Work on a work order

Complete a Work order line and create related registrations on the Mobile Client

Introduction

Fill out work orders and related checklists. Create consumption registration. Add fault or downtime registrations. Create purchase requisitions for spare parts.

Prerequisites

Work orders are available.

Audience
Maintenance Manager, Technician

Work scheduled to me

A work order contains one or more work order jobs. Each work order line is a job or task to be completed. The words 'work order job' and 'job' are used to describe the same thing, which is the job or task that must be completed.

On the Work order lists screen, select the list Work scheduled to me.

Note

On all work order lists, there is a Jobs toggle button. You can use this button to switch between showing work order jobs or work orders in the list. The toggle button is automatically activated (yellow button color) when you open a work order list, meaning you see a list of work order jobs (= the tasks you're scheduled to work on). Select the toggle button (changes to white button color) if you want to see a list of work orders.

On the Work scheduled to me list, select the job you're going to work on. In the figure below, you see an example of a work order job. This section, including 11 articles below, describe how to make registrations on the various work order details related to the job.

In the details section at the bottom of the Work order job screen, you may see numbers next to some or all details pages. For example 1, 2, or 4. This is for your information to show you there are, for example, 1 fault registration or 2 checklists related to the job. Regarding consumption registrations (Items, Hours, Expense), the number is shown as, for example 2/1. The first number shows you number of registrations, the second number is number of forecasts related to the job. If you see "0/2" on an Hours details line, it means there no hour registrations but two forecasts on the job.

Note

Depending on the way your company wants to work with work orders and work order jobs, you might not be able to make registrations on all the work order details described in this section.

Work order job screen
Work order job screen

Update work status

Work status is registered on the work order job. Available work status types: Not started - In progress - Waiting - Cancelled - Work completed. Work status is shown in the upper-right corner on the job details screen, for example, "Not started". Select the current work status to open the Change work status pop-up. Select "In progress" when you start working on a job, and select OK. You can also change work status by selecting the 'More' button on the job details screen and Change work status.

Note

A work order status may be related to a state. If that is the case, you'll see a message on the screen when you update work status, informing you that the work order lifecycle state is also updated. If required, you can cancel the update of the state, but not the work status, by selecting Cancel on that message.

If you use work status to show job progress, you don't change state manually on a work order.

State is the work order lifecycle state, which is registered on the work order. The work order should not be updated to a finished or ended state until all work order jobs on the work order have been completed. Like work status on a work order job, State is shown in the upper-right corner on the work order, and you can change the State by selecting it to open the Change state pop-up.

If a work order was created from a request, you find the following request information in the associated work order job headers:

  • Request - link to the request
  • Started by - shows the name of the maintenance worker who created the request. If the request was created by an employee who is not set up as a maintenance worker in Asset managment, this field is not shown.

Responsible worker

In the header section of a work order or work order job, you see a Responsible worker field. The worker shown in that field is usually not the worker scheduled to do the job. For example, responsible worker could be a supervisor or manager responsible for the work being done and ensuring that the work adheres to specific quality standards.

Depending on the mobile setup, you may be able to edit the Responsible worker field. If you see a pencil icon next to the field, you can edit it as long as the work order is active.

You can edit Responsible worker on a work order or work order job. If you make an update in the field, the work order is updated accordingly.

Refer to the test case below for a step-by-step procedure on how to edit Responsible worker on a work order or work order job.

Responsible worker on a work order job
Responsible worker on a work order job

Show notes

Select Show notes to read the notes related to the job.

You can add or edit notes in the three fields available, if required.

Notes are saved automatically as you write them. Select Close notes to close the section.

Select attachments

Select Attachments to see the attachments and asset documents on the job. Examples are work instructions or safety instructions that you must read before starting the job.

Select an attachment in the list to download and read it. When you're done, select the 'Return' button until you return to the Work order job screen.

Attachments may also be set up on the asset that the work order is created for.

  1. On the Work order job screen, select Asset to open the asset details screen.
  2. On the asset details screen, select Attachments to see if there are attachments or asset documents that you must read before you start working on the job.
  3. Select an attachment to download and read it.
  4. When you're done, select the 'Return' button until you return to the Work order job screen.

Checklist for the job

Select Checks to view the checklist for the job. Select the 'More' button on a checklist header to view attachments, and view or edit notes, related to the header.

