Todo Sobre WORK Order Ellipse

Work Orders - 3620

Document ID: 228604

Ellipse Version 6.3.3

Nota adhesiva

Manual completo de Work Orders

Copyright 2009 by Mincom®. All rights reserved.

This document is copyright and may contain proprietary information. Except as expressly permitted under relevant copyright law, neither this document, nor any portion of it may be reproduced in any manner (digital or otherwise), used as a basis to create derivative works, or translated into another language without Mincom’s express written consent.

Other named products may be registered trademarks of their respective owners.

The information contained in this document is subject to change without notice.

Published in Australia - 20/11/2009, 13:12.

© 2009 Mincom

Contents i

Contents

Work Orders 5 Further Information - Module Overview.......................................................................................... 8 Work Orders - Diagram ................................................................................................................ 11 Configuring Work Orders ............................................................................................................. 11

Configuring Work Orders - Diagram .................................................................................. 13 Configure System Control File ........................................................................................... 13 Configure District Control File ............................................................................................ 14 Work Order Prefixes .......................................................................................................... 14 Create Work Order Prefixes ............................................................................................... 15 Maintain Table Files ........................................................................................................... 16

Maintaining Work Orders ............................................................................................................. 17 Maintaining Work Orders - Diagram .................................................................................. 19 Work Orders - MSO Programs ........................................................................................... 20 Create a Work Order .......................................................................................................... 20 Record Materials Requirements for a Work Order ............................................................ 22 Record Equipment Requirements for a Work Order .......................................................... 24 Record Resource Requirements for a Work Order ............................................................ 25 Assign a Work Order .......................................................................................................... 27 View My Work Orders ........................................................................................................ 27 View Work Orders for Work Group .................................................................................... 28 View Work Notices ............................................................................................................. 28 Schedule Work Order ........................................................................................................ 29 Reschedule Single or Multiple Work Orders ...................................................................... 30 Create Requisition Header ................................................................................................. 32 Create a Requisition for Header Requirements ................................................................. 33 Record User Status ............................................................................................................ 34 Record Work in Progress for a Work Order ....................................................................... 35 Update Work Order Durations ........................................................................................... 35 Update Work Order Cost Estimates................................................................................... 36 Create a Work Order from a Standard Job ........................................................................ 38 Copy a Work Order from an Existing Work Order ............................................................. 40 Work Orders - Defer a Work Order .................................................................................... 41 Complete a Work Order ..................................................................................................... 42 Cancel a Work Order ......................................................................................................... 42 Reopen a Work Order ........................................................................................................ 43 Finalise a Work Order ........................................................................................................ 44 Delete a Work Order .......................................................................................................... 45 Review Work Order Details ................................................................................................ 45 Review Work Order Requirements .................................................................................... 47 Bulk Closure of Work Orders ............................................................................................. 48 Work Order Bulk Update .................................................................................................... 49 Work Order Bulk Labour Costing ....................................................................................... 49

Maintaining Tolerances ................................................................................................................ 50 Apply Tolerance Values ..................................................................................................... 51

Maintaining Work Order Tasks ..................................................................................................... 53 Maintaining Work Order Tasks - Diagram ......................................................................... 55 Create a Work Order Task ................................................................................................. 55 Record Job Instructions on a Task .................................................................................... 56 Record Material Requirements for a Task ......................................................................... 56 Record Equipment Requirements for a Task ..................................................................... 58 Record Resource Requirements for a Task ...................................................................... 60 Record APLs and Clear Task APL Type ........................................................................... 62 Assign a Work Order Task ................................................................................................. 63 Schedule a Work Order Task ............................................................................................. 63 Reschedule a Work Order Task ......................................................................................... 64

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ii Contents

Create a Requisition .......................................................................................................... 65 Create a Requisition for Task Requirements ..................................................................... 66 Modify Work Order Task and Cancel Task Update ........................................................... 67 Record Work in Progress for a Task .................................................................................. 68 Complete a Work Order Task ............................................................................................ 68 Cancel a Work Order Task ................................................................................................ 70 Reopen a Work Order Task ............................................................................................... 71 Delete a Work Order Task ................................................................................................. 71 Review Work Order Task Details ....................................................................................... 72 Review Work Order Task Requirements and APLs ........................................................... 72

Maintaining Task Assignments .................................................................................................... 73 Create New Task Assignment ........................................................................................... 73 Review, Maintain and Delete Task Assignments ............................................................... 74

Printing Job Cards ........................................................................................................................ 76 Print Job Card for Work Order Headers ............................................................................ 77 Print Job Card for Work Order Task .................................................................................. 78

Maintaining Parent Work Orders .................................................................................................. 78 Maintaining Parent Work Orders - Diagram ....................................................................... 80 Create Parent Work Order ................................................................................................. 80 Create a Parent Work Order from a Parent Standard Job ................................................ 81 Create a Parent Work Order and Subordinate Work Orders from a Standard Job Plan or Parent Standard Job .......................................................................................................... 82 Create a Parent Work Order from an Existing Parent Work Order .................................... 83 Modify Parent Work Order ................................................................................................. 83 Delete Parent Work Order ................................................................................................. 84 Review all Details of a Parent Work Order ........................................................................ 84

Maintaining Incident Logsheets .................................................................................................... 85 Maintaining Incident Logsheets - Diagram ........................................................................ 86 Create Incident Logsheet Entries....................................................................................... 87 Modify Incident Logsheet Entries ....................................................................................... 87 Review Incident Logsheet Entries ..................................................................................... 88 Delete Incident Logsheet Entries ....................................................................................... 88 Auto Create Incident Work Order....................................................................................... 89

Viewing Links to Work Orders ...................................................................................................... 90 Viewing Links to Work Orders - Diagram ........................................................................... 91 Review Accounting Entries Linked to a Work Order .......................................................... 91 Review Requisitions Linked to a Work Order .................................................................... 92 Review Equipment Tracing Actions Linked to a Work Order ............................................. 92 Review Condition Monitoring Linked to a Work Order ....................................................... 93 Review Job Estimates Linked to a Work Order ................................................................. 93 Review Job Packages Linked to a Work Order ................................................................. 94 Review Documents Linked to a Work Order ...................................................................... 94

Work Orders - Reports ................................................................................................................. 96 MSA620 - Work Order Analysis Report ............................................................................. 97 MSA621 - Work Order Job Card ......................................................................................103 MSA622 - Work Order Requirements Report ..................................................................105 MSA710 - Missed Schedule Maintenance Report ...........................................................107 MSAEFF - Maintenance Effectiveness and Efficiency Report .........................................110 MSAMTF - Mean Time Between Failure .........................................................................118 MSAMTR - Mean Time to Repair .....................................................................................123 MSAXWO - Work Order Analysis Summary ....................................................................128 MSB622 - Work Order Cost Reallocation ........................................................................130 MSB623 - Work Order Automatic Finalisation .................................................................131 MSB624 - Update W/O Status for Available Material ......................................................133 MSB627 - Work Order Generation for Type Defects .......................................................134 MSB628 - Reset Tasks Plan Start Dates .........................................................................136 MSR620 - Work Order Analysis Report ...........................................................................137 MSR621 - Work Order Task - Job Card ..........................................................................139 MSR623 - Archive Work Selection...................................................................................140 MSR626 - Work Order Backlog Report ...........................................................................141 MSRXWJ - XML Work Order Job Card Report ................................................................142

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Contents iii

Work Orders - Screens 143 Dialog Box - Bulk Closure Work Orders .....................................................................................145 Dialog Box - Bulk Reschedule Work Orders ..............................................................................146 Dialog Box - Cancel Work Order ................................................................................................147 Dialog Box - Cancel WO Task ...................................................................................................148 Dialog Box - Change Status .......................................................................................................149 Dialog Box - Complete Work Order ............................................................................................150 Dialog Box - Complete WO Task ...............................................................................................152 Dialog Box - Copy from Existing Work Order .............................................................................153 Dialog Box - Copy from Parent Standard Job ............................................................................154 Dialog Box - Copy from Parent Work Order ...............................................................................155 Dialog Box - Copy from Standard Job ........................................................................................156 Dialog Box - Copy Text to Work Order .......................................................................................157 Dialog Box - Defer Work Order ..................................................................................................158 Dialog Box - Finalise Work Order or Subsystem .......................................................................159 Dialog Box - Finish Assignment .................................................................................................160 Dialog Box - Job Instructions .....................................................................................................161 Dialog Box - Modify User Status ................................................................................................162 Dialog Box - New Requisition .....................................................................................................163 Dialog Box - Options (MSQ620) .................................................................................................164 Dialog Box - Print GIS Map ........................................................................................................168 Dialog Box - Print Work Order Job Cards ..................................................................................170 Dialog Box - Record Work in Progress ......................................................................................171 Dialog Box - Requirements (Work Orders) ................................................................................172 Dialog Box - Reschedule ............................................................................................................181 Dialog Box - Reschedule Tasks .................................................................................................182 Dialog Box - Reschedule Work Orders ......................................................................................183 Dialog Box - Select Material Requirements ...............................................................................184 Dialog Box - Select Material Requirements for a Task ..............................................................185 Dialog Box - Schedule Work ......................................................................................................186 Dialog Box - Schedule WO Task ................................................................................................189 Dialog Box - Start Assignment ...................................................................................................191 Dialog Box - Options (Tools » Options) ......................................................................................192 Dialog Box - Update Estimates ..................................................................................................198 Dialog Box - WO Task Assign To ...............................................................................................200 Dialog Box - Work Order Assign To ...........................................................................................201 Dialog Box - Work Order Durations ............................................................................................202 Dialog Box - Work Order Task ...................................................................................................204 MSE620 - My Work Orders ........................................................................................................211 MSE620 - Work Orders Search .................................................................................................212 MSM001A - Maintain System Control File .................................................................................218 MSM001C - Maintain Systems Control File (Cont.) ...................................................................221 MSM00AA - Modify Modules Installed .......................................................................................229 MSM00BA - District Control Information ....................................................................................230 MSM00EA - District Control Information - Maintain Work Order Prefix Information ..................238 MSM097A - Review Standard Text ............................................................................................240 MSM620A - Maintain Complete Work Order Information ..........................................................241 MSM621A - Review Work Order Information .............................................................................243 MSM621B - Additional Work Order Selection Parameters ........................................................247 MSM621D - Review Work Order - Summary .............................................................................249 MSM622A - Review Work Order - General Information .............................................................253 MSM622B - Review Work Order - Planning Information ...........................................................257 MSM622C - Review Work Order Code/Completion Information ...............................................262 MSM622D - Review Duration Information .................................................................................265 MSM624A - Review Work Order - Summary of Tasks ..............................................................266 MSM624B - Review Work Order Task Information ....................................................................267 MSM625A - Maintain Parent Work Order Information ...............................................................270 MSM625B - Parent Work Order .................................................................................................271 MSM626A - Review of Parent Work Orders ..............................................................................273 MSM626B - Review Parent Work Order Detail ..........................................................................274 MSM626C - Summary of Parent Work Orders ..........................................................................276

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MSM627A - Maintain Incident Logsheets ..................................................................................277 MSM627B - Create/Modify/Delete Incident Logsheet Entries ...................................................279 MSM628A - Review Work Order Materials Status .....................................................................282 MSM62AA - Modify Work Order - General Information .............................................................284 MSM62CB - Work Order Subsystem Finalization ......................................................................288 MSM62DA - Maintain Equipment Tracing for Work Order .........................................................290 MSM62EA - Modify Job Duration Information ............................................................................295 MSM62FA - Maintain Work Order Task Completion Information ..............................................297 MSM62FB - Complete Work Order Tasks .................................................................................298 MSM62GA - Print Selected Work Orders and/or Tasks .............................................................299 MSM62HA - Create Work Order from Standard Job .................................................................300 MSM62IA - Create Short-form Orders For Equipment ...............................................................303 MSM62JA - Create Short-form Work Orders for Plant ...............................................................305 MSM62KA - Delete Work Orders ...............................................................................................307 MSM62LA - Review Job Duration Information ...........................................................................309 MSM62MA - Review Work Order Tasks - for Work Group ........................................................311 MSM62NA - Bulk Work Order Update Selection .......................................................................313 MSM62NB - Additional Bulk Work Order Update Selection ......................................................316 MSM62NC - Maintain Bulk Work Order Code and Duration ......................................................318 MSM62PA - Create/Maintain Short-form Work Order ................................................................321 MSM62QA - Create/maintain Shortform Work Order ................................................................325 MSM62RA - Maintain Work Order Billing Information ................................................................331 MSM62SA - Review Work Order Billing Information ..................................................................336 MSM62TA - Create/Maintain Incident Work Order ....................................................................339 MSM62VA - Review Incident Logsheets ....................................................................................343 MSM62VB - Review Incident Logsheet Entries .........................................................................345 MSM62WA - Create/Maintain Shortform Work Order ................................................................347 MSM62XA - Create Work Orders from a Std Job Plan Parent Std Job .....................................354 MSM62YA - Create/Maintain Work Order For Equipment .........................................................358 MSM633A - Review Complete Maintenance History .................................................................363 MSM854A - Labour Costing Transaction Entry .........................................................................364 MSQ140 - Requisition ................................................................................................................368 MSQ345 - Condition Monitoring Set Measurements .................................................................384 MSQ580 - Document .................................................................................................................387 MSQ620 - Work Orders .............................................................................................................392 MSQ620 - Work Order Task ......................................................................................................411 MSQ625 - Parent Work Order ....................................................................................................419 MSQ629 - Notice ........................................................................................................................424 MSQ62C - Search for Task Assignments ..................................................................................431 MSQ62C - Create Task Assignments ........................................................................................433 MSQ650 - Equipment Tracing ....................................................................................................434 MSQ655 - Job Estimating ..........................................................................................................436 MSQ695 - Job Package .............................................................................................................453 MSQ901 - Accounting Entry .......................................................................................................460

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Work Orders - 3620 5

Work Orders The cost of building and maintaining assets is one of the biggest expenses for a business. It is nearly impossible for companies to monitor or control costs if they do not have an accurate way to record and track the work that is needed to keep assets in optimal working condition. Often the work required to build new assets or lengthen the life of existing assets requires complex jobs that rely on human and equipment resources as well as consumable materials all of which need planning and cost controls.

The Ellipse Work Order module is one of several modules that are integrated to provide for recording, tracking, and analysing work that is performed. While the Project Control module provides a tool for the management of large, complex capital projects from a primarily financial perspective, the Work Order module provides the means for defining individual jobs or small groups of jobs from a operational and maintenance perspective.

Work orders can cover any activity that may occur within an organisation. The work order provides a means of notifying a person, work group or crew about an activity. You can specify the:

• Requirements of the activity

• Schedule for the activity

• Progress of the activity

• Estimated and actual costs of the activity

Work areas that are most efficiently captured by the Work Order tool include:

• Preventative Maintenance - The ideal situation for maintenance organisations is to be able to maintain equipment on a regular, efficient cycle so as to minimise breakdowns, extend the life of assets, and ultimately increase productivity and/or revenue while effectively controlling costs. Scheduled Work Orders are used as the vehicle to alert maintenance personnel of the need for this preventative maintenance. Using Standard Job templates and Maintenance Scheduled Tasks to produce regularly scheduled Work Orders gives maintenance managers the ability to control the timing of maintenance and the resources used to perform the work.

• Breakdown Maintenance - Although Preventative Maintenance is a goal of many asset intensive organisations, this maintenance methodology is not always 100% effective nor is it always applied to equipment that is not considered critical. In these cases, Work Orders can also provide the means of recording the need for maintenance due to the imminent or actual breakdown of equipment. While some cases may allow for Work Order creation before the work is undertaken, often breakdown work may occur before a current Work Order can be created. This type of job including the work performed, part causing equipment failure, and costs associated with the repair can be recorded on a Work Order retrospectively so as to maintain a complete history of the equipment.

• Standing Work Orders - Frequent yet small jobs may be created as standalone Work Orders. These Work Orders can then be used to capture costs each time the job occurs. A cumulative cost of the job is then recorded against a single Work Order over a period of time. Training Work Orders are a common example of a standing Work Order. Each time an employee attends training, the hours attended can be recorded on the standing work order thereby summing the total training time invested over a period of time.

• Project Work Orders - When Work Orders are needed to manage work that belongs to a larger project, the Project identification code can be assigned to the Work Order for financial inclusion in

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6 Work Orders - 3620

the full Project accounting structure. Credit and debit transactions will automatically be booked to the linked Project when any costing entries are recorded on the Work Order.

• Warranty Work Orders - The Work Order module offers the ability to produce a warning if a Work Order is created for work on a piece of equipment that is currently under warranty. The Work Order application will check the Equipment Register to determine if the date of the Work Order is before the expiry date of the equipment's warranty. Providing this warranty warning helps to eliminate in-house work that can potentially void a manufacturers warranty.

Within a work order, an activity can be recorded as one or more tasks. The costing of Work Order activities can be recorded at the header level of the overall work order or against these individual work order tasks.

Work orders and parent work orders can be created by referencing existing documents such as work orders, parent orders, parent standard jobs, and standard job plans.

Glossary

These terms are in common use throughout this module:

• APL

• Equipment

• Job Estimate

• Job Package

• Parent Standard Job

• Parent Work Order

• Requirements

• Standard Job

• Standard Job Plan

• Task

Diagram

The Work Orders module diagram represents the processes associated with the Work Orders module and its integration with other modules.

Reports

Comprehensive reports and batch processes are available within Ellipse, which allow users to access additional information and perform batch update activities.

To see a description of these reports, refer to Work Order Reports.

Note: For information on how to generate a batch job or report, refer to Reporting.

See Also: • Job Estimates

• Job Packaging

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• Project Control

• Work Requests

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Further Information - Module Overview Ellipse provide three modules to identify and control jobs. These are:

• Project Control module, defining a large hierarchically arranged series of jobs and tasks, and utilising critical path analysis and other monitoring techniques to assist in the control of the job during its life. Costs can be collected at each level of the hierarchy.

• Work Order module, defining an individual job, which can be related directly (not hierarchically) to other work orders or to projects. Ellipse assumes that operational or maintenance personnel will control the execution of the job with little monitoring by Ellipse. Costs can be collected for a work order and its parent work order.

• Maintenance Scheduling task, defining recurring tasks which can:

• be performed in its own right without a work order

• be performed in its own right, with costs being collected in standing work orders.

• initialise a unique work order on each occurrence of the task, using the standard job mechanisms of Ellipse.

The following information pertaining to work orders is available:

• Planning information, describing when and who should do the job and the estimated resources and costs required.

• A series of codes are available to comprehensively categorise a job. These codes can be set up to meet individual company requirements. They include:

• Job description code

• Maintenance type

• User-defined job classifications (10); for example, System failure code, Part defect code and Quantity/Disposition code

• History file code

• Part number causing failure

• Equipment serial number taken off

• Equipment serial number installed on

• Actual costs, labour hours and durations incurred in doing the job.

Ellipse provides powerful recording, reporting and analysis mechanisms, using both coded and textual information. Extensive text can be entered by the person completing the work order, to permanently record facts about the job.

During work order creation, Ellipse detects whether or not the equipment or any equipment fitted to the equipment (the subject of the work order) is still under warranty. This is performed by either comparing the current operating date to the warranty expiry date (held on the Equipment Register) or comparing the latest operating statistic value to the warranty expiry statistic value.

If the equipment or any equipment fitted to the equipment is subject to warranty, the work order type is overview (after confirmation) with the default warranty work order type from the system control

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file. This will not be apparent during this transaction, but subsequent modification to, or enquiry against, the work order will reveal that this action has occurred.

If overwriting of the work order type is not required, simply blank out the default warranty work order type in the system control file.

An account code must be recorded against a work order when it is created.

If an account code can be entered against a work order, the code is defaulted where it has not been entered. If an account code cannot be entered against a work order (For example, using some short-form work order screens), it is also defaulted. Where the account code is defaulted from is determined from the following hierarchy:

• Default from a Standard Job from which the work order is to be created, (if a Standard Job has been entered or defaulted, and it has an Account Code recorded against it).

• Default according to the Costing Option set, from either the equipment reference or the project reference entered. (This only applies where an equipment reference or project reference can be entered when creating work orders, and both have been entered. If both an equipment reference and project reference can be entered, but only one is entered, the default is from what is entered.)

• If either an equipment reference or a project reference can be entered, but not both, the Account Code is defaulted from the entered reference.

When creating a work order via a short-form work order program, a standard job can be entered from which to create the work order. The following short-form work order programs allow entry of a standard job:

• MSO62P

• MSO62Q

• MSO62W

• MSO62H

• MSO62Y

• MSO62T.

The screen for these short-form work order programs is blank the first time it is displayed.

Press the transmit key after any field is completed, to display the default standard job and its details. Work order creation can then proceed by editing and completing the screen fields. Defaulting of standard jobs is as follows:

• If a prefix is entered the program looks for a default Standard Job in the format M62*<PREFIX> (the asterisk is the letter associated with the relevant short-form work Order program. For example, M62 PREFIX would be used with the create/maintain short-form work order program, MSO62P).

• If no prefix is entered the program tries to use a default standard job M62*WM (the asterisk is the letter associated with the relevant short-form Work Order program). The same processing applies as where the prefix is entered.

At any point during work order creation, you can enter an equipment reference and press the appropriate function key to transfer to the review standard jobs summary program (MSO692) and display standard Jobs for selection. Upon return from the review standard jobs summary program

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(MSO692) where a standard job has been selected, you can continue creating a work order by editing and completing screen fields.

If screen details have been entered prior to the selection of a standard job, the standard job details merge with the entered details. That is, the standard job details do not overwrite the previously entered details.

Processing Description

Work order information can be entered into Ellipse from a work order form, inspection sheets, operator logs or any source notifying the requirement for the job. Alternatively, work orders can be created in Ellipse using pre-determined standard job information. Forms can be provided in formats specific to each work area's requirement, and can serve a number of roles.

These include:

• Operators log sheets

• Inspectors reports

• Inter-work group requests to perform work

• Paperwork to get the job done

• Inter-shift log sheet

• Computer input documents.

All financial transactions ( For example, stores issues, purchase requisitions, labour charges) prepared by the related Information management system can record work order numbers. The quoting of work order numbers on time sheets and material requisitions and other documents automatically attributes costs to the work order. If the Cost categorisation module is used, costs can be broken down by cost category. Cost categories are defined by their use, and can be as simple or as complex as required. The costing mechanism for work orders can be devoted entirely to supporting the needs of operations and maintenance personnel, integrated with, but independent of, financial accounting requirements.

When a project number is added to, removed from or changed in a work order, debit and/or credit transactions are created for the project with zero dollar value for auditing purposes. The total amount transferred and the work order number is included in the transaction description.

Work orders can be opened at any time prior to, during, or after the actual occurrence of a job. Any transactions actioned before a work order is opened are automatically collected when the work order is created. Work orders opened in advance can optionally quote planning information, including labour resources required and an application parts listing designating the material required. This action automatically adds the work order into the resources planning mechanisms of Ellipse for both labour and material.

A number of screens are available to provide comprehensive online review of work order information, including both future and completed work. In addition, users can request batch reports online. All work orders meeting the parameters are printed in subsequent batch reports. This facility provides a very comprehensive history analysis capability.

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Work Orders - Diagram The diagram below represents the processes associated with the Work Orders module and its integration with other modules.

Configuring Work Orders Within Ellipse there are three areas in which configuration activities must be performed before the Work Orders module can be used. These areas are:

• System controls

• District controls

• Table files

During implementation, configuration for the system control and district control is established. With rare exceptions, these settings should not be changed.

Mincom-defined table files may be modified throughout the life of the system.

Table files may be added to throughout the life of the system.

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Diagram

The Work Orders Configuration process diagram represents the Work Order configuration process.

Business Rules

The following business rule governs this process:

• The setting of the System and District control files should go through a business requirement study before final agreement and before the data fields/table files are set. To avoid data corruption, it is imperative changes are not made after initial configuration, except for the settings expressly stated in this document that may be modified without affecting the integrity of the system.

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Configuring Work Orders - Diagram The diagram below represents the system activities associated with the Configuring Work Orders process.

Configure System Control File Use this activity to select the appropriate configuration settings for Work Orders.

System Control settings are usually determined during an Ellipse implementation or upgrade project. Settings are recorded in a Configuration Workbook, and any changes are recorded along with supporting comments for the reason for the change. Security access to change System Control settings is normally limited to the System Administrator.

Activity Steps

1. Access MSO001 - Maintain Systems Control Information.

The MSM001A - Maintain Systems Control File screen displays.

2. Enter option Maintain Systems Control Information.

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3. Click OK.

The MSM00AA - Maintain Modules Installed screen displays.

4. Enter through until you locate the 3620 Work Orders module:

Installed (enter Y)

5. Click Save.

6. Press ENTER until you reach MSM001C.

The MSM001C - Maintain System Control File (Cont.) screen displays.

7. Enter data in the following field on the Scheduling/WO's tab:

Default Warranty WO Type

8. Click Save.

Configure District Control File Use this activity to select the appropriate configuration settings for Work Orders.

District Control settings are usually determined during an Ellipse implementation or upgrade project. Settings are recorded in a Configuration Workbook and any changes are recorded along with supporting comments for the reason for the change. Security access to change District Control settings is normally limited to the System Administrator.

Activity Steps



2. Enter option Modify District Control Information.

3. Enter data in the following field:

District

4. Click OK.

The MSM00BA - Modify District Control Information screen displays.

5. Select the Work Orders tab.

6. Enter data in the following fields:

Auto Authorisation

Reallocation Debit Expense Element

Reallocation Credit Expense Element

7. Click Save.

Work Order Prefixes The Work Order system provides two major entities:

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• Work Order (subordinate)

The ID for each entity can be assigned by Ellipse. This transaction allows maintenance of the information used by Ellipse to assign the ID numbers.

Overview diagram

System Control FileMSF000

Maintain Work OrderPrefix Program

MSO00E

Maintain Work OrderPrefixes Windows

MSM00EA

Additional information

The IDs for parent work orders and work orders are a maximum of eight characters each. In each case, when you create a new work order, either enter the entire number or allow Ellipse to assign one. When you allow Ellipse to assign the number, you can designate a 2-character prefix. This prefix is the first two characters of the 8-character work order number.

If you do not enter a prefix, Ellipse assigns the whole work order number.

Any prefix you enter can be alphabetic or numeric. The number (or portion thereof) assigned by Ellipse is always numeric. A separate series of numbers is maintained for each prefix and for those assigned with no prefix.

Each work order prefix can be defined as having leading zeroes as part of the system-generated number. For example, if the appropriate flag is set to 'Y' (suppress zeroes), and the current number for prefix 'PR' is 123, the next system-generated number is PR124. If the flag is set to 'N' (leading zeroes required), the next number is PR000124.

This transaction allows establishment of valid prefixes for work order use. It optionally enables users to enter (or modify) the first sequential number Ellipse will assign to work orders.

Create Work Order Prefixes Use this activity to enter Work Order prefix information to control automatic assignment to Work Orders.

The IDs for Parent Work Orders and Work Orders are a maximum of eight characters each. In each case, when you create a new Work Order, either enter the entire number or allow Ellipse to assign one. When you allow Ellipse to assign the number, you can designate a 2-character prefix. This prefix is the first two characters of the 8-character Work Order number.

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If you do not enter a prefix, Ellipse assigns the whole Work Order number.

Any prefix you enter can be alphabetic or numeric. The number assigned by Ellipse is always numeric. A separate series of numbers is maintained for each prefix and for those assigned with no prefix.

Each Work Order prefix can be defined as having leading zeroes as part of the system-generated number. For example, if the appropriate flag is set to Y - suppress zeroes, and the current number for prefix 'PR' is 123, the next system-generated number is PR124. If the flag is set to N - leading zeroes required, the next number is PR000124.

Activity Steps



2. Enter option Modify District Control Information.


District

4. Click OK.

The MSM00BA - Modify District Control Information screen displays.

5. Press ENTER until you reach MSM00EA.


Prefix

Description

Zero Suppress

Parent Sequence Number

Workorder Sequence Number

7. Click Save

The MSM00EA - Maintain Work Order Prefix Information screen redisplays.

8. Click Save.

Maintain Table Files There are table files that need to be maintained as a part of the configuration of this module.

For information on how to maintain a table file, refer to Maintaining Table Files. Users normally only need to maintain client-defined table files, not Mincom-defined table files. Ellipse security determines whether you are able to maintain table files.

Click on an item below to see the table file description and its associated values (if applicable):

• CC - Completion Text Code

• CI - Completion Instructions

• JD - Job Description

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• MJC - Mandatory Job Codes

• MT - Maintenance Type

• MWDO - Manage Work District Options

• PSDW - Plan Start Date Warning Messages

• PY - Work Order Priority Code

• SD - Plant Shutdown Type

• SI - Safety Instructions

• US - User Defined WO Task Status

• UW - Unit of Works

• W0 - W9 - Work Order Job Codes

• WO - Work Order Types

• WOJC - Work Order Job Card

• WS - User Work Order Status

The Locations application requires the following Table Files to be configured:

• LC0-LC9 - Document Classification

• LCTY - Location Code Type

• LNSN - Location Special Needs

• SLOC - Street Location

• STTY - Street Type

• SY - State Table

Maintaining Work Orders A Work Order can cover any activity that may occur within an organisation. It provides a means of notifying a person, work group or crew about the details of an activity and when the activity needs to take place.

A Work Order can be used for actioning and tracking small or large activities. For example, the Work Order application can be used to action the Task of fitting a new head light on a vehicle and it can also be used to action the construction of a new warehouse. As action on the Work Order progresses, one or more people can add details.

Large activities can be specified as a number of small activities or Tasks. Requirements and schedules can be recorded against individual Tasks and totalled for the Work Order.

Business Rules


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The Work Order authorisation process is only available in conjunction with the Position Management module or when the Automatic Authorisation flag is set. If the Position Management module is not installed, Work Order authorisation depends only on the existence of an Authorised By responsibility code in the following cases:

• The Position Management module is not installed

• The Position Management module is not installed and the Automatic Authorisation flag is not set

For further information on the Automatic Authorisation process please refer to the Ellipse Information Package CD.

© 2009 Mincom


Maintaining Work Orders - Diagram

Work Order File MSF620

Maintain Complete WorkOrder Information

MSO620

Standard Job FileMSF690

Standard JobTask FileMSF693

Other ValidationFiles

Work Order Task FileMSF623

Work Order Duration FileMSF622

Equipment Tracing FileMSF650

Create / Modify WorkOrder General Infor.Program MSO62A

Maintain Work OrderPlanning Infor. Program

MSO62B

Update Work Order Code/Completion / Subsys

Finalize Infor. ProgramMSO62C

Enter Equipment FitmentInfor. Program

MSO62D

Maintain DurationInfor. Program

MSO62E

Update Work Order TaskInfor. Progr. Program

MSO623

Complete WorkOrder TaskMSO62F

Work OrderUpdate Subroutine

MSS620

MSM62AAMSM62BA

MSM62CA, BMSM62EAMSM623AMSM62FBMSM62GA

Maintain CompleteWork Order Infor.

MSM620A

© 2009 Mincom


Work Orders - MSO Programs The MSQ620 - Work Order program replaces the overall functionality of both the long form and short form work order programs. However, short form work orders can still be used for specialised situations. The short form work order programs available in Ellipse include the following:

• MSO62P - Create/Maintain Short Form Work Order

• MSO62H - Create Work Order From Standard Job

• MSO62Q - Short Form Work Order and Task

• MSO62W - Short Form Work Order which provides the ability to create and complete Work Order on one screen

• MSO62Y - Short Form Work Order which provides a list of current Work Orders for Equipment entered

There are also programs that allow the quick creation of multiple Work Orders on one screen. These include:

• MSO62I - Create Work Orders for Equipment

• MSO62J - Create Work Order for Minor Plant

Create a Work Order Use this activity to create a stand-alone Work Order or a Work Notice. A stand-alone Work Order is one that is created by directly accessing the Work Order application and creating a Work Order from scratch without the use of an MST or other Mincom Ellipse trigger. A Work Notice is a notice containing information about the work required for communication to an authority. It is required when work that is to be performed at a location, requires an authority to be notified.

Work Orders cover any activity that occurs within an organisation. The Work Order provides a means of notifying a person, work group or crew about an activity. You can specify the:

• Requirements of the activity

• Schedule for the activity

• Estimated and actual costs of the activity

• Duration.

The Work/Daily Whereabouts Notices is created using a Work Order. To initiate this process, a notice location is entered on the Address tab and an appropriate Maintenance Type entered with the relevant associated values. When the Work Order is saved, a Work/Daily Whereabouts Notice is created. The Notifications menu option and icon is activated for users to review the associated notice.

A Work Order is used to record work already done. Work Orders do not need to be created prior to an activity, especially for emergency work. However, they should be created and closed after the fact to record the problem description, solution and cost of the work.

For information on other Work Order creation options such as short-form Work Orders, see Work Orders - Further Information.

Activity Steps

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1. Access MSQ620 - Search for Work Order.

The MSQ620 - Search for Work Order screen displays.

2. Select Work Order»New.

The MSQ620 - Work Order screen displays.


Work Order No

Work Order Desc

Enter a Work Order Prefix if applicable.

The Work Order number can be automatically generated by the system if the field is left blank, or you can enter the number manually.

4. Enter data in the following fields on the Definition tab:

Work Group

5. Enter data in the following fields of the Planning tab:

Work Order Type

Maintenance Type

An associate value can be entered against a Maintenance Type code to create a link to the Notifications module (3629).

6. Click EGI Profile Search to search for component and modifier codes.

7. Enter data in the following field of the Cost Allocation tab:

Cost Centre/Account

8. If required, complete the remaining details of the Work Order on the following available tabs:

Planning

Tasks

Cost Allocation

Address

Completion

Job Codes

Reference Codes

9. Click Save.

A Work Order number is generated. If a prefix is used, the prefix is the first two characters of the Work Order number.

Note: If the maintenance type with the relevant associated value is entered on the Planning tab and a notice location is entered on the Address tab, a work notice is generated when the work

© 2009 Mincom


order is created. You can view or modify the work notice details by clicking . You can also select Work Order » Notifications to review or modify the work notice details.

10. Select Work Order»Close.

Record Materials Requirements for a Work Order Use this activity to record the details and costs of Material requirements for a Work Order. Material requirements will be used to requisition catalogued and non-catalogued parts from a Work Order for use during a job. This activity will set material requirements on the Work Order header.

Activity Steps



2. Enter the relevant search criteria and select the required work order.


3. Click .

The Dialog Box - Work Order Requirements displays.

4. Select the Materials tab then click .

Two extra tabs display, the Details and Costs tabs.

5. Select the Details tab.

6. Select a Material Type option.

7. Perform one of the following steps:

a. If you selected the Catalogued option:


Stock Code

2. Select Requirements » Show.

The Part Number, Mnemonic and Description displays.

3. Go to Step 9.

b. If you selected the Non-Catalogued option:


Part Number

Mnemonic

2. Go to Step 9.

Only catalogued items from the login district are added as material requirements.

© 2009 Mincom


If the Non-Catalogued option is selected and a Part Number/Mnemonic combination entered exists on the supply catalogue, the system returns a warning message indicating that the item is a catalogued item and the stock code defaults.

8. Select the Costs tab.

9. Select a Costing Method option.


a. If you selected the System Rate option:

1. Enter data in the following fields in the Qty field group:

Qty Reqd (Quantity Required)

UOM (Unit of Measure)

2. Go to Step 12.

b. If you selected the Manual Rate option:

1. Enter data in the following fields in the Price field group:

Item Price




3. Go to Step 12.

c. If you selected the Fixed Amount option:


Fixed Amount




3. Go to Step 12.

The System Rate option is only available for items that have a Material Type of Catalogued.

11. Click .

Details recorded on the Details and Costs tabs display in the Materials tab summary grid.

12. Repeat Steps 5 – 12 until all material requirements are recorded.

13. Select Requirements » Close.


14. Click Save.

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The Material Requirements are saved.

Record Equipment Requirements for a Work Order Use this activity to record the details and costs of Equipment requirements for a Work Order. Assigning Equipment requirements ensures that the correct equipment needed to perform the job is made available during the Work Order scheduling process. This activity sets equipment requirements on the Work Order header. To give the planner more flexibility in finding equipment that is available for a job, enter an equipment type designated as the equipment requirement rather than an individual item of equipment.

Activity Steps





3. Click .


4. Select the Equipment tab, then click .


5. Enter data in the following field on the Details tab:

Equipment Type







Fleet Size


2. Go to Step 10.


1. Enter data in the following fields in the Price Costing Method field group:

Rate Amount



© 2009 Mincom


Fleet Size


3. Go to Step 10.


1. Enter data in the following fields in the Price Costing Method field group:

Fixed Amount

2. Go to Step 10.

d. If you selected the Fixed Amount option:



Fleet Size


2. Go to Step 10.

The System Rate is taken from the Equipment Rate File.

9. Click .

Details recorded on the Details and Costs tabs display in the Equipment tab summary grid.

10. Repeat Steps 5 – 10 until all equipment requirements are recorded.



12. Click Save.

The Equipment Requirements are saved.

Record Resource Requirements for a Work Order Use this activity to record the details and costs of Resource requirements for a Work Order. Assigning resource requirements ensures that personnel with the required skills and certifications are scheduled to perform the work. This activity sets resource requirements on the Work Order header.

Activity Steps





3. Click .

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4. Select the Resources tab then click .


5. Enter data in the following fields on the Details tab:

Resource Class

Resource Code






Gross Hrs Reqd (Gross Hours Required)

Crew Size

2. Go to Step 10.



Rate Amount



Crew Size

3. Go to Step 10.



Fixed Amount

2. Go to Step 10.




Crew Size

2. Go to Step 10.

9. Click .

Details recorded on the Details and Costs tabs appear in the Resources tab summary grid.

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10. Repeat Steps 5 – 10 until all resource requirements are recorded.



12. Click Save.

The Resource Requirements are saved.

Assign a Work Order Use this activity to assign a Work Order to an individual or a crew. Details of the assignment display in the appropriate fields on the Planning tab. The assignment of a Work Order can be done in the Job Dispatch module by finding the best match based on the Work Order requirements.

Activity Steps





3. Click .

The Dialog Box - Work Order Assign To displays.

4. Enter data in one of the following key fields:

Assign to Individual

Crew

5. Click OK.


6. Click Save.

Assignment details are saved.

View My Work Orders Use this activity to review all work orders assigned to the current logged-on user.

Activity Steps


a. Click on the 'My Work Orders' link on the Home Page.

b. Access MSE620 - My Work Orders.

2. The MSE620 - My Work Orders screen displays a list of all work orders assigned to the current logged-on user.

© 2009 Mincom


View Work Orders for Work Group Use this activity to review all work orders assigned to a work group. These can be filtered by status if required.

Activity Steps


a. Click on the 'My Work Orders' link on the Home Page.

b. Access MSE620 - My Work Orders.

The MSE620 - My Work Orders screen displays a list of all work orders assigned to the current logged-on user.

2. Select Options » Retrieve for Work Group.

The MSE620 - My Work Orders screen displays the current district and some additional input fields.


Work Group

A Status may also be specified to narrow the search results.

4. Click Submit.

The MSE620 - My Work Orders screen displays a list of work orders matching the search criteria.

View Work Notices Use this activity to review Notifications created due to specific Work Order conditions.

A notice is created in the Work Order application when a Work Order is saved if:

• A notice location containing a street or section sensitivity is assigned.

• The maintenance type for the work order is linked to a category of work code with details related to the sensitivity of the notice location.

When a work notice or daily whereabouts notice is required, the following notice details are generated from the information on the Work Order:

• Category of work

• Notice period

• Work planned start date (from Work Order planned start date)

• Due date (if Work Order planned start date exists)

• Location

• Location description

• Notice for Work Order number and description

© 2009 Mincom


Activity Steps





3. Click or select Work Order » Notifications.

The MSQ629 - Work/ Daily Whereabouts Notice screen displays.

4. Review the Work Notice details on the following tabs:

Notice

Reinstatement

Protected Period

History

5. Select Notice » Close.


Schedule Work Order Use this activity to identify criteria used for scheduling the work. Scheduling is triggered by a date, an operational statistic, or by linking the Work Order to a scheduled shutdown.

Activity Steps





3. Click .

The Dialog Box - Schedule Work displays.

4. Select a Schedule Type option.

The options available are Shutdown Details, Plan Dates and Statistics.


a. If you selected the Shutdown Details option as the Schedule Type:

1. Enter data in the following fields

Number

Type

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Equipment Reference

2. Go to step 6.

b. If you selected the Plan Dates option as the Schedule Type:


Plan Start Date

Plan Start Time

Plan Finish Date

Plan Finish Time

If the Notifications (3629) module is activated, entry in the fields of the Plan Dates group will populate the fields in the following groups on the Protected Period tab of the MSQ629 - Work Notice application:

Work Planned Start

Work Planned Start Time

Work Planned Finish

Work Planned Finish Time

These planned dates will also affect the notice due date. If the notice period indicates 2 weeks, the notice due date would then be 2 weeks prior to the Work Planned Start Date.

2. Go to step 6.

c. If you selected the Statistics option as the Schedule Type:


Type

Value

2. Go to step 6.

6. Click OK.


7. Click Save.

Scheduling details are saved.

Reschedule Single or Multiple Work Orders Use this activity to reschedule single or multiple work orders. Multiple work orders are rescheduled in bulk. You can assign rescheduling to an individual, crew or work group.

If required, you can select several work orders at once and schedule them with the same planned start date.

© 2009 Mincom


Note: To select non-consecutive work orders, hold down the CTRL key while selecting the required work orders.

To select a range of work orders, select first the work order in the range, then hold down the SHIFT key and select the last work order in the range.

Activity Steps





a. Select the work orders to reschedule in bulk:

1. Select WorkOrder » Work Order Reschedule

The Dialog Box - Bulk Reschedule Work Orders displays.


Individual

Crew

Work Group


Start Date

Start Time

Finish Date

Finish Time

4. Go to Step 7.

b. To select a single work order to reschedule, go to Step 5.

4. Double-click the required Work Order.


5. Select WorkOrder » Reschedule.

The Dialog Box - Reschedule Work Orders displays.


Individual

Crew

Work Group


Start Date

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Start Time

Finish Date

Finish Time

8. Click OK.

The Confirm - Bulk operation completed successfully, would you like to refresh search from? message displays.

9. Click Yes.

Rescheduling details are saved.

Create Requisition Header Use this activity to manually create a Requisition from a Work Order. Requisitioning directly from the Work Order gives Maintenance personnel the freedom to requisition materials immediately without needing to go through a manual stores requisitioning process. Requisitioning of materials can be done manually from the Work Order header or set up to occur automatically depending on the Work Group and Work Order settings.

Activity Steps





3. Click .

The Dialog Box - New Requisition displays.

4. Select a Requisition Type. It is not necessary to enter a Requisition Number as Ellipse automatically generates one.

5. Click OK.

The MSQ140 - Requisition screen displays.

Data from the Work Order will default into the Requisition.

6. Enter data in key fields on the following tabs:

General

Delivery/Priority

Questions

Purchase Details

Other

Items

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The key costing details are transferred to the Requisition. The individual items or APL required is entered on the Items tab before the requisition is completed.

For more detailed information on requisitioning refer to the Purchasing module.

7. Click Save.


The Requisition is saved.

Create a Requisition for Header Requirements Use this activity to create a Requisition for Work Order Header Requirements.

If you have already created materials requirements on either the Work Order header or task, the manual creation of a Requisition as explained in the Create Requisition Header activity is redundant. Instead, you can create a Requisition from the requirements on the Work Order header or task. When a requisition is created from material requirements, a 'Choose Material Requirements' screen displays on top of the MSQ140. You can then select the existing requirements you want to requisition. Once you have selected the requirements, MSQ140 continues on as expected with these requirements listed as requisition items.

Note: The material requirements must be already saved on the Work Order before this activity is performed. If a requisition is created before the material requirements are saved, no stock item details default on the requisition and all items are entered manually as in the previous activity.

Activity Steps





3. Click .


4. Select the Materials tab.

5. Click .


6. Select a Requisition Type in the Requisition Type field group.

It is not necessary to enter a Requisition Number as Ellipse automatically generates one.

7. Click OK.

The MSQ140 screen and Dialog Box - Select Material Requirements both display.

8. Enter data in the following fields on the MSQ140 screen:

Date Required By

© 2009 Mincom


Authorised By

9. Highlight the material requirement to be requisitioned on the Dialog Box - Select Material Requirements.

10. Click Select.

11. Repeat steps 10 - 11 until all material requirements to be included on the requisition have a YES in the Selected field.

12. Click OK.


Data from the Work Order defaults into the Requisition.

13. Enter data in fields on the following tabs on the MSQ140 screen as required:

General

Delivery/Priority

Questions

Purchase Details

Other

Items

14. Click Save.





Record User Status Use this activity to record the user status of a Work Order. The Work Order status is Mincom defined and changes as a result of opening, authorising or closing a Work order. The User Status is client defined and is used to further explain what stage a work order is at.

Activity Steps





3. Click .

The Dialog Box - Modify User Status displays.


© 2009 Mincom


User Status

5. Click OK.

The user status displays in the User Status field on the Planning tab.

6. Click Save.

The user status is saved.

Record Work in Progress for a Work Order Use this activity to record work in progress for a Work Order. Work in progress is measured as either units complete or percentage complete against the Units Required value recorded on the Planning tab.

Note: The Units of Work and No. of Units Reqd fields must be populated before this activity is performed. For example, if 12 units are required and you enter 6 units in the Units Complete field, a Percent Complete entry of 50% displays. If 50 units are required and you enter 20% in the Percent Complete field, 10 displays in the Units Complete field.

Activity Steps





3. Select Work Order » Record Work in Progress.

The Dialog Box - Record Work in Progress - Work Order displays.


a. Select the Units Complete option, and enter data in the following field:

Units Complete

b. Select the Percent Complete option, and enter data in the following field:

Percent Complete

5. Click OK.

The Work in Progress details display on the Cost Allocation tab.

6. Click Save.

The work in progress details are saved.

Update Work Order Durations Use this activity to:

• Specify the actual and estimated duration of a Work Order

© 2009 Mincom


• Record delay reasons and durations during the course of the job

Activity Steps





3. Select Work Order » Durations.

The Dialog Box - Work Order Durations displays.


Actual Job Duration

Estimated Job Duration

Date

Code

Start Time

Finish Time

Hours

5. Select the Calculate Duration Hours option.

6. Click OK.

The Work Order Duration details are recorded.

Update Work Order Cost Estimates Use this activity to update Work Order cost estimates.

Costs for a Work Order display on the Costs tab. Estimated costs are recorded as either calculated or estimated costs. Estimated costs are calculated from requirements recorded against a Work Order or entered manually. Preferences for estimated or calculated costs for each requirement type (equipment, materials and resources) are specified in the Update Estimates screen.

The following business rules govern this process:

• If the Use Calculated Costs option is selected, costs are calculated from requirement costs recorded in the Requirements window and displayed in the appropriate field.

• If the Use Calculated Costs option is de-selected for a requirement type, the estimated cost is manually recorded in the appropriate field.

Activity Steps



© 2009 Mincom




3. Click .

The Dialog Box - Update Estimates displays.

4. Perform one of the following steps in the Resource field group:

a. Select the Use Calculated Costs option.

b. Enter data in the following fields:

Estimated Cost

Estimated Hours

If the Use Calculated Costs option is selected, you cannot enter data in the key fields of that field group.

5. Perform one of the following in the Material field group:


b. Enter data in the following field:

Estimated Cost

If the Use Calculated Costs option is selected you cannot enter data in the key fields of that field group.

6. Perform one of the following in the Other field group:



Estimated Cost


7. Perform one of the following in the Equipment field group:



Estimated Cost


8. Perform one of the following in the Total field group:

a. Select the Use Estimated Total Costs option and enter data in the following field:

Total

b. Leave the Use Estimated Total Costs field blank and let Ellipse calculate the total.

© 2009 Mincom



9. Click OK.


10. Click Save.

The Work Order Cost Estimates will update.

Create a Work Order from a Standard Job Use this activity to create a Work Order from a Standard Job. Using a Standard Job template speeds up the Work Order creation process by defaulting template values in key Work Order fields.

Note: This activity is based on creating a Standard Job template during long-form MSQ620 - Work Order creation. If a Short-Form Work Order program is used to create a Work Order and no Standard Job is given at the time of creation, then a default Standard Job is used based on the Short-Form Work Order program used. For example, if MSO62J - Create WO for Minor Plant is used to create a Work Order, then the Standard Job MS62JMW is used as the Work Order template.

Activity Steps



2. Select Work Order»New.


3. Select Work Order » Copy From » Std Job.

The Dialog Box - Copy From Std Job displays.


Copy Standard Job No

Standard Job District

5. Click OK.

Data will be copied into the new Work Order.

6. Enter or modify data in fields on the following tabs as required:

Definition

Planning

Tasks

Scheduling

Costs

Cost Allocation

Address

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Completion

Job Codes

Reference Codes

7. Click Save.

The new Work Order is saved and a Work Order number is automatically generated.

© 2009 Mincom


Create a Work Order from a Standard Job - Diagram


Add Work Order -Standard Job Window

MSM62HA

Add Work Orders -Standard Job Program

MSO62H

Equipment Register FileMSF600

Std Job ResourcesMSF735

Table FileMSF010

Work Order FileMSF620


Standard Text FileMSF096

Work Order ResourcesMSF735

Standard Job Task FileMSF693

Maint Sched Master FileMSF700


Copy a Work Order from an Existing Work Order Use this activity to copy a Work Order from an existing Work Order. This is done if a similar job is known to have been done in the past. Copying an existing Work order short-cuts having to re-enter key information.

Planning information still needs to be entered as normal.

Note: It is important to remember to change any information that needs to be updated for the new Work Order such as the Request ID if one was carried through from a previous Work Order. If information such as this is left on the Work Order in error, the information will flow through the system as expected and is recorded on any other Mincom Ellipse entity affected.



2. Select Work Order » New.


3. Select Work Order » Create From » Work Order.

The Dialog Box - Copy From Existing Work Order displays.


Copy Work Order

© 2009 Mincom


5. Click OK.

Data will be copied into the new Work Order.

6. Enter or modify data in fields on following tabs as required:

Definition

Planning

Tasks

Scheduling

Costs

Cost Allocation

Address

Completion

Job Codes

History

Reference Codes

7. Click Save.

The new Work Order is saved and a Work Order number is automatically generated.

Work Orders - Defer a Work Order A Work Order is deferred if the work is not undertaken due to circumstances, for example, lack of materials or inadequate resources. Several deferral codes can be created on the table file SC - Maintenance Completion Status for different deferral circumstances. Associated Values on the table file define if a code is acceptable for deferral and the code being used triggers the Work Order to be included on the Missed Schedule Maintenance Report, MSA710 or MSR710.

Activity Steps





3. Select Work Order » Close Work Order » Defer.

The Dialog Box - Defer Work Order displays.


Date Deferred

Deferred By

Deferred Code

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5. Click OK.

6. Click Save.

The deferral details are saved.

Complete a Work Order Use this activity to complete a Work Order. A completed Work Order has a status of Closed and can be re-opened if it meets the requirements for re-opening Work Orders. For information on re-opening a completed Work Order see Reopen a Work Order.

Activity Steps





3. Click .

The Dialog Box - Complete Work Order displays.


Date Completed

Completed By

Completed Code

5. Click OK.

The History tab is updated with the Completion information

6. Click Save.

The completion details are saved.

Cancel a Work Order Use this activity to cancel a Work Order. A Work Order is cancelled if the work is not undertaken. Several cancellation codes can be created on the Table File SC - Maintenance Completion Status for different cancellation circumstances. Associated Values on the table file define if a code is acceptable for Work Order cancellation and the code used triggers the Work Order to be included on the Missed Schedule Report, MSA710 or MSR710. A cancelled Work Order has a status of Closed.

Activity Steps





© 2009 Mincom


3. Select Work Order » Close Work Order » Cancel.

The Dialog Box - Cancel Work Order displays.


Date Cancelled

Time Cancelled

Cancelled By

Cancelled Code

5. Click OK.

The History tab is updated with the cancellation information.

6. Click Save.

The cancellation details are saved.

Reopen a Work Order Use this activity to re-open a Work Order that is currently closed.


• All unscheduled work orders and tasks can be re-opened at any time.

• Scheduled work orders and tasks can be re-opened if they are completed in a current committed period or a future period. This includes Maintenance Schedule Tasks (MST) related work orders.

• If there is an attempt to reopen a work order or tasks that were completed in a PRIOR committed period, an error is displayed.

Activity Steps





3. Select WorkOrder » Reopen Work Order. The following fields on the Completion tab are cleared:

Completion Code

Completed By

Completed Date

Completed Time

4. Click Save.

The Work Order is re-opened.

© 2009 Mincom


Finalise a Work Order Use this activity to finalise the costs on a Work Order for either all financial areas or just specific areas, called sub-systems. finalising a Work Order means that no further costs are recorded against the Work Order from within the Work Order program or from any other Ellipse application. Any activities attempting to create a journal entry on the MSF900 file will be disallowed and an error message displayed.


• Only Work Orders with a status of closed are finalised. Once a Work Order is finalised it cannot be re-opened.

• A capital Work Order is capitalised before it can be finalised. Capitalisation involves clearing costs from the Capital Work in Progress accounts and posting the costs to the Fixed Asset Register.

Note: Work Orders are setup to be automatically finalised in bulk by running MSB623.

Activity Steps





3. Select Work Order » Finalise.

The Dialog Box - Finalise Work Order or SubSystem displays.


a. Select the Final Costs option.

b. Select any of the following individual finalise Subsystems options:

Supply

Accounts Payable

Production Statistics

Payroll

Labour Costing

Journal Holding

Accounts Receivable

General Ledger

Select the Final Costs option to finalise all subsystems for this Work Order.

Select individual finalise Subsystems options to close accounting in only certain areas. The subsystems not finalised will still allow accounting entries to be created against this Work Order.

© 2009 Mincom


5. Click OK.

6. Click Save.

The finalisation details are saved.

Delete a Work Order Use this activity to delete a Work Order. Work Orders are only deleted if they have been created in error and have had no costs associated with them.


• Work Orders committed cannot be deleted. If a Work Order was created in error but has been committed, it must be closed using another method such as cancellation.

Activity Steps





3. Click Delete.

The Confirm Delete dialog box displays.

4. Click OK.

5. Click Save.

The Work Order is deleted.

Review Work Order Details Use this activity to review Work Order Details.

Activity Steps





3. Review the fields on the following tabs:

Definition

Planning

Tasks

Scheduling

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Costs

Cost Allocation

Address

Completion

Job Codes

History

Reference Codes

4. Select WorkOrder » Close.

© 2009 Mincom


Review Work Order Details - Diagram

Review Comps. Actionedby Work Order Window

MSM654A

Work Order DetailReview Windows

MSM622A-C

Review Work Order CostWindow (Future Dev)

Review OrderTasks WindowMSM624A & B

W/Order Reqn CostingAllocations File

MSFX6JWork Order Summary

Review Prog.MSO621

Work Order SummaryReview WindowMSM621C & D

Review StandardText Windows

MSM097B

Review StandardText Program* MSO097

Review Work OrderMaterials Status

MSO628

Review Work OrderPurchasing Status

MSM628A


Equipment RegisterMSF600

Review Comps. ActionedBy Work Order

MSO654

Work Order Detail ReviewProgram

* MSO622

Review Work Order CostsProgram

Review Work Order Tasks* MSO624

W/Order Reqn CostingAllocations File

MSFX6J

Purchase Order FileMSF280

Purchase Req. Item FileMSF231

Purchase Order Item FileMSF221


Review SelectionWindows MSM21A-D

A

A

* files not shown for simplicity

Review Work Order Requirements Use this activity to review or modify Work Order Header Requirements.

Activity Steps




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3. Click .



a. To review work order requirements, go to step 5.

b. To modify work order requirements, go to step 7.

5. Select and review the data on the Materials, Equipment, and Resources tabs.

6. Select and review the Details and Costs tabs for each requirement tab.

7. Select Requirements » Edit to modify work order requirements.

8. Modify fields on the Detail and Costs tabs for each requirement tab.

9. Click .



Bulk Closure of Work Orders Use this activity to select several work orders at once, and close them in bulk.

