Work Order - Fleet and Asset Management

When distributing maintenance events in IFS/Fleet and Asset Management to a work order, the distribution type, workshop, planned start and finish dates as well as the earliest date and latest finish for the work must be defined. An event can be distributed as a Simplified Work Order, Work Order or Execution Logic Structure.

Simplified Work Order

When an event is distributed using the Simplified Work Order distribution type, the event is processed in IFS/Fleet and Asset Management although transactions for the event are created automatically in IFS/Work Order Management. With the generation of transaction records, tracking economic transactions and recording material consumption is made possible. All the information for a simplified work order is entered in IFS/Fleet and Asset Management. Once the simplified work order is finished, a work order is automatically processed in the background as follows:

  1. A work order is created for each maintenance event that is processed as a simplified work order.
  2. A single work task is created per work order.
  3. A resource line is added to the work task for the reported personnel time.
  4. A material line is added to the work task for reported material.
  5. The work order is released.
  6. The work task is started.
  7. Material is issued for the work task.
  8. Time is reported on the work task.
  9. Time transactions are authorized for the work task.
  10. The work task is finished.
  11. The work order is finished.
  12. The maintenance event on the maintenance order or in serial order history is updated including cost incurred for personnel or material.

Note: You will not have any interaction with a work order when processing simplified work orders.

The handling of material transactions on simplified work orders can be handled in different ways. You can let the simplified work order issue material directly from inventory to each work order. This works fine if it is not important to have strict control on which inventory locations the material is issued from. If this is not satisfying, it is possible to define material requisitions for each site, where the users can perform the inventory transactions before the maintenance event is finished. When the event is finished, the inventory transactions will be moved from the material requisition to the work order that is executed in the background. Follow these steps to set up the material requisitions:

  1. Define one material requisition for each site where simplified work orders will be executed. Material requisitions are created in IFS Distribution.
  2. Enter permanent material requisitions for each site. A permanent material requisition defines the material requisition on each site to use for material transactions on simplified work orders. Note that material transactions will be executed directly against inventory if permanent material requisitions are not defined. This step is optional.

Work Order

When events are distributed with the Work Order or Execution Logic Structure distribution type, a work order is generated for each event and will be processed in IFS/Work Order Management. All financial transactions are traced by the work order.

For more information on how work orders are processed, refer the online help file Work Order.

Work Order Integration

Transfer Maintenance Event to Work Order

When maintenance orders are processed as simplified work orders, each connected event becomes a single work order in IFS/Work Order Management. A structure of work orders is not created so that the connection between each work order can be performed independent of the maintenance order. For maintenance orders with the Work Order distribution type, it is possible to specify if a work order structure is to be created or not. When processing maintenance orders with the Execution Logic Structure distribution type, a work order structure is always created.

When an event is distributed, the following attributes are transferred from the event to the work order:

AttributeDescription
Mx Event NumberThe unique number of the event distributed to the work order. It is used to identify the event when status changes are sent from the work order.
Part NumberThe part number of the serial on which the work order is performed. 
Serial NumberThe serial number of the serial on which the work order is performed.
ContractThe site where the work order will be created. The event gets this values from the workshop to which the event is distributed.
Mx Event TypeThe type of event. The event type becomes the work type on the work order and contains one of the values below. Note: this attribute cannot be changed for work orders with the VIM connection type, and business logic is connected to each type:
  • Intervalmaint - 1
  • Serial rep - 3
  • Modification - 4
  • On-condition - 5
  • Post Maintenance Check
Mx Event CodeThe event code of the event.
Mx Event DescriptionThe description of the event.
Planned Start DateThe planned start date and time of the event.
Planned Finish DateThe planned finish date and time of the event.
Required Start DateThe required start date and time of the event.
Required Finish DateThe required finish date and time of the event.
Vehicle IDThe registration number of the vehicle.
Order NumberThe order number of the maintenance order.
Order SequenceThe order sequence of the maintenance order.
Maintenance OrganizationThe maintenance organization connected to the workshop on the maintenance order performing the event.
Distribution TypeThe distribution type of the maintenance event. Possible values are Work Order, Simplified Work Order or Execution Logic Structure.
Service ContractIf an active service contract is connected to a maintenance order this contract will be transferred to the generated work orders (for the maintenance events) and work tasks. Note: When the Execution Logic Structure distribution type is set, the contract will only be applied to the generated work tasks. During the transfer, the system will apply the most suitable vehicle service line on the contract to the generated work orders and work tasks. If a valid vehicle service line does not exist, the contract will not be applied on the work orders and work tasks. For more information on connecting a service contract to a maintenance order and applying the service contract/vehicle service lines on work orders and work tasks, refer the online help files Connect Contract to Maintenance Order and Release Maintenance Order.


