Work Elements - WebTMA 5

Path: Transactions > Capital Planning > Work Elements

Work Elements can be classified by a wide variety of Work Element Types. The most common being Deferred Maintenance, Facility Improvements, Cyclic Renewal Items, Capital Construction Items, and Studies. Several of these types are mandated by requirements that are hard wired in the what-if scenario worksheets provided.

Work Elements can be derived from a variety of sources. For example, Work Elements can come from Condition Audits or Assessments, can be derived from walk-through inspections of buildings, can come from studies that have been commissioned, from planning for future mission requirements, code enforcement, or regulatory changes.

Once Work Elements are recorded, detailed Cost Estimates can be performed against them.

Photos and other external documents can be attached to visually illustrate damage or work to be done. Work Elements must be classified by UniFormat™ so that Cost Estimates will roll up to various building systems and sub-systems. Data can also be imported into the Work Element table from audits performed by third-party vendors or from existing external databases.

An ECM (Energy Conservation Measure) can be attached to any Work Element to detail the energy savings in dollars and energy units. Also the COI (the Cost of Inaction) can be recorded, which details the cost each year that the Work Element is not completed.

Deferment Queue (WO Action Menu)

Path: Transactions > Work Order > Records

If a standard Work Order has been added to the system and the work requested is more extensive than expected, you may not have the funds to complete it from your current operating budget. In this case, it can be added to the Capital Planning Browse query.

To do this, go to the Transactions > Work Order window and click the Add to Deferment Queue link on the Action Menu.

Work Element Convert to Request (Action Menu)

When low level items are valid but do not warrant Capital funding, click the Convert To Request link on the Work Elements Action Menu as an easy way to transfer the existing information to create a standard WebTMA Request.

Once converted, the record is locked — similar to the way a standard Request cannot be edited once it is converted to a Work Order.

This is similar to using the Create Request button on the Capital Planning Browse / Audit Tab.

Work Elements Identity Tab

Path: Transactions > Capital Planning > Work Elements / Identity Tab

The Work Elements / Identity Tab displays the fields for adding a Work Element record. Information that uniquely describes this Work Element is contained in this record. Once the record is added, detailed information that is pertinent to the work element is available at a glance.

Only a few fields are required when adding a new Work Element, but the remaining fields provide beneficial information and should be populated whenever possible. In addition, some of the elective fields are mandatory for work flow requirements.

How to Add Work Elements

Path: Transactions > Capital Planning > Work Elements / Identity Tab

  1. Click Add on the WebTMA toolbar.
  2. Enter a Title for the Work Element.
  3. Select a Capital Setup record this WE belongs to – can be defaulted.
  4. Select the WE Type.
  5. Select a location and item.
  6. Select a Justification and Priority.
  7. Select the appropriate UniFormat™ code.
  8. Accept or change the Date and Base Cost Date.
  9. Enter a Scheduled Date to show when the work is expected to start.
  10. Click Save on the WebTMA toolbar.

Note: Default values can be set up on each User’s record from Admin > User Management > Records / Defaults Tab. The Date field represents the current date, i.e., when the record was created.

To use Work Elements effectively it is necessary to use the other Tabs on the Work Elements window to create Cost Estimates, link an ECM (Energy Conservation Measure) record if appropriate, track schedule date changes, add notes, link related UniFormat™ levels if required, document any Regulations or Code requirements, create parent-child relationships between related Work Elements where appropriate, etc.

The fields mentioned in this topic only include the default required fields. The next topic, Work Elements Elective Fields, defines the other fields.

Work Elements Elective Fields

Path: Transactions > Capital Planning > Work Elements > Identity Tab

Active – Checked (made Active) by default on new records. When check box is clear, i.e., the record is made inactive, the work element is not used in calculations or reports.

Closed – Enter the date the Work Element is closed. Records marked as Closed do not affect FCI scores. If a Work Element is associated with a TMA Project, the Work Element’s Closed date is updated automatically when the Closed date is populated on the Project record. See Work Elements and Groups on page 24 for restrictions when the WE is part of a Group.

Deficiency – A free-form text field located on the Deficiency Subtab. Used to describe the work or the deficiency in detail.

