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For instance, if a toilet is broken and leaking, the facility service group might not be able unable to fix it. In this case, a work order can be created for an external contractor, like a plumber, to handle the repair or install a new toilet. The contractor can register the costs, and the work orders can be reviewed internally afterwardsafterward.
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A corrective work order is always created from within a request. |
The next parts will go into more detail on some of the core concepts of this module:
1.1 Service groups
Just like Like with requests, the service groups are also applicable apply in the corrective work orders. The requests service group and the internal responsible user is are automatically taken over to the corrective work order. The responsible user has the option to can plan and manually forward the work order to the applicable contractor.
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The problem type selected in the request, can also influence the behavior of the corrective work order. Per problem type, it is possible to determine , if a corrective work order is automatically created, assigned, and send sent to the relevant contractor based on the preferred supplier role.
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Once a request with building ‘Spacewell Arnhem’ and the problem type ‘Front gate defect' is submitted, a corrective work order is automatically created, assigned to the service group ‘Facility’, assigned to the contractor 'Supplier X’, and automatically send sent to the contractor.
Because there are no manual actions involved, if a work order is automatically created via this path, a remark can be pre-defined, and a default cost item (catalog item) can be set in the problem type, that which will also be automatically added to the work order. A default cost item can be relevant if price agreements are negotiated for specific types of work (e.g., ‘Empty a container’), and the default (planned) price can automatically be included.
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Unlike in requests, it is possible to register cost items in corrective work orders. Cost items (also called work order items) can be generic or based on catalog items (this needs to be enabled via ‘Modules settings' → ‘Corrective work orders’ → ‘Use catalog items in corrective work orders’). Adding cost items based on inventory items is also possible, but in this case, the 'Inventory management’ module needs to be enabled in this case. More information about inventory management see: Inventory management module .
Before the work order is assigned to a contractor, the work order items can be added to register what the estimated costs are for handling the work order. If the user creates a generic work order item, the description, planned quantity, planned price, and the VAT rate can be entered manually. If the user adds a work order item based on a catalog item, the catalogitems catalog item name, supplier reference, and purchase price is are automatically taken over to the work order item. Catalog items used in work orders can be tools or equipment which that need to be purchased first, for example Rubber such as rubber gloves, Nailsnails, etc.
The work order items' planned quantity and planned price is are used to determine the estimated costs. Once the work order is in progress by the contractor, the actual used quantity and price used might differ and can be registered. The actual quantity and actual price eventually determine the actual costs of the work order. Insights on the planned and actual work order costs might affect the planned cost estimations or the contractors used in the future , if the planned costs are, for example, much lower then than the actual costs.
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1.4 Preferred suppliers
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1.5 Tendering process (quotations)
If it is not yet clear unclear which contractor should be assigned to the corrective work order, 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.
Tendering processes are used if there are no preferred suppliers or there are a lot of many suppliers to choose from. A tendering process is a good way to find the supplier with the best price, the quickest response , can execute the work at the earliest time, etc. Basically, which supplier fits best for the work that needs to be done in the corrective work order.
A tendering process can be created in Workplace Management directly from a corrective work order, or a tendering process can be done completely outside of the application.
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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 choice , based on the tendering process executed outside of the application (for instance, done only via email)
Tendering processes can also be created seperately separately and not only from within a corrective work order. More For more information about the process, see: Tendering process (quotations) module.
1.6 Mandate approval
In the corrective work order process it is possible to add , adding a mandate approval step is possible. A mandate approval is a step in the workflow , where a specific authorized user or user with a specific system group needs to review the work orders order's total amount and can approve or reject the work order before it is forwarded to a contractor. The mandate approval step prevents work orders from being made and send sent to contractors with a (unauthorized) large total amount.
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If the mandate approval is executed based on a personal (maximum) mandate amount, the mandate approval 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.
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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, all applicable users creating corrective work orders , need to have the manager and personal mandate amount registered. Also, register the same information for every manager. The manager and personal mandate amount can be registered on the user's contact page of the user.
If the corrective work order total amount exceeds the personal amount of the user, the users user's manager is the next user to approve the corrective work order , until the approver's mandate amount exceeds the corrective work orders order total amount.
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Example:
A corrective work order is created, and mandate approval for corrective work orders is enabled.
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By a specific group (from a specific amount):
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Example:
A corrective work order is created, and mandate approval for corrective work orders is enabled.
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Both mandate approval options mentioned above, can also be configured on problem type level.
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Example:
A corrective work order is created and mandate approval for corrective work orders is enabled depending on problem type.
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1.7 Planboard
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Create a corrective work order
A new corrective work order can either be created manually from a request (if corrective work orders in general or for this problem type is are enabled), or the corrective work order can be created automatically, determined by the problem type settings. Many fields are automatically taken over from the request (subject, description, service group, internal responsible, etc.). The user can add generic-, catalog- and/or inventory items (depends depending on the settings) with planned quantities and prices.
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Optional: Start tendering process
If A tendering process can be started if a contractor needs to be selected from a list of potential contractors, a tendering process can be started. The tendering process can either be a new process in Workplace Management or completely outside of the application. The contractor with the best quotation can be selected and assigned to the work order.
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If a corrective work order is in progress , but needs to be rescheduled to another date, the internal responsible can reschedule the work order and forward it to the contractor again. If the corrective work order needs to be assigned to another internal responsible, the corrective work order can be retracted and is again assigned to the whole service group, ready to be picked up and assigned to a contractor.
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After the work order has been handled, the internal responsible can review the work executed. The review can also be done automatically (via a setting). If the internal responsible rejects the work, the work order will go back return to the contractor with additional information about the rejection and the . The contractor needs to handle the work in the work order again.
Optional: Financial administration
If the executed work is approved, the financial administration surrounding this work order can be executed as a task in the workflow (depending on the setting). The contractor might send an invoice , which needs to that must be registered and paid.
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1.10 Other relevant options
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Via a general work order setting (so it is applicable on which applies to corrective, preventive, and LTMP work orders), it is possible to add adding a 'Financial administration’ step in the workflow is possible. As soon as the invoices from the contractor have been handled (checked and paid), the corrective work order can be manually closed. Incoming invoices can also be automatically matched, and the corrective work order can automatically be closed as soon as the corresponding incoming invoices are handled. More For more about incoming invoices see: Incoming invoices
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Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enabled enable the default workflow emails, see Workflow emails.
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Email content | When is it send | Send to |
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The confirmation to the contractor to handle the work order, including a PDF attachment with more details about the work to be executed | Once the corrective work order is forwarded to the contractor | The contractor of the work order |
A request to the mandate approver(s) to approve the corrective work order total amount | Once the corrective work order is forwarded to the contractor (only if mandate approval for corrective work orders is enabled) | The mandate approve(s) of the work order |
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More information on the Corrective work order module can be found via in the following related articles:
For an (end) user manual, see: Corrective work orders module for (end)users
For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options) see: Corrective work orders module activation and information