Note: The service contract will not be applied to the corresponding work orders and work tasks if,

  •  Both service contract and service quotation are connected to the maintenance order or
  • A service contract is connected to the maintenance order and a service quotation is connected to an included maintenance event.

This is because in both instances the service quotation is prioritized instead of the service contract.

Work Type IDThe work type defined for the maintenance event. The work type indicates what kind of work should be performed on a work order, such as, preventive maintenance, lubrication, repair, shutdown etc.
Progress TemplateThe identity of the progress template.
Vehicle ID on Work OrderIndicates if the vehicle ID is to be used as the object ID when work orders are created.
ELO NumberThe ELO number for the execution logic order (ELO).
Parent ELO NumberThe ELO number for the parent ELO.
ELO DescriptionThe description of the ELO.
Execution Logic SortingContains the sequence the ELOs will be executed in.
Create WO StructureIndicates if a top work order should be created for the maintenance order and all work orders generated for the events will be connected to this top work order in a work order structure.
Customer NumberThe identification of the customer associated with the maintenance visit.
Currency CodeThe short code for the currency in which the customer is being charged.
CoordinatorThe identity of the person responsible for coordinating the handling of contracts, quotations, and customer orders.

If a service contract is connected to the maintenance order and a coordinator is defined for the contract, this coordinator will be set on the work orders and work tasks on which the contract information is applied. If a service quotation is connected to the maintenance order or a maintenance event, the quotation coordinator will be set on the corresponding work orders and work tasks.

For the maintenance events, predefined task cards are transferred to the work order, including connected resources, material etc. The following table shows all the attributes that are transferred:

Attribute – Task CardsDescription
Task Card ID/Subtask IDThe identity of the task card or subtask.
Task Card RevisionThe revision of the task card.
Task Card DescriptionThe description of the task card or subtask.
DurationThe planned number of hours for executing the task card or subtask.
Work DescriptionThe description of the work to be done.
Criticality CodeIndicates the type of criticality associated with the connected task card or subtask. For subtasks, the criticality code is inherited from the parent task card.
Criticality LevelIndicates the level of criticality associated with the connected task card or subtask. For subtasks, the criticality level is inherited from the parent task card.
Signature RequirementRequirements to sign off the task card or subtask when work is completed.
Reference NumberThe reference to an external task card ID for the task card.
WO NumberThe number of the work order to which the task card or subtask is connected.
Maint. Org. SiteThe site of the maintenance organization connected to the workshop on the maintenance order.
Maint. Org.The maintenance organization connected to the workshop on the maintenance order
Planned Start DateThe planned start date for the task card or subtask.
Planned Finish DateThe planned finish date for the task card or subtask.
Source RowkeyTechnical reference to the task card ID or subtask ID.
Object RowkeyTechnical reference to the object ID.
Work Type IDThe work type defined for the maintenance event. The work type indicates what kind of work should be performed on a work order such as preventive maintenance, lubrication, repair, shutdown etc.
Mx Event NumberThe unique number of the maintenance event to which the task card or subtask is connected.
ELO NumberThe number of the ELO to which the task card or subtask is connected.
Customer NumberThe identification of the customer associated with the maintenance visit.
Currency CodeThe short code for the currency in which the customer is being charged.
CoordinatorThe identity of the person responsible for coordinating the handling of quotations and customer orders.
Attribute – ResourceDescription
Task Card ID/Subtask IDThe identity of the task card or subtask that requires the resource.
Planned QuantityThe quantity of the resource planned for the work.
Work TaskThe unique number of the work task to which the resource is connected.
WO NumberThe number of the work order to which the resource is connected.
Resource SequenceThe unique number of the resource group.
Demand TypeThe type of resource demand, i.e., whether a person group or tool/equipment group is required to perform the task card or subtask.
RemarkDisplays any additional information entered when registering the resource per task card or subtask.
Mx Event NumberThe unique number of the maintenance event to which the resource is connected.
Distribution TypeThe distribution type for the released maintenance events. Possible values are Work Order, Simplified Work Order or Execution Logic Structure.
Order NumberThe order number of the maintenance order to which the resource is connected.
Activity OriginThe origin is set to Maint Order Task Card for the activities generated for resource demands on a maintenance order.
Attribute – MaterialDescription
Task Card ID/Subtask IDThe identity of the task card that requires the material.
Part NumberThe part number of the required part.
SiteThe site from which the part is to be retrieved. The value of this attribute is the site connected to the workshop where the event has been distributed.
Planned QuantityThe required quantity of the part.
OwnershipThe ownership of the material.
OwnerThe owner of the material. This can be a customer for customer-owned stock and a supplier for supplier-loaned stock. Note: Transferring ownership and owner information is only applicable for maintenance orders/event that have the Work Order or Execution Logic Structure distribution types.
Unit of Measure (UoM)The UoM for the serial as defined on its Part Catalog record. If the UoM for the site at which the work order is created is different, an automatic UoM conversion is performed during the transfer. The transferred material quantity will then be correct in accordance with the UoM on the site.
Work TaskThe unique number of the work task to which the material is connected.
WO NumberThe number of the work order to which the material is connected.
Required DateThe date on which the material is required.
Condition CodeThe condition code for the material. Only applicable for serial and lot/batch parts for which the condition code functionality is enabled.
Material SequenceTechnical reference to the material.
Mx Event NumberThe unique number of the maintenance event to which the material is connected.
Distribution TypeThe distribution type for the released maintenance events. Possible values are Work Order, Simplified Work Order or Execution Logic Structure.