Note: To select non-consecutive work orders, hold down the CTRL key while selecting the required work orders. To select a range of work orders, select first the work order in the range, then hold down the SHIFT key and select the last work order in the range.

Activity Steps




3. Select the work orders you want to close.

4. Select WorkOrder » Close Work Order.

The Dialog Box - Bulk Closure Work Orders displays.


Completed Date

Completed Time

Completed By

Completed Code

6. Click OK.

© 2009 Mincom


A Confirm Bulk Operation Completed Successfully, would you like to refresh search message displays.

7. Click Yes.


Work Order Bulk Update Use this activity to maintain a group of Work Orders in bulk. An initial search screen allows you to select a group of Work orders to be maintained and then filtering capabilities for you to further refine selected Work Orders to be updated. The key purpose of this activity is to filter Work Orders to a list that can be maintained in Bulk. Changing details on the Work Orders is the same as the maintain Work Order function.

Activity Steps

1. Access MSO62N - Work Order Bulk Update.

The MSM62NA - Bulk Work Order Update Selection screen displays.

2. Enter data in the following Equipment Selection Criteria group fields:

Equipment Search Type

Equipment Search Key

At least one of the search fields must be entered.

3. Enter Y in the Additional Filters fields to further restrict the search.

4. Click OK.

If additional filters are selected, the MSM62NB - Additional Bulk Work Order Update Selection screen displays.

5. Enter data in these fields, if required.

6. Click Save.

The MSM62NC - Maintain Bulk Work Order Code and Duration Update screen displays.

Work Orders matching the selection criteria display.

7. Perform one or both of the following:

a. Update Work Orders details as required.

b. Select an action code from the Action field to launch the Work Order applications for more detailed modifications on specific Work Orders.

8. Click OK.

All Work Orders are saved with changes.

Work Order Bulk Labour Costing Use this activity to record labour costing details on Work Orders in bulk.

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Activity Steps

1. Access MSO62N - Work Order Bulk Update.

The MSM62NA - Bulk Work Order Update Selection screen displays.


Work Group

Additional Filters (enter Y to further restrict the search)

3. Click OK.

The MSM62NB - Additional Bulk Work Order Update Selection screen displays.

4. Click Save.

The MSM62NC - Maintain Bulk Work Order Code and Duration Update screen displays.

Work Orders matching the selection criteria display.

5. Enter data in the following fields for each Work Order that requires Labour Costing entries:

Action (enter L)

6. Click Save.

The MSM854A - Labour Costing Transaction Entry screen displays.

7. Enter data the following key fields:

Labour Class

Earnings Class

Hours or

Value

If no value is entered in the Labour Class and Earnings Class fields, Ellipse will default the employees primary skill information.

8. Click Save.

Labour Costing Transaction Entries are saved.

Maintaining Tolerances Tolerances enable the optional automatic recording of Required Start Date and Required By Date on Work Orders, based on Tolerance information.

Associated values on the Priority table codes are required to record if tolerances will be applied to MST generated Work Orders and/or Standalone Work Orders.

The associated values record if the tolerance will be a positive and/or negative calculation for MST generated Work Orders.

For standalone work orders the tolerances are positive only. The tolerance value recorded for MSTs is a percentage of the frequency for the task and standalone work orders are the number of days.

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Business Rules


• The first statistic frequency is used to determine tolerances for an MST with an Either/or Scheduling Indicator.

• For an MST with a statistic indicator, if the current daily average is zero, the tolerance value is assumed as zero.

• If a work order is being scheduled by statistics, no tolerance can be determined.

• Both positive and/or negative tolerances can be calculated for MST generated work orders. For standalone work orders the tolerance can only be positive.

• The tolerance is applied on the work order header only. The Priority Code on the work order task is not applicable.

• When tolerances are applicable to work orders and the priority code with tolerance details are recorded on the work order, the Required Start Date defaults from the work order Raised Date. The Required By Date is calculated from the work order Raised Date plus the Tolerance value plus the work order header Estimated Duration Hours.

• Ad hoc Work Orders - If a work order has no priority recorded or the Priority Code had no recorded tolerance, (that is, the first associated value on the PY - Work Order Priority Code table is blank), the tolerance calculation is not performed and the Required Start and Required By Dates are not automatically updated. MST Generated Work Orders - If a work order related to an MST has not priority recorded or the Priority Code has no recorded tolerance information, (that is, the first associated value on the PY - Work Order Priority Code table is blank), the tolerance calculation is not performed. The Required Start Date and Required By Date are updated with the work order Plan Start Date and Plan Finish by default.

• The required Start and/or Required By Dates are entered manually, the values are accepted and recorded on the work order, without tolerance calculation from the Priority Code (if existing).

• Tolerances may need to be re-calculated when the Originator priority is originally added or the Planner priority is modified.

• Tolerances are not re-calculated when the option to apply tolerance is not defined in the PY - Work Order Priority Code table and when the Required Start Date and/or Required By Date is manually entered.

• Changing the existing Plan Dates does not update the Required Start and Required By Dates.

Apply Tolerance Values Use this activity to apply a tolerance to work order.

Note: Tolerance values can be applied when creating a work order or to an existing work order. Ensure tolerances are set in the table file PY - Work Order Priority Code before using this activity.

Activity Steps



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The MSQ620 - Work Order screen displays and the Definition tab defaults.

3. To apply tolerances enter the Originator Priority Code in the Definition tab or enter the Planners Priority in the Planning tab.

Note: If the Planners Priority is left blank, the Originator Priority Code value will default into the Planners Priority field.

4. Click Save.

See also Further Information on Applying Tolerances.

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Further Information on Applying Tolerances

When a work order is created with a priority code or the Planner Priority is changed on a work order, the Required Start Date and Required By Date is updated to indicate the tolerance applicable to the work order.

When both Planner Priority and Originator Priority are recorded in the work order, the Planner Priority will take preference over the Originator Priority on calculating tolerance. The associated values of the priority code is used to determine the Required By Date.

Standalone Work Order

This uses number of days.

For example, if a standalone work order is created using Planner Priority W1 (Work Order Priority 1), which has a tolerance value of 8 days. The Required By Date is calculated using the work order Raised Date + 8 days. The Estimated Duration Hours are also added to the tolerance calculation if they exist on the work order header (Raised Date + 8 Days + Duration Hours).

MST Work Order (Creation)

This uses percentage of the frequency for the task.

For example, an MST with a schedule indicator of 1 is used to create a work order. The MST work order is created using Planner Priority M1 (MST Priority 1). The work order has a Planned Start date of 09/01/05 and the Planned Finish Date is the 14/01/05.

Since the priority code has a tolerance value of +/-80% of the MSTs frequency which is 5.6 days (rounded up to be 6 days), the Required Start Date is the Planned Start Date minus 6 days which equals to 03/01/05. The Required By Date is the Planned Finish Date + 6 days which is equal to 20/01/05.

Maintaining Work Order Tasks Work Order Tasks are the building blocks for a full job definition. A series of tasks can be built to define the smaller jobs that need to be accomplished either in parallel or a series in order to complete a full Work Order. Tasks can be assigned to different groups or individuals depending on the skills and time frames required by these smaller jobs.

As with Work Orders, Tasks may be created by using a Standard Job template that has Standard Job Tasks defined. Each Work Order Task will inherit the attributes of the Standard Job Task including the specific material, resource and equipment requirements for the job.

Diagram

The Maintaining Work Order Tasks diagram represents the relationship between Work Orders and their associated Tasks.

Business Rules


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• If the Maintenance Scheduling module is installed, completing the Work Group field causes the work order to be scheduled when a scheduling run is next processed for this work group, provided the generated work order has at least one task and a Planned Start Date is entered.

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Maintaining Work Order Tasks - Diagram The diagram below represents the relationship between Work Orders and their associated Tasks.

Create a Work Order Task Use this activity to record one or more tasks for a work order.

Details of a task are recorded in the Work Order Task screen and a summary of its details display on the Tasks tab on the Work Order detail screen.

Activity Steps



2. Select the Task option.

The MSQ620 - Search for Tasks screen displays.

3. Select WorkOrderTask » New.

The MSQ620 - Work Order Task screen displays.


Task No

5. Enter data in the following fields on the Job Information tab:

Task Description

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Work Group

6. Enter data in the key fields on the following tabs:

Job Information

Planning

Scheduling

Costs

Completion

APL

7. Click Save.

The MSQ620 - Work Order Task screen displays with the newly created task in the grid.

Record Job Instructions on a Task Use this activity to record Job Instructions on a Task within a Work Order.

Activity Steps





3. Enter the relevant search criteria and select the required work order task.


4. Click New Job Instructions.

The Dialog Box - Job Instructions displays.

5. Enter details in the following key field:

Text Box

6. Click OK.


The New Job Instructions button now displays as Edit Job Instructions. The Job Instructions are saved on the MSF097 file under text type JI.

Record Material Requirements for a Task Use this activity to record the details and costs of Material requirements for a Work Order Task. Material requirements are used to requisition catalogued and non-catalogued parts from a Work Order. This activity sets material requirements on the Work Order Task and allows items to be requisitioned from the task instead of the Work Order Header.

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Activity Steps







4. Click .


5. Select the Materials tab then click .

The Details and Costs tabs now display.

6. Select the Details tab.

7. Select a Material Type option.


a. If you selected the Catalogued option:


Stock Code

2. Select Requirements » Show.

The Part Number, Mnemonic and Description displays.

3. Go to Step 9.

b. If you selected the Non-Catalogued option:


Part Number

Mnemonic

2. Go to Step 9.

Only catalogued items from the login district are added as material requirements.

If the Non-Catalogued option is selected and a Part Number/Mnemonic combination entered exists on the supply catalogue, the system returns a warning message indicating that the item is a catalogued item and the stock code defaults.




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2. Go to Step 12.



Item Price




3. Go to Step 12.



Fixed Amount




3. Go to Step 12.

The System Rate option is only available for items that have a Material Type of Catalogued.

12. Click .

Details recorded on the Details and Costs tabs display on the Materials tab summary grid.

13. Repeat Steps 5 – 12 until all material requirements are recorded.



15. Click Save.

The Material Requirements are saved to the Work Order Task.

Record Equipment Requirements for a Task Use this activity to record the details and costs of Equipment requirements for a Work Order Task. This activity sets equipment requirements on the Work Order Task.

Activity Steps

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4. Click .


5. Select the Equipment tab, then click .

The Details and Costs tabs now display in New mode.


Equipment Type

Condition Type







Fleet Size


2. Go to Step 10.



Rate Amount



Fleet Size


3. Go to Step 10.


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Fixed Amount

2. Go to Step 10.




Fleet Size


2. Go to Step 10.

The System Rate is taken from the Equipment Rate File.

10. Click .

Details recorded on the Details and Costs tabs display on the Equipment tab summary grid.

11. Repeat Steps 5 – 10 until all equipment requirements are recorded.



13. Click Save.

The Equipment Requirements are saved to the Work Order Task.

Record Resource Requirements for a Task Use this activity to record the details and costs of resource requirements for a Work Order Task. This activity sets resource requirements on the Work Order Task header.

Activity Steps







4. Click .


5. Select the Resources tab then click .

The Details and Costs tabs now display.

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Resource Class

Resource Code







Crew Size

2. Go to Step 10.



Rate Amount



Crew Size

3. Go to Step 10.



Fixed Amount

2. Go to Step 10.




Crew Size

2. Go to Step 10.

10. Click .

Details recorded on the Details and Costs tabs display in the Resources tab summary grid.

11. Repeat Steps 5 – 10 until all resource requirements are recorded.



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13. Click Save.

The Resource Requirements are saved to the Work Order Task.

Record APLs and Clear Task APL Type Use this activity to identify APLs required for this task. APLs are listed on a Task instead of individual material requirements if a pre-defined bill of materials has already been created in Ellipse. Using the APL is quicker then listing each material requirement.

This activity also defines how to Clear APL Task types.

Activity Steps







4. Select the APL tab.


a. Select APL Equipment Reference option.

b. Select Equipment Group ID option.

If the Material Requirements box is selected this means that material requirements have already been set on this task. A task cannot have both APL requirements and material requirements. If an APL is more appropriate to record against this task, then to continue you must remove the material requirements from the Task Requirements dialog box. Once this is done, the remainder of this activity can proceed.


a. Enter data in the following field, if you selected the APL Equipment Reference option:

APL Equipment Reference

b. Enter data in the following field, if you selected the Equipment Group ID option:

Equipment Group ID


Component Code

Modifier Code

Sequence Number

To clear the Task APL Type selected, open the Edit menu and select Clear Task APL Type. This will delete all of the data entered on the APL tab.

8. Click Save.

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The APL details are saved.


Assign a Work Order Task Use this activity to assign a Work Order Task to an individual or a crew. Details of the assignment display in the appropriate fields on the Planning tab.

Activity Steps







4. Click .

The Dialog Box - WO Task Assign To displays.



Crew

6. Click OK.


7. Click Save.

Assignment details are saved.


Schedule a Work Order Task Use this activity to update planned and offset dates for Work Order Tasks.

Activity Steps






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4. Click .

The Dialog Box - Schedule WO Task displays.


Planned Start Date

Planned Start Time

Planned Finish Date

Planned Finish Time

Offset Days

Est. Duration Hours

Man Effort

6. Click OK.


7. Click Save.

Scheduling details are saved.

Reschedule a Work Order Task Use this activity to reschedule tasks using the Dialog Box - Reschedule Tasks.

Activity Steps







4. Select WorkOrderTask » Reschedule.

The Dialog Box - Reschedule Tasks displays.


Start Date

6. Click OK.

7. Click Save.

The rescheduling details are saved.

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Create a Requisition Use this activity to create a Requisition from a Work Order Task. All requisition items are entered manually.

Activity Steps







4. Click .



Issue Requisition Number

Purchase Requisition Number

6. Select a Requisition Type in the Requisition Type field group.

7. Click OK.


Data from the Work Order will default into the Requisition.

8. Enter data in key fields on the following tabs:

General

Delivery/Priority

Questions

Purchase Details

Other

Items

9. Click Save.



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Create a Requisition for Task Requirements Use this activity to create a Requisition from a Work Order Task. If you have already created materials requirements on a Work Order task, you can select these items to create a requisition. The difference in these cases is that a 'Choose Material Requirements' screen displays on top of the MSQ140 allowing you to select the created requirements you want to requisition. After selecting the requirements, MSQ140 continues on as expected with these requirements listed as requisition items.

Activity Steps







4. Click .


5. Select the Materials tab.

6. Click .


7. Select a Requisition Type.

It is not necessary to enter a Requisition Number as Ellipse automatically generate one.

8. Click OK.

The MSQ140 screen and Dialog Box - Select Material Requirements display together.

9. Enter data in the following fields on the MSQ140 screen:

Date Required By

Authorised By

10. Select the material requirement to be requisitioned on the Dialog Box - Select Material Requirements.

11. Click Select.

12. Repeat steps 10 - 11 until all material requirements to be included on the requisition have a YES in the Selected field.

13. Click OK.


Data from the Work Order defaults into the Requisition.

14. Enter data in key fields on the following tabs on the MSQ140 screen as required:

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General

Delivery/Priority

Questions

Purchase Details

Other

Items

15. Click Save.





17. Click Save.

The requisition is saved to the Work Order task.

Modify Work Order Task and Cancel Task Update Use this activity to modify a Work Order Task and cancel a task update.

Activity Steps







4. Modify fields on the following tabs as required:

Job Information

Planning

Scheduling

Costs

Completion

APL

To cancel all changes made to a Work Order Task since the previous Save, select WorkOrderTask » Cancel Task Updates.

5. Click Save.

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Changes to Work Order Task details are saved.

Record Work in Progress for a Task Use this activity to record work in progress for a Work Order Task. Work in progress is measured as either units complete or percentage complete against the Units Required value recorded on the Planning tab.

For example, If 12 units are required and you enter 6 units in the Units Complete field, a Percent Complete entry of 50% displays. If 50 units are required and you enter 20% in the Percent Complete field, 10 displays in the Units Complete field.

Activity Steps







4. Select WorkOrderTask » Record Work in Progress.

The Dialog Box - Record Work in Progress displays.


a. Select the Units Complete option, and enter data in the following field:

Units Complete

b. Select the Percent Complete option, and enter data in the following field:

Percent Complete

6. Click OK.

The Work in Progress details display on the Completion tab on MSQ620 - Work Order Task screen.

7. Click Save.

The work in progress details are saved.

Complete a Work Order Task Use this activity to complete a Work Order Task.

Activity Steps




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3. The MSQ620 - Search for Tasks screen displays.



5. Select WorkOrderTask » Open.

6. Click .

The Dialog Box - Complete WO Task displays.


Date Completed

Time Completed

Completed By

Completed Code

8. Click OK.


9. Click Save.


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Complete a Work Order - Diagram

Update Order TaskProgramMSO62F

Table FileMSF010



Maintain Work Order /Task Routine

MSS620



Work Order Task UpdateWindows

MSM62FA-B

Cancel a Work Order Task Use this activity to cancel a Work Order Task.

Activity Steps







4. Select WorkOrderTask » Close Task » Cancel.

The Dialog Box - Cancel WO Task displays.


Date Cancelled

Time Cancelled

Cancelled By

Cancelled Code

6. Click OK.


7. Click Save.

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Reopen a Work Order Task Use this activity to reopen a Work Order Task that is currently closed.

Activity Steps







4. Select WorkOrderTask » Reopen Task. The following fields on the Completion tab are cleared:

Completed By

Completed Date

Completed Time

Completed Code

5. Click Save.

The Task is reopened.

Delete a Work Order Task Use this activity to delete a Work Order no longer required.

Activity Steps







4. Select WorkOrderTask » Delete.


5. Click OK.

6. Click Save.

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The Work Order Task is deleted.

Review Work Order Task Details Use this activity to Review Work Order Task Details.

Activity Steps







4. Review the fields on the following tabs:

Job Information

Planning

Scheduling

Costs

Completion

APL

5. Click Save.

Review Work Order Task Requirements and APLs Use this activity to Review Work Order Task Requirements and APLs.

Activity Steps







4. Click .


5. Select and review the details on the Materials, Equipment and Resources tabs.

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The information in the summary grid on each of these tabs defaults from the information entered on the Details and Costs tabs within these tabs.

6. Select and review the details on the Details and Costs tabs.



8. Click Save.

Maintaining Task Assignments The task assignment application is used to assign work order tasks to crews or individuals (employees). This application provides a quick and easy way to create and maintain assignment details with minimum maintenance. Each time a work order task is assigned, a crew or individual a record is created on the task assignment file (MSF62C).

You can search for task assignments, and display the results in a grid format. You can also maintain, modify, reschedule and delete task assignments.

The MSQ62C Task Assignment application can be run as a stand-alone application or from the MSQ620 - Work Order and MSQ620 - Work Order Task screens.

Business Rules


• When the final task assignment is completed the associated work order task is closed.

• When a work order task is closed all open task assignments for that task are also completed.

Create New Task Assignment Use this activity to create new task assignments.

Activity Steps


a. To create a task assignment using MSQ620 - Work Orders:




The Task Criteria tab displays.


4. Select WorkOrderTask » Create Task Assignment.

The MSQ62C - Create Tasks Assignments screen displays with the work order number and task selected on the MSQ620 - Search for Work order screen.

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5. Go to step 2.

b. To create a task assignment using MSQ62C - Create Task Assignments.

1. Access MSQ62C - Create Task Assignments.

The MSQ62C - Create Tasks Assignments screen displays.


Work Order

WO Task No

3. Go to step 2.

2. Enter data in the following fields for each task assignment:

Allocated Crew

3. To add a new task assignment, press ENTER.

4. Click Save.

The task assignments entered display. These fields cannot be modified.

Review, Maintain and Delete Task Assignments Use this activity to review, update, delete job assignments for a work order task. You can also assign a current date, time and assigned task status, reschedule and delete job assignments.

Activity Steps







a. To review open task assignments for a task:

1. Click the Task Assignment tab.

2. Review details.

3. Click Revert to exit.

b. To review uncompleted task assignments for a task:

1. Select WorkOrderTask » Review Task Assignments.

The MSQ62C - Search for Task Assignments screen displays with the work order number and task defaulting in the relevant fields.

2. Go to step 5.

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c. To search for closed assignments:

1. Select the Include Closed Assignments option, if required.

2. Go to step 5.

5. Click Search.

Uncompleted task assignments (records that do not have an actual finish date) display in a grid.


a. To assign a current start date and time to the task:

1. Select the required task assignment in the grid.

2. Right-click, select Quick Start.

The current date and time is automatically assigned in the Actual Start Date and Actual Start Time fields.

b. To assign a current finish date and time to the task assignment:

1. Right-click, select Quick Finish.

The current date and time is automatically assigned in the Actual Finish Date and Actual Finish Time fields.

The task assignment is automatically deleted from the grid.

c. To change a new task status:

1. Select a closed task assignment in the grid.

2. Right-click, select Change Status.

The status of all selected tasks change.

d. To enter an actual start date, start time and assign a task assignment status to a task assignment:

1. Select a task assignment in the grid.

2. Right-click, select Start Assignment.

The Dialog Box - Start Assignment displays.


Actual Start Date

Actual Start Time

Assigned Task Status

4. Click OK.

e. To enter an actual finish date, finish time and assign a task assignment status to a task assignment:


2. Right-click, select Finish Assignment.

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The Dialog Box - Finish Assignment displays.


Actual Finish Date

Actual Finish Time


4. Click OK.

f. To reschedule a task assignment:


2. Right-click and select Reschedule.

The Dialog Box - Reschedule displays.


Assigned Start Date

Assigned Start Time

Assigned Finish Date

Assigned Finish Time


4. Click OK.

g. To delete all selected task assignments:

1. Select all task assignments.

2. Right-click, select Delete.

The Dialog Box - Confirm Delete displays.

3. Click OK.

7. Select Task Assignments » Close to exit.

Printing Job Cards A Job Card is a printed listing of a Work Order and one or all of its tasks. The standard Mincom Job Card generated by MSA621 or MSR621 contains basic information about the work to be done that has been included during the Work Order creation process. Typically, Job Cards are printed and distributed to staff so they can identify work to be done. They also contain a section where staff can record completion comments once the work is finished. Job Cards are vital for capturing the history of equipment, costs and locations as they are completed by front-line staff and recorded back into Ellipse.

Work Order and Work Order Task Job Cards can be printed from a specified printer as required. Job Cards may be printed under several circumstances. A Work Group schedule committal using MSB740 may automatically trigger the printing of Job Cards relevant to the specified period. Individual Job Cards may also be manually printed from the Work Order application at any time.

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Multiple job card reports can be automatically printed dependant of the district, work order type, maintenance type and/or work group. Table files MWDO - Manage Work District Options and WOJC - Work Order Job Card are used to define which work order fields are used for selection and which job card report is printed for a particular combination of the work order fields.

Business Rules


• A Job Card will be available only for work that is recorded on a Work Order. Stand-alone MSTs do not generate a Work Order and so therefore will not generate a Job Card.

• A client-specific Job Card may be substituted for the standard Mincom-delivered Job Card generated by MSA621 or MSR621.

• A valid printer must be available on the PR table file to which the Job Card can be directed.

• Multiple job cards report can be requested automatically as set up in table file MWDO and WOJC.

Print Job Card for Work Order Headers Use this activity to print a Job Card for the Work Order Header including all Tasks.

Activity Steps





3. Click .

The Dialog Box - Print Work Order Job Cards displays.


Printer

Email

Fax

5. Click OK.


The Job Card prints to the device selected.


The Work Order is closed.

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Print Job Card for Work Order Task Use this activity to print a Job Card for an individual Work Order Task.

Activity Steps







4. Click .

The Dialog Box - Print Work Order Job Cards displays.

5. Complete the following key field:

Printer

Email

Fax

6. Click OK.


The Job Card Task prints to the device selected.


The Work Order is closed.

Maintaining Parent Work Orders For control and costing purposes Work Orders can be grouped together by assigning a common parent to each Work Order. The Parent Work Order application allows for this grouping (packaging) of Work Orders in cases where it is convenient to manage the Work Orders as a single entity without the overhead of a formal management project. Typically Parent Work Orders can be used to manage work being carried out in one location by one work group authorised on multiple Work Orders.

As seen in the Work Order application, a Work Order is created when there is a work requirement that needs to be tracked and costed. The Work Order is used to specify the work required, equipment involved, requirements to be requisitioned, costs and schedule. When one or more Work Orders are assigned to a Parent Work Order, the individual Work Order costs and resources are rolled up to the Parent Work Order level.

Parent Work Orders can be created in Ellipse much like standalone Work Orders. Parent Standard Jobs can be used as a template for a Parent Work Order and existing Parent Work Orders can be copied to

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create new Parent Work Orders. For jobs such as large shutdowns or refurbishments, a Standard Job Plan can also be used to create Parent Work Orders and subordinate Work Orders all in one action.

The Parent Work Order details are grouped under:

• General – information about the Parent Work Order

• Costs – roll up of underlying Work Order costs for labour, equipment and materials

• Resources – labour resources required to satisfy the underlying Work Orders

• Extended Description – a free form text pane for the inclusion of any textual details or instructions

The application has an actuals versus estimates chart for quick monitoring of the rolled up work.

Business Rules


• A Parent Work Order must be created before it can be used as a parent on a Work Order.

• The complexity of the job and the amount of financial control that is required will dictate whether a Parent Work Order or Project should be used to track the full scope of work. If capital expenditures and commitments need to be tracked along with the operational work, a Project may be the more relevant Ellipse tool.

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Maintaining Parent Work Orders - Diagram

Table File MSF010

Parent Job StandardMSF695

Equipment RegisterMSF600

Create/Modify DeleteParent Work Order

Windows MSM625A, B

Maintain Parent WorkOrder Program

MSO625

Extend DescriptionMaintenance

MSO096

Parent Work Order FileMSF625

Work Order MaintenanceProgram (for subordinates)

MSO620

Review Parent WorkOrder Program

MSO626

Review Parent WorkOrder WindowsMSM626A, B, C

Create Parent Work Order Use this activity to create a Parent Work Order. Once created, a Parent Work order can be assigned to any existing or new Work Orders in the Work Order application. All rolled-up costs and resource hours will then be readily available for review in the Parent Work Order application.

Activity Steps

1. Access MSQ625 - Search for Parent Work Order.

The MSQ625 - Search for Parent Work Order screen displays.

2. Select ParentWorkOrder » New.

The MSQ625 - Parent Work Orders screen displays.


Parent WO Description

You may also enter a Prefix if the Parent Work Order number should be prefixed. This field is not mandatory but must be completed prior to saving the Parent Work Order if it is required.

4. Enter data in the following field on the General tab:

Originator Id

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5. Enter data in fields on following tabs as required:

General

Costs

Resources

Extended Description

Note: The Costs and Resources tabs contain read-only fields.

6. Click Save.

A Parent Work Order number (including the prefix if entered) is automatically generated.

Create a Parent Work Order from a Parent Standard Job Use this activity to create a Parent Work Order from a Parent Standard Job. The Parent Work Order will inherit the template attributes of the Parent Standard Job. Additions or modifications to the Parent Work Order can then be made.

The Parent Standard Job must already be created in MSO690.

Note: This activity is slightly limited in that no subordinate Work Orders will be created based on the Parent Standard Job template. Only Parent Work Order attributes will be created. Work Orders will then need to be manually created and assigned to this parent in MSQ620.

Activity Steps





3. Select ParentWorkOrder » Copy From » Parent Standard Job.

The Dialog Box - Copy From Parent Standard Job displays.


Copy Parent Standard Job

5. Click OK.

Data will be copied into the new Parent Work Order.


General

Costs

Resources


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7. Click Save.

The new Parent Work Order is saved and a Parent Work Order number is automatically generated.

Create a Parent Work Order and Subordinate Work Orders from a Standard Job Plan or Parent Standard Job Unlike the previous activity, this activity will allow a Parent Work Order to be created along with subordinate Work Orders based on the template that will be copied. This screen allows a Parent Work Order and Work Orders to be created as one action from either a Parent Standard Job or a Standard Job Plan.

The Parent Standard Job or Standard Job Plan and their subordinates must already be created in MSO690.

Activity Steps

1. Access MSO62X - Create W/O from a SJ Plan.

The MSM62XA - Create Work Orders from a Std Job Plan/ Parent Std Job screen displays.


Standard Job/Parent Standard Job Indicator (Primary field)

Standard Job/Parent Standard Job Indicator (Secondary field)

Description

Originator

Work Group

3. Click Save.


A Parent Work Order number is automatically generated.

Subordinate Standard Job information is displayed.

4. Enter or modify data in fields on the MSM62XA screen as required.

Work Order numbers can be entered at this time or can be left blank to allow system generated numbers to be assigned.

5. Click Save.

The new Parent Work Order is saved.

Subordinate Work Orders are automatically created based on the Standard Job templates assigned.

© 2009 Mincom


Create a Parent Work Order from an Existing Parent Work Order Use this activity to create a Parent Work Order from an existing Parent Work Order.

Activity Steps





3. Select ParentWorkOrder » Copy From » Parent Work Order.

The Dialog Box - Copy From Parent Work Order displays.


Copy Parent Work Order

5. Click OK.



General


7. Click Save.

The new Parent Work Order is saved and a Parent Work Order number is automatically generated.

Modify Parent Work Order Use this activity to modify a Parent Work Order.

Activity Steps



2. Enter the relevant search criteria and select the required Parent Work Order.


3. Make the required changes to fields on the following tabs:

General

Costs

Resources

© 2009 Mincom




4. Click Save.

Changes to the Parent Work Order are saved.

Delete Parent Work Order Use this activity to delete a Parent Work Order which is no longer required.

A Parent Work Order may be deleted only if it has no subordinate Work Orders. If subordinates exist they must either be detached from the Parent or deleted following standard Work Order deletion rules.

Activity Steps





3. Click Delete.


4. Click OK.

The Parent Work Order is deleted.

Review all Details of a Parent Work Order Use this activity to review a Parent Work Order including the subordinate Work Orders assigned to this Parent and their current costing information.

Activity Steps





3. Review fields on the following tabs:

General

Costs

Resources


4. Select ParentWorkOrder » Close.

© 2009 Mincom


Maintaining Incident Logsheets An incident can be defined as any group of events that may need to be recorded and tracked for auditing reasons. The incident and the activities performed during the incident time can be recorded on an Incident Log Sheet and then automatically turned in to Work Orders for tracking costs, resources and equipment failures. This procedure allows the user to maintain information related to an incident occurring during a particular shift of a Work Group.

An Incident Logsheet Entry can be created, modified and deleted in one application. Action Codes provide the facility to close or reopen an Incident Logsheet Entry allowing single screen entry of all relevant Incident activities.

Multiple entries per day and time can be recorded against a Work Group and Shift. Existing Logsheet entries selected for maintenance are displayed in reverse chronological order to display the full Incident History.

Action Codes provide the facility to automatically create Work Orders or to transfer to the short form Incident Work Order window to create/maintain Work Orders related to an incident.

Multiple Work Orders are allowed to be created per incident but only the latest one is recorded against the incident. The link between the Work Order and the incident is only effected when the Work Order is originated from an action code from the Logsheet Maintenance screen.

© 2009 Mincom


Maintaining Incident Logsheets - Diagram

Table FileMSF010

Work Group FileMSF720


Incident Logsheets FileMSF626




Table FileMSF010

Work Groups FileMSF720


Standard Job Task FileMSF693

Maintain IncidentLogsheets Windows

MSM627A-B

Maintain IncidentLogsheets Program

MSO627

Maintain Work OrderInformation Routine

MSS620



Reference FilesMSFX6XMSF062MSFX6GMSFX6JMSFX69MSFX6SMSFX6OMSFX71MSFX6N

Duration FileMSF622


Create / Maintain IncidentWork Order Window

MSM62TA

Create / Maintain IncidentWork Order Program

MSO62T


Work Group FileMSF720

Table FileMSF010



Review IncidentLogsheets Windows

MSM62VA-B

Review IncidentLogsheets Program

MSO62V

© 2009 Mincom


Create Incident Logsheet Entries Use this activity to create Incident Logsheet Entries.

Activity Steps

1. Access MSO627 - Maintain Incident Logsheets.

The MSM627A - Maintain Incident Logsheets screen displays.

2. Enter option Create Logsheet Entries.


Work Group

4. Click OK.

The MSM627B - Create Incident Logsheet Entries screen displays.


Incident Description

Originator Id

Equipment Number or Reference

6. Complete additional fields on the MSM627B - Create Incident Logsheet Entries screen as required.

7. Click Save.

8. Click Confirm.

The Incident Logsheet Entry is saved.

Modify Incident Logsheet Entries Use this activity to modify Incident Logsheet Entries.

Activity Steps



2. Enter option Modify Logsheet Entries.


Work Group

Date

4. Click OK.

The MSM627B - Modify Incident Logsheet Entries screen displays.

5. Make the required changes.

© 2009 Mincom


6. Click Save.

Changes to the Incident Logsheet Entry are saved.

Review Incident Logsheet Entries Use this activity to review Incident Logsheet Entries.

Activity Steps

1. Access MSO62V - Review Incident Logsheets.

The MSM62VA - Review Incident Logsheets screen displays.


Work Group

3. Click OK.

The MSM62VB - Review Incident Logsheet Entries screen displays.

4. Review the Incident Logsheet Entries.

5. If required, complete the following key field:

Action

Use this function to access the following review options from the Review Incident Logsheet Entries screen:

• Review Extended Description MSM097A

• Review Equipment History MSM633A

• Review Work Order Details MSM621D

6. Click OK until the last Logsheet entry is displayed.

7. Select File » Exit.

Delete Incident Logsheet Entries Use this activity to delete Incident Logsheet Entries that are no longer required.

Activity Steps



2. Enter option Delete Logsheet Entries.


Work Group

4. Click OK.

The MSM627B - Delete Incident Logsheet Entries screen displays.

© 2009 Mincom


5. Complete the following key field against the Incident Logsheet Entry you want to delete:

Action (Select D)

6. Click Save.

The Incident Logsheet Entry is deleted.

Auto Create Incident Work Order Use this activity to create a Work Order for an incident from an existing Incident Logsheet Entry. Minimal data entry is required as many key fields default from the Incident Logsheet into the Work Order.

Activity Steps



2. Enter option Create Logsheet Entries.


Work Group

4. Click OK.

The MSM627B - Create Incident Logsheet Entries screen displays.


Start Time


Originator Id


Standard Job

Action (Select an Auto WO Creation option)

6. Click Save.

7. Click Confirm.

Ellipse will create a Work Order, based on the Logsheet entry, to be used for this incident. The new Work Order number will display protected under each incident.

If Action Code A was selected, the Work Order name will default from the Standard Job description.

If Action Code B was selected, the Work Order name will default from the Incident Description.

8. Click Save.

The Incident Work Order is saved. To review the Work Order, select action code R - Review Work Order Details.

© 2009 Mincom


Viewing Links to Work Orders Work Order and Task details are accessible from the View menu and can be displayed as required. You can also access other Ellipse applications from the Work Order Detail screen. Each application's search screen can be launched directly with key Work Order information defaulting into the search criteria, making it easier to review Work Order information that is held outside of the Work Order application.

Diagram

This process is represented in the Viewing Links to Work Orders diagram.

© 2009 Mincom


Viewing Links to Work Orders - Diagram The diagram below represents the system activities associated with the Viewing Links to Work Orders process.

Review Accounting Entries Linked to a Work Order Use this activity to review accounting entries linked to a Work Order. Accounting entries created quoting the Work Order number display on this screen. This information is used by Managers to manage costs for a job, review who is charging to the Work Order and what type of costs are being recorded.

For information on how to create Accounting Entries, see the Journal Holding/Journals module.

Activity Steps





3. Select View » Accounting Entries.

The MSQ901 - Search for Accounting Entry screen displays.

The Work Order number defaults as the search criteria.

© 2009 Mincom


4. Click Search.

Accounting Entries matching the search criteria display in the results grid.

5. Double-click on an Accounting Entry line item to review Accounting Entry details.

The MSQ901 - Accounting Entry screen displays.

6. Select Entry » Close.


Review Requisitions Linked to a Work Order Use this activity to review Requisitions linked to a Work Order.

For more information on using the Requisitions application, see the Purchasing module.

Activity Steps





3. Select View » Requisitions.

The Dialog Box - Work Order Requisitions displays with all requisitions raised for this Work Order.

4. Double-click on a Requisition line to review Requisition details.


5. Select Requisition » Close.


Review Equipment Tracing Actions Linked to a Work Order Purpose Use this activity to review Equipment Tracing Actions linked to a Work Order.

For more information on using the Equipment Tracing application, see the Equipment Tracing module.

Activity Steps





© 2009 Mincom


3. Select View » Equipment Tracing.

The MSQ650 - Equipment Tracing screen displays.

4. Expand the tracing tree and select a tracing action to display the details.

5. Select Equipment Tracing » Close.


Review Condition Monitoring Linked to a Work Order Use this activity to review Condition Monitoring linked to a Work Order. This menu option is used to record Condition Monitoring measurements when the measurement is taken as a result of a Work Order.

For more information on using the Condition Monitoring application, see the Condition Monitoring module.

Activity Steps





3. Select View » Condition Monitoring.

The MSQ345 - Search for Condition Monitoring Measurements screen displays.

The Work Order number defaults in the search criteria.

4. Click Search.

Condition Monitoring Measurements matching the search criteria display in the results grid.

5. Double-click on a Condition Monitoring Measurements line item to review details.

The MSQ345 - Condition Monitoring Measurements screen displays.

6. Select Measurement » Close.


Review Job Estimates Linked to a Work Order Use this activity to review Job Estimates linked to a Work Order. Job Estimates contain quote details and costs estimated for a job prior to work commencing. They can be used as a starting point for Work Orders and are available for review from within the related Work Order. Standard Estimates are updated as a result of comparing actual Work Order costs to Job Estimated costs.

For more information on using the Job Estimates application, see the Job Estimates module.

Activity Steps


© 2009 Mincom





3. Select View » Job Estimating.

The MSQ655 - Search for Job Estimate screen displays.

The Work Order number defaults in the search criteria.

4. Click Search.

Job Estimates matching the search criteria display in the results grid.

5. Double-click on a Job Estimate line to review details.

The MSQ655 - Job Estimate screen displays.

6. Select JobEstimating » Close.


Review Job Packages Linked to a Work Order Use this activity to review a Work Order in the Job Packaging format and to utilise the Job Packaging functionality to add tasks, requirements or job codes to the Work Order.

For more information on using the Job Packaging application, see the Job Packaging module.

Activity Steps





3. Select View » Job Packaging.

The MSQ695 - Job Package screen displays. The Job Package details related to the selected Work Order are displayed.

4. Select JobPackage » Close.


Review Documents Linked to a Work Order Use this activity to review documents linked to a Work Order. Documents linked to a Work Order are crucial for high-risk jobs or jobs requiring a considerable amount of background information. After locating documents they can be printed as an accompaniment to a Job Card.

For more information on using the Document Register, refer to the Document Management module.

Activity Steps

© 2009 Mincom






3. Select View » Document Register

or

Click the icon.

Note: When documents have been linked to a work order, the View Documents icon displays in grey. If no documents have been linked, the icon displays in blue.

The MSQ580 - Search for Document screen displays.

4. Enter the relevant search criteria and click Search.

Documents matching the search criteria display in the results grid.

5. Double-click on a document line item to review details.

The MSQ580 - Document screen displays.

6. Select Document » Close.


© 2009 Mincom


Work Orders - Reports

Reports MSA620 - Work Order Analysis Report ............................................................................... 97 MSA621 - Work Order Job Card .......................................................................................... 103 MSA622 - Work Order Requirements Report ....................................................................... 105 MSA710 - Missed Schedule Maintenance Report ................................................................ 107 MSAEFF - Maintenance Effectiveness and Efficiency Report ............................................. 110 MSAMTF - Mean Time Between Failure ............................................................................. 118 MSAMTR - Mean Time to Repair ........................................................................................ 123 MSAXWO - Work Order Analysis Summary ....................................................................... 128 MSB622 - Work Order Cost Reallocation ............................................................................ 130 MSB623 - Work Order Automatic Finalisation .................................................................... 131 MSB624 - Update W/O Status for Available Material ......................................................... 133 MSB627 - Work Order Generation for Type Defects ........................................................... 134 MSB628 - Reset Tasks Plan Start Dates ............................................................................... 136 MSR620 - Work Order Analysis Report ............................................................................... 137 MSR621 - Work Order Task - Job Card ............................................................................... 139 MSR623 - Archive Work Selection ...................................................................................... 140 MSR626 - Work Order Backlog Report ................................................................................ 141 MSRXWJ - XML Work Order Job Card Report ................................................................... 142

© 2009 Mincom


MSA620 - Work Order Analysis Report This report is used to provide key analysis type information on completed maintenance activities. Only work orders with a completed status display.

Work orders that have no equipment reference are filtered out from this report.

You can drill down on the maintenance type, work group or equipment class, EGI and equipment reference to display more detailed information.

Universe

The following universe is used in generating this report:

• Work Management

Prompts Mandatory Prompts

The following selection criteria is mandatory to ensure information is retrieved only from a requisite database.

Note: If you do not enter a prompt (except for mandatory prompts), the selection defaults to * (All).

District Code

Select the district code.

Use Productive Unit

Select Y or N.

If Y is selected the data entered in the Productive Unit prompt is included in the report output.

Use Plan Start Date Range

Select Y or N.

If Y is selected the dates entered in the Plan Start Date From and Plan Start Date To prompts are included in the report output.

Use Raised Date Range

Select Y or N.

If Y is selected the dates entered in the Raised Date From and Raised Date To prompts are included in the report output.

Use Completed Date Range

Select Y or N.

If Y is selected the dates entered in the Completed Date From and Completed Date To prompts are included in the report output. Enter N if all dates display in the report output.

© 2009 Mincom


MSSS Active

(Maintenance Strategy and Support System)

Select Y or N.

If the Maintenance Strategy and Support System (MSSS) status prompt is Y, only work orders that have the MSSS status indicator of A - Active are used to calculate the number of failures.

If the MSSS status prompt is N, all work orders are used to calculate the number of failures.

Note: The MSSS Active prompt is be used for data selection but used for data filtering on the Failure Analysis tab.

Additional Prompts

The following criteria is optional to limit the data displayed.


Productive Unit

Enter the productive unit assigned to the maintenance activity.

Account Code To

Enter the last account code in the range to report for completed maintenance activities.

Work Group

Enter the work group assigned to the maintenance activity.

Plan Start Date From

Enter the plan start date in the range for the maintenance activity.

Plan Start Date To

Enter the plan end date in the range for the maintenance activity.

Raised Date From

Enter the start date in the range for raised maintenance activities.

Account Code From

Enter the first account code in the range to report for completed maintenance activities.

Raised Date To

Enter the end date in the range for raised maintenance activities.

Completed Date From

Enter the start date range for completed maintenance activities.

Completed Date To

Enter the end date range for completed maintenance activities.

© 2009 Mincom


Report Details

This report displays in a grid format.

Note: Depending on the type of report, different tabs display:

Form Report Detail tab

Detail Report Prompts tab and Detail tab

Summary Report Separate tabs for different report views

Tabs Prompts Tab

This tab displays the prompt information selected.

• District Code

• Completed Date From

• Completed Date To

• MSSS Active (Maintenance Strategy and Support System)

• Account Code From

• Account Code To

• Plan Start Date From

• Plan Start Date To

• Raised Date From

• Raised Date To

• Work Group

Actual Cost Analysis Tab

This tab displays the actual cost spent on maintenance activities for each work order type.

The option to drill down on more detailed information within the grid and pie chart is also available.

Format of Report

Grid Format:

• Work Order Type and Description

• Actual Total Cost

Pie Chart Format:

• Actual Total Cost by Work Order Type and Description

• Percentages

© 2009 Mincom


Sections

• District Code

Sort Order

• Work Order Cost

Drill Down

When you drill down on aggregate results in tables and charts, a hyperlink allows you to view the detail data.

Hint: Mouse over a hyperlink to display a popup menu and click on the Drill Down option. Further popup menus can display.

In the report, click the following heading links (as required) to drill down to lower level information:

• Maintenance Type and Description

Select one of the following options to drill down to other lower level information:

• Work Order Analysis - Equipment Reference and Description

• Work Order Analysis - Work Group and Description

Calculated Fields

Actual Total Cost Actual Equipment Cost plus Actual Material Cost plus Actual Labour Cost plus Actual Other Cost

Actual Labour Hours Analysis Tab

This tab displays the actual labour hours on maintenance activities for each work order type.


Format of Report

Grid Format:

• Work Order Type and Description

• Actual Labour Hours

Pie Chart Format:

• Actual Labour Hours by Work Order Type and Description

• Percentages

Sections

• District Code

Sort Order

• Labour Hours

© 2009 Mincom


Drill Down



In the report, click the following heading links (as required) to drill down to lower level information:

• Maintenance Type and Description


• Work Order Analysis - Equipment Reference and Description

• Work Order Analysis - Work Group and Description

Actual Duration Analysis Tab

This tab displays the split of actual duration type spent on maintenance activities for each job duration code.


Format of Report

Grid Format:

• Job Duration Code and Description

• Job Duration (Hours)

Pie Chart Format:

• Actual Duration Hours by Job Duration Code and Description

• Percentages

Sections

• District Code

Sort Order

• Duration Hours

Drill Down




• Duration Analysis - Equipment Reference and Description

• Duration Analysis - Work Group and Description

© 2009 Mincom


Failure Analysis Tab

This tab displays failure types recorded on maintenance activities for each equipment class. Work order job codes (W0, W1, W2) are used for failure analysis that supports RCM (Reliability Centred Maintenance). The number of failures is the number of work orders that have non-blank W0 job code.


Format of Report

Grid Format:

• Equipment Class and Description

• Number of Failures

Pie Chart Format:

• Equipment Class and Descriptions

• Percentages

Sections

• District Code

Sort Order

• Number of Failures

Drill Down




• Failure Analysis - Equipment Group Identifier and Description

• Failure Analysis - Work Order Job Code 1 and Description

© 2009 Mincom


MSA621 - Work Order Job Card This report is used to print work order job cards on an individual basis or for a specific period of time for a work group. In conjunction with Mincom Work Planner, job cards can be printed for all work being performed under an activity (for example, shutdown/ outage).

Universe


• Work Management




Uncompleted Work Orders

Enter Y (Yes) or N (No) to print uncompleted work orders. Y defaults.

Use Plan Start Date

Enter Y or N to enter a range of plan start dates. If Y is entered the plan start date from and plan start date to prompts must be completed.

District Code

Select the district code.

Additional Prompts



Work Order Task

The work order task number.

Assign To

Enter the employee ID assigned to the work order task.

Task Work Group Crew

Enter the work order group crew for which job cards are to be printed.


Enter the planned start date for the work order task in the range to be reported.

© 2009 Mincom


Plan Start Date To

Enter the planned end date for the work order task in the range to be reported.

Shutdown No

Enter the shutdown code for which the report is required.

Task Work Group

Enter the work group assigned to the task.

Work Order From

Enter the first work order number in the range to be reported.

Work Order To

Enter a last work order number in the range to be reported.

Report Details






Tabs Detail Tab

This tab lists work order task information in detailed view of each task in job card format.

Sections

• Work Order Task Requirement

• Safety Instruction

• Job Instruction

• Completion Instruction

• Work Order Completion

Associated Documents Tab

This tab displays document publishing information that can be published concurrently with the work order job card. The associated documents can be published to printer, fax, email, file or business objects inbox.

© 2009 Mincom


MSA622 - Work Order Requirements Report This report displays material, equipment and resource requirements for work orders and/ or work order tasks that match the nominated selection criteria.

Universe


• Work Management




District Code

Select the district code for the work order and work order tasks raised.

Work Order From


Work Order To


Include Task Requirement

Enter Y to include work order task with requirements recorded against them, or N to exclude requirements. Y defaults.

Additional Prompts



Work Order Task

Enter the work order task number in the range you want reported.

Report Details



© 2009 Mincom





Tabs Prompts Tab


• District Code

• Work Order From

• Work Order To

• Include Task Requirement

• Work Order Task From

• Work Order Task To

Detail Tab

This tab lists all work orders and/or work order task requirements for work orders and/or work order tasks.

Sections

• District

• Work Order

• Work Order Task

Sort Order

• Work Order Number

© 2009 Mincom


MSA710 - Missed Schedule Maintenance Report This report displays all tasks associated with a piece of equipment in each work group missed in a specified period. For tasks missing the schedule is:

• Tasks committed but not completed

• Tasks deferred or completed, with a completion code indicating that they should appear on the missed schedule report

Also, days overdue is printed for committed tasks, the comment column displays completion code descriptions.

Universe


• Asset Management




Exclude Inactive Task

Select the N or Y to exclude inactive tasks.

This prompt defaults to Y.

Report End Date

Select the last date for the report to display.

Additional Prompts



Account Code

Enter the account code valid for the district where the equipment belongs.

Work Group From

Enter the first work group in the range for the maintenance schedule task.

Work Group To

Enter the last work group in the range for the maintenance schedule task.

© 2009 Mincom


Equip Ref From

(Equipment Reference From)

Enter the first equipment reference number in the range relating to the maintenance schedule task.

Equip Ref To

(Equipment Reference To)

Enter the last equipment reference number in the range relating to the maintenance schedule task.

Report Details






Tabs Prompts Tab


• Account Code

• Work Group From

• Work Group To

• Equip Ref From (Equipment Reference From)

• Equip Ref To (Equipment Reference To)

• Report End Date

• Exclude Inactive Tasks

Detail Tab

This tab lists the tasks associated with a piece of equipment in each work group missing in a specified period.

Sections

• Work Group

Sort Order

• Equipment Reference

© 2009 Mincom


Calculated Fields

Days Over Report End Date less Scheduled or Actioned Date

© 2009 Mincom


MSAEFF - Maintenance Effectiveness and Efficiency Report This report displays in a graphical manner, key performance indicator information on the effectiveness and efficiency of maintenance activities. To extend the analysis ability, you can drill down into work group set, work group or equipment group identifier (EGI) and equipment reference.

Only closed work orders are reported.

Universe


• Asset Management




District Code

Enter the district code.

Completed Date From

Enter the first completion date in the range you want reported.

Completed Date To

Enter the last completion date in the range you want reported.

Completion Allowance

Enter the number of days before or after the Work Order Planned Start Date to be used to calculate the work order 'Completion within Completion Allowance' KPI.

Maint Work Order Type

Enter the work order type relating to the maintenance work.

Proactive Maint Type

(Proactive Maintenance Type)

Enter the maintenance types that are proactive maintenance.

Reactive Maint Type

(Reactive Maintenance Type)

Enter the maintenance types that are reactive maintenance.

© 2009 Mincom


MSSS Active

(Maintenance Strategy and Support System)

Select Y or N. Y defaults.

If the Maintenance Strategy and Support System (MSSS) status prompt is Y, only work orders that have the MSSS status indicator of A - Active are used to calculate the number of failures.

If the MSSS status prompt is N, all work orders are used to calculate the number of failures.

Additional Prompts



Work Group Set

Enter a work group set.

Equip Ref From


Enter the first equipment reference number in the range you want reported.

Equip Ref To


Enter the last equipment reference number in the range you want reported.

Work Group

Select the work group

Report Details






Tabs Prompts Tab


• District Code


© 2009 Mincom


• Completed Date to

• Completion Allowance

• Maintenance Work Order Type

• Proactive Maintenance Type

• Reactive Maintenance Type

• Work Group Set

• Equipment Reference From/To

• Work Group

Maintenance Effectiveness Tab

This tab lists maintenance effectiveness as the ratio of proactive to reactive works in a bar graph format.

The Proactive work is executed in a structured manner. Primary tasks are carried out in order to find secondary tasks before they become failure tasks.

Reactive work is all other works not found as a result of carrying out primary tasks. The report displays maintenance costs in categories represented by various maintenance types that are grouped into proactive and reactive as nominated at selection prompts. Maintenance effectiveness is calculated for each work group set.

You can drill down from a work group set to work group to month, and from proactive or reactive categories to maintenance types to give more analysis details.

Format of Report

Grid Format

• Proactive Amount

• Reactive Amount

• Ratio Percentage

Bar Graph Format

• Work Group Set

• Actual Labour Costs (Percentages)

Drill Down



You can use the drill down facility by clicking on the top left of the screen. Select from the available options to drill down to more detailed information:

• Work Group Set

© 2009 Mincom


• Work Group

• Month

Sections

• District Code

Calculated Fields

Maintenance Effectiveness (Costs) Sum(Total Work Order Cost - for Proactive Maintenance Types)/

Sum(Total Work Order Cost - for Reactive Maintenance Types)

Maintenance Effectiveness (No. of Work Orders)

Total number of Work Orders - Proactive Maintenance Types)/

Total number of Work Orders - for Reactive Maintenance Types)

Only closed work orders will be used in the calculation. Only the work order type that is the nominated maintenance work order type will be used. Only nominated Proactive and Reactive types will be used in the calculation. If the effectiveness ratio is more than 75% to 25% than the data will be highlighted in red.

Work Creation and Planning Efficiency Tab

This tab calculates and displays Maintenance Efficiency Key Performance Indicators of work allocation, work creation and work planning within the nominated time period and maintenance work order types.

The information can be drilled down from work group set, work group and month to give more analysis details.

Sections

• District Code

Calculated Fields

Maintenance Work Allocation (Number of closed non MST work orders that have nominated maintenance work order types)/(Total number of closed non MST work orders - All maintenance type)

Work Creation - Required by Date (Number of closed non MST work orders that have required by date)/(Total number of closed non MST work orders)

Work Creation - Originator Priority (Number of closed non MST work orders that have originator priority)/(Total number of closed non MST work orders)

Work Planning - Planner Priority (Number of closed non MST work orders that have planner priority)/(Total number of closed non MST work orders)

Work Planning - Estimated Duration (Number of all closed work orders that have estimated duration)/(Total number of all closed work orders)

© 2009 Mincom


Work Planning - Duration Variance +/- 15%

(Number of all closed work orders that have duration variance within +/- 15%)/(Total number of all closed work orders)

Work Planning - Estimated Cost (Number of all closed work orders that have estimated cost)/(Total number of all closed work orders)

Work Planning - Estimated Cost Variance +/- 15%

(Number of all closed work orders that have estimated cost variance within +/- 15%)/(Total number of all closed work orders)

Duration Variance (Actual duration hours - Estimated duration hours)*100%/Estimated duration hours

Estimated Cost Variance (Actual estimated cost - Estimated cost)*100%/Estimated cost

Non MST work orders are work orders that are not created from a MST.

All KPIs will look at only work orders that have the nominated maintenance work order type except the maintenance work allocation KPI.

If work allocation is less than 90% then the data will be highlighted in red.

If Work Creation - Required by Date is less than 80% then the data will be highlighted in red.

If Work Creation - Originator Priority is less than 100% then the data will be highlighted in red.

If Work Planning - Planner Priority is less than 80% then the data will be highlighted in red.

If Work Planning - Estimated Duration is less than 80% then the data will be highlighted in red.

If Work Planning - Duration Variance +/- 15% is less than 70% then the data will be highlighted in red.

If Work Planning - Estimated Cost is less than 80% then the data will be highlighted in red.

If Work Planning - Estimated Cost Variance +/- 15% is less than 70% then the data will be highlighted in red.

Work Scheduling and Completion Efficiency Tab

This tab calculates and displays Maintenance Efficiency Key Performance Indicators of work scheduling and work completion within nominated time period and maintenance work order types.

The information can be drilled down from work group set, work group and month to give more analysis details.

Sections

• District Code.

© 2009 Mincom


Calculated Fields

Work Scheduling - Planned Start Date

(Number of all closed non MST work orders that have planned start date)/(Total number of all closed non MST work orders)

Work Scheduling - Completion within Completion Allowance

(Number of all closed work orders that are completed within the completion allowance)/(Total number of all closed work orders)

Work Completion - Actual Cost (Number of all closed work orders that have actual cost)/(Total number of all closed work orders)

Work Completion - Actual Duration (Number of all closed work orders that have actual duration)/(Total number of all closed work orders)

Work Completion - Failure Code 1 (Number of closed non MST work orders that have failure code 1)/(Total number of closed non MST work orders)




Work Completion - Completion Comment

(Number of closed non MST work orders that have completion comment at work order header)/(Total number of closed non MST work orders)

Non MST work orders are work orders that not created from MST

All KPIs will look at only work orders that have the nominated maintenance work order type.

