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Just like with requests, the service groups are also applicable in the corrective work orders. The requests service group and internal responsible user is automatically taken over to the corrective work order. The responsible user can has the option to plan and manually forward the work order to the applicable contractor.
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Building: Spacewell Arnhem
Supplier X is the preferred supplier for Spacewell Arnhem with the role ‘Access Control’
Problem type: 'Front gate defect'
Automatically create corrective work order: Yes
Work order service group: Facility
Role: 'Access Control'
Automatically send work order: Yes
Once a request with building ‘Spacewell Arnhem’ and the problem type ‘Front gate defect' is submitted, a corrective work order is automatically created, assgned assigned to the service group ‘Facility’, assigned to the contractor 'Supplier X’ and automatically send to the contractor.
Because there is no manual action or interference in this case, a remark can be pre defined and a default cost item (Catalog catalog item) can be determine and will also be automatically added to the work order. A default cost item can be relevant if price agreements are negotiated for specific work and the default price can automatically be included.
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In the corrective work order process it is possible to add a mandate approval step. A mandate approval is a step in the workflow, where an a specific authorized user of or user with a specific system group needs to review the work orders total amount and can approve or reject the work orders total amount. This order. The mandate approval step prevents work orders from being made and send to contractors with a (unauthorized) large total amount.
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If the mandate approval is executed by users based on a personal (maximum) mandate amount, mandate approval by manager option ‘by manager’ is used. Every user creating corrective work orders, has a personal mandate amount and can approve the corrective work orders up to the maximum total amount similar to the personal mandate amount. If the corrective work order total amount exceeds the personal mandate amount of the user, the manager of the user needs to approve the corrective work order next,. If the corrective work order total amount also exceeds the personal mandate amount of the manager, the next manager needs to approve the corrective work order next until the personal mandate amount is sufficient.
To use the mandate approval by manager, the users all applicable users creating corrective work orders, need to have the manager and personal mandate amount need to be registered. Register the mandate amount up to which the user is allowed to approve corrective work orders for, on the users contact page. Register the manager of the user and register the mandate amount of the manager. Continue with linking managers and regsitering the personal mandate amounts, until the maximum mandate amount is reached. Also register the same information for every manager. The manager and personal mandate amount can be registered on the contact page of the user.
Example:
User 1 → Manager: User 2 and Mandate amount: 500
User 2 → Manager: User 3 and Mandate amount: 10.000
User 3 → Manager: No manager and Mandate amount: 1.000.000
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If the mandate approval is always executed by specific users or a specific department, a system group can be registered to execute the mandate approval and approve the corrective work order total amount. If the corrective work order total amount only needs to be approved, if it exceeds a certain amount, it is poissble possible to register the amount form from which the mandate approval by the specific system group applies.
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Both mandate approval options mentioned above, can be configured on problem type level.
Example:
Problem type 1
Mandate approval group: Mandate approvers (members are User 1 and User 2)
Mandate approval from amount: 1000
Problem type 2
Mandate No mandate approval disabled
Problem type 3
Mandate approval: by manager
User 1 → Manager: User 2 and Mandate amount: 500
User 2 → Manager: User 3 and Mandate amount: 10.000
User 3 → Manager: No manager and Mandate amount: 1.000.000
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A corrective work order from a request with Problem type 1 with the total amount of 250, no approval is needed
A corrective work order from a request with Problem type 1 with the total amount of 2500, needs to be approved by either User 1 or User 2 (every user in the mandate approval system group will get the task to approve)
A corrective work order from a request with Problem type 2 with the total amount of 250, no approval needed
A corrective work order from a request with Problem type 2 with the total amount of 20.000, no approval needed
A corrective work order from a request with Problem type 3 with the total amount of 250, needs to be approved by User 1
A corrective work order from a request with Problem type 3 with the total amount of 5.000, needs to be approved first by User 1 and then by User 2
A corrective work order from a request with Problem type 3 with the total amount of 20.000, needs to be approved first by User 1, then by User 2 and then by User 3
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For more information about requests and problem types see: Requests module.
1.5 Tendering process (quotations)
If a it is not yet clear which contractor is assgined to the corrective work order needs to be handled by a not yet known contractor, a tendering process can be created to find the right contractor for the job. Via a tendering process, quotations can be requested from multiple suppliers to handle the corrective work order.
Tendering processes are used if there are no preferred suppliers or there are a lot of suppliers to choose from. A tendering process is a good way to find the supplier with the best price, quickest response, can execute the work at the earliest time, etc.
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If the quotation process is done outside of Workplace Management, the corrective work order is also moved to a 'Request quotation(s)' status. The corrective work order needs to be manually forwarded to the contractor of choise, based on the tendering process executed outside of the application.
Tendering processes can also be created seperatly seperately and not only from a corrective work order. More information about the process see: Tendering process (quotations) module.
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Show already planned work orders…
The planboard is a visual representation of the resources (internal work order team) and already assigned work orders. The planboard has a day, week and month view the user can choose from. The planboard is used to quickly see which resources are available and which resources are unavailable.
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Plan corrective work orders via drag and drop
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Sick and vacation
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Via the toggle options ‘Show unassigned work orders' and 'Hide unassigned work orders’, it is possible to enable or disable the work orders to be planned overview, below the planboard. In this overview, submitted but not yet assigned work orders are shown. These work orders can be dragged and dropped to the applicable resource and applicable date. Once the work order is “dropped“ in the planboard on the desired resource and date, the work order becomes visible in the planboard and will automatically move to the status 'Work in progress' and is automatically assigned the the applicable resource.
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Sick and vacation
It is also possible to add unavailability (Sick or Vacation) for specific resources within the planboard. Sick and vacation can be added with a description and mandatory start- and enddate fields. This gives the planboard users directly the relevant information about unavailable resources.
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1.7 Supplier access
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