preventive maintenance user manual - axis portal

Microsoft Word - PM Training Curriculum _2_.docThe Preventive Maintenance Home Page ..................................................................... 5
II. Coverage Hours ...................................................................................................... 7
About Coverage Hours ................................................................................................ 7
24-Hour Days .............................................................................................................. 8
About Scheduled Dispatch Options ........................................................................... 12
PM Work Orders ....................................................................................................... 12
IV. Employee Available Hours ................................................................................... 14
Setting up Available Hours ........................................................................................ 14
V. Equipment ............................................................................................................ 15
About Equipment ...................................................................................................... 15
Adding Equipment .................................................................................................... 15
Adding Gauges to Schedules ..................................................................................... 39
Adding gauges to an existing schedule....................................................................... 41
Editing Schedules ...................................................................................................... 43
Copying Schedules .................................................................................................... 44
Finding Schedules ..................................................................................................... 45
Deleting Schedules .................................................................................................... 45
Deactivating Schedules .............................................................................................. 45
VII. Tasks ..................................................................................................................... 48
About Tasks .............................................................................................................. 48
Adding Tasks ............................................................................................................ 50
Copying Tasks ........................................................................................................... 51
Editing Tasks ............................................................................................................. 52
Finding Tasks ............................................................................................................ 53
Deactivating Tasks .................................................................................................... 54
Task Lines ................................................................................................................. 56
Work Order States ..................................................................................................... 61
Scheduled Work Orders ............................................................................................. 63
Demand Work Orders ................................................................................................ 63
Creating Demand Work Orders from a Completed Work Order ................................. 66
Assigning Work Orders ............................................................................................. 67
Automatically Issuing Work Orders ........................................................................... 69
Re-Issuing and Re-Dispatching a Work Order ........................................................... 70
Re-Assign and Re-Issue ............................................................................................. 70
To Complete a Work Order in Axis ........................................................................... 73
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Advanced Search ....................................................................................................... 76
XII. Troubleshooting ................................................................................................... 79
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The Preventive Maintenance module generates and dispatches work orders to minimize
equipment downtime while reducing risks, costs and tenant inconvenience.
Equipment and events are entered into the system, as well as all tasks related to the
equipment/events. These two areas are then compiled in schedules.
Schedules generate work orders that are then dispatched to Engineers for processing.
Work orders can be dispatched to a handheld device, an e-mail address or a printer.
If a work order is electronically dispatched to a handheld device, the Engineer can
complete the work order from the field. Work orders can also be printed and once the
work is completed, the completion information is entered into the system.
The Preventive Maintenance Home Page
Control Panel > Building Services > Preventive Maintenance > PM Work Order List
The Preventive Maintenance Home Page provides a central location for managing PM
work orders.
• The PM Home Page can be accessed by clicking Home from the main menu, then
clicking PM Work Orders under the Preventive Maintenance folder.
• By default, Preventive Maintenance Home Page displays on-demand and
scheduled work orders for the default property in the Ready state for the next two
weeks. To display other groups of work orders, click the Property, Status and
Preview fields and select the desired options from the drop-down lists.
• New on-demand work orders can be generated, assigned and issued from the
Preventive Maintenance Home Page. These work orders have a work order
number assigned to them.
• Scheduled work orders can be issued from the Home Page. These work orders are
virtual. If changes are made to the schedule prior to the issuing of a work order,
the changes are displayed in new work orders on the Ready list.
• The Scheduled Work Order section also differentiates projected work orders from
Floating work orders.
• Only one work order can be issued from one Floating schedule at a time. Floating
work orders display the icon.
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About Coverage Hours
Coverage Hours are the hours of operation for each property. Coverage Hours are used in
conjunction with the Work Order Routing and Escalation features and controls when and
if engineers receive work orders in the field.
Routing uses Coverage Hours to determine request assignment based on the time the
request is required. The Escalation feature uses Coverage Hours to determine when to
start and stop accumulating escalation time. Some reports list response time in Coverage
Hours.
Shifts
Shifts determine the Coverage Hours. Coverage Hours can be comprised of multiple
Shifts to facilitate management of properties with more than one shift in operation. For
example, a common scenario is for a property to provide service for one shift on
weekdays, and for a second shift on weekends. Any number of shifts can be set up in
order to best manage requests for each property.
Note:
• Work orders can be routed differently for each shift.
• Shifts cannot cross midnight. In such cases, create 2 shifts. For example, a
property runs from 8:00am to 1:00am. Create a shift from 8:00am to 12:00am,
and a shift from 2:00am to 1:00am.
Regular Hours and After-Hours
All hours accounted for in the shifts that are set up are considered to be "Regular Hours."