If work Scheduling - Planned Start Date is less than 80% then the data will be highlighted in red.

If Work Scheduling - Completion within Allowance is less than 70% then the data will be highlighted in red.

If Work Completion - Actual Cost is less than 100% then the data will be highlighted in red.

If Work Completion - Actual Duration is less than 100% then the data will be highlighted in red.

If Work Completion - Failure Code 1 is less than 100% then the data will be highlighted in red.




If Work Completion - Completion Comment is less than 100% then the data will be highlighted in red.

© 2009 Mincom


MSSS Analysis Tab

The Maintenance Strategy Support System (MSSS) has the capability of recording a full RCM analysis strategy within the system. MSSS also facilitates a structured selection of failure codes depending on Equipment Group Id.

This tab displays the MSSS analysis strategy and number of closed work orders that match the MSSS structured loaded for Equipment Group Ids. The information can be drilled down from EGI to Equipment References to give more analysis details.

Equip Maint Effectiveness Tab

Equipment Maintenance Effectiveness is the ratio of Proactive to Reactive works recorded against an item of equipment. The report provides the effectiveness of individual equipment maintenance strategies.

This tab displays maintenance costs and number of work orders in categories represented by various maintenance types that will be grouped into Proactive and Reactive as nominated at selection prompts. Maintenance effectiveness will then be calculated for each equipment group.

The information can be drilled down from equipment group to equipment to month and from proactive or reactive categories to maintenance types to give more analysis details.

Format of Report

Grid Format

• Equipment Group Identifier (EGI)

• Proactive Amount

• Reactive Amount

• Ratio Percentage

Bar Graph Format

• EGI

• Percentage

Calculated Fields

Equipment Maintenance Effectiveness (Costs)

Sum(Total Work Order Cost - for Proactive Maintenance Types)/

Sum(Total Work Order Cost - for Reactive Maintenance Types)

Equipment Maintenance Effectiveness

(No. of Work Orders)

Total number of Work Orders - for Proactive Maintenance Types)/

Total number of Work Orders - for Reactive Maintenance Types)

Only closed work orders will be used in the calculation.

Only the work order type that is the nominated maintenance work order type will be used.

Only work orders raised against an item of equipment will be used in the calculation.

Only nominated Proactive and Reactive Maintenance types will be used in the calculation.

© 2009 Mincom


If the effectiveness ratio is less than 75% to 25% then the data will be highlighted in red.

© 2009 Mincom


MSAMTF - Mean Time Between Failure This report displays work orders raised for a productive unit. The meantime between failure is calculated as the number of days in the reporting period divided by the number of work orders raised in that period.

Universe


• Work Management




Completed Date From

Enter the first work order completed date in the range to be reported.

Completed Date To

Enter the last work order raised date in the range to be reported.

Additional Prompts



EGI To

(Equipment Group Identifier To)

Enter the first EGI number in the range to be reported.

EGI From

(Equipment Group Identifier From)

Enter the last EGI number in the range to be reported.

Equip Ref From


Enter the first equipment reference number in the range to be reported.

Equip Ref To


Enter the last equipment reference number in the range to be reported.

© 2009 Mincom


Equipment Class

(Work Order)

Enter the equipment class for the work order to be reported.

Maint Type

(Maintenance Type)

Enter the maintenance type for the work order to be reported.

Enter End Closed Date

Enter the last work order closed date in the range to be reported.

Raised Date From

Enter the first work order raised date in the range to be reported.

Raised Date To


Work Order Type

Enter the work order type to be reported.

Report Details






Tabs Prompts Tab




• EGI From (Equipment Group Identifier From)

• EGI To (Equipment Group Identifier From)



• Equipment Class

© 2009 Mincom


• Maint Type (Maintenance Type)

• Enter End Closed Date


• Raised Date To

• Work Order Type

MTBF by Calendar Year

This tab lists the mean time between failures by each calendar year.

Format of Report

The summary displays in both grid and bar graph format.

Grid Format

• Year Raised

• Mean Time Between Failure (MTBF - Days)

Bar Graph Format

• X Axis - Year Raised

• Y Axis - MTFB (Days)

MTBF by Equipment

This tab lists the mean time between failures for each equipment item for a calendar year.

Format of Report


Grid Format

• No of WO (Number of Closed Work Orders)

• Mean Time Between Failure (Days) (MTBF - Days)

• Year Raised

Bar Graph Format



MTBF by EGI

This tab lists the mean time between failure for each equipment group identification by calendar year.

Format of Report


Grid Format


© 2009 Mincom



• Year Raised

Bar Graph Format



MTBF by Equipment Class

This tab lists the mean time between failure for each equipment class by calendar year.

Format of Report


Grid Format



• Year Raised

Bar Graph Format



MTBF by Work Order Type

This tab lists the mean time between failure for each work order type by calendar year.

Format of Report


Grid Format



• Year Raised

Bar Graph Format



MTBF by Maintenance Type

This tab lists the mean time between failure each maintenance type by calendar year.

Format of Report


Grid Format

© 2009 Mincom




• Year Raised

Bar Graph Format



© 2009 Mincom


MSAMTR - Mean Time to Repair This report displays work order information for selected equipment and a selected work period. It calculates the mean time to repair (MTTR) the equipment. The information provides the average number of hours the equipment is inoperative or 'down' while it undergoes maintenance, during a given work period.

Universe


• Work Management




Completed Date From

Enter the first work order completed date in the range to be reported.

Completed Date To


Additional Prompts



EGI From


Enter the first EGI number in the range to be reported.

EGI To


Enter the last EGI number in the range to be reported.

Equip Ref From


Enter the first equipment reference number in the range to be reported.

Equip Ref To


© 2009 Mincom


Enter the last equipment reference number in the range to be reported.

Equipment Class

(Work Order)

Enter the equipment class for the work order to be reported.

Maint Type

(Maintenance Type)

Enter the maintenance type for the work order to be reported.

Enter End Closed Date

Enter the last work order closed date in the range to be reported.

Raised Date From

Enter the first work order raised date in the range to be reported.

Raised Date To


Work Order Type

Enter the work order type to be reported.

Report Details






Tabs Prompts Tab




• EGI From (Equipment Group Identifier From)

• EGI To (Equipment Group Identifier From)



© 2009 Mincom


• Equipment Class

• Maint Type (Maintenance Type)

• Enter End Closed Date


• Raised Date To

• Work Order Type

MTTR by Calendar Year

This tab lists the mean time to repair all equipment in request by each calendar year.

Format of Report


Grid Format

• Year Closed

• Mean Time to Repair (MTTR - Hours)

Bar Graph Format

• X Axis - Year Closed

• Y Axis - MTTR (Hrs)

MTTR by Equipment

This tab lists the mean time to repair each equipment in request by calendar year.

Format of Report


Grid Format


• Mean Time to Repair (Hours) (MTTR - Hours)

• Year Closed

Bar Graph Format


• Y Axis - MTTR (Hrs) (MTTR - Hours)

MTTR by EGI

This tab lists the mean time to repair each equipment group identification by calendar year.

Format of Report


Grid Format

© 2009 Mincom




• Year Closed

Bar Graph Format



MTTR by Equipment Class

This tab lists the mean time to repair each equipment class by calendar year.

Format of Report


Grid Format



• Year Closed

Bar Graph Format



MTTR by Work Order Type

This tab lists the mean time to repair each work order type by calendar year.

Format of Report


Grid Format



• Year Closed

Bar Graph Format



MTTR by Maintenance Type

This tab lists the mean time to repair each maintenance type by calendar year.

Format of Report


© 2009 Mincom


Grid Format



• Year Closed

Bar Graph Format



© 2009 Mincom


MSAXWO - Work Order Analysis Summary This report is a summary listing of all work orders. The work order analysis report assists asset owners and maintenance personnel in identifying equipment failure patterns in completed jobs and resource allocation requirements for open jobs.

Universe


• Work Management




District Code


Uncompleted Work Orders

Enter Y or N if you want uncompleted work orders to be reported. Defaults to Y.

Additional Prompts



Work Order From


Work Order To


Shutdown No

Enter the shutdown number of the work order to be reported.

Work Order Task

Enter the task number of the work order to be reported.

Plan Start Date Range

Enter Y or N to enter a range of plan start dates. If Y is entered the plan start date from and plan start date to fields need to be completed.


Enter the first work order date in the range to be reported.

© 2009 Mincom


Plan Start Date To

Enter the last work order date in the range to be reported.

Report Details






Tabs Prompts Tab


• District Code

• Shutdown No

• Uncompleted Work Orders

• Work Order From

• Work Order To

• Work Order Task

• Plan Start Date Range

• Plan Start Date From

• Plan Start Date To

Detail Tab

This tab lists work order summary details spent on maintenance activities.

Sections

• District Code

Sort Order

• Work Order Number

© 2009 Mincom


MSB622 - Work Order Cost Reallocation Report MSB622 is an audit control of the Work Order cost reallocation procedure.

The report is automatically produced with each successful execution of the MSB622 - Work Order Cost Reallocation procedure. Requests for the Reallocation procedure are generated via the online Report Request facility MSO080, the MSM62CA - Completion of Work Order screen when the Work Order is closed to Final Costs, or via the MSM62RA - Work Order Reallocation screen when the Reallocation Limit is adjusted for a Work Order which is closed to Final Costs.

© 2009 Mincom


MSB623 - Work Order Automatic Finalisation Report MSB623 is an audit control of the Automatic Work Order finalisation procedure. It allows Work Orders which match the strict selection criteria to be automatically finalised.

Additional Information

Parameters

All Sub-systems Number of Days

This specifies the minimum number of days that must have elapsed between the work order completion date, and the process run date, in order to automatically finalise the work order.

Individual Sub-systems Number of Days

Entries may only be made to any of these fields if there is no entry in the All Sub-systems Number of Days field. A blank entry means that finalisation will not be performed for that subsystem. An entry against a sub-system which is not installed will be ignored by the batch process.

For each of the available sub-systems, this parameter is applied in the same manner as for the All Subsystems Number of Days field. However, instead of the work order as a whole being finalised, only the nominated sub-system will be finalised.

If the finalisation of an individual sub-system results in all installed subsystems being finalised, then the work order as a whole will be finalised according to sub-system finalisation rules.

Work Group When specified, only work orders that have this work group can possibly be automatically finalised. In order to be automatically finalised, it must also match all other selection criteria entered.

Originator When specified, only work orders that have this originator can possibly be automatically finalised. In order to be automatically finalised, it must also match all other selection criteria entered.

Assign To When specified, only work orders that have this assign to person can possibly be automatically finalised. In order to be automatically finalised, it must also match all other selection criteria entered.

Parent Work Order When specified, only work orders that have this parent work order can possibly be automatically finalised. In order to be automatically finalised, it must also match all other selection criteria entered.

Project Number When specified, only work orders that have this Project Number, or that have any project which is a sub-project of that project at any level in the project hierarchy can possibly be automatically finalised. This depends on the Include Sub-Projects flag setting.

In order to be automatically finalised, it must also match all other selection criteria entered.

© 2009 Mincom


Include Sub-projects Defaults to Y.

When this field is set to Y, all matching work orders for the nominated project and for all sub- projects of that project are finalised. When this field is set to N or space, only work orders belonging to the nominated project are finalised.

**Additionally** Additionally, only work orders which are completed, not finalised and not capital, will be selected for automatic finalisation.

© 2009 Mincom


MSB624 - Update W/O Status for Available Material This program provides a mechanism to update the User Status of Work Orders for which sufficient stocks are available to meet APL requirements. The program reviews the stock availability (Stock On Hand - Dues Out) of each APL item associated with the Work Order and if all items have sufficient stock, the Work Order User Status is set to a nominated value specified in the Table File WS - User Work Order Status.

The program has a number of limitations which should be taken into account.

1. This report does not take into account Category Match values therefore all Categories are considered available for issue.

2. To provide an accurate assessment, this program should be initiated immediately prior to submitting the APL requisition.

3. The program assumes all items on the APL are required and that only 1 X Qty Required is to be requisitioned.

4. Stock availability calculations do not take into account imminent dues-in.

This report can be requested on an ad hoc basis.


Parameters

Work Order Status

(Mincom)

Enter O for Open Work Orders or A for Authorised Work Orders. Leave blank to indicate both status O and A are to be used in the selection process.

Equipment Number Enter a valid Equipment Number to check Work Orders for specific equipment. Entry is optional.

Work Group Enter a valid Work Group within the current district to check Work Orders for a specific Work Group. Entry is optional.

Assigned To Individual

Enter the Responsibility Code of the person to whom the Work Order is assigned. Entry is optional.

© 2009 Mincom


MSB627 - Work Order Generation for Type Defects Program MSB627 will generate Work Orders based on equipment which was derived either from an Equipment Group Identifier or an Equipment List. A summary report is produced detailing the Work Orders created, the equipment, and the assign to person.

This program would typically be run when defects are identified against multiple pieces of equipment of the same type or specification.

This report can be generated at any time.


Parameters

EGI (Equipment Group Identifier)

Enter a valid Equipment Group Identifier. Entry is validated against Table File GI.

Equipment List Type

Enter a valid Equipment List Type. Entry is validated against Table File LI. Input is not required if an EGI has been entered.

Equipment List Identifier

Enter a valid Equipment List Identifier. Entry is mandatory if the Equipment List Type has been entered and, together with the List Type, must exist as a valid Equipment List. Entry is not required if an EGI has been entered.

List Indicator Enter a valid List Indicator. Enter L to generate work orders for equipment items for the entered list. Enter A to generate work orders for all equipment items for the entered list and its sub-lists. Input is not required if an EGI has been entered, but is mandatory if a List Type and ID have been entered.

Equipment Classification

Enter up to 10 Equipment Classifications to be used as additional filters for selecting equipment. Entry is validated against Table Files E0 to E9.

Standard Job Enter the Standard Job which generated work orders will be based on.

Parent Work Order Enter an existing Parent Work Order Number to which any generated work orders will belong.

Work Order Prefix Enter a valid work order prefix as defined on the System Control file. All generated work orders will begin with this prefix.

Originator Enter the responsibility code of the person who initiated the generation of the work orders. Entry is validated against Table File RC, or the Employee master file for integrated Payroll users.

Originator Priority Enter the originator's priority, which is a number between 1 and 99 inclusive, with the highest priority being 1. The values and their meanings are held in Table File PY. Entry is validated against this table file.

Work Group Enter the work group to which this job is assigned. Entry is validated against the Work Group master file.

Work Centre Enter the work centre to which this job is assigned. Entry is validated against the Work Centre master file.

© 2009 Mincom


Assigned To Enter the responsibility code of the person to whom the work order is assigned. Entry is validated against Table File RC, or the Employee master file for integrated Payroll users.

© 2009 Mincom


MSB628 - Reset Tasks Plan Start Dates Report MSB628 shows the number of records read and updated in the process of re- synchronising the planned start dates of Work Order Tasks.

Those tasks belonging to a nominated range of work orders for which offsets are in use, and for which the work order has a planned start date are updated when the Task start date does not equal the work order start date plus the offset value. If a planned finish date is also present, then the relative difference between the start and finish dates is maintained. If the Task has been scheduled, the relevant scheduling information is also maintained, provided the resulting date change does not try to move the Task start date into or out of a committed scheduling period.


Parameters

Target District Enter the district to which the work orders are to be processed.

Entry must be a valid District Code.

From Work Order/To Work Order

Enter either a range of work order numbers or a single work order number.

If you enter From Work Order and leave To Work Order blank, the update will be performed until the end of the Work Order file.

If you enter To Work Order and leave From Work Order blank, the update will start from the beginning of the Work Order file.

If both numbers are given, the To Work Order number is validated to be greater than or equal to the From Work Order number. If they are equal, the single work order will be processed, otherwise the specified range of Work Order Numbers will be processed.

Either of the From or To Work Order Numbers can end with the wildcard character *.

Parent Work Order Number

If the Parent Work Order number is given, it will only be processed when both the From Work Order Number and the To Work Order number are blank.

This field can also end with the wildcard character *.

© 2009 Mincom


MSR620 - Work Order Analysis Report This report provides a detailed or a summary listing of all Work Orders meeting the selection criteria. The Work Order Analysis Report assists asset owners and maintenance personnel in identifying equipment failure patterns in completed jobs and resource allocation requirements for open jobs among other things. The selection criteria offered in this report makes for a very powerful analysis tool.

This report can be generated at any time from MSO080. It can also be requested directly from the Short Form and Long Form Work Order applications by using Action Code W.


Parameters

Summary or Detailed Output

Enter S to request the summary report. D for a detailed report.

Tasks Required (Y/N)

Enter Y if task breakdowns are required on the report. If they are not required, enter N and the report will show Work Order header information only.

Work Order Number Range: From/To

Enter the range of work orders for which the report is required.

Leave the From range blank to report from the first Work Order Number. Leave the To range blank to report to the last Work Order Number.

Date: O-Open/ C-Close/ P-Plan Start/ Space

Enter O, C, P or space, depending on the type of work order date to be selected on.

Work Order Date Range: From/To

Enter the range of work order dates to be selected. The dates entered refer to the type requested in the previous field.

Leave the From range blank to report from the earliest date. Leave the To range blank to report to the latest date.

WO Status- Mincom (O/A/C)

Enter the Work Order status of the work orders required. Options are O - Open, A - Authorised, C- Closed.

WO Status-User Enter the user status of the work orders required.

Work Order Type Enter the work order type to be selected for the report.

Equipment Group ID

Enter the equipment group ID for which the report is required.

Equipment Reference Range: From/To

Enter the range of Equipment References for which the report is required.

Leave the From range blank to report from the first Equipment Reference. Leave the To range blank to report to the last Equipment Reference.

Equipment List Type

Enter the type of equipment list for which the report is required.

© 2009 Mincom


Equipment List ID Enter the ID for the equipment list for which the report is required.

Work orders are selected for equipment on this list only, not for equipment on any of the sub-lists.

Component Code Range: From/To

Enter the range of Component Codes for which the report is required.

Leave the From range blank to report from the first Component Code. Leave the To range blank to report to the last Component Codes.

Work Group Range: From/To

Enter the range of work groups for which the report is required.

Leave the From range blank to report from the first work group. Leave the To range blank to report to the last work group.

Shutdown Code Enter the Shutdown Code for which the report is required.

Cost Centre/Account Code Range: From/To

Enter the range of Cost Centre or Account Codes for which the report is required.

Leave the From range blank to report from the first code. Leave the To range blank to report to the last code.

Classification Types

Enter up to three work order classification types, for example WO to W9, separated by a space, from which the report is required to select. This field must be entered in conjunction with the Classification Codes field. Each entry made must directly correlate to the corresponding entry in the Classification Code field.

Classification Codes

Enter up to three work order Classification Codes in accordance with the entry made in the Classification Codes field. Each code can be separated by a space.

Modifier Code Enter the Modifier Code to be reported on.

Part Causing Failure

Enter the part causing failure for which the report is required.

Project Number Enter the Project Number for which the report is required.

Estimated Job Hours Range: From/To

Enter the range of estimated job hours for which the report is required. Leave the From range blank if no lower limit of hours is required. Leave the To range blank if no upper limit of estimated job hours is required.

Standard Job No. Enter the Standard Job Number for which the report is required.

Maintenance Type Enter the maintenance type for which the report is required.

Originator Enter the originator of the work order for which the report is required.

© 2009 Mincom


MSR621 - Work Order Task - Job Card Report MSR621 is the job card for either a single Work Order Task or for all Tasks for a Work Order.

This report can be generated at any time from MSO080. It can also be requested directly from the Work Order application.


Parameters

Work Order Number

Enter the number of the work order for which the job card is required, if only one is required.

Work Order Task

Enter the number of the work order task required if the job card is not required for all tasks. Leave this field blank to request job cards for every task.

Work Order Range: From/To

Enter a range of Work Order Numbers if job cards for more than one work order are required.

© 2009 Mincom


MSR623 - Archive Work Selection Report MSR623 allows the selection of Work Orders to be archived using an equipment reference as the main selection criterion.


This report can be selected for the processing district or all districts.


Parameters

Run Number

Leave blank for a system-generated Run Number or enter a valid Run Number that already exists on the Header Details of Archive Run file MSF075.

Override/ Add

Enter O to override an existing run or A to add to it. Entry is mandatory when amending an existing run. This field is left blank when a new run is being created.

Equipment Reference

This is an optional field. Enter the Equipment Reference for archiving.

Date Completed

This field is mandatory. Enter the completion date (inclusive) at which to process the run.

All work orders with a completed date less than or equal to this date will be selected for archiving, unless they do not meet one of the other selection criteria.

Work Order Prefix

This is an optional field.

Enter a valid Work Order Prefix to restrict selection of work orders to those preceded by the specified prefix.

Work Order Type


Enter a valid Work Order Type to restrict selection of work orders to those with the specified type.

Actual Cost


Enter the maximum cost of a work order in dollars to be included in selection. All work orders with a total actual cost less than or equal to this cost will be selected for archiving, unless they do not meet one of the other selection criteria.

Cost Centre/ Account Code (Optional)


Enter a valid cost centre or account code to restrict selection of work orders to those associated with the specified cost centre or account code.

Finalise Costing (Y/C/N)


Enter Y, C, or N to select work orders that have had their costs finalised, closed to costs, or not finalised respectively.

© 2009 Mincom


MSR626 - Work Order Backlog Report MSR626 lists open Work Orders with a planned start date earlier than the date on which the report was run. This report can be used to alert maintenance personnel of Work Orders not yet actioned, deferred, cancelled or closed and are overdue.



Parameters

Work Group Enter a valid work group to check for a listing of the work group's backlog.

Equipment Number

Enter a valid equipment number to check if specific items of equipment have Work Orders that are in backlog.

Productive Unit Enter a valid Productive Unit. If this value is entered, the Equipment Number on the work order must be related to the productive unit. The report will return all Work Orders for the Productive Units sub-ordinates that are in backlog.

© 2009 Mincom


MSRXWJ - XML Work Order Job Card Report MSRXWJ is an XML encoded listing of a job card for either a work order task or for all work order tasks. The data relating to the job card is prefixed and suffixed by XML tags. The output from this report is used in conjunction with a Microsoft Word template to produce a formatted document.

MSRXWJ report is a substitute for MSR621- Work Order Task - Job Card. A substitute request must be set up on the SR - Substitute Request table file before the report can be printed.

© 2009 Mincom


Work Orders - Screens

Screens Dialog Box - Bulk Closure Work Orders .............................................................................. 145 Dialog Box - Bulk Reschedule Work Orders ........................................................................ 146 Dialog Box - Cancel Work Order .......................................................................................... 147 Dialog Box - Cancel WO Task .............................................................................................. 148 Dialog Box - Change Status .................................................................................................. 149 Dialog Box - Complete Work Order ..................................................................................... 150 Dialog Box - Complete WO Task ......................................................................................... 152 Dialog Box - Copy from Existing Work Order ..................................................................... 153 Dialog Box - Copy from Parent Standard Job ....................................................................... 154 Dialog Box - Copy from Parent Work Order ........................................................................ 155 Dialog Box - Copy from Standard Job .................................................................................. 156 Dialog Box - Copy Text to Work Order ................................................................................ 157 Dialog Box - Defer Work Order ............................................................................................ 158 Dialog Box - Finalise Work Order or Subsystem ................................................................. 159 Dialog Box - Finish Assignment ........................................................................................... 160 Dialog Box - Job Instructions ................................................................................................ 161 Dialog Box - Modify User Status .......................................................................................... 162 Dialog Box - New Requisition .............................................................................................. 163 Dialog Box - Options (MSQ620) .......................................................................................... 164 Dialog Box - Print GIS Map .................................................................................................. 168 Dialog Box - Print Work Order Job Cards ............................................................................ 170 Dialog Box - Record Work in Progress ................................................................................. 171 Dialog Box - Requirements (Work Orders) .......................................................................... 172 Dialog Box - Reschedule ....................................................................................................... 181 Dialog Box - Reschedule Tasks ............................................................................................ 182 Dialog Box - Reschedule Work Orders ................................................................................. 183 Dialog Box - Select Material Requirements .......................................................................... 184 Dialog Box - Select Material Requirements for a Task......................................................... 185 Dialog Box - Schedule Work ................................................................................................ 186 Dialog Box - Schedule WO Task .......................................................................................... 189 Dialog Box - Start Assignment ............................................................................................. 191 Dialog Box - Options (Tools » Options) ............................................................................... 192 Dialog Box - Update Estimates ............................................................................................. 198 Dialog Box - WO Task Assign To ........................................................................................ 200 Dialog Box - Work Order Assign To .................................................................................... 201 Dialog Box - Work Order Durations ..................................................................................... 202 Dialog Box - Work Order Task ............................................................................................. 204 MSE620 - My Work Orders .................................................................................................. 211 MSE620 - Work Orders Search ............................................................................................. 212 MSM001A - Maintain System Control File .......................................................................... 218 MSM001C - Maintain Systems Control File (Cont.) ............................................................ 221 MSM00AA - Modify Modules Installed ............................................................................... 229 MSM00BA - District Control Information............................................................................ 230 MSM00EA - District Control Information - Maintain Work Order Prefix Information ....... 238 MSM097A - Review Standard Text ...................................................................................... 240 MSM620A - Maintain Complete Work Order Information .................................................. 241 MSM621A - Review Work Order Information ..................................................................... 243 MSM621B - Additional Work Order Selection Parameters .................................................. 247

© 2009 Mincom


MSM621D - Review Work Order - Summary ...................................................................... 249 MSM622A - Review Work Order - General Information ..................................................... 253 MSM622B - Review Work Order - Planning Information.................................................... 257 MSM622C - Review Work Order Code/Completion Information ........................................ 262 MSM622D - Review Duration Information .......................................................................... 265 MSM624A - Review Work Order - Summary of Tasks ....................................................... 266 MSM624B - Review Work Order Task Information ............................................................ 267 MSM625A - Maintain Parent Work Order Information ....................................................... 270 MSM625B - Parent Work Order ........................................................................................... 271 MSM626A - Review of Parent Work Orders ........................................................................ 273 MSM626B - Review Parent Work Order Detail ................................................................... 274 MSM626C - Summary of Parent Work Orders ..................................................................... 276 MSM627A - Maintain Incident Logsheets ............................................................................ 277 MSM627B - Create/Modify/Delete Incident Logsheet Entries ............................................. 279 MSM628A - Review Work Order Materials Status .............................................................. 282 MSM62AA - Modify Work Order - General Information .................................................... 284 MSM62CB - Work Order Subsystem Finalization ............................................................... 288 MSM62DA - Maintain Equipment Tracing for Work Order ................................................ 290 MSM62EA - Modify Job Duration Information ................................................................... 295 MSM62FA - Maintain Work Order Task Completion Information ...................................... 297 MSM62FB - Complete Work Order Tasks ........................................................................... 298 MSM62GA - Print Selected Work Orders and/or Tasks ....................................................... 299 MSM62HA - Create Work Order from Standard Job ........................................................... 300 MSM62IA - Create Short-form Orders For Equipment ........................................................ 303 MSM62JA - Create Short-form Work Orders for Plant ........................................................ 305 MSM62KA - Delete Work Orders ........................................................................................ 307 MSM62LA - Review Job Duration Information ................................................................... 309 MSM62MA - Review Work Order Tasks - for Work Group ................................................ 311 MSM62NA - Bulk Work Order Update Selection ................................................................ 313 MSM62NB - Additional Bulk Work Order Update Selection .............................................. 316 MSM62NC - Maintain Bulk Work Order Code and Duration .............................................. 318 MSM62PA - Create/Maintain Short-form Work Order ........................................................ 321 MSM62QA - Create/maintain Shortform Work Order ......................................................... 325 MSM62RA - Maintain Work Order Billing Information ...................................................... 331 MSM62SA - Review Work Order Billing Information ........................................................ 336 MSM62TA - Create/Maintain Incident Work Order ............................................................. 339 MSM62VA - Review Incident Logsheets ............................................................................. 343 MSM62VB - Review Incident Logsheet Entries ................................................................... 345 MSM62WA - Create/Maintain Shortform Work Order ........................................................ 347 MSM62XA - Create Work Orders from a Std Job Plan Parent Std Job ................................ 354 MSM62YA - Create/Maintain Work Order For Equipment ................................................. 358 MSM633A - Review Complete Maintenance History .......................................................... 363 MSM854A - Labour Costing Transaction Entry ................................................................... 364 MSQ140 - Requisition........................................................................................................... 368 MSQ345 - Condition Monitoring Set Measurements ........................................................... 384 MSQ580 - Document ............................................................................................................ 387 MSQ620 - Work Orders ........................................................................................................ 392 MSQ620 - Work Order Task ................................................................................................. 411 MSQ625 - Parent Work Order .............................................................................................. 419 MSQ629 - Notice .................................................................................................................. 424 MSQ62C - Search for Task Assignments ............................................................................. 431 MSQ62C - Create Task Assignments ................................................................................... 433 MSQ650 - Equipment Tracing .............................................................................................. 434 MSQ655 - Job Estimating ..................................................................................................... 436 MSQ695 - Job Package ......................................................................................................... 453 MSQ901 - Accounting Entry ................................................................................................ 460

© 2009 Mincom


Dialog Box - Bulk Closure Work Orders In the Bulk Closure Work Orders dialog box you can close multiple work orders in bulk.

The fields on this screen are described below:

Completed Date

The completed date defaults to today's date. You can change the date when you want the work orders to be closed.

Completed Time

Enter the time you want the bulk work orders to be closed.

If no entry is made, the Closure Time will default to midnight.

Completed Code

Enter the completion code.

Completed By

The completed by defaults to the employee ID who will run the bulk closure.

© 2009 Mincom


Dialog Box - Bulk Reschedule Work Orders The Bulk Reschedule Work Orders dialog box enables you to reschedule work orders in bulk.


ASSIGNMENT

Individual

Enter the Employee ID you want to assign to the selected Work Order task for rescheduling.

Crew

The Work Group Crew.

This field is validated against a combination of the assigned Work Group and the Table File CREW - Work Group Crew. The CREW table file entry selected must have an associated value equal to the Assigned Work Group.

Work Group

Enter the work group to assign to the task you want rescheduled.

PLANNED DATES

Start Date

Enter the date when the job is rescheduled to start.

Start Time

Enter the time when the job is rescheduled to start.

Finish Date

Enter the date the job is rescheduled to finish.

This date must be later than the start date.

Finish Time

Enter the time when the job is rescheduled to finish.

Ignore Warnings

Select this option if you do not want a warning message to display.

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Dialog Box - Cancel Work Order The Cancel Work Order dialog box enables you to record cancellation information for a Work Order.


Date Cancelled

Enter the date on which work related to this Work Order was cancelled. Click the down-arrow to select the date from a calendar.

If this Work Order has a number of tasks or operations that are not recorded as closed, they are updated with this date.

Time Cancelled

Enter the time at which work related to this Work Order was cancelled.

Cancelled By

Enter or right-click, search and select for the ID of the employee who cancelled the Work Order. Entry is mandatory if Date Cancelled is entered.

Cancelled Code

Enter the completion code that signifies the status of cancellation of the work order from the drop-down list.

Entry is validated against Table File SC. Entry is also validated against the associated value on the SC table file.

Only codes that are specified as valid cancellation codes will be accepted.

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Dialog Box - Cancel WO Task The Cancel WO Task dialog box enables you to record cancellation information for a Work Order task.


Date Cancelled

Enter the date when work related to this Work Order Task was cancelled or select from the drop-down list.

Time Cancelled

Enter the time when work related to this Work Order Task was cancelled.

Cancelled By

Enter or right-click, search and select the ID of the employee who cancelled the Work Order Task.

Entry is mandatory if Date Cancelled is entered.

Cancelled Code

Enter the completion code that signifies the status of completion of the Work Order Task or select from the drop-down list.

Entry is also validated against the associated value on the SC Table File.

Only codes that are specified as valid cancellation codes are accepted.

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Dialog Box - Change Status The change status dialog box is used to enter a new task status for all selected task assignments requiring change.



The user-defined task status. Entry is validated against the Table File US - User Defined WO Task Status.

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Dialog Box - Complete Work Order The Complete Work Order dialog box enables you to record completion information for a Work Order.


Tabs

Completion

Job Codes

Completion tab

The fields on this tab are described below:

Date Completed

Enter the date when work related to this Work Order was completed or select from the drop-down list.

If this Work Order has a number of tasks or operations not recorded as closed, they are updated with this date.

Time Completed

The time when work related to this Work Order was completed.

Completed By

Enter or right-click, search and select the ID of the employee who completed the Work Order. Entry is mandatory if Date Completed is entered.

Completed Code

Enter the completion code that signifies the status of completion of the Work Order or select from the drop-down list.

Entry is validated against Table File SC - Maintenance Completion Status using the arrow button. Entry is also validated against the associated value on the SC table file.

Only codes that are specified as valid completion codes will be accepted.

Out of Service Date

Enter the date when the equipment relating to this Work Order was taken out of service. For purposes of equipment history, this date takes precedence over the date completed to register the cumulative operating statistics of the plant at the time the work was done.

When this date is later than the Date Completed, a warning message displays: ‘Warning – Date out of Service is after Date Completed’.

Paper History Kept

Select this option to indicate that the paper history of a job is kept for later review.

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Component Code

If an item of equipment is entered, select the code indicating the specific sub-assembly of the work performed.

Entry is validated against the Table File CO - Component Code.

The adjacent field displays the description of the code.

The system checks if this is a valid component for the item of equipment by examining its component profile. If no specific profile is located, but a group identifier is defined for the equipment, the component profile of the group identifier is selected. If no profile is located, you can enter any valid component code.

Entry is only allowed if an equipment number or reference has been entered.

Component Modifier Code

Enter the component modifier code used to further define the location specified by the component code. Entry is only valid when a component code has been used. Entry is only valid in conjunction with a component code. Entry is validated against the Table File MO – Modifier Code. The adjacent field displays the description of the code.

Note: Click the icon to display the Dialog Box - EGI Profile Search to search for component and modifier codes.

Job Codes tab

Job Codes

Enter the codes required to classify the job. Each entry is validated against the W0 - W9 Table File.

Ellipse enables entry of up to 10 codes to classify the work order for analysis purposes.

The use of these codes is user-defined, and can include such things as:

• Failure Codes

• Part Defect Codes

• Work Classification Codes.

The name of each code (i.e., its use) is user-specified in Table File XX and appears on the window. Certain codes are mandatory if that particular code on Table File XX is defined as This field is mandatory.

Refer to the General Module for details about maintaining entries on Table File XX.

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Dialog Box - Complete WO Task The Complete WO Task dialog box enables you to record completion information for a Work Order task.


Date Completed

The date when work related to this Work Order Task was completed.

Time Completed

The time when work related to this Work Order Task was completed.

Completed By

Enter or right-click, search and select the ID of the employee who completed the Work Order Task. Entry is mandatory if Date Completed is entered.

Completed Code

Enter the completion code or select from the drop-down list.

Entry is validated against Table File SC - Maintenance Completion Status. Entry is also validated against the associated value on the SC table file

Only codes that are specified as valid completion codes are accepted

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Dialog Box - Copy from Existing Work Order The Copy from Existing Work Order dialog box enables you to enter the number of the existing Work Order and use this as a template to create a new Work Order.


Copy Work Order

Enter or right-click and search for the Work Order you want to copy.

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Dialog Box - Copy from Parent Standard Job The Copy from Parent Standard Job dialog box enables you to enter the number of the existing Parent Standard Job and use this a reference to create a new Parent Work Order.


Copy Parent Standard Job

Enter or right-click, search and select the Parent Standard job you want to copy.

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Dialog Box - Copy from Parent Work Order The Copy from Parent Work Order dialog box enables you to enter the number of the existing Parent Work Order and use this a reference to create a new Parent Work Order.


Copy Parent Work Order

Enter the Parent Work Order you want to copy.

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Dialog Box - Copy from Standard Job In the Copy from Standard Job dialog box you can create a new Job Estimate from a Standard Job.


Standard Job

Enter or right-click and search for the identifying number of the Standard Job that you want to copy.

District Code

Select the District Code that the Standard Job belongs to from the drop-down list. The login district will default.

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Dialog Box - Copy Text to Work Order This dialog box displays if the Do Not Ask On Create (Default to values above) option is not selected on the Options dialog box.

This option is used to define the preference when extended description is to be copied from the standard job or work request to a work order.

SELECT TEXT LOCATIONS TO BE INCLUDED INTO EXTENDED TEXT

Copy Standard Job Text (If Present)

Select this option to copy the extended description, if present, from the standard job.

Copy Work Request Text (If Present)

Select this option to copy the extended description, if present, from the work request.

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Dialog Box - Defer Work Order The Defer Work Order dialog box enables you to record deferral information for a Work Order.


Date Deferred

Enter the date when work related to this Work Order was deferred or select from the drop-down list.

Time Deferred

Enter the time when work related to this Work Order was deferred.

Deferred By

Enter or right-click, search and select the ID of the employee who deferred the Work Order. Entry is mandatory if Date Deferred is entered.

Deferred Code

Enter the code that signifies the status of deferral of the Work Order or select from the drop-down list.

Entry is validated against Table File SC - Maintenance Completion Status using the arrow button. Entry is also validated against the associated value on the SC table file.

Only codes that are specified as valid deferral codes will be accepted. Entry is mandatory if Date Deferred is entered.

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Dialog Box - Finalise Work Order or Subsystem The Finalise Work Order or Subsystem dialog box enables you to finalise costs.


Final Costs

Select this option to finalise all subsystem costs for this Work Order.

Note: If you select Final Costs option all Finalise SubSystems options are also selected.

FINALISE SUBSYSTEMS

Supply

Select this option to finalise the Supply subsystem.

Accounts Payable

Select this option to finalise the Accounts Payable subsystem.

Production Statistics

Select this option to finalise the Production Statistics subsystem.

Payroll

Select this option to finalise the Payroll subsystem.

Labour Costing

Select this option to finalise the Labour Costing subsystem.

Journal Holding

Select this option to finalise the Journal Holding subsystem.

Accounts Receivable

Select this option to finalise the Accounts Receivable subsystem.

General Ledger

Select this option to finalise the General Ledger subsystem.

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Dialog Box - Finish Assignment The finish assignment dialog box is used to enter the actual finish date and actual finish time the work order task is completed.


Actual Finish Date

Enter the actual finish date the work order task is to be completed.

Actual Finish Time

Enter the actual finish time the work order task is to be completed.



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Dialog Box - Job Instructions In the Job Instructions window you can view or enter standard text in the entry field that displays.


Text Box

Enter descriptive information relating to the Job Instructions.

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Dialog Box - Modify User Status In the Modify User Status dialog box you can select User Status from the list of codes displayed.


User Status

Select the User Status from the drop-down list.

The codes which display are user defined and are contained in the WS table file.

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Dialog Box - New Requisition In the New Requisition dialog box you can begin the Requisition process by selecting a requisition type and allocating a requisition number. Alternatively, you can allow Mincom Ellipse to automatically allocate a requisition number.


Issue Requisition Number

Enter the requisition number or leave this field blank to allow Ellipse to automatically assign a requisition number based on the type of requisition being created.

The issue requisition number entered must not already exist.

Purchase Requisition Number

Enter the requisition number or leave this field blank to allow Ellipse to automatically assign a requisition number based on the type of requisition being created.

The purchase requisition number selected must not already exist.

REQUISITION TYPE

A selection in this field group is mandatory. Select the type of requisition you want created for this work order requirement.

Normal

Select this option if a normal requisition is required. A normal requisition is used when the item is in stock and is issued from the warehouse.

Loan

Select this option if a loan requisition is required. A loan requisition is used when the material being requisitioned is returned after the job is finished.

Purchase

Select this option if a purchase requisition is required. A purchase requisition is used when the materials need to be purchased directly from a supplier as not to deplete stock, or if the item is not normally held in the warehouse.

Credit

Select this option if a credit requisition is required. A credit requisition is used when unused material is returned to the Warehouse and the Work Order is credited for the cost.

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Dialog Box - Options (MSQ620) Use this screen to maintain options for:

• selecting different views

• displaying messages

• the timeout period

• the title bar display

• the polling period

• auto-save settings and auto-close settings

• the appearance of font, colour, and toolbar icons

• for specific applications

Standard options are available in all Mincom Ellipse applications, however, an application can offer additional options for one or more application-specific operations. For example, in the Notice Manager application, the Options dialog box provides an additional tab that contains preferences for sending notice reports. Application-specific preferences are described in the help for the application.

There are two sets of standard options displayed for Mincom Ellipse applications. The search or detail screens display different options from the list, information and select screens.

Tabs • Views

• Messages

• Timeout

• Settings

• Appearance

• Work Order Defaults

• Create

Views tab

Use this tab to select which screen view displays for the search facility.


STARTUP VIEWS

Search View

Select this option to start the application in Search view. The search screen displays when you open the application.

The search screen available in Mincom Ellipse ObjectGUI applications provides a comprehensive search system for locating records stored in the Mincom Ellipse database. For example, when you

© 2009 Mincom


want to modify a record you can use the search window to find the record. After the record displays in the search window you can open it to view the details.

The search screen is also frequently available from a field. You can use the search screen to search and select an entry for a field.

Detail View

Select this option to start the application in Detail view. The Detail screen displays when you open the application. The Detail screen is the primary window in an ObjectGUI application for:

• displaying and maintaining an existing object

• creating a new object

• You can create, review and modify objects from the detail screen.

DETAIL VIEWS

Reuse Window for each Detail View

Select this option if you want to reuse the current detail view for each subsequent detail view. For example, if you have an employee record displayed in a detail window and you open a second record, the details of the first record are replaced by the second record. You only have one detail window open and it displays details of the second record.

New Window for each Detail View

Select this option if you want to use a new screen for each detail view. Selecting this option means that you can have details of more than one object displayed. For example, if you are viewing details of one employee record and open another record, the second record opens in a different Detail screen. Therefore, you have two detail screens open and they display details of different employees.

SEARCH VIEWS

Apply Defaults on New Search

Select this option to apply the defaults selected when conducting a new search.

Open details view when only one match found

Select this option to open the detail search screen when one search result is returned.

Messages tab

Use this tab to select the type of messages to display and whether these messages display automatically at start up.


Show Messages at Startup

Select this option to display messages automatically when you start certain Mincom Ellipse applications. These messages provide brief overviews of the accessed application.

You can choose to hide these messages directly from the Dialog Box - Startup Message for <Program Name> by selecting the Hide Startup Messages in the Future option.

© 2009 Mincom


Show TP Messages

Select this option to allow Mincom Ellipse to display transaction processing messages from the host machine as they occur. These are messages produced by the back-end, indicating processes occurring and errors encountered, and generally display in dialog boxes.

Show Broadcast Message

Select this option to allow Mincom Ellipse to display broadcast messages from the Host Machine as they occur.

These are messages sent by the Administrator to all users. They advise of system problems, closures, updates or the need for users to log off for a period of time.

Timeout tab


Timeout Period

This field displays the Mincom Ellipse timeout period. Mincom Ellipse will wait for a reply from a program for this length of time before returning a timeout error.

Settings tab


AUTOSAVE

Save Settings on Form Close

Select this option to automatically save the Mincom Desktop size and position when the application is closed.

Appearance tab


USE APPEARANCE

Use Appearance

Enter the default appearance for Mincom Ellipse from the drop-down list. Available options are:

• Default XP

• Default Classic

Work Order Defaults tab


STANDARD JOB

Standard Job

Select the standard job option and enter the number of the standard job.

TYPES

Select this option to enter a maintenance type or work order type for the work order.

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Maintenance Type

Enter the maintenance type code for the work order.

Work Order Type

Enter the work order type code for the work order.

Work Group

Enter the work group relating to the work order.

Automatically Create Single Task

Select this option if you want a single task to be created for a work order. The standard job option will override this selection.

Create tab


CREATE FROM WORK REQUEST

In this field group, the Copy from Standard Job and Work Request Text options the work order will contain both the extended descriptions.

Copy Standard Job Text (If Present)

Select this option to copy the extended description, if present, from the standard job.

Copy Work Request Text (If Present)

Select this option to copy the extended description, if present, from the work request.

Do Not Ask On Create (Default to values above)

Select this option to automatically copy standard job or work request text when you create a work order from a work request.

If not selected, a message Copy Text to Work Order displays where you are required to select the text options to be copied for each work order created.

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Dialog Box - Print GIS Map This dialog box is used to print or save a Geographical Works Management (GIS) map.


OUTPUT MODE

Bitmap

Select this option to save the GIS map.

If this option is selected, all the fields in the Bitmap File field group must be completed.

Print Options

Select this option to print the GIS map.

BITMAP FILE

The fields in this group are active only if the Bitmap option is selected.

Filename

Enter a name for the map file.

File Type

Enter the type of file the map is to be saved as.

Entries in this field are validated against the Table File DOET - Document Electronic Type.

Directory

Enter or select the drive and directory to save the map in.

Link to Document System

Select this option to create a new document in the Document Management module. If this option is selected, all the fields in the Document Management field group must be completed.

DOCUMENT MANAGEMENT

The fields in this group are active only if the Link to Document System option is selected.

Doc Prefix

(Document Prefix)

Enter a prefix for the document number.

Doc Name

(Document Name)

Enter a name for the map document.

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Doc Type

(Document Type)

Enter the document type.

Entries in this field are validated against the Table File DO - Document Types.

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Dialog Box - Print Work Order Job Cards Use this dialog box to print work order job cards.


Printer

The default printer of the user where the job cards are to print. Select another printer ID from the drop-down list, if required.

The description of the printer also displays.

Email

The email address of the employee.

This field defaults from the Assigned to employee on the work order. If the assignee has no default address the logged in users default email address defaults and if this user has no default this field is left blank.

Fax

The fax number of the employee. This default defaults from the assigned to employee on the work order. If the assignee has no default fax number the logged in users default fax number defaults and if this user has no default this field is left blank.

Select the fax option to change the fax number, if required.

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Dialog Box - Record Work in Progress The Record Work in Progress dialog box enables you to enter the number or percent of work completed to date for a Work Order.


Units Complete

A number from 1 to 9999999.99 indicating the number of units of work completed to date.

Percent Complete

The percentage of units completed to date, for example 50 for 50%.

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Dialog Box - Requirements (Work Orders) The Work Order Requirements dialog box enables you to record Material, Equipment and Resource requirements for a Work Order.


Work Order

This field displays the work order number.

District Code

This field displays the district for the work order raised.

Work Order Desc.

This field displays the description of the work order.

Tabs • Materials

• Details

• Costs

• Equipment

• Details

• Costs

• Resources

• Details

• Costs

Materials tab

In the Materials tab you can review material requirements for a work order.

Material requirements are recorded in the Details and Costs tabs. The information recorded in these two tabs display in the summary grid.

Refer to the Details and Costs tab for a description of this information.

Details tab

When recording a materials requirement for a work order item the Details tab is used to store details of a required item(s). The item information you record displays in the summary grid on the Materials tab.


MATERIAL TYPE

Select the material type option that you want to record details of an item, either catalogued or non-catalogued.

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Catalogued

Select this option if the material type of the item is held on the Ellipse catalogue.

If catalogued is the selected option, the following fields are available:

• Stock Code

• Part Number

• Mnemonic

Non Catalogued

Select this option if the material type of the item is not held on the Ellipse catalogue.

If non-catalogued is the selected option, the following three fields are available:

• Part Number

• Mnemonic

• Description

The Stock Code field is not available with the non catalogued option.

Stock Code

Enter the stock code of the material required for the selected work order item and operation type. If the stock code is unknown, right-click and search. The item of material required is identified by a unique stock code assigned by Ellipse.

This field is available when Catalogued is the selected material type option.

Qty Requisitioned

(Quantity Requisitioned)

The quantity to be requisitioned.

Part Number

Enter the part number of the material required for the selected work order item and operation type. If the item required is not catalogued, it does not have a stock code. The part number is used in conjunction with the mnemonic to identify the material required.

Mnemonic

Select the mnemonic required for the material from the drop-down list.

Description

Enter a description of the part required for the selected work order item.

Contestable

Indicates if the item is contestable. Government regulations could require competitive prices to be sought. Multiple prices can be sought and compared. Normally, the lowest priced option is selected at the time of requisitioning.

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Costs tab

When recording a materials requirement, this tab provides for recording the costs of the item(s) specified on the Details tab. The costing information recorded displays in the summary grid on the Materials tab.


PRICE

COSTING METHOD

When you select a costing method option, specific fields are available for you to enter details.

System Rate

Select this option to select the system rate costing method. This option relies on the costing information being available in the system. When this option is selected, the Rate Amount and Fixed Amount fields are not available. The total price is calculated from the quantity recorded and the system rates.

Manual Rate

Select this option to select the manual costing method. When this option is selected the Qty Rqd, UOM and Item Price fields are available for entry. The total is automatically calculated from the entries in these fields.

Fixed Amount

Select this option to select the fixed amount costing method. The fixed amount indicates that the estimated costs are fixed at a certain rate regardless of the other criteria set on the Costs tab.

When this option is selected the Qty Reqd, UOM and Fixed Amount fields are available for entry. The total of a fixed amount is calculated directly from the Fixed Amount field.

The Qty Reqd and UOM is not factored into the total.

Item Price

Enter the item price if the manual rate is selected as the costing method.

If the system rate is selected as the costing method, the entry for this field is generated by the system.

The item price displays on the Materials tab in the summary grid.

Fixed Amount

Enter a fixed amount, if the system rate is selected as the costing method.

If the system rate is selected as the costing method, the entry for the Item Price field is generated by the system.

The fixed amount displays on the Materials tab in the summary grid.

Contractor Supplied

The contractor supplied option is selected if a contractor has been created on a compatible unit that is being included in a job estimate.

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QTY

Qty Reqd

Enter the required quantity of the item specified on the Materials tab. Specification of this quantity requires an entry in the UOM field.

This field defaults in the summary grid on the Materials tab.

UOM

(Unit of Measure)

Enter the unit of measure (UOM) for the Qty Reqd field entry. If the material item listed is catalogued, then the UOM must match the catalogue item entry.

This field is automatically populated with the catalogued items UOM by entering the Stock Code on the Details tab and then clicking the Show button.

This field defaults in the summary grid on the Materials tab.

Qty

(Quantity)

This field displays the quantity entered in the Qty Reqd field.

Price

This field displays the item price entered in the Item Price field if either the system rate or manual rate costing methods are selected.

This field will not display if the fixed amount costing method is selected.

Total

This field displays the total calculated by the system from the Qty and Price fields, only if the System Rate or Manual Rate costing methods are selected.

If the Fixed Amount costing method is selected, this field defaults from the Fixed Amount field.

Equipment tab

In the Equipment tab you can create and review equipment requirements for a work order. A summary grid contains the information recorded on the Details and Costs tabs.

Refer to the Details and Costs tabs for a description of this information.

Details tab

When recording an equipment requirement for a work order item, the Details tab is used to store details of a required item(s). The item information recorded displays in the summary grid on the Equipment tab.


Equipment Type

Select an equipment type from the drop-down list. The equipment type is used during the planning process to match available items from the equipment register belonging to the same type.

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The equipment type defaults in the Equipment tab grid.

Contestable

Indicates if the item is contestable. Government regulations could require competitive prices to be sought. Multiple prices can be sought and compared. Normally, the lowest priced option is selected at the time of requisitioning.

Condition Type

Select a condition type from the drop-down list. The condition type is primarily for requirements information. Conditions are used in the job estimating application to weight equipment and resource requirement costs.

The equipment type defaults in the Equipment tab grid.

Note: The WRKC - Work Condition (Equip Type or Resc Code/Cond Type) associated values are used to apply the multiplying factors to the requirements. This table must be configured prior to applying the condition type factors.

Costs tab

When recording an equipment requirement, this tab provides for recording the costs of the item(s) specified on the Details tab. The costing information recorded displays in the summary grid on the Equipment tab.


PRICE

COSTING METHOD


System Rate

Select this option to choose the System Rate costing method.

The system rate option relies on the costing information being available in the system. When this option is selected the Qty Reqd, Fleet Size and UOM fields are available for entry. The entry for the Rate Amount field is generated from the Table File EF – Equipment Factor (District Code/Equipment Type/UOM). The total is automatically generated by the information in the three fields.

Manual Rate

Select this option to select the manual costing method. When this option is selected the Qty Rqd, UOM and Item Price fields are available for entry. The total is automatically calculated from the entries in these fields.

Fixed Amount

Select this option to select the fixed amount costing method. The fixed amount indicates that the estimated costs are fixed at a certain rate regardless of the other criteria set on the Costs tab.

When this option is selected the Qty Reqd, UOM and Fixed Amount fields are available for entry. The total of a fixed amount is calculated directly from the Fixed Amount field.

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Rate Amount

Enter the rate amount if the manual rate is selected as the costing method. The rate amount is the cost of hiring or using items of equipment for the job.

If the system rate is selected as the costing method, the entry for the Rate Amount field is generated by the system if an equipment hire rate is available for the equipment type selected.

Fixed Amount

Enter the total cost for this equipment line item requirement regardless of the Quantity Reqd and Fleet Size entered.

This field is only available if the fixed amount option is selected as the costing method.

Contractor Supplied


QTY

Qty Reqd

(Quantity Required)

Enter the required quantity of the item specified on the Equipment tab. If you enter a quantity, you also need to enter a unit of measure in the UOM field.

This field defaults in the summary grid on the Equipment tab.

Fleet Size

Enter the fleet size, if required. If left blank, this field defaults to one. The fleet size is the number of items of the selected equipment making up a fleet. This field is for information only and is not included in the total cost calculation.

This field defaults in the summary grid on the Equipment tab.

UOM

(Unit Of Measure)

Enter the unit of measure (UOM) for the Qty Reqd field entry. This field defaults in the summary grid on the Equipment tab.

Qty

(Quantity)

This field displays the quantity entered in the Qty Reqd field.

Price

This field displays the price from the Rate Amount field if either the system rate or manual rate costing methods are selected.

This field does not display if the fixed amount costing method is selected.

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Total



Resources tab

In the Resources tab you can review resource requirements for a work order. Resource requirements assist the planner in assessing which employee is qualified to do the job based on their skills, qualifications and other accomplishments.

A summary grid contains the information recorded on the Details and Costs tabs.

Refer to the Details and Costs tabs for a description of this information.

Details tab

When recording a resource requirement for a work order item the Details tab is used to store details of a required item(s). The item information you record displays in the summary grid on the Resources tab.


Resource Class

Select the resource class from the drop-down list. The resource class selected dictates which list of resource codes are available.

This field defaults in the summary grid on the Resources tab.

Resource Code

Select the resource code from the drop-down list. The resource code is validated against the resource class. If the resource code is not known, right-click and search using MSQ732 for a resource code.


Condition Type

Select the Condition Type from the drop-down list.

Entry is validated against the Table File COND - Condition Type.

Costs tab

When recording a resource requirement, this tab provides for recording the costs of the item(s) specified on the Details tab. The costing information recorded displays in the summary grid on the Resources tab.


PRICE

COSTING METHOD


System Rate

Select this option to select the system rate costing method.

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The system rate option relies on the costing information available in the system. When this option is selected the Gross Hrs Reqd and Crew Size fields are available for entry. The entry for the Rate Amount field is generated from the system. The total is automatically generated from the entries in the three fields.

Manual Rate

Select this option to select the manual rate costing method.

When this option is selected the Rate Amount, Gross Hrs Reqd and Crew Size fields are available for entry. The total is automatically calculated from the entries in the three fields.

Fixed Amount

Select this option to select the fixed amount costing method.

When this option is selected the Fixed Amount, Gross Hrs Reqd and Crew Size fields are available for entry. An entry must be recorded in each field.

PRICE

Rate Amount

Enter the Rate Amount if the Manual Rate is selected as the Costing Method. If the System Rate is selected as the Costing Method, the entry for the Rate Amount field is generated by Ellipse.

Fixed Amount

Enter the fixed amount. This field is only available if Fixed Amount is selected as the Costing Method.

Contractor Supplied


Use Default District Labour Rates

Select this option to use the default labour rates for the resource requirement cost.

