6 layout and gadgets for work mgmt & storekeeper portals ......6 the layout can be changed by...

LAYOUT AND GADGETS FOR WORK MGMT

& STOREKEEPER PORTALS

August 2019

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AssetWorks – General – Servers, Training Info, Help & FeedbackWhat is AssetWorks? AssetWorks (AW) is an Asset Management System replacing our current IDMS Facility system.

AW Terminology vs Hyperlink in red text - If you see a word highlighted in red the definition maybe included in the training manual and also included in the AW Terminology training manual. If you see a word or letters in red underlined, this is a hyperlink within the AW System. It will take you to another page in the system. AW Servers - TEST vs PRODUCTION -- ** Please make sure you are in the correct Server **

TEST SERVER – Use this server when you are in training or testing. DOTnet it says AssetWorks – TEST. The URL Link for the TEST Server is https://faapt05.assetworks.com/IowaDOTTest/FASuiteInfoCenter.aspx

PRODUCTION SERVER. – Use this server once you GO LIVE and actively using the system. The data content is the actual data. DOTnet it says, AW-PRODUCTION. The URL Link for the PRODUCTION Server is https://faweb3.assetworks.com/IowaDOTSSO/FASuiteInfoCenter.aspx

How will I know what server I am in? When you log into AW, the home page you will see in red text, TEST or PRODUCTION.

Logging into AW - The Production server will have single sign on. This means when you log into AW, you will use the same password you use when logging into your DOT PC/Laptop. This will not work on the iPad. You can use the same password you would use for your computer. You will need to change password on iPad if you want it to match PC.

Facility GO LIVE will be done in the Following Phases: Phase 1 – The Facility Ames/Ankeny Complex for Service Request, Work Orders and PM Inspections. Tentative GO LIVE date is July 9, 2018. Phase 2 – The Facility Statewide for Capital, Plan, Contingency Work Orders and PM Inspections. Tentative GO LIVE date is August 29, 2018Phase 3 – The Facility Statewide Locksmith Service Requests and Work Orders. Tentative GO LIVE date is August 29, 2018

Training InformationWhat is available for this training session? You may be provided 2 formats of Training information.

PowerPoint presentation – 2 Types - Overview of the portal and example Audio and Video Presentation – 2 Types – Overview of the portal and example

Where can I find Training Manuals and Videos?If you want to see a list of all training information, go to the AW Homepage, then go to the Quick Links section and click on the link that says, AssetWorks Training Manuals.

Throughout the AW Training manuals, you may see blue hyperlinks. This will direct you to other training manuals with new and/or additional information.

This training manual will provide you instructions on “Layout and Gadgets“.

Quick Links in AssetWorks Home portalOn the Home Portal in the left margin you will see a section called Quick Links. This section will link you to other sections with additional information. These links include; file attachments, training information and Help Desk ticket submittals.

Help Button in AWOnce you have logged into AW, if you are needing help on how to do something, in the upper right corner you will see the Help button. If you do not find what you are looking for, please submit a Help Desk ticket through the IDOT Help Desk.

Help Desk TicketIf you have any questions or issues in AssetWorks (AW), please submit a IDOT Help Desk service ticket. Your ticket will be forwarded to the Office of Budget and Business System to help you. If you submit a ticket in Service Ticket, in the field that reads, “Please describe your issue in a few words ” type in AssetWorks - explain what you need help with.

Feedback- OptionalAt the end of each training manual you have the option to provide feedback about the manual content. This will help to improve the content.

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How to Find the Work Mgmt Portal?When you login to AssetWorks (AW), it will automatically direct you to the Home Portal page. The portal you are in will be a white tab. If the portal is blue, it is not open.

To go to the Work MgmtPortal, click on Work Mgmt Portal from the blue ribbon at the top.

If you click on this arrow it will log you out the system. You will need to log in again.

What if I do not see the Work Mgmtportal?Go to the Quick Links section on the AssetWorks home portal. Click on the Quick Link that says “Help Desk Ticket Requests for AW. When you submit a request ticket, in the field that reads, “Please describe your issue in a few words” please start with AssetWorks - I do not have the Work Mgmt Portal.

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Work Mgmt LayoutThis is the default settings for all Highway Maintenance Locations. You have been set up with 5 Gadgets. If you want to change this you can.