  1. Complete the checklist lines one by one, in sequential order. You may see three types of checklist lines.
  2. An instruction or message may be shown. Perform the task that is described.
  3. You may need to enter data in the form of a reading or a measurement, for example, kilometers, hours in use, or a temperature.
  4. You may need to select a variable from a list, which corresponds with your observation.
  5. If you see an asterisk sign * next to a checklist line, it means the check is mandatory, meaning you must complete the checklist line before you can register the job as completed.
  6. Select the 'More' button on a checklist line to see the options available:
    1. If you see an orange dot next to the 'More' button, it means there is an attachment related to the checklist line.
    2. Select the 'More' button and Attachments to view an attachment.
    3. If you see a blue dot next to the 'More' button, it means there is a note related to the checklist line.
    4. Select the 'More' button and Notes to view notes and edit them, if required.
    5. Select N/A if you decide that the checklist line is not relevant for the job you're working on.
  7. For every checklist line, select the check box when the task is completed.
  8. When you have completed the check list, select Save.

Checklist line options
Checklist line options

Fault registration

Select Faults to see the fault registrations registered on the job. You can also create fault registrations.

If a fault registration exists, follow steps 4-6 below.

  1. Select the 'Add' button to add a new fault registration.
  2. Select the Date for the fault registration.
  3. Select Fault symptom, Fault area, and Fault type in the lists.
  4. If you're troubleshooting and completing the fault registration, select Add cause and select a reason for the fault in the list.
  5. Select Add remedy and select a solution for the fault registration in the list.

Note

If you want to change your selection for cause and remedy, select the trash can icon on the line to delete a registration. If required, you can add several causes and remedies to a fault registration.

  1. Select Save to complete the fault registration.
  2. Select the 'Return' button to return to the Work order job screen.

Downtime registration

Select Downtime activities to see the downtime activity registrations on the job. You can also create a downtime activity.

  1. On the Downtime activities screen, select the Closed button to show both open and closed registrations.
    1. Open and closed registrations are shown when a check mark is shown on the Open and Closed buttons.
    2. Open registrations don't have an end date. Closed registrations have a start date and an end date.
  2. If a downtime activity registration exists, you can select it and edit Type, Start, and End as you require.
  3. Select the 'Add' button if you want to add a new registration.
  4. On the Create downtime activity screen, select a downtime activity type in the Type field.
  5. Select Start and select start date and time.
  6. If you know how long the downtime activity lasted, select End and select end date and time. If required, you can add this later.
  7. Select Save to complete the registration.
  8. Select the 'Return' button to return to the Work order job screen.

Create item registrations

Select Items to create item registrations.

  1. If an item forecast exists, select it, and select Save to create an item registration based on the forecast. If required, you can update the Quantity if you've used more items than forecasted.

Note

You can also select spare parts or BOM items related to the asset to create an item registration.

  1. Select the Date of the item registration.
  2. Select Save to create the item registration.
  3. If required, you can create a new item registration by selecting the 'More' button and Add item registration on the Items screen.
    1. You can search for the item ID of the spare part or item by entering a search string in the blue search field or by scanning a QR code. If you want to search by scanning a QR code, select the QR code icon. If you want to enter a search string, and you don't know the exact item ID, you can enter, for example, 20*, to see a list of all item IDs that start with the number 20. If items have related product images, they are also shown in the search results.
    2. When you find the item, you want to create a registration for, select it.
    3. On the Add item screen, enter the Quantity you want to register.
    4. Select the Date for the item registration.
    5. Select Save.
  4. You may also be able to create new item forecasts. On the Items screen, select the 'More' button and Add item forecast.
    1. Search for the item by entering a search string or scanning a QR code, as described in step d. above.
    2. Select Category, Line property, Site, and Warehouse.
    3. Enter the forecast quantity in the Quantity field.
    4. Select Save.

Create work hour registrations

Select Hours to create work hour registrations.

  1. If a work hour forecast exists, select it to create a registration based on the forecast.
  2. Edit the forecast as required.
  3. Select Save to create the work hour registration.
  4. If required, you can also create a new work hour registration by selecting the 'Add' button on the Hours screen.
  5. Fill out the fields as you require. Depending on the Mobile Client setup, you may be able to enter duration in the Hours field, or select From and To times.
  6. If you're allowed to create hour registrations for other workers, you see a Register to me toggle button. Make sure the toggle button is activated (blue color) if you want to create hour registrations for yourself. Deactivate the toggle button (white color), and select a colleague, if you want to create hour registrations on behalf of another worker.
  7. Select Save to create the work hour registration.

