Work Order Rounds

Plan and perform preventive and corrective maintenance on several Assets in one go

Introduction

You can create Round Plans for several Assets, based on a predefined time frame, or as one-off jobs. Round Orders are created based on the Round Plans.

For example, this can be used for regular inspections of Assets located in the same production facility, or for the same type of repair job to be carried out on several Assets.

Round Plans and Round Orders work to a large extent as Work Order Plans and Work Orders in EAM-BC, but a Work Order Plan and a Work Order can only have one Asset.

Prerequisite

Setup of Rounds has been completed.

Audience
Maintenance Planner, Maintenance Manager, Technician

Round Plans List

The Round Plans list shows a list view of all Round Plans, inluding various details on each Round Plan.

  1. To open the Round Plans list, select Work Orders > Round Plans on your role center, or search for and select Round Plans.
  2. In the Round Plans list, select a link in the No. column to open a Round Plan card.

The Round Plans list looks slightly different compared to the Work Orders list:

  • Asset details are not shown in the Round Plans list because a round includes several Assets.
  • You cannot copy a Round Plan as you can with a Work Order Plan.

The screenshot below shows an example of the Round Plans list.

Round Plans list

Create a Round Plan

Use a Round Plan to create a Round Order which includes several Assets. On a Round Plan you set up frequencies, which define how often Round Orders are created from the Round Plan. The following frequency types are available:

  • Calendar - used for preventive maintenance, for example, inspection jobs, to plan Round Orders using a specific recurrence schedule (daily, weekly, monthly, yearly)
  • One-off - used for corrective maintenance to create one Round Order to solve a specific problem, for example, replacing the same spare part on all the Assets included in the Round Plan

Currently, Counters are not available on a Round Plan.

If you want to work with Checklists on a Round Plan, that functionlity is included in the Dynaway Safe Work module > Inspection Round. The Dynaway Safe Work module requires a separate license.

Refer to the test cases and article references below for step-by-step instructions on how to work with a Round Plan:

  1. Test Case: Creating a Round Plan
  2. Test Case: Creating a Calendar-based Frequency on a Round Plan
  3. Test Case: Creating a One-off Frequency on a Round Plan
  4. Adding resources to a Round Plan is done in the same way as on a Work Order Plan. Refer to the article Resources on a Work Order Plan for more information.
  5. Adding items to a Round Plan is done in the same way as on a Work Order Plan. If item consumption is included in the Round plan, refer to the article Items on a Work Order Plan.

The screenshot below shows a Round Plan with the list of Assets included in the plan. The Assets are added according to the Asset Filter setup on the Round plan.

Example of a Round Plan with related Assets, which are added based on the filter setup

Creating a Round Plan

Data Requirements

  1. At least two Assets exist.
  2. Work Order Categories and Priorities exist.

Steps 12 expand

Expected

The user can create a Round Plan and add Assets to the plan.

Creating a Calendar-based Frequency on a Round Plan

Data Requirements

  1. At least one Round Plan with Assets exists.
  2. The Round Plan has status "Open".

Steps 7

  1. Open a Round Plan from the Round Plans list.

  2. In the Frequencies section, select "Calendar" in the Frequency Type field.

  3. In the Scheduled field, select the No link to open the Recurrence Schedule screen where you set up calendar schedule details.

  4. On the Recurrence Schedule screen, select the ellipsis button (...) and select: Daily, Weekly, Monthly, or Yearly to the define the recurrence interval.

  5. Depending on your recurrence selection, fill out the fields on the screen.

  6. Select OK to save the recurrence schedule setup and return to the Round Plan.

  7. If you want to add a specific description on the frequency line, and not use the description automatically added during recurrence schedule setup, edit the description of the frequency in the Description field.

Expected

The user can create a calendar-based frequency on a Round Plan.

Creating a One-off Frequency on a Round Plan

Data Requirements

  1. At least one Round Plan with Assets exists.
  2. The Round Plan has the status "Open".
  3. The Round Plans list is open.

Steps 4

  1. Open a Round Plan from the Round Plans list.

  2. In the Frequencies section, select "One-off" in the Frequency Type field.

  3. Enter a description of the frequency in the Description field.

  4. Select the Planned Date field to open the calendar, and select a date for the job.

Expected

The user can create a one-off frequency on a Round Plan.