Status Changes on Work Tasks and Work Orders

When the work order has been created, information is sent to the maintenance event on certain status changes on the work tasks for the work order. The status changes and information sent are shown in the table below:

Change Status ToInformation Sent to Maintenance Event
Started/Work StartedWhen the work task status is changed to Work Started for the first work task connected to the work order, the status of the work order is automatically changed to Started. The actual start date for the work task, is sent to the event, and the event changes status to Started.
ReleasedWhen the work task status is changed from Work Started back to Released for the last connected work task, the status change is sent to the event and the start date of the event is cleared. The event status is changed to Released.
Work DoneWhen the work task status is changed to Work Done for the last work task connected to the work order, the status change is sent to the event and the event status is changed to Work Done.
FinishedWhen the work task status is changed to Finished, the total cost, actual start and finish along with internal remark and action taken are sent to the task cards connected to the event. Resources with time reports and issued material are also sent. Note: If the UoM for the serial (in IFS/Part Catalog) is different to the UoM for the site at which the work order is created, an automatic UoM conversion is performed when issued material is sent back to the event. As a result, the material quantity that is sent to the event will be correct in accordance with the UoM for the serial. The finish date on the event is set when the event is set to status Finished. When the maintenance order is set to Finished, the maintenance order and the event becomes historical, and maintenance order and event-specific history is created (Maintenance Order History and Serial Order History).
CancelWhen the work order is canceled, a cancellation cause is sent to the maintenance order and the event is canceled.

Task Card and Subtask Closure Dependencies

When finishing a work task with the VIM connection type and the Task Card source, the system will validate if there are open or ongoing subtasks associated with the task card. This ensures thoroughness and quality in maintenance operations, informing the user of unfinished work associated with the task card.

Depending on the specified property value for the global object property VALIDATE_TC_CLOSURE that you have enabled in the Object Properties page, you can choose whether a warning or error message should be triggered. When the property value is set to ERROR, dependencies will be strictly enforced, resulting in a hard stop and generating an error but when the property value is set to WARNING, a warning will be raised but you can proceed with the action if you choose to do so.

A warning or error message will be displayed during the following scenarios:

Note:

 Historical Work Orders

Work orders originating from IFS/Fleet and Asset Management, have included some information necessary to transmit the result of the work done and update the vehicle maintenance schedule. Information about the work done is collected from work order historical data. These data are available once the status of the work order changes to Finished.

For more information on historical work orders, refer the online help file Work Order History.