Create Maintenance Order

Explanation

This activity is used to manually create a maintenance order for a maintenance visit. This supports the planning stage of a maintenance order, as the planners of the visit can create the maintenance order for the visit at any time prior to the actual visit occurring, and can add and remove events from the work package (maintenance order) as the needs and requirements for the visit are firmed up and established.

At creation, the maintenance order can be defined with just the workshop and planned start and finish dates. Upon saving, the order will be set to the New status and will represent an available maintenance slot without any events yet being identified. As you plan the order in detail, events can be added to or removed from the work scope as needed.

To create a maintenance order for a maintenance visit, open the New Maintenance Order assistant and enter appropriate information.

• In the first step of the assistant, enter the required part revision and serial number of the vehicle or component. This information is required when setting the maintenance order to the Initial Scope Definition status.
• Enter the workshop that is to carry out the work. If a default workshop is assigned to the current user, the workshop ID is displayed automatically.
  
  Note: Often during the planning process, work is allocated to be performed at a recommended workshop. However as the planning is firmed up and established, the recommended workshop may not be available to support the visit. Therefore, it is possible to change the workshop on the maintenance order until the order is released or until material and resource demands on the maintenance order are released.
• Specify the distribution type to use when distributing events on the maintenance order. This information is required in order to connect events to the maintenance order and to set the order to a status higher than Initial Scope Definition.
  • If the distribution type is set to Simplified Work Order, the event is handled in IFS/Fleet and Asset Management although transactions for the event are created automatically in IFS/Work Order Management. These transaction records can be used when you want to track financial transactions and record the consumption of material during a process. If code part information is defined, this information will be retrieved during the process.
  • If the distribution type is set to Work Order, the event is handled directly in IFS/Work Order Management. A work order is created on the site to which the specified workshop belongs. A work task is created for each task card and subtask on the event and connected resources, material, and sign off requirements are transferred to the work task. If parts included in the material list have a different unit of measure (UoM) at the site on which the work order is created, the system will automatically convert the current material quantity (displayed in IFS/Fleet and Asset Management) into the quantity of the UoM on the site. The converted material quantity can be viewed in the Work Task/Material page and other pages where planned work task material is shown. If code part information is defined on the serial, this information is transferred to the work task. All financial transactions are retained on the work order.
  • The Execution Logic Structure distribution type is used when the work included on the maintenance order is to be grouped according to predefined grouping criteria.
• Enter the progress template to use when calculating progress of the work on corresponding work orders. If a default progress template is connected to the site to which the specified workshop is connected, the ID of this progress template is displayed automatically.
• Enter the ID of the customer for whom the maintenance visit is to be performed. If the given serial is customer owned, the customer is displayed automatically.
• Enter the ID of the service contract applicable for the visit. Only active service contracts valid for the customer and workshop site can be connected. This is not applicable when the distribution type is Simplified Work Order. The connection to service contract can be updated until the maintenance order is released.
• Enable the Create WO Structure option if a top work order should be created for the maintenance order and all events connected to this top work order in a work order structure. If the CREATE_WO_STRUCTURE parameter is set to TRUE in the Object Properties page, this option will be selected automatically for distribution types Work Order and Execution Logic Structure. The default selection can be changed when the distribution type is Work Order only. For the other distribution types the default option cannot be changed (i.e., disabled for Simplified Work Order and enabled for distribution type Execution Logic Structure).
• Enable the Automatically Include Mx Event option if modification events are to be automatically included on the maintenance order. Modifications that are set to be done at the next visit in workshop or at the next interval maintenance will be automatically included on the maintenance order when an event for the same serial is included.
• Enable the Automatically Finish Order option if you want to automatically finish the maintenance order when the last event connected to the order is set to either the Finished or Cancelled status.
• Enter the required product model. The product model connected to the top part revision will be displayed automatically.
• For maintenance orders with the Execution Logic Structure distribution type, a grouping ID must be specified in order to set the order to the Under Preparation status. Only active execution logic structure templates can be connected.
• In the Order Dates area, the system date and time is displayed automatically in the fields. For the plan/latest finish dates the date will be set by calculating the system date + number of hours specified for object property PLANNED_START_DATE. The default dates may be changed during the planning stage.
  