Gadgets and Layout

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Gadgets are sections you can add, delete and arrange the layout for your log in only. The screen shot below, the red dotted lines around the Work Order Summary, is a gadget.The Layout button allows you to add, delete or determine your layout for each portal. To change your layout, click the Layout button on the Work Mgmt Portal Homepage.

Single-InstanceSingle-instance Gadgets are gadgets that allow you to add 1 of them to your Layout. These include: Work Summary, Work Orders, Service Requests, Service Request Summary, Pending Requests, Asset Search, Go to Work Order, Map, and Work Planning Projects, and Employees.

Multiple-InstanceMultiple-instance Gadgets are gadgets that allow you to add 1 of the same gadget or more to your Layout. These Include: URLs and Ad hoc Queries.

Note: Keep in mind, if you add a URL gadget, this may not work for all URL Addresses. If you had Ad Hoc Query, this may reduce speed performance.

Layout FormatLayouts are set up by User ID log in and Current Working Location. If you change the Current Working Location, you may need to create a new Layout and updates Gadgets.

Adding Gadgets to your LayoutThe Add Gadget button allows a user to add gadgets to the defined columns. To add a Gadget click on the “Add Gadget” button for that column.

Once you have clicked on Add Gadget you can select what Gadget you want to add.

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ColumnsThe columns field provides a drop down to allow you to select the number of columns in your Gadget group to view on your layout page. For example, if you select 2, you will have 2 columns in this Gadget group. Select columns before clicking Save.

If you want 1 column 1st

change the column to 1 , then click on the Add Group Gadget.

How to Edit your Layout by Gadget Group

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The Layout can be changed by adding or deleting Gadgets, moving Gadgets, adding Gadget Groups ( blue background box is a Gadget Group), and adjusting column sizes. A Gadget Group is a group of Gadgets you select. The 1st time you log in, you may need to delete and/or add Gadgets.

Reposition a Gadget or Gadget GroupYou can reposition/move individual Gadgets to different positions in a Gadget Group.

You can also move the Gadget Groups up or down.

Moving the GadgetTo move the Gadget, click the Gadget, drag, and drop to where you would like it to be.You know it is ready to move when you see the dotted lines appear around the Gadget you want to move.

Column SizeChange the column size by adjusting the slider bar.

Delete Gadget or Gadget GroupTo delete a Gadget or Gadget Group, click on the trash can icon next to the Gadget or the Gadget Group.

Note: if you delete a Gadget Group, you will also delete all the Gadgets inside that group.

Save Click the Save button once you are done updating your Layout.

CancelClick the Cancel button if you do not want to save your updates to your Layout.

Add Gadget GroupThe Add Gadget Group button allows you to define a Gadget Group by: • Number of columns (1 -3)• Add multiple groups

To Add a Gadget GroupSelect the number of columns and click Add Gadget Group.

Asset Search – Single Instance Gadget

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You can search for an Asset with the Asset Search Gadget. If you know the Asset ID #, you can type this in the Asset Search text field.

If you type in the Asset ID #, click the Search button, the Choose an Asset page will appear. This provides you information about the Asset.

If you type in the Asset ID #, click the Go button, the Current and Pending page will appear. This provides the status of all Open Work Orders and Pending Service Requests.

Asset Search – Single Instance Gadget

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If you do not know your Asset ID #, click on the Search button, this will open the Choose an Asset screen and allow you to search for an Asset.

This will open the “Choose an Asset” page.

In the box under Select Attributes profile, click the drop down arrow, select Asset Type.

In the next blank text box to the right, type in the word FACILITY. Then Click on the Add Filter button.

You can search for an Asset with the Asset Search Gadget. If you know the Asset ID #, you can type this in the Asset Search text field.

Work Summary Gadget – Overview

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Current Working LocationThe Current Working Location is the location you are assigned to. To change this location, click on the drop-down arrow. This will not be a permanent change. If you want this to be a permanent change, please submit a Service Ticket by clicking on the Quick Link named Help Desk Ticket Requests for AW located on the Home portal. In the field that reads, “Please Describe the Issue in a few words” please start with AssetWorks - Working Location needs to be changed.

The Work Summary Gadget allows you to create and save Work Order filters for a Current Working Location and user ID. A filter allows you to narrow your list of WOs from a defined filter.

