Setup

Setup required for working with Work Orders and Work Order Plans

Introduction

Work Order Setup describes the setup tasks to be completed before you can create and manage Work Orders and Work Order Plans in EAM-BC.

Prerequisite

You have installed a valid license for Enterprise Asset Management (EAM-BC) for Business Central.

Audience
Sysadmin, Maintenance Manager

Work Order Priorities

Set up Work Order Priorities to define which Work Orders are more important to complete first.

We recommend the following priorities:

  • 1-Critical
  • 2-High
  • 3-Medium
  • 4-Low

These priority codes ensure that your Work Order Priorities are readable and that Asset Technicians can sort Work Orders by priority.

Work Order Priorities are used on several pages in EAM-BC, for example:

Refer to the test case below for step-by-step instructions on how to create a Work Order Priority.

If you want to set up thresholds for Work Order Reports, as described in the test case, refer to the section Work Order by Priority Reports to learn more about those reports.

Creating a Work Order Priority

Steps 9

  1. On your role center, select Work Orders Setup > Work Order Priorities, or search for and select Work Order Priorities.

  2. Select the New button.

  3. Enter a code / ID in the Code field.

  4. Enter a description in the Description field.

  5. Select the Default check box for the priority that should be used as default on new Work Order Plans or Round Plans.

    Note: When you create the first Work Order Priority, the Default check box is automatically selected on that record, but you can change the selection.

  6. Optional: If you have set up Work Order Priority Thresholds (to create Work Order by Priority reports), select the Threshold Setup button to add threshold setup to the selected Work Order Priority.

    The following steps describe threshold setup.

  7. In the Work Order Priority Threshold Setup list, select New. A new row is added, and the selected Priority Code is automatically inserted.

  8. Select a Threshold Code.

  9. Select a color in the Alert Type field.

Expected

The user can create a Work Order Priority.

Optional: The user can add Work Order Priority Threshold setup to a Work Order Priority.

Work Order Categories

Use Work Order Categories to divide Work Orders into different job types such as inspection, cleaning, lubrication, and replacement.

Work Order Categories are set up on Work Order Plans.

  1. On your role center, select Work Orders Setup > Work Order Categories.
  2. Select the New button. 
  3. Enter a Code, which is the unique code or ID for the Work Order Category.  
  4. Enter a Description.
  5. If required, you can activate the Default toggle button for the category that should be automatically selected when you create a new Work Order Plan. You can change the default selection, if required.
  6. This step is only relevant if you have installed the Dynaway Safe Work module and you want to work with Inspection Rounds. If you have installed Dynaway Safe Work, the Category Type field is visible on a Work Order Category.
    1. Select "Inspection" in the Category Type field on a Work Order Category that you want to use for Inspection Rounds. This means that when you create a Round Plan with that Work Order Category - to be used for Inspection Rounds - additional fields will be available on the Round Plan to select Checklists to be completed on the related Round Order.
  7. If required, select a Priority Code for the work order category.
  8. You can enter instructions for the category in the Default Instructions field.

Default Frequencies

Set up Default Frequency on a Work Order Category to determine how often Work Orders should be generated from the Work Order Plan.

  1. In the Frequency Type field, select "One-off" to set up generation of Work Orders only once, and add a Description. On the Work Order Plan, you select the date for Work Order generation.
  2. In the Frequency Type field, select "Calendar" to set up a recurring schedule line for creation of Work Orders.
    1. Add a Description. If required, this description can be changed by the user during scheduling of Work Orders.
    2. Select the Schedule Exists field to open the Recurrence Schedule card. You can also open that card by selecting the Manage button > Recurrence Schedule.
    3. In Recurrence Schedule > General section, insert Recurring Start Time and select a Start Date and, if required, an End date.
    4. Select one of the buttons Daily - Weekly - Monthly - Yearly to specify recurrence, and fill out the related fields.
    5. Select OK to save the recurrence setup.
    6. If you want to delete an frequency line, select the line, then select Manage > Delete Line and confirm deletion.

Default Items

Set up Default Items to be related to a Work Order Category. The items selected in this list will appear on a Work Order Plan when the Work Order Category is assigned to the plan.