Expense registrations

  1. If an expense forecast exists, select it to create a registration based on the forecast. If required, you can update the registration.
  2. Select Save to create the expense registration.
  3. If required, you can also create a new expense registration by selecting the 'Add' button on the Expense screen.
  4. Fill out the fields as you require.
  5. Select Save to create the expense registration.

Create a sign-off report

When you've completed all the jobs on a work order, a maintenance worker and a manager or supervisor can sign off a report to verify completion of the jobs related to the work order.

Note

The contents of the sign-off report can be configured, depending on how much information you want to include in the report. This is done in Dynamics 365 for Finance and Operations > Dynaway mobile > Setup > Module configuration.

  1. Select a work order job in one of your lists. All jobs on the related work order must be completed. On the Work order job screen, select Work order.
  2. On the Work order screen, select the 'More' button and Sign-off report.

Note

The Sign-off report button is only shown if all mandatory checks in the checklists related to the work order have been completed.

  1. On the Sign-off report screen, you see the report. The report is automatically filled out.
  2. Select the Customer signature field at the bottom of the screen. The Customer signature screen opens. The manager or supervisor responsible for signing off the work order signs here with printed name as well as a signature.
  3. Select the Printed name field and enter the name of the manager or supervisor.
  4. In the Sign here field, insert the signature of the manager or supervisor.
  5. Select OK to save the changes.
  6. Select the Service technician signature field at the bottom of the screen. The Service technician signature screen opens. The maintenance worker or service technician signs here with printed name as well as a signature.
  7. Select the Printed name field and enter the name of the maintenance worker or service technician.
  8. In the Sign here field, insert the signature of the maintenance worker or service technician.
  9. Select OK to save the changes.
  10. Select the check mark button in the upper-right corner of the Sign-off report screen to save the sign-off report on the work order as an attachment.

Sign-off report
Sign-off report

Purchase requisitions

Select Purchase requisitions to see the purchase requisitions created for the selected job. You can create purchase requisitons for items required on the work order job, which are not currently in stock.

Note

Before workers can create purchase requisitions on the Mobile Client, you must complete procurement setup in D365FO. Refer to Microsoft documentation for information on how to set up and work with procurement catalogs:

The extent of procurement catalog setup required depends on how you use D365FO procurement functionality in your company.

When you save a purchase requisition, it is automatically submitted to D365FO > Procurement and sourcing module for further processing. The purchase requisition is related to the same Project ID as the work order. You can't edit or delete a purchase requisition on the Mobile Client after you have saved it, you can only view it.

On the Mobile Client, you can add items to a purchase requisition in two ways:

Add category is used when you don't have the specific item number for the item, or when the item is not part of the regular stock in your company. In this case, you may find the item in an item catalog and add a specific reference or a general description of the item. The description should be precise enough for a procurement officer to create a purchase order for the item.

Add item is used when you know the item number, or you are able to find the item number when you search for the item.

Refer to the two test cases below for step-by-step procedures on how to create a purchase requisition by adding category or item.

Create a purchase requisition - add category

Data Requirements

  1. The user has access to Purchase requisitions on the Mobile Client.
  2. User setup is done in D365FO > Dynaway mobile > Setup > Module configuration > Asset management > Work orders >Purchase requisition.

Steps 12 expand

Expected

The user can create a purchase requisition by adding a category.

When the purchase requisition is saved, it is automatically submitted to D365FO > Procurement and sourcing module.

When a purchase requistion is saved and submitted, you can't edit it on the Mobile Client, you can only view it.

Create a purchase requisition - add item

Data Requirements

  1. The user has access to Purchase requisitions on the Mobile Client.
  2. User setup is done in D365FO > Dynaway mobile > Setup > Module configuration > Asset management > Work orders >Purchase requisition.

Steps 13 expand

Expected

The user can create a purchase requisition by selecting an item.

When the purchase requisition is saved, it is automatically submitted to D365FO > Procurement and sourcing module.

When a purchase requistion is saved and submitted, you can't edit it on the Mobile Client, you can only view it.

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