Remaining hours of the day that are not covered by shifts are considered to be "After
Hours". Work Order Routing can be defined for After Hours.
If Work Order Routing is not defined for After Hours, requests received during that time
will simply appear on the ‘Outstanding List’ to be processed manually.
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24-Hour Days
A Shift can be 24 hours a day by selecting the 24 hr checkbox when setting up or editing
the Shift information.
Property is Closed
If the property is closed for a day, indicate this by leaving the Begin and End fields blank
as well as making sure the 24 hr checkbox is not selected. The system will interpret this
as property being closed for that day.
Holidays
If the property will be closed for a holiday or any other day, temporarily change the
Regular Hours entries to accommodate this. On the Coverage Hours Settings screen,
simply delete any entries for that day and make sure the 24 hr checkbox is not selected.
Be sure to change the Regular Hours back to the correct configuration after the holiday
has passed.
1. Go to Control Panel > Setup > Coverage
2. Click the Property field and select the desired property from the drop-down
menu. The Shifts screen is updated to display all shifts associated with the
property you have selected; if you have not set up any shifts yet, this list will be
empty.
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Preventative Maintenance User Manual
Powered by Angus AnyWhere
4. A pop-up window will open, allowing you to configure the new shift.
5. Use the Days drop-down lists to select the days that the shift covers.
6. Use the Hours drop-down lists to select the start and end time for the specified
days. If this is a 24-hour shift, click the 24 Hours checkbox instead.
7. Click Save to save the shift.
note:
• Dispatching only occurs during coverage hours.
• Requests dispatched in off hours will appear on the Outstanding list unless after
hours routing is required.
• Change for statutory holidays.
• Hours are determined by shifts.
• Shifts cannot overlap.
property you have selected.
2. Select the shift you want to modify, then click the Edit button.
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3. In the pup-up window that opens, make any necessary edits. See the Setting up
Shifts topic for help in making changes to the fields.
4. Click Save.
property you have selected.
3. Select the shift you want to modify, then click the Delete button.
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4. A confirmation dialogue will open. Click Yes to delete the shift.
Note: There must be at least one shift configured for a property.
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Control Panel > Setup > Dispatch Options
About Scheduled Dispatch Options
The Scheduled Work Order Dispatch Option provides an opportunity for scheduled work
orders to be automatically dispatched ahead of the due date and time.
PM Work Orders
This optional feature allows work orders to be set to dispatch on a particular day prior to
their due date, up to 30 days in advance. You can assign and issue work orders in one
step, so you may not have a need for this feature. Your property may also find it useful as
a temporary solution; for example, it could be turned on when the Chief Engineer is
going on vacation so that assigned work orders would be dispatched in their absence.
Note: This option does not eliminate the need to monitor the Home Page. If a Work
Order is not assigned, or it is not assigned to someone using an electronic device or e-
mail, it will not dispatch.
Auto dispatching of PM work orders will only occur if the work order is assigned to
someone with an electronic device. If it is assigned to no one, assigned to someone with a
printer, or assigned to the wrong person, this will cause some management issues.
Turning on this feature does not eliminate the need to continue to manage your ready list
on a regular basis.
Note: Setting your property to dispatch all work orders 30 days in advance could
needlessly overload your mobile devices with daily and weekly work orders.
PM Work Order Dispatch Options
1. Go to Control Panel > Setup > Dispatch Options
2. In the Filter section, click the Property field and select the desired property from
the drop-down list.
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3. If required, click the PM Automatic Dispatch checkbox to select it.
4. Click the Day field to select the number of days before the due date that the
system should attempt Auto Dispatch.
5. Click Save.
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Control Panel > Building Services > Preventive Maintenance > Employee Available Hrs
The Employee Available Hours screen captures the number of available PM and TR staff
hours for the next four weeks. The data generated in the Resources Forecast Report is
based on these hours, and helps determine whether there are enough staff member
resources to complete the work ahead. This feature is particularly useful in large facilities
with many Engineers and vendors working, and smaller facilities likely do not require
this feature.
Weekly data fields for both TR and PM for each property are displayed. Employee
available hours for the past three weeks are also displayed. The upcoming four-week
entries can be modified. Each week the Employee Available Hours table will be
automatically adjusted to allow for entry in the upcoming fourth week.
Setting up Available Hours
1. Go to Control Panel > Building Services > Preventive Maintenance > Employee
Available Hrs
2. Select the property you want to view using the Property drop-down list.
3. The available hours for the past three weeks are displayed in gray. The available
hours for the next four weeks can be modified.
4. To modify employee hours, click the associated TR and PM fields and enter the
new number of hours.
About Equipment
Equipment and/or events that require preventive maintenance must be added to the
Equipment List. Later, when creating a PM schedule for a particular piece of equipment,
it may be selected from the Equipment List.