  1. Select an item in the No. drop-down. The Description and Unit of Measure Code fields are automatically filled out.
  2. You can also add an item by selecting Manage > Add Items. Then select the item and OK in the Items list.
  3. Insert expected quantity to be used in the Estimated Qty. field.
  4. If you want to delete an item line, select the line, then select Manage > Delete Line and confirm deletion.

Default Resources

Set up Default Resources to be related to a Work Order Category. The resources selected in the list will appear on Work Orders created from a Work Order Plan that uses this category.

  1. Select a resource in the No. drop-down. The Description and Unit of Measure Code fields are automatically filled out.
  2. You can also add a resource by selecting Manage > Add Resources. Then select the item and OK in the Items list.
  3. Insert expected hour quantity for the resource in the Estimated Qty. field.
  4. If you want to add a Work Type to the resource, select the Work Type field on the resource line, and select a Work Type in the list. You can also add a work type by selecting Manage > Add Work Type.
  5. If you want to delete a resource line, select the line, then select Manage > Delete Line and confirm deletion.

Below you see three screenshots showing an example of a Work Order Category.

In the Default Frequency section, no dates are shown in the Next Date Calculation fields because no Work Order planning has been created yet for this Work Order Category.

Refer to Test Cases below for more step-by-step procedures on how to set up and create Work Order Categories.

Work Order Category - Frequencies
Work Order Category - Items Lines
Work Order Category - Resource Lines

Set up Default Category Code

Data Requirements

  1. At least two Work Order Categories exist.

Steps 4

  1. Click on the magnifier in the corner.

  2. Put in 'Work Order Categories' in this window.

  3. Click on Work Order Categories visible in Go to Pages and Tasks area.

  4. Click on Default check box in the row with Work Order Category which will be set up as the default one.

Expected

The user can set up the existing Work Order Category as the default one.

Create a Category Code with default Frequency

Data Requirements

  1. At least one Priority Code exists.

Steps 26 expand

Expected

The user can create the new Work Order Category with default Frequency.

Create a Category Code with default Items

Data Requirements

  1. At least one Maintenance Item exists.
  2. At least one Priority Code exists.

Steps 16 expand

Expected

The user can create the new Work Order Category with default Items.

Create a Category Code with default Resources

Data Requirements

  1. At least one Resource exists.
  2. At least one Work Type exists.
  3. At least one Priority Code exists.

Steps 18 expand

Expected

The user can create the new Work Order Category with default Resource.

Create a Category Code with default Expenses

Data Requirements

  1. At least one Expense exists.
  2. The check box with Expenses on Plan is marked in the Asset Management Setup.
  3. At least one Vendor exists.
  4. At least one Priority Code exists.

Steps 18 expand

Expected

The user can create the new Work Order Category with default Expense.

Work Types

Use Work Types to describe different job types on a resource line, for example, inspection, cleaning, and repair.

Work Types are selected on Resource lines on a Work Order. You can set up resource allocation on a Work Type, and apart from a resource, you can specify, for example a specific Asset Location or Asset Category on a resource allocation line.

A Work Type may include a color code, which is used to visually identify the Work Type of a Work Order. Color codes are only relevant is you use the Scheduling Board module, which is installed as a separate app in EAM-BC.

Refer to the Test Case below for step-by-step instructions on how to create a Work Type.

Note: If you use Dynaway Safe Work > Risk Assessment module, and you have selected a Risk Assessment in step 7 in the step-by-step procedure below, you can select the Work Type > Active Risks to see the list of hazards and precautions that are included in the Risk Assessment. Those hazards and precautions will automatically be transferred to a Work Order Job that uses that Work Type.

Create Work Types

Steps 7

  1. Search for and select 'Work Types'.

  2. Select New.

  3. Enter a Code for the Work Type.

  4. Enter a Description for the Work Type.

  5. In the Unit of Measure Code field, select a unit that corresponds to the Work Type.

  6. If required, select a Color for the Work Type. Color codes are used in the Scheduling Board module.

  7. If you use Dynaway Safe Work > Risk Assessment module, you can select a Risk Assessment in the Risk Assessment No. field.