QTY

Gross Hrs Reqd

(Gross Hours Required)

Enter the gross hours required for this resource type. This includes all hours required from this resource type whether it be from one or many employees.


Crew Size

Enter the crew size. The crew size is primarily for information only. It will not factor in to the Total cost calculation.

For example, if two resources of one type are required for 20 hours each, then the gross hours required are recorded as 40.

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Qty

(Quantity)

This field defaults from the Qty Reqd field.

Price

This field displays the item price entered in the Item Price field if either the system rate or manual rate costing methods are selected.

This field will not display if the fixed amount costing method is selected.

Total



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Dialog Box - Reschedule The Reschedule dialog box is used to modify the assigned start and finish dates and times of task assignments.


Assigned Start Date

Enter the start date assigned to the crew or individual to reschedule the task.


Enter the start time assigned to the crew or individual to reschedule the task.


Enter the finish date assigned to the crew or individual to reschedule the task.


Enter the finish time assigned to the crew or individual to reschedule the task.



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Dialog Box - Reschedule Tasks The Reschedule Tasks dialog box enables you to reschedule planned dates for work order tasks.


ASSIGNMENT GROUP

Individual

Enter the Employee ID you want to assign to the selected Work Order task for rescheduling.

Crew

Enter the crew you want to assign to the selected work order task for rescheduling.

Work Group

Enter the work group you want to assign to the task for rescheduling.

PLANNED DATES

Start Date

Enter the date when the job is rescheduled to start.

Start Time

Enter the time when the job is rescheduled to start.

Finish Date

Enter the date the job is rescheduled to finish.

This date must be later than the start date.

Finish Time

Enter the time when the job is rescheduled to finish.

Ignore Warning

Select this option if you do not want a warning message to display.

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Dialog Box - Reschedule Work Orders The Reschedule Work Orders dialog box enables you to reschedule planned dates for work orders.


Individual

Enter the Employee ID of the person who will be assigned to the work order to reschedule.

Work Group

Enter the work group to assign to the job you want to reschedule.

Crew



Start Date

Enter the new start date for the job.

Start Time

Enter the new start time for the job.

Finish Date

Enter the new end date for the job. This date must be later than the start date.

Finish Time

Enter the new finish time for the job.

Ignore Warnings

Select this option if you do not want warning messages to display.

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Dialog Box - Select Material Requirements In the Select Material Requirements dialog box you can select material requirements from a Work Order to create a Requisition. This dialog box has general information at the top that needs to be completed and then has a grid that shows all of the material requirements from the Work Order that can be included on this requisition.

The Materials Requirements need to have been created and saved on the Work Order before they will appear on the Select Material Requirements dialog box.

Material requirements that have already been requisitioned will not display in the dialog box.


Work Order

The Work Order number that will be charged for the cost of materials on this requisition.

Qty to Requisition

(Quantity to Requisition)

This field displays quantity of the material item that will be included on this requisition and defaults from the material requirements.

Original Warehouse

Enter the Warehouse that the material will be issued from. The Warehouse will initially default to the districts home Warehouse. This can be changed by selecting the drop-down menu and selecting a new warehouse.

This field is validated against the Table File WH - Warehouse Identification.

Inventory Category

If the materials should be selected from a specific category, select the category of the inventory to be requisitioned.

This field is validated against the Table File IG - Inventory Category.

Date Required By

The date the materials are required.

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Dialog Box - Select Material Requirements for a Task In the Select Material Requirements for a Task dialog box you can select material requirements from a Work Order Task to create a Requisition. This dialog box has general information at the top that needs to be completed and then has a grid that shows all of the material requirements from the Work Order Task that can be included on this requisition.

The Materials Requirements need to have been created and saved on the Work Order Task before they will appear on the Select Material Requirements dialog box.

Material requirements that have already been requisitioned will not appear in the dialog box.


Work Order

The Work Order number that will be charged for the cost of materials on this requisition.

WO Task

The Work Order Task number that will be charged for the cost of materials on this requisition.

Qty to Requisition

This number will default from the material requirements. It is the quantity of the material item that will be included on this requisition

Original Warehouse

The Warehouse that the material will be issued from. The Warehouse will initially default to the district's home Warehouse. This can be changed by selecting the drop-down menu and selecting a new warehouse.

Validated on the WH table file.

Inventory Category

If the materials should be selected from a specific category, select the category of the inventory to be requisitioned.

Date Required By

The date the materials are required.

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Dialog Box - Schedule Work The Schedule Work dialog box is a very important area as it enables you to schedule work and therefore define how the work will be handled in the planning process. Work can be scheduled based on a date or statistic, or by linking to a known shutdown.

This dialog box is used to schedule work in the Job Dispatch module, activity Schedule Single or Multiple Work Orders.


SCHEDULE TYPE

Select one of the following options:

Shutdown Details

Select this option to schedule work using shutdown data. A shutdown schedule must already exist for this Work Order to be included. If a shutdown is used for scheduling, the Work Order displays as part of the Shutdown work to be done.

Plan Dates

Select this option to schedule work using planned dates. If planned dates are used, the Work Order is added to the schedule based on calendar days and time. This allows the Work Order to be brought automatically into a forecasted schedule when the plan date falls within the forecast range and the MSB700 - forecast batch process is run.

Statistics

Select this option to schedule work using statistics.

Statistics are used if the work is to be undertaken as a result of a piece of equipment reaching an operational milestone.

SHUTDOWN DETAIL

Number

Enter the shutdown number. The shutdown record must already exist in order to plan a Work Order. The Shutdown number indicates the Planned Start date for the Work Order.

Type

Select the shutdown type from the drop-down list.

The type defaults from the shutdown record if the shutdown number is entered.

Equipment Reference

Enter the reference number of the equipment to be shut down

PLAN DATES

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Plan Start Date

Enter the date when the job is to start.

When the Work Order is associated with a Work/Daily Whereabouts Notice, the Work Order Planned Start Date defaults as the Work Planned Start Date on the notice.

Plan Start Time

Enter the time when the job is to start.

When the Work Order is associated with a Work/Daily Whereabouts Notice, the Work Order Planned Start Time defaults as the Work Planned Start Time on the notice.

Plan Finish Date

Enter the date the job is planned to finish. This date must be later than the planned start date.

When the Work Order is associated with a Work/Daily Whereabouts Notice, the Work Order Planned Finish Date defaults as the Work Planned Finish Date on the notice.

Plan Finish Time

Enter the time when the job is to finish.

When the Work Order is associated with a Work/Daily Whereabouts Notice, the Work Order Planned Finish Time defaults as the Work Planned Finish Time on the notice.

Crew

If the Work Order has already been assigned to a Crew, the Crew Code displays in this field.

Crew Description

The Crew name defaults from the Crew Code.

Must Start Indicator

Select this option if it is a requirement for the job to start on the plan start date, otherwise an error or warning message displays when the date is changed.

Error

Select this option if you want an error message to display whenever there is a change to the plan start date.

This field is only available if the Must Start Indicator is selected

Warning

Select this option if you want a warning message to display whenever there is a change to the plan start date.

This field is only available if the Must Start Indicator is selected

STATISTIC

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Type

Select the operating statistic type of the equipment when the job should start from the drop-down list (for example; hrs, km).

Entry is validated against the Table File SS - Operating Statistic Type.

Value

Enter the operating statistic value of the equipment when the job should start for example 10 000 (hrs) and 50 000 (km).

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Dialog Box - Schedule WO Task The Schedule Work Order Task dialog box enables you to schedule the selected work order task by entering planned start, finish and duration details.


Planned Start Date

The date when the job is to start.

Planned Start Time

The time when the job is to start.

Planned Finish Date

The date when the job is planned to finish.

This date must be later than the planned start date.

If the Manual Effort field value is modified this date is recalculated.

Planned Finish Time

The time when the job is planned to finish.

If the Manual Effort field value is modified the finish time is recalculated.

Offset Days

The number of days by which the planned date of this task should lag behind the work order header planned start date.

Est. Duration Hours

The estimated duration time in hours.

When the Manual Effort field value is modified a new estimated duration is recalculated based on the new manual effort. The new estimated duration is calculated from the original estimated duration divided by the original manual effort, then multiplied by the results of the new manual effort value.

Man Effort

(Manual Effort)

The total effort allocated to a work order task to increase/decrease the estimated duration hours.

When the manual effort value is modified the Estimated Duration Hours field is recalculated based on the new manual effort value. The new estimated duration hours is calculated from the original estimated duration divided by the original manual effort, then multiplied by the results of the new manual effort value.

The Planned Finish Date and Planned Finish Time fields are also recalculated.

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Select this option when you want the job to start on the planned start date, otherwise an error or warning message displays when the date is changed.

Warning

Select this option if you want a warning message to display for you to confirm changes made to the planned start date on the Work Order task before saving.

Error

Select this option if you want an error message that prevents changes to the planned start date on the Work Order task before saving.

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Dialog Box - Start Assignment This dialog box allows you to enter an actual start date, start time and assign a status to the task assignment.


Actual Start Date

Enter the actual start date the crew or individual is assigned to a work order task.

Actual Start Time

Enter the actual start time the crew or individual was assigned to a work order task. You can use the calendar to select the date.



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Dialog Box - Options (Tools » Options) Use this screen to maintain options for:

• selecting different views

• displaying messages

• the timeout period

• the title bar display

• the polling period

• auto-save settings and auto-close settings

• the appearance of font, colour, and toolbar icons

• for specific applications

Standard options are available in all Mincom Ellipse applications, however, an application can offer additional options for one or more application-specific operations. For example, in the Notice Manager application, the Options dialog box provides an additional tab that contains preferences for sending notice reports. Application-specific preferences are described in the help for the application.

There are two sets of standard options displayed for Mincom Ellipse applications. The search or detail screens display different options from the list, information and select screens.

Tabs • Views

• Messages

• Timeout

• Settings

• Appearance

• Display

• Filter

Views tab

Use this tab to select which screen view displays for the search facility.


STARTUP VIEWS



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DETAIL VIEWS





MULTIPE SHIFT DETAIL VIEW





SINGLE SHIFT DETAIL VIEWS





SEARCH VIEWS

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Apply Defaults on New Search

Select this option to apply the defaults selected when conducting a new search.

Open details view when only one match found

Select this option to open the detail search screen when one search result is returned.

Messages tab

Use this tab to select the type of messages to display and whether these messages display automatically at start up.


Show Messages at Startup

Select this option to display messages automatically when you start certain Mincom Ellipse applications. These messages provide brief overviews of the accessed application.

You can choose to hide these messages directly from the Dialog Box - Startup Message for <Program Name> by selecting the Hide Startup Messages in the Future option.

Show TP Messages

Select this option to allow Mincom Ellipse to display transaction processing messages from the host machine as they occur. These are messages produced by the back-end, indicating processes occurring and errors encountered, and generally display in dialog boxes.

Show Broadcast Messages

Select this option to allow Mincom Ellipse to display broadcast messages from the Host Machine as they occur.

These are messages sent by the Administrator to all users. They advise of system problems, closures, updates or the need for users to log off for a period of time.

Timeout tab

Use this tab to set the timeout period for an individual application or a group of applications. The timeout period is the time an application will wait for a response when a request for data is sent to the server. Once the timeout period is up, the program displays the Dialog Box - Timeout.


Timeout Period (Secs.)

This field displays the Mincom Ellipse timeout period. Mincom Ellipse will wait for a reply from a program for this length of time before returning a timeout error.

Settings tab

Use this tab to set auto-save and auto-close behaviour for Mincom Ellipse. You can also select which default search displays.


AUTOSAVE

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Save Settings On Form Close

Select this option to automatically save the Mincom Desktop size and position when the application is closed.

AUTOCLOSE

Close Launched Applications on Mincom Desktop Exit

Select this option to automatically close any launched applications when you exit the Mincom Desktop.

DEFAULT SEARCH

These options only displays if you have the Maintenance module installed.

Work Order Task

Select this option if you want the work order task search screen to display. If not selected, the work order search screen defaults.

Retrieve All

Select this option if you want Mincom Ellipse to return all search results, not the current block of 20.

GIS OPTIONS

Bring GIS To Front

Select this option to display the Geographical Information System (GIS) map in front of other programs when locating GIS features. This option only displays for the following programs if the Geospatial Works Management module is installed:

• MSQ600 - Equipment

• MSQ620 - Work Orders

• MSQ541 - Work Requests

Appearance tab

The fields displayed on this tab depend on various applications.

Display tab

Use this tab to set the appearance of screen elements for Mincom Ellipse. Select either Colour, Font Colour, Revert or Default buttons.

A colour chart displays where you can select the colour.


SHIFT TYPE COLOR

A list of all possible shift types and their corresponding shift type codes display in the drop-down list. Each entry displays using the same colours used in the Employee Availability Search screen. To modify the colours for a specific shift type, select the shift type from the drop-down list and use the Colour, Font Colour, Revert or Reset Default buttons.

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Colour button

This button displays a dialog box allowing selection of the background colour to be used when displaying shifts of the specified shift type.

Font Colour

This button displays a dialog box allowing the selection of the text colour to be used when displaying shifts of the specified shift type.

Revert

Reverts the colour back to the default colour.

Default

This button sets the background and text colours of all shift types to their original values immediately prior to displaying the Options dialog box. All colour changes made since the time the Options dialog display are discarded.

DISPLAY DETAIL

Select the type of shift detail option you want displayed on the summary screen. The options selected display on the MSQEAV - Search for Employee Availability screen or MSQRAV - Search for Resource Availability.

Shift Description

Selection of this options results in the description of the shift for the employee for each day to display on the Employee Availability Search screen. This is the default.

Work Code

Selection of this option results in work code for the employee for each day to display on the Employee Availability Search screen.

Shift Class

Select this option to Indicate which watch or shift the activity is refering to, for example A watch indicates a day shift, B watch indicates a night shift.

Resource Type

Selection of this option results in the primary resource type for the employee to display for each day on the Employee Availability Search screen.

Shift Time

Selection of this option results in the duration of the shift in hours and minutes for the employee to display for each day on the Employee Availability Search screen.

SORT ORDER

This field group of options determines the order used for the display of availability.

Employee Name

Selection of this option results in the details on the Employee Availability Search screen to display in employee last name order. This is the default.

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Resource Type

Selection of this option results in the details on the Employee Availability Search screen to display in Employee Primary Resource Type order.

Employee

Selection of this option results in the details on the Employee Availability Search screen to display in employee ID order.

Work Location/Job Class

Selection of this option results in the details on the Employee Availability Search screen to display in job class level order.

Filter tab

This tab enables you to specify the shifts and resource types to display on the Employee Availability Search screen.

SHOW SHIFT

The fields in this field group vary and when selected displays those options for filtering the shift view.

Available Days

This option controls the shift types displayed corresponding to available days.

If the Available Days option is selected all available shift types display.

If the Available Days option is not selected each of the individual shift types control whether that shift type displays. The default is all Available shift types display.

Unavailable Days

This option controls the shift types displayed corresponding to unavailable days.

If the Unavailable Days option is selected all Unavailable shift types display.

If the Unavailable Days option is not selected each of the individual shift types control whether that shift type displays. The default is all Unavailable shift types display.

SHOW RESOURCE

The show all resources option controls the resource types displayed.

If the Show All Resources option is selected all resource types display.

If the Show All Resources option is not selected, you can select which resource types are to display from the list box. The default is all resource types to display.

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Dialog Box - Update Estimates The Update Estimates dialog box is used to specify preferences for estimated or calculated costs for each requirement type.


RESOURCE

Use Calculated Costs

If the Use Calculated Costs check box is selected, the total resource cost appears in the Calculated Cost field and the total resource hours appear in the Calculated Hours field. The amounts displayed are calculated from the requirements for resources recorded against the Work Order.

If the Use Calculated Costs check box is cleared, costs are not calculated from recorded requirements. You can enter estimated cost for resources in the Estimated Cost field and the estimated hours for resources in the Estimated Hours field.

Estimated Costs

Enter an estimated cost for resources if the Use Calculated Costs check box is cleared.

Estimated Hours

Enter estimated hours for resources if the Use Calculated Costs check box is cleared.

Calculated Costs

The total resource cost will display if the Use Calculated Costs check box is selected.

Calculated Hours

The total resource hours will display if the Use Calculated Costs check box is selected.

MATERIAL


If the Use Calculated Costs check box is selected, the total cost for materials appears in the Calculated Cost field. The amount displayed is calculated from the requirements for materials recorded against the Work Order.

If the Use Calculated Costs check box is cleared, costs are not calculated from recorded requirements. You can enter estimated cost for materials in the Estimated Cost field. Estimated Cost Enter an estimated cost for materials if the Use Calculated Costs check box is cleared.

Estimated Cost

Enter an estimated cost for materials if the Use Calculated Costs check box is cleared.

New Topic

The total material cost will display if the Use Calculated Costs check box is selected.

OTHER

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If the Use Calculated Costs check box is selected, the total cost for other items appears in the Calculated Cost field.

If the Use Calculated Costs check box is cleared, you can enter estimated other costs in the Estimated Cost field.

Estimated Cost

Enter an estimated cost for other items if the Use Calculated Costs check box is cleared.

Calculated Cost

The total cost for other items will display if the Use Calculated Costs check box is selected.

EQUIPMENT


If the Use Calculated Costs check box is selected, the total cost for equipment appears in the Calculated Cost field. The amount displayed is calculated from the requirements for equipment recorded against the Work Order.

If the Use Calculated Costs check box is cleared, costs are not calculated from recorded requirements. You can enter estimated cost for equipment in the Estimated Cost field.

Estimated Cost

Enter an estimated cost for equipment if the Use Calculated Costs check box is cleared.

Calculated Cost

The total cost for equipment will display if the Use Calculated Costs check box is selected.

TOTAL

Use Estimated Total Cost

If the Use Estimated Total Cost check box is cleared, a total cost for all requirements is calculated and displayed in the Total field.

If the Use Estimated Total Cost check box is selected, the Total field is available and you can type the total estimated cost. (The entry is not calculated from recorded requirements).

Total

The Use Estimated Total Cost check box will determine if a total cost for all requirements is calculated and displayed in this field or if a total estimated cost can be manually entered.

© 2009 Mincom


Dialog Box - WO Task Assign To The WO Task Assign To dialog box enables you to assign a Work Order Task to an individual and/or a crew.


Assign to Individual Work Group

Right-click, search and select the Employee ID of the person be assigned to the work order task.

Crew



© 2009 Mincom


Dialog Box - Work Order Assign To The Work Order Assign To dialog box enables you to assign a Work Order to an individual and/or a crew.



Right-click, search and select the Employee ID of the person assigned to the work order.

Crew



© 2009 Mincom


Dialog Box - Work Order Durations The Work Order Durations dialog box enables you to either specify the actual and estimated duration of a Work Order or record delay reasons and durations during the course of the job.


Actual Job Duration

Enter the total time taken to complete the job. This time does not have to balance with the sum of detailed durations. If left blank, it is set to the total. Changing or adding details updates this total if the total of duration details already on file agrees with the total initially displayed. To reset this total to the total of details, delete the total.


Enter the time estimated to complete the job.

Calculate Duration Hours

This is a read only option. It is activated by selecting the Calculate Duration Hours option under the Work Order » Durations menu option.

By selecting this check box the system calculates the duration hours of the job. It also calculates the estimated duration for the work order header based on the estimated duration hours entered on the work order task. When selected, it controls the wrapping of the scheduling dates on the work order header, that is, the work order planned start date/time defaults to the earliest task planned start date/time and the work order planned finish date/time defaults to the latest planned start date/time.

Date

Enter the date the delay reason was entered.

Code

Enter the delay or duration code or select from the drop-down list.

This entry is validated on the Table File JI - Job Duration Code.

Description

This field displays the table file description of the code.

Start Time

The start time for the job duration. If a start time is entered than a finish time must be entered in the Finish Time field.

If this field is left blank, an entry must be made in the Hours field. If you complete the Hours field, the start and finish times are calculated from the duration time entered.

Finish Time

The finish time for the job duration. If a finish time is entered than a start time must be entered in the Start Time field.

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If this field is left blank, an entry must be made in the Hours field. If you complete the Hours field, the start and finish times are calculated from the duration time entered.

Hours

Enter the duration of the job in hours.

If this field is left blank, entries must be made in both the Start Time and Finish Time fields.

If you complete the Start Time and Finish Time fields, the hours are calculated.

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Dialog Box - Work Order Task The Work Order Task dialog box enables you to record detailed information for each Work Order Task that defines the overall Work Order.


Work Order No


or Prefix

This field displays the prefix of the work order.

The prefix is created as part of the configuration on the district control file.

Task No (primary field)

Enter a Task Number to identify the Task. The Task Number is used to sequence the Tasks in the order they are to be scheduled.

This field is mandatory.

District Code

The district code associated with the work order.

Work Order Desc

(Work Order Description)

Enter a description of the work order.


Note: Click New Description to add extended text to the work order description.

WO

(Detail view Work Order option)

This option is used to display work order details. Ellipse displays work order details for the work order the displayed task belongs.

Task

(Detail view Task option)

Select this option to display task details.

Ellipse displays task details for the task selected on the Tasks tab.

Tabs • Job Information

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• Planning

• Scheduling

• Costs

• Completion

• APL

Job Information

The Job Information tab enables you to review or modify important information for each Work Order Task. This tab provides basic safety information as well as an opportunity to record more detailed Job Instructions in standard text format.


Task Description

The description of the work order task.

Work Group

Enter a work group or right-click to search for the Work Group responsible for the Task. If a Work Group is selected that is different then the Work Group on the Work Order Header, then this is called a foreign task.

During the scheduling process for the Work Order Header, the task is committed and scheduled for the foreign task Work Group.

Safety Instruction

Enter a Safety Instruction code that describes the safety procedure to be performed in completing the job. The Safety Instruction is validated on the Table File SI - Safety Instructions and can be selected from the drop-down list. Each task is assigned its own Safety Instruction/Completion Instruction Code combination.

Job Description

Enter a description for the Task. The description displays on the standard Work Order Task Job Card and should be clear enough to briefly describe the work to be done.

Location From

Enter a location or right-click to search for the Location where the Task will originate. This information is very important if work is being scheduled based on an assignees geographical start and finish locations.

Location To

Enter a location or right-click to search for the Location where the Task finishes. This information is very important if work is being scheduled based on an assignees geographical start and finish locations.

Highest Task

The number of tasks allocated to the work order.

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APTW Exists for Task

Select this option if an application for a permit to work is created for this task.

Note: Click Job Instructions to enter free text information about the job.

Planning tab

The Planning tab enables you to review or modify planning details for a Work Order Task. This tab controls the relationship between tasks and defines the expected workload that is required to complete the job. This tab also records who the job task has been assigned to if an individual or a crew has been designated as the responsible party.



This field displays a work group or individual to whom the task is assigned for further workload planning.

You can update this field by clicking Assign To.

Crew

This field displays a work group or a specific crew to whom the task is assigned within the work group for further workload planning.

You can update this field by clicking Assign To.

Unit of Work

Enter the unit of work for each task.

Entry is validated against the Table File UW - Unit of Work.

Units Required

Enter either the units of work required to complete tasks requiring fabrication or processing, or the number of work items required to complete the Task.

The Units of Work Completed and the % Complete display for information.

If the number of units required is modified, the % Complete is recalculated.

Scheduled Units/Days

Enter the rate of processing in units of work per day.

Linked to Previous Task

Select this option if the planned start date of this task is linked to the previous task.

Scheduling tab

The Scheduling tab holds important information that is used during the scheduling process. This tab displays the Tasks start and finish date details.


PLAN DATES

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Plan Start Date

This field displays the date when this task is scheduled to start. This date is used as the operation date in scheduling the work for the work group.

This field can be updated by clicking the Schedule button in the task screen.

Plan Start Time

The time when the task is scheduled to start.

This field can be updated by clicking the Schedule button.

Plan Finish Date

The date when the task is expected to be completed.


Plan Finish Time

The time when the task is expected to be completed.


Offset Days

This field displays the number of days when the planned date of this task should lag behind the work order header planned start date.


DURATIONS

Estimated Duration Hours

This field displays the estimated duration of the task in hours.

This field is review only and can be updated using the Schedule button in the task screen.

EARLIEST DATES

The Work Order can be subject to critical path scheduling to determine the earliest start date and earliest finish date of the job, and the number of days for which the job can remain unactioned, without impacting related Tasks.

Earliest Start Date

The earliest date when the task can start, based on critical path scheduling.

Earliest Start Time

The earliest time when the task can start, based on critical path scheduling.

Earliest Finish Date

The earliest date when the task can finish, based on critical path scheduling.

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Earliest Finish Time

The earliest time when the task can finish, based on critical path scheduling.

Float Days

The number of days for which the job can remain un-actioned, without impacting related tasks.

This field relates to the Earliest Start Date and Earliest Finish Date fields.

Costs tab

The Cost tab displays the estimated material, equipment, resource and other costs for the task. Requirements and their associated costs are recorded in the Requirements screen.


ESTIMATED

Resource Hours

This field displays the estimated number of resources in hours required to complete the job.

Resource Cost

This field displays the estimated resource costs required to complete the job.

Material Cost

This field displays the estimated material costs required to complete the job.

Equipment Cost

This field displays the estimated equipment costs required to complete the job.

Other Cost

This field displays other cost estimates required to complete the job.

Total Cost

This field displays the total estimated costs based on adding the estimated costs or entering a fixed estimate required to complete the job.

Contractor Costs

Select this option if the Work Order Task has contractor costs recorded. Contractor costs are available if a Compatible Unit and Job Estimate was used to create the Work Order and its tasks.

MACHINE HOURS

Estimated

Enter the estimated number of hours taken to complete the job if this task was assigned to a machine centre.

Actual

This field displays the actual number of hours accrued during this job if this task is assigned to a machine centre.

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Completion tab

The Completion tab enables you to record completion requirements and review completion details for a Work Order task.


Complete By

This field displays the person who completed the task.

You can update this field after clicking Complete Task.

Completed Date

This field displays the date the task was completed.


Completed Time

This field displays the time the task was completed.


Completed Code

This field displays the code describing the circumstances when this task was completed or cancelled.


Completion codes are held on the Table File SC - Maintenance Completion Status.

Units Complete

This field displays the units of work already completed for this task.

Percent Complete

This field displays the percentage of this task already completed.

COMPLETION

Instruction

Select the completion instruction from the drop-down list. The completion instruction indicates the procedure to be performed at the end of a job. These instructions are the reverse of the safety instructions. Completion instruction codes are held on the Table File CI - Completion Instructions.

Text Code

Select the completion text code from the drop-down list. The completion text code is used to define the text that prints on the right-hand side of the maintenance schedule. This provides a prompt for maintenance personnel to complete the information about the job, that is relevant.

APL tab

The APL tab enables you to review or modify Application Parts Listing (APL) information for the task. APLs can be recorded if a standard bill of materials is available that suits the needs of this task.

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Select this option and enter the APL Equipment Reference if the APL is to be held against an individual piece of equipment.

Equipment Group ID

Select this option and enter the equipment group ID if the APL is to be held against an EGI.

Material Requirement Exist

If this option is selected, then material requirements have been set on this task. This prevents the creation of an APL requirement. If an APL is required instead of individual material requirements, the material requirements are deleted from the task before the APL is set up.

Component Code

Enter a component code or right-click to search for a component code if the APL is held against a specific equipment sub-assembly.


The value --- can be used instead of spaces.

Modifier Code

Enter a modifier code or right-click to search for a modifier code to designate a particular component code.

Entry is validated against the Table File MO - Modifier Code.


Sequence Number

Enter the sequence number to designate individual APLs.

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MSE620 - My Work Orders The My Work Orders screen provides facilities for searching for and reviewing details of work orders assigned to the current user or optionally to a nominated work group. This screen is available from the menu or the Ellipse home page.


Options

The method used to search for work orders. 'My WorkOrders' is selected by default.

Options are:

My WorkOrders Displays all work orders assigned to the currently logged-on user.

Retrieve For WorkGroup Displays all work orders assigned to the specified work group. A status can also be specified.

SEARCH CRITERIA

Work Orders Assigned to Employee

This search field displays the employee id of the currently logged-on user. It cannot be edited.

This field is not displayed for the Retrieve for WorkGroup option.

Current District

This search field displays the district name and code of the current district. It cannot be edited.

This field is only displayed for the Retrieve for WorkGroup option.

Status

The status of the work orders. Valid status options are:

Any Status Displays all work orders regardless of status matching the search criteria. (Default)

Authorised Displays only authorised work orders matching the search criteria.

Completed Displays only completed work orders matching the search criteria.

Open Displays only open work orders matching the search criteria.


Work Group

The work group assigned to the work order.


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MSE620 - Work Orders Search The Work Order search screen provides facilities for searching for a work order from another application, eg MSE857 - Employee Weekly Labour Costing, based on a specific search method and criteria. Records found matching the search criteria display in the results grid for selection and return to the calling application.


Options

Enter one of the following options:

Search Select this option to search using the entered criteria.

Clear Select this option to clear the entered search criteria.

Search via Ref Codes Select this option to search for Work Orders by Reference Codes.

Search Method

The method used to search for work orders.

Options are:

All Displays all work orders matching the entries made in the search fields.

Exact Match Displays only the matching work order. A Work Order number must be entered for this option.

Starts From Displays all work orders starting from the specified characters which match the entered search criteria.

Starts With Displays all work orders which start with the specified characters and match the entered search criteria.

Work Order

(Work Order Number)

The work order number. This must be specified for an Exact Match.

PRIMARY SEARCH CRITERIA

At least one primary search criteria must be specified for all search types except an Exact Match.


Select the type of equipment search required. Valid equipment search types are:

• All

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• Equipment or Plant Number

• Equipment Class

• Equipment Group Identifier

• Equipment Location

• Productive Unit

• Equipment Status

Equipment List Ind

Indicates whether both lists and sub-lists are to be searched for the selected Equipment List.

Valid options are:

List Items Only Retrieves all work orders for the selected Equipment List.

Lists and Sub-Lists

Retrieves all work orders for the selected Equipment List and any sub-lists of that list.

Equipment Reference

The equipment number for the work order.

Equipment List Type

(Equipment List Type)

An equipment list is an ordered list of items. Each item has an individual piece of equipment or a subordinate equipment list. Entry is validated against the Table File LI - Equipment List Type.

Work Group

The work group assigned to the work order.

Search Method

Select whether to search for All or only Open work orders.

Crew

The crew the Work Order has been assigned to. This is validated against the Table File CREW - Work Group Crew.

Parent Work Order

The parent work order number to list work orders belonging to that parent work order. The parent work order is validated against the Parent Work Order file MSF625.

Originator ID

The employee ID of the person who created the work order.

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Project Number

The Project Number to search for all work orders belonging to a project.

Entry is validated against the Project file MSF660.

This field displays only if the Project Control module (3660) is installed.

Account Code

The account code or cost centre for the work order.

Assigned To

The employee ID of the person assigned to the work order.

System Status

The system status code of the work orders. Valid system status codes are:

All Displays all work orders regardless of status matching the search criteria. (Default)

Open Displays only open work orders matching the search criteria.

Authorised Displays only authorised work orders matching the search criteria.

Closed Displays only closed work orders matching the search criteria.

Uncompleted Displays only uncompleted work orders matching the search criteria.

Estimate Number

The job estimate number.

Request ID

The work request ID to display all work orders created from this work request.

Shutdown Number

The shutdown number of the work orders to be selected.

All Districts

Indicates if the search should include work orders for all districts. If not selected, the search will be restricted to work orders for the current district.

SECONDARY SEARCH CRITERIA

Component Code

A code indicating the subassembly. The description displays to the right.

Component Mod Code

(Component Modifier Code)

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A code indicating the subassembly if there is more than one subassembly. The description displays to the right.

Originator Priority

The originator's priority defaults from the work request priority if the work order was generated as a result of a work request. This is a number from 1 to 99, inclusive. 1 is the highest priority. The values and their meanings are held on the Table File PY - Work Order Priority Code. The adjacent field displays the originator's priority description.

Tolerances are defined in the PY table file and if this field is modified they are recalculated.

Planners Priority

The priority set by the person who planned the job. This entry is validated against the Table File PY - Work Order Priority Code. Tolerances are defined in the PY table file and if this field is modified they are recalculated.

If no priority is entered the tolerance calculation is not performed, however the Required Start Date and Required by Date fields are updated with the Plan Start Date and Plan Finish Date field dates.

Standard Job No

The number and description of the standard job template used to automatically create a work order.

and District

The district in which the standard job number exists.

Work Order Type

The work order type to be searched. Entry is validated against WO Table File.

Maintenance Type

The code for the type of maintenance being performed. Examples of maintenance types are breakdown, safety, preventative.

Failure Part

The identity of the part causing the failure.

Location

The location referenced on the work order.

Shutdown Type

The code for the shutdown type.

Entry in this field is validated against Table File SD - Plant Shutdown Type.

User Status

This code is used to define the status of a work order or task. The User Work Order Status is changed manually on the work order as the job progresses through different stages of work.

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Raised Date From

The earliest date the work order was created on.

Raised Date To

The latest date the work order was created on.

Planned Start Date From

The earliest date the work order was planned to commence on.

Planned Start Date To

The latest date the work order was planned to commence on.

Segment From

The first continuous asset segment in the current range associated with an item of equipment.

Segment To

The final continuous asset segment in the current range associated with an item of equipment.

JOB CODES


The Job Codes shown on this tab use ten table files (W0-W9), and are user-defined in both table name and table entry:

W0 - Work Order Classification 0


through to:


The name of each code can be altered by changing the code description on Table File XX - Table File Control Record. A table file XX entry can also be used to indicate which Work Order Job codes are mandatory. The table code descriptions that display on the screen are configured by the customer as part of the work order system setup.

Note: The following work order class field names will differ, depending on the code description name defined in the tables.

The table files can be set up so they do not display on the screen.

REFERENCE CODES

Reference Code

The reference codes for work orders as agreed during implementation. A list of valid codes for work orders displays.

Reference Code Value

The value of the reference code for the work order.

© 2009 Mincom


© 2009 Mincom


MSM001A - Maintain System Control File Use this menu screen to access and maintain System and District Control files. The System and District Control files contain information used to control functionality within Ellipse. The options selected determine the functionality available through the activation of modules and entry of data.

Hint: Changing fields within the System or District Control files after implementation could lead to corrupted files or program failure. If in doubt as to the impact of changing any control settings, refer to your Mincom Support consultant.


Option


Maintain Systems Control Information

Use this option to update information held on the System Control file at a global level. Use this option for activating modules and maintaining other system control settings.

Define a New District Use this option to create a new legal entity or charter. This creates information on the District Control file.

Modify District Control Information

Use this option to modify existing districts' specific control file settings.

Modify Bank Accounts for a District

Use this option to create, modify, or delete bank account information held on the District Control file.

Modify Account Code for a District

Use this option to update Ellipse with account codes required to prepare balanced entries for various accounting transactions within the integrated system. For example, Accounts Payable and Accounts Receivable.

Modify Accounting Periods for a District

Use this option to maintain past, present, and future accounting periods for a given district. This option can also be used to review a financial year to ensure month end has occurred in all periods for a given financial year.

Modify Current Period Information

Use this option to identify or update the current accounting periods for modules used within districts.

Modify Program Printer Allocations

Use this option to enter default printing parameters for batch reports produced by Ellipse. This would usually only be for certain control type reports or updates.

Modify District Address Details

Use this option to create or maintain each district's postal address, telephone numbers, and relevant government IDs.

Modify HR details for a District

Use this option to define default Human Resources and payroll information for a district.

Suspend District Use this option to deactivate district attributes for a district that is no longer required, or for a newly created district that is yet to have its data loaded.

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Reactivate District Use this option to reactivate a district for use after the district has been defined and the details have been added.

Close District Use this option to close a district if no longer required.

Maintain Warehouse Control Information

Use this option to maintain information relating to the setup of a warehouse within Ellipse.

Maintain Site Control Information

Use this option to maintain information relating to the setup of a site that uses the Permits to Work module.

District


This field identifies an accounting entity, business unit, military base or geographical location that performs business in its own right. A district can be thought of as a separate set of books.

This field is mandatory for all options, except options Maintain Systems Control Information and Maintain Warehouse Control Information.

Copy District

This field displays only when selecting option Define a New District. Enter the district from which information is to be copied for the new district.

The following information does not copy from the old district, and must be entered directly:

• Bank Accounts

• Account Codes

• Accounting Periods

• Current Periods

• Program Printers

• District Address Details

Where a Copy From district derives the Chart of Accounts or the Expense Elements from another district, the default expense elements copied during the Copy District function will be correct and available for use within the Copy To district.

Where a Copy From district controls its own Chart of Accounts or Expense Elements, the default expense elements copied during the Copy District function will not exist within the Copy To district. It is the responsibility of the user to ensure that all default expense elements are valid within the Copy To district prior to processing.

Warehouse

This field refers to a major stock storage location within a district. This field is required when option Maintain Warehouse Control Information is selected.

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Site Code

This field refers to a site for the purposes of setup details for the Permit to Work module. The entry in this field is validated against the Table File PSIT - Site Code. This field is required when the option Maintain Site Control Information is selected.

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MSM001C - Maintain Systems Control File (Cont.) Use this screen to update the Systems Control file with details relating to the Materials and Maintenance modules.

Tabs • Catalogue

• Accounts Payable

• Suppliers

• Customers

• Equipment

• Scheduling/WO's

• Journal Holding

• Chart of Accounts

• General Ledger

Catalogue tab

Enter numbers from one to seven to indicate the order in which Cataloguing screens are to appear. A zero indicates that the screen is to be bypassed.


Item Classification

Enter a number between one and seven to indicate the order of this screen.

This field defines the position in the sequence of Cataloguing screens of the Item Classification screen. A zero indicates the screen will be bypassed.

Part Number Information

Enter a number between one and seven to indicate the order of this screen.

This field defines the position in the sequence of Cataloguing screens of the Part Number Information screen. A zero indicates the screen will be bypassed.

Colloquial Name

This field defines the position in the sequence of Cataloguing screens of the Colloquial Name Information screen.

Enter a number between one and seven to indicate the order of this screen. A zero indicates the screen will be bypassed.

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APL Fitment

(Application Part List Fitment)

This field defines the position in the sequence of Cataloguing screens of the Application Part List screen.


Cross Reference

This field defines the position in the sequence of Cataloguing screens of the Cross Reference screen.


Item Commentary

This field defines the position in the sequence of Cataloguing screens of the Item Commentary screen.



This field defines the position in the sequence of Cataloguing screens of the Extended Description screen.


Last Stock Number Allocated

This is the last stock number allocated by Ellipse.

If the catalogue numbers are not manually assigned, the last stock number allocated is incremented automatically when Ellipse generates the next number.

First Search Screen

On catalogue inquiry screens, an A displays a screen that allows you to enter additional descriptive filters to further narrow your search criteria. A B in this field takes you directly to the matching item screen.

Last INC Number Allocated

(Last Item Name Code Number Allocated)

This is the last item name code number allocated. This is a counter which increments automatically.

Extended INC

Allows for a nine character Item Name Code to be used for cataloging purposes. An extra field will be displayed for the INC to allow an additional four characters to be included.

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Last List Number

This field applies to lists in the Foreign Military Sales module only. This is the last list number allocated by Ellipse. If a list number is not assigned by the user when creating a list, Ellipse assigns a number automatically and increments this counter.

Accounts Payable tab

The following information can be created or modified only if the Accounts Payable module is installed. The fields in this group are described below:


Receipt of Services

The Ellipse Accounts Payable system includes the capability to record the receipt of service orders. This indicator activates or de-activates the facility. Once the decision has been made to activate or de-activate, it is recommended that the indicator is not amended.

Enter Y if service purchase orders must be received into Ellipse (similar to a goods purchase order) before an invoice for that service can be paid.

Enter N if purchase orders do not have to be received into Ellipse before an invoice for those service orders may be paid.

Check Subsystem for Service Items

This field has become obsolete and does not impact the system regardless of whether the value entered is Y or N.

Validate PO Number for Field Release

(Validate Purchase Order Number for Field Release)

Enter Y if the Purchase Order Number is to be validated when users load invoices for field release purchase orders.

Next MSB261 Run Number

Enter the number that identifies the next run of the Generate Automatic Invoices report (MSB261).

Upon initial setup of the system, this number should be 1, and Ellipse automatically increments the number each time MSB261 is generated.


Enter the number that identifies the next run of the Invoice Approval report (MSB265).



Enter the number that identifies the next run of the Invoice Batch Match report (MSB267).


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Suppliers tab


Last Supplier Number Allocated

Enter the last Supplier Code allocated by Ellipse.

Upon initial setup of the system, this number should be 0.

2 Step Authorisation Process

Enter Y if separate steps for modifying and approving supplier changes are required.

Activating this facility may impact on the use of new or recently modified suppliers. Such modifications must be authorised (in a separate process) before the supplier can be used in a purchase order.

Supplier Class Heading A

Market Share Classification 1 for commodity types.

This field is used to record the percentage of market share held by the supplier for each commodity type. For example, the percentage of the domestic market for each of the commodities supplied.

Supplier Class Heading B

Market Share Classification 2 for commodity types.

This field is used to record the percentage of market share held by the supplier for each commodity type. For example, the percentage of the domestic market for each of the commodities supplied.

Customers tab


Last Customer Number Allocated

Enter the last customer code allocated by Ellipse.

Upon initial setup of the system, this number should be 0.

2 Step Authorisation Process

Enter Y if separate steps for modifying and approving customer changes are required.

Activating this facility can impact on the use of new or recently modified customers. Such modifications must be authorised (in a separate process) before the customer can be used in a sale transaction.

Equipment tab


Last Equipment Number Allocated

Enter the last equipment number allocated by Ellipse. This is a system-incremented field but may be entered or changed to force Ellipse to start at a new, pre-defined number.

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Structured Plant Numbers

Enter Y if a Structured Plant Number is required. This field must be Y if a continuous asset delimiter has been entered.

Continuous Asset Delimiter

Enter a symbol to be used as a delimiter between continuous asset segments when entering or displaying and validating an equipment reference field. If this field is not entered, the system will not allow the use of continuous asset segments. The Structured Plant Nos flag must be Y if a delimiter is used. When setting the delimiter, keep in mind that it should be visible and easily recognised. Full-stop, comma or apostrophe (. , ') characters may be overlooked, whereas ampersand, slash and asterisk (& / *) are more visible.

OPERATING STATISTICS

Day Average

Enter the default value for the Day Average which will be used in the calculation of daily averages for equipment items.

The Day Average value determines the number of days over which the daily average is to be calculated for an item of equipment. The routine finds the most recent operating statistic record for the item. The routine then calculates a date at which to begin searching for the next record by subtracting the Day Average from the date of the most recent record.

The daily average derived against an equipment item's Operating Statistic Profile from the recorded statistics is used to predict future maintenance requirements.

This default value will be used only when a Day Average value has not been specified in the Operating Statistics Profile of an equipment item or its Equipment Group Identifier (EGI).

Maximum Days

Enter the default value for the Maximum Days which will be used in the calculation of daily averages for equipment items.

The Maximum Days value determines whether operating statistics are sufficiently up-to-date to allow a daily average to be calculated for the item. The routine finds the most recent operating statistics record for the item. It then checks that this record is eligible, by comparing the date of the record against today's date, less the Maximum Days value.

This default value is used only when a Maximum Days value has not been specified in the Operating Statistics Profile of an equipment item or its Equipment Group Identifier (EGI).

Scheduling/WO's tab


Last Maintenance Schedule Run Number

Enter the last maintenance schedule run number allocated. On system startup, this should be set to zero. The scheduling mechanism maintains this field from then on, whenever the Forecast program (MSB700) is run.

Default Warranty WO Type

(Default Warranty Work Order Type)

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Enter the work order type to be applied to work orders during work order creation when Ellipse detects that a warranty condition is in force. Entry is validated against the Table File WO - Work Order Types. If this field is left blank, the work order type applied to the Work Order is not overwritten.

Journal Holding tab


Cash Accounting

Enter Y to enable cash accounting across all districts within Ellipse.

Account Delimiter

Enter an appropriate character for delimiting cost code segments. Permissible characters include:

• Full-stop (.)

• Comma (,)

• Dash (-)

• Slash (/)

• Semi Colon (;)

• Ampersand (&)

• Colon (:)

An example of using account delimiters is when entering a journal entry or a non-order invoice entry, for an account connected to a project or work order (with a cost centre attached, not a General Ledger code). Enter the delimiter, the expense element, the work order or project number and press ENTER. Ellipse generates the full account code.

Last Inter-District Journal Number Allocated

Enter the last inter-district journal number allocated by Ellipse. After system initialisation, Ellipse automatically increments this value when inter-district journals are allocated.

Inter-District Journal Prefix

Enter the prefix used on inter-district journals.

Order Transactions

This field dictates the way unposted totals are updated against accounts as transactions are generated.

Enter Y if the number of transactions updating a particular control account is large, causing database performance issues.

Enter Y if interdistrict transactions are used frequently and deadlocking is an issue.

Enter N if deadlocking within your system is not an issue.

This flag should only be changed when there are no active processes within Ellipse that generate transactions.

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Chart of Accounts tab


Inter-District Table of Accounts Used

Enter Y if inter-district processing is subject to an inter-district table of accounts, whereby inter-district accounting entries can be targeted to inter-district account codes, as defined by the account code on the initiating accounting entry. For more information, refer to Maintaining Interdistrict Processing.

Otherwise, inter-district accounting entries are recorded against the system-defined inter-district account codes. This is the standard Ellipse functionality. For more information, refer to Maintaining System Control Settings - System Activities.

Validate Control Accounts

Enter Y to validate control accounts.

Euro Currency Type

Enter the currency type code used for the European Monetary Unit. This currency type code must exist on the Table File CU - Currency Type.

General Ledger tab

The following information can only be entered if the General Ledger module is installed. The fields in this group are described below:


Subledger Delimiter

This is an optional field. Enter an appropriate character for delimiting subledger data entry wherever entry of an account code and subledger data applies. Permissible characters are the same as for the cost code segments delimiter. Permissible characters include:

• Full-stop (.)

• Comma (,)

• Dash (-)

• Slash (/)

• Semi Colon (;)

• Ampersand (&)

• Colon (:)

An example of using the sub-ledger delimiter is:

• General Ledger posting account is 11101504362

• This account is linked to the sub-ledger of TE - Travel Expense Type of which a valid subledger entry is HOTEL

• The sub-ledger delimiter as set up in the System Control file is /

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When processing an entry to this account code in Ellipse, the account and sub-ledger would be entered as:

• 11101504362/TEHOTEL

Do not enter the same delimiter as one already defined for cost code segments (see Account Delimiter).

© 2009 Mincom


MSM00AA - Modify Modules Installed Use this screen to update the information held on the Table File MD - Modules Installed. All available Ellipse modules are defined in the MD Table File. This screen enables users to define the modules that are installed for their organisation.


MODULE

This field displays the numerical identifier for each Ellipse module. The modules are listed in numerical order. A module is a group of programs with related functionality.

DESCRIPTION

This field displays the title of the Ellipse module.

INSTALLED

If the module is installed, Y displays. If the module is not installed, N displays. During the startup process, you must identify the modules that are active by entering Y.

© 2009 Mincom


MSM00BA - District Control Information Use this screen to create or modify information maintained on the control file for an individual district. The screen is divided into general information about the district and sections with module-specific fields. When the modules are not active, the associated control fields are not available.


District Name

Enter the name of the subsidiary company, branch, or accounting unit. Entry in this field is mandatory.

Many customers include the Ellipse instance as part of each district name, for example, BUSINESS UNIT XYZ - PRODUCTION.

Tabs • General

• Suppliers

• Forward Purchasing Agreements

• Repairable Item Management

• Fuel and Oil

• Work Orders

• Equipment Costing

• Scheduling

• Fixed Assets

• Telex/Fax

• Notices

General


Country Code

Enter the code indicating which country this district operates in. Entry is mandatory and is validated against the Table File CR- Country Code.

The specified country code directly impacts on certain calculations carried out within the district. Examples of this include Fixed Asset Revaluation and Value Added Tax (VAT) reporting within the UK.

Date Format

Enter the code relating to the date format to be used in this district. Entry is not required if the district will use the date format identified in the System Control file. Examples are:

© 2009 Mincom


A DD/MM/YY (Australian format) For example, enter 31/12/10 for 31 December 2010.

I DD-MM-YY (International format) For example, enter 31-12-10 for 31 December 2010.

M DD/MMM/YY (Military format) For example, enter 31/DEC/10 for 31 December 2010.

U MM/DD/YY (USA format) For example, enter 12/31/10 for 31 December 2010.

Time Difference

Enter the time difference between the time zone that this district operates in and that of the host machine. For example, -14.00 would be entered if the district was in Atlanta, USA and the host machine was based in Brisbane, Australia. If completed, this information must be entered in HH.MM format, and can be a value between -23.59 and +23.59.

Entry in this field is optional.

Window Default Level

Enter the window default level to be applied when assigning default values and editing rules to screen fields. These defaults can only be applied to MSM screens, not to MSQ screens:

0 Enter to indicate that screen defaults cannot be assigned.

1 Enter to indicate that a user ID must be used when assigning screen defaults.

2 Enter to indicate that screen defaults are to be assigned at the global level.

3 Enter to indicate that screen defaults can be assigned with a user ID or at the global level.

Banner Required

Enter Y for this facility to be enabled. Enter N for it to be unavailable. This indicates whether a report identification banner can be specified when a report is requested.

Online Report Retention Days

Enter the number of days that online reports will be retained on file. This default can be overridden when reviewing the report.

Multi-Warehouse

(Multiple Warehouses)

Enter one of the following values to identify whether or not this district operates multiple warehouses:

Y Indicates that there is more than one warehouse in the district and that they are all to be included in the re-ordering process.

E Indicates that there is more than one warehouse in the district but not all of them are to be included in the reordering process, and is used if vendor-held warehouses exist.

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N Indicates that the district operates a single warehouse, however, we suggest that you do not use this value as it cannot be changed at a later stage to Y or E.

Warehouse

Enter the central or main warehouse for the district. It will appear as the default warehouse on many of the warehousing and issue requisition screens. Entry is validated against the Table File WH - Warehouse Identification.

Bypass Estab

(Bypass Establishment)

Enter Y to bypass Position Management (formerly called Establishment) module transactions or authority checking in this district; otherwise, enter N. This field only has an effect if the Position Management module is installed.

Establishment Commentary

This field is used if Diary (Notification) text messages are to be recorded and sent when an establishment-generated (position management generated) transaction is acted on using the MSM877A - Authorise Transactions screen. For example, to re-route, return, or authorise a given transaction.

Consumption Tax

Enter one of the following values:

Y If consumption tax is to be used in this district. Enter Y to enable the consumption tax throughout Ellipse modules (that is, in Purchasing, Accounts Payable and Accounts Receivable modules). Note for Australia and the United Kingdom, Ellipse consumption tax functionality is only used for Accounts Receivable processing.

R If consumption tax processing is for Accounts Receivable only. Enter R to allow the consumption tax to be enabled for the Accounts Receivable module in isolation of the Purchasing and Accounts Payable modules. This option is used For Australia GST and For the UK VAT as the additional tax functionality in Ellipse is used to process consumption tax calculations for Accounts Payable invoices.

N Enter N if the Accounts Receivable module is not implemented. If N is entered, it will not enable the consumption tax functionality.

As stated above, for Australian GST and UK VAT purposes, the Ellipse additional tax functionality is to be used for Accounts Payable. However, the Ellipse consumption tax functionality is best suited for Accounts Receivable; for clients in these countries, Consumption Tax should be set to R.

Consumption Tax Type

Enter the consumption tax type your organisation will be accruing. This will be the literal that Ellipse displays on all screens where consumption tax fields exist.

Additional Tax

Enter Y if additional tax is to be used in this district. Valid values are Y and N. For example, for Australian Goods and Services Tax (GST) in Accounts Payable, United Kingdom VAT, and possibly for state taxes in the USA.

© 2009 Mincom


Default Additional Tax Code

Enter a default additional tax for the district. Valid values are current tax codes stored in the Tax Code System Definition file (maintained by MSO018 - Maintain Tax Code Definitions).

A default additional tax code can only be entered if the Additional Tax field is set to Y.

Where Additional Tax applies, the Additional Tax code from the Additional Tax Defaults fields on MSM20DA - Supplier Business Information defaults. If there is no supplier Additional Tax codes in these fields, the district default Additional Tax code defaults. In either case, the Additional Tax code can be modified.

Sales Tax Applies

Enter Y if sales tax applies and N if sales tax does not apply.

In Australian districts, since GST is employed, this sales tax indicator should be set to N.

Accounting Periods per Annum

Enter the number of accounting periods used within the site ledger and in the costing mechanisms for the year. You can have up to 14 accounting periods in a year. The accounting calendar is maintained using the MSM00CC - Modify District Accounting Periods screen.

Password Expiry Days

Enter the maximum number of days allowed before Ellipse forces a change of passwords. Entering zero disables password expiry.

Validate Bin Location

Enter Y to enforce the use of pre-established bin locations in the receiving, issuing or transfer processes.

Suppliers tab


Performance Parameters (Days late in Ascending Sequence)

Ellipse automatically maintains statistics on the number of occasions when a supplier is late in delivering materials orders. Four categories of late delivery are provided according to the number of days overdue.

The following fields give the current stratification for days late for three of the categories, the fourth category deliveries later than category 3.

Category 1

Enter the number of days late that apply to the least late classification for late delivery. For example, if this field is set to 7, orders delivered one to seven days late increment the late delivery field for least late.

Category 2

Enter the number of days late that apply to the second least late classification for late delivery.

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Category 3

Enter the number of days late that apply to the third least late classification for late delivery.

Category 4 - Balance

This field displays the lead times greater than the third least late classification for late delivery (Category 3).

Forward Purchasing Agreements tab


Quotation Prefix

Enter the prefix used on quotations.

Last Quote Number

Enter the last quotation number allocated by Ellipse.

Consolidate Quote Items

This field displays M to generate multiple quote numbers (default). Enter D for one quote number, if required. Consolidates all items for quotation under the same quote number(D) or generates multiple quote numbers (M).

Repairable Item Management tab


Repair Expense Element

Enter a valid expense element to use as a default on the debit of the cost of a repair on receipt.

Create Repair Request

Enter either I, T or R.

I • repair requests are created at issue time

R • repair requests are created at requisition time

S • repair requests are created at issue time

• repair requests are created when acquitting the issue requisition at zero quantity and not completing the requisition

Work Orders tab


Auto Authorisation

(Automatic Authorisation)

Enter Y to indicate that automatic authorisations of work orders will occur on creation. Leaving this field blank indicates that work orders will remain open until they are manually authorised by a user with the appropriate security.

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Reallocation Debit Expense Element

Enter a valid expense element to use as a default on the debit transaction of the work order reallocation process.

Reallocation Credit Expense Element

Enter a valid expense element to use as a default on the credit transaction of the work order reallocation process.

Equipment Costing tab


Last Archive Period

Enter the period last archived with respect to equipment costing, in the format MMYY.

Equipment Hire Retention Days

Enter the number of retention days to be used for equipment hire transactions. Entry is optional.

Fuel and Oil tab


Warehouse

Enter a default warehouse for fuel and oil issues. Entry is validated against the Table File WH - Warehouse Identification.

Bin Location

Enter a default bin location for fuel and oil issues.

Default Transaction Type

Enter the default transaction type for fuel and oil issues. Entry is validated against the Table File IT - Issue Transaction Type.

Scheduling tab


Last Shutdown Number

Enter the last shutdown number assigned by Ellipse.

Fixed Assets tab


Calculate Depreciation

Enter Y to calculate depreciation and post it to the Transaction file when running the Fixed Assets Month End. Entry must be Y or N.

Note that if the value of this field is set to N, you will still need to execute the MSB685 - Fixed Assets Month End report at the end of each period to roll over the Fixed Assets module into the next accounting period. However, since this indicator is set to N, no depreciation amounts or General Ledger transactions will be calculated.

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Pro-Rate Calculation

Enter Y to pro-rate the depreciation calculation for assets according to the number of days in the closing accounting period.