  Note: If you click Next or Finish in this step, a maintenance order will be created with the Initial Scope Definition status. If you click Cancel after the maintenance order has been created, the maintenance order will be removed. If the assistant is terminated in the middle of the process, a maintenance order will still be created, and you need to manually cancel it.
• In the second step of the assistant, you can assign maintenance event to the maintenance order. To assign an event, select the event you want to assign and click Assign selected events option. For more information, refer the online help file Add Events to Maintenance Order.
• In the third step of the assistant, you can assign convenience tasks to the maintenance order. To assign a convenience task, select the relevant record and click Assign selected convenience tasks option. For more information, refer the online help file Add Convenience Tasks to Maintenance Order.
• In the fourth step of the assistant, you can select one of the three options given. Based on your selection maintenance order will be created with the relevant status. If you select,
• Plan Maintenance Order: maintenance order will be created with the Initial Scope Definition status.
• Prepare Maintenance Order: maintenance order will be created with the Under Preparation status. For more information, refer the online help file Set Maintenance Order to Under Preparation.
• Release Maintenance Order: maintenance order will be Released and work orders will be created. If all validations for releasing the maintenance order are not met, consider creating the maintenance order in either the Under Preparation or Initial Scope Definition status. For more information, refer the online help file Release Maintenance Order.

The New Maintenance Order assistant can also be opened from the Maintenance Events per Serial Structure page. In this page you can view information on the pending events that exist for the selected top serial. You can also view events, for the top serial and it's structure, that are currently assigned to a maintenance order (this includes finished events that are connected to a maintenance order that is not yet finished).

Prerequisites

• A workshop must be defined and you must have access to the workshop. If a default workshop is assigned to the logged on user, this workshop will be automatically retrieved.
• Depending on your selection, following prerequisites exist:
  • The serial you want to create the maintenance order for must be in either the In Operation or Out of Operation status.
  • A progress template must be defined.
  • The customer must be defined.
  • The service contract must be in the Active status and valid for the given customer and workshop site.
  • The product model must be defined.
  • The execution logic structure template must be in the Active status.
• To connect events to the maintenance order, the pending events and convenience tasks must be generated.
• To assign the service contract and a valid vehicle service line to the work orders/work tasks that will be generated when releasing the maintenance order, a valid work type must be defined for the assigned events.
• If the maintenance order is to be released as part of this activity, the resources and material on the task cards and subtasks (predefined for the maintenance event codes) must be valid at the maintenance order site. For resources, the site connection is set in the Resource Detail/Connections/Site tab.
• If the maintenance order is to be released and pre-posting is required on the work order, code part information must have been defined on the serial. Code part information which consists of the cost center and object will be retrieved from the serial for which the assigned event is generated, for the applicable company. For more information, refer the online help file Code Part Information.
• If a modification event is supposed to result in a part identity change, the new part number and revision for the serial assigned to and/or affected by the modification must have been entered. For more information refer the online help files Assign Part Revision to Modification and Enter Affected Parts.

System Effects

• A maintenance order is created. Depending on your selection the maintenance order may be created in the New, Initial Scope Definition, Under Preparation or Released status.
• If the Create WO Structure option is enabled for the maintenance order, a work order equivalent to the maintenance order will be created in IFS/Work Order Management during event distribution. All work orders (related to the events) will be automatically connected to this top work order, i.e., a work order structure will be created in IFS/Work Order Management.
• Depending on your selection, events may be connected to the maintenance order. The event is transformed from a pending event to a planned event (i.e., the event belongs to a maintenance order which is in a planning status such as Planned In Scope, Incomplete or Under Preparation) or a running event.
• Documents connected to a maintenance event will be copied to the maintenance order. Documents that are connected to task cards or subtasks will be distributed to work tasks.
• The connected service contract will be used to find material ownership for the material included on a maintenance order, based on the part provisioning rules of the contract.
• The transferred material quantity is correct in accordance with the UoM for the serial on the site.
• If a modification event leading to a part identity change is assigned to the maintenance order and this modification has the Terminating Action execution type, the assigned and/or affected serial will be renamed automatically once the modification is embodied and will include the new part number and revision. In order to successfully perform the rename of a serial, the new part number and the revision for the serial must have been entered on the modification (i.e., in the Change to Part Number and Change to Part Revision fields). Furthermore, when the modification event (with the Terminating Action execution type) is assigned to the maintenance order, the system will perform a check to validate the following information:
  • the new part number is a valid alternate of the old part number (only valid if the serial that is to be renamed is installed in a structure)
  • the maintenance program and maintenance group for the old part number is valid for the new part number        
  • the manufacturer of the old part number is valid for the new part number (i.e., when a new manufacturer and manufacturer part number have not been entered)

A warning message is generated when the new part number is not a valid alternate to the old part number of the serial (when the serial is installed in a structure), and when the maintenance program and manufacturer is not valid for the new part number. Note: These validations are also performed when a new part number is entered for the assigned/affected part and when the modification is activated.

Pages

Maintenance Events per Serial Structure
New Maintenance Order

Activity Diagrams

Define Maintenance Visit
Plan Line Maintenance Activities
Plan Maintenance Visit