Status Handling on Work Tasks

Introduction

Work tasks are used to define the work that is to be performed to fix a fault or to perform a service on an asset. If the work order is PM-generated, work tasks will be created inheriting the contents from the connected work lists. If a work task template is specified on the work order, work task and its connected entities are inherited from the work lists on the work task template. 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 Steps are used to categorize or sequence the work content of a work task. If the work order is generated through a PM action with PM Group ID and Merge option selected the work order would be generated with a work task and there will be work task steps connected to the task representing the information on each PM action.

Work Assignments are used to define the resource allocations required to perform work on the work task. The resources can be either of type Person or Tool/Equipment. Execution of work task can be monitored through the work assignments. Work Assignments can be added manually to the work task through Assign Work option or it will be added automatically if the work task is scheduled using a scheduling engine.

Work Task Status

It is possible to monitor the work progress with the task status system.

Due to the nature of heavy maintenance visits numerous Engineers and Technicians will be involved with performance and recording of work. Often the Floor Manager has limited or no capability to determine the current progress and status of all the work being performed. The possibility to set the status of a work task  on a work order provides greater control over the progress of the contents of a work scope. This will enable planners to reasonably and accurately determine the completion of work. The planner will also have the ability to view work tasks that have been put on hold.

A description of each work task status is as follows:

• New - The status of the new work task which is created or transferred to the work order.
• Under Preparation - The status of work task when the planner has started preparations on it.
• Prepared - The status of the work task once preparations are done about the work content and its requirements.
• Released - The status that indicates that the work task is ready to be started.
• Work Started - The status to which the work task should be moved when the work is started on it. This status is considered highly important for work monitoring tasks.
• Work Done - The status to which the work task should be moved once the required work is done. At this state if executor sign off requirements are defined it will be automatically performed and updated.
• Reported - The status to which all the transactions related to the work done on the task should be reported. These transactions should be Authorized or Transferred to set the status on task to Reported.
• Finished - The status to which the work task should be moved once all required work and reporting are finished. The transactions related to the work task should be Authorized or Transferred to set the status to Finished. As an exception at this state it is possible to create and match the supplier invoices for external purchases which have been already arrived and issued on the work task. In addition all the sign off requirements must be performed before setting the work task to this status.
• Cancelled - The status to which the work task should be moved if it is cancelled. At this state all resource demands connected to the task will be removed. It is not allowed to cancel a work task if there are transactions created or if there is connected purchase requisitions.
  On the other hand if the work task has material lines connected which are in Closed status it is possible to cancel the work task. If the material lines are not closed but have reservations and pegging made when canceling the work task these reservations and pegging will be removed and the material lines will be automatically set to Closed status.

Apart from this statuses the work task can be set to On Hold by using the option Set/Unset to On Hold for instance due to lack of resources. When the work task is ready to resume you can use the same option for commencing work again.

Work Task Progress

It is possible to monitor the work task progress by setting a progress percentage relevant to the statuses for a Work Progress Template. The Work Progress Template should be connected to the work order and once the status is achieved the progress will automatically be updated on the work task.

Work Assignment Status

Statuses on work assignment reflects the execution phase of the work task. Once the work assignments are assigned to a person whether the employee have accepted, started, or completed the work can be monitored.

A description of each work assignment status is as follows:

• Assigned - This status means that the work assignment has been assigned to the person who will be responsible for executing the work specified. Upon creation of a work assignment it will be defaulted to this status.
• Accepted - This status means that an employee has accepted the work assignment and is responsible for executing the work.
• On Route - If the employee is required to travel to the location of the fault/repair, the status of the work assignment should be set to On Route.
• Waiting at Location - This status means that the employee have reached the location of the reported fault/repair, but he has to wait for example to assure permission to enter the premises due to security reasons.
• Work Started - This status means that the work that is specified on the work task has been started.
• Pending Completion - This status means that the work specified on the work task is completed by the employee but it needs to be certified by an authorized person or the customer to make sure that the fault is fixed. It may be even this status can be set if the employee has to travel back to his location after completing the work.
• Complete - This status means that the work specified on the work task is completed.
• Incomplete - This status means that the employee is unable to finish the work specified on the work task for example due to lack of time and needs to re-allocate the work.
• Cancelled - The status which means that the work assignment is cancelled.

Observe the following relationships between status changes on a work task and work assignment:

1. When the work assignment on the work task is set to the Work Started status, the status of the work task is automatically changed to Work Started, if the work task is not already in this status.
2. When there is only one work assignment on the work task, the status of the work task is automatically changed to Work Done when the assignment is set to Completed status. When the assignment is Cancelled/Incomplete, the work task status will be remain unchanged.
3. When there are multiple work assignments on the work task, the status of the work task is automatically changed to Work Done, when one or more work assignments are set to Completed status and all other assignments are in Completed/Cancelled/Incomplete status.
4. To set the status as Reported/Finished on a work task, all work assignments on the work task must be in either Completed, Incomplete or Cancelled status.
5. It is only possible to cancel a work task when the work assignments on the work task are in Assigned, Accepted or Cancelled statuses.
6. When there are visit chains on the work task, the status of the work task is automatically changed to Work Done when a visit chain is set to Completed status and all other visit chains are in Completed/Cancelled/Incomplete status, and if the work task is not already in this status.  

Note: Above mentioned automatic status change of the work task to Work Done when changing the status of assignments will not take place when unallocated/ unassigned resource demands exist for the work task.

Work Task Step Status

There are three statuses for a work task step - Not Done, Done and Cancelled. If the task step is not completed, status can be set as Not Done.
If the task step is completed, status can be set as Done (it is possible to reset it to Not Done using the right mouse button option Reopen). If the task step is not required considering the work content it can be set to status Cancelled.