Work Order screens allow detailed information to be recorded for each work order.
When adding a work order, the system shows detailed historical information for the customer site to aid in formulating the new work order:
Open work orders
Open Equipment Follow Up Requirements (when integrated with Equipment & PM)
Work orders closed within your warranty period
Any Alarm Message text for the customer site
Search panel can display work orders with different states (such as In Progress, Late WOs, Closed in last 30 days) and also provides several search fields for targeting specific work orders.
Work orders can be classified by type and tracked through completion using status and priority fields.
Customer Sites can be arranged into multiple zones to limit the view of work orders or technician to be dispatched.
Action Codes provide a way to easily document trackable types of work operations (such as flat rate procedures) against a work order, and optionally against an customer site equipment item.
Work Order Comment Alerts can be used to document 2-way communication between internal users (such as dispatch to technician).
Evaluation records can be recorded for a Word Order to provide a positive,
neutral or negative comment regarding a particular technician or other user.
Technicians visits can be schedule with start and end times for a particular date. They can be locked to prevent rescheduling.
Actual times for visits are tracked by in
route, arrival, paperwork and departure. Vehicle odometer can optionally be recorded (supports tracking vehicle maintenance procedures).
Work order costing information is tracked using individual
technical labor cost rates. This provides you valuable profit/loss information at a work order level when invoice data exists.
Full historical change history on most work order details, includes who and when the change was made.
Multiple level of permissions are enforced through security roles by zone.
Technician Hourly Costs can be documented and tracked for specific time periods.
Six labor price levels are supported with the ability to do percentage or dollar amount markups from a base labor rate. Pricing level can be specifically set for a Customer or Customer Site.
Work Order Filter
This is a key element that is used throughout several pages to restrict your view to specific work orders.
A work order filter can be saved in the system for future use.
The filter can be defined using the following criteria:
Zones
Technicians
Work Order Type
Special Types (i.e. requiring follow up / generating warranty)
Work Order Status
Work Order Priority
Work Order Owner
Customer / Customer Site
State / County
City
Dispatch Board
The dispatch board provides a pseudo-graphical interface showing scheduled work orders for technicians.
A Work Order Filter can be used to restrict the view of work orders (such as all active technicians).
You can also select a Work Order Filter to highlight specific work orders.
Work orders can be displayed for a single day or an entire week. You can navigate by day/week/month or jump directly to a date.
Scheduled start and end times can be updated on the board without having to enter the work order detail screens.
The system can, optionally, shift other technician visits forward to prevent conflicts in scheduling.
Work Order Scheduling
The work order scheduling tool can be used to schedule visits for open work order in one of two states:
Unscheduled - work orders that do not have any future visits
Scheduled - work orders that have future visits
A Work Order Filter can be applied when showing work orders to be scheduled.
System Warnings
The system constantly checks for overdue or alert situations and shows these with a "Warnings" link on the top panel. Work Order Management provides the following warnings:
Work Order Late - shows open work orders that have had scheduled times pass without actual times entered (such as
in route / arrival), or work orders that have gone past a due date.
Work Order Over Hours - shows open work orders that have exceeded the quoted labor amount or action code labor amount.
Work Order Comments Required - indicates that work orders require a response to a comment.
Enhancement from Inventory/Purchasing Module
Products can be transferred to the work order with price level markups specific to a Customer or Customer Site.
Manual entry or pricing is supported and prices can be locked in so that they are not automatically re-calculated from customer price level.
Products and Product quantities can be added to an Action Code. These Products/Quantities are added as required products when an Action Code is applied to a Work Order.
Reports
Work Order Summary by Zone – a dashboard style layout that displays statistics on work orders with different states (such as not started, in progress, and completed YTD) categorized by internal zones. Report provides the ability to drill-down into customer and site information and statistics can be launched into printable work order summary reports.
Work Order Summary by Technician – a dashboard style layout (exactly like Work Order Summary by Zone) that displays statistics on work orders with different states categorized by technician dispatched to the work order. Report provides the ability to drill-down into customer and site information and statistics can be launched into printable work order summary reports.
Work Order Trending – this report is the crux that allows you, as a company owner, to make important decisions on changes that need to occur within your company. With this data, you can determine answers to critical questions. How many service calls are you receiving? How many work orders required warranty and who are the technicians causing them? How many technicians are successfully generating additional work? The report is setup to provide statistics grouped by zone or technician for any date range based on a per month/week/day period. Statistics can be launched into printable work order summary reports. Advanced Work Order Filter is provided.
Work Order Listing – provides a more detailed listing of work orders with the ability to access any work order with a single click. Advanced Work Order Filter is provided.
Work Order Quotes - provides a detailed report of quotes created from work orders requiring follow up. Advanced Work Order filter is provided
Work Order Costing – This report shows profitability on work orders based on quoted and actual values. Advanced Work Order Filter is provided.
Technician Time Cards – This is a printable technician time sheet based on the actual times entered for each technician dispatch. It can also be used as a signed timesheet for payroll records.
