Setup

Migrate Work Order Plans

Refer to the article Roles, Users, and Permissions for information about the permission sets required for working with assisted setup and data import in EAM-BC.

Use the Work Order Plans Migration Data Wizard to easily migrate Work Order Plans data from your previous ERP system to EAM-BC. The Work Order Plans data wizard allows you to migrate:

• Work Order Plan Header
  • No. - Work Order Plan No.
  • Asset No. - Must be created prior to migrating / importing (tip: there is a separate Excel Import Book for Asset migration).
  • Category Code - Must be created prior to import.
  • Priority Code - Must be created prior to import.
  • Description
  • Instructions
  • Frequency Type - Options are: 0: None, 1: One-off, 2: Daily, 3: Weekly, 4: Monthly, 5: Quarterly, 6: Yearly. For example, you might enter "One-off" in the Frequency Type to import that. Alternatively use numbers 0-6 that automatically converts to the proper frequency type.
  • Start Date
  • Recurs Every - Integer. Example: To trigger the work order plan every second week, you enter "2" and Frequency Type "Weekly".
  • Counter Category Code - Must be created prior to migrating / importing.
  • Counter Frequency
  • Min. Counter Reading - Decimal
• Work Order Plan Item
  • Document No.
  • Line No.
  • Item No.
  • Unit of Measure Code - Must be created prior to migrating / importing.
  • Estimated Qty. - Estimated Quantity
  • Variant Code - Must be created prior to migrating / importing.
• Work Order Plan Resource
  • Document No.
  • Line No.
  • Work Type Code - Must be created prior to migrating / importing.
  • Resource No.
  • Unit of Measure Code - Must be created prior to migrating / importing.
  • Estimated Qty. - Estimated Quantity

Learn more in this video: Migrate Work Order Plans.

If you migrate Items and Resources to existing Work Order Plans, those Work Order Plans must have status 'Open' in EAM-BC.

1. Open the Work Order Plans Migration Data Wizard by selecting the Settings button at the top of the screen > Assisted Setup.
2. In the Assisted Setup list > Migrate data to Dynaway EAM section, select Migrate work order plans and go through the wizard.
3. Download the Excel template and add your Work Order Plans data.
4. Upload the file and migrate the data.

To learn more about how to set up a configuration package, refer to Microsoft D365BC documentation: Prepare a Configuration Package.

To learn more about the general setup, refer to Microsoft D365BC documentation: Setting up Business Central.

Specifying recurrence period when importing work order plans

Set up Work Order Plan Parameters

Go to the search bar and type in Assisted setup. From here, choose Get started with Dynaway EAM > Set up work orders. You will now see a work order wizard that where you need to set up the following data related to work order planning:

1. In the Default unit of measure for resource consumption field, choose a unit from the list that you want to use for resource consumption for example hours.
2. In the How many days ahead should work orders be planned field, insert number of days before due date on a Work Order. This is the planning horizon, which means that when running a Work Order Planning, Work Orders will be created for the period inserted here, for example, the next 14 days. There is one active Work Order per Work Order Plan.
3. In the Remarks mandatory on work orders field, toggle the button to specify if remarks should be mandatory. With the button enabled, it means that technicians must fill out a remark when completing their work on a Work Order.
4. In the When are failure reasons mandatory on work orders field, you can specify if they should never be mandatory, only on corrective maintenance, or always be mandatory.

Work Types

Use Work Types to describe different job types on a resource line, for example, inspection, cleaning, and repair. You can choose between setting up a regular Work Type or a Maintenance Work Type.

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 if you use the Resource Scheduling Board or Asset Activity Board.

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

Note: If you use the 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 8

Expected

The user can create a Work Type.

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:

• Work Order Plan (list and card)
• Work Order (list and card)
• Round Plan (list and card)
• Round Order (card)
• Posted Work Order (list and card)

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

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. Working with Work Order Categories allow you to assign default items, resources and frequencies to a category which makes planning faster and easier in the future.

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

Expected

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

Create Default Frequency on Category Code

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 Default Items on Category Code

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 Default Resources on Category Code

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 Default Expenses on Category Code

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 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

Expected

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

Set up Work Order Data in Asset Management Parameters

In Asset Management Parameters, you can set up further Work Order data depending on the needs of your organization. Below you will find a description of the data you can set up.

1. In Asset Management Setup > Work Orders and Rounds section, you find Work Order-related setup.
2. Activate the Use Expenses on Work Order Plan toggle button if you want expenses related to a Work Order Plan to be shown on the plan.
3. In the Work Order Look Ahead field, insert number of days before due date on a Work Order. This is the planning horizon, which means that when running Work Order Planning, Work Orders will be created for the period inserted here, for example, the next 14 days. There is one active Work Order per Work Order Plan.
4. In the Simulations Look Ahead field, insert a number of days before the due date when simulations should be created. This allows simulating Work Orders for the period inserted here and having a longer scope for Simulated Work Orders than for Work Order Look Ahead, so you can have simulations, for example, for the next 60 days, but Work Orders will be created for the next 14 days. By default, Simulations Look Ahead is set to 14 days. If you would put 0 in this field, then the Work Order Look Ahead value will be used for simulation.
5. In the Last Period View Days field, insert number of days that an employee is able to see posted Work Orders in the past. Example: If you insert "20" in this field, you may be able to see posted Work Orders for the last 20 days in the Posted Work Orders list, depending on your role setup in EAM-BC.
6. Activate the Calculate Work Orders on Plan Release toggle button if you want Work Orders from a Work Order Plan to be automatically scheduled when the Work Order Plan is released.
7. In the Change Waiting Work Order Status field, select "Automatically" if you want to use functionality for automatic update of Work Order Status, based on your Waiting Reason setup on a Work Order. Refer to article Work Order Waiting Reasons and Status Updates for more information.
8. Activate the Work Order Remarks Mandatory toggle button if remarks on Work Orders created from Work Order Plans should be mandatory and shown on the Work Order Checkout screen.
9. Activate the Round Order Remarks Mandatory toggle button if remarks on Work Orders created from Round Plans should be mandatory and shown on the Work Order Checkout screen.
10. Activate the Asset Condition on Work Order Mandatory toggle button if Asset Condition should be mandatory and shown on the Work Order Checkout screen.
11. Activate the Asset Status on Work Order Mandatory toggle button if Asset Status should be mandatory and shown on the Work Order Checkout screen.
12. Activate the Showing Posting Date when Closing Work Order toggle button if the Posting Date should be mandatory and shown on the Work Order Checkout screen.
13. In the Failure Reasons Required on Work Order field, select if registration of failure reasons are mandatory before a Work Order can be closed.
14. In the Claim Work Order Event Type Code field, select the event type code you want to use for logging events related to Work Orders, which are created from Claims. Refer to Asset Warranty to learn more about warranties and claims.
15. In the Resources section > Base Unit for Resource Consumption field, select the unit you want to use when showing data in Maintenance KPI Statistics, for example, "Hour". This field is mandatory.
16. In the Resources section, you can specify the level of skill-based planning.
    1. If you select None, skills do not have an impact on Work Orders
    2. If you select Warning, you are notified when the resource has missing skills
    3. If you select Error - you cannot add a resource that does not have the required skills