Expected

The user can create a Work Type.

Work Order Waiting Reasons

Use Work Order Waiting Reasons to mark Work Orders as waiting and apply a reason, to be shown on the Work Order.

Examples of Waiting Reasons:

  • Waiting for spare parts
  • Waiting for subcontractor

You can add or edit Waiting Reasons in two ways:

  • On the Work Order Card, select the Waiting Reason drop-down, or you can just enter a name for a waiting reason in the field because this field also works as a free-text field. If you enter free text, the waiting reason is not added to the Work Order Waiting Reasons list.
  • Open the Work Order Waiting Reasons list (see procedure below).

You can only add a Waiting Reason on a Work Order Card if the Work Order Status is "Waiting".

  1. On your role center, select Work Orders Setup > Work Order Waiting Reasons.
  2. Select Select the New button. 
  3. Enter a Code, which is the unique code for the Waiting Reason.  
  4. Enter a Description.

Waiting Reason on a Work Order Card

Measurement Units

Set up Measurement Units to be used when you create registrations on Measurement Equipment in your production facility.

The Measurement Units required depend on the measurement equipment installed in your work area. Examples are equipment measuring temperature (Celsius, Fahrenheit), pressure (Pascal, Pound-force per square inch), and air quality (ppm, ppb, µg/m3).

One Measurement Unit can be used on many measurement registrations.

  1. On your role center, select Actions section, select Work Orders Setup > Measurement Units.
  2. Select the New button. 
  3. Enter a Code, which is the unique code for the Measurement Unit. 
  4. Enter a Name for the Measurement Unit.

In the Measurement Journal, Measurement Units indicate the unit for the measurement for each reading.

Expense Categories

Expense registrations can be created as part of consumption registration on a Work Order. Expense registrations are logged on the Asset that the Work Order was created for. When you create expense registrations on a Work Order, you must select an expense category.

Set up the Expense Categories you want to be available for employees when they create expense registrations on Work Orders.

  1. On your role center, select Expenses > Expenses.
  2. Select Expenses.
  3. Select New.
  4. Enter an expense ID in the No. field and a related description in the Description field.
  5. Select an expense Type (Resource, Item, or G/L Account).
  6. Select the Type No., which relates to the selected expense type. The Type Description and Unit of Measure Code fields are automatically filled out based on your selection in the Type No. field.
  7. If required, you can add Default Vendor No., Default Qty., and Default Expected Unit Cost (LCY) to the expense category. The values are transferred to expense lines on Work Order Plans and Work Orders, but they can be edited.

Setting up Resources is part of standard D365BC functionality. Refer to Microsoft documentation to learn more: Set Up Resources.

Setting up Items is part of standard D365BC functionality. Refer to Microsoft documentation to learn more: About Item Types and Register New Items.

Note: If you set up an Item as an Expense Category, the Item Type on the Item Card must be "Service".

Standard Order Descriptions

Use Standard Order Descriptions to create descriptions that you can select in the Description field on a Work Order Plan (transferred to the Work Order) and a Round Plan (transferred to the Round Order). For example, this is useful for recurring maintenance jobs where the same type of work is required. In that case, you ensure consistent work descriptions.

If required, you can edit standard descriptions on Work Order Plans, Work Orders, Round Plans, and Round Orders.

A Standard Order Description can have type

  • All - available on Work Order Plans, Work Orders, Round Plans, and Round Orders
  • Round Order - only available on Round Plans and Round Orders
  • Work Order - only available on Work Order Plans and Work Orders

Refer to the test case below for step-by-step instructions on how to create a standard Work Order Description.

Creating Standard Order Description

Data Requirements

  1. Role Center is open.

Steps 5

  1. On your role center, search for and select Standard Order Descriptions.

  2. In the Standard Order Descriptions list, select New in the ribbon.

  3. Enter data in the Code field.

  4. Select a Type for the description.

  5. Enter data in the Description field.

Expected

The user can create Standard Order Descriptions, which can be selected on Work Order Plans / Work Orders and Rounds / Round Orders.

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