When calculating depreciation charges, Ellipse calculates the annual depreciation charge then the charge for each period. If the Pro-Rate Calculation field is set to Y, the periodic charge is based on the number of days in the accounting period that the depreciation is being calculated for. You cannot enter Y unless the Calculate Depreciation field also contains Y.

Last Asset Number

Enter the last asset number assigned by Ellipse.

Secondary Currency Rptg

(Secondary Currency Reporting)

This field is mandatory when MSM00DA - Maintain District Control Information - Journal Holding details has secondary currency enabled.

Enter Y to enable secondary currency fields for entry. Local and secondary currency values must be entered throughout the Fixed Assets (3680) module. The exchange rates in MSM912A - Maintain Foreign Currency Exchange Rates are not used.

An entry of N results in Ellipse automatically calculating the secondary currency values from the local currency fixed asset values using MSM912A - Maintain Foreign Currency Exchange Rates. Secondary currency fields are not available.

Last Count Sheet Number

Enter the last count sheet number assigned by Ellipse.

Telex/Fax tab


Telex Local Country Code

Enter the local country code to be used for telex transmissions.

This field is required if you are using telex functionality.

Retention Days

Enter the number of days for which telexes or faxes are to be retained before being deleted. After submitted, telexes and faxes are stored in the Packet Switching file. This will be the default for all programs that send telexes and faxes. When sending or re-sending manual telexes or faxes, the retention days can be changed if the default is greater than zero.

For example, you can reduce the number of retention days to save space in the Packet Switching file, or increase the retention days if you want to re-send the message at a later date.

Last Xmit ID: Prefix

(Last Transmit Identification: Prefix)

Enter a one-character, alphabetic prefix to be used when assigning transmission numbers. The last transmitted ID prefix and number are used by Ellipse to assign transmission numbers to identify each telex or fax transmission. When a telex or fax is produced, the system looks at these fields in the

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District Control file, assigns the next sequential number as the transmission number, then updates this field. You can reset these fields by modifying the current entries.

For example, if the last transmitted number is T00003 and you enter the prefix A and number 0, the next fax submitted will be given the Transmission Number A00001.

Number

The last transmitted ID prefix and number are used by Ellipse to assign transmission numbers to identify each telex or fax transmission. When a telex or fax is produced, the system looks at these fields in the District Control file, assigns the next sequential number as the transmission number, then updates this field.

Enter a number (up to five digits) from which to start assigning transmission numbers.

Fax Interface Type

Enter the type of fax interface to be used. Entry is validated against the Table File FI - Fax Interface Type.

This field is required if you are using fax functionality.

Notices tab


Work Notice Required

Entry must be Y or N. If the field is left blank, Ellipse assumes a default of N.

This is a mandatory field if the Notifications module is installed. The Work Notice Required field controls whether work notices are to be created for the nominated district.

Daily Whereabouts Notice Required

This is an optional field if the Notifications module is installed.

The Daily Whereabouts Notice Required field controls whether notices are to be created for the nominated district. Entry is optional where Notifications are in use. Entry will be validated as Y or N. If you leave the field blank, Ellipse assumes a default of N.

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MSM00EA - District Control Information - Maintain Work Order Prefix Information This screen is one of a number of screens used to set up District Control information. Use this screen to create or modify information maintained on the control file with regard to work order prefix information to control automatic assignment to work orders.


District Name

This field displays the name of the district that is being maintained. Work order prefixes are District specific so work order prefixes must be set up in each District if needed.

FOR USE WHEN NO PREFIX APPLIES

Parent Sequence Number

This is the last number assigned by Ellipse for either a non-prefixed or prefixed parent work order. To initialise, enter the sequence number as one number less than the next parent work order number to be assigned.

Hint: The grid is for entering the details of prefixes you wish to apply to Work Orders.

Workorder Sequence Number

This is the last number assigned by Ellipse for either a non-prefixed or prefixed work order. To initialise, enter the sequence number as one number less than the next work order (subordinate) number to be assigned.

Prefix

Enter the alphanumeric prefix to apply to the work order number. This is validated against the WO table file. The first prefix line is not available because it is used to define the zero-suppression rules for work orders that do not have prefixes.

Description

This field is available for work order prefixes only, therefore it is not available online.

Enter a description for the prefix.

The description should be clear enough to understand when the prefix should be used on a work order.

Zero Suppress

Enter Y to signify that leading zeroes on system-generated work order numbers are to be suppressed. The first line defines the need for leading zeros on any work order that does not use prefixes. Each additional line defines the zero suppression rules for each work order prefix.

Enter N if leading zeroes are required.

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Parent Seq No

This is the last number assigned by Ellipse for either a non-prefixed or prefixed parent work order. To initialise, enter the sequence number as one number less than the next parent work order number to be assigned.

Workorder Seq No.

(Workorder Sequence Number)

This is the last number assigned by Ellipse for either a non-prefixed or prefixed work order. To initialise, enter the sequence number as one number less than the next work order (subordinate) number to be assigned.

Act

(Action Code)

Enter a valid action code. The following actions are available, depending on the level of user access and the modules installed:

D Delete a Prefix Record. A prefix record can be deleted by overtyping it.

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MSM097A - Review Standard Text This screen is used to display textual information relating to various areas of Ellipse. For example:

• Commentary attached to stock codes or suppliers

• Narrative attached to purchase orders

• Text for employee payroll details

• Text for employee higher duties records

• Text for recruitment records such as position vacancy details, vacancy status, non- employee applicant details and applicant activity status

• Text for training records such as training programs/ courses/ sessions and training history

• Text for resource types

The fields that display depend on how the screen is accessed. For example, if the text commentary is inventory instructions for a stock item, the stock code for that item displays.


Text Code

This field displays the two- character code that specifies the type of text.

Commentary Type

This field displays if a commentary type is required.

STANDARD TEXT

Text Heading

This field displays the text heading.

Line

This field displays the line number of the commentary displays.

Text

This field displays the text itself.

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MSM620A - Maintain Complete Work Order Information This screen is used to update Work Orders. A number of screens are available to create and maintain work order information, most specific to a type of Work Order. This screen is a sub-menu for a range of general maintenance screens which can update all information in the Work Order data set.


Options


Create a Work Order/Task

Use this option to create a new work order and/or work order task. All fields are available to enter data.

Modify All Work Order Information

Use this option to open all work order fields for modification.

Modify Work Order General Information

Use this option to modify work order general information. The general information screen displays and only general information is available for modification.

Modify Work Order Planning Information

Use this option to modify work order planning information. The planning screen displays and only the planning information is available for modification.

Modify Work Order Code/ Completion Information

Use this option to modify work order code and /or completion information. The work order code/completion information screen displays and only work order code completion information is available for modification

Maintain Equipment Tracing for Work Order

Use this option to maintain equipment tracing for a work order. The work order tracing screen displays and only tracing information can be entered or modified.

Modify Work Order Duration Information

Use this option to modify work order duration information. The work order duration screen displays and only duration information can be modified.

Modify Work Order Reallocation Information

Use this option to modify work order reallocation information. The work order reallocation screen displays and only reallocation information can be modified.

Modify Work Order Task Planning Information

Use this option to modify work order task planning information. The work order task planning screen displays and only work order task planning information can be modified.

Modify Work order Task Completion Information

Use this option to modify work order task completion information. The work order task completion screen displays and only work order task completion information can be modified.

Delete a Work Order Use this option to delete an existing work order. On confirmation all tasks for the work order are also deleted.

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Work Order Number

Enter a Work Order number.

Task Number

Enter a task number.

Prefix

Enter a prefix number if neither a Work Order or Task were entered in the Work Order or Task Number fields.

COPY FROM

(create option only)

Standard Job

Enter a Standard Job number to use as a reference to create a new Work Order.

Work Order

Enter a Work Order number to use as a reference to create a new Work Order.

Task Number

Enter a task number to use as a reference to create a new Work Order.

District

Enter the district code which identifies the district in which the copied work order exists.

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MSM621A - Review Work Order Information This screen is a sub-menu. Use it to enter selection criteria to review work order.

You can enter an unlimited number of search parameters on this and the subsequent selection screen, MSM621B - Review Work Order Information. The search parameters are mutually exclusive.


Option

Enter the Option for the action required. The review screen displayed depends on the option selected.

Work Order

The work order number.

For options 1 and 2, enter a complete Work Order Number. This field is mandatory for these options. The work order must be on file.

For option 3, this field is optional. If user enter a number it must be incomplete if entered. The partial work order must end with *. Only work orders that match all characters before the * are selected.

For the options to review work order costs, Calculate Estimates must be turned off for the Work Order Number.

The Work Order Number must not be entered for any other options.

Work Order Task

Enter a numeric task number for the associated work order for option 2. If this field is left blank, a summary of all tasks for the work order is displayed. If the task is entered, it must be on file.

Mincom Work Order Status

Enter one of the following codes to restrict the review to work orders with the specified status:

O Open Unauthorised

A Authorised and Open

C Completed

U Uncompleted (status O and A work orders)

User Work Order Status

Enter the user status attached to the work order to restrict the review to work orders with that status. Entry is validated against the Table File WS Table File.


Enter the appropriate information.

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The Equipment Search Type and Equipment Search Key fields are used together. The Equipment Search Type field indicates the kind of equipment search, as follows:

E A Continuous Asset segment range can be entered in conjunction with an Equipment or Plant Number to restrict the search to Work Orders that refer to Continuous Asset segments falling within the range specified in the search criteria

C Equipment Class

G Equipment Group Identifier

L Equipment List

N Equipment Location

P Productive Unit

S Equipment Status

The search key is the appropriate identifier.

If one field is completed, the other must also completed.

Note: You can only enter equipment search type E for option 4.

List Type

Enter the list type of the list to be created. Entry is validated against Table File LI - Equipment List Type. This field is mandatory if you entered an Equipment Type of L. An equipment list identifier must be entered in the Equipment Search Key. The list type and identifier must exist as a valid equipment list.

List Indicator

This field is mandatory if the user entered an Equipment Type of L.

Valid entries are:

• L for retrieval of work order for equipment items of the entered list.

• A for retrieval of work orders for all items of the entered list and its sub-lists.

Originator

Enter the responsibility code of the person who initiated the work order. Entry is validated against the Table File RC - Responsibility Code or the Employee master file, for integrated Payroll users.

Account/Cost Centre

Enter the account code or cost centre to which the jobs requiring review are charged. This code is validated in accordance with the standard costing validation mechanisms.

Parent Work Order

Enter the number to search for work orders belonging to a parent work order. The parent work order is validated on the Parent Work Order file (MSF625).

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Work Group

Enter or search for the work group to which work orders are currently assigned.

Entry in this field is validated against the Work Group master file MSF720.

This field is mandatory for option 4.


Enter the responsibility code of the person to whom the work orders are assigned.

Entry is validated against the Table File RC - Responsibility Code or the Employee master file, for integrated Payroll users.

Raised Dates

Enter the range of dates for which the work orders are raised, to select only jobs between these dates, inclusive.

The first date defaults to the earliest date on file. The second date defaults to the last date on file.

If only one date is to be searched, enter that date in both fields.

Planned Start Dates

Enter the range of dates for which the work orders are planned to start, to select only jobs between these dates, inclusive.

The first date defaults to the earliest date on file. The second date defaults to the last date on file.

If only one date is to be searched, enter that date in both fields.

Current District Only

Enter Y to restrict the search to the current district. Enter N to review work orders in all districts for which you have access security.

Additional Filters

Enter Y to enter additional selection criteria.The MSM621B - Review Work Order Information screen displays.

If you selected option 3 and did not enter a partial Work Order Number, you must enter one of the following, as they represent the primary access paths to the work order information.

• Equipment Search

• Originator

• Account/Cost Centre


• Work Group

• Assign to Individual

• Project.

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If you entered a partial work order for option 3, the above fields, if entered, act as a filter.

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MSM621B - Additional Work Order Selection Parameters This screen is the second in a set of two that enable the entry of selection criteria to review work order information.


Originator's Priority

The code indicating the originator's priority. This field is validated against the Table File PY - Work Order Priority Code.

Planner's Priority

Enter the code indicating the planner's priority. This field is validated against the Table File PY - Work Order Priority Code.

Component Code

Enter the Component Code of the equipment sub-assembly from the drop-down list. Entry in this field is optional. Entry is validated against Table File CO - Component Code.

Modifier Code

Enter the code used to further define the location specified by the component code. Entry is validated against the Table File MO - Modifier Code. Entry is only allowed when a component code has been entered.

Standard Job and District

Enter a Standard Job Number and district. These are used to create the work orders.

The Standard Job is validated against the Standard Job file (MSF690).

The District Code is validated against the System Control file (MSF000).

If the district is not entered, the district currently in operation is used.

Work Order Type

The work order type to be searched. Entry is validated against WO Table File.

Maintenance Type

Enter the maintenance type to be searched.

For maintenance-related work orders, this code represents the main statistical dissection of work order activity. Entry is validated against the Table File MT Table File.

Shutdown Type

The code indicating the type of shutdown. This field is validated against the Table File SD - Plant Shutdown Type.

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Enter the identity of the part causing failure. Entry is not validated.

WORK ORDER CLASSIFICATIONS

Classification Code

Enter the codes to classify the work orders to be searched. Entry is validated against Table Files W0 to W9, inclusive.

Ellipse provides for up to 10 user-defined codes to classify the work order for analysis purposes.

Only work orders that match the entered codes are selected for display.

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MSM621D - Review Work Order - Summary This screen displays the most significant information in a condensed format for the work order selected for review.


Work Order Number

Enter a Work Order Number to review. Entry is validated on the Work Order file (MSF620).

Standard Job

The Standard Job Number for this task, if one has been assigned to it.

District

This field displays the district.

Number of Tasks

The number of Tasks contained in the Standard Job Plan.

Tasks Completed

This field displays the number of tasks completed for the work order and can be modified.

Definition tab


Description of Job

This field displays the short description of Work Order

Equipment Reference

This field displays the equipment number or equipment reference for the target being reviewed.

Component Code

This field displays the Component Code.

Modifier Code

If the component has a modifier identified, the modifier code and description display.

Raised Date

This field displays the date the work order was created.

Assigned to Individual

This field displays the employee ID of the person to whom the task was assigned.

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User Status

This field displays the code of the currently assigned User Status.

Scheduling tab


SHUTDOWN DETAILS

Equipment

(Shutdown Equipment Number)

The shutdown equipment number and description to which this schedule applies.

Type

This field displays the type of shutdown the work is included in.

Number

This field displays the shutdown number the work is included in.

Planned Start

This field displays the date when the job is to start.

Planned Finish

This field displays the planned finish date.

Must Start

This field displays the indicator that displays Y if it is a requirement for the job to start on the plan start date, otherwise an error or warning message displays when the date is changed.

Costs tab


COSTS

Estimated Resource Hours

The gross resource hours estimated for the subordinate Work Orders.

Actual Resource Hours

The total actual resource hours charged to subordinate Work Orders.

DURATION HOURS

Estimated

(Duration Estimate Hours)

This field displays the estimated duration of the activity in hours.

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Actual

(Duration Actual Hours)

This field displays the actual duration of the activity in hours.

Earned Value

This field displays the value of the work completed to date and is calculated based on the rate held on the associated value of the unit of work, and the units of work completed.

Cost Allocation tab

Parent Work Order

This field displays the Parent Work Order

Project

If costing is allocated to a project, this field displays the project number to which the cost allocation relates.

Account

This field displays the account code to which costs are allocated.

Unit of Work

This field displays the unit of work. Entry is validated against the Table File UW - Unit of Work.

Units Required

This field displays the number of units of work required to complete the job.

Percent Complete


Units Complete

Enter the number of units that have been completed against this work order or project.

Action


C Review WO Codes/Completion Information

D Review WO Duration Information

E Review WO Extended Description

F Review WO Completion Comments

G Review General Information

I Review Issue Requisitions for WO

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J Review Issue Requisitions for WO

K Review Journal Transactions (All) for WO

M Review WO Equipment Tracing

O Review WO Materials Information

P Review WO Planning Information

R Review WO Reallocation Information

T Review WO Summary of Tasks

U Update Work Order Information

X Review Work Order Costs by Category

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MSM622A - Review Work Order - General Information This screen is one of a set that displays all master file information for a work order. This screen displays general information about the work order.

This screen displays general information, and has action codes to related displays. Refer to the following sections for additional information:

• MSM622B - Review Work Order - Planning Information

• MSM622C - Review Work Order/Completion Information


Work Order


District

This field displays the district.

Description of Job


Definition tab


EQUIPMENT DETAILS

Reference

(Equipment Reference)


Component Code


Modifier Code


Location

This field displays the new location. This updates the equipment register record when the work order is saved.

This entry is validated against the Table File EL - Equipment Location.

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Status

This field displays the status code of the equipment's current status. This updates the equipment register record when the work order is saved.

This entry is validated against the Table File ES - Equipment Status.

Originator

This field displays the originator.

Work Group

The work group to which the crew is assigned. This field is mandatory when creating a new crew.

Assigned To

This field displays the assigned responsibility.

Originator Priority

This field displays the originator's priority.

Date Raised


Date Required

This field displays the date the requisition item was required.

Originating Document Type

This field displays the document number, when items are being reviewed for a issue requisition or work order.

Document Number

The document number.

Detail tab


MAINTENANCE DETAILS

Work Order Type

This field displays the work order type.

Maintenance Type

The code and description that designates the basic category of maintenance being performed. Many of the statistical and management reports of the maintenance system use this code as a selection parameter. Examples of maintenance types are breakdown, safety, preventative. This field is displayed when the Standard Job Based check box is clear.

User Status


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ACCOUNT DETAILS

Cost Centre/Account

This field displays the Cost Centre or Account.

Parent Work Order


Project

The project number to which the work order belongs. The project description displays in the adjacent field.

RELATED WORKORDER DETAILS

Related Work Order

This field displays the Work Order related.

Capital Work Order

This field displays the Capital Work Order

Standard Job

The Standard Job Number for this task, if one has been assigned to it.

Action







J Review Journal Transactions for WO

L Review Document Info Linked to WO General






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MSM622B - Review Work Order - Planning Information This screen is one of a set that displays all master file information for a work order. This screen displays the planning information for the work order as a whole.

This screen displays planning information and has action codes to related displays. Refer to the following sections for additional information:

• MSM622A - Review Work Order - General Information

• MSM622C - Work Order Code/Completion Information


Work Order Number


Definition tab


EQUIPMENT DETAILS

Reference


The number of the equipment for the relevant work order. The second field displays the description.

Planner Priority

This field displays the priority set by the person who planned the job.

Originators Priority


Work Group

The work group to which the crew is assigned. This field is mandatory when creating a new crew.

Assign To

This field displays the identification of the person to whom the task is assigned.

Authorised By

This field displays the person who authorised the work order.

Authorised Date

This field displays the date the work order was authorised.

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Number of Tasks

This field displays the number of tasks on the work order and can be modified.

Complete Tasks


User Status


Maintenance Type


Earned Value

This field displays the value of the work completed to date and is calculated based on the rate held on the associated value of the unit of work, and the units of work completed.

Costs tab


COSTS





Estimated Resource

The estimated cost of resources required to fulfil the work order.

Actual Resource

The actual costs for resources required to fulfil the work order.

Estimated Material

The estimated cost of material required to fulfil the work order.

Actual Material

The actual costs for materials required to fulfil the work order.

Estimated Equipment

The estimated cost of equipment required to fulfil the work order.

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Actual Equipment

The actual costs for equipment required to fulfil the work order.

Estimated Other

The estimated cost of other costs required to fulfil the work order.

Estimated Total

The total of estimated costs.

Actual Other

The actual costs of other costs required to fulfil the work order.

Actual Total

The total of actual costs.

DURATION


(Duration Estimate Hours)

This field displays the estimated duration of the activity in hours.

Actual Duration Hours

(Duration Actual Hours)

This field displays the actual duration of the activity in hours.

Units Required


Unit of Work

This field displays the unit of work. Entry is validated against the Table File UW - Unit of Work.

Units Complete

Enter the number of units that have been completed against this work order or project.

% Complete

(Percentage Complete)

This field displays the percentage of work completed to date for the corresponding work order/task/project.

Notes: The % Complete field displays when using daily view, if the Show Work in Process is set to Yes on the District Control file.

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Actual Cost Realloc

The total of the costs reallocated.

Scheduling


PLANNING DATES

Planned Start Date


Planned Finish Date

This field displays the planned finish date.

STATISTICS

Statistic Type

(Statistic Type)

The primary Operating Statistic type (from the Table File SS - Operating Statistic Type) if the MST is scheduled based upon statistics.

Statistic Value

The value of this statistic when work should start, for example 50,000 km, 10,000 hr.

SHUTDOWN DETAILS

Number


Type


Equipment

(Shutdown Equipment Number)

The shutdown equipment number and description to which this schedule applies.

Action






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G Review WO General Information






T Review WO Summary of Tasks. Review work order task details for single task work order. Is to be processed before any other action code entered simultaneously.


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MSM622C - Review Work Order Code/Completion Information This screen is one of a set that displays all master file information for a work order. This screen displays all the codes and related descriptions pertaining to the completion of the job.

This screen displays codes, with English-language descriptions, pertaining to the completion of the job. Reference to the following sections for additional information:

• Review Work Order - General Information (MSM622A)

• Review Work Order - Planning Information (MSM622B)


Work Order


Work Order Details tab


EQUIPMENT DETAILS

Reference


The number of the equipment for the relevant work order. The second field displays the description.

Equipment Status

The current equipment status code. The code description displays in the adjacent field.

Location

This field displays the location code relevant to this equipment item.

Date Completed

This field displays the date when all work related to this work order was completed.

Entry in this field is controlled by the Complete menu option.

Completed By

This field displays the ID of the employee who performed the work or closed the work order.


Completion Code

This field displays the completion code depending on whether the work order was closed, cancelled or deferred.

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Maintenance Type


Statistic Type

The operating statistic code and value used as an indicator of the expected life of equipment fitted in this installation position.

Paper History Kept

This field displays indicator shows paper history is kept for review.

Job Codes tab


Job Code Type

This field displays the job code type that identifies the type of sub-task being undertaken as part of the repair task.

Job Code

This field displays the job description code that identifies the type of sub-task being undertaken as part of the repair task.

Job Code Description


Action


9 Review Reference Codes








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MSM622D - Review Duration Information This screen is one of a set that displays all master file information for a work order. It displays duration information of a work order. This screen displays the information generally input in originally entering a work order for future performance. Reference should also be made to screens MSM622A, MSM622B, MSM622C.


Work Order Number


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MSM624A - Review Work Order - Summary of Tasks This screen displays a summary of all tasks belonging to a selected work order.

You can enter a new Work Order Number to restart display.


Work Order

Enter the Work Order Number to restart the review. The work order is validated against the Work Order master file for the district selected.

Task

The work order task number. The description displays on the right.

Work Group

This field displays the work group ID where each task belongs.

Work Centre

This field displays the work centre ID where each task belongs.

Status

This field displays the status of Task of Work Order.

Plan Start Date


Action


A Review APL for Task


J Review Job Instructions for Task

R Review Task Details

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MSM624B - Review Work Order Task Information This screen displays the full details of a task belonging to a selected work order.

Enter a new Work Order Number and Task Number to restart display.


Work Order Number

Enter the Work Order Number to restart the review. The work order is validated against the Work Order master file for the district selected.

Work Order Task

Enter the Task Number of the work order for review. If this field is left blank the first task for the work order is reviewed. If entered, the task is validated on the Work Order Task master file.

Linked Task

This field displays a value to link the previous task. Valid values are:

• Y (Linked)

• N (Not linked)

• Space (Linked).

Definition tab

Work Group or Centre

This field displays the Work Group or Work Centre for current Work Order Task.


This field displays the employee ID of the person to whom the task was assigned.

Job Description Code


Safety Instruction Code

The safety instruction code and description for the safety instructions to be performed before the job starts. The texts of these safety instructions are held in a standard text file (SI).

Completion Instruction Code

This field displays the Completion Instruction Code to indicate the completion instructions to be performed after the job is completed.

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Completion Text Code

The completion text code and title for the text that prints on the right side of maintenance schedules for easy return of completion information, such as circle ABCDEF or brush length **** mm. The completion text is held in a standard text file (CC).

APL

Component

A code indicating the subassembly.

Modifier

This field displays the Modifier Code for an equipment-based task.

Sequence

The sequence number used to distinguish the APL from others.

Planning tab


Plan Start Date

The planned start date of the task.

Plan Finish Date



Must Start

This field displays the indicator that displays Y if it is a requirement for the job to start on the plan start date, otherwise an error or warning message displays when the date is changed.

Estimated Machine Hours

This field displays the number of estimated hours any machinery will be required to operate for this Standard Job Task.

Float Days

This field displays the number of days when the job can remain unactioned without impacting related tasks.

Unit of Work

This field displays the unit of work required to complete the Task.

Units Required


Units Complete


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% Complete

(Percentage Complete)

This field displays the percentage of work completed to date for the corresponding work order/task/project.

Notes: The % Complete field displays when using daily view, if the Show Work in Process is set to Yes on the District Control file.

Scheduled Units/Day

This field displays the rate of processing in units of work per day.

Resourcing tab


Resource Class

This column displays the resource class.

Resource Code

This field displays the resource code.

Crew

This field displays the crew planned to do the work.

Estimated Hour

The hours estimated for the resource type to complete the selected scheduled task.

Actual Hours

This field displays the total actual resource hours charged to subordinate Work Orders.

Action


A Review APL for Task

C Review Completion Task Text

I Review Issues Requisitions for WO

J Review Job Instructions for Task

P Print APL for Task

Q Review Repair Requests

© 2009 Mincom


MSM625A - Maintain Parent Work Order Information This screen is a sub-menu. It enables user to select of the type of action to be performed and enter the identification of an existing record, either a parent standard job or existing parent work order, to use as a skeleton.


Option

Enter the Option for the action required.

Parent Work Order Number or Prefix

For the Create (addition) option, the parent work order number can be entered or left blank. If it is left blank, the work order prefix can optionally be entered.

If both fields are left blank, Ellipse assigns the parent work order number from the next available number and prefix using the employee's default prefix. If the employee doesn't have a default prefix, the parent work order is assigned from the next available number with no prefix.

If a prefix only is entered, Ellipse assigns the next available number with the prefix.

For the Modify and Delete options, the parent work order number is mandatory and must be on file.

COPY EXISTING

Parent Standard Job

Either of this field or Parent Work Order can be entered in Create mode to display information from the files to assist in creating the new parent work order. If entered, the record must be on the appropriate file.

• MSF695 Parent Standard Job

Parent Work Order

Either of this field or Parent Standard Job can be entered in Create mode to display information from the files to assist in creating the new parent work order. If entered, the record must be on the appropriate file.

• MSF625 Parent Work Order

© 2009 Mincom


MSM625B - Parent Work Order This screen is used to create, modify or delete parent work orders.

This screen displays either blank, or with information from the Parent Standard Job file (MSF695) or Parent Work Order file (MSF625). Information can be changed by overtyping. The number of existing subordinate jobs exists on this screen for reference purposes.

A message indicates whether:

Extended Description Exists or Extended Description Does Not Exist


Parent Work Order


Description

Enter a short description to describe the job.


Originator

Enter the code of the person initiating this job.

Date Raised

Enter the date the job is initiated.

Date Required By

Enter the date the work order is required to be completed by the originator. This field is optional.


Enter the equipment ID (for reference purposes), if the entire job pertains to a single piece of equipment.

Authorised By/Date Authorised

Enter the code of the person authorising this job, and the date on which authorisation took place. The effect of entry of authorisation varies, depending on your company's procedures.

Planned Start Date/Planned Finish Date

Enter the dates when work on the first subordinate work order is planned to commence and the date when work on the last is planned to finish. These fields act as a guide in the entry of similar fields on subordinate work orders.

This field is optional

© 2009 Mincom


Confirm Deletion

Enter Y to delete the displayed parent work order. This field displays only when delete mode is selected on the MSM625A - Maintain Parent Work Orders Information screen.

© 2009 Mincom


MSM626A - Review of Parent Work Orders This is a sub-menu. It allows selection of parent work orders for review.


Option


Parent Work Order

(Parent Work Order)

Enter a full or partial Parent Work Order number.

This field is mandatory for option 1.

User can enter a combination of Prefix, Equipment Reference and Originator except for option 1.

Parent Work Order Prefix

(Parent Work Order Prefix)

Enter a prefix. When you save the details entered on the Parent WO tab, the system allocates the next available Parent Work Order with that prefix. You cannot enter both a Parent WO number and a Parent WO Prefix.


Equipment Reference

Enter an Equipment Reference. Entry is validated against the Equipment Register file (MSF600), according to the equipment numbering standards.


Originator

Enter the originator's responsibility code for the Work Order. The originator is validated against the Employee Master file. Refer to the Work Order Authorisation procedures for details on the security of this field.


Parent Work Order Status

Enter a parent work order status to restrict the review to this code.

© 2009 Mincom


MSM626B - Review Parent Work Order Detail This screen displays all information for a selected parent work order.


Parent Work Order

Enter a parent work order to restart the review.

Description of Job


General tab


Originator


Date Raised


Date Required By

This field displays the date the work order is required to be completed by the originator.

Authorised By


Date Authorised


Planned Start Date


Planned Finished Date

This field displays the date when the job is scheduled to finish.

Equipment Reference

This field displays the equipment reference to be reviewed.

Cost of Subordinates tab


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Material Costs


Actual Equipment Costs


Estimated Equipment Costs

The estimated costs for equipment recorded on the subordinate Work Orders.

Estimated Other Costs

The estimated other costs recorded on the subordinate Work Orders.

Actual Other Costs


Actual Total Costs

The total actual costs recorded on the subordinate Work Orders.

Resource Hours of Subordinates tab

© 2009 Mincom


MSM626C - Summary of Parent Work Orders This screen displays summary information of parent work orders matching a work order number prefix, an equipment reference or an originator.


Prefix

Enter a prefix to restart the review.

This field can be changed as Equipment Reference or Originator.

Parent Work Order


Action


R Review Parent Work Order

S Select Work Orders

W Review Summary of Subordinate Work Orders

© 2009 Mincom


MSM627A - Maintain Incident Logsheets Use MSM627A to enter selection criteria to create, modify or delete Incident Logsheet entries.


Option


Create Logsheet Entries Select this option to create a new logsheet entry.

Modify Logsheet Entries Select this option to modify an existing logsheet entry.

Delete Logsheet Entries Select this option to delete a logsheet entry which is no longer required.

Work Group

Enter or right-click and search for the code of the Work Group performing the work when the incident took place.

Entry is validated against the Work Group master file MSF720.

Date

If creating a logsheet entry, enter the date that the incident took place. The default is today's date.

If maintaining or deleting an existing logsheet entry, enter the date of the incident.

Shift

Select the code of the shift in which the incident took place from the drop-down list.

Entry is validated against Table File SH. If an associated value on the SH table file designates the code as a Production Allocation Shift Code, the shift code will not be allowed.

Originator

Enter or right-click to search for a Responsibility Code to restrict selection of items to only those originated by that person.

This field can only be entered in conjunction with the Modify and Delete options.

Entry is validated against either MSF810 or the Employee Master File for integrated payroll users.

Equipment Reference

Enter or right-click and search for an equipment ID to restrict selection of items to only those pertaining to the entered equipment.


© 2009 Mincom


Entry is validated against MSF600.

Incident Status

Select one of the following options to restrict the search and display of logsheet entries to those with a status that corresponds to the code entered:

C Closed

O Open

If left blank, all entries that satisfy the selection criteria are displayed, regardless of their status.

© 2009 Mincom


MSM627B - Create/Modify/Delete Incident Logsheet Entries Use MSM627B to create, modify, and delete Incident Logsheet Entries for an incident occurring during a particular shift for a specific Work Group.

Incident Logsheet Entries are displayed based on the selection criteria entered in MSM627A.

This window also provides a link to enable the creation of Work Orders in relation to a particular incident.


Work Group

The responsible Work Group when the incident occurred.

This entry defaults from the selection criteria entered in MSM627A.

Date

The date when the incident started.


Shift

The shift code of the shift during which the incident occurred.


Work Order Prefix

Enter a valid work order prefix to apply to the creation of Work Orders related to the incidents raised.

Valid work Order prefixes and associated last used Sequence Numbers are held on the System Control file (MSF000).

Start Time

Enter the time that the incident occurred, in the format HH:MM.

The default is the current time.


Enter a short description of the incident.

Maintenance Type

Enter the Maintenance Type Code for this incident from the drop-down list.

Entry is mandatory if a Standard Job for the Incident Short Form Work Order is not available.

© 2009 Mincom


This field is validated against Table File MT.

Originator Id

Enter the Responsibility Code of the person raising the incident from the drop-down list.

Entry is mandatory if a Work Order is to be raised in relation to the Incident. Otherwise, it is optional and is validated against Table File RC or the Employee Master File, for integrated Payroll users.

End Time

Enter the time at which the incident ended, in the format HH:MM.

If this field is left blank and the Duration Hours field is completed, Ellipse will calculate the end time accordingly.

Status

The status of the incident logsheet entry.


Enter or right-click and search for the Equipment Number or Reference ID of the equipment related to the incident.

Entry is mandatory if a Work Order is to be raised in relation to the incident. Otherwise, it is optional.

Component

Enter the ID of the component related to the incident from the drop-down list.

Entry is optional. This field can only be completed if an Equipment Reference has been entered.

Entry is validated against Table File CO.

The combination of Equipment/Component/Modifier is also validated against the Equipment Profile, if it exists.

Modifier

Select the Modifier Code for the component related to the incident from the drop-down list.

Entry is optional. This field can only be completed if a Component Code has been entered.

Entry is validated against Table File MO.

Job Duration Code

Select the Job Duration Code for the incident from the drop-down list.

Entry is mandatory if a work order is to be raised in relation to the incident. Otherwise, it is optional.

Entry is validated against Table File JI.

If a Work Order is to be raised, the JDC is attached to the newly created Work Order. Once it has been created, the incident is independent of the Work Order and changes to the JDC will not flow on to any Work Order based upon this Work Order.

© 2009 Mincom


Duration Hours

Enter a number in the range 0 to 99999.95, or enter the hours in the format HH:MM, to indicate the number of hours taken by the incident. Entry is optional.

If this field is left blank and the End Time field is completed, the system will calculate the duration hours accordingly.

If both the End Time and Duration Hours fields are completed, Ellipse will verify that the entries are correct and correspond to each other. An error message will display if a discrepancy occurs.

Standard Job

Enter or right-click and search for the Standard Job Number to be used as a template for the creation of Work Orders in relation to the incident.

Entry is optional and is validated against the Standard Job Master file.

If Work Order creation is required and no Standard Job is entered, Ellipse will default the Standard Job according to the Work Order prefix entered.

Corrective Action

The corrective action taken in relation to the incident.

This field is mandatory if action code C - Close incident is selected in the Action field.

Work Order

This field displays the work order created from this incident, if one was created.

Action


A Auto WO creation use default descript - MSO62T

B Auto WO creation use incident descript - MSO62T

C Close incident

D Delete incident

E Maintain extended description - MSM096A

H Review equipment history - MSM633A

O Reopen incident

R Review work order details - MSM621D

W Create/maintain incident work order - MSM62TA

© 2009 Mincom


MSM628A - Review Work Order Materials Status This screen displays materials information in relation to issue requisitions and direct charge items required for a work order.

This screen displays all issue and purchase requisitions with a cost allocation that includes the selected work order. The purchase order and item is shown for requisitions that have been placed as order in addition to the current purchasing details. These details include:

• the date ordered and the date due

• the quantity ordered and received

• the allocated and total value of the item

A requisition type (Req. Type) is shown on the screen, to distinguish between purchase requisitions (P) and issue requisitions (I).


Work Order

Enter the work order against that issuing and purchasing information is required to be displayed. Entry is validated on the Work Order file (MSF620).

Req. Number

This field displays the requisition number of the requisition.

Req Type

This field displays the requisition type code for which requisitions are displayed. Requisition types are:

P Purchase requisitions

I Warehouse requisitions

All Requisitions of any type

Supplier

This field displays the supplier name for the requisition item.

Action


A Review Requisition cost Allocations

© 2009 Mincom


E Review Requisition Extended Description

I Review Requisition Item Detail

O Review Purchase Order Item Detail

R Review Requisition Header Details

© 2009 Mincom


MSM62AA - Modify Work Order - General Information Use this screen to update general information related to a Work Order.


Work Order

This field displays the work order number entered on the MSM620A - Maintain Complete Work Order Information screen.

Status

This field displays the status of the project:

• O - Open

• C - Closed

• A - Authorised

Description

Enter a short description of the reason for the job.

Standard Job

The number of the standard job to which the work order is linked.

District


Printer

Enter the project number to review the project general information.

Tabs • Work Order Details

• Equipment Details



Cost Centre/Account

Enter the cost centre or account to which the job is to be charged. This code is used to create the General Ledger number when only the work order number is entered in an accounting transaction.

This field is mandatory if equipment number and project number are not provided.

This field is mandatory if the work order is capital. If the work order is capital and has un-capitalised costs, the cost centre/account cannot be changed. This field is not available when the Utilities Asset

© 2009 Mincom


Accounting Module is installed, costs exist against the work order, no estimate items are present and where Job type is derived from the cost centre.

Originator

Enter the Employee Id of the person who created the Work Order.

Originator Priority

The code indicating the originator's priority. This field is validated against the Table File PY - Work Order Priority Code. The priority code numbers are between 1 and 99 inclusive.

Work Order Type

Enter the Work Order Type or select a valid entry from the Table File WO - Work Order Type.

Maintenance Type

Enter the maintenance type or select a valid entry from the Table File MT - Maintenance Type.

User Status

The user-defined status code. Entry is validated against the Table File - WS - User Work Order Status.

Date Raised

Enter the date the work order was created. Default is today's date if left blank. This date can not be a future date.

Date Required


Work Group

Enter the work group this job is assigned. Entry is validated against the Work Group master file.

If the Maintenance Scheduling (3701) module is installed when you enter the work group the work order is scheduled when a scheduling run is processed for this work group. If this field is left blank the work group of the first work order task created with a work group defaults.

Assigned To

Enter the Employee Id of the person to whom the work order is assigned. This field is optional, however a work group/work centre and/or an assigned to person must be entered.

Parent Work Order

Enter the number if the work order belongs to a parent work order. This relationship accumulates the costs incurred by this work order at the parent work order level and the work order.

Capital Work Order

Enter Y to indicate this is a capital work order or N to indicate an operating work order. A capital work order must be capitalised (costs cleared from the Capital Work in Progress accounts and posted to the Fixed Asset Register) before it can be finalised. If the work order has associated costs, it cannot be set as a capital work order.

© 2009 Mincom


Related Work Order

This field is optional and is a reference between two work orders.

Project

Enter the project number if this work order belongs to a project. This relationship accumulates all costs incurred by the work order against the Project Number and its parent projects, as well as being accumulated on the work order itself. If the work order is capital, entry of a project is mandatory and the entered project must be a capital project. When the project number on a work order with existing costs is added, removed or modified, batch program MSB664 - Update Project Costs is submitted online to reallocate the work order costs to the appropriate project(s). A message is displayed indicating whether the program has been successfully submitted or not.

Originating Document Type

Enter a valid originating document type to indicate the original source of the job. Entry is validated against the Table File OD - Originating Document.

Number

This field displays the code selected in the Originating Document Type field. If MS (Maintenance Schedule) or CM (Condition Monitoring Test) are selected the document number identifies the schedule or condition test.

Equipment Details tab


Reference

Enter the equipment id on which the job will be performed.

Component Code

Enter a valid component code or select an entry from the Table File CO - Component Code.

Modifier Code

Enter the code used to further define the location specified by the component code. Entry is validated against the Table File MO - Modifier Code. Entry is only allowed when a component code has been entered.

Equipment Status

Enter a valid equipment status or select from the Table File ES - Equipment Status.

Location

Enter a valid location or select from the Table File EL - Equipment Location.

Action


© 2009 Mincom


C Maintain WO Completion Information. The MSM62CA - Maintain Work Order Code Completion Information screen displays.

D Maintain WO Duration Information. The MSM62EA - Maintain Job Duration Information screen displays.

E Maintain WO Extended Description. The MSM096B - Maintain Text screen displays.

I Create Issue Requisitions for WO. The MSM140A - Maintain Warehouse Requisition - Normal Issue screen displays.

J Review Standard Jobs for Task List. The MSM692D - Review Std Job Plans/Parent Std Jobs/Std Jobs Summary screen displays.

K Print WO Job Card. A message is returned Job Submitted for Processing

L Maintain Document Info Linked to WO General. The MSM58JA - Maintain Entity To Document Link screen displays.

M Maintain WO Equipment Tracing Info. The MSM62DA - Maintain Equipment Tracing For Work Order screen displays.

P Maintain WO Planning Information. The MSM62BA - Maintain Work Order - Planning Information screen displays.

R Maintain WO Reallocation Information. The MSM62RA - Maintain Work Order Billing Information screen displays.

T Maintain WO Task Details. The MSM623A - Modify Work Order Task Information screen displays.

V Review Open/Authorised Work Orders for Eq/Comp/Mod. The MSM621C - Review Work Order Information - summary screen displays.

W Print Work Order Details. A message is returned Job Submitted For Processing.

© 2009 Mincom


MSM62CB - Work Order Subsystem Finalization This screen provides for the maintenance of the Costing Finalization flags, on a subsystem basis.

This screen displays the current Costing Finalization flag settings for each of the installed Ellipse subsystems, and allows finalization of the work order for one or more of these subsystems.


Work Order Number

The identifying number of the work order.

Subsystem Finalization Flag

Each installed Ellipse subsystem, which allows costing against a Work Order, will have a corresponding subsystem finalization flag field.

The current list of such subsystems is as follows :

• Supply

• Accounts Payable

• Payroll

• Labour Costing

• Journal Holding

• Accounts Receivable

• General Ledger

• Production Statistics

By setting the corresponding Finalization flag to Y for an individual subsystem, no further costs may be accrued against the work order by functions within that subsystem.

However, programs from other subsystems may successfully cost to that work order, providing that their finalization flag is set to N.

The initial default for all subsystem finalization flags is N. Allowable entries are Y or N. Once a subsystem is finalized, it may not be unfinalized (UNLESS the reallocation frequency is C (Cyclic), or the frequency is E (End), the Actual Cost Reallocated is zero, and the Units Invoiced/Charged is zero).

If all installed subsystems except General Ledger are finalized, then the General Ledger subsystem will also be finalized, by this program (resulting in all subsystems being finalized).

If all Installed Subsystems are Finalized, then the Work Order in Total is also Finalized. It is not possible to finalize all Subsystems when the Work Order is Capital and has associated costs.

Refer to screen MSM62CA - Work Order Code/Completion Information - for further information regarding the Work Order finalization flag and its effect on the subsystem finalization flags.

© 2009 Mincom


© 2009 Mincom


MSM62DA - Maintain Equipment Tracing for Work Order Use this screen to enter equipment tracing information for rotable equipment for a work order.


Work Order

This field displays the work order with the equipment tracing information.

Equipment

This field displays the equipment being traced.

Date

Enter or change the date of the action, as required.

If the work order has a date out of service or a date completed recorded, this date displays in this field. The date out of service takes precedence over the date completed.

Entry is mandatory if this date is not available from the work order to be actioned.

Status

This field displays the status of the equipment reference entered on the work order being processed.

Entry is validated against the ES - Equipment Status table file on MSF010. The current status of the equipment reference from the MSF600 - Equipment Register.

The Status and Location fields can only be completed if you also entered an Equipment Reference on the Work Order.

Location

This field displays the location of the equipment reference entered on the work order being processed.

Entry is validated against the EL - Equipment Location table file on MSF010.

The current location of the equipment reference displays from the MSF600 - Equipment Register.

The Status and Location fields can only be completed if you also entered an equipment reference on the work order.

Fitted Equipment Reference

Enter the fitted equipment reference to be actioned.

The fitted equipment reference entered is validated against the MFS600 - Equipment Register to determine if it exists and is traceable. The entered fitted equipment reference is traceable if the fitted equipment reference has the traceable flag set to Y on the MFS600 - Equipment Register.

The entered fitted equipment reference is traceable if the fitted equipment reference has the traceable flag set to Y on the MFS600 - Equipment Register.

© 2009 Mincom



Fitted Tag

Enter the serviceable or unserviceable tag number of the fitted equipment.

Fitted Status

Enter the status of the equipment reference entered on the work order being processed.

Entry is validated against the ES - Equipment Status table file on MSF010.

The current status of the equipment reference from the MSF600 - Equipment Register.

Fitted Location

Enter the location of the equipment reference entered on the work order being processed.

Entry is validated against the EL - Equipment Location table file on MSF010.

The current location of the equipment reference displays from the MSF600 - equipment register.

The Status and Location fields can only be completed if you entered an equipment reference on the work order.

Reset Schedule

Enter a valid code to reset or review the maintenance schedule tasks for the installation position reference entered.

Entry is only allowed where a tracing action of B - fitment, L - rebuild in situ or N - repair in situ has been entered.

The following codes can be entered:

Y Reset Required

N No reset or review required.

R Review Required

Tracing Action

Enter the tracing action code for the record being updated. This field is mandatory if you entered data in either the Fitted Equipment Reference or an Installation Position Equipment fields.

This field is validated against TA – Tracing Actions table file on MSF010.

If the tracing action is repair unfitted, the valid combinations of the tracing action codes differ depending on whether the fitted equipment is in store or not. If the item of equipment is in store, the valid tracing actions are:

© 2009 Mincom


B Fitment

I Scrap

K Sold

N Repair in Situ

If the item of equipment is not in store, the valid tracing actions are:

B Fitment

D Rebuilt Offsite

E Rebuilt Onsite

H Exchange

I Scrap

J Disassemble

K Sold

O Repair Unfitted

Tracing Action Description

This field displays the description of the tracing action.

Installation Position Equipment

Enter the equipment reference for where the fitted equipment is being traced. Refer to the equipment numbering standards for information about entry format. This field is validated against the MSF600 - Equipment Register.


If multiple entries are made for one equipment reference, the subsequent lines can have blank equipment references and the screen will copy down.

Installation Tag

Enter the serviceable or unserviceable tag number of the installation position equipment where the item of equipment is being fitted or defitted.

Entry is validated against the MSF601 - Alternate Equipment Register Reference file to ensure the tag number is not linked to another item of equipment. You cannot complete this field if the installation position equipment is itself currently fitted to another item of equipment.

Installation Component

Enter the Component Code for where the fitted equipment is being traced.

This field is validated against the CO - Component Code table file on MSF010.

© 2009 Mincom


The default is the value held for the fitted equipment entered.


Installation Modifier

Enter the component modifier code for where the fitted equipment is being traced.

This field is validated against the MO - Modifier Code table file on MSF010.

Note: The installation position refers to the equipment reference, component code and modifier code as a whole.

The Installation Position Equipment, Installation Component and Installation Modifier fields entered are validated against the MSF610 - Equipment Group Identifier Component file if the equipment reference or its EGI has the validate profile flag set on the MSF617 - Equipment Profile file. The entered Installation position reference will not be accepted if it does not exist, or if it exists but the rotable equipment indicator is 4 as tracing is not allowed in this installation position.

Note: An installation position reference is mandatory if one of the following tracing actions is entered:

B Fitment

C Defitment

L Rebuild in Situ

N Repair in Situ

You cannot complete these fields if one of the following tracing actions are entered:

D Rebuild Offsite

E Rebuild Onsite

H Exchange

I Scrap

J Disassemble

K Sold

O Repair Unfitted

Action


A Defit all Currently Fitted Equipment

C Select Currently Fitted Equipment to Defit - MSM62UA

D Delete tracing incident

© 2009 Mincom


R Review Equipment Holes and Double Fitments - MSM656A

© 2009 Mincom


MSM62EA - Modify Job Duration Information This screen allows duration information (elapsed time) for a work order to be entered.

Estimated duration is entered when the work order is created or planned and appears on this screen for reference.


Work Order

This field displays the work order number. The work order description displays to the right.

Plant Shutdown ID

This field displays the shutdown number of the work orders.


This field displays the time estimated to complete the job.

Actual Job Duration

Enter the total time taken to complete the job. It does not have to balance with the sum of detailed durations. If left blank, it is set to the total.

Changing or adding details also update this total, if the total of duration details already on file agrees with the total initially displayed.

To reset this total to the total of details, blank it out.

Date

Enter the date that the delay or work activity start.

Duration Delay Code

Enter the delay or duration code or select from the drop-down list.

This entry is validated on the Table File JI - Job Duration Code.

Hours/Start Time/Stop Time

Enter the duration of the activity in one of a number of ways.

Enter elapsed time in the Hours column, if more than 24 hours, or if the start/stop times are not significant.

Enter the start/stop times only, to have the program calculate the elapsed hours. It assumes that stop time is no more than one day after start time.

If the Hours field is blank, both start and stop times are mandatory. If all three fields are entered, and the computed elapsed time does not agree with the entered elapsed time, a warning is given.

© 2009 Mincom


Elapsed time and time of day can be entered in HHH:MM formats. Whole numbers without a delimiter are taken as hours. The 24-hour clock applies to time-of-day fields.

The program does not check for hours or times overlapping.

© 2009 Mincom


MSM62FA - Maintain Work Order Task Completion Information This screen is selected from MSM000B - Main Menu screen.


Option


Work Order Number

Enter a Work Order number. That is to be updated, it can also be entered in the subsequent screen listed above.


Task Number

Enter the appropriate task number.

For work orders which have a single task, this field does not require entry.

For Option 1, entry is optional. If the task number is left blank, all tasks for the work order will be displayed on the Complete Work Order Tasks screen (MSM62FB).

© 2009 Mincom


MSM62FB - Complete Work Order Tasks This screen enables user to complete work order tasks, for work orders that are unrelated to units of work but that are multi-task.


Work Order Number

Enter the Work Order Number to be updated, if it has not been previously entered.

This field is mandatory

Description

This field displays the description of this job.

Completed By

Enter the corrected employee code. Entry is validated against the Employee master file. Entry is validated against the Table File also RC Table File. This field is mandatory

Completed Date

Enter the date of completion of the task. If the Completed By field is filled in and this field is left blank, today's date is assumed.

Completion Code

Enter the code indicating the type, style, or reason for completion. This field is validated against the Table File SC - Maintenance Completion Status Codes.

Action


C Maintain Task Completion Text

© 2009 Mincom


MSM62GA - Print Selected Work Orders and/or Tasks This screen enables user to print selected work orders and tasks in a random basis.

This screen displays blank. User can enter work orders and tasks to be printed to a nominated printer.

Defaults can be defined for the following fields via the Standard Default facility (MSM051A).

Printer - Printer-Name 1 If you enter a Work Order Number without a task, a request is submitted for the Print Work Order Details program (MSR620). If you enter a work order and task, a request is submitted for the Print Job Card Details program (MSR621).

• Descriptions of the work order or task are displayed for confirmation prior to processing.

• A message displays after processing, indicating whether or not submission of jobs was successful.

After successful execution, the screen re-displays blank with the ID of the previously selected printer. User can the select further work orders and tasks for printing.


Printer ID

Enter a valid printer name. Entry is validated against the Table File PR Table File.


Work Order

Enter a valid Work Order Number to be selected for printing. Entry is validated against the Work Order master file.

This field is mandatory if a Task Number is entered. Otherwise, This field is optional.

Task

Enter a valid Task Number belonging to the Work Order Number entered. Entry is validated against the Work Order Task master file. This field is optional

Description

This field displays a description of the task.

Print Tasks

Enter Y to obtain summary details of all tasks pertaining to a Work Order. Otherwise it gets details for the particular Work Order. Entry is not applicable when a valid Task Number belonging to the Work Order Number is entered. This field is optional

© 2009 Mincom


MSM62HA - Create Work Order from Standard Job Screen MSM62HA enables user to enter the minimum amount of information required to create a work order and its related tasks from a Standard Job.


Work Order Number or Prefix

Either enter a Work Order number that has not yet been used or leave this field blank for Ellipse to use the next available Work Order Number.

The valid Work Order Number prefixes are held on the System Control file (MSF000).

Standard Job

Enter the Standard Job Number to be used to create the work orders. If user does not know the number, enter ? in this field. Ellipse transfers to the MSM691A - Standard Job Review Menu screen to search for the Standard Job.

Alternatively, leave this field blank and enter an Equipment Reference and press F9. The system transfers to the MSM692D - Review Standard Jobs - Summary screen to display Standard Jobs for that Equipment Number.

You can also leave this field blank if you are creating a work order from a Maintenance Schedule which has a Standard Job. In this case, the Maint. Sched. Task field is filled in.

Originator


Work Group

Enter the code of the work group responsible for performing this task. Entry is validated against the Work Group master file (MSF720).

The work group defaults to that on the Standard if it is recorded on the Standard Job.

User does not have to complete this field when user create a work from a Maintenance Schedule Task.


Equipment Reference

Enter the ID of the equipment on which this job is to be performed. If you are creating work orders for a continuous asset type of equipment, the segment range can be entered as part of this field.

Refer to the equipment numbering standards for the method of equipment entry.

The equipment reference is also validated according to the Costing flag held against the item of equipment on the Equipment Register (MSF600). The following happens, depending on the value of the Costing flag:

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A Equipment Reference has costing allowed; Equipment Reference entered is allowed.

W Equipment Reference does not have costing allowed; a warning is displayed but the Equipment Reference is allowed.

E Equipment Reference does not have costing allowed; an error is displayed and the Equipment Reference is not allowed.

This field is optional.

Component Code

Enter the component code of the maintenance schedule. Entry is validated against the Component Code Table Code (CO). The system also checks that this is a valid component for this item of equipment by examining its component profile. If no specific profile is found for the item of equipment but it has a group identifier defined, the component profile of the group identifier is checked. If no profile is found then any Component Code can be entered as long as it is valid.

This field is optional, but is only allowed if user have entered an Equipment Number or Reference.

Modifier Code

Enter the Component Modifier Code for the work order or that relates to a Maintenance Schedule. Entry is validated against the Modifier Code Table Code (MO).

This field is optional, but is only allowed if you have entered a Component Code.

Maintenance Schedule Task

Enter the task number for a Maintenance Schedule.

Along with the Equipment, Component and Modifier references, this code is used to find a Maintenance Schedule Task (MSF700) record, which identifies repeating maintenance tasks. The MSF700 record must have a Standard Job. This job is used to create the work order.

MSF700 also has a work group, which is assigned to do the repeating task. This work group overrides any work group entered on this screen.


Job/APL Details tab

JOB DETAILS

Job Description

The job description from the standard job.

Number of Tasks

The number of Tasks contained in the Standard Job Plan.

APL DETAILS

APL Type

The APL type is either E for equipment number or G for EGI (Equipment Group Identifier).

© 2009 Mincom


Component

A code indicating the subassembly.

Modifier


A code indicating the subassembly if there is more than one subassembly.

Sequence

The sequence number used to distinguish the APL from others.

Printer

Enter Y in the appropriate fields and the ID of the printer to be used if user want to immediately print either the work order or APLs required for the job (in requisitioning format).

Action


9 Maintain Reference Codes

K Print WO Job Card

R Review Standard Job Information

W Print Work Order Details

© 2009 Mincom


MSM62IA - Create Short-form Orders For Equipment This screen enables user to create work orders by the quickest means, using minimal information.


Work Order Prefix

The work order prefix.

If this field is left blank, the system assigns the complete work order number. If a prefix is entered, and is valid on the System Control file (MSF000), the system assigns the next number for the prefix.


Originator

Enter the code of the person initiating this job. Entry is validated against the Table File RC Table File or the Employee master file for integrated Payroll users.


Equipment Reference



This field is mandatory for every work order line entered.

If user is creating work orders for continuous assets, the segment range is entered as part of this field.

The Equipment Reference is also validated according to the Costing flag held against the item of equipment on the Equipment Register (SMF600). The following happens, depending on the value of the Costing flag:




Component Code

Enter a valid component code or select an entry from the Table File CO - Component Code. The system also checks that this is a valid component for this piece of equipment by examining its componentry profile. If no specific profile is found and the item has a group identifier defined, the componentry profile of the group identifier is checked. If no profile is found, any Component Code can be entered as long as it is valid.

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Modifier Code

Enter the component modifier code that identifies the component to be monitored. Entry is validated against the Table File MO Table File. User can only complete this field if a Component Code has been entered.