Note: Filters you create in your Current Working Location will not show up in other Current Working Locations.

Note: If you oversee more than 1 Current Working Location, filters will help identify multiple locations.

Add FilterThe Add Filter button is used to add a filter. This button is also available in other Gadgets.

Filter Check BoxClicking in the check box, located in the left column of a filter table, will filter that filter only.

Pencil IconClicking on the Pencil Icon allows you to edit that filter.

Filter TitleThe filter title is what you name it. This will display in the Saved Filter Column.Count Link BoxThe Count Link Box will display the number of Work Orders for that filter.

Note: When you create multiple filters you create a Data Overlap. which is when filters have overlapping WO’s.

Work Summary Gadget provides statuses:Planning, Pending, Open, and Finished WO.

Planning & Pending – May only be used for 5509 and Capital projects.

Open – SR converted to a WO or WO’s that have been created and waiting to be completed.

Finished – Works Orders that have been completed and waiting the Supervisors approval. Once all work is completed on a WO, the Supervisor will Close the WO..

Data OverlapData Overlap occurs when you count the same WO in different filters. For example, the All filter has a total of 98 Open WO’s. The Priority ID- RW filter has 81 of the 98 WO’s. This has 81 overlapping WO’s.

Options to View your Work Orders Table:Sort ColumnsTo sort by a specific column, click on the blue column header. A filter will appear. This will allow you to filter by descending and ascending order.

Moving ColumnsColumns can also be moved or rearranged by clicking the blue column heading and dragging to a new position.

Work Orders - Gadget

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Work OrdersThe Work Orders provides many options to review in a table format.

What are and How do Red Hyperlinks Work?Clicking on a red hyperlink will take you to another page with more information.

These columns are:ID ColumnThe ID column is the WO #. Clicking on this will take you to the WO. Asset ColumnThe Asset Column is the Asset ID information. Will take you to the Asset Viewer page to see more information about the Asset on the WO.

Add or Delete ColumnsRight clicking anywhere on the blue column header will open the Table Options page. This includes Work Order ID, Assignment Status, Asset (ID), Priority, Job Type, Status, Delay Status (optional), Date In, Date Finished, Approved, Linear Reference (N/A), Title, Project Completion Date, and Total Cost.Click in the box will create a check mark for the items you want to view in the table.

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Width of ColumnsColumns can be made wider or narrower by pointing your mouse in between the columns in the white line, a double line with arrow on each side will appear. Keep your mouse clicked down when you get the double line arrows, then drag/move the edge of the column to where you want to place it.

Note: The column headings will not wrap into 2 or more rows but the content below will wrap as shown below in the screen shot under the Asset column.

Service Request Summary Gadget – Overview

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Current Working LocationThe Current Working Location is the location you are assigned to. To change this location, click on the drop-down arrow. This will not be a permanent change. If you want this to be a permanent change, please submit a Service Ticket by clicking on the Quick Link named Help Desk Ticket Requests for AW located on the Home portal. In the field that reads, “Please Describe the Issue in a few words” please start with AssetWorks - Working Location needs to be changed.

The Service Request Summary Gadget allows you to create and save Service Request filters for a Current Working Location and User ID. A filter allows you to narrow your list of SR’s from a defined filter..

Note: No statuses are provided on the SR Summary Gadget. Similar options may be added as a filter. For some options, see Example screenshot below.

Note: Filters you create in your Current Working Location will not show up in other Current Working Locations.

Note: If you oversee more than 1 location, your Current Working Location may oversee multiple locations. Filters will help identify multiple locations.

Add FilterThe Add Filter button is used to create and add filters for Service Requests. This button is also available in other Gadgets.

Filter Check BoxClicking in the check box, located in the left column of a filter table, will filter that saved filter.

Pencil IconClicking on the Pencil Icon allows you to edit that filter. Filter TitleThe filter title is what you name it. This will display in the Saved Filter Column.

Count Link BoxThe Count Link Box will display the number of Service Requests in that filter.

Note: When you create multiple filters you create a Data Overlap. which is when filters have overlapping SR’s.

Data Overlap Data Overlap occurs when you count the same SR in different filters. For example, the All filter has a total of 56 SR’s. The Priority ID- RW filter has 6 of the 56 total SR’s.

