A work order can be created in several ways depending on different assumptions. An inquiry for work can either come from a repair work order, a separate work order from a PM (Preventive Maintenance) action, a service request or fault report, or from IFS/Project. In the repair work order it is possible to move the object that needs to be repaired within the business. The destination for the object can be e.g. the facility, the repair workshop, or the inventory. The separate work order from PM means that a work order automatically will be generated. The work order can be generated at criteria, event, or calendar. The service request is to be used when a customer needs a service of an object. The service request is used in IFS/Service Management. The fault report is used when you need to correct a fault on an object. The fault report is used in IFS/Maintenance.
When you are planning and preparing a work order, first enter some optional general information such as the work type, the work priority, the operational status, and the coordinator. Enter the coordinator only if you use IFS/Service Management.
If you are about to use a registered inventory part, you just enter the required amount that you need for the operation, and you then have the possibility to either reserve it, or to just enter the required value. For each part, you can see the number of parts that already has been issued, and how many that is available in inventory. You can also view information about each part from the inventory register in IFS/Inventory. When the amount in inventory is below the order point a purchase requisition can automatically, or manually be created. The requisition will then be turned into a purchase order.
When you are about to use an internal craft for the work, enter information on what kind of craft that is needed for the operation. When you do not have the possibility to use an internal craft, you might have to search for an external craft. Then you have to enter, and release a purchase requisition, where the craft information that is needed is entered. This purchase requisition will then be turned into a purchase order.
If the work requires specific tools or facilities, you can also pre-plan a separate work order with that information.
If necessary, you can organize the above requirements according to jobs. Jobs are also used to connect multiple standard jobs to a work order.
To simplify the planning of a well-known work it is possible to use the separate standard job, which works as an aid. When you create a separate standard job, you connect both suitable material, tools and facilities and operations to it. When you have a work order that is to be executed, connect the separate standard job with the pre-selected values on material, tools and facilities and operations, to simplify the administration. You can also use this function to check the distribution among the operations and material. If you do not use the separate standard job when planning the work, you have to manually enter the required operations, tools and facilities and material for the action.
You can also manually connect the work order to a project activity. This is provided that there are no cost transactions such as material, tools and facilities, and operations already entered before connecting. To use this feature, you should work on a program file which has both IFS/Project and IFS/Work Order.
The budget information that needs to be entered is divided into the following cost types: Personnel, Material, Tools and Facilities, External, Expenses, and Fixed Price. The Fixed Price is only used in IFS/Service Management.
Sometimes you want a work order to be part of a work order structure. You can do so by using the Work Order Structure window to get a graphical overview of the work orders that are connected.
The Resource Allocation Gantt graph and the included functions facilitate the maintenance organization's planning of work orders. The graph presents the work orders and the resources (maintenance organizations and employees) over a certain period of time.
If you are using IFS/Service Management, enter information on the customer such as contact information, the customer ID, and if there are any service contracts connected to the customer. When the planning and the preparations on the work order are finished, set the status to "Released". The work on the work order can now be executed.