Equipment Location

The location of the equipment. Entry is validated against the Table File EL - Equipment Location.

Cost Centre/Account

Enter the cost centre or account that this job is to be charged. This code is used to create the Genera Ledger Number in cases where only the Work Order Number is entered in an accounting transaction.

The default value is taken from that held against the Standard Job on the window (if this value is available). Otherwise, it is taken from the value held against either the Equipment Reference or the Project Number, depending on the costing option available.


Work Order Description



Work Group



Work Order Number

Enter the complete Work Order Number unless user want the system to assign. If entered, this number must not already exist on the Work Order File (MSF620).


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MSM62JA - Create Short-form Work Orders for Plant This screen enables user to create work orders by the quickest means, using minimal information.


Work Order Prefix

The work order prefix.

If this field is left blank, the system assigns the complete work order number. If a prefix is entered, and is valid on the System Control file (MSF000), the system assigns the next number for the prefix.


Originator

Enter the code of the person initiating this job. Entry is validated against the Table File RC Table File or the Employee master file for integrated Payroll users.


Equipment Reference



This field is mandatory for every work order line entered.

If user is creating work orders for continuous assets, the segment range is entered as part of this field.

The Equipment Reference is also validated according to the Costing flag held against the item of equipment on the Equipment Register (SMF600). The following happens, depending on the value of the Costing flag:




Component Code

Enter a valid component code or select an entry from the Table File CO - Component Code. The system also checks that this is a valid component for this piece of equipment by examining its componentry profile. If no specific profile is found and the item has a group identifier defined, the componentry profile of the group identifier is checked. If no profile is found, any Component Code can be entered as long as it is valid.

© 2009 Mincom


Modifier Code

Enter the component modifier code that identifies the component to be monitored. Entry is validated against the Table File MO Table File. User can only complete this field if a Component Code has been entered.





Work Group



Work Order Number

Enter the complete Work Order Number unless user want the system to assign. If entered, this number must not already exist on the Work Order File (MSF620).


Cost Centre/Account




© 2009 Mincom


MSM62KA - Delete Work Orders This screen is used to entered the work order number to be deleted, and confirm the deletion.

This screen can be accessed from a menu screen.


Work Order Number

Enter the work order number to be deleted.

Originator


Date Raised


Date Required

This field displays the date the work order is required to be completed by the originator.

Originator priority


Cost Centre/Account

This field displays the Cost Centre or Account.

Work Order Type

This field displays the work order type.




Component Code


Modifier Code


Reall. CC/Account

This field displays the account code where this work order is charged, if it is being carried out on behalf of another cost centre.

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Parent Work Order


Related Work Order

This field displays the Work Order related.

Originating Doc Type

This field displays the document number, when items are being reviewed for a issue requisition or work order.

Confirm Deletion

Enter Y after display of the selected work order to confirm deletion of the work order and its associated tasks.

© 2009 Mincom


MSM62LA - Review Job Duration Information This screen is one of a set that displays all master file information for a work order. This screen displays the duration information for the work order that includes delay or actual work time.


Work Order




Actual Job Duration

This field displays the actual time to complete the job.

Date

This field displays the date that the delay or work activity start.

Duration Delay

This field displays the Code of duration delay. The description of code is displays on right.

Hours

This field displays the duration of the job in hours.

Start Time

This field displays the planned start time of the job.

Stop Time

This field displays the stop time of the job.

Action


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© 2009 Mincom


MSM62MA - Review Work Order Tasks - for Work Group This screen enables user to review all work order tasks associated with a given work group.


Work Group

Enter the Work Group Code to review associated work order tasks. Entry is validated against the Work Group file (MSF720).

Crew

Enter the crew to be maintained for this Work Group. Validate that the crew entered exists on the CREW table and that the associated value is equal to the entered Work Group. Resources may or may not already exist for the crew entered. Entry in this field is optional.

Work Order

This field displays the work order number. The work order description displays to the right.

Task Number

(Standard Job Task)

This field displays the task number for the standard job.

Plan Start

The time scheduled for starting the work specified in the work order.

Plan Finish

This field displays the date scheduled for finishing the work specified in the work order.

Action


C Complete Work Order

G Review Work Order

J Job Instructions

L APL

R Review Task

T Update Task

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W Update Work Order

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MSM62NA - Bulk Work Order Update Selection This screen allows you to search and select specific criteria to access work orders for the purpose of bulk updating. At least one primary selection criteria must be entered on this screen.

Work Orders only display if they meet ALL criteria set in the filters on the MSM62NA and MSM62NB - Additional Bulk Work Order Update Selection screens.


Work Order Status

Enter the status of the work orders or select from the drop-down list. Bulk work order statuses are either O - Open or A - Authorised.

If this field is left blank, all open and authorised work orders are selected.

User Status

Enter the user status code of the work orders or select from the drop-down list.

This code will be validated against the Table File WS - User Work Order Status.

Work Group

Enter or search for the work group to which work orders are currently assigned.

Entry in this field is validated against the Work Group master file MSF720.

EQUIPMENT SELECTION CRITERIA


Enter the equipment or plant number or select the equipment search type from the drop-down list.

If you enter an Equipment Search Type, an Equipment Search Key must also be entered.

List Type

If an Equipment Search Type of L is entered, this field is mandatory. An Equipment List Identifier must be entered in the Equipment Search Key field.

Entry is validated against the Table File LI - Equipment List Type. The List Type and Identifier must exist as a valid Equipment List.

Equipment Search Key

Enter the appropriate information.

The Equipment Search Type and Equipment Search Key fields are used together. The Equipment Search Type field indicates the kind of equipment search, as follows:

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E A Continuous Asset segment range can be entered in conjunction with an Equipment or Plant Number to restrict the search to Work Orders that refer to Continuous Asset segments falling within the range specified in the search criteria

C Equipment Class

G Equipment Group Identifier

L Equipment List

N Equipment Location

P Productive Unit

S Equipment Status

The search key is the appropriate identifier.

Indicator

Enter the indicator or select from the drop-down list. If an Equipment Search Type of L is entered, entry in this field is mandatory.

The following indicators are available:

L Retrieves Work Orders for equipment items of the entered list.

A Retrieves Work Orders for all items of the entered list and its sub-list

Originator


Account/Cost Centre

Enter or search for the Account Code or cost centre to which the jobs requiring selection are charged. This code is validated in accordance with the standard costing validation routine.

Parent Work Order

The parent work order number to list work orders belonging to that parent work order. The parent work order is validated against the Parent Work Order file MSF625.




Project Number

The Project Number to search for all work orders belonging to a project.

Entry is validated against the Project file MSF660.

© 2009 Mincom


This field displays only if the Project Control module (3660) is installed.

Shutdown Number

Enter the shutdown number of the work orders or select from the drop-down list.

Only work orders that have been assigned to the entered shutdown number are selected.

Entry is validated against the Plant Shutdown file MSF750.

This field displays only if the Maintenance Scheduling module (3701) is installed.

DATE SELECTION CRITERIA

Raised Dates

Enter the range of dates during which the required work orders were raised. Only one of the two dates is required for the selection to be activated. You must enter dates in both fields.

This presents only those jobs raised on or between the two dates.

Planned Start Dates

Enter the range of dates during which the required work orders are planned to start. Only one of the two dates is required for the selection to be activated. You must enter dates in both fields.

This presents only those jobs planned to start on or between the two dates.

Additional Filters

Enter Y to allow entry of additional search filters. The MSM62NB - Additional Bulk Work Order Update Selection screen displays for you to enter additional search filters.

© 2009 Mincom


MSM62NB - Additional Bulk Work Order Update Selection This screen allows you to enter additional filters to restrict the list of work orders for bulk update.

This screen displays after entering a primary search criteria on the MSM62NA screen by selecting Y in the Addition Filters field.

Only Work Orders meeting ALL criteria set in the filters display on the MSM62NA and MSM62NB screens.


Originator's Priority

Enter or select the originators priority for the work order from the drop-down list.

Entry in this field is validated against Table File PY - Work Order Priority Code.

Planner's Priority

Enter or select the planners priority for the work order from the drop-down list.

Entry in this field is validated against Table File PY - Work Order Priority Code.

Component Code

Enter or select the component code from the drop-down list. This indicates the specific sub-assembly on which the Work Orders are to be filtered.

Entry in this field is validated against Table File CO - Component Code.

Modifier Code

Enter or select the modifier code from the drop-down list used to further define the location specified by the component code.

Entry in this field is validated against Table File MO - Modifier Code.

Entry in this field is only allowed if the Component Code field has been completed.

Standard Job

Enter or right-click, search and select a standard job number used to create the required work orders.

Entry in this field is validated against the Standard Job file MSF690.

District

Enter the District where the standard job belongs. The District Code is validated against the System Control file MSF000.

If the district is not entered, the district currently in operation is used.

© 2009 Mincom


Work Order Type

Enter or select a work order type from the drop-down list.

Entry in this field is validated against Table File WO - Work Order Types.

Maintenance Type

Enter or select the maintenance type from the drop-down list. For maintenance-related work orders, this code represents the main statistical dissection of work order activity.

Entry in this field is validated against Table File MT - Maintenance Type.

Job Code Type 1

Enter or select from the drop-down list the job code Table File types W0 to W9 - Work Order Job Codes to be displayed/ updated on the multiple-item update screen MSM62NC.

The default value is W0.

Job Code Type 2

Enter or select from the drop-down list the job code Table File types W0 to W9 - Work Order Job Codes to be displayed/updated on the multiple-item update screen MSM62NC.

The default value is W1.

Shutdown Type

The code for the shutdown type.

Entry in this field is validated against Table File SD - Plant Shutdown Type.


Enter the identity of the part causing failure.

Entry in this field is not validated.

JOB CODES

Work Order Classification Codes

Enter or select from the drop-down list the codes to classify the work orders required to be searched. Entry is validated against Table File types W0 to W9 - Work Order Job Codes, inclusive.

The system provides up to 10 user-defined codes to classify the work order for analysis purposes.

Only work orders that match the entered codes are displayed.

© 2009 Mincom


MSM62NC - Maintain Bulk Work Order Code and Duration Based on selection criteria entered on the MSM62NA - Bulk Work Order Update Selection and MSM62NB - Additional Bulk Work Order Update Selection screen, MSM62NC enables you to update completion and duration type information for all Work Orders selected.


Search By:

Work Group:

These fields display the code and description of the primary search criteria entered on MSM62NA - Bulk Work Order Update Selection screen.

Date

Enter a valid date. This date will be used for:

• Work Order completion date. Entry is mandatory if a System Completion Code is entered in the detail section.

• Duration update. Entry is mandatory if a Job Duration code is entered in the detail section.

Completed By

Enter or right-click, search and select the ID of the employee who either performed the work or closed the Work Order. Entry is mandatory if a System Completion Code is entered.

Entry is validated either against the Payroll master file, for integrated users, or Table File RC - Responsibility Code.

Position attributes are verified on the Associated Position Management master file.

Equipment Reference

This field displays the equipment reference number.

Equipment Description

This field displays the description of the equipment as recorded in the Equipment Reference field.

Work Order

The identifying number of the work order.


This field displays the description of the work order.

© 2009 Mincom


Job Codes

Enter the job codes to classify the Work Order. Entry in this field is validated against Table File W0 - W9 - Work Order Job Codes, as indicated in the selection details on MSM62NB - Additional Bulk Work Order Update Selection screen.

Entry in this field is mandatory or optional as per job code definition.

Planned Finish

Enter the planned finish date and time.

Job Duration Code

Enter or select a Job Duration/Delay Code from the drop-down list.

Entry is validated against Table File JI - Job Duration Code.

Hours

Enter elapsed time of activity in hours. The default is zero.

Completion Code

Select a Completion Code from the drop-down list. Entry in this field is only valid if the Completed By and Date data fields are completed at the header level. These three entries together complete the nominated Work Order.

Entry is validated against Table File SC - Maintenance Completion Status.

Action


A Create Short Form WO for Plant MSM62JA

C Maintain WO completion information MSM62CA

D Maintain WO duration information MSM62EA

E Maintain WO extended description MSM096A

G Maintain WO general information MSM62AA

I Maintain WO tasks MSM623A

K Maintain WO task Completion MSM62FA

L Labour costing Transaction Entry MSM854A

M Maintain WO Equipment Tracing Info MSM63DA

N Create/Maintain Short Form WO MSM62PA

O Maintain Operating Statistics MSM400A

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P Maintain WO planning information MSM62BA

R Maintain WO Reallocation Information MSM62RA

T Maintain WO task details MSM623A

V Create Short Form WO for Plant MSM62IA

W Create/Maintain Short Form WO for Task MSM62QA

X Maintain Text MSM096B

Action


B Labour Costing Transaction Entry MSM854A

© 2009 Mincom


MSM62PA - Create/Maintain Short-form Work Order This screen enables user to create and modify work orders by entering a minimum of data.


Work Order or Prefix

Enter a complete Work Order Number, or allow Ellipse to assign a number if in Create mode. In the latter case, have Ellipse assign the whole number by leaving the prefix field blank, or enter the Work Order Prefix and have Ellipse assign the next number for this prefix.

Valid prefixes and associated Last Used Sequence Numbers are held on the System Control file (MSF000).

If a work order number is entered and the work order already exists then the details is to be returned to allow maintenance. Any details already entered on the screen is to be overwritten.

Work order prefix only applies to creations.

Standard Job

Enter a Standard Job number to use as a reference to create a new Work Order. Entry in this field applies only to creation of work orders. If this field is not completed and a user-defined default Standard Job exists, this is used as the default. Otherwise, one of the following applies.

• If a prefix has been entered the program looks for a default Standard Job in the format M62P<PREFIX>. If one exists the program uses it as a template for work order creation.

• If no prefix has been entered the program tries to use a default Standard Job (M62PMW). The same processing as for the prefix input applies.

If it uses a Standard Job as a template, the program only defaults fields that have not been entered by the user.

Parent Work Order


This field is protected if Actual Costs or Actual Labour Hours exist for the particular work order.


Printer

Enter a valid printer name.

Entry is validated against the Table File PR Table File. User can only complete this field if Print actions (W or K) are selected.

© 2009 Mincom



Originator

Enter the Responsibility Code of the person who initiated the work order.

Entry is validated against RC Table File or the Employee master file (MSF810) if the Establishment module (3870) is installed.

If the Establishment module (3870) is installed this field can either be protected or unprotected and defaulted to the userid.

Originator Priority

The code indicating the originator's priority. This field is validated against the Table File PY - Work Order Priority Code. The number is between 1 and 99 that the highest is 1.

Work Order Type

Enter the Work Order Type Code that applies to this work order. Entry is validated against the Table File MT - Table File.


Completed

Enter Y to complete a work order. The default is N.

To enable completion of a work order from this window, user must set up a default Completion Code by entering Y in the associated value of the appropriate code on SC Table File.

The following defaults are be used when you complete a work order:

Completion Date Defaults to today's date.

Completion Code Defaults from SC Table File

Completed By Defaults to the contents of the Assign To/Completed By field.

Maintenance Type

Enter the maintenance type code for the work order. Entry is validated against the Table File MT - Maintenance Type . This field is mandatory

Shutdown Type

The code indicating the type of shutdown. This field is validated against the Table File SD - Plant Shutdown Type.

Assign To/Completed By

Enter either the person that this work order is assigned to or is completed by.

This field has two purposes:

• Before and after completion of a work order, it is used to maintain the ID of the person to whom the work order is assigned. In this case, This field is optional.

© 2009 Mincom


• When a work order is being completed (i.e., the completed indicator changes from N to Y) this field is used to store the ID of the person completing the work order. In this case, This field is mandatory.

Entry is validated against RC Table File or the Employee master file if the Position Management module (3870) is installed.

Work Group

Enter the work group that this job is assigned. Entry is validated against the Work Group master file (MSF720).

If the Maintenance Scheduling module is installed, completing this field causes the work order to be scheduled when a scheduling run is processed for this work group.

Note: The Assign To and Work Group fields are optional. However, user must complete at least one of them. User can complete both fields, if required.

Date Raised

Enter the date the job is initiated. The default is today's date. User cannot enter a date in the future.

Date Required

Enter the date that the work order is required to be completed.


Cost Centre/Account




Reference

The identifier or reference of the equipment on which this task was performed. If user is creating work orders for a Continuous Asset type of equipment, the segment range can be entered as part of this field. Refer to the equipment number standards for the format of Equipment Reference entry.

This field is mandatory if the Standard Job selected does not contain an Account Code or Reallocation Account Code. Otherwise, this field is optional.

The Equipment Reference is also validated according to the Costing flag held against the item of equipment on the Equipment Register (MSF600). The following happens, depending on the value of the Costing flag:

A Equipment Reference has costing allowed; Equipment Reference enter is allowed.

W Equipment Reference does not have costing allowed; a warning is displayed by the Equipment Reference is allowed.

© 2009 Mincom



Work Order Description tab

Description


Action



B Blank out Description

C Maintain WO Codes/Completion Information

D Maintain WO Duration Information

E Maintain WO Extended Description

F Maintain WO Completion Comments

G Maintain WO General Information

I Create Issue Requisition for WO

K Print WO Job Card

L Labour Costing Transaction Entry

M Maintain WO Equipment Tracing Information


P Maintain WO Planning Information

R Maintain WO Reallocation Information

T Maintain WO Task Details

W Print WO Details

X Review Issue Requisitions for WO

© 2009 Mincom


MSM62QA - Create/maintain Shortform Work Order This screen allows creation or maintenance of a work order and a single task via one screen.


Work Order Number of Prefix





Parent Work Order




Standard Job

Enter a Standard Job number to use as a reference to create a new Work Order. Entry is only applicable to creations.

The Standard Job task used for default must have a single task number 001.

If a user defined defaulted job exists, this is used, otherwise one of the following is applied.

• If a prefix has been entered the program looks for a default Standard Job in the format M62Q <prefix> and if one exists it uses it as a template for the Work Order creation.

• If no prefix was entered the program tries to use a default Standard Job M62QMW and the same processing as for the prefix input applies.

• When using a Standard Job as a template, the program only defaults those fields that have not been entered by the user.

• This is a single task creation window, therefore only one task is copied from the template standard job regardless of the number of tasks under it.

Description of Job


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This field is mandatory. This is to be used as both the work order and task description.

Printer

On entry to the program the PRINTER field contains a default printer. For Actions K or W the printer name is used to print the Task or Work Order.

For Action W a value for PRINTER must be entered. The field may be left with the default value, or a user specified value may be supplied.

For Action K entry of a value for PRINTER is optional. The field may be left with the default value, blanked out or a user specified value be may supplied. If no printer is entered the printer defaults from the Work Group of the Work Order.

The printer is validated at the district and global level on the Table PR File Type.



Originator

Enter the responsibility code of the person originating this project or sub-project.

This field is mandatory. Entry is validated against the Table File RC - Responsibility Code, or for integrated payroll users, the employee master file.(MSF810)

Depending on the access level of the user, this field is either be protected or unprotected and defaulted to the user ID.

Originator Priority

The code indicating the originator's priority. This field is validated against the Table File PY - Work Order Priority Code. The number is between 1 and 99 that the highest is 1. This is one of two work order priorities, the other being the planners priority.

User Status

Enter the user status code of the work orders or select from the drop-down list.

This code will be validated against the Table File WS - User Work Order Status.

Work Order Type


If Ellipse determines that the equipment entered is still under warranty, then the warranty work order type is defaulted.


Maintenance Type

Enter the Maintenance Type. For maintenance related work orders, this code represents the main statistical dissection of work order activity. Entry is validated against the Table File MT Table File.

Work Group

Enter the Work Group to which this job is assigned. Entry is validated against the Work Group Master file. This is used for both the work order and the task.

© 2009 Mincom


If the Maintenance Scheduling module is installed, entry in this field causes the work order to be scheduled when a scheduling run is processed for this work group.




This is used for both the work order and the task.

Date Raised

Enter the date that the work order was raised. The default is today's date. User cannot enter a date in the future.

Date Required


Planned Start

Enter the date on which this task is scheduled to commence. This date is used as the Due Date when scheduling the task for the work group.

This is consequently the most important job planning data item.


Project

Enter the project number to be associated with this work order. This field is optional and, if entered, is validated on the Project Control File MSF660.

If the project number is under AFUDC control, then so must be the Cost Code/Account. Otherwise the Cost Code/Account can not be an AFUDC controlled code.

Job Description

Enter the code that indicates the primary action to be taken to complete the job. Entry is validated against the Table File JD Table File.

Safety and Completion Instruction

Enter the Safety Instruction Code and the Completion Instruction Code, that are always used in tandem the first indicating standard text describing procedures that should be performed before or during the job to ensure safe conditions.

The Completion Instruction code indicates the procedures that should be performed at the end of the job, often the reverse of the safety procedures.

Note: These are standard procedures applying to the job, in addition to job procedures pertaining to individual jobs.

© 2009 Mincom


Cost Centre/Account

Enter the Cost Centre or Account to which this job is to be charged. This code is used to create the General Ledger Number in cases where only the Work Order Number is entered in an accounting transaction.

If no value is entered, the default value is from that held against the standard job on the window (if the standard job's value is available), otherwise it is from that held against either the equipment reference or the project number, depending on the costing option set.

If the Capital Work Order has any associated costs, then the costing information cannot be modified.

If the code entered has a segment that is under AFUDC project control, then an AFUDC controlled project must be entered. Otherwise an AFUDC controlled project can not be entered.



EQUIPMENT DETAILS

Reference

The identifier or reference of the equipment on which this task was performed. If the Work Order refers to a Continuous Asset, the segment range is entered as part of the Equipment Reference field.

Refer to the equipment number standards for the format of input. If the equipment is under warranty, an extra confirmation process is to be performed.

The equipment reference will also be validated according to the costing flag held against the item of equipment on the Equipment Register (MSF600). The following occurs depending on the value of the costing flag:

A If the equipment reference has costing allowed, the equipment reference entered is allowed.

W If the equipment reference does not have costing allowed, a warning is to be displayed but the equipment reference is allowed.

E If the equipment reference does not have costing allowed, an error is to be displayed and the equipment reference is not allowed.

Component Code

Enter the code for the sub-assembly on which the task was performed. Valid codes are maintained on Table File CO. The system also checks that this is a valid component for this item of equipment by examining its componentry profile. If no specific profile is found for this item of equipment but it has a group identifier defined, the componentry profile of the group identifier is checked. If no profile is found, any Component Code can be entered as long as it is valid.

User can only complete this field if an Equipment Number or Reference has been entered.


Modifier Code

Enter a modifier code from the drop-down list. Entry is validated against the Table File MO - Modifier Code. It is used to further define the location specified by the component code.

© 2009 Mincom


This field is optional but only be allowed where a component code has been entered.

APL DETAILS

Enter the APL (Application Parts Listing) to be used, if material is required for this job. The APL is entered using the following fields:

• APL Type

Enter the Equipment identification type being one of:

• E - Equipment Reference (if Equipment Registeris installed)

• G - Equipment Group Identifier

• APL Reference

Enter one of the following (indicate by the APL Type):

• Equipment Reference, being an equipment or plant number identified in the equipment Register file (MSF600).

• Equipment Group Identifier, being a group or equipment items or components which share the same parts and maintenance characteristics, identified in the GI - table file.

• Component Code

Enter a Component Code if appropriate. This field is optional and is validated against the CO table file. The value --- can be used instead of spaces.

• Modifier Code

Enter a Modifier Code if appropriate, to designate a particular Component Code. This field is optional and is validated against the MO table file. The value -- can be used instead of spaces.

• Sequence Number

Enter the sequence number if appropriate, to designate individual Application Parts Listing. This field is optional.

A question mark (?) in any APL related field causes the APL Preview Mechanism to be activated (MSO131).

Resource tab

Each work order task has the capability to record the estimated resources required. A resource can be any item required that can be expressed in hours:

• machinery hours

• labour hours

This forms the basis of extensive resource planning and allocation in maintenance systems.

The Resource Code is user defined and is validated against the TT Table file. It indicates the type of resource required. A particular Resource Code can only appear once for a work order task. Due to space restrictions only four resource groups appear on this window. If the general task maintenance window is also used to update this task, it is possible that there may be two extra resource groups that exist, but do not appear on this window.

© 2009 Mincom


If the standard job used as a template includes resources on the task, they only appear as defaults if no resources are initially entered. If resources are initially entered on the MSM62OA - Create/Maintain Shortform Work Order, any remaining codes remain blank even if some exist on the standard job template.

Crew

Enter the number of persons or machines normally needed to do the job efficiently.

Estimated Hours

Enter the total required resource hours for this job.

Action







I Create Issue Requisitions for WO

J Maintain WO Task Job Instructions

K Print WO Job Card





V Review Open/Authorised Work Orders for Eq/Comp/Mod


© 2009 Mincom


MSM62RA - Maintain Work Order Billing Information This screen enables user to maintain cost reallocation information in relation to a work order.

This screen displays with existing information and allows modifications.

Defaults can be defined for the following fields via the Standard Default facility (MSM051A):

• Reallocation Method (RLOC-METHOD1)

• Reallocation Frequency (RLOC-FREQ-IND1)

The default debit and credit reallocation expense elements set up on the district control windows are displayed here for reference purposes. A warning is displayed the first time this window is displayed if any of the default reallocation expense elements are blank.

Note: Both the credit and debit default reallocation expense elements must be set up for the reallocation process to work. If one of them is blank reallocation does not occur. Instead, an error is to be produced by the Reallocation program (MSB622).

The following fields only appear if the Accounts Receivable module is installed:

• Billable Indicator

• Billing Level Indicator

• Purchase Order Number

• Purchase Order Item Number

• Customer Number

• Revenue Code

• Amount Invoiced

• Standard Value

The Reallocation Project field is protected if the work order project is not blank.

The following fields are protected if the Billable Indicator is Y and the total cost invoiced is greater than zero:

• Billable Indicator

• Customer Number

• Customer Mnemonic

• Reallocation Method

• Reallocation Frequency.

The Reallocation Method and Reallocation Frequency fields are also protected if any of the following fields are greater than zero:

© 2009 Mincom


• Units Invoiced/Charged

• Total Cost Reallocated.

Costing can be finalised on this window as the reallocation is processed. Particularly for end of job reallocation, this flag can be set to prevent charging of further costs against the work order.


Work Order


Work Order Account

This field displays Account that the current Work Order to be charged.

Work Order Project

This field displays the work order number or project number the requisition item is associated with.

REALLOCATION DETAILS

Default Expense Element

This field displays expense element to use in the debit portion of the reallocated costs.

Default Expense Element Credit

This field displays expense element to use in the credit portion of the reallocated costs.

Reallocation Account

(Reallocation Cost Account)

The cost centre/ Cost Code/ General Ledger Account Code to be used for reallocation of costs on this work order. If only a cost centre is entered, the reallocation expense element defaults to the Reallocation Debit Expense Element that is set up on the MSM00BA - District Control screen.

If this field is left blank and a reallocation work order is entered, the account related to that work order displays enabling you to confirm or make changes as required.


Reallocation Project

The Project Number to reallocate the work order costs to. This field only applies if the work order project is blank.

If a project number is entered and the Reallocation Account field is left blank, the project account displays for confirmation or amendment.


Reallocation Method

The method to be used to reallocate the work order cost. Entry is validated against RM Table File.

© 2009 Mincom


This field is mandatory if a Reallocation Account/project/work order are entered. Otherwise, This field is optional

Note: A reallocation method based on work completed cannot be entered if the work order is billable.

Reallocation Frequency

Enter one of the following indicate when reallocation of this work order occurs:

C Indicates reallocation occurs on a cyclic basis (daily, weekly, etc.).

E Indicates reallocation occurs when the work order is finalised.

This field is mandatory if a reallocation method is entered. Entry is not required if the work order is billable.

Credit Expense Element

Enter a valid expense element to use in the credit portion of the reallocated costs. If you do not enter an expense element in this field, the system uses the default credit reallocation expense element that is set up on the MSM00BA - District Control file.


ACCOUNTS RECEIVABLE DETAILS

Customer Number

Enter the customer number to be invoiced. The adjacent field displays the customers name.

Entry in this field is mandatory if the Accounts Receivable module is installed and the Billable Indicator is Y.

or Mnemonic

A mnemonic may be entered as an alternative to the customer number.

PO No./Item

Enter a valid purchase order number and item to indicate the source of the work that is required.

Entry in this field is mandatory if the Accounts Receivable module is installed and the Billable Indicator is Y.

Revenue Code

Enter a revenue code for the work order or select from the drop-down list. Entry in this field is validated against Table File RV - Revenue Code.

You must enter a revenue code in this field if the Accounts Receivable module is installed and the Billable Indicator is Y.

Billable Indicator

Indicates whether the work order units are billable.

© 2009 Mincom


Billing Level Ind.

(Billing Level Indicator)

Enter one of the following options from the drop-down list:

• P - to indicate that Project level is to be used for invoicing.

• W - to indicate that the MSF740 record type is to be used for invoicing.

• Y - to indicate that the Work Order is available to be billed.


Amount Invoiced

This field displays the amount to be invoiced for the purchase order and item indicated.

Standard Value

This field displays the standard value of the purchase items.

Quote Value

Enter the value quoted for this work order.

This field is mandatory if the reallocation method selected is based on the quoted value. Otherwise, This field is optional. When this field is modified check the Actual Costs Reallocated to see if Quote value has reached this limit. Quote Value can then only be increased. This modification rule applies only to Non-Billable Work Orders.

Note: Total Quote Value entered is to be reallocated at the frequency specified, eg. A cyclic frequency reallocates the total quote value when the Reallocation process is run.

+/- Margin Percent

Enter a % if the Quoted Value is in use (refer to Reallocation Method field). This will increase the quoted value used to create the invoice by this percentage. If this field is completed, the reallocation amount is calculated as follows:

Actual Cost/Earned Value +/- Percent Specified

This field cannot be completed if the reallocation method is based on the quoted value and the work order is not billable.


Recharge Value Limit

Recharge Value Limit Enter a number in the range 0 to 9999999999.99 to indicate that the reallocated costs cannot be greater than the limit specified.

If this field is completed, the reallocation amount is checked against it. If the reallocation amount is greater, only up to the specified limit is reallocated to the Costs account. The difference is held against the work order until the limit is increased.

This field only applies when the work order reallocation is based on actual costs.


© 2009 Mincom


Notes: When the Recharge Value Limit field is modified, check the actual costs reallocated to see if the recharge value limit has reached this limit. Only the recharge value limit increases. An appropriate error message displays when the recharge value limit is attempted to be decreased. This modification rule only applies to Non-Billable Work Orders.

Action


B Review Purchase Order









© 2009 Mincom


MSM62SA - Review Work Order Billing Information This screen enables user to review cost reallocation information in relation to a work order.


Work Order


Work Order Account

This field displays Account that the current Work Order to be charged.

Work Order Project

This field displays the work order number or project number the requisition item is associated with.

REALLOCATION DETAILS

Default Expense Elements: Debit

This field displays expense element to use in the debit portion of the reallocated costs.

Default Expense Elements: Credit

.This field displays expense element to use in the credit portion of the reallocated costs.

Reallocation Account

(Reallocation Cost Account)

The cost centre/ Cost Code/ General Ledger Account Code to be used for reallocation of costs on this work order.

Reallocation Project

The Project Number to reallocate the work order costs to. This field only applies if the work order project is blank.

Reallocation Method

The method to be used to reallocate the work order cost. Entry is validated against RM Table File.

Reallocation Freq.

(Reallocation Frequency)

Indicates when reallocation of this work order occurs:

C Indicates reallocation occurs on a cyclic basis (daily, weekly, etc.).

E Indicates reallocation occurs when the work order is finalised.

© 2009 Mincom


Variance Account

The account to which cost variances are to be reallocated.

Credit Expense Element

The expense element to use in the credit portion of the reallocated costs.

ACCOUNTS RECEIVABLE DETAILS

Customer Number

The customer number to be invoiced. The adjacent field displays the customers name.

PO No./Item

The purchase order number and purchase order item number that indicates the source of the work required.

Revenue Code

The revenue code for the work order. This field is validated against Table File RV - Revenue Code.

Billable Indicator

Indicates whether the work order units are billable.

Billing Level Ind

(Billing Level Indicator)

Indicates the billing level to be applied to this work order. Valid options are:

• P - the Project level is to be used for invoicing.

• W - the MSF740 record type is to be used for invoicing.

• Y - the Work Order is available to be billed.

Amount Invoiced

This field displays the amount to be invoiced for the purchase order and item indicated.

Standard Value

This field displays the standard value of the purchase items.

Quote Value

Enter the value quoted for this work order.

This field is mandatory if the reallocation method selected is based on the quoted value. Otherwise, This field is optional. When this field is modified check the Actual Costs Reallocated to see if Quote value has reached this limit. Quote Value can then only be increased. This modification rule applies only to Non-Billable Work Orders.

Note: Total Quote Value entered is to be reallocated at the frequency specified, eg. A cyclic frequency reallocates the total quote value when the Reallocation process is run.

© 2009 Mincom


+/- Margin Percent

Enter a % if the Quoted Value is in use (refer to Reallocation Method field). This will increase the quoted value used to create the invoice by this percentage. If this field is completed, the reallocation amount is calculated as follows:

Actual Cost/Earned Value +/- Percent Specified

This field cannot be completed if the reallocation method is based on the quoted value and the work order is not billable.


Recharge Value Limit

Recharge Value Limit Enter a number in the range 0 to 9999999999.99 to indicate that the reallocated costs cannot be greater than the limit specified.

If this field is completed, the reallocation amount is checked against it. If the reallocation amount is greater, only up to the specified limit is reallocated to the Costs account. The difference is held against the work order until the limit is increased.

This field only applies when the work order reallocation is based on actual costs.


Notes: When the Recharge Value Limit field is modified, check the actual costs reallocated to see if the recharge value limit has reached this limit. Only the recharge value limit increases. An appropriate error message displays when the recharge value limit is attempted to be decreased. This modification rule only applies to Non-Billable Work Orders.

Action


B Review Purchase Order











© 2009 Mincom


MSM62TA - Create/Maintain Incident Work Order This screen enables you to create or modify work orders for an incident by entering a minimum of data.

On initial entry, a blank window is displayed, except when the program is not called from the MSM000B - Main Menu screen.

A Standard Job can be specified as a template for creating the work order.

If a prefix has been entered the program looks for a default Standard Job in the format M62PREFIX. If one exists it uses it as a template for work order creation. If no prefix is entered, the program will try to use a default Standard Job (M62TMW). The same processing as for the prefix input applies.

Control can be transferred to the Review Standard Job Information program (MSO691) or the Review Equipment/EGI Relationships for Standard Job program (MSO692) to search for and/or review standard job information before the update is committed. This can be done by:

• Entry of ? in the standard job number field. This results in control being transferred to MSO691.

• Entry of an Equipment Reference and pressing F9. This results in control being transferred to MSO692, with the Equipment Number being passed.

Once a Standard Job has been found and entered, the window redisplays with information defaulted from that job. If window details have been entered prior to the selection of a Standard Job, the Standard Job details merges with the entered details. That is, the Standard Job details do not overwrite the previously entered details.

In Create mode the Work Order Prefix field is displayed. In Modify mode the Work Order status is displayed instead of the Work Order Prefix.

If a Work Order Number is not entered, the system allocates a number according to the prefix entered. It displays the allocated number for confirmation prior to update.

Defaults can be defined for the following fields via the Standard Default facility (MSM051A).

• Standard Job - STD-JOB-NO1


Work Order Number

The work order number. Or Allow the program to assign a number in Create mode. In the latter case, either leave the prefix field blank to let the program assign the whole number, or enter the prefix and let the program assign the next number for this prefix. Valid prefixes and associated last-used sequence number are held on the System Control file (MSF000).

If a Work Order Number is entered and the work order already exists the details is displayed to allow maintenance. Any details already entered on the screen is to be overwritten.

A work order prefix only applies to creations. In Modify mode the work order status displays in this field.

© 2009 Mincom


Related Work Order

Enter the related work order related to the existing work order.


Standard Job

Enter a valid Standard Job Number to be used as a template to create a work order. Entry in this field applies only to creations. If left blank, it defaults as follows:

• If a user-defined default Standard Job exists, this is used. Otherwise, one of the following applies:

• For the work order prefix entered, if a related Standard Job in the format M62PREFIX is on file, it is used.

• If no prefix is entered, Standard Job M62TMW must be on file.

When using a Standard Job as a template, the program only defaults those fields not entered by the user.

Description



Definition tab

EQUIPMENT DETAILS


The identifier or reference of the equipment on which this task was performed. Refer to the Equipment Numbering Standards for the format of Equipment Reference input.

This field is mandatory if the standard job selected does not contain an Account Code or a Reallocation Account Code.

The Equipment Reference is also validated according to the costing flag held against the item of equipment on the Equipment Register (MSF600). The following occurs, depending on the value of the costing flag:

A Equipment Reference has costing allowed. Equipment Reference entered is allowed.

W Equipment Reference does not have costing allowed. A warning is displayed but the Equipment Reference is allowed.

E Equipment Reference does not have costing allowed. An error is displayed and the Equipment Reference is not allowed.

Component Code

Enter the code indicating the specific sub-assembly that the work is to be performed. Entry is validated against the Table File CO - Table File. The system also checks that this is a valid component for this item of equipment by examining its componentry profile. If no specific profile is found for this item of equipment but the equipment has a group identifier defined, then the componentry profile of the group identifier is checked. If no profile is found, any Component Code can be entered as long as it is valid.

Entry is only allowed if an Equipment Number or reference has been entered.

© 2009 Mincom



Modifier Code





MAINTENANCE DETAILS

Originator



Work Order Type

Enter the Work Order Type Code that applies to this work order. Entry is validated against the Table File MT - Table File.


Plan Priority

Enter the planned priority that applies to this work order. Entry is validated against the Table File PY - Table File.


Maintenance Type


Work Group

Enter the identification of the work group performing the work. Entry is validated on the Work Group master file (MSF720).

This field is optional, but either the Work Group or Assign To field must be completed.

Assign To

Enter the ID of the person that this job is to be assigned. Entry is validated against the Table File RC Table File or the Employee master file, for integrated Payroll users.

This field is optional, but either the Work Group or Assign To field must be completed.

COMPLETION DETAILS

© 2009 Mincom


Completed Code

Enter the completion code. The code is to be applies to this work order. Entry is validated against the Table File SC Table File. This field is optional

Completed By

Enter the ID of the person completing the work order. Entry is validated against the Table File RC Table File or the Employee master file, for integrated Payroll users.

This field is optional. However, if a Completed Code has been entered and this field is left blank, the system defaults this field to the contents of Assign To or the Originator ID field, in that order.

Completed Date/Time

Enter the date and time on which the work order is completed. This date cannot be in the future.

This field is optional. However, if a Completed Code has been entered and this field is left blank, the system defaults the Completed Date/Time to today's date and the current time.

Job Codes tab

Job Code

This section is reserved for work order JDC (Job Duration Code) information display only. If the work order is being created, this screen displays the newly created Job Code (to be attached to the newly created work order). If the work order already exists, this screen displays up to four Job Duration Codes that are attached to the work order.

Note: The data in this area is not available for update. Use the MSM62CA window (via action code 'D' on this window) to modify or add to the JDC information on this work order.

Job Duration tab


Enter the identity of the part causing failure. Enter is not validated, but can be useful for future reference. This field is optional


Enter the estimated duration time in hours.

Hours can be entered as a number in the range 0 to 99999.99, or in a standard time format of hours, minutes and seconds with a delimiter of :, . or space; eg., HH:MM.


Job Duration Code

Enter the duration code to identify the type of downtime related to this work order. Entry is validated against the Table File JI Table File.

This field is optional However, this field must be entered if the Duration Hours, Start Time, Stop Time or description for the incident are entered.

© 2009 Mincom


MSM62VA - Review Incident Logsheets Use MSM62VA to enter selection criteria to review Incident Logsheet Entries in MSM62VB - Review Incident Logsheet Entries.


Work Group

Enter the ID of the Work Group for which the logsheet entries are to be reviewed.

Entry is mandatory if the Date or Shift fields are entered. Otherwise, it is optional. If this field is left blank, entries for all work groups will display.

Entry is validated against the Work Group master File MSF720

Date

Enter the date for which logsheet entries are to be reviewed.

Entry is mandatory if the Shift field is entered. Otherwise, it is optional.

If this field is left blank, all entries for work groups that satisfy the remaining selection criteria are displayed, regardless of their date.

Incident Status

Select one of the following options to restrict the search and display of logsheet entries to those with a status that corresponds to the code entered:

C Closed

O Open

If left blank, all entries that satisfy the selection criteria are displayed, regardless of their status.

Originator

Enter or right-click to search for a Responsibility Code to restrict the search to items raised by the specified person.


Entry is validated against Table File RC or the Employee master file, for integrated Payroll users.

Equipment Reference

Enter an equipment ID to restrict the search to items that correspond to the equipment selected.

Refer to the Equipment Number Standards for the format of input.



© 2009 Mincom


Component Code

Enter a Component Code from the drop-down list to restrict the search to items that correspond to the component selected. This field can only be entered if an Equipment Reference has been entered. Entry is validated against Table File CO.

Maintenance Type

Enter a Maintenance Type Code from the drop-down list to restrict the search to items corresponding to the Maintenance Type selected.

Entry is validated against Table File MT.

Job Duration Code

Enter a Job Duration Code from the drop-down list to restrict the search to items corresponding to the Job Duration Code selected.

Entry is validated against Table File JI.

© 2009 Mincom


MSM62VB - Review Incident Logsheet Entries Use MSM62VB to display summary information for Incident Logsheet Entries.

Incident Logsheet Entries are displayed based on the selection criteria entered in MSM62VA.

The fields displayed on this screen are for review only and cannot be modified.


Work Group

The Work Group of the incident.

This entry defaults from the selection criteria entered in MSM62VA.

Entry is validated against the Work Group master File MSF720.

Date

The date of the incident.


Shift

The shift code of the shift during which the incident occurred.


Entry is validated against Table File SH. If an associated value on the SH table file designates the code as a Production Allocation Shift Code, the shift code will not be allowed.

Start Time

The time that the incident occurred.

Equipment Reference

The Equipment Number or Reference ID of the equipment related to the incident.


Component Code

The ID of the component related to the incident.

Modifier Code

The Modifier Code for the component related to the incident.


A description of the incident.

© 2009 Mincom


Maintenance Type

The Maintenance Type Code for the incident.

Job Duration Code

The Job Duration Code for the incident.

Originator Identification

The Responsibility Code of the person raising the incident.

Duration Hrs

The number of hours taken by the incident.

End Time

The time at which the incident ended.

Work Order

The Work Order which applies to the incident.

Status

The status of the incident.

Extended Text

An * in the Extended Text field indicates that extended description exists for that incident.

A N in the Extended Text field indicates that no extended description exists for that incident.

Corrective Action

The corrective action taken in relation to the incident.

Action


E Review Extended Description MSM097A

H Review Equipment History MSM633A

R Review Work Order Details MSM621D

© 2009 Mincom


MSM62WA - Create/Maintain Shortform Work Order Allow creation/maintenance of a work order and a single task using one screen.

A standard job can be specified as a template for creating the work order. If a prefix has been entered the program looks for a default Standard Job in the format M62W <prefix> and if one exists it uses it as a template for the work order creation. If no prefix is entered the program tries to use a default Standard Job M62WMW and the same processing as for the prefix input applies.

Control can be transferred to the Review Standard Job Information (MSO691) or the Review Equipment/EGI Relationships for Standard Job program (MSO692) to search for and/or review standard job information before the update is committed. This can be done by:

• Entry of a ? in the standard job number field. This result in control being transferred to MSO691.

• Entry of an equipment reference and function key F9. This result in control being transferred to MSO692, with the equipment number being passed.

Once a standard job has been found and entered, the screen re-displays with information defaulted from the standard job. Where screen details have been entered prior to the selection of a standard job, the standard job details merges with the entered details, NOT OVERWRITE.

Printer name field (PRINTER-NAME1) can be defaulted via the Standard Default Facility (MSO051).

Work Order Prefix/Number





Parent Work Order




Standard Job

Enter a Standard Job number to use as a reference to create a new Work Order. Entry is only applicable to creations.

This field is optional but defaults is applied as follows:

© 2009 Mincom


• If a prefix has been entered the program looks for a default Standard Job in the format M62W <prefix> and if one exists it uses it as a template for the Work Order creation.

• If no prefix was entered the program tries to use a default Standard Job M62WMW and the same processing as for the prefix input applies.

When using a Standard Job as a template, the program only defaults those fields that have not been entered by the user.

This is a single task creation window, therefore only one task is to be copied from the template standard job regardless of the number of tasks under it.

Job Description



This is to be used as both the work order and the task description.

Definition tab

EQUIPMENT DETAILS








Component Code

Enter the code for the sub-assembly on which the task was performed. Valid codes are maintained on Table File CO. The system also checks that this is a valid component for this item of equipment by examining it's componentry profile. If no specific profile is found for this item of equipment but the equipment has a group identifier defined, then the componentry profile of the group identifier is checked. If no profile is found than any component code can be entered as long as it is a valid component code.

This field is optional but only be allowed where an equipment number or reference has been entered.

© 2009 Mincom


Modifier Code


This field is optional but only be allowed where a component code has been entered.

Originator

Enter the responsibility code of the person originating this project or sub-project.

This field is mandatory. Entry is validated against the Table File RC - Responsibility Code, or for integrated payroll users, the employee master file.

Depending on the access of the user, this field may either be protected or unprotected and defaulted to the user ID.

Originator Priority

The code indicating the originator's priority. This field is validated against the Table File PY - Work Order Priority Code. The priority code numbers are between 1 and 99 inclusive.

This is one of two work order priorities, the other being the planners priority.


User Status

Select the User Status from the drop-down list.

The codes which display are user defined and are contained in the WS table file.


Work Order Type


If Ellipse determines that the equipment entered is still under warranty, then the warranty work order type is defaulted.


Planned Start Date


This is consequently the most important job planning data item.


Maintenance Type


© 2009 Mincom


For maintenance related work orders, this code represents the main statistical dissection of work order activity.

Planned Start

Enter the date on which this task is scheduled to commence. This date is used as the Due Date when scheduling the task for the work group. Consequently, it is the most important job planning data item.

Project Number

Enter the project number to be associated with this work order. Entry is validated on the Project Control file (MSF660).

If the project number is under AFUDC control, then so must be the Cost Code/Account. Otherwise the Cost Code/Account can not be an AFUDC controlled code.


Work Group

Enter the Work Group to which this job is assigned. Entry is validated against the Work Group Master file (MSF720). This is used for both the work order and the task.

If the Maintenance Scheduling module is installed, entry in this field cause the work order to be scheduled when a scheduling run is processed for this work group.

This field is mandatory if an assigned to responsibility code has not been entered, otherwise This field is optional.

Printer

Enter the identification of the printer to be used to immediately print the Work Order after update. Entry is validated against Table File type PR. This defaults to the user's default printer when screen is initiated.

This field is mandatory if Action 'K' or 'W' is selected, otherwise This field is optional

Assigned To

Enter the responsibility code of the person to whom the work order is assigned. Entry is validated against the RC Table file or the Employee Master file for integrated PAYROLL users. This is to be used for both the work order and the task.

Entry is optional.

Cost Centre or Account

Enter the Cost Centre or Account to which this job is to be charged. This code is used to create the General Ledger Number in cases where only the Work Order Number is entered in an accounting transaction.

If no value is entered, the default value is from that held against the standard job on the window (if the standard job's value is available), otherwise it is from that held against either the equipment reference or the project number, depending on the costing option set.

If the Capital Work Order has any associated costs, then the costing information cannot be modified.

If the code entered has a segment that is under AFUDC project control, then an AFUDC controlled project must be entered. Otherwise an AFUDC controlled project can not be entered.

© 2009 Mincom



Job Codes tab

Job Code

Enter the codes to classify the Work Order. Entry is validated against Table File types W0 to W8 inclusive.

Ellipse allows up to ten codes to classify the work order for analysis purposes but only nine codes are displayed on this screen. Update of non displayed codes can be done via the Maintain Code/Completion Information screen (MSM62CA).

The use of these codes is completely user defined and can include such things as:

• Failure Codes

• Part Defect Codes

• Work Classification Codes

The name of each code (its use) is user defined in Table File type XX and appears on the screen. Certain codes are mandatory, and this is determined if the sixth special character of the code on Table File type XX is Y for mandatory. If a code type is not defined in Table File type XX, it will not appear on the window.

Costs tab

Unit of Work

Enter a number from 1 to 9999999.99 to indicate the number of Units of Work to be covered by this work order. This field is optional default is Standard Job units required.

Unit of Work

Enter a valid Unit of Work from the UW Table file that is relevant to this Work Order. This field is optional but is mandatory if Units Required is entered. Default is Standard Job Unit of work.


Enter the estimated duration time in hours. This is the requirement to complete the job.

Hours can be entered as a number in the range of 0 to 99999.99 or as standard time format of hours, minutes and seconds delimited by :, . and space. For example HH:MM.

ESTIMATED COSTS

These fields are used to record the estimated cost of the job, for comparison to actuals.

(i) Create Mode

Enter the estimated costs within the following categories:

• Resource (Hours)

• Resource (Cost)

• Material (Cost)

• Equipment (Cost)

© 2009 Mincom


• Other (Cost)

• Total (Cost)

These values default to Standard Job values when a Standard Job is specified. When a Standard Job and Units Required are specified, these values are calculated by multiplying corresponding values on the Standard Job by a factor of (Specified Units Required/ Standard Job Units Required).

If the Units Required field is changed, these fields are recalculated but not displayed unless the window field has been overtyped with spaces. The use may alter the values as displayed and/or have selected values re-calculated by (1) changing Units Required AND (2) blanking out the window field(s) of those to be re-calculated.

In some cases, it may not be possible to determine the segments of cost when planning a job i.e. whether labour costs are going to be incurred or contractors (other) costs. Ellipse therefore allows any combination of fields to be entered as follows:

• if one or more segments are entered, and a total, all fields are accepted as entered, except that the total will be checked and changed if necessary

• if one or more segments are entered with no total, the system cross adds and inserts a total

• a total can be entered with no segments.

Hours may also be input in standard time format of hours, minutes and seconds with delimiters of :, . and space. e.g., . HH:MM.

(ii) Modify Mode

Any of these fields may be altered as required (spaces acceptable). In this mode, no reference is made to the associated Standard Job values.

Action








J Maintain WO Task Job Instructions

K Print WO Job Card




© 2009 Mincom




© 2009 Mincom


MSM62XA - Create Work Orders from a Std Job Plan Parent Std Job MSM62XA enables you to create a Parent Work Order and its subordinate Work Orders from a Standard Job Plan or a Parent Standard Job.


Standard Job/Parent Standard Job Indicator

Enter the indicator to be used to create the Parent Work Order and Work Orders. The indicators are J for Standard Job Plan and P for Parent Standard Job.

Standard Job/Parent Standard Job

Enter the Standard Job Plan or Parent Standard Job Number to be used as a template.


Parent Work Order Prefix

Enter a valid Parent Work Order prefix. Entry is validated against the System Control file (MSF000). Entry of a Prefix is optional.

Parent Work Order

Either enter a Parent Work Order Number that is not already used or leave this field blank for Ellipse to automatically assign the next available Parent Work Order Number.

Description



Equipment Reference

Enter the default Equipment Reference or the override Equipment Reference if the entire job is for a single piece of equipment.

Override

Enter Y for Yes or N for No.

Yes indicates that the specified Equipment should override the equipment reference on every resulting Work Order.

No indicates that the specified Equipment Reference will only default on a Work Order where no equipment reference existed on the Standard Jobs templates being used.

You can only enter Y if an entry has been made for Equipment.

Work Order Type

Enter the Work Order type.

© 2009 Mincom


Entry is validated against Table File WO. If entered this Work Order Type overrides the Work Order type details found on the Standard Jobs being used to create Work Orders.

Work Order Prefix

Enter the Work Order prefix to be used when automatically generating Work Order Numbers.

Entry is validated against the District Control file.

Maintenance Type

Enter or select the maintenance type from the drop-down list. For maintenance-related work orders, this code represents the main statistical dissection of work order activity.

Entry in this field is validated against Table File MT - Maintenance Type.

If entered, the maintenance type overrides the Maintenance Type details found on the Standard Jobs being used to create Work Orders.

Date Required

Enter the date on which the entire job must be completed.

Cost Centre/Account

Enter the cost centre or account to which this job is to be charged.

Entry is mandatory if no default or override Equipment Number is entered. The default is the cost centre associated with the default/override Equipment Number.

Default Plan Start Date

Enter the Planned Start Date to be entered against Work Orders generated for which no specific Planned Start Date is entered.

Originator


Entry in this field is mandatory.

Work Group

Enter the work group to which this job is assigned.

Entry is validated against the Work Group Master file. If the Maintenance Scheduling module is installed, completing this field causes the resulting Work Orders to be scheduled when a scheduling run is next processed for this work group, provided the generated Work Order:

• Has a planned start date

• Contains at least one task

• Is authorised after being added to the entered work group

© 2009 Mincom


Standard Job

Enter a valid Standard Job for creation of a Work Order in addition to the Standard Jobs already associated with the entered Standard Job Plan or Parent Standard Job.

Parent Standard Job

Enter a valid Parent Standard Job for creation of Work Orders in addition to the Standard Jobs already associated with the main Parent Standard Job or Standard Job Plan. If a Parent Standard Job is entered it is expanded into its subordinate Standard Jobs.

You can only complete this field if the Standard Job field is blank. You cannot complete this field when you are creating Work Orders from a Parent Standard Job.

Description

This field displays the description of each subordinate standard job or parent standard job.

Equipment

Enter the Equipment Reference for this Work Order. A default equipment will be allocated in one of the following ways, as appropriate:

• The equipment related to the Standard Job, if one exists

• The equipment related to the Parent Standard Job, if one exists

• The equipment related to the Standard Job Plan, if one exists

• The default equipment entered at the top of the window for the Parent Work Order

In each case, if a non-unique Equipment Reference is found, the Equipment Number is not defaulted.

If the Equipment Override flag is set on for this on the window header information, that Equipment Number is allocated.

Component

Enter the code indicating the specific sub-assembly on which the work is to be performed. Entry is validated against Table File CO.

You can only complete this field if an Equipment Number or Reference has been entered. Otherwise, it is optional.

Modifier




Work Order

Either enter a Work Order Number that is not already used or leave this field blank for Ellipse to automatically assign the next available Work Order Number.

© 2009 Mincom


Planned Start


Priority

A valid Priority Code. Entry is validated against Table File PI - Priority Codes.

Unit Work

Enter a valid unit of work. Entry is validated against Table File UW.

Rate Per Period

Enter the charging rate of the unit of work per period.

Quantity of Work

Enter the quantity of work required to complete the job in terms of the unit of work.

Action


C Maintain Work Order codes and completion information MSM62CA.

D Maintain Work Order duration information MSM62EA.

E Maintain Work Order extended description MSM096A.

G Maintain Work Order general information MSM62AA.

M Maintain Work Order Tracing Information MSM62DA. This action is only available if Module 3650 has been installed.

P Maintain Work Order planning information MSM62BA.

Q Review Equipment Relationships for a Standard Job Plan/Parent Standard Job/Standard Job MSM692A. This action is only available if Module 3690 has been installed.

R Maintain Work Order Reallocation Info MSM62RA.

T Maintain Work Order Task Details MSM623A. Action is only available if Module 3620 has been installed.

X Exclude this standard job from creation of Work Orders.

© 2009 Mincom


MSM62YA - Create/Maintain Work Order For Equipment This screen enables you to create work orders for equipment from minimal information entered on the window.

This window can be used to create a work order or amend an existing work order. Existing work orders for the Equipment Reference (and optionally the Component Code and the Modifier Code) are displayed in the bottom half of the window before a work order is created. These work orders are displayed in the reverse sequence of the date raised within work order status (open/authorised/closed).


Work Order Prefix/Number





Standard Job

Enter a Standard Job number to use as a reference to create a new Work Order.

If a user-defined default standard job exists, this is to be used. Otherwise, one of the following applies:

• If a work order prefix has been entered, the program looks for a default standard job in the format M62Y<PREFIX >. If one exists the program uses it as a template for work order creation.

