. In the Filter expression field, enter the expression used for calculating the next Work Order. Refer to Microsoft documentation for more information on filter expressions: Sorting, Searching and Filtering.
5. The screenshot shows an example of a Measurement schedule to create a Work Order if Measurement readings are in the interval 35 through 40 degrees Celsius.
6. Select Yes to save the setup.

One-off Frequency

You can create a one-off frequency to quickly solve a problem on an Asset, which requires urgent attention. As the name indicates, a one-off frequency line is meant to be used as a one-time event with no recurrence schedule.

1. On the Work Order Plan > Frequencies section > the Frequency Type field, select "One-off".
2. Enter a short description in the Description field.
3. When you move to the Planned Date field, a checkmark is automatically inserted in the Corrective Maintenance checkbox.
4. Select the date for the work to be done in the Planned Date field.

Items on a Work Order Plan

You can add items and Asset Items to a Work Order Plan. The items are automatically transferred to the related Work Order.

1. On a Work Order Plan > Items section, select an item number in the No. field.
2. Enter the estimated quantity to be used in the Estimated Qty. field.

You can only select items that are in stock.

Resources on a Work Order Plan

You can add resources and related work hours to a Work Order Plan. Resource lines are automatically transferred to the related Work Order.

1. On a Work Order Plan > Resources section, select a Work Type Code.
2. In the Estimated Qty. field, you can enter the expected number of work hours to be used on the job.
3. In the Unit of Measure Code field, select "Hour".
4. In the No. field, you can select an employee. You can leave this field blank if a specific employee is not required.

Release a Work Order Plan

When you create a new Work Order Plan, it has state "Open".

There are three states for a Work Order Plan:

• Open
• Released
• Closed

When the Work Order Plan is ready to be used for creating Work Orders, select Release > Release. In the "Released" state, you can create Work Orders from the Work Order Plan.

If you need to update a Work Order Plan that has been released, select Release > Reopen on the plan. Status changes to "Open", and you can edit the plan. When you're done editing, remember to release the Work Order Plan again by selecting Release > Release.

If a Work Order Plan is no longer required, select Release > Close on the plan.

You can delete a Work Order Plan if the plan is in state "Open" and no ledger entries are related to it, meaning you have not posted item/resource/expense registrations on related Work Orders. If you want to delete a Work Order Plan, select Work Orders > Work Order Plans, or select the Open Plans tile on your role center. Select the Work Order Plan in the list > Manage > Delete to delete the plan.

If required, you can batch Release Multiple Work Order Plans. In the lists:

• Work Order Plans
• Released Work Order Plans
• Open Work Order Plans

you can change the state of multiple Work Order Plans at a time.

In a list, select the Work Order Plans that you want to change to the same state. Select Batch Release, and select the state you want to use on the plans.

Copy a Work Order Plan

You can copy a Work Order Plan to quickly create plans for other Assets.

When you copy a Work Order Plan, only Calendar and One-off frequencies are copied.

1. On your role center, select the Released Plans or Open Plans tile.
2. Select the Work Order Plan you want to copy.
3. Select Actions > Copy Work Order Plan.
4. In the Filter: Asset section, select the Asset you want to create a Work Order Plan for in the No. field.
5. You can use one or more fields for filtering, if required. Refer to Microsoft documentation to learn more about filters and filter criteria: Sorting, Searching and Filtering.
6. When you have added the relevant filters, select OK. Select the Open Plans tile to see the new Work Order Plan.
7. Update the plan as you require.

Calculate a Work Order Plan

When you calculate a Work Order Plan, you create a Work Order based on the plan.

You can only have one active Work Order per Work Order Plan. An Asset Technician or Asset Manager must post and close a Work Order before you can create a new Work Order from the same Work Order Plan.

1. On the Role Center, select Work Orders > Work Order Plans.
2. Select the link in the No. field on the Work Order Plan for which you want to create a Work Order.
3. Select Process > Calculate Plan. The Calculate Work Orders window opens.
4. If you want to create a Work Order for the Asset selected on the Work Order Plan, select OK.
5. A message about the new Work Order is shown on the screen, and the Work Order number is added in the Current Work Order No. field on the frequency line on the Work Order Plan.
6. If you want to edit the Work Order, select the link in the Current Work Order No. field. For example, you may want to add a resource in the No. field on a resource line to plan the Work Order for a specific team or employee.