Release a Round Plan

When you create a new Round Plan, it has status "Open".

The following states are available on a Round Plan:

  • Open
  • Released
  • Closed

When a Round Plan has status "Released", you can calculate the Round Plan to create a Round Order.

  1. Select a plan in the Round Plans list or, open the Round Plan card.
  2. Select Release > Release. The Status field on the Round Plan is automatically updated.

If you need to update a Round 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 plan again by selecting Release > Release.

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

You can delete a Round Plan if the plan is in state "Open" and no ledger entries are related to it, meaning no item or resource registrations are posted on related Round Orders. If you want to delete a Round Plan, select the delete button at the top of the screen and confirm deletion.

Calculate a Round Plan

When a Round Plan is in status "Released", next step is to calculate the plan. When you calculate a Round Plan, you create a Round Order based on the plan.

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

Refer to the test case below for step-by-step instructions on how to calculate a Round Plan to create a Round Order.

If you want to calculate multiple Round Plans to create Round Orders for several plans in one go, you can use the Planning Worksheet. The Planning Worksheet is also used for creating Work Orders from multiple Work Order Plans, and the procedure for working with Round Plans in the Planning Worksheet is the same as working with Work Order Plans. Refer to the article Calculate Work Orders from the Planning Worksheet for more information. In the Planning Worksheet, you may be able to distinguish Work Order Plans from Round Plans in the Plan No. field if separate number series were set up. Also, no data are shown on a Round Plan in the Asset No. and Asset Description fields because a Round Plan includes several Assets.

If a Location Code is selected on a Round Plan, that location is transferred to the Round Order created from the plan. The Location Code on the Round Order is automatically used as location code on the item registration lines created on the Round Order. You can edit the Location Code on a Round Order, and you can also edit the Location Code on an item registration line, if required.

Calculating a Round Plan

Data Requirements

  1. At least one Round Plan with status "Released" exists.

Steps 5

  1. On your role center, select Work Orders > Round Plans, or search for and select Round Plans.

  2. Select the link in the No. field on the Round Plan you want to create a Round Order for.

  3. Select Process > Calculate Plan.

  4. On the Calculate Work Orders screen, select OK.

    A message about the new Round Order is shown.

  5. Optional: If you want to edit the Round Order, select the link in the Frequencies section > Current Round Order No. field.

Expected

You can calculate a Round Plan to create a Round Order for the plan.

The Round Order No. is added to the Round Plan in the Frequencies section > Current Round Order No. field.

Work on a Round Order

An Asset Technician works on the maintenance job described on a Round Order. Typically, the same tasks are to be carried out on all the Assets included in a Round Order.

Refer to the test case below for step-by-step instructions on how to work on a Round Order.

When you have completed work on the Round Order, next step is to register consumption regarding resources and items. Consumption registration is done in the same way as on Work Orders, the only difference is that consumption lines on a Round Order does not include the Qty. Consumed field.

On a Round Order, you can create registration lines for resources and items, but not for expenses. Refer to the article Consumption Registrations to learn how to register consumption on resources and items.

Working on a Round Order

Data Requirements

  1. At least one Round Order exists.

Steps 7

  1. On your role center > Activities section > Work Orders, select Assigned to me to see your work list.

    Or, search for and select "Work Orders" to open the Work Orders list.

  2. Open the Round Order from the list by selecting the link in the No. field.

    Note: To distinguish Round Orders from Work Orders in your list, you may se different numbering used, for example a Work Order number may start with "WO", and a Round Order number starts with "ROUND". Also, for Round Orders, there are not data in the Asset No. and Asset Description fields in the list because Round Orders include several Assets.

  3. On the Round Order card, check the Documents and Pictures FactBoxes on the right side of the screen to see if there are any files or pictures attached that you need to read or look at before starting to work on the job.

    If required, select Documents > Upload Documents to upload a file from your laptop to the Round Order, or Documents > Select Documents to select a file from the D365BC document database and attach it to the Round Order.

  4. Go to the Items section > Manage > Show Documents to see if there are files related to items/spare parts that you should read before you start working on the job.

  5. Optional: You can manually add more Assets to the Round Order, if required. Go to the Assets section, select Manage > New Line and select an Asset in the Asset No. field.

    Note: You cannot remove Asset lines from a Round Order.

