Only a few fields are required to create a Repair Center record; however, you can complete a number of other fields to set the defaults on Work Orders created for this Repair Center. These defaults can always be changed on the Work Order, but establishing them in the Repair Center record helps streamline your processes. The following define the uses of some of these fields.
Code (Required)
This required field is used as a unique identifier for the Repair Center. The Code represents the Repair Center Code that is used throughout the system whenever the associated Repair Center is designated.
Examples: FM for Facility Management, IS for Information Services, CE for Clinical Engineering, Z1 for Zone One.
Name (Required)
The Name field represents the full name assigned to the Repair Center and helps you recognize the Code.
Time Type (Required)
This required field indicates the default Time Type for labor that is performed for Work Orders issued by this Repair Center. Select the Time Type you expect to use most often for the Repair Center.
Select from the list of available Time Types. This information is generated from entries in Organization > Lookups > Time Types. At least one Time Type must be established in Organization > Lookups prior to adding a Repair Center record.
The Time Type specified here is the default used by the system when adding labor to a Work Order; however, users can select a different Time Type when recording labor.
WO Type
The field designates the default Work Order Type for most Work Orders created for this Repair Center.
Select a Work Order Type. The list is generated from the data present in Organization > Lookups > Work Order Types. At least one Work Order Type must be established prior to adding a Repair Center record.
The Type specified here is the default when adding a new Work Order; however, users can always change it on the Work Order.
IMPORTANT: If you use the selected Repair Center with the Convert Request feature or the Auto Attendant module, a WO Type is required. If a WO Type is not present, WebTMA cannot automatically create a Work Order.
Priority
An entry in this field designates the default Priority for most Work Orders created for this Repair Center. It is an optional entry.
If desired, select a Priority. The items on the list are created in Organization > Lookups > Priorities. While this is the default when adding a new Work Order, users can always change it on the Work Order.
Check-In Task
The Check-In Task field on the Repair Center / Identity Tab applies when you add new Biomedical Equipment records. If the Repair Center record is configured to accommodate it, you have the option to create an inspection Work Order when a new Biomed Equipment record is added.
To invoke the option, all of the following requirements must be complete:
- Enter a Check-In Task on Repair Center records used for Biomed Equipment.
- Select a Priority and WO Type on the Repair Center record.
- Set a Default Trade for the Check-In Task in Organization > Task > Record. This applies if Admin > Client Info / Preference is set to force a trade.
- Select a Preferred Repair Center on the Biomed / Repair Centers Tab when you create the new Biomed Equipment record.
Once the requirements are in place, a prompt to "create an inspection work order?" displays when you create a new Biomed record and select Save on the WebTMA toolbar. NOTE: This only happens once — the first time you save the record.
When you select OK, WebTMA returns a message displaying the new Work Order number.
Fields on the Check-In Work Orders default to the following:
- Requestor equals the name of the logged in user
- Phone and Email are also those of the logged in user.
- Account number is the account assigned to the new Biomed Equipment record.
The Work Order defaults to chargeable if the Repair Center Preference Most WO Chargeable is checked; however, if the new record does not have an Account #, the Work Order is deemed non-chargeable.
If the Repair Center Preference Most WO Chargeable is not checked, the default Work Order is non-chargeable.
Ticket Task
If you use the optional IT Module, the Ticket Task field applies to the related Ticket Work Order window. Use the field to specify a common Task that is applied to all Ticket Work Orders for this Repair Center.
WO Prefix (Required)
The WO Prefix field is required and is the prefix for the Work Order number on all Work Orders generated for the Repair Center.
When setting the prefix, use something that is easily recognized by the Technicians as their Repair Center. The same characters used in the Repair Center code can also be used as the prefix.
Counter (Required)
The value you enter in the Counter field determines the starting Work Order number. It is also a required field.
Since this is a counter, the number cannot be changed to a value lower than the current value. As Work Orders are generated for the Repair Center, this field reflects the last Work Order number assigned.
Make the counter long enough to handle the number of Work Orders generated — including PM Work Orders. You can start the Counter with the number 1. You can also incorporate the fiscal or calendar year into the Work Order counter. If you do this, be certain to set reminders and designate someone to modify the counter at the beginning or end of each fiscal or calendar year. This is not done automatically by the system.
For Example: Assume you expect to generate between 8,000 and 12,000 Work Orders in the year 2022 (fiscal or calendar). To allow space for the maximum number of Work Orders, five digits must be reserved so as not to affect the fiscal year identifier. Therefore, the value for the counter would be 202200000. When, at the end of the year, you have generated 10,895 Work Orders, your current counter would read 202210895. At the beginning of the year 2023, modify the record to reset the counter to 202300000. This is a value greater than the existing value of the counter.
Not Located Count
For each maintenance-worthy item, WebTMA can maintain a total of the number of times a Work Order for the item is marked Not Located. This is an optional process and is invoked only when this Not Located Count field is populated.
If the number on the Work Order reaches the limit you enter here in the Not Located Count field, the item is automatically marked as Inactive.
If the Not Located Count field is empty, this feature is not applied.
Go Live Date
Use the Go Live Date field to add an effective date for Make/Model PMs when you add a new Repair Center. This is useful when you set up a new Repair Center in advance of using it, for example when you add a new Repair Center to accommodate a new department or location. A date in this field prevents PMs from being generated before they are needed.
The date is only used when Make/Model creates new PM schedules. It will not be used or impact manual entries or existing schedules.
The date selected in this field prevents PMs from being generated until after the Go Live Date. For example, if you have a monthly PM on an item and the Go Live Date is 8/1, rather than setting the PM next date to the current date when the record is created, the PM date is pushed to 8/1 to align with the Go Live Date. This also applies to Make/Model Equipment PMs that takes the Go Live Date into consideration when calculating the next PM date.