Department – The Department that requested the work, if applicable.

Funded – When the work element is linked to a WebTMA Project, check this box to indicate funding is available.

Funding Source – Reflects the funding source selected from Accounting > Capital Funding > Funding Sources.

Reference # – This is a free-form field that can be used for reference purposes. For example to an external system.

Risk Level – Read only. When you generate a Risk Score, the associated level populates this field automatically.

Risk Score – Click the icon adjacent to this field to select criteria to calculate the score. The icon opens the Work Element Risk popup and allows you to select risk levels for the specific work element. The range for the Risk Formula is established from the Capital Setups window. You can select any formulas designated for Work Elements from this Risk dialog. The formulas are created using Lookups > Risk Factor Formula.

Select (Location) – Selection menu with options for the following: Building, Floor or Area.

Select Item – Selection menu with options for the following: Equipment, Asset, Entity, Biomed or Master Item (Cyclic Renewal Mater Item).

Status – Select the current Status from either the popup or by typing the desired value. Note: The Lookups > Status in WebTMA has a check box that allows you to create specific status records for the Capital Planning module.

UniFormat: A lookup value used to classify the work element in order that cost estimates can roll up to various Building Systems and to provide a standard way of reporting on building components. You can enter UniFormat Element fields in a valid level 2, 3, or 4 without providing the parent level. Once a UniFormat level is selected, the parent record automatically populates. If you select a Level 1 (or 2, or 3), the subsequent fields are filtered by the parent selection.

WE Subtype – Optional sub-classification derived from the Transactions > CPPM Lookups > Work Element Types window.

Work Element # – Read only, an automatically assigned number.

Work Elements Additional Info Subtabs

Path: Transactions > Capital Planning > Work Elements / Identity Tab–Additional Info (1) Subtab

Click the Additional Info Subtabs to view assorted information about the Work Element. 

Appropriation – Used by government agencies that have Appropriation Committees to determine the disbursements of funds for expenditures. If you don’t have appropriation committees you can use Text Management to change the label so this field can be used for something more appropriate to your organization.

Area Type – If the work element relates to an area, this field shows the Area # and description. Data comes from the Area table in WebTMA. Popup window is available to select the area.

Assessor – The Assessor is the auditor or inspector who created the Work Element, usually from a Condition Assessment Audit.

Contractor – The Contractor that is assigned responsibility to perform this work.

Design Date – The date any design work on this work element was completed.

Start Date – Enter the date on which work was started.

Study Date – Enter the date any Study related to this Work Element was completed.


H2O Conservation – If water savings will be realized from work being done, check this box. We recommend creating an ECM record to detail energy saving.

Preservation – This check box usually indicates work is related to historic preservation.

ADA – A mark in this check box indicates work is being done to comply with American Disabilities Act requirements.

Environmental – Mark this check box to indicate work is related to environmental efforts at your facility.

Energy Savings – This check box indicates there are energy savings as a result of work being performed. WebTMA recommends creating an ECM record to detail energy savings.

Other – Using Text Management, this check box label or any field labels shown above can be modified to customize Capital Planning to better meet your needs.

Path: Transactions > Capital Planning > Work Elements / Identity Tab–Additional Info (2) Subtab

Client Request – Use this check box to indicate that the work was requested by a department or client within your organization as opposed to something that came from a condition assessment.

Parent # – If this work element has a parent work element and you want to create a relationship between that parent record and this child work element, enter that parent work element number in this field. The number entered is validated against the database.

Project Date – (Read Only) When the record is converted to a Project in WebTMA, this field reflects the Project Date related to this work element.

Project Ref # – (Read Only) A reference number specific to the WebTMA project and your organization. This does not relate to the WebTMA tables.

Project Title – (Read Only) When the record is converted to a Project in WebTMA, this field reflects the name of the Project related to this work element.

Req. Priority – Free text. Can be used to set any priority that references, for example, an external system. This field is not used in any calculations or sorts. The validated work element priority is the Priority field on the Work Elements / Identity Tab.

Source – A work element can be derived from many sources. These sources should be formally set up in Transactions > CPPM Lookups > Sources. Examples: Audit, Inspection, Physical Walk-Through, Study, etc.

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