• If no work order prefix has been entered the program tries to use a default Standard Job (M62YMW). If one exists, the program uses it as a template for work order creation.

When the program uses a standard job as a template, it only defaults fields that have not been entered.

Job Description



This is to be used as both the work order and the task description.

Printer

When you display this screen the Printer field contains a default printer. For action code K, the printer name is used to print the task.

User can blank out the default value or specify the required value.

© 2009 Mincom


The printer name is validated against Table File PR. This initially defaults to your default printer.











Component Code

Enter the code for the sub-assembly on which the task was performed. Valid codes are maintained on Table File CO. The system also checks that this is a valid component for this item of equipment by examining its componentry profile. If no specific profile is found for this item of equipment but it has a group identifier defined, the componentry profile of the group identifier is checked. If no profile is found, any Component Code can be entered as long as it is valid.

User can only complete this field if an Equipment Number or Reference has been entered.


Modifier Code


User can only completer this field if a Component Code has been entered.


Equipment Status

Enter a valid equipment status or select from the Table File ES - Equipment Status.


Originator

Enter the Employee Id of the person who created the Work Order. Entry is validated against the Employee file. Depending on you access level, this field is either protected or unprotected and defaulted to the user id. This field is mandatory

© 2009 Mincom


Originator Priority


This is one of two work order priorities, the other being the planner's priority (see MSM62BA Maintain Work Order - Planning Information)


Work Order Type



Maintenance Type


Date Raised

Enter the date that the work order was raised. The default is today's date. User cannot enter a date in the future.

Date Completed

Enter the date that the work order was completed. This field defaults to today's date if the Completed By field is completed.

Completed By

Entry is validated against the Employee file (MSF810).

This field is mandatory if the Date Completed field is completed. Otherwise, This field is optional.

Work Group

Enter the Work Group to which this job is assigned. Entry is validated against the Work Group Master file (MSF720). This is used for both the work order and the task.

If the Maintenance Scheduling module is installed, entry in this field cause the work order to be scheduled when a scheduling run is processed for this work group.


Cost Centre/Account

Enter the cost centre or account to which this job is to be charged. This code is used to create the General Ledger Number in cases where only the Work Order Number is entered in an accounting transaction.

The default value is taken from that held against the Standard Job (if a Standard Job is entered and one is held against the standard job). Otherwise, it defaults from the value held against the Equipment Reference. This defaulted value can be changed by overtyping it.


© 2009 Mincom


JOB CODES

Enter up to three Work Order Job Codes to classify the work order. Entry is validated against Table Files W0, W1 and W2, respectively.

The name of each code (i.e., its use) is defined by the user in Table File XX and appears on this window. A code is mandatory when the sixth special character of the code on Table File XX is Y (mandatory). If a code is not defined in Table File XX, it does not appear on this screen.

Action


A Review WO Summary Information

B Create Tasks

C Review WO Code Completion Information





I Create Issue Requisition for WO


K Print WO Job Card

L List APLs


N Maintain WO Equipment Tracing Information



Q Maintain WO Planning Information



U Maintain WO General Information

V Maintain WO Task Details


© 2009 Mincom


X Maintain WO Extended Description

Action


9 Reference Codes

A Review W/O Summary Information

B Create Tasks

C Review WO Codes & Completion Information



F Review W/O Completion Comments




K Print WO Job Card

L List APLs


N Maintain WO Equipment Tracing Information

O Review W/O Purchasing Information


Q Maintain W/O Planning Information



U Maintain W/O General Information

V Maintain WO Task Details


X Maintain WO Extended Description

Y Update Labour Costs

© 2009 Mincom


MSM633A - Review Complete Maintenance History This screen displays a summary of all maintenance actions on an item of equipment. The maintenance actions are displayed in chronological sequence.


Equipment Reference

Enter the Equipment Number or Reference to start or restart the history review.

The equipment number or reference is validated according to the numbering standards for equipment.

Date

Enter a date at which to start or restart the review.

Action


C Review Extended Completion Comments

M Review Maintenance Scheduling Task

T Review Work Order Task Details

W Review Work Order Details

© 2009 Mincom


MSM854A - Labour Costing Transaction Entry This screen is used to enter new labour costing transactions and to maintain existing labour costing transactions that have not been processed by MSB857 - Labour Trans. Posting Update Control Report.

Any number of transactions per date, work order or project combination can be entered in this screen. However, if you need to enter multiple rows for an employee, use the MSM850A - Maintain Labour Costing Transactions or MSE857 - Employee Weekly Labour Costing screen.

This screen can also be used to modify transactions where data has been imported into Ellipse using an interface file, however the transaction has been rejected due to invalid data.

After the Date, WO/Project and W/O or Project No fields have been completed the MSM854A - Labour Costing Transaction Entry screen must be refreshed. Employees assigned to this work order using a work group automatically populate the Employee and Employee Name fields in the order they joined the project or work group.

Hint: There are two screens provided by Mincom Ellipse to enter timesheet data into Labour Costing. The MSM850A - Maintain Labour Costing Transactions or MSE857 - Employee Weekly Labour Costing screen and MSM854A - Labour Costing Transaction Entry. Both provide the facility to enter time spent by individual employees against Work Orders, Projects or Equipment codes. The MSM850A or MSE857 screen is formatted to assist data entry for several activities of an employee. The MSM854A - Labour Costing Transaction Entry is formatted to assist data entry for several employees entered against a single activity.


Date

Enter the date labour is to be costed to a job. A date in the future cannot be entered.


District

This field displays the district where the Work Order or Project belongs. The district name displays in the second field.

WO/Project

Enter either a W for a Work Order labour costing entry or P for a Project labour costing entry.

This field is mandatory and indicates whether the next field displayed is for a Work Order or a Project.

W/O or Project No

Enter either a work order or project number. The WO/ Project indicator is used to determine whether a Work Order or Project Number is entered.


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Employee ID

Enter the Employee Code assigned to the employee for this labour costing transaction. Alternatively, if a Work Group has been assigned to the Work Order being entered, the employees assigned to this work group default to this field.


Employee Name

This field displays the employee name.

District

Enter the employee's district in this field.


Labour Class

Enter a valid Labour Cost Classification. This field is validated against the Table File LC - Labour Classifications.

The entry in this field defaults from the employees' Payroll Costing Record as maintained on the MSM826A - Maintain Employee Costing Details screen.


Earnings Class

Enter a valid Earnings Classification. This field is validated against the Table File EA - Earnings Classification.

The default for this field is 001.

The Labour Cost Classification and the Earnings Classification combination is validated against the Labour Costing Rates file. If this combination does not exist the entry is rejected.

If the employees district is not the same as your login district, the Labour Cost Classification and the Earnings Classification combination is validated against the employees District Code.


Hours

Enter the hours worked for this labour costing transaction in the format HH.MM (for example, eight and a half hours is entered as 08.30). If this job was quoted as a fixed price or flat rate, you can leave this field blank and enter the value of the job in the Value field.

You enter data in either the Hours field or the Value field, but not both. When data is entered in this field the Value field is automatically updates data as display only.

Value

Enter the value of the job in this field, if this job was quoted as a fixed price or flat rate.

You enter data in either the Hours field or the Value field but not both.

© 2009 Mincom


Equipment Ref.


Enter a valid Equipment Number. If this field is left blank, the Equipment Number is updated from the relevant work order or project.

If the employee's district is different from your login district, entry is validated against your login district instead of the employee's district.


W/O Task

Enter a valid work order task number to allocate labour costs to a specific task for this work order. This field is not completed where the WO/Project field indicates a project.


Account/Cost Centre

Enter the account code, cost code or cost centre to which the labour costing transaction is to be posted.

When an account is not specified, the cost centre is derived from the specified work order, project or equipment item. If none of these items are specified, the system attempts to derive the cost centre from the Labour Classification debit account (MSM855B). When this has not been maintained, the home cost centre for the employee (MSM826A) or their position (MSM8PUA) is used.

Units Comp

(Units Completed)

This field displays the units of work completed since the last labour costing transaction was recorded for this employee. This allows work in progress to be monitored for the corresponding work order or project.

%

(Percentage)

Enter a valid percentage in the range 0 to 100 to indicate the percent of work completed to date for the corresponding work order/task/project. This field is protected if the Show Work in Progress Details flag is set to N at the district level.

Cde

(Completion Code)

Enter the status code for the completion of the work order/work task. This field is validated against Table File SC - Maintenance Completion.

Status

This field displays the current status of the Labour Costing transaction. This field can only be updated using the action codes. Access to all of the action codes is limited by security.

The table below displays valid status values:

© 2009 Mincom


C Confirmed Labour Costing Transaction

P Processed Labour Costing Transaction

R Rejected Labour Costing Transaction

Action


C Confirm Labour Costing Transaction

D Delete Transaction

I Insert multiple transactions. This action code provides the option to jump directly to the MSM850A - Maintain Labour Costing Transactions or MSE857 - Employee Weekly Labour Costing screen where multiple employee transactions can be entered.

R Reset Labour Costing Transaction

© 2009 Mincom


MSQ140 - Requisition The MSQ140 - Search for Requisition program can be used to retrieve and display information on requisitions. This program can also be used to create, modify and delete the following types of requisition:

• Normal issue or warehouse requisition where the goods are stocked items

• Purchase requisition where the goods are not catalogued in Ellipse, and may have to be purchased

• Credit/Return requisition where the items are being returned

• Loan requisitions where stock items are issued for a pre-determined period of time, at which time a return requisition is automatically generated

There are eight search tabs on the MSQ140 - Search for Requisition screen, each of which allows you to search for requisitions using different criteria. After the requisition is selected other tabs display that can be used to review existing data, create, modify and delete data.

MSQ140 - Search for Requisition

There are eight tabs you can use to identify your search parameters. These tabs and the selection criteria specific to each Search tab are as follows:

Search Issue Requisition Number, Purchase Requisition Number, Originating District, Show All Items for Requisition.

Stock Code Stock Code, Originating District, Warehouse.

Additional filters for the Stock Code search tab are Date Created From and Date Created To.

Part No Part Number, Requisition Status.

Additional filters for the Part No search tab are Date Created From, Date Created To up to eight expense elements (for purchase orders only).

Material Group Code

Material Group Code, Originating District, Requisition Status.

Additional filters for the Material Group Code are Date Created From, Date Created To up to eight expense elements (for purchase orders only).

Requested By Requested By, Originating District, Requisition Status.

Additional filters for Requested By search tab are Date Created From, Date Created To up to eight expense elements (for purchase orders only).

Costing Work Order, Originating District, Project No, Equipment No, Search Method, Cost Centre, Requisition Status.

Additional filters for Costing search tab are Date Created From, Date Created To up to eight expense elements (for purchase orders only).

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APL No Equipment Group ID, Equipment Reference, Component Code, Component Modifier Code, Sequence Number, Requisition Status.

Additional filters for the APL search tab Date Created From, Date Created To up to eight expense elements (for purchase orders only).

Consolidated Req Consolidated Req No, Warehouse, Originating District, Requisition Status.

Additional filters for the Consolidated Req search tab are Date Created From and Date Created To.

MSQ140 - Requisition


District Code

This field displays the originating District Code for the requisition.

Status

This field displays the status of the requisition.

Req No

This field displays the requisition number of the requisition.

Pur Req No

This field displays the number allocated to the purchase requisition. Purchase requisitions are used for non-stocked items.

Req Type

This field displays the requisition type.

Tabs • General

• Delivery/Priority

• Questions

• Purchase Details

• Other

• Items

• Catalogued sub-tab

• Non-Catalogued sub-tab

• APL sub-tab

• LinkOne sub-tab

© 2009 Mincom


General tab

In the General tab, you can enter the information required to create a requisition such as:

• Person who requested the material

• Equipment, work order or cost centres to which the goods should be charged


Requested By

Enter or right-click and search for the supply customer or employee ID requesting the material. This field is mandatory.

Date Required By

Enter the date on which the requesting employee or supply customer requires the requisitioned items to be supplied. This field is mandatory. The date may not be in the past.

This field defaults to today's date if the Def.Req.Date=Today indicator in the District Control file is set to Y. Otherwise, it is blank.

When a work order task plan start date is added or modified and there are associated requisitions that are either not printed (Issue Requisition) or not ordered (Purchase Requisition) the table file - MWDO checks to determine if this date is to be updated. This field is updated by the same number of days the Plan Start Date has changed. However, if a Plan Start Date is added to a work order task the required by date on the requisition is updated to the day before the work order task plan start date.

This field can also be completed automatically by Ellipse, on the basis of the Priority Code on the Delivery/Priority tab.

Authorised By

This field is optional and the default is the ID of the requesting employee. If the entry in Authorised By is different to that in Requested By, all requisitions will be referred to the position of the employee nominated for authorisation.

Original Warehouse

Enter the warehouse code of the warehouse from which the item is being requisitioned. This field displays if there are multiple warehouses. The default is the District Home/Default Warehouse; however, defaults for users can be set up using the MSM051A - Maintain Screen Defaults screen.

Inventory Category

Enter an inventory category. The inventory category can be selected from the drop-down list. This field is mandatory if the Warehouse Management Module is enabled and the item is flagged for category management.

It can be defaulted to a preset value using the MSM051A - Maintain Screen Defaults screen or a default from the District Control file.

Entry is validated against the Table File IG - Inventory Category.

Transaction Type

Enter a transaction type. The transaction type can be selected from the drop-down list. This field is mandatory. It can be defaulted to a preset value using the MSM051A - Maintain Screen Defaults screen.

© 2009 Mincom


Entry is validated against the Table File IT - Issue Transaction Type.

Protected Indicator

Select this check box if the items on this requisition are to be protected. The requisition items are included in the recommended order calculation, regardless of the Required By date. The status of the quantity requisition is Dues Out, rather than Reserved.

COSTING

Enter the work order, project cost centre or equipment reference that is to be charged for the items.

The definition of mandatory fields in this grid is determined by the Costing Option on your district control file.

The costing method entered in this grid is the default costing for this requisition. Costing can be split over two costing entities.

Whilst it may not be necessary to enter data in all fields, the identification of at least one costing entity is mandatory.

Ind

Enter P if the requisition is to be charged to a project. Enter W if the requisition is to be charged to a work order.

Wk Ord/Proj

Enter work order or project number. Right-click and search for a Work Order or Project if the number is not known.

Equipment Ref

Enter or right-click to search for an equipment reference.

If Structured Plant Nos is flagged as Y on the System Control File and a plant number exists for the equipment reference, that number always displays instead of the equipment number.

If the Plant Number is a duplicate, you are prompted to resolve the duplicates.

If a work order/project or equipment reference has been entered in the general costing grid, you can use Show to return associated details.

Cost Centre

Enter a cost centre or right-click to search for a cost centre if the number is unknown.

% (Percentage)

This field defaults to 100% on the first costing allocation entry and zero for the second. If you enter more than one costing allocation, the total allocation percent must add up to 100%. This percentage is used to distribute the cost between the costing allocations.

If costing defaults are not used and you wish to requisition stock and non-stock items on a normal requisition with the same costing details, when you enter the general costing details they automatically default to the purchase costing grid on the Purchase Details tab.

© 2009 Mincom


If screen defaults are used and costing details are defaulted into the general grid, therefore not requiring you to click in the grid, no costing details are defaulted into the purchase costing grid.

If changes are made to the costing that was initially entered, those changes are not automatically defaulted. Only the initial costing defaults to another costing grid.

Cost District

The default district for costing is always the current district. If the district to which the requisition is to be costed differs from the current district, select the correct district from the drop-down list.

This functionality allows requisitions raised in one district to be costed to another. The District field only displays if you have multiple-district access and appropriate security access.

Delivery/Priority tab

Use the Delivery/ Priority tab to enter delivery instructions and priority details.


Picking Slip / Delivery Instructions

Enter any delivery instructions or picking details to be communicated to the issuing storeperson. This information is printed on the picking slip. Up to 60 characters can be entered per line.

Once a requisition number has been assigned, if longer instructions are required, click More.

Priority Code

Select a priority code from the drop-down list.

This field is mandatory only if the field is set as mandatory on Table File XX - Table File Control Record, and entry is validated against the PI - Priority Codes table. The associated values of priority codes can have significant impact on a requisition. Review the PI - Priority Codes table associated values for more information on those effects.

Material Group Code

Enter the material group code. This field enables a group of requisitions with the same material group code to be tracked. For example, multiple requisitions for a project could be given the same material group code and tracked using this value.

Use by Date

Select a use by date from the drop-down list.

Entering this date assists the store person when picking stock to ensure that the stock issued is useable up to the date entered.

Delivery Location

Select the code for the delivery location to which the material is to be delivered from the drop-down list.

Entry is validated against Table File DN - Delivery Location. The delivery location code selected is returned to the Delivery Location field on the requisition.

LOAN INFORMATION

This group of fields applies only to loan requisitions.

© 2009 Mincom


Loan Duration

Enter the loan duration in days. This value, in conjunction with the warehouse service time, is used by Ellipse to automatically generate the loan return requisition.

Loan Requisition Number

This field displays the loan requisition number.

Questions tab

In the Questions tab you can answer predetermined requisitioning questions that assist logistic personnel in supplying material.


QUESTIONS

Select a question code from the drop-down list. These fields are user defined. Up to four pre-determined information questions can be configured.

Question 1

Select a question code from the drop-down list.

Entry is validated against one of the following Client-defined table files, depending on the type of requisition:

• I1 - Issue Requisition Information Codes

• ICR1 - Credit/ Return Requisition Information Codes

• IDI1 - Disposal Requisition Information Codes

• ILN1 - Loan Requisition Information Codes

• IRC1 - Recall Requisition Information Codes

• IRT1 - Rotation Requisition Information Codes

• ISS1 - Stores Sales Requisition Information Codes

• R1 - Purchase Requisition Information Codes

Question 2


Entry is validated against one of the following client-defined table files, depending on the type of requisition:






© 2009 Mincom





Question 3











Question 4











Purchase Details tab

In the Purchase Details tab, you can enter enough information to create a purchase requisition header. This tab is available when you:

• Create a normal requisition

• Create a purchase requisition

• Modify and/ or review a purchase requisition

© 2009 Mincom



Suggested Supplier

Enter a suggested supplier for the items on the requisition. This field is optional, and is not validated.

Purchase Officer

Enter a purchasing officer. A purchasing officer identifier can be located by right clicking and then selecting Search from the context menu. Once the appropriate purchasing officer identifier is located, select it from the drop-down list.

Inspection Code

Enter the quality inspection code to be used as a default against each item or click the arrow and select an inspection code from the table. This field displays only when creating a requisition. This field is optional. Entry is validated against the Table File QI - Quality Inspection Code.

Estimate Freight

Enter the estimated freight charge for the goods to be requisitioned. This field displays only when creating a requisition as it is used as a default for the item, and entry is optional.

Group Class

Enter or right-click and search for the group class classification for the purchase requisition items. This field displays only when creating a requisition.

Entry is validated against the Group Class file.

Delivery Instruction

Enter delivery instructions as required. A limit of 60 characters applies. This is a text field only; no validation is performed.

COSTING

Costing can be entered for Purchase Requisition items. This grid provides for up to two different costing levels for purchase requisition items on the requisition. The costing grid on the General tab is used when creating Purchase type requisitions. The grid does not appear on the Purchase Details tab except when creating Normal type requisitions.

Ind

(Indicator)

Enter a costing indicator. The indicator codes are:

P If the requisition is to be charged to a project

W If the requisition is to be charged to a work order

Wk Ord / Proj

(Work Order / Project)

© 2009 Mincom


Enter work order or project number. Right-click and search for a Work Order or Project if the number is not known.

Equipment Ref


Enter or right-click to search for an equipment reference.

If Structured Plant Nos is flagged as Y on the System Control File and a plant number exists for the equipment reference, that number always displays instead of the equipment number.

If the Plant Number is a duplicate, you are prompted to resolve the duplicates.

If a work order/project or equipment reference has been entered in the general costing grid, you can use Show to return associated details.

Cost Centre

Enter a cost centre or right-click to search for a cost centre.

Alloc Per

(Allocation Percentage)

This field defaults to 100% on the first costing allocation entry and zero for the second. If you enter more than one costing allocation, the total allocation percent must add up to 100%. This percentage is used to distribute the cost between the costing allocations.

If costing defaults are not used and you wish to requisition stock and non-stock items on a normal requisition with the same costing details, when you enter the general costing details they automatically default to the purchase costing grid on the Purchase Details tab.

If screen defaults are used and costing details are defaulted into the general grid, therefore not requiring you to click in the grid, no costing details are defaulted into the purchase costing grid.

If changes are made to the costing that was initially entered, those changes are not automatically defaulted. Only the initial costing defaults to another costing grid.

Note: You can use the button below to add any text instructions relating to the purchase, however there is a limitation. See below for more information.

Button Purpose Availability

Purchase Instructions This button opens a text screen for entry of purchasing instructions.

This button cannot be selected until a requisition number is assigned. At that time, the button can be selected to allow the addition of text instructions.

Other tab

In this tab you can review the authorisation, creation and item details for the requisition. In Create mode, this tab's fields are blank. In Review mode, the information that appears cannot be modified.

This tab is not available when creating a requisition until you save the requisition.


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AUTHORISATION

Position

This field displays the most recent position to have authorised the requisition.

Authorised Date

This field displays the date on which the requisition was most recently authorised.

Authorised Status

This field displays the current authorisation status of the requisition.

Total Amount

This field displays the total dollar value of all items on the requisition.

Requested by Position

This field displays the position held by the person who initiated the requisition.

CREATION

Last Acquitted Date

This field displays the most recent date on which an item was issued.

Created By

This field displays the user code and name of the user who created the requisition.

Creation Date

This field displays the date on which the requisition was created.

Creation Time

This field displays the time that the requisition was created.

MISCELLANEOUS

Number of Items

This field displays the total number of items on the requisition.

Completed Items

This field displays the number of completed items on the requisition, that is, items that have been issued in full and/or marked as complete.

Items tab

In the Items tab you create, modify or review items on a requisition. The tabs that are available when adding items to a requisition are:

• Catalogued

• Non-Catalogued

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• APL

• LinkOne

Catalogued sub-tab

Use the Catalogued sub-tab to enter catalogued items being requisitioned.


Quantity Required

Enter the quantity required, in terms of the unit of measure.


Unit of Measure

Select the unit of issue from the drop-down list. This field is mandatory. Entry is validated against the Table File UM - Unit of Measure.

When a Stock Code is entered, this entry is also validated against the catalogue, to ensure that you are requesting the unit of measure in which the item is transacted.

Stock Code

Enter the stock code. Right-click to search for the stock code for the requisition item. Entry is validated against the catalogue, and is also validated against the district inventory record.

If the item is not included in district inventory, district control indicators determine the action taken by Ellipse. That action may be to produce an error message, an automated search to find a district to which the requisition can be referred, or the creation of a referred demand record which an inventory controller can manually refer to another district.

Mnemonic

Enter the mnemonic from the drop-down list. You must complete this field or the Stock Code field.

Entry is validated against the Table File AA - Manufacturers Mnemonic.

Part No

Enter the part number for the requisition item. If the part number is associated with a catalogued item, Ellipse advises that a stock code(s) in the catalogue has this part number.

Description

This field displays the description of the Stock Code.

Part Issue Acceptable

Select this check box if partial issues are allowed. The default is to allow partial issues.

If partial issues are allowed, when there is insufficient stock to complete the requisition, any stock that is available can be issued to partially fill the requisition. If partial issues are not allowed, ensure the check box is de-selected.

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Note: You can use one of the following buttons to execute the required action. However, the availability of the buttons depends on the option you have selected. See below for more information.


Costing This button opens a costing grid for applying costing at the item level.

This button is only available when creating a requisition item.

Narrative This button opens a screen to allow the use of narrative text on orders for this requisition item.

This button is only available when a requisition has been saved, and an item is selected on the item grid.

New This button opens the fields on this tab for adding a new item to the requisition.

This button is available when creating a requisition and adding items.

Edit This button opens the fields on this tab for modifying an item requisition.

This button is only available when an item has been selected on the item grid.

Delete This button deletes an item from the requisition.


OK This button adds an items to the grid list, after validating that the mandatory information had been loaded.

This button is available when an item has been selected for update, whether or not an update has taken place.

Cancel This button cancels the action being taken on an item.


Non-Catalogued sub-tab

Use the Non-Catalogued sub-tab to enter non-catalogued items being requisitioned.


Quantity Required

The quantity required, in terms of the unit of measure. This field is mandatory for a goods item, and should be left blank for a field release or service item.

Unit of Measure

The unit in which the item is issued. Entry is validated against the Table File UM - Unit of Measure. When a Stock Code is entered, this entry is also validated against the catalogue, to ensure that you are requesting the unit of measure in which the item is transacted.

This field is mandatory for a goods item, and should be left blank for a field release or service item.

Estimated Price

Enter the estimated price per item. This is only applicable to purchase requisition items.

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Estimated Freight

Enter the estimated cost of freight for the item.

Mnemonic

Enter the mnemonic from the drop-down list. You must complete this field or the Stock Code field.

Entry is validated against the Table File AA - Manufacturers Mnemonic.

Part No

Enter the part number for the requisition item. If the part number is is associated with a catalogued item, Ellipse advises that a stock code(s) in the catalogue has this part number.

Item Type

The type of item being requisitioned. Valid values are:

• G - Goods (default)

• S - Service

• F - Field Release.

Once an item type has been selected, it cannot be changed. Once the requisition is finalised, service items cannot be edited.

Description

Enter a description of the item. Entry is text only, and is not validated.



More Description This button opens a free text area for adding additional descriptive text to a requisition item.

This button is only available when you select the requisition item in the 'Items' tab (by double clicking on the item).

Costing This button opens a costing grid for applying costing at the item level.

This button is only available when creating a requisition item.



Edit This button opens the fields on this tab for modifying an item requisition.


Delete This button deletes an item from the requisition.


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APL sub-tab

Use the APL tab to enter all or some of the items on an Application Parts List (APL) for requisitioning. Select this link for more information about Application Parts Lists.


Quantity Required

Enter the quantity required, in terms of the APL.

For example, if the APL consists of 4 litres of oil and 1 oil filter, entering 2 in this field results in a requisition for 8 litres of oil and 2 oil filters.


Equipment Group ID

Select this check box and enter an equipment group ID if you are identifying the APL by an Equipment Group Identifier. Entry is validated against the EGI file. Select this link if you need more information about Equipment Group Identifiers.

Equipment Reference

As an alternative to identifying an APL by Equipment Group Identifier, select the check box and enter an equipment reference. Entry is validated against the Equipment Register.

Component Code

Select a component code modifier from the drop-down list. Modifier codes can only be selected when a component code is been selected. If a Component Modifier Code is entered, entry is mandatory. Entry is validated against the Table File CO - Component Code.


Select a component code modifier from the drop-down list.

This field is used to form a combination of Equipment Group ID/Component Code/Modifier or Equipment Reference/Component Code/Modifier to enable more precise searches for APLs.

Entry is only permitted when a component code has been entered. Entry is validated against the Table File MO - Modifier Code.

Sequence Number

Enter a sequence number, to precisely identify an APL based on either Equipment Group ID/Component Code/Modifier/Sequence number or Equipment Reference/Component Code/Modifier/ Sequence number.

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APL Search Button

Use the APL Search button to search for APL Numbers if full APL details are not known.



APL Search This button initiates the APL search application, using any data that you have provided.

This button has constant availability, provided the APL module is active.







LinkOne sub-tab

Use the LinkOne tab to select items from the LinkOne Parts Book for requisitioning.

Manufacturer

This field displays the manufacturer of the item.

Part Number

This field displays the part number of the item.

Description

This field displays a description of the item.

Qty

This field displays the quantity of the item being requested.

Units

This field displays the unit of measure of the items being requested.

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LinkOne This button opens the LinkOne application, to allow the selection of parts graphically.

This button is available for the activation of LinkOne. When you return from LinkOne, the button will carry the caption 'Load Data' for loading any LinkOne data to your requisition item.

Load Data This button loads the requisition item with any data selected in the LinkOne application.

This button is only available when you have returned to Ellipse from LinkOne.


This button is available when an item has been selected for update, whether or not any update has taken place.

© 2009 Mincom


MSQ345 - Condition Monitoring Set Measurements This screen has a number of functions relating to the Condition Monitoring module, including the following:

• Measurement sets can be defined, including setting up the equipment or component being measured, the measurement type, position and frequency, as well as defining the caution and danger levels.

• Measurements can be recorded either as a result of scheduled measurement activities or based on observations.

• Actual measurements can be reviewed against the measurement set.

• Work orders can be generated automatically once an alarm setting is activated.

The summary view will display the list of Condition Monitoring Sets meeting the search parameters, and this will always display in Date Order. Only one entry will appear for each Set of Measurements taken on a particular Date and Time.

Measurement Sets that contain Caution Levels will display with a yellow symbol and those that contain Danger Levels will display with a red symbol. Those that contain a Rate of Change warning will also display a red symbol.

A Condition Monitoring Type refers to the type of measurement being taken, for example, oil analysis, vibration monitoring. A Condition Monitoring Set refers to the C/M Type, Date, Equipment, Component combination.

Search for Condition Monitoring Measurements - MSQ345

Search Criteria

The search screen provides facilities for searching for a condition monitoring measurements based on a specific search method and criteria. There may be a number of search fields available on a number of tabs on this screen. Primary search keys display in bold. Enter search criteria into these fields to narrow the search.

Records found matching the search criteria display in the results grid.

Choose the required search method:

All Displays every condition monitoring measurement matching the selection criteria entered.

Exact Match Displays the exact condition monitoring measurement based upon the entries made in the search fields.

Starts From Displays the condition monitoring measurement which start from the specified characters and match the entered search criteria.

Starts With Displays the condition monitoring measurement which start with the specified characters and match the entered search criteria.

© 2009 Mincom


Condition Monitoring Set Measurements


Equipment Reference

This field displays the Equipment or plant number for which the condition monitoring measurements display.

Description

This field displays the description of the equipment item or plant number for which the condition monitoring measurements display.

Component Code

This field displays the component code and description for which the condition monitoring measurements display.

Modifier Code

This field displays the modifier code and description for which the condition monitoring measurements display.

Position

This field displays the position code and description for which the condition monitoring measurements display.

Monitoring Type

This field displays the monitoring code and description for which the condition monitoring measurements display.

Measure Date

The date that the condition monitoring measurement was taken.

Measure Time

This field displays the time the measurement was taken.

Type

This field displays the measurement type.

Type Description

This field displays the measurement type description.

UOM

(Unit Of Measure)

This field displays the unit of measure used for the measurement.

© 2009 Mincom


Value

This field displays the value of the measurement.

Visual Insp

(Visual Inspection)

This field displays the visual inspection code (3) that may assist in analysis of this environment/ conditions when the reading was taken.

Alarm

Red indicates DANGER LEVEL.

Yellow indicates CAUTION LEVEL.

Txt

(Text)

This field indicates in there is commentary text associated with this reading.

Alarm District

This field displays the District in which the alarm was raised.

Alarm Work Order

This field displays the Work Order raised when the alarm was triggered.

© 2009 Mincom


MSQ580 - Document This screen is used to review all information about a document and the versions of a document. Document version routing is also maintained from this screen. In addition, document links (links from documents to other entities within Ellipse, such as Contracts, Job Estimates, and Work Orders) can be maintained.

Documents - MSQ580


Document

This field displays the document number. The document status displays to the right of the document number.

The document name displays below the document number.

Search for Document - MSQ580

Search Criteria

The search window provides facilities for searching for a document based on a specific search method and criteria. There are a number of search fields available on six tabs on this screen. Enter search criteria into these fields to narrow the search.



All Displays every document matching the selection criteria entered.

Exact Match Displays the exact document based upon the entries made in the search fields. If this search method is selected, only the District Code and Document Number fields are available for input.

Starts From Displays the documents that start from the specified characters and match the entered search criteria.

Starts With Displays the documents that start with the specified characters and match the entered search criteria.

Tabs • General

• Versions

• Links

• Classifications

• Specifications

• Keywords

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• Lists

• Extended Text

• Commentary

General tab

This tab displays general information that is common across all versions of the document.


User Status

Enter a code indicating the user status type to select. This field is optional and is validated against the Table File DOUS - Document User Status.

Document Type

This field displays the code indicating the document type (from the Table File DO - Document Types). The type description displays to the right.

Reference

The reference number of the external or internal source.

AUTHOR

Company

This field displays the company where the document originated from.

Name

This field displays the name of the author of the document.

ADDRESSEE

Company

This field displays the company where the document was sent.

Name

This field displays the recipient of the document.

RELATED DOCUMENTS

Supersedes

The number of the document that this document take the place of.

Superseded By

The number of the document that replaces this document.

Versions tab

This tab displays a results grid with information on the existing versions of the document. The version can be selected by double-clicking it to view version details in the Dialog Box - Document Version.

© 2009 Mincom



Version

The document version.

Status

This field displays the document version status description (from the Table File DOVS - Document Version Status).

Date Created

This field displays the date the document version information record was created in Ellipse.

Created By

This field displays the name of the employee who created the document version.

Authorised By

This field displays the name of the employee who authorised the document version.

Type

This field displays the document version type description (from the Table File DOVT - Document Version Type).

Links tab

This tab displays information on the links between the document and entities in Ellipse such as Contracts, Job Estimates, and Work Orders.


Link Type

Enter the code indicating the entity type to link to the document. This field is mandatory and is validated against the Table File DOLT - Document Link Type.

Link Type Description

This field displays the description of the entity Link Type (from the Table File DOLT - Document Link Type).

Link Reference

Enter a valid reference from the entity. This field is mandatory.

This field is validated based on the Link Type entered. The following table lists examples of data required for the Link Reference field, based on the entity Link Type:

Link Type Link Reference

EQ - Equipment Type Equipment number or plant number

FP - Forward Purchase Agreement (FPA)

The first character must be the FPA type (F-FPA/R-Repair Group/Q-Quote). The next five characters are the FPA group type.

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RO - Recommended Order Recommended order item

WO - Work Order Work order number

Description

This field displays the description of the entity Link Reference.

Other

Enter additional information about the entity. This field is mandatory if the Link Type is a Recommended Order (RO). This field is optional for all other entities.

The following information can be entered, based on the entity Link Type:

Link Type Other

Equipment Number Component code

FPA FPA (Forward Purchase Agreement) item

Part Number Mnemonic

Project Approval Variation number

Purchase Order Purchase order item

Recommended Order Recommended order item

Classifications Tab

This tab displays information on the document classifications. Up to ten classification tables titles, codes, and descriptions display from the Table Files L0 to L9 - Document Classification.

The table files are fully configurable by the customer.

Specifications tab

This tab displays information on the document design specifications. Up to five design specification codes and descriptions display from the Table File DG - Design Specifications.

Keywords tab

This tab displays up to 18 keywords associated with the document.

Lists tab

This tab displays information on the lists that the document is registered to.


List

The code indicating the list that the document is registered to (from the Table File LD - Document List Code Table).

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List Description

The list description (from the Table File LD - Document List Code Table).

Extended Text tab

This tab displays the extended text for the document.

Commentary tab

This tab displays the commentary text for the document.

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MSQ620 - Work Orders The Work Order screen provides facilities for searching, creating, modifying, and reviewing details for a specific work order or work order task. Work order and work order task requirements can also be maintained. Menu options provide direct links to the accounting system and requisitioning application, as well as several work management applications.

Select either the work order or task option to search for either a work order or work order task. Depending on which option you select, different search screens display.

You can search for work orders with matching associated equipment items under the Primary Criteria tab by entering an associated equipment item.

Search for Work Order Criteria - MSQ620

Search Criteria

The search screen provides facilities for searching for a work order based on a specific search method and criteria. Records found matching the search criteria display in the results grid.


All Displays every work order matching the selection criteria entered.

Exact Match Displays the exact work order based upon the entry made in the Work Order No. field.

Starts From Displays the work orders that start from the specified characters and match the entered search criteria.

Starts With Displays the work orders that start with the specified characters and match the entered search criteria.

To narrow the search, enter any additional search criteria available on the tabs.

You must include at least one of the primary search criteria on the Primary Criteria tab.

To search using a reference code, click the Reference Code tab and type the required reference code in the field provided. When reference codes are used for a search, all other search criteria are ignored.


Work Order

(Search view Work Order option)

Select this option to search for work orders. The Work Order screen displays.

Task

(Search view Task option)

This option is selected for work order tasks. The Work Order Task screen displays.

Work Order


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Work Order No

The work order number.

or Prefix

Enter the prefix of the work order.

The prefix is created as part of configuration on the District Control file.

Task No

This field is used to identify a task number for the work order.

District Code


Work Order Desc





Tabs • Definition

• Planning

• Tasks

• Scheduling

• Costs

• Cost Allocation

• Address

• Completion

• Job Codes

• History

• Reference Codes

Definition tab

This tab allows for recording, reviewing, and modifying definition information for a work order. Definition information relates to the entire work order, including all tasks, until each task is updated with changes. Information can include the following:

• Equipment details

• Identification number for the person who initiated the work order

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• Work group responsible for the work order

• Identifier for a work request associated with the work order

The originator of the work order is mandatory information. If a work group is not entered on a work order, the assigned person defaults from the originator.


EQUIPMENT DETAILS

Reference

The identification of the equipment when the job is performed. If this work order was generated as a result of a work request, the reference defaults from the work request equipment reference. The adjacent field displays the two-line description of the corresponding equipment. The equipment reference is validated against the equipment file to determine if costing can be recorded against this item. The following occurs depending on the flag on the equipment:

A Costing is allowed on the equipment and the work order is to be saved.

W Costing is not allowed on the equipment. A warning displays when the work order is saved. The warning message does not stop the equipment from being used on the work order.

E Costing is not allowed on the equipment. An error displays when a work order save is attempted.

Entry of an equipment item defaults the item's Cost Centre/ Account field on the Cost Allocation tab. This information can be changed if the resulting work is charged to a different work area.

Note: If an incorrect equipment reference was entered and you need to change it, you need to delete the account code before saving the new equipment. If you do not delete the account code, this defaults from the first equipment reference.

Segments Button

Note: Click Segments to enter segment start and end values. A segment range must exist and be set up in MSO600.

Location

Enter the location of the equipment from the equipment record if an equipment number is entered. The adjacent field displays the description of the location.

Status

The current status of the equipment. The adjacent field displays the description of the status.

Originator Id

The Originator ID from the user ID of the person logged in to Mincom Ellipse. If this is not the correct originator ID, search and select the employee ID of the person who originated the work order. The adjacent field displays the originator's name.

Work Group

The work group responsible for the work order. Assigning a work group allows the work order to be scheduled if the following conditions are in place:

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• Maintenance scheduling is in use

• A planned start date is entered

The work order is authorised either by automatic authorisation or manual authorisation.

If no work group is entered, the Assign to Field defaults the logged on user. The adjacent field displays the work group name.

Orig Priority

(Originator Priority)

The originator's priority defaults from the work request priority if the work order was generated as a result of a work request. This is a number from 1 to 99, inclusive. 1 is the highest priority. The values and their meanings are held on the Table File PY - Work Order Priority Code. The adjacent field displays the originator's priority description.

Tolerances are defined in the PY table file and if this field is modified they are recalculated.

Orig Doc Type

The original source of the job. The adjacent field displays the description of the document type. Entry is validated against the Table File OD - Originating Document.

and No

The number of the original source document.

This field is mandatory if an Original Document Type is entered.

Request Id

The identification number of the work request associated with the work order. This field is populated automatically if the work order was initiated from the work request application. The adjacent field displays the work request description.

RAISED

Raised Date

The date the work order was raised. This information defaults on the History tab after the work order is saved.

Raised Time

The time the work order was raised. This information defaults on the History tab after the work order is saved.

MSSS Applies

Select the Maintenance Strategy and Support System (MSSS) option. This indicator is available if the equipment referenced on the work order has data recorded and if the equipment register MSSS status indicator is set to A. De-select the option if this work order is not to be treated as a maintenance strategy support work order.

© 2009 Mincom


Planning tab

In the Planning tab you can record, review, and modify planning information for a work order. Planning information includes the:

• Type of work order and maintenance

• Assignment details including required date and time for the work to be completed

• Units of work and the quantity required

This tab holds some of the most important work order information for use in the planning process, including the date that the work is required by and the ability to set a flag for automatic generation of requisitions.

Work order types and maintenance types are mandatory.

Clicking the icon displays the EGI Profile Search screen, allowing you to conduct a search for component and modifier codes.


Work Order Type

The work order type code. Entry in this field is mandatory and is validated against the Table File WO - Work Order. The description of the work order type code displays in the adjacent field.

If this work order was generated as a result of a work request, the work order type defaults from the work request classification type.

Maintenance Type

The maintenance type code for this work order. Entry in this field is mandatory and is validated against the Table File MT - Maintenance Type.

The maintenance type code is linked to a category of work code to generate work notices when the work order is saved. This link is established by entering an existing CATW table code in the associated values of the relevant maintenance type code.

In addition, to generate a work notice a valid Notice Location must be entered on the Address tab of the work order.

The description of the maintenance type displays in the adjacent field.

Component Code

If an item of equipment is entered, select the code indicating the specific sub-assembly of the work performed.


The adjacent field displays the description of the code.

The system checks if this is a valid component for the item of equipment by examining its component profile. If no specific profile is located, but a group identifier is defined for the equipment, the component profile of the group identifier is selected. If no profile is located, you can enter any valid component code.

Entry is only allowed if an equipment number or reference has been entered.

© 2009 Mincom



The component modifier code used to further define the location specified by the component code. If a component code was entered, this field must be completed. Entry is validated against the Table File MO – Modifier Code. The adjacent field displays the description of the code.

Note: Click the icon to display the Dialog Box - EGI Profile Search to search for component and modifier codes.

Assign Person

This field displays the ID of the person responsible for carrying out this work order.

Required Start Date

The required start date the work is to commence.

If the work order has no planner/originator/priority record no tolerance information is recorded.

If the work order has a priority code record and the priority code has tolerance information, the field updates according to the tolerance value. This entry is validated against the Table File PY - Work Order Priority Code.

This field is the same date as the Plan Start Date field on the Scheduling tab.

Required Start Time

The required start time the work is to commence.



This field is the same time as the Plan Start Time field on the Scheduling tab.

Required By Date

Enter the date when the work is required to be completed.

If this work order is generated as a result of a work request, the Required By Date defaults from the work request.



Required By Time

Enter the date when the work is required to be completed. If this work order is generated as a result of a work request, the Required By Date defaults from the work request.


© 2009 Mincom



Planners Priority

The priority set by the person who planned the job. This entry is validated against the Table File PY - Work Order Priority Code. Tolerances are defined in the PY table file and if this field is modified they are recalculated.

If no priority is entered the tolerance calculation is not performed, however the Required Start Date and Required by Date fields are updated with the Plan Start Date and Plan Finish Date field dates.

Units of Work

The unit of work for this work order. This entry is validated against the Table File UW - Unit of Work.

This field is mandatory if the No of Units Required field is completed.

The earned value of the work completed to date is calculated based on the rate held on the associated value of the unit of work selected, and the units of work completed.

No of Units Required

Enter a number from 1 to 9999999.99 to indicate the number of units of work to be covered by this work order. This is used to monitor work in progress.

User Status

The user-defined status code. Entry is validated against the Table File - WS - User Work Order Status.

Standard Job

The number of the standard job to which the work order is linked.

Auto Requisition?

Select this option to automatically requisition any APL items associated with this work order’s tasks.

Related Work Order

The number of a related work order. This creates a link between this work order and the specified work order.

Recall Time Hours

The length of time it takes for the plant to be back in production. The time is in hours and decimals, for example, 5.5 for five and a half hours.

APTW

This field group displays if an Application for Permit to Work (APTW) exists for the selected work order.

APTW Exists

This is a read only option. This is automatically selected when an APTW is linked to the work order task.

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Select this option to indicate if an APTW is created for any of the work order tasks or not.

Tasks tab

The Tasks tab allows you to review or modify job information for each work order task. You can record new task information and modify current task information. If tasks are created directly from a standard job and you need to modify them to fit the current work order, they can be changed from this tab. An option to use Microsoft® Project is also available for managing task dates and relationships. This option is only available if Project is loaded on the local machine.


No. of Tasks

This field displays the number of tasks on the work order and can be modified.

Tasks Complete


Highest Task No

This field displays the highest task number on the work order and can be modified.

Scheduling tab

The Scheduling tab allows you to record and review scheduling information for the work order. This information determines the method the work order is included in the work groups schedule. The majority of information on this tab is for review only. You need to select the Schedule Work Order option to enter data.


SHUTDOWN DETAILS

Number


Type


Equipment Ref

This field displays the reference of the equipment item to be shut down.

Offset Tasks

Select this option if the task planned start dates are required to maintain an offset and the work order header planned start date is changed.

MST

(Maintenance Scheduling Task)

This field displays the MST number created from a work order.

© 2009 Mincom


PLAN DATES/CREW

Plan Start Date

(Planned Start Date)

The date scheduled for starting the work specified in the work order.

When entering a plan start date it defaults to the Required Start Date field on the Planning tab.

Plan Start Time

The time scheduled for starting the work specified in the work order.

Plan Finish Date

(Planned Finish Date)

The date scheduled for finishing the work specified in the work order.

When entering a plan finish date the date defaults to the Required By Date field on the Planning tab.

Plan Finish Time

The time scheduled for finishing the work specified in the work order.


Select this option if the job is planned to start on the plan start date, otherwise an error or warning message displays when the date is changed.

Error

Select this option if you want an error message to display when changes are made to the plan start date.

Warning

Select this option if you want a warning message to display when changes are made to the plan start date. The warning message will need to be confirmed.

Crew

This field displays the crew planned to do the work.

SCHEDULED FOR

Statistic Type

The type of statistic used to trigger the scheduling of the work.

Statistic Value

The value of this statistic when work should start, for example 50,000 km, 10,000 hr.

Costs tab

The Costs tab displays the total estimated and actual costs for the work order.

© 2009 Mincom


Requirements including associated costs are recorded against a work order. The total estimated cost for each type of requirement (labour, equipment, materials and other) and a total estimate cost for all requirements display.

This tab is review only. Entry is controlled in the following manner:

• Calculated entries on this tab are controlled by the requirements menu option.

• Manually estimated costs are entered with the update estimates menu option.

• The total actual costs are calculated from financial transactions against the work order.

• Duration Hours are entered with the durations menu option.


COST TYPE

The resource hours, resource cost, material cost, equipment cost, other cost and total costs displays for estimated, actual and variances required to fulfil the work order.

ESTIMATED

Note: You cannot select the Calc option next to the estimated group fields. If you want the system to calculate the costs you need to select from the menu Work Order»Update Estimates and select the calculation option.

After selecting the calculation option the Calc option is selected.

Resource Hours

The estimated resource hours required to fulfil the work order.

Resource Cost

The estimated cost of resources required to fulfil the work order.

Material Cost

The estimated cost of material required to fulfil the work order.

Equipment Cost

The estimated cost of equipment required to fulfil the work order.

Other Cost

The estimated cost of other costs required to fulfil the work order.

Total Cost

The total of estimated costs.

ACTUAL

Resource Hours

The actual resource hours required to fulfil the work order.

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Resource Cost

The actual costs for resources required to fulfil the work order.

Material Cost


Equipment Cost


Other Cost

The actual costs of other costs required to fulfil the work order.

Total Cost

The total of actual costs.

VARIANCE

Resource Cost

The difference between actual and estimated costs for resources.

Material Cost

The difference between actual and estimated costs for materials.

Equipment Cost

The difference between actual and estimated costs for equipment.

Other Costs

The difference between actual and estimated costs for other costs.

Total Costs

The difference between actual and estimated costs for the total of all costs.

DURATION HOURS

Calculate Duration Hours

Select this option if you want the system to calculate duration hours.

Estimated


Actual

The total time actually taken to complete the job.

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Earned Value

The earned value for the number of units of work completed. This calculation is based on the rate multiplied by the number of units completed.

The rate is held as an associated value on the Table File UW - Unit of Work.

Contractor Costs

Select this option if you want contractor costs included in a job estimate.

Actual Cost Reallocated

The total of the costs reallocated.

Actual vs Estimates Button

Note: Click Actual vs Estimates to view comparisons between actual and estimated costs or hours.

Actual Revenue

The actual revenue earned from the work order.

Cost Allocation tab

The Cost Allocation tab allows you to record and display details for the allocation of costs against the work order.


ACCOUNT

Cost Centre/Account

The cost centre or account where the work order belongs. Right-click to search for the cost centre or account number, if required.

If the equipment or project is quoted on this work order, the account from these entities default to the work order. You can change the cost centre/account if a different account is charged for the work order costs.

AFUDC

(Allowance for Funds Used During Construction)

This field displays the AFUDC, allowance for funds used during construction. For more information on Utilities Accounting, refer to the Utilities Asset Accounting module.

Date in Service

The date the work being performed is deemed to be in use and can be modified. Subsequent to this date, AFUDC is no longer calculated for this work order and any associated installation or removal costs are capitalised.

Suspended

Select this option if you want a Date in Service set but capitalised costs are to be suspended.

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Capital Work Order

Indicates if the work order is subject to the capitalisation process.

A capital work order is used to describe the creation of a fixed asset. Capital work orders are capitalised before they are finalised. Do this by clearing costs from the capital work in progress accounts and posting the costs to the fixed asset register.

If the work order has associated costs, it cannot be set to a capital work order status.

Closed to Commitments Date

The date the work order is closed to commitments.

The date entered must be a current or future date. Prior dates are not valid for entry.

Any costs being allocated to the work order are stopped.

When this date has expired, or has been removed, costs can then be allocated to the work order.

A date in the closed to commitments field will not allow any new commitments such as requisitions, labour costing transactions, contracts, store sales or purchase orders to be created against the work order.

The work order TO or FROM cannot be changed after it is closed to commitments.

Removing an existing closed to commitments date from this field makes the work order eligible for transactions again. This field can only be maintained if the logged-on user has a profile greater than three.

Project Number

The project number to which the work order belongs. The project description displays in the adjacent field.

Entry in this field is mandatory if the Capital Work Order option is selected.

Parent Work Order

Right-click to search for the number of the parent work order. This is one way to build a parent-child relationship between a work order and a parent work order. When assigned a parent, the hierarchical relationship is seen in the parent work order application, MSQ625.

The parent work order description displays on the adjacent field.

UNITS

Units Complete

The number of units of work completed to date. Values for the Units Complete and the Percent Complete fields are recorded in the Dialog Box - Record Work in Progress.

For calculations to be recorded from the information provided in this dialog box, ensure you have entries in the Units of Work and No of Units Required fields on the Planning tab.

Units Invoiced

This field displays the number of units of work invoiced to date.

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Percent Complete

This field displays the percentage of work completed to date. Refer to the Units Complete field for details on how to record an entry in this field.

Finalise Work Order Costing

Indicates that costing has been finalised for the work order. Subsequent accounting transactions quoting this work order number will be flagged as errors.

To finalise costing for this work order, select Work Order » Finalise. For more information, see Finalise a Work Order.

Billing Details Button

Note: Click Billing Details to redirect costs accumulated against a work order to different account codes within the General Ledger, using several methods and at different intervals of frequency.

Address tab

This tab allows you to select the location for the work order activities. If constraints apply at the location specified for the work order, a notice location is required.

Locations are reviewed, modified, and created in the location manager application.

Notice locations are reviewed, modified, and created in the notice location application.


LOCATION DETAILS

Location From

The location where the work originates.

Location To

The location where the work finishes.

If this work order was generated as a result of a work request, the Location To defaults from the work request location.

Notice Location

Enter a notice location if constraints apply for the location.

Right-click to search for notice locations associated with the location for the work order, if required.

FORMATTED ADDRESS

The standard address details. The formatted address for the Location To field in MSQ011 defaults in the formatted address group fields.

Street Number

This field displays the street number of the location.

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Street Type

This field displays the street type of the location.

Street Name

The street name of the location.

Suburb

The suburb of the location.

Street Position

The position of the street. For example, North Area. A drop-down list is available.

Entry is validated against the Table File SLOC - Street Location.

City

The city of the location.

County

The county of the location.

GIS Ref No

(Geographical Information System Reference Number)

The Geographical Information System (GIS) reference number of the location.

State

The state of the location. Entry is validated against the Table File - SY - State Table.

Post/Zip Code

The postcode or ZIP code of the location.

Completion tab

The Completion tab enables you to review completion details for the work order.


EQUIPMENT DETAILS

Location

This field displays the new location. This updates the equipment register record when the work order is saved.

This entry is validated against the Table File EL - Equipment Location.

Status

This field displays the status code of the equipment's current status. This updates the equipment register record when the work order is saved.

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This entry is validated against the Table File ES - Equipment Status.


Enter the identity of the part causing failure.

Assoc. Equip. Item

This field displays the associated equipment item number if entered in the equipment Reference field on the Definition tab after the work order has been saved.

The associated equipment item (equipment) number automatically defaults to this field of it has been entered as an equipment reference on the work order.

Enter an associated equipment item number if required. The equipment number entered in the equipment reference field must be a parent to the associated equipment item.

Completion Code

This field displays the completion code depending on whether the work order was closed, cancelled or deferred.


Completed By

This field displays the ID of the employee who performed the work or closed the work order.


Completed Date

This field displays the date when all work related to this work order was completed.


Completed Time

This field displays the time when all work related to this work order was completed.


Actual Start Date/Time

Enter the actual start date and time the work commenced.

Actual Finish Date/Time

Enter the actual finish date and time the work was completed.

Service on Date/Time

Enter the date and time when all work related to this work order was back in service.

Service Off Date/Time

Enter the date and time when all work related to this work order was out of service.

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Out of Service Date

The date when the equipment relating to this work order was taken out of service.


Job Codes tab

The Job Codes tab allows you to record, modify or review job code details for the work order. Up to 10 job codes are used to classify a work order.

These codes are held on the Table Files W0 - W9 - Work Order Job Codes.

The descriptions of these codes are defined by the customer during implementation.

The following two groups of codes are available:

• W0 – W2 Codes

If the MSSS status indicator option is selected on the Definition tab, the selection buttons for these codes are available. Click the buttons to select W0 - Failure Mode Code, W1 - Failure Code, and W2 - Function Code respectively.

• W3 – W9 Codes

Select a code from the drop-down list. Each field displays a description of the code.

History tab

The History tab displays read-only fields containing details that provide a history of the development of the work order.


HISTORY

Creation Date

The date the work order was first created.

Creation Time

The time the work order was first created.

Raised Date

The date the work order was first raised.

Raised Time

The time the work order was first raised.

Last Mod Date

(Last Modified Date)

The date the work order was last modified.

Last Mod Time

(Last Modified Time)

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The time the work order was last modified.

Closed Date

This field displays the date the work order was closed.

Closed Time

This field displays the time the work order was closed.

AUTHORISATION

The following fields are populated if the work order has been authorised. If automatic authorisation is in use, the date and time fields will match the creation date and time.

Authorised Date


Authorised Time

This field displays the time the work order was authorised.

Authorised By


Authorised Position

This field displays the position of the person who authorised the work order.

Reference Codes tab

The Reference Codes tab allows you to review reference code information for a work order. Reference codes are used to define additional information about a work order and are powerful search criteria.


Ref No

(Reference Number)

This field displays the reference number of the work order.

Reference Code

The reference codes for work orders as agreed during implementation. A list of valid codes for work orders displays.


The value of the reference code for the work order.

Description

This field displays the description of the reference code value.

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Text

Click on the icon to display the Dialog Box - Standard Text, if the text icon is present. Use this dialog box to review, add, or modify standard text, as required.

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MSQ620 - Work Order Task The Work Order Task screen enables you to record detailed information for each work order task that defines the overall work order.


Work Order No


or Prefix

This field displays the prefix of the work order.

The prefix is created as part of the configuration on the district control file.

Task No

This field displays the task number of the work order.

District Code


Work Order Desc





WO

(Work Order)

Select this option if you want to display work orders. The Work Order screen displays.

Task

(Search view Task option)

This option is selected for work order tasks. The Work Order Task screen displays.

Tabs • Job Information

• Planning

• Scheduling

• Costs

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• Completion

• APL

• Task Assignment

Job Information tab

The Job Information tab enables you to review or modify information for each work order task. This tab provides basic safety information and more detailed records of job instructions in standard text format.