The selected piece of equipment or event will be linked to the PM Schedule. This means
that when there is an update to a piece of equipment, the change will automatically be
reflected in all PM schedules that are linked to it.
Work orders and schedules that are associated with each piece of equipment can be
viewed in the Equipment Profile screen. This feature facilitates updating equipment
records.
Note:
• It is necessary to enter equipment before setting up schedules.
• When adding new equipment, enter descriptive names and/or number pieces of
equipment when there are several of the same type.
• It is not necessary to enter all of the information regarding the equipment at first.
Only the name, system and floor need to be added at first; additional information
can be added later.
Adding Equipment
Equipment must be added in order to create schedules. Choose clear and concise names
for equipment names as It will be easier to locate equipment when creating schedules.
You may wish to create equipment records for scheduled events that are not related to a
specific piece of equipment. For example, it may be useful to create an equipment record
for things like safety inspections, holiday decorating, landscaping, or other regular work.
If your equipment data has been converted from another application to Axis Portal you
may find that cleanup is required because other applications use Asset Tag Numbers or
other codes as the equipment name.
1. Go to Control Panel > Building Services > Preventive Maintenance > Equipment
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the drop-down list.
3. Click New Equipment. The Equipment entry screen is displayed.
4. Click the Equipment field and enter the name of the equipment. This is a
required field. Avoid using nick-names.
5. Click the System field and select the system for which the equipment is intended.
This is a required field. System types are determined at the corporate level.
6. Click the Make field and enter the make of the equipment.
7. Click the Model field and enter the model.
8. Click the Asset/Tag# field and enter this information.
a. This field is optional; your company may use asset tags for inventory
monitoring. The equipment name should not be an asset tag name.
Click the calendar to set a warranty expiry date for the equipment. Warranty expiry
information is shown when an on-demand work order is created: these are often repair
orders.
The Active checkbox is selected by default. No action is needed here when adding
equipment.
Click the Floor field and select the floor where the equipment is located. This is a
required field.
• PM locations are not always added at the time of setup.
• All property locations should be entered.
• Locations are dispatched with the work order.
Click the Suite field and select the suite where the equipment is located.
Click the Details field and enter any necessary details. Use this field to enter specifics
about the equipment like filter sizes, belt sizes, special tool requirements, warranty
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details, vendor agreement details, etc. This field should not be used for entering historical
data or tasks.
If you would like to associate gauges with the equipment record, click Save and
Continue and follow the steps outlined in Adding Gauges; otherwise, click Save
Equipment. There is no auto-save for this screen. Always remember to click one of these
buttons before navigating away from this screen when making changes.
Note:
• There may be many articles of identical equipment, and the work on this
equipment is generally performed at the same time, and only requires general
history. Examples include fire extinguishers and drinking fountains. These kinds
of items may not require entering a separate equipment record for each piece of
equipment.
• You may wish to create a Floor called "Various" and locate these such items on
that floor. This approach allows you to create one equipment record and one
schedule with numerous Items (maximum of 99 per schedule), thereby reducing
the amount of required data entry. This approach also generates only one work
order with multiple Items, instead of generating many work orders for one job.
• This practice is recommended only for small-ticket items that are identical and do
not require specific history.
Attachments
Attachments are files which you can upload and associate with a piece of equipment,
such as a schematic or other information not contained within the standard equipment
description fields.
Attachments can be added or deleted at any time, including during the original equipment
creation process. The attachment section can be found at the bottom of the equipment
editor screen, as shown below.
Adding an Attachment
1. To add an attachment, click Add in the attachment section.
2. Click Browse. In the dialogue window that opens, locate the file you wish to
upload, and click Open.
3. Files selected for upload must be less than 4 MB in size.
4. Enter a short description of the file in the Description field.
5. Click Upload. The attachment has been added.
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Editing an Attachment
1. To edit an attachment, click Edit in the attachment section.
2. Modify the description of the file in the Description field.
3. Click Save. The attachment has been added.
Deleting an Attachment
1. To delete an attachment, click Delete beside the attachment you would like to
remove. A confirmation window will open.
2. In the confirmation window, click Yes. The attachment is now deleted.
Copying Equipment
A Property may have several pieces of Equipment of the same type, which have minor
differences such as their serial number. To expedite entering Equipment, Equipment
records can be easily copied.
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the drop-down list.
3. Click the name of the equipment to open the record.
4. Click Copy. The Equipment editor is displayed.
5. Click the Equipment Name field and enter the name of the equipment.
6. The system automatically inputs the equipment information. Click the fields and
enter new information as needed.
7. Click Save Equipment. The equipment is now saved.
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the drop-down list.