Use Filtering to Calculate Work Order Plan

If you want to create Work Orders for more Assets than just the one selected on your Work Order Plan, use the filters in the Calculate Work Orders window (refer to step 3 in the procedure above). You can enter different filter criteria in a Work Order calculation to include several Assets. Select the Filter link to select other filters.

Example: If you enter "25..50" in the Asset field, the Work Order calculation includes Assets nos. 25 through 50.

Refer to Microsoft documentation to learn more about filter criteria in D365BC: Sorting, Searching, and Filtering.

Work Orders are only created for Assets that match the frequency setup in the selected Work Order Plan.

Calculate Work Orders from Planning Worksheet

Use the Planning Worksheet to calculate multiple Work Order Plans (and Round Plans if you use the Rounds module in EAM-BC) at a time and create Work Orders (or Round Orders) from the plans.

1. On your role center, select Work Orders > Planning Worksheet.
2. Select Calculate Plan….
3. On the Calculate Work Orders pop-up screen, select OK to calculate Work Order Plans with status "Released". You can only create a new Work Order for a Work Order Plan if it has no active Work Orders.
4. Select the Accept Action Message check box for the plans you want to create a Work Order for.
   1. If you want to create a Work Order for all the plans in the list, select the Accept All Action Messages... button to select the check box for all plans.
5. Select the Carry Out Action Message… button to create Work Orders.
6. Click OK to close the message.
7. The Work Order Plans for which Work Orders have been created, are deleted from the Planning Worksheet.
8. On your role center, select a Work Order list, for example, Open Work Orders, to see the Work Orders you created.

Create Work Orders from Job Queue

Use standard D365BC functionality to set up a job queue (batch job functionality), which will automatically create Work Orders from your Work Order Plans.

1. Press Alt+Q on your keyboard to open the search field.
2. Enter 'job queue' in the search field and select Job Queue Entries.
3. Select New to create a new job queue.
4. On the Job Queue Entry Card, select Object Type "Report".
5. Enter Object ID "70479529", which is the report for calculating work orders.
6. Activate the Report Request Page toggle button to set up a journal for work order calculation.

For more information on how to set up the job queue for automatic creation of Work Orders, refer to Microsoft D365BC documentation: Use Job Queues to Schedule Tasks.

Consumption Control

Use Work Order Consumption Control to compare estimates on Work Order Plans and Round Plans to actual consumption registrations on posted Work Orders and posted Round Orders. This functionality provides valuable feedback for maintenance planning, giving you insight into possible estimate updates required on your Work Order Plans and Round Plans.

To open the Work Order Consumption Control card, search for and select "Work Order Consumption Control".

At the top of the Work Order Consumption Control card, you can set up Date Filters if you want to see data for a specific period. Leave those fields blank to view data for the entire period.

You can specify filters to perform consumption control on

• Plan No. (Work Order Plans and Round Plans)
• Work Order No. (Posted Work Orders and Posted Round Orders)
• Asset No.

Also, regarding consumption registration lines, you can specify filters for:

• Item No.
• Resource No.
• Expense No.
• Work Type Code

The screenshots below show examples of Consumption Control filters based on a Work Order Plan (Screens 01+02) and an item (Screens 03+04). In Screens 02 and 04 the Group by Work Order toggle button is activated, meaning you get a detailed view to examine each consumption registration line included in your filter.

The detailed view you get by activating the Group by Work Order toggle button may provide an entirely different perspective for your consumption control analysis. Refer to Screens 03+04 below where Screen 03 may give you an idea that everything works according to plan, but in the detailed view you see differences in estimate vs. actual on different Work Orders.

The result of comparing estimates to actuals is shown in the % Difference field, and there are four possible outcomes when you analyze your data:

1. "0.00%" means estimated quantity and actual quantity match
2. A figure shown in red, bold format means actual quantity exceeds estimated quantity
3. A figure shown in green, bold format means actual quantity is less than estimated quantity
4. "Unplanned Usage" means the registration line was not part of the estimate

Activate the Show Only Difference toggle button to remove lines showing "0.00%". This way you can concentrate on analyzing the differences.

If you want to see more details for a posted Work Order or Round Order, select the registration line in the grid, then select one of the Open... buttons above the grid. The buttons available depend on your filter selections.

Note that you can also open Work Order Consumption Control from

• an Asset card
• a Work Order Plan card
• a Round Plan card
• a Posted Work Order card
• a Posted Round Order card

by selecting History > Consumption Control on the card. This will show filtered Consumption Control data, based on the card you come from.

Refer to Work Order Ledger Entries if you want to examine consumption registration lines in further detail.