Work Task Management

Introduction

A work task is a defined scope of work for one or more persons (who may require specific competencies/licences), for a known continuous period of time, optionally at a specified location. Work tasks are linked to a single work order and may link to other tasks that must be done before or after.

All resource demands stated on the work task are to be performed at the same time.

Costs, time, and other information can be reported in for the work task. If IFS/Service Management is used, the information on the work task is transferred to IFS/Customer Orders for invoicing purposes. If IFS Mobile application is installed, the work tasks can be processed, through their work assignments, in mobile devices while communicating with IFS system. For work orders generated from Fleet and Asset Management, all task cards or subtasks are transferred as work tasks on the work order once the maintenance order is released.

Work Task Step

A work task step is describing the details steps that are required to perform the work task. Equipment Objects, Category Objects, Tool/Equipment Objects and Linear Assets can be associated to a step line.

The work task step is not a sub task and it is not possible to add demands (resources, materials etc.) on a step line or to create transactions (time, issues etc.) directly against a step.

Work Assignment

A work assignment holds the allocation of a resource (person or tool) for a work task including the allocated start and finish.

Each work task may have zero, one or more work assignments. The work assignment has its own status that reflects the progress of that specific assignment.

Work Task Status

Since a work task can be in progress for a period of time, there is a status system that defines what can be done with the work task and where in the work process the work task resides. It is not mandatory to use all the statuses.

The following statuses are available:

New - This is the status for a new work task.
Under Preparation - This status means that the work task is to be prepared, i.e., you can for example specify work task steps, reserve material from inventory, plan resource demands for persons and tools. You can also connect requisitions to the work task.
Prepared - This status means that the work task is prepared, for example, internal resource demands (persons and/or tools) is set, material are reserved, and requisitions of material and external resource demand is created.
Released - This status means that you can issue material for the work task. You can also return to stock the material that has been issued earlier. You can modify the prepared information, for example, the resource demand information and planned start date.
Work Started - This status means that the work that is specified on the work task is started. You can modify the prepared information if there is a need for doing that. The actual start date is set on the work task.
Work Done - This status means that the work that was specified on the work task has been performed. In this status, information on the performed work is entered, for example, causes and a description of the work done. Also information on time spent and external costs for the work task is entered in this status. Travel expenses connected to a work task can be reported in IFS/ Expense Sheet. These expenses are displayed in the Cost tab on the work task. No transactions can be made after this status. The actual finish date is set on the work task.
Reported - This status means that all transactions have been registered and authorized.
Finished - This status means that the work task is a historical work task, i.e., you cannot change any information on the work task. If material has been reserved for the work task but not issued, the reservations are deleted when the status is changed to Finished status. If you need to modify a historical work task, you can reopen it by using the Reopen status change. When reopening a work task, the status will be set to Work Done and it is not possible to go further back in the status for such a work task.
Cancelled - This status means that the work task is canceled and all the information becomes historical. A work task can be canceled while in any status other than Finished, as long as there are no transactions, active purchase requisitions, or active or closed purchase orders connected to it. If a work order is canceled the connected work task will also get canceled (if above restrictions is meet, otherwise it is not possible to cancel the work order). Canceled work tasks cannot be reopened.

Auto Create Work Task on WO Status

Creation of a default work task is controlled by the Auto create Work Task on WO Status option on Maintenance submenu on Site page. This indicates the work order status to trigger creation of a default work task. Creation of a work task is triggered when the work order reaches the status as defined if the work order doesn’t have any work tasks. Work orders with Connection Type : VIM, DESIGN OBJECT, COMPATIBLE UNIT, WORK PACKAGE and work orders generated from PM actions are excluded from this control.
If Null value is selected creation of a default task is disabled.

Default work task will be created at following work orders statuses with work task statuses set respectively:

Work Request         : Work task will be created when the work order status is set to Work Request or Fault Report. Work Task status will be set to New.
Observed                : Work task will be created when the work order status is set to Observed. Work Task status will be set to New.
Under Preparation : Work task will be created when the work order status is set to Under Preparation. Work Task status will be set to Under Preparation.
Prepared                : Work task will be created when the work order status is set to Prepared. Work Task status will be set to Prepared.
Released                : Work task will be created when the work order status is set to Released or Started. Work Task status will be set to Released.