PM_WO_310 Components v41 PM Components PM_WO_310

PM_WO_310 Components v4 1

PM ComponentsPM_WO_310


Course ContentCourse Content

• Introduction

• Unit 1- Components Process

• Unit 2 – Editing Components

• Unit 3 – Documents and Approvals

• Course Summary


Learning ObjectivesLearning Objectives

• Upon completing this course, participants will be able to:

Understand the PM components process through the work order

Enter requests for materials on the components tab to generate through the work order

Enter requests for services on the components tab through the work order

Change components on work order

Cancel components on work order

Attach documents to a work order


Prerequisites and RolesPrerequisites and Roles

•Prerequisites

PM_UK_100 Plant Maintenance IRIS Awareness & Navigation

PM_WO_300 Work Orders

•Roles

PM Users


Unit 1Unit 1

ComponentsProcess


Unit 1- Components Process Unit 1- Components Process

• Maintenance Process

• Components Process

• Stock, Non-Stock, and Non-File materials

• Enter Requisitions for Materials/Services

• Find Vendors


Materials and InventoryMaterials and Inventory

• Materials Management Inventory will be replacing Stores Inventory Systems

• On-shelf inventory will be minimized

• Moving toward “just –in-time” inventory (parts will be requisitioned daily)

• Moving away from ProCard being used for materials; instead, contracts will be set up


Materials and InventoryMaterials and Inventory

• There will be stock, non-stock, and non-file materials

• Materials may be planned (used on a routine basis) and unplanned

• Stock and non-stock will be identified by 6-digit numbers in IRIS


Components ProcessComponents Process

• Components can be selected in several ways:

A search may be performed to find the part number

In the future, the Bill of Material (BOM) may be used to suggest part numbers, if it has been entered for the building, room, or equipment to be maintained

In the future, if the BOM has been created, include the Task List on an order also will include any materials on that Task List


Planned MaterialsPlanned Materials

• Planned stock materials result in a Reservation being created in the Storeroom

• Planned non-stock materials/services result in a Purchase Requisition being created

• Planned text items are instructions/comments about the materials required for a work order, such as a note to bring a ladder or supplies


Unplanned MaterialsUnplanned Materials

• Unplanned stock materials may be issued directly to a work order

• Storeroom MM Techs will issue the materials and charge it to the work order number

• The name of the person receiving the materials is recorded


Search for ComponentsSearch for Components

• By Description

The description is often used to search for maintenance orders

Asterisks can be used as “wildcards” in a search, to let you search using partial information

Examples: *bearing* will find all materials with “bearing” in the

description

*filter*16* will find all materials with “filter” and “16” in the description, such as Filter, Air, 16X20X1



• By Bill of Materials (BOM) – Future Use

BOMs are parts lists that may be created for any Building, Floor, Room, or Equipment

BOMs list the parts frequently used to maintain that item

Parts may be directly selected from the BOM

BOMs can help plan work orders quickly



• By Task List (Future Use)

Task Lists are maintenance procedures which include parts and labor

These may be created for any Building, Floor, Room, or Equipment

Including a Task List on an order will also include any materials on that Task List


Stock & Non-Stock MaterialsStock & Non-Stock Materials

• Stock Materials

Parts which have IRIS material numbers and are kept in Central Stores

• Non-stock Materials

Parts which are used less frequently, have IRIS material numbers, and are ordered as needed


Enter ComponentsEnter Components

Type the Type the Order number Order number

and Press and Press EnterEnter


Enter ComponentsEnter Components

Click on the Click on the Components Components

TabTab


Enter Components – Stock/Non-StockEnter Components – Stock/Non-Stock

Click on the Click on the Possible Possible

Entries icon Entries icon to searchto search

The Material The Material Search box Search box will openwill open


Click on the Click on the Tab List iconTab List icon


Several search Several search tabs may be tabs may be

useful for useful for finding the finding the componentcomponent


Enter the Enter the description description

or part of the or part of the descriptiondescription

Click on the Click on the Continue Continue

iconicon




Double-click Double-click on the on the needed needed materialmaterial


Enter the Enter the quantity quantity requiredrequired



For both Stock and Non-Stock For both Stock and Non-Stock items, the UM (Unit of items, the UM (Unit of Measure), IC (Item Category), Measure), IC (Item Category), and SLoc (Storage Location) and SLoc (Storage Location) will defaultwill default