  6. Follow the description in the Instructions section on the Round Order and complete the maintenance job.

  7. When the job is completed, go to the Assets section and mark the Assets that you have completed the job for as 'Done' by selecting the Done check box.

    If you have completed the job on all the Assets in the list, you can select Manage > Mark All as Done to add a check mark on all Asset lines in one go. You can also add or remove check marks, one at a time. Enter a note in the Remarks field on an Asset line, if required.

    If there are Assets in the list that you have not completed the job for, select the Skipped check box for those Assets and add a note about it in the Remarks field on the Asset line.

Expected

The user can work on a Round Order.

The user can view documents and pictures, and add files if required, on a Round Order.

The user can mark the Assets included in the Round Order as "Done" or "Skipped" and add remarks on Asset lines.

Post and Close a Round Order

When work is completed on a Round Order, and all consumption registration lines regarding resources and items have been added, next step is to post and close the Round Order.

  1. On the Round Order card, select Post > Post/Close...
    1. Depending on the setup, remarks may be mandatory on a Round Order. If that is the case, and no remarks were added in the Remarks field in the General section on the Round Order, a message is shown, asking you to add remarks.
  2. Select "Yes" when asked to confirm close and post.

Posted Round Orders

When Round Orders are posted and closed, you can view posted Round Orders in the Posted Work Orders list. In that list you see closed Work Orders as well as closed Round Orders. Refer to the article Posted Work Orders to learn more.

Items and resources (work hours) registered on a Round Order are evenly distributed among all Assets included in the Round Order. In the screenshots below, you see an example of a posted Round Order with six work hours registered. The Ledger Entries related to the posted Round Order show work hours evenly distributed among all Assets. One item/spare part was replaced on each Asset, therefore you also see one item consumed on each Asset in the Ledger Entries.

Round Order 00002: Posted Round Order with a resource/work hour registration of 6 hours.
Round Order 00002: Ledger Entries showing that work hours are evenly distributed among all Assets when consumption is posted.

Assets on Posted Round Orders Report

You can create Assets on Posted Work Order Reports to get an overview of which Assets are marked as 'Done' or 'Skipped' when Round Orders are completed.

Refer to the test case below for step-by-step instructions on how to create an Assets on Posted Round Orders Report as an Excel file

Refer to the article Consumption Report on Work Orders for descriptions about how to work with standard report setup, such as

  • selecting the Send to... button to create a specific output type, for example, PDF or Excel
  • what to use the "Schedule" output type for
  • how to delete a report schedule that is no longer required
  • a test case describing how to set up a report schedule

The screenshots below show the setup of a report and the Excel file generated from that setup. In the example, the report includes Asset No. 000002 to 000060 with status "Done" on Posted Round Orders.

Report dialog regarding Assets on Posted Round Orders
Report generated from the report dialog, showing selected Assets with status "Done" on Posted Round Orders

Create an Assets on Posted Round Orders Report - Excel File

Data Requirements

  1. At least one Round Order with Assets is posted.

Steps 5

  1. On your role center, select Reports > Assets > Assets on Posted Round Orders, or search for and select Assets on Posted Round Orders.

    The Assets on Posted Round Orders dialog opens.

  2. In the Assets field, select "All" to generate a report showing all Assets on Posted Round Orders with status "Done" or "Skipped".

    Optional: If you want to generate a report for Assets with a particular status - "Done" or "Skipped" - make that selection in this field.

  3. Select the Send to... button.

  4. In the Choose file type pop-up, select "Microsoft Excel Document".

  5. Select OK. The Excel file is downloaded on your device.

Expected

The user can create a report showing Assets (all Assets or those with status "Done" or "Skipped) processed on Posted Round Orders.

Note: If required, you can use filters to generate reports for specific Posting Dates, Assets, Work Orders, Locations, and more.

Simulate Round Orders

You can run a Work Order simulation, which also includes Round Orders, to see calculations of the resources and items expected to be consumed on Work Orders and Round Orders, based on the setup of Work Order Plans and Round Plans.

Refer to the article Simulate Work Orders to learn more.

Item Availability

For your Round Plans, it is important to ensure that you have the items required for completing the Round Orders you create from the plans.

Refer to the Item Availability articles to learn how you can find valuable information for item planning. Item planning for Round Orders work in the same way as item planning for Work Orders.

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