3. Click the name of the equipment to open the record.
4. Make any necessary changes.
5. Click Save Equipment.
Adding Gauges
Gauges are associated with a specific piece of equipment. A single piece of equipment
can have up to fifty gauges defined for it. Once gauges have been configured, they can be
added to any schedules associated with the equipment record. This will create a Gauges
section on all future work orders that are generated, allowing users to capture readings
from the field. You can also manually add gauge readings through the Readings button
on the Equipment Entry Screen.
1. While viewing the Equipment Entry Screen, click Add in the Gauges section. The
Create Gauge pop-up interface will be displayed.
2. Enter the gauge name.
3. Select a measurement type from the drop-down list (e.g. Pressure, Temperature,
etc.).
4. Select the units (unit of measurement) used by the gauge from the drop-down list.
The contents of this list are dependent on what was selected for the measurement
type.
5. For the gauge type, indicate whether this is an instantaneous or cumulative gauge.
Note:
• An instantaneous gauge displays the current status of the equipment, such as
current temperature or pressure.
• A cumulative gauge displays usage or status over an interval of time, such as an
electrical meter that records total consumption of electricity.
6. You can optionally enter a minimum and maximum value for the gauge. Although
minimum and maximum values are displayed on work orders, entering minimum
and maximum values does not restrict the range of values which can be entered in
a work order; however, it can provide a useful guide for spotting potential issues
by indicating the expected operational range of the equipment.
7. Enter a frequency using the drop-down list provided. This field is used to indicate
how often the gauge should be checked. Note: the value in this field does not
affect the creation of work orders, nor will it cause work orders to be
automatically generated.
8. Use the Show Previous Readings drop-down to indicate how many previous
readings should be displayed on PM work orders. Up to five previous readings
can be displayed.
9. Click the calendar icon beside the Last Calibration Date field to indicate the
date when the gauge was last calibrated. This is an optional field.
10. Click Save to add your gauge to the equipment.
11. Next, you have the option to enter previously recorded gauge readings. To add
readings now, click Yes, add Readings and then follow the steps below;
otherwise, click No, add Readings later and skip to Step 13.
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12. The popup window will display a list of all recorded readings; as this is a new
gauge, this list will be empty.
a. To add a new reading, fill in the Add Value field with the new reading,
then fill in the Date field by clicking the calendar icon immediately to the
right of this field.
b. Click Add. Your reading has now been added to the list.
c. If you made a mistake in one of the entries, you can click Edit beside the
entry to change it. When you are done, click Update. You can also delete
an entry by clicking Delete beside the entry.
d. Repeat the above steps until all readings have been entered. Click Close
when you are done.
13. Click Save Equipment in the Equipment Entry screen to save your gauge.
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Adding Gauge Readings
Gauge readings are stored in the Gauge History, which can be accessed through the
Equipment Entry Screen.
2. Click the name of the equipment which has gauge readings that you would like to
modify. The Equipment Entry Screen will be displayed.
3. In the Gauges section midway down the screen, locate the gauge you would like
to add readings to. Click the Readings button located to the right. A popup
window will open, displaying the Gauge History.
To add a Reading:
1. From the Equipment Entry screen, fill in the Add Value field with the new
reading, then fill in the Date field by clicking the calendar icon.
2. Click Add. Your reading has now been added to the list.
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3. If you made a mistake in one of the entries, you can click Edit beside the entry to
change it. When you are done, click Update. You can also delete an entry by
clicking Delete beside the entry.
4. Repeat the above steps until all readings have been entered.
5. Click Close (located at the bottom of the Gauge History pop-up) when you are
finished adding entries. In the Equipment Entry screen, click Save Equipment to
ensure your changes have been saved.
Editing Gauge Readings
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to add readings to. Click the Readings button located to the right. A popup
To edit a Reading:
1. From the Equipment Entry screen, click Edit on the right-hand side of the screen.
The value can now be edited; change this field to the desired value.
2. Click Update. The modification is now saved.
Note:
• You cannot change the date of a reading. If the date is incorrect, you must delete
the entry and then create a new entry with the correct date and value.
finished editing entries. In the Equipment Entry screen, click Save Equipment to
ensure your changes have been saved.
Deleting Gauge Readings
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to delete readings from. Click the Readings button located to the right. A popup
To delete an entry:
1. From the Gauge History screen, click Delete on the right-hand side of the screen.
2. In the confirmation dialogue that opens, click Yes. The entry is now deleted.
Notes:
Readings that are associated with a Work Order can be modified but not deleted.
finished deleting entries. In the Equipment Entry screen, click Save Equipment
to ensure your changes have been saved.
Deleting Gauges
In order to delete a gauