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This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
1. Corrective work orders in general
Corrective work orders for suppliers are specific requests issued by a company to its (external) supplierscontractors to address and resolve issues related to products, services, or equipment. These work orders are used when there is a need for repair, maintenance, or replacement of items supplied by the supplier contractor .
The work order process give gives transparency to the service teams about the progress of the work orders being handled by supplierscontractors. Overall, a work order system in facility management streamlines the process of reporting and resolving issues, leading to improved efficiency, better communication, and enhanced facility maintenance. It helps ensure that the facility remains safe, functional, and comfortable for its occupants.
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For more information on the content of this module, including detailed descriptions of some of the core components, see: Corrective work orders module in the 'Application Managers' section.
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This module enables service teams to forward requests to (mostly external) suppliers contractors to fix the issues reported by the internal employees. Unlike with requests, in corrective work orders, the estimated costs can be registered, a tendering procecess process can be start initiated to request quotations and select the suppliers with the best fit, and execute mandate approval on the estimated work order costs ………………………………………This module enables employees/users to easily submit work-related requests or report problems. The system automatically assigns these requests to the appropriate team for resolution, eliminating the need for users to find the right person or team themselves. Additionally, the module allows requests to be divided into one or more corrective work orders, which can be sent to preferred suppliers automatically. Users can track the progress of their requests through reports and dashboards, evaluating if requests have been handled within the set SLA times and and work orders completed by suppliers.
3.1 Choices to be made within the module
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Use corrective work orders in general, or determine whether to use corrective work orders per problem type? . If it is only applicable to be able to create applies to creating corrective work orders for particular problem types, this can be determined on at the problem type level. The other option is to be able to create work orders for all problem types.
Approve the handled corrective work order: The internal responsible needs to review the executed work and can approve or reject the work order. This is a general setting applicable for to all work order processes.
Financial processing step in the workflow: If this option is enabled, the workflow task to financially handle the work order becomes applicable for the internal responsible after the work order is handled and the work is approved. This is a general setting applicable for to all work order processes.
Automatically close the request as soon as once the last open work order is handled. Once all work orders related to a request have been handled, the request can be automatically closed without the internal responsible having to close the request manually.
Use catalog items in corrective work orders. By default only generic work order cost items can be added to a corrective work orderused, where the name, quantity, price, VAT percentage, etc. can be manually registered. It is also possible to enable the option to add pre defined cost items via catalog items. Relevant information (like the name and purchase price) from the catalog item is automatically taken over transferred to the work order as a cost item. For example, if specific work has a fixed price, then these work activities can be pre defined via a catalog item and can be added to a work order without the need to add a generic cost item and having to add the name, price, etc. manually for every similar work order.
Use preferred suppliers in corrective work orders. Via the problem type linked to the request, the The corrective work order can be automatically created and assigned to the preferred supplier with the corresponding role via the problem type linked to the request. If there are multiple preferred suppliers, these are shown within the corrective work order for the user to select the applicable contractor.
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As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation
4.1 Prerequisites before enabling this module
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More information about these settings are is described above: Choices to be made within the module
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The emails that are automatically send sent via the workflow (e.g., the confirmation email to the requestor after the new request is submitted) are also generated and shown in the include on the module activation after the module activation is started. If the customer does not want to use one or more workflow emails, the emails can directly be deleted from the overview. For more information on workflow emails: , Workflow emails
For a detailed description of the emails sent via the workflow, see: Corrective work orders module in the 'Application Managers' section.
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Reference | Name | Description |
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FMB-F-003 | Import suppliers | This import can be used to import suppliers who can be selected as contractors to handle the work orders. |
FMB-F-004 | Import supplier contacts | This import can be used to import suppliers supplier`s contacts (specific employees of the supplier) who can be selected as contractors to handle the work orders. |
FMB-F-083 | Import cost centers | This import can be used to import cost centers which can be selected in the work order items to assign the costs to. |
FMB-F-091 | Import work order catalog items | This import can be used to import catalog items, which can be added to work orders. |
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For more general information on user profiles, system groups, users, and the user profile dashboard, see:User management
For the Corrective work orders module, the following system groups become available:
Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G121 | View work orders | Group gives access to the navigation menu option 'Work orders' | Limited user |
FMB-G024 | Corrective work order manager | Group gives access rights to corrective work orders, and the group can handle most of the tasks in this process next to the actual service group that is responsible for the specific work order | Full user |
FMB-G124 | Planner via planboard | Group gives rights to the work order planboard. | Full user |
FMB-G126 | Supplier work orders | This group can be assigned to external suppliers who handle work orders in Workplace Management. | Full user |
FMB-G147 | Work order executor | This group can be manually assigned to users who handle work orders. This group gives access to the 'Work order executor dashboard' on the start board. | Full user |
FMB-G123 | Mandate approver context workorder | This group is automatically assigned to the mandate approver determined by the mandate approver settings. | Full user |
FMB-G128 | Management dashboards work orders | Group gives access to the menu option ‘Management dashboards’ for the work orders, as well as access to the relevant objects to view this content of the dashboards. | Limited user |
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For some modules, other modules might be of importance, in order to be able to fully use this module fully.
For Corrective work orders, the Master data modules ‘Properties ‘Buildings and areas’ and ‘Assets' and the ‘Requests’ module are relevant therefore, therefore the following system groups could also need to be assigned to users (if not already done in the past), to be able to create and edit the relevant master data objects and requests.
Reference | Name | Description | License needed |
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GOB-G007 | Edit properties buildings and areas | Group gives create and edit rights on properties buildings and areas | Full user |
GOB-G008 | Edit assets | Group gives create and edit rights on assets | Full user |
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When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next to that, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
For more general information on the navigation menu and startboard, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizing+users#2.2-Navigation - menu - and - Startboard
For the Corrective work orders module, the following navigation menu options become available:
Navigation menu option | Available to system groups | Description |
|---|---|---|
Work orders |
| The option to search for all existing work orders. |
Planboard |
| The option to view already forwarded work orders and plan not yet forwarded work orders via drag and drop on a calendar view. |
Work orders dashboard |
| A management dashboard with overviews and graphs related to corrective work orders (Planned vs actual costs, Costs per building, etc.) |
For the Corrective work orders module, the following starboard tab becomes available:
This tab is available for the following system groups:
Servicedesk employee
Management dashboards requests
This startboard tab has some buttons that are similar to the navigation menu options with the same names. Next to that, this tab has the following includes (most are only visible if they contain data):
Requests for my team, not yet assigned
Requests assgined to me
Corrective work orders for me or my team not yet forwarded to contractor
Corrective work orders for me or my team in progress
Corrective work orders for me or my team handled, but not yet closed
5. Additional reports
For some modules, additional reports can be available More information about the navigation menu and startboard options applicable for Corrective work orders see: Corrective work orders - Navigation menu & Startboard
5. Additional reports
Additional reports can be available for some modules via the ‘Reports’ navigation menu option.
For the (corrective) work order module(s), there are reports available via:
Navigation menu reports: A long list of reports related to work orders available for the corrective work order manager, all service groups, and the corrective-, preventive- and LTMP work order manager.
Management dashboard: A management dashboard for work orders is available in the ‘Maintenance’ navigation menu for the ‘Management dashboards work orders’ system group, with overviews and graphs related to work orders (Planned vs versus actual, Costs per building, etc.):
6. Additional settings and options after enabling
For some most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module it may have more advanced settings available, which can also be managed via the Module module settings as well.
To navigate to all Requests Corrective work order settings, go to Modules settings → tab RequestsCorrective work orders. Hover over the available settings to get more information:.
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7. Additional information
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For the user manual with a more step-by-step explanation of the process itself, see: Requests Corrective work order module for (end)users
9. Q&A
Waiting for questions to answer.
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