Work Order Tasks - WebTMA 7

A Task is required before you can save a Work Order. Once a Task is performed, you can edit the Task line to add information such as the Finish Date, Failed PM, and Not Located on the Work Order Task Entry flyout.

Information added to the Work Order Task Entry flyout window is visible for each line item in the Task Information grid of a multi-Task Work Order. Use the horizontal scroll bar to view all details, or click the pencil icon in Edit mode.

Work Order Tasks are filtered by Repair Center if your System Administrator selects the Client Info / Preference option Enforce Work Order RC for Task Code RC. When granted, the enforcement option applies to everyone.

Using this filter, Tasks shown in the selection list are limited to records with the same Repair Center code as that of the logged-in user. The Task list is also limited by Data Access based on Login ID.

When you want to assign more than one Task to a Work Order, do not populate the Repair Center field on the Work Order. The Task list then displays Tasks for all Repair Centers assigned to your Login.

If you choose Tasks that do not have a common Repair Center, the Repair Center field remains empty. If the Tasks have a Repair Center in common, the Repair Center field displays the name of the shared Repair Center.

If your organization does not use the Enforce Work Order RC for Task Code RC option, the lists for Repair Centers and Tasks are filtered only by the logged in user's access.

Use the following instructions to add one or more Tasks to a Work Order.

1. Enter required and elective information in the General Information Section.
2. Select a Task in the Task Information Section.
3. Complete elective fields in this Section.
4. (Optional) Select the Add Additional Task link if you want to add another Task.
5. Choose Save on the WebTMA toolbar.

When the window refreshes, the Task displays in the Task Information Section. Go to the Schedule Tab to assign one or more Technicians to the Task.

Most of the fields in the upper section of the Task Information Section are straightforward. If you use the optional Keys module, several fields are available for Keys-related Tasks. The Completion sub-section is used after work has been done.

Acknowledged Date applies to the optional Notification & Escalation module and indicates the day the Technician has acknowledged the work using the Action Menu Acknowledge link. This creates a trail of accountability for work that falls within criteria set in Notification and Escalation.

Completion Date date the Task and all related paperwork or other activities are completed. This does not close the Work Order. The Completion Date field in the General Information Section does that.

Correct Failure? related to PM Work Orders. When a PM work order is marked as Failed PM and either a Finish or Closed Date is entered, WebTMA enables a Correct Failure? check box in the Completion Section (also on the Work Order Task Entry flyout). Check the box to create a corrective Work Order.

Failed PM related to PM Work Orders. When a PM fails, the Technician marks the Failed PM check box, and the information is reflected on the Task line.

Failure Code related to PM Work Orders. When a PM fails and the Task cannot be completed, a code is used. It is taken from the codes established in Organization > Lookups > Failure Codes.

Failure Subcode related to Failure Codes. If a PM fails, the Failure Code may have a number of subcodes for further refinement. If so, the appropriate subcode is displayed here.

Not Located applies when Technicians cannot find the item for the job. A mark in this check box is also is reflected on the Task line. NOTE for Healthcare licensees: If the Work Order applies to Biomed Equipment, an alert asks if you wish to update the item record. If you choose, you can mark the Biomed Equipment record as Not Located and/or inactive (not in service). For inactive records, the Active check box is cleared on the Biomed Equipment / Identity window.

Resolution relates to how the work was done. If the Task record has entries on the Task / Resolution Tab, make a selection in this field, if applicable.

Work Not Done applies when Technicians cannot perform the job. For example, if Parts are unavailable, Technicians can mark the Work Not Done check box, and the information is reflected on the Task line.

When you have opened the Work Order Task Entry flyout and the number of available Tasks is large, you can filter the list by Task Code, Task Description, Task Type, or Duration.

1. Select the ellipsis button next to the Task or Task Description fields to open the Task secondary flyout window.
2. Choose the filter icon for the desired heading.
3. Set conditions. Only one condition is needed.
4. Select the Filter button.

A Task line can be deleted from multi-Task Work Orders if it has not been assigned or otherwise associated with other functions. If you have added a Task in error, you can remove it using the following instructions.

1. Go to the desired Work Order.
2. Select Edit on the WebTMA toolbar.
3. Choose the trash can button of the Task to be deleted.
4. Select Save on the WebTMA toolbar.

NOTE: A popup message at the upper right of the toolbar gives you the option to Click to Undo. Select the message if you deleted a line in error. The message does not remain visible for long. This is useful when you have a long list and intended to delete a different line. With this feature, you can avoid canceling the Edit process and starting over.

The Finish Date is the date work was concluded by a Technician. Other actions are often required after the job is finished, such as paperwork, before the Work Order can be closed.

When the Work Order has only one Task, use the Finish Date field in the General Information Section.

When you have a multi-Task Work Order and one Task must be completed before the next can be started, you can enter the date on the Work Order Task Entry flyout window from the Work Order / Identity Tab using the following instructions.

1. Go to the desired Work Order record.
2. Select Edit on the WebTMA toolbar.
3. Choose the pencil icon of the finished Task line.
4. Enter the date in the Finish Date field.
5. Select the Save button on the flyout.
6. Choose Save on the WebTMA toolbar.