Note: It is recommended to name your filter(s) something that represents your fields selected.

Service Requests GadgetService RequestsThe Service Requests gadget provides a list of Service Requests at Pending Status assigned to the Current Working Location.

Magnifying Glass or ID ColumnClicking on the Magnifying Glass icon and the ID #, red hyperlink, will take you to the Service Request page.

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This will take you to the SR Page which provides information about the SR.

You can Create a WO or complete the SR from this page.

Options to View your Work Orders Table:Sort ColumnsTo sort by a specific column, click on the blue column header. A filter will appear. This will allow you to filter by descending and ascending order.


Service Request - Gadget

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Service RequestsThe Service Requests provides many options to review in a table format.


These columns are:ID ColumnThe ID column is the SR #. Clicking on this will take you to the SR. Asset ColumnThe Asset Column is the Asset ID information. Will take you to the Asset Viewer page to see more information about the Asset on the SR.

Add or Delete ColumnsRight clicking anywhere on the blue column header will open the Table Options page. This includes; Asset (ID), Priority, Symptom, Date Created, Created By, Reporting Source, Data Required, Linear Reference (NA), and Jurisdiction (NA).

Click in the box will create a check mark for the items you want to view in the table.



Go to Work Order- Gadgets

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Go To Work Order The Go to Work Order gadget can take you to a Work Order. All 3 text box fields must be correct to find your Work Order.

Use the drop down to change the working location.

Note: The AW system will start in FY19. You will not be able to search for Facilities WO’s prior to FY19.

Once you have filled out all 3 fields, click the Go button, and the “Work Order Main” page will display. The “Work Order Main” page displays all the information of the WO.

Current Working Location

FY Unique WO #

Work Order Main Page vs. Work Order Details Page

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When you search for a WO in the Go to Work Order Gadget, this will take you to the Work Order Main page.

When you search for the same SR in the Work Orders Gadget.

Click on the WO ID, red hyperlink, it will take you to the Work Order Details page.

As you can see the view and the fields are in different areas or you need to click other action buttons to find for example, Labor, Tasks, Voucher buttons are in different locations.

Map - Gadget

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Map The Map Gadget is available to display Assets that have Service Requests, and Work Orders for a Current Working Location. The Ames and Ankeny Complex Assets have been removed from the map.

To Add Filters, click the “+” button and then click the check mark to filter your Assets.

Click in the boxes to control what Assets, SRs, or WOs display on the map.

Note:• If multiple Assets are at the same location, zoom or click on the green circle to see the Assets.• The different shapes and colors represent the Assets, SRs, or WOs. These are defined when you create a filter.

The Work Planning Projects gadget can be configured to filter and are displayed by Project Types.

To set these filter options, click the edit pencil icon. This will open the Options – Work Planning Projects popup. Set each filter setting as needed:

Work Planning Projects - Gadgets

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Work Planning Projects The Work Planning Projects Gadget shows projects for the selected locations or projects that are assigned to the current user. This can be used for Facilities Service Requests.

Clicking on the New Project button will take you to the New Work Project page.

Options to View your Project Table:Sort ColumnsTo sort by a specific column, click on the blue column header. A filter will appear. This will allow you to filter by descending and ascending order.


Work Planning Project - Gadget

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Work Planning Projects has many options to view in table format.

Add or Delete ColumnsRight clicking anywhere on the blue column header will open the Table Options page. This includes; Asset (ID), Status, Owner, Name, Goal, Creator, Date Created, Project Type.

Click in the box will create a check mark for the items you want to view in the table.



Work Planning Project - Gadget

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These columns are:ID ColumnThe ID column is the Project #. Clicking on this will take you to the Project.Asset ColumnThe Asset Column is the Asset ID information. Will take you to the Asset Viewer page to see more information about the Asset on the Project.

URL – Gadgets - Multiple Instance

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The URL Gadget allows you to embed a URL into the Work Mgmt Portal. Any website where sensitive or personal data is sent is not supported in the Work Mgmt Portal. All browser and OS-based security rules still apply.

This may slow down speed performance with the AssetWorks system if you load URL links.

If a site is used by many users, it is recommended to request to add the URL address to the AW Quick Links home page.

