Work Order Identity Tab - WebTMA 5

Path: Transactions > Work Order > Records / Identity Tab

The Work Order / Identity Tab displays the fields used to create a work order. Information on this window includes what work needs to be done, where the work is performed, when the work must be done, who requested the work, and who pays for the work.

If the task relates to a contract, the Contractor name is displayed on the task line of the Identity Tab. If the work is related to a project, the Identity–Project Subtab reflects details about the project.

Work Order window Subtabs are used to supply additional information. The Tasks Subtab is the default view and shows the task line items.

Instructions on how to create a work order are found in How to Create Item-Related Work Orders and How to Create Space-Related Work Orders.

Required fields must be completed to create a work order record. However, many elective fields provide useful information. If the required fields in your version of WebTMA are different from the defaults shown in this document, your WebTMA System Administrator has changed the requirements for your organization.

All Tabs are visible on the Work Order window in Add mode. However, some are disabled or cannot be selected until the required fields on the Identity Tab are completed and the record is saved.

How to Create Space-Related Work Orders

Path: Transactions > Work Order > Records / Identity Tab

When the item selection field displays a location, the system identifies the work order as space- or area-related. 

Use the Tab Key to move from one field to another. The tabbing order of windows is down the first column and then the second. Most of the required fields are in the first column. To create a space-related work order:

1. Open the Work Order window.
2. Click Add on the WebTMA toolbar.
3. Click the Select Location down arrow in the first field.
4. Select the appropriate level (Facility, Building, etc.).
5. Select the desired code, i.e., click the down arrow in the adjacent field to open a selection list of codes. You can type the first few characters to filter the list of codes. If you want to see a full selection list window, click the Selection  button.
6. Tab to the color-highlighted fields with red labels and enter data.
7. Complete as many elective fields as possible.
8. Add a Task. 
9. Click Save on the WebTMA toolbar to save the record.

When charges are posted, labor and other costs associated with space-related work orders are rolled to the area, building, facility or higher level records associated with the work order.

How to Create Item-Related Work Orders

Path: Transactions > Work Order > Records / Identity Tab

When you select an item number, the system populates fields associated with the item such as the location.

If the item is not currently in its assigned location, you can select or type a different location. This tells the technician where to find the item currently. It does not change the item record itself. This is useful for equipment items that are used in several areas of the facility but have a fixed location recorded on the equipment record.

The tabbing order of windows is down the first column and then down the second. Most of the required fields are in the first column.

1. Open the Work Order window.
2. Click Add on the WebTMA toolbar.
3. Click the Select Item down arrow. If you click the ellipsis  button, the Equipment selection window is unique. 
4. Select the appropriate item, i.e., click the down arrow in the adjacent field to open a selection list of codes such as Equipment, Asset, Entity, etc.
5. (Optional) Change the location if the item is not currently in its usual place.
6. Complete the work order required fields.
7. Complete as many elective fields as possible.
8. Add a Task.
9. Click Save on the WebTMA toolbar to save the record.

When work orders are created for a particular item, costs and other information are rolled to the record for that item.

NOTE:  To maintain the PM status of auto-generated PM work orders, do not change the item on these work orders. WebTMA alerts you if you attempt to save such changes with a message saying, "Changing work order type, item, or task code will disconnect from the PM Schedule and affect reports. Do you wish to proceed?" 'Yes' clears the PM information from the work order. 'No' discards changes.

How to Edit an Existing Work Order

Path: Transactions > Work Order > Records / Identity Tab

A work order can be edited to add or change data. Use these instructions to update a task line for example.

1. Open the Work Order window.
2. Locate the record using Search on the WebTMA toolbar.
3. Click Edit on the WebTMA toolbar.
4. Make the needed changes.
5. Click Save on the WebTMA toolbar to save the record.

How to Close Work Orders

Path: Transactions > Work Order > Records / Identity Tab

When all the physical work, related paperwork, and any other requirements are finished, you can mark the work order as complete.

1. Locate the work order record.
2. Click Edit on the toolbar.
3. Enter a date is in the Completion Date field.
4. Click Save on the toolbar.

The Status field will read 'Completed.' If the completion date is deleted, the designated status reverts to the previous status.

The word 'Closed' is displayed at the lower right of the Identity Tab.

Depending on the choices made by your WebTMA System Administrator, a query may pop up when you make an entry in the Completion Date field to ask if you wish to include a task sheet. If you click OK, the task sheet is included in the technician's report on corrective action taken on the Results Tab. This occurs before you save the record. You can click the Results Tab and review the list to be sure all critical or important actions have been performed before officially closing the work order.

The same prompt offers this option when you add a completion date on the Add Task popup window. This opens when you add or edit a task on the Work Order / Identity Tab.