Task Description

The description of the work order task.

Work Group

Enter a work group or right-click to search for the work group responsible for the task. If a work group selected is different from the work group on the work order header, this is called a foreign task. During the scheduling process for the work order header, the task is committed and scheduled for the foreign task work group.

Safety Instruction

Enter a safety instruction code describing the safety procedure to be performed in completing the job. The safety instruction is validated against the Table File SI - Safety Instructions and can be selected from the drop-down list.

Each task is assigned its own safety instruction/completion instruction code combination.

Job Description

Enter a description for the task. The description displays on the standard work order task job card and should be clear enough to briefly describe the work to be done.

Location From

Enter a location or right-click to search for the location where the task originates.

Location To

Enter a location or right-click to search for the location where the task finishes.

Highest Task

The number of tasks allocated to the work order.


Select this option if an application for a permit to work is created for this task.

Note: Click Job Instructions to enter free text information about the job.

Planning tab

The Planning tab enables you to review or modify planning details for a work order task. This tab controls the relationship between tasks and defines the expected workload required to complete the

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job. This tab also records who the job task has been assigned to if an individual or a crew has been designated as the responsible party.



This field displays a work group or individual to whom the task is assigned for further workload planning.

You can update this field by clicking .

Crew

This field displays a work group or a specific crew to whom the task is assigned within the work group for further workload planning.

You can update this field by clicking .

Crew Type

Enter or select a crew type from the drop-down list. Entry is validated against the Table File - CWT.

Unit of Work

Enter the unit of work for each task.

Entry is validated against the Table File UW - Unit of Work.

Units Required

Enter either the units of work required to complete tasks requiring fabrication or processing, or the number of work items required to complete the task.

The units of work completed and the % complete display for information.

If the number of units required is modified, the % complete is recalculated.

Linked

Select this option if the planned start date of this task is linked to the previous task.

Scheduled Units/Days

Enter the rate of processing in units of work per day.

User Status

Enter the user status attached to the work order task to restrict the review to work orders with that status. Entry is validated against the Table File WS.

The description of the user status displays in the adjacent field.

This field is optional and can be left blank.

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Priority

Enter or a select a priority code from the drop-down list to indicate the priority of the task. Entry is validated against the Table File - PY,

Creation Date

This field displays the date the task was created.

Creation Time

This field displays the time the task was created.

Scheduling tab

The Scheduling tab displays information used during the scheduling process. This tab displays the tasks start and finish date details.


PLAN DATES

Plan Start Date

The date when this task is scheduled to start. This date is used as the operation date in scheduling the work for the work group.

When creating a requisition from a work order task the plan start date when entered or modified is validated against table file MWDO - Manage Work District Options to determine if the Date Required By on the requisition is also updated. The date required by defaults to the day prior to the plan start date. If no district code is entered the Date Required By is not maintained with this date.


Plan Start Time

The time when the task is scheduled to start.


Plan Finish Date



Plan Finish Time

The time when the task is expected to be completed.


Offset Days

This field displays the number of days when the planned date of this task should lag behind the work order header planned start date.


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DURATIONS


This field displays the estimated duration of the task in hours.

This field is review only and can be updated using the Schedule button in the task screen.

Effort

(Manual Effort)

The total effort allocated to a work order task to increase/decrease the estimated duration hours.



EARLIEST DATES

Work orders can be subject to critical path scheduling to determine the earliest start date and earliest finish date of the job and the number of days for which the job can remain unactioned, without impacting related tasks.

Earliest Start Date

The earliest date when the task can start, based on critical path scheduling.

Earliest Start Time

The earliest time when the task can start, based on critical path scheduling.

Earliest Finish Date

The earliest date when the task can finish, based on critical path scheduling.

Earliest Finish Time

The earliest time when the task can finish, based on critical path scheduling.

Float Days

The number of days for which the job can remain un-actioned, without impacting related tasks.

This field relates to the Earliest Start Date and Earliest Finish Date fields.

Costs tab

The Cost tab displays the estimated material, equipment, resource and other costs for the task. Requirements and their associated costs are recorded in the requirements screen.


ESTIMATED

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Resource Hours

This field displays the estimated number of resources in hours required to complete the job.

Resource Cost

This field displays the estimated resource costs required to complete the job.

Material Cost

This field displays the estimated material costs required to complete the job.

Equipment Cost

This field displays the estimated equipment costs required to complete the job.

Other Cost

This field displays other cost estimates required to complete the job.

Total Cost

This field displays the total estimated costs based on adding the estimated costs or entering a fixed estimate required to complete the job.

Contractor Costs

Select this option if you want contractor costs to be recorded against the work order task.

Contractor costs are available if a compatible unit and job estimate is used to create the work order and its tasks.

MACHINE HOURS

Estimated

Enter the estimated number of hours taken to complete the job if this task was assigned to a machine centre.

Actual

This field displays the actual number of hours accrued during this job if this task is assigned to a machine centre.

Completion tab

The Completion tab enables you to record completion requirements and review completion details for a work order task.


Completed By

This field displays the person who completed the task.


Completed Date

This field displays the date the task was completed.

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Completed Time

This field displays the time the task was completed.


Completed Code

This field displays the code describing the circumstances when this task was completed or cancelled.


Completion codes are held on the Table File SC - Maintenance Completion Status.

Units Complete


Percent Complete


Actual Start Date/Time


Actual Finish/Time


COMPLETION

Instruction

Select the completion instruction from the drop-down list. The completion instruction indicates the procedure to be performed at the end of a job. These instructions are the reverse of the safety instructions. Completion instruction codes are held on the Table File CI - Completion Instructions.

Text Code

Select the completion text code from the drop-down list. The completion text code is used to define the text that prints on the right-hand side of the maintenance schedule. This provides a prompt for maintenance personnel to complete the information about the job, that is relevant.

New Completion Comments Button

Note: Click New Completion Comments to enter new completion comments against a job.

APL tab

The APL tab enables you to review or modify Application Parts Listing (APL) information for the task. APLs can be recorded if a standard bill of materials is available that suits the needs of this task.


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Select this option and enter the APL equipment reference if the APL is to be held against an individual piece of equipment.

Equipment Group ID

Select this option and enter the equipment group ID if the APL is to be held against an EGI.

Material Requirements Exist

If this option is selected, then material requirements have been set on this task. This prevents the creation of an APL requirement. If an APL is required instead of individual material requirements, the material requirements are deleted from the task before the APL is set up.

Component Code

Enter a component code or right-click to search for a component code if the APL is held against a specific equipment sub-assembly.



Modifier Code

Enter a modifier code or right-click to search for a modifier code to designate a particular component code.

Entry is validated against the Table File MO - Modifier Code.


Sequence Number

Enter the sequence number to designate individual APLs.

APL Lookup Button

Note: Click APL Lookup to open MSQ130 and search for an APL.

Task Assignment tab

The task assignment tab allows you to review open task assignment details for the task.

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MSQ625 - Parent Work Order The Parent Work Order application allows for the grouping of Work Orders in cases where it is convenient to manage the Work Orders as a single entity without the overhead of a formal management project.

Search for Parent Work Order

The search window provides facilities for searching for a Parent Work Order based on a specific search method and criteria.



All Displays every Parent Work Order matching the selection criteria entered.

Exact Match Displays the exact Parent Work Order based upon the entries made in the search fields.

Starts From Displays the Parent Work Orders which start from the specified characters and match the entered search criteria.

Starts With Displays the Parent Work Orders which start with the specified characters and match the entered search criteria.

Parent Work Order - MSQ625


Parent Work Order

In create mode, enter a Parent Work Order number or allow the system to generate a number. If using a Prefix, entry is not allowed.

In maintain mode, you can review the system-generated or user-defined Parent Work Order number, including prefix, if applicable.

or Prefix

The prefix of the Parent Work Order. Prefixes must be created as part of configuration on the District Control file.

District Code

The District to which the Parent Work Order belongs.


The description of the Parent Work Order.

Tabs • General

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• Costs

• Resources

• Extended Description

General tab

The General tab provides for recording and displaying general details for a Parent Work Order.


Originator Id

Enter or right-click, search and select the Employee ID code and name of the person who originated this Parent Work Order.

When creating a new Parent Work Order, an entry in this field is mandatory.

Authorised By

The Employee ID code and name of the person who authorised this Parent Work Order.

Request ID

Enter or right-click, search and select the Work Request ID linked to the Parent Work Order. If this Parent Work Order creation was initiated by the Work Request application, the Work Request ID will default.

Equipment Reference

Enter or right-click, search and select the reference and description of the equipment for which this Parent Work Order was raised. An entry in this field is optional.

Parent Standard Job / Plan

When a Parent Work Order is created by copying a Parent Standard Job/Plan, the identification number for the copied Parent Standard Job/Plan appears in this field.

This field is review-only.

No. of Subordinate WOs

The number of subordinate Work Orders for this parent.

On a Work Order you can specify the identification number of a Parent Work Order. The Work Order then becomes a subordinate of the Parent Work Order. The system totals the number of subordinates for the Parent Work Order and displays the number in this field.

DATES

Plan Start

The date on which work on this Parent Work Order is scheduled to start.

Plan Finish

The date on which this Parent Work Order is scheduled to be completed.

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Raised

The date on which this Parent Work Order was raised.

This field defaults to display the date on which the Parent Work Order was first saved.

Required By

The date by which this Parent Work Order must be completed.

Authorised

The date on which this Parent Work Order was authorised.

Costs tab

Costs from each Work Order subordinate are combined and displayed on this tab. Costs shown include actual and estimated costs, the variances between these costs, and total costs.


ESTIMATED COSTS

Estimated costs are rolled up from the total estimated costs specified for each subordinate Work Order for this parent.

Labour

The estimated costs for labour recorded on the subordinate Work Orders.

Materials

The estimated costs for materials recorded on the subordinate Work Orders.

Equipment

The estimated costs for equipment recorded on the subordinate Work Orders.

Other


Total

The total estimated costs.

ACTUAL COSTS

Labour

The actual costs for labour recorded on the subordinate Work Orders.

Materials

The actual costs for materials recorded on the subordinate Work Orders.

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Equipment

The actual costs for equipment recorded on the subordinate Work Orders.

Other

The actual other costs accrued recorded on the subordinate Work Orders.

Total

The total actual costs recorded on the subordinate Work Orders.

VARIANCE COSTS

Labour

The difference between actual and estimated costs for labour.

Materials

The difference between actual and estimated costs for materials.

Equipment

The difference between actual and estimated costs for equipment.

Other

The difference between actual and estimated other costs.

Total

The total difference between actual and estimated costs.

RESOURCE HOURS

Estimated


Actual


Resources tab

The Resources tab displays all the resource types specified on each subordinate Work Order.


Class

The resource class code.

Description

A description of the resource class.

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Res Type

(Resource Type)

The resource type code.

Description

A description of the resource type.

Crew Sz

(Crew Size)

The number of people in the work crew allocated to this task.

Est Hrs

(Estimated Hours)

The estimated hours of completing this Work Order.

Act Hrs

(Actual Hours)

The actual hours of completing this Work Order.

Extended Description tab

Use the Extended Description tab to create and modify an extended text description for a Parent Work Order.


Extended Description (Primary Field)

The top field on this tab stores header text information. Enter or modify this information as required.

Extended Description (Secondary Field)

The bottom field on this tab stores the body text of the extended description. Enter or modify this information as required.

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MSQ629 - Notice This MSQ629 application is used to record the information required for communicating with an authority who needs to be notified when work is to be performed at a location. A notice is initiated from a work order and the Work Notice application provides a means for:

• Maintaining and processing notices

• Recording the history of notifications to an authority

Details of locations that require a notice are stored as notice location records. They are created and maintained in the Notice Location application (MSQ62B). A notice location can be linked to a work order. If the work order initiates the creation of a notice, details contained within the linked notice location (such as interested parties and protected periods) are included in the notice.

For further information about the Work Notice application, refer to the Notifications module overview.

Search for Notice (MSQ629)

Search Criteria

The search window provides facilities for searching for a Notice based on a specific search method and criteria. There are a number of search fields available. Enter search criteria into these fields to narrow the search.



All Displays every Notice matching the selection criteria entered.

Work Notices Displays only the Work Notices matching the selection criteria entered.

Daily Whereabouts Displays only the Daily Whereabouts Notices matching the selection criteria entered.

Work/Daily Whereabouts Notice


Notice for Work Order

The work order number and the description of the work order.

Notice Status

Notice status refers to the current status of the notice. Possible values are:

• Original - The first communication with the recipient(s).

• Follow-up - Planned subsequent communication(s) with recipient(s).

• Aborted - Notice never sent and no longer required.

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• Cancelled - A Cancelled status indicates that previous communications are to be ignored. A copy of the previous communication endorsed as cancelled is issued.

• Amended - An Amended status indicates that changes have been made to the previous communication.

• Completed - A Completed status indicates that there will be no more communication.

Send Status

Send status refers to the send status of the notice. Possible values are:

• Pending - This status is assigned to a notice that was initiated from a work order that does not as yet have a planned start date recorded on it.

• Queued - Notice available for sending. Notices are queued at a set time before their due date.

• Aborted - Never sent and no longer required.

• Sent - Notice has been sent to the specified recipient(s).

Tabs • Notice

• Reinstatement

• Protected Period

• History

Notice tab

This tab provides for recording and viewing details of the notice. Notice details are recorded using two sources:

• Generated from the work order

• Manually entered.


DUE

The due date is determined from the associated work order’s planned start date. If there is a planned start date, the due date is assigned and the notice is given a send status of QUEUED. If a planned start date is not available on the work order, a due date is not recorded and the notice is assigned a send status of PENDING.

A calculated due date must not earlier than today’s date. If it is earlier than today’s date, a warning appears.

Date

The due date of notice.

The due date is calculated by subtracting the value in the Notice Send Period associated value of the Table File NPER - Notice Period, from the Work Planned Start Date of the notice.

This field entry is system-generated and cannot be modified.

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Time

The due time of notice.

This field entry is system-generated and cannot be modified.

NOTICE DETAILS

Originator Cross Reference

The required ID for the originator, if required.

Estimated Inspection Unit

The estimated inspection unit, if required.

Works Status

The work status. It defaults to A - Work About to Start.

Comments Line 1

Comments required for the notice. This is a free text area.

Comments Line 2

Additional comments required for the notice. This is a free text area.

Category of Work

The category of work code which is assigned by the system from the Work Order maintenance type associated value.

Category of work codes are defined in the Table File CATW - Category of Work and are defined against the maintenance types. The associated values for the table codes of this table type contain the type of notice and the notice period for both the traffic sensitive and non-traffic sensitive work.

Notice Period

The notice period code which is assigned by the system from the link between the Work Order maintenance type associated values and the CATW Table File.

This period is derived from the work order’s category of work and the sensitivity of the notice location.

Location

The location code which is assigned by the system from the location code entered on the associated work order.

Location Description

The description of the location which defaults from the location code.

Reinstatement tab

Details for a reinstatement notice are recorded on the reinstatement tab. The details recorded on this tab are included in reinstatement notice reports for the notice and associated work order.

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Hint: A shortcut menu is available by right-clicking in the Reinstatement grid.


Reinstat Not ID

(Reinstatement Notice ID)

The identifying number for the reinstatement notice.

Creation Date

The date when the reinstatement notice was created.

This information is system-generated.

Creation Time

The time when the reinstatement notice was created.

This information is system-generated.

Excav Posn

(Excavation Position)

The position of the required excavation for example, footpath or carriageway.

Either type or select an entry. An entry is not mandatory.

Act Inspct Unit

(Actual Inspection Units)

The value as specified by the authority.

Surf Class

(Surface Classification)

A classification for the type of surface found at the excavation position.

Either type or select an entry. An entry for this field is not mandatory.

Snd Stat

(Send Statement)

This field is used to record options for sending or resending a reinstatement notice. The following options are available:

• To authority - Select this option to send or resend to the authority specified for the associated notice.

• To Interested Parties - Select this option to send or resend to the interested parties specified for the associated notice.

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• To All - Select this option to send or resend to both the authority and the interested parties specified for the associated notice.

Note: You can use one of the following buttons to execute the required action:


New This button allows you to create a new reinstatement notice.

This button exists at all times.

Modify This button allows you to modify an existing reinstatement notice.

This button is only available if a reinstatement notice exists.

Delete This button allows you to delete a reinstatement notice.


Send This button allows you to send the reinstatement notice to the relevant authorities or interested parties.


Protected Period tab

A notice is initiated by the selection of specific notice locations and maintenance types when work orders are created. A notice location contains details of authorities that need to be contacted when work is conducted in a specific location where constraints apply. When a constraint usually prevents work being conducted for a specific period, the period is referred to as a protected period.

Information for protected periods for a location is recorded on the notice location. That is, a notice location contains the to and from dates and a description for each protected period associated with the notice location.

When you are creating a work order in the work order application and you select a notice location, a notice can be initiated. If a notice is initiated, the protected period information contained in the notice location appears on the Protected Periods tab.

When a notice is initiated from a work order or reviewed in the Work Notice/ Daily Whereabouts detail screen, the system checks the planned start date for work. If the start date falls within a protected period you are informed that approval is required. If the start date does not fall within a protected period, approval is not required.


From Date

The date the protected period starts.

To Date

The date the protected period ends.

Description

A description of the protected period associated with the notice location.

NOTICE LOCATION DETAILS

© 2009 Mincom


Notice Location

The ID of the notice location specified in the work order associated with the notice.

Description

A description of the notice location.

Sensitivity

The sensitivity code for the notice location. The constraint that applies to the location is determined from the sensitivity.

WORK PLANNED START

Date

The date field for the start of work is populated from the information recorded on the work order associated with the notice.

Time

The time field for the start of work is populated from the information recorded on the work order associated with the notice.

WORK PLANNED FINISH

Date

The date field for the finish of work is populated from the information recorded on the work order associated with the notice.

Time

The time field for the finish of work is populated from the information recorded on the work order associated with the notice.

WORK APPROVED

Approval for work in the location for a protected period must be gained from the authority specified in the notice location.

If the planned start date for work falls within a protected period, the system informs you that work approval is required and the fields in the Work Approved group are activated.

By

The person who granted the approval.

Date

The date approval was received.

Time

The time approval was received.

© 2009 Mincom


History tab

The history for the notice includes a date and time for:

• Creation

• Last modification

• Last sent

All fields on this tab are system-generated and cannot be modified. Field values are automatically updated as the notice is modified.


CREATED

By

The ID and description of the person who created the notice.

Date

The date the notice was created.

Time

The time the notice was created.

LAST MODIFIED

By

The ID and description of the person who last modified the notice.

Date

The date the notice was last modified.

Time

The time the notice was last modified.

LAST SENT

Date

The date the most recent send action was performed.

Time

The time the most recent send action was performed.

© 2009 Mincom


MSQ62C - Search for Task Assignments The MSQ62C Task Assignment screen is used to either:

• search for task assignments

• create multiple task assignments

Work order tasks are assigned to an indefinite number of crews and or individuals (employees). When a work order task is assigned to a crew or individual a record is created on the task assignment file (MSF52C).

MSQ62C can be run as a standalone application or from the work order or work order task applications. The following functions are available:

• assign multiple crew and/or individuals

• search for task assignments including finished task assignments

• detail planned start and finish information

• detail actual start and finish information

• quick start and finish options

• reschedule task assignments

• set task assignment status

• delete task assignments


Search for Task Assignments

The search screen provides the facility to search for a task assignment based on a specific search method and criteria.



All Displays every task assignment matching the selection criteria entered.

Exact Match Displays the exact task assignment based upon the entries made in the search fields.

Starts From Displays the task assignment which starts from the specified characters and match the entered search criteria.

Starts With Displays the task assignment which starts with the specified characters and match the entered search criteria.

© 2009 Mincom


Task Assignments

MSQ62C provides a search facility where the results display in a grid and various options are selected from the menu bar to maintain, modify, reschedule and delete task assignments.

Work Order

Enter the work order number to search by work order. This field displays the work order number if entered on the MSQ620 - Work Order Task screen.

WO Task No

(Work Order Task Number)

The work order task number.

Allocated Type

Enter the allocated type of either crew or individual (employee).

Allocated Entity

Enter the Employee ID or Crew assigned to the task. You can not enter both an allocated crew or allocated employee.

District Code

The district code the crew or employee is assigned to.

Include Closed Assignments

Select this option to include closed task assignments in the search results.

© 2009 Mincom


MSQ62C - Create Task Assignments This screen is used to create multiple task assignments for a single work order task.

A work order number and task number must be entered before you can create a new task assignment.

The work order and task number defaults if entered on MSQ620 - Search for Work Order Task search screen.

Work Order

Enter the work order number to search by work order. This field displays the work order number if entered on the MSQ620 - Work Order Task screen.

WO Task No

(Work Order Task Number)

Enter the work order task number.

Allocated Crew

Enter the crew assigned to the work order task. This field is mandatory.

Allocated Employee

Enter the employee ID assigned to the task. You can not enter both an allocated crew or allocated employee.

Assigned Start Date

The start date assigned to the crew or employee. This field is optional.

Assigned Start Time

The starting time the crew or employee is assigned to the task. This field is optional.


The finish date assigned to the crew or employee of the task. This field is optional.


The finishing time assigned to the crew or employee of the task. This field is optional.

Status


© 2009 Mincom


MSQ650 - Equipment Tracing In Mincom Ellipse, equipment tracing provides for tracing nominated items of equipment through their lifecycle of purchase, fitment, defitment, rebuild and repair.

The Equipment Tracing application is used to maintain the tracing actions recorded and updated as part of the transaction, actioning an equipment, for example, a fitment work order or a stores issue.

The Equipment Tracing application provides for:

• Adding an equipment tracing record for an action already recorded but has no tracing information against it.

• Amending the sequence of tracing actions where more than one action is performed on a tracing, the same day, but were updated on file in an incorrect chronological sequence.

• Deleting a previously recorded tracing record fitment.


Equipment Reference

Enter an equipment reference number for the installation position of the fitted equipment you want to trace. An installation position includes the equipment reference number, component code and modifier code. The entry in this field is validated against the Equipment Register to determine that it exists and it is traceable.

If you open the Equipment Tracing detail screen from the Work Order detail screen, an equipment reference number for the equipment specified in the work order displays.

Comp Code

(Component Code)

Enter the component code for the equipment, if required. Entry is required in this field if the equipment specified for the tracing action is a component of the installation equipment. For example, the engine fitted in a CAT111 (the installation equipment) has a component code of 1000.

Mod Code

(Modifier Code)

Enter the modifier code in this field (if one is required). Where more than one of a fitted equipment is part of an equipment number, the modifier code indicates the location of each of the fitted equipment.

Equipment Descriptions

This field displays the description of the equipment as recorded in the Equipment Reference field.

Pref Equip/EGI

(Preferred Equipment/Equipment Group Identifier)

This field displays the classification of the equipment by group or equipment number. The type of entry displayed depends on the installation position selected in the hierarchy.

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Fit Equipment Reference

Enter the equipment number that uniquely identifies the equipment fitted.

Fitted equipment refers to the item of equipment that is fitted in the specified installation position and required the tracing action.

Descriptions

This field displays the description of the fitted equipment.

Fitment Date

The date the current fitment was completed.

Reference Number

The number of the document specifying the tracing action, for example, a work order. The source of the number displayed is indicated by the reference type code. For example, if reference number MAH02 displays with a reference type WO, the entry is referring to a work order (WO) with the identifying number MAH02.

Cumulative Statistic

The cumulative statistic value since new for the fitted equipment. This is derived by adding the statistics value achieved since the previous fitment or rebuild in situ to the cumulative value of the last record of this statistic type. The value for this entry reflects the selection in the Statistic Type field.

Position Statistic

The statistic value achieved in this installation position since the previous fitment or rebuild in situ. The value for this entry reflects the selection in the Statistic Type field.

Expected Between Rebuilds

The statistic value expected between rebuilds for the selected equipment. The statistic value in this field is the corresponding value recorded against the EGI profile.

Life Since Rebuild/New

The statistic value for the fitted equipment accumulated since new or last rebuild. If a meter reset record is located before finding a rebuild record, the total cumulative value is returned.

Remaining Life

The statistic value of the fitted equipment's remaining life.

Expected Overhaul/Replacement Date

The date the fitted equipment is due for replacement or overhaul.

© 2009 Mincom


MSQ655 - Job Estimating The Job Estimating application is used to estimate the labour, equipment and material requirements, and associated costs required to complete a job. The job could be anything from a capital works construction project to a maintenance job.

Search for Job Estimates

Search Criteria

The search window provides facilities for searching for a Job Estimate based on a specific search method and criteria. There may be a number of search fields available on a number of tabs on this screen. Primary search keys display in bold. Enter search criteria into these fields to narrow the search.



All Displays every Job Estimate matching the selection criteria entered.

Exact Match Displays the exact Job Estimate based upon the entries made in the search fields.

Starts From Displays the Job Estimates which start from the specified characters and match the entered search criteria.

Starts With Displays the Job Estimates which start with the specified characters and match the entered search criteria.

Job Estimating


Estimate Number

The unique identifying number for the Job Estimate.

Version No

The version number of the Job Estimate.

Description

A description of the Job Estimate.

Standard Estimate

Use this check box to create the estimate as a Standard Estimate. A Standard Estimate can be used as a template for creating new Job Estimates but cannot be selected for work and packaging.

Tabs • Estimate Details

• Estimate History

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• Estimate Planning

• Estimate Costs

• Estimate Items

• Details

• Costs

• Planning

• Location

• CPR Installation

• Unitisation

• Quote Details

• Estimate Location

• Reference Codes

Estimate Details tab

The Estimate Details tab provides for capturing and displaying general information specific to the Job Estimate being created, or reviewed in the detail screen.


User Status

This field displays the user status of the Job Estimate.

The User Status of a Job Estimate can be changed at any time by selecting JobEstimating » Change User status.

Entry is validated on the Table File JES – User Status.

Owner District

This field displays the district in which the Job Estimate was created. This entry is defaulted from the login district at the time of creation.

Originator ID

This field displays the employee ID of the person who originated the Job Estimate.

Job Type

The entry in this field is normally generated from the Work Request. The job type specifies the type of job being estimated. For example, if your company is involved in preparing estimates for work on equipment, installation and repair can be included in the selection list for the Job Type field.

An entry in this field is mandatory. If no entry defaults from the Work Request or you want to change the job type, select a job type from the drop-down list. You will be asked to confirm an Adjustments Factors message.

Entry is validated on the Table File WO - Work Order Types.

© 2009 Mincom


Business Type

A code defining the type of business or business sector the job estimate relates to. Entry is validated against the Table File BUS - Business Type.

Operation Details

Operation type is one of the factors that determine requirements and associated costs for a Job Estimate. An operation type is a user-defined code. For example, for requirements to be recorded for both 'cold' (not energised) and 'hot' (energised) activities, cold and hot would be defined as operation types.

Select an operation type from the drop-down list.

Entry is validated on the Table File OTYP – Operation Type.

Request No

If a Work Request initiated the creation of a Job Estimate, the identifying number/code for the work request is specified in this field.

Enter a Work Request number or right-click to search and select.

Owner Position

The position number, or user ID, of the person responsible for the construction and maintenance of the estimate.

Enter an owner position or right-click to search and select.

Equipment Reference

If the Job Estimate is for a piece of equipment, the equipment number for the equipment is recorded in this field.

Enter an equipment number or right-click to search and select.

Ownership

If ownership of the Job Estimate is shared, this field specifies the percentage ownership for your organisation.

Vintage Year

Vintage year can be used for Mass Assets to record a bulk of assets installed in a particular year and to track annual depreciation based on the year installed. For example, all of the poles installed in 1990 may be identified under a common Asset Account for that year. So all of the estimate may relate to asset creation in a particular year. Alternatively, there may be a requirement to remove certain assets as part of the job. By identifying the Vintage Year of those assets, the value of the removed assets can be determined by assessing the depreciation of the assets value from the original value.

Entry in this field is optional.

Estimate History tab

A large amount of the information on the Estimate History tab is system-generated and displays in read-only fields. The information displayed includes details of the changes to the status of the Job Estimate.


© 2009 Mincom


STATUS HISTORY

Authorized By

This field displays the person who changed the INPROGRESS status to AUTHORISED.

This entry is system-generated.

On

This field displays the date on which the job estimate was authorised.

This entry is system generated.

At

This field displays the time when the job estimate was authorised.


Rejected By

This field displays the person who changed the status to REJECTED.

On

This field displays the date on which the status was changed to REJECTED.


At

This field displays the time at which the status was changed to REJECTED.


Superseded By

This field displays the person who changed the status to SUPERSEDED.

On

This field displays the date on which the status was changed to SUPERSEDED.


At

This field displays the time at which the status was changed to SUPERSEDED.


Packaged Date

This field displays the date the Job Estimate was packaged.

© 2009 Mincom


Packaged Time

This field displays the time when the Job Estimate was packaged.

Selected Date

This field displays the date the Job Estimate was selected.

Selected Time

This field displays the time when the Job Estimate was selected.

ESTIMATE TIMES/DATES

Creation Date

The date on which the Job Estimate was first created.


Creation Time

This field displays the time at which the Job Estimate was first created.


Reqd Start Date

(Required Start Date)

Record the required start date for the job.

Reqd Start Time

(Required Start Time)

Record the required start time for the job.

Reqd Finish Date

(Required Finish Date)

Record the required finish date for the job.

Reqd Finish Time

(Required Finish Time)

Record the required finish time for the job.

Expiry Date

Record the expiry date for the job.

Expiry Time

Record the expiry time for the job.

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Late Mat Date

(Late Materials Date)

This field displays the latest availability date for the material requirements.


Estimate Planning tab

The Estimate Planning tab is used to record information to assist with planning and scheduling programmed work based on standard estimates. This information will be copied across to Ellipse entities such as work orders that are created from this estimate.


Equipment Ref

The identification of the equipment on which work is to be performed.

Segments Button


Comp Code

(Component Code)

The code indicating the specific sub-assembly of the equipment. Entry is validated against the Table File CO - Component Code.

Comp Mod Code



Note: Click the EGI Profile Search icon to display the Dialog Box - EGI Profile Search to search for component and modifier codes.

Account Code

The cost centre or account number where the work is to be charged.

Work Group

The work group to be assigned to complete this work.

Plan Start Date


The date scheduled for starting the work. This must be less than the Plan Finish Time.

This field is mandatory if a Plan Start Time is entered.

© 2009 Mincom


Plan Start Time

(Planned Start Time)

The time scheduled for starting the work.

If the Plan Start Date is today this field will default to the current time. Otherwise, this field will default to either the Work Group start time, or midnight.

Plan Finish Date


The date scheduled for finishing the work. This must be equal to or later than the Plan Start Date.

This field is mandatory if a Plan Finish Time is entered.

Plan Finish Time

(Planned Finish Time)

The time scheduled for finishing the work.

If the Plan Finish Date is today this field will default to the current time. Otherwise, this field will default to either the Work Group start time, or midnight.

Est Dur Hours

(Estimate Duration Hours)

The estimated duration in hours to complete this work. This is used in conjunction with the Plan Start Date and Work Group to calculate the Plan Finish Date if one is not entered, according to the following rules:

• If a Work Group is specified, use the default working hour for the work group to calculate the Plan Finish Date from the Plan Start Date and Duration.

• If no Work Group is specified, assume a 24 hour working day to calculate the Plan Finish Date.

Estimate Costs tab

The Estimate Costs tab displays the cost details for the Job Estimate which have been recorded in the Dialog Box - Job Estimate Costs.

Costs that have been calculated are displayed with a .

Costs that have been manually recorded as displayed with a .


COSTS

Material Costs

This field displays the total cost of material requirements.

© 2009 Mincom


Resource Costs

This field displays the total cost of resource requirements.

Equipment Costs

This field displays the total cost of equipment requirements.

Other Costs

This field displays the total of other costs.

Contract Costs

This field displays the total of contractor costs.

Total Cost

This field displays the total of requirements, other and contractor costs.

ADJUSTMENT

Material Costs Adjustment

This field displays the adjustments associated with material requirements.

Resource Costs Adjustment

This field displays the adjustments associated with resource requirements.

Equipment Costs Adjustment

This field displays the adjustments associated with equipment requirements.

Total Costs Adjustment

This field displays the total adjustments for all requirements.

COSTS AFTER ADJUSTMENT

Material Costs After Adjustment

This field displays the total cost of material requirements including adjustments associated with material requirements.

Resource Costs after Adjustment

This field displays the total cost of resource requirements including adjustments associated with resource requirements.

Equipment Costs after Adjustment

This field displays the total cost of equipment requirements including adjustments associated with equipment requirements.

© 2009 Mincom


Other Costs after Adjustment

This field displays the total cost after accounting for risks for costs other than requirement costs and contract costs.

Total Costs after Adjustment

This field displays the total of requirements, other and contractor costs including all adjustments.

Calc Res Hours

(Calculated Resource Hours)

This field displays the total resource hours required. The total cost, after accounting for adjustments, is calculated for the hours specified in this field.

Estimate Items tab

The Estimate Items tab provides for constructing, modifying and reviewing the hierarchy for a Job Estimate. This tab is divided into two sections:

• Hierarchy Panel - The hierarchy for the job estimate is developed in the hierarchy panel. The tools required for developing a hierarchy are available on the toolbar immediately above the panel.

• Detail Panel - This panel contains the following tabs:

• Details

• Costs

• Planning

• Location

• CPR Installation

• Unitisation

Details tab (Estimate Items tab)

The Details tab provides for recording and displaying details for an item that is selected in the hierarchy.


Item No

The Job Estimate item number.

Description

The description recorded in this first Description field is the label displayed for the item in the hierarchy. The second Description field is available for additional descriptive information.

Qty Reqd

(Quantity Required)

The quantity of the item required for the estimate. The default value is 1.

© 2009 Mincom


Avail Qty

(Available Quantity)

The available quantity is automatically generated from the Qty Reqd field. Default value is 1. This entry is the same as the Qty Reqd field entry until quantities have been included in a job package.

Ownership %

If more than one party is responsible for the resulting assets, the figure in this field specifies the percentage ownership by your organisation.

Description

The description recorded in the first Description field is the label displayed for the item in the hierarchy. This second Description field is available for additional descriptive information.

Contestable Item

Select this check box if the item is contestable. This may be by Government Regulation, requiring competitive prices to be sought. Multiple prices can be sought and compared. Normally, the lowest priced option is selected at the time of estimation.

Auto Consolidate

(Auto Consolidation for Bulk Packaging)

Indicates that the item with all its sub-items should be consolidated automatically during the packaging process.

Job Type

The job type is defaulted from the Estimate Details tab. If necessary, use the arrow button displayed in this field to select a different entry.

Bus Type

(Business Type)

The business type is defaulted from the Estimate Details tab. If necessary, use the arrow button displayed in this field to select a different entry.

Op Type

(Operation Type)

The operation type is defaulted from the Estimate Details tab. If necessary, use the arrow button displayed in this field to select a different entry.

Contractor

This field is available if the item is a Compatible Unit (CU).

Orig Priority


© 2009 Mincom


Costs tab (Estimate Items tab)

The Costs tab provides for recording, reviewing and maintaining requirement and contract costs, at an item level in the hierarchy.

The Estimate Costs tab displays the cost details for the Job Estimate requirements which have been recorded in the Requirements dialog box. For more information, refer to the following activities:

Record Material Requirements for a Job Estimate Item

Record Equipment Requirements for a Job Estimate Item

Record Resource Requirements for a Job Estimate Item

Costs which have been calculated are displayed with a .

Costs which have been manually recorded as displayed with a .


Material Costs

This field displays the material requirements costs for the item.

Resource Costs

This field displays the resource requirements costs for the item.

Resource Hrs

(Resource Hours)

This field displays the resource hours for the item.

Equipment Costs

This field displays the equipment requirements costs for the item.

Other Costs

This field displays the other costs for the item.

Contract Costs

This field displays the roll-up contractor costs for everything in the hierarchy below the selected item (including the selected item).

Contract Costs

(for this item only)

This field displays the contractor costs for the selected item only.

Total Cost

This field displays the total requirements, contractor and other costs for the item.

© 2009 Mincom


Planning tab (Estimate Items tab)

The Planning tab records information to assist with planning and scheduling programmed work at an item level in the hierarchy. This information will be copied across to Ellipse entities such as work orders that are created from this estimate.


Equipment Ref


The identification of the equipment on which work is to be performed.

Segments Button


Comp Code

(Component Code)

The code indicating the specific sub-assembly of the equipment. Entry is validated against the Table File CO - Component Code.

Comp Mod Code



Note: Click the EGI Profile Search icon to display the Dialog Box - EGI Profile Search to search for component and modifier codes.

Account Code

The cost centre or account number where the work is to be charged.

Work Group

The work group to be assigned to complete this work.

Plan Start Date


The date scheduled for starting the work. This must be less than the Plan Finish Time.

This field is mandatory if a Plan Start Time is entered.

Plan Start Time

(Planned Start Time)

The time scheduled for starting the work.

© 2009 Mincom


If the Plan Start Date is today this field will default to the current time. Otherwise, this field will default to either the Work Group start time, or midnight.

Plan Finish Date


The date scheduled for finishing the work. This must be equal to or later than the Plan Start Date.

This field is mandatory if a Plan Finish Time is entered.

Plan Finish Time

(Planned Finish Time)

The time scheduled for finishing the work.

If the Plan Finish Date is today this field will default to the current time. Otherwise, this field will default to either the Work Group start time, or midnight.

Est Dur Hours

(Estimate Duration Hours)

The estimated duration in hours to complete this work. This is used in conjunction with the Plan Start Date and Work Group to calculate the Plan Finish Date if one is not entered, according to the following rules:

• If a Work Group is specified, use the default working hour for the work group to calculate the Plan Finish Date from the Plan Start Date and Duration.

• If no Work Group is specified, assume a 24 hour working day to calculate the Plan Finish Date.

Man Effort

(Manual Effort)

The total effort allocated to this item to increase/decrease the estimated duration hours. This field defaults to 1.



Location tab (Estimate Items tab)

In the Location tab you can select a location for the item selected in the hierarchy. The location details will display in the associated fields.


Location

Enter a location or right-click to search and select.

© 2009 Mincom


STREET NO

The details of the location selected including street number, street name, city and post code will display in these fields.

ADDRESS

The free-from address details of the located selected will display in these fields.

CPR Installation tab (Estimate Items tab)

The CPR Installation tab is used to record information required for the unitisation process. For more information, refer to the Utilities Asset Accounting module.


Property Unit

Property Unit is the term used to refer to the level at which a company chooses to capitalise its assets.

Enter the property unit code required for the selected item in the hierarchy.

Asset Number

The selected item will be capitalised against a plant account.

Enter the number of the plant account.

CPR Location Category

Select a CPR location category from the drop-down list.

The CPR location category codes are associated with the Table File LG.

CPR Location

Select a CPR location from the drop-down list.

Vintage Year

This entry is recorded for removal work.

Enter the year in which the material is to be retired.

Installation Identifier

This entry is recorded for removal work. When a specific asset is to be retired, the installation identifier is used to identify the asset.

Enter the installation identifier.

Unitisation tab (Estimate Items tab)

The Unitisation tab allows input of information required for the unitisation process. It is only available if the Utilities Asset Accounting module (3930) is installed.


© 2009 Mincom


Business Category

Enter the business category for the work that is to be conducted, for example, transmission or distribution.

Tax Class

Select a tax class for reporting purposes from the drop-down list.

Account Code

Enter the account code to which costs for the selected item are to be charged.

Quantity Check

Select this check box if you want the unitisation process to report discrepancies between estimated and actual quantities.

Quote Details tab

The Quote Details tab displays details of a quote issued for the Job Estimate. This information is generated when the status of the estimate is changed to QUOTE and details of the status change are recorded during the Record Quote Details for a Job Estimate activity.


Quoted By

This field displays the employee code of the person providing the quote.

Quoted Value

The amount specified for the quote.

Quote Status

This field indicates the status of the quote. The value is system-generated.

Quoted Date

The date the quote was recorded.

Quoted Time

The time the quote was recorded.

Issue Date

This field displays the date the quote was issued.

Accepted Date

This field displays the date the customer accepted the quotation.

Estimate Location tab

The Estimate Location tab is used to select and display the location details for the Job Estimate.


© 2009 Mincom


Location

Enter or right-click to search and select a location code.

ADDRESS

Street Number

The street number of the location.

Street Type

This field displays the street type of the location.

Street Name

The street name of the location.

Suburb

The suburb of the location.

Street Position

This field displays the street position of the location.

City

The city of the location.

County

The county of the location.

Post/Zip Code

The postcode or ZIP code of the location.

GIS Reference

This field displays the GIS (Graphical Information System) reference of the location.

State

This field displays the state the location is in.

Free Form Address

This field displays the free form address information about the location.

Reference Codes tab

Use the Reference Code tab to record reference code details for a Job Estimate.

The reference codes tab enables you to view reference code information for a Job Estimate. Reference codes are used to define additional information about a Job Estimate and are powerful search criteria.

A reference code can be used:

© 2009 Mincom


• To provide a link to another entity

• As a search criterion when searching for Job Estimates


Reference Code

The Reference Codes for Job Estimates are agreed during implementation. A list of valid codes for Job Estimates displays.


Enter the value of the reference code for the Job Estimate.

Description

This field displays the description of the reference code value.

Text

If the text icon is present, click on it to display the Dialog Box - Standard Text. Use this dialog box to review, add or modify standard text as required.

© 2009 Mincom


MSQ695 - Job Package The MSQ695 - Job Package screen displays the current hierarchy and details for a Job Package. The information displays in two sections:

• The left section has a panel in which you can view and modify a hierarchy for a Job Package.

• To the right of the hierarchy panel is a detail section. The information in this section refers directly to the 'node' selected in the hierarchy and contains details of this item.

Node refers to a specific item in a Job Package hierarchy. A node can be a Project, sub-Project, Parent Work Order, Work Order, or Work Order task.

In the hierarchy panel you can create, modify, delete and review Job Packages and nodes on specific Job Package hierarchies. You can also package job estimates from the Include Job Estimates screen.

Hint: MSQ695 does not contain a search screen. Existing Job Packages are accessed using the Dialog Box - Open Existing, which enables Job Packages related to either a Project, Work Order or Parent Work Order to be opened. For more information, refer to the Open a Job Package activity.


Node Count

This number determines the number of Nodes to be added when creating a Job Package Hierarchy. A number can be entered directly or the up and down arrows can be used to select the number of nodes to be added. For further information on using Node Counts - see Add an Item to a Hierarchy.

Tabs • Project Details

• Project Codes

• Parent WO Details

• Work Order Details

• Job Codes

• WO Task Details

Project Details tab

The Project fields appear when you:

• Add a Project to the hierarchy

• Select a Project item in the hierarchy

The icon against an item, indicates that it is a Project. When the item is selected, it is highlighted.


© 2009 Mincom


Project No

This field displays the number of the Project selected in the hierarchy. If the selected Project is a new item, enter the Project number.

You cannot enter both a Project Number and a Project Prefix. If a Project prefix number is entered, a Project number is automatically assigned when the Job Package is saved.

Prefix

If a default value was entered for Project prefix, it will display when a new Project is added to the hierarchy. If no default Project Prefix was set, enter a Project prefix code from the Table File PX - Project (AFE) Code Type.

When you save the details entered on the Project tab the system allocates the next available Project Number with that prefix. You cannot enter both a Project Number and a Project Prefix.

Project Description

This field displays the Project description, if the Project was previously saved.

If it has not yet been created and saved, enter a Project description.

Originator Id

This field displays the ID of the person who created the Project, if it has already been created.

• If the Default values on the Project creation have been set to 'Use Logged in User' then the logged in user ID will display.

• If the Default Values have been set with an alternative Originator ID, that ID will display.

• If no default values have been set, search for and select an employee number.

The name of the person associated with the ID number displays in the adjacent field.

Account Code

This field displays the account code or cost centre to which this Project is allocated. This field is mandatory if you are adding a new Project.

If no default value has been set for the Account Code, then search for and select an account code.

A description of the account code appears in the adjacent field.

Equipment Reference

This field displays the equipment number that costs with this Project are charged against. If the Project involves rebuilding or constructing a major piece of equipment, the costs are charged against the equipment.

If no default value has been set for the Equipment Number, then search for and select an equipment number.

A description of the equipment appears in the adjacent field.

Raised Date

This field displays the date on which the Project record was created.

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If the default value is set to record today's date as the Raised Date, then today's date will display. If an alternate date is set as the default date, then that date will display.

If no date is set as the default Raised Date, then select a date.

Job Type

The type of job defaults from the Project if an existing Project has been included.

If the Job Type can be altered, the Job Type Enabled check box will be selected.

Associated BPU

Select this check box if an Install Bill of Property (IBPU) or a Remove Bill of Property (RBPU) is to be generated at the currently highlighted point in the hierarchy.

Parent Project

The identification number of the parent Project for the Project selected in the hierarchy. This entry is automatically generated from details recorded against the Project.

Units Required

Contains the number of units needed to complete the Project as defined on the MSQ660 - Project screen.

Project Codes tab

As Project codes are stored against Projects, this tab only displays when a Project node is selected in the hierarchy.

On the Project Codes tab you can select specific job codes. Ellipse provides for 10 classification tables for job codes.


Code

Enter the job code or select it from the table file. Job codes are validated on the Table File J1 - J5 - Project Codes and are client-defined. Therefore, the codes available will depend on which table files have been setup.

Description

The description of the job code displays from the Table File J1 - J5 - Project Codes.

Parent WO Details tab

The Parent WO Details tab displays when you add a Parent Work Order item to a Job Package.

The icon against an item in the hierarchy indicates that the item is a Parent Work Order. When the item is selected, it is highlighted.


Parent WO

(Parent Work Order)

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If this is a new Parent Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field.

If no default displays, enter a Parent Work Order number or let the system generate one.

Prefix


If no default displays, enter a Parent Work Order number or let the system generate one.


(Parent Work Order Description)

This field displays a description of the Parent Work Order being added.

Originator ID


If no default displays, search for and select an employee number.

Originator Description

This field displays the name of the person who created the Parent Work Order.


The Work Order fields display when you:

• Add a Work Order item to a Job Package

• Select a Work Order item in the hierarchy

The icon against an item in the hierarchy indicates that the item is a Work Order. When the item is selected, it is highlighted.


Work Order

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field.

If no default displays, enter a Work Order number or let the system generate one.

Prefix


If no default displays, enter a Work Order prefix.


If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. Modifications can be made as required.

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If no default displays, enter a Work Order description.

Originator ID

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field contains the name of the person who created the Work Order.

If no default displays, search for and select an employee number.

Originator Description

This field displays the name of the person who created the Parent Work Order added or selected.

Account Code

This field displays the account code or cost centre to which the Work Order is allocated. This field is mandatory if you are adding a new Work Order.

Search for and select an account code, if required.

The adjacent field contains a description of the account code or cost centre to which this Work Order is allocated.

Equipment Reference

This field displays the equipment number that costs are charged against. If the Work Order involves rebuilding or constructing a major piece of equipment, the costs are charged against the equipment.

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the equipment.

If no default displays, search for and select an equipment number, if required.

Work Group

This field defaults from the Work Order added or selected. This field displays the ID of the work group to which this Work Order is assigned.

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the work group.

If no default displays, search for and select a work group, if required.

Project No

This field displays the identification number for the Project referenced by the Work Order.

Work Order Type

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the Work Order type.

If no default displays, select a Work Order type from the Table File WO - Work Order Types.

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Parent WO

This field displays the identification number of the Parent Work Order added or selected.

Maintenance Type

If this is a new Work Order, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the maintenance type.

If no default displays, select a maintenance type.

Units Required

This field displays the quantity of work that needs to be done before this Work Order is completed.

Location


If no default displays, select a location.

Associated BPU

Select this check box if an IBPU or a RBPU is to be generated at the currently highlighted point in the hierarchy.

Job Codes tab

As job codes are stored against Work Orders, this tab only appears when a Work Order node is selected in the hierarchy.

On the Job Codes tab you can classify Work Orders based on the client-defined Table Files W0-W9 - Work Order Job Codes.


Classification

This field displays the descriptions of the classifications that exist.

Code

Enter the job code or select it from the table file. Job codes are validated on the Table File J1 - J5 - Project Codes and are client-defined. Therefore, the codes available will depend on which table files have been setup.

Description

This field displays the description of the job code.

WO Task Details tab

The Work Order Task fields appear when you:

• Add a Work Order task item to a Job Package

• Select a Work Order item in the hierarchy

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The icon against an item in the hierarchy indicates that the item is a Work Order task. When the item is selected, it is highlighted.

WO Task No.

If this is a new Work Order task, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the Work Order task number.

If no default displays, enter a Work Order task number or allow the system to generate one.

WO Task Description

If this is a new Work Order task, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. Modifications can be made as required.

If no default displays, enter a Work Order task description.

Work Group

If this is a new Work Order task, and a default was set on Dialog Box - Job Package Default Values, the defaulted value will display in this field. The adjacent field shows a description of the Work Group.

Work Order

This field displays the Work Order number to which the Work Order Task belongs.

Units Required

This field displays the quantity of work that needs to be done before the Work Order is completed.

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MSQ901 - Accounting Entry The Journal Holding file is a file where all accounting transactions generated by the many modules in Ellipse are located. The MSQ901 - Search for Accounting Entry is the tool used to access the Journal Holding File to view accounting transactions generated within Ellipse.

The search screen provides the functionality to locate and open an accounting entry. When an accounting entry opens, transaction details are displayed in the Accounting Entry detail screen.

The search tabs can be used in conjunction with each other to refine search criteria and retrieve specific data.

Hint: Another screen that is available for Transaction Retrieval and Review is MSO901 - Transaction Selection for Review. This contains the same selection criteria and displays the same output as MSQ901 - Search for an Accounting Entry. However, the display format of the search criteria and output differs.

Search for Accounting Entry


District Code

The District Code to retrieve transactions. Entry can be for any valid district you have access to. It does not have to be the district that you are currently logged into.

Sequence

The sequence in which the transactions are displayed once retrieved. Use the popup table to select the view or leave blank for it to default to Transaction Creation Sequence.

Pre Search tabs • Identifier

• Transaction

• Costing

• Timing

• Subledger

• Object

• Invoice

• Voucher

• Miscellaneous

Identifier tab

This tab provides the ability to define selection criteria to find the required accounting entry using the transaction number and transaction group.


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TRANSACTION NUMBER

From

The transaction number this search is to commence from.

To

The transaction number for this search is to end at.

GROUP

From

The transaction group number this search is to commence from.

To

The transaction group number this search is to end at.

Transaction tab

This tab provides the facility to define selection criteria to find the required accounting entry using the transaction type, category and status.


TRANSACTION TYPE

From

The transaction type this search is to commence from.

To

The transaction type this search is to end at.

CATEGORY

From

The transaction category this search is to commence from.

To

The transaction category this search is to end at.

STATUS

From

Enter one of the following to start the search from:

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E Only review transactions not posted due to an error in the transaction

N Only review non-posted and non-approved transactions

P Only review posted transactions

W Only review posted transactions with errors

U Only review unapproved transactions

To

Enter the transaction status this search is to end at. If a To value is not entered, the From value is the starting point of the search.

Costing tab

This tab provides the facility to define selection criteria to find the required accounting entry using the account, journal, expense element and cost centre.


ACCOUNT

From

The costing account number this search is to commence from.

To

The costing account number this search is to end at.

JOURNAL

From

The journal number this search is to commence from.

To

The journal number this search is to end at.

EXPENSE ELEMENT

From

The expense element this search is to commence from.

To

The expense element this search is to end at.

COST CENTRE

From

The cost centre this search is to commence from.

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To

The cost centre this search is to end at.

Timing tab

This tab provides the facility to define selection criteria to find the required accounting entry using the transaction date, creation date and accounting period.


TRANSACTION DATE

From

The transaction date this search is to commence from.

To

The transaction date this search is to end at. If Transaction Date is selected, then at least one additional field must be selected in combination. The access method will be determined from the additional field selected, for example, Transaction Type, Category or Posted.

CREATION DATE

From

The creation date this search is to commence from.

To

The creation date this search is to end at.

ACCOUNTING PERIOD

From

The accounting period this search is to commence from.

To

The accounting period this search is to end at.

Subledger tab

This tab provides the facility to define selection criteria to find the required accounting entry using the system account, account type and sub-ledger account.


SYSTEM ACCOUNT

From

The system account this search is to commence from.

To

The system account this search is to end at.

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TYPE

From

The subledger account type this search is to commence from.

To

The subledger account type this search is to commence from.

SUBLEDGER ACCOUNT

From

The sub-ledger account this search is to commence from.

To

The sub-ledger account this search is to end at.

Object tab

This tab provides the facility to define selection criteria to find the required accounting entry using the stock code, work order, equipment and project.


STOCK CODE

From

The stock code this search is to commence from.

To

The stock code this search is to end at.

WORK ORDER

From

The work order this search is to commence from.

To

The work order this search is to end at.

EQUIPMENT

From

The equipment number this search is to commence from.

To

The equipment number this search is to end at.

PROJECT

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From

The project number this search is to commence from.

To

The project number this search is to end at.

Asset

Sub Asset Ref

The sub asset reference code to search on.

This field is made up of:

• Asset Type - A or E (Asset or Equipment)

• Asset or Equipment Reference

• Sub Asset Number

Invoice tab

This tab provides the facility to define selection criteria to find the required accounting entry using the accounts payable supplier/invoice or accounts receivable invoice. Where you provide an accounts payable invoice, you must also provide a supplier identifier. You can, however, provide a supplier identifier without the accounts payable invoice values.


ACCOUNTS PAYABLE SUPPLIER

From

The supplier number this search is to commence from.

To

The supplier number this search is to end at.

ACCOUNTS PAYABLE INVOICE

From

The accounts payable invoice number this search is to commence from.

To

The accounts payable invoice number this search is to end at.

ACCOUNTS RECEIVABLE INVOICE

From

The accounts receivable invoice number this search is to commence from.

To

The accounts receivable invoice number this search is to end at.

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Voucher tab

This tab displays if voucher numbering is turned on.


Voucher No From

Enter the first (From) and last voucher number (To) in the range to be issued. If only the Voucher No From field is entered, transactions for that voucher number only display.

The voucher number consists of a district code, full accounting period and voucher sequence number.

Miscellaneous tab

This tab provides the facility to define selection criteria to find the required accounting entry using miscellaneous information such as requestor, district cross-reference, category code or value.


REQUESTED BY

From

The employee ID this search is to commence from.

To

The employee id this search is to end at.

XREF DISTRICT

From

The cross reference code this search is to commence from.

To

The cross reference code this search is to end at.

CATEGORY CODE

From

The category code this search is to commence from.

To

The category code this search is to end at.

VALUE

From

The accounting entry value this search is to commence from.

To

The accounting entry value this search is to end at.

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Tabs • General

• Details

• Additional

General tab

This tab provides the ability to review information common to all accounting entries.


Created On

This field displays the date the transaction was created.

Created At

This field displays the time the transaction was created.

Created By

This field displays the user ID the transaction was created.

Period

This field displays the year/month the transaction was created.

Transaction Date

This field displays the date the transaction was created.

Process Date

This field displays the date the transaction was processed.

Transaction Amount

This field displays the value of the transaction in local currency and the currency type code.

Secondary Amount

This field displays the value of the transaction in secondary currency and the currency type code.

Foreign Amount

This field displays the value of the transaction in foreign currency and the currency type code.

Account

This field displays the account number code.

Account Description

This field displays the description of the account selected.

Transaction Type

This field displays the transaction code and description.

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Details tab

Information specific to the accounting entry selected is displayed on this tab.

The information displayed in this tab varies depending on the module used to create the original transaction.

For example, a transaction created in the Fixed Asset module displays different information to a transaction created in the Materials module. Consequently the combination of fields displayed is constantly changing.

Additional tab

This tab provides the facility to view additional information common to all accounting entries.


Status Report

This field displays the report status code and description.

Status Posted

This field displays the posting status code and description.

Transaction Group

This field displays the transaction group name.

Xref District

(Cross-Reference District)

This field displays the cross-reference district code.

Voucher No

Voucher number displays if voucher numbering is turned on.