How to load an URL Address

Click the Edit Pencil icon to add the URL address in the text box.

Once you enter the website URL address, click Save.

Gadgets – Ad Hoc Query – Multiple Instance

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Select the Category, Report Name and Table Width from the drop-down selection boxes. Click the Save button to save the query to the gadget on the Work Management home page.

The Ad Hoc Query Gadget is limited to 1000 rows maximum. If the query results exceed this limit, it is indicated at the bottom of the gadget with instructions for how to get full report.

The Ad Hoc Query gadget allows you to create and review reports.

To configure the Ad Hoc Query, click the Edit Pencil icon. The Options- Ad Hoc Query will display.

To see all rows, click the Zoom button or the View Report button in the Ad Hoc Query icon.

Note: If you internet speed is limited, this may reduce your response time more.

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Storekeeper Portal Overview – Gadget LayoutStorekeeper Portal is the portal you will used to track your Inventory parts requests and transfer request.

Each box is called a gadget. See dotted lines around the Parts Requests gadget.

Current Location - This is the location you are assigned to.

If you create any Purchasing Requisitions and Purchase Orders in Workday, this gadget will allow you to track them.

If you do need Purchasing Requisitions and Purchase Orders, you can remove these gadgets from your screen.

How do I change the gadgets in my Storekeeper Portal?Click on the Layout button located above the Actions section, after the Current Location.

Gadget

Action Buttons

Current View

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Storekeeper Portal Overview – Changing Gadgets To remove the Requisition and Purchase Orders gadget, click on the trash can to the left. This will delete that gadget.Click Save. A green bar at the top will appear, saying Successful Update.

Note: If you click on this trash can icon, the entire group will delete. You deleted Requisitions and Purchase Orders. See New View below.

New View2 gadgets

• Direct Issues Button - Will be used for cash sales and walk in sales. This will be used to issue inventory items not needing a Work Order or Asset # assigned. • Bin Assignment Button – will only used for Ames Whse) • Part Issues and Returns – you will not use this button. This will be hidden.

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Storekeeper Portal Overview – Action Buttons – Direct IssuesDirect Issues– This will be used to issue inventory items not needing a Work Order or Asset # assigned, or non-DOT customer requesting an item from a location. For example a non-DOT customer may purchase items from the field. Clicking on the Direct Issues button, the following filter will appear. This will allow you to enter the information needed to issue an item from your local inventory to either a cost center or to a non-DOT customer.Once you have entered the information into the required field to issue the stock item, Click the Add button. You will need to repeat this process for multiple items. Once you have added all the items needed, click on the Save button located at the bottom of the screen to complete the transaction. This request will deduct the item(s) from your inventory and create financial charges to the appropriate Dept ID ( Cost Center). This transaction will be sent to Finance

Dept ID- Who pays for this?

Cash Sale used in Whse

Check if it is a returnQty available will fill in when part # is filled in

Cost for stock item without mark up

Leave blank

Leave blankWill fill in when part # is filled in

Leave blankDate of Transaction

Leave Blank

Click on the Search box to find the Customer purchasing the Stock Item from you.Leave blank

Leave blankLeave blank

Leave blank

Leave blank

Leave blank

Put name who took the item.

Object Code (Spend Category term for WD)Date of the Sale

Qty purchased

Don’t forget to click Add for each item or you will need to start over

Don’t forget to click Save or the transaction will not process

You can view your Add transactions in this section.

How do I know the transaction went to Finance? For current system, this will be an integration to Finance. Once Workday this will be an integration.

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Storekeeper Portal Overview – Parts Requests- Field to FieldParts Requests Gadget – will only use this gadget for stock items transferred between locations in the field. These would be transfer requests only. This will not include transfers from Ames Whse to another location.

Pending Requests- are requests made from another location to your location.

Pending Part Return Requests- you will not be using this for returns from field to field locations.

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Storekeeper Portal Overview – Transfer RequestsTransfer Requests - Part Transfers – Part Transfers allows the user to create a one-off transfer, or to review the transfer requests made through the replenishment process.

Go to the Storekeeper Portal find the Transfer Request Gadget and click the New Transfer Request button to transfer parts from another location to your location

6 layout and gadgets for work mgmt & storekeeper portals ......6 the layout can be changed by...

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