When you have When you have finished adding finished adding

Components, click on Components, click on the Save iconthe Save icon



Non-File MaterialsNon-File Materials

• Non-File Materials

Parts which are used less frequently, do NOT have IRIS material numbers, and are ordered as needed


Enter Components – Non-FileEnter Components – Non-File

Click in the Click in the Description field Description field

and enter a and enter a description of description of the needed the needed

materialmaterial


Enter the quantity of components, Enter the quantity of components, unit of measurement, and the item unit of measurement, and the item category (N for Non-stock). The category (N for Non-stock). The SLoc (storage location) for the SLoc (storage location) for the delivery will default to Central delivery will default to Central StoresStores



Press Enter or Press Enter or click on the click on the

Continue iconContinue icon



When the boxes When the boxes appear, click on the appear, click on the Continue icon in the Continue icon in the first box to close itfirst box to close it



• Requirement Quantity – defaults from what was entered on the Components tab

• Price – estimate of the cost

• Material Group – PM000001 for PM Non-Material Master Material, PM000002 for PM Non-Material Master Service



• For Services – Enter PM000002 in the Material Group field



• Purchasing Group – will default to 000/UK00 (000 = Work Order / UK00 = Purchasing



• Goods Recipient – who receives the goods

• Requisitioner – who is requesting

• Unloading Point – where goods are delivered

• Vendor Material Number – plus additional description of the material (model, size, color, etc.)



Click in the Vendor Click in the Vendor field, then click on the field, then click on the Possible Entries iconPossible Entries icon

Find Vendors – Non-FileFind Vendors – Non-File


Click on the Click on the Tab List icon Tab List icon in the upper-in the upper-right cornerright corner



Click on UK Click on UK Vendor Vendor SearchSearch



Enter the name or Enter the name or part of the name for part of the name for the Vendorthe Vendor

You can use You can use wildcards (*) in your wildcards (*) in your searchsearch

Click on the Click on the Continue iconContinue icon



Double-click on Double-click on the Vendor’s the Vendor’s namename




Click on the Click on the Continue iconContinue icon


Vendor Master DataVendor Master Data

• A vendor master data is maintained in the IRIS system

• If a desired vendor is not found in the database the department should do the following:

Download the UK Vendor Form located at http://www.uky.edu/Purchasing/vendapp102606.pdf or from UK’s forms page

Submit to desired vendor for completion

Fax or mail the completed form to Purchasing

• Once this form is received, Purchasing will create the vendor information in IRIS


Non-File Components Non-File Components

If you accidentally close If you accidentally close the Non-File component the Non-File component detail box before you detail box before you entered all the necessary entered all the necessary information, click on the information, click on the Select icon to the left of Select icon to the left of the componentthe component



Click on the Purchasing Click on the Purchasing buttonbutton



You can enter the You can enter the missing detailsmissing details



When you are When you are finished, click on the finished, click on the Back icon to return Back icon to return to the Components to the Components tabtab


SummarySummary

• Maintenance Process

• Components Process

• Stock, Non-Stock, and Non-File materials

• Enter Requests/Requisitions for Materials/Services

• Find Vendors


Unit 2Unit 2

EditingComponents


Unit 2- Editing Components Unit 2- Editing Components

• Change requests/requisitions for materials/services

• Cancel requests/requisitions for materials/services


•To Change a component:

Pull up the work order

Go to the Components Tab

Change ComponentsChange Components



Notice that the Stock and Notice that the Stock and Non-stock components are Non-stock components are grayed-out which means grayed-out which means they cannot be changed by they cannot be changed by selecting a new selecting a new component; you can component; you can change the quantity and change the quantity and Unit of Measure.Unit of Measure.



For the Non-File For the Non-File Component, you can Component, you can change any of the change any of the informationinformation



To change the To change the description of a Stock or description of a Stock or Non-Stock component, Non-Stock component, click on the Select icon to click on the Select icon to the left of the componentthe left of the component



At the bottom of the At the bottom of the screen, click on the screen, click on the Delete Row iconDelete Row icon

When the Confirm. When the Confirm. box appears, click box appears, click on Yeson Yes



To add the new To add the new component, click on component, click on the Possible Entries the Possible Entries icon to search for iticon to search for it

The Material The Material Search box Search box will openwill open


Enter the Enter the description description

or part of the or part of the descriptiondescription

Click on the Click on the Continue Continue

iconicon




When the list When the list appears, appears, double-click double-click on the itemon the item



Press Enter and the new Press Enter and the new component will be addedcomponent will be added


•To cancel a component:

Pull up the work order

Go to the Components Tab

Cancel ComponentsCancel Components



To cancel a To cancel a component, click on component, click on the Select icon to the the Select icon to the left of the left of the componentcomponent



At the bottom of the At the bottom of the screen, click on the screen, click on the Delete Row iconDelete Row icon

When the Confirm. When the Confirm. box appears, click box appears, click on Yeson Yes


SummarySummary

• Change requests/requisitions for materials/services

• Cancel requests/requisitions for materials/services


Unit 3Unit 3

DocumentsAnd Approvals


Unit 3- Documents and Approvals Unit 3- Documents and Approvals

• Entering item long text

• Attaching supporting documents

• Release approvals


Enter Item Long TextEnter Item Long Text

Comments about Comments about the Line Item can the Line Item can be entered in the be entered in the Long Text area, Long Text area, which will print which will print on the purchase on the purchase orderorder

Click on the Click on the Create Text Create Text iconicon



Enter detailed Enter detailed information about information about the line item in the line item in this field. This this field. This can be used for can be used for all Material all Material Management Management numbers & for numbers & for Non-File itemsNon-File items

Word documents Word documents can be directly can be directly cut and pasted cut and pasted to this sectionto this section



Click on the Back Click on the Back icon to close the icon to close the Long Text Long Text windowwindow


Attaching Supporting DocumentsAttaching Supporting Documents

• Supporting Documents can include:

Certificates of insurance

Drawings

Warranties

Quotes



To attach a document, To attach a document, click on the Services click on the Services for Objects iconfor Objects icon



Click on the Select Click on the Select icon to the left of icon to the left of Maintenance OrderMaintenance Order

Click on the Click on the Enter iconEnter icon



Follow the menu Follow the menu and click on Create and click on Create Attachment to Attachment to immediately create immediately create the attachmentthe attachment



In the Look In: In the Look In: field, find the field, find the document folder document folder on your on your computercomputer

Double-click on Double-click on the file name and the file name and the file will be the file will be attached attached immediately to immediately to the work orderthe work order



To view the To view the attachment, click on attachment, click on the Services for the Services for Objects iconObjects icon



Click on the Select Click on the Select icon to the left of icon to the left of Maintenance OrderMaintenance Order

Click on the Click on the Enter iconEnter icon



Click on Attachment Click on Attachment ListList

Note: When the Note: When the Attachment List is in Attachment List is in BOLD, a document is BOLD, a document is attachedattached



Double-click on Double-click on the attachment the attachment to open itto open it



Click on Click on the Close the Close icon to icon to close the close the documentdocument


Release ApprovalsRelease Approvals

• Needed for over $10,000 per line item

Follows normal approval process through the business officer


SummarySummary

• Entering item long text

• Attaching supporting documents

• Release approvals


Course SummaryCourse Summary

• Understand the PM components process through the work order

• Enter requests for materials through the work order

• Enter requests for services through the work order

• Change components on work order

• Cancel components on work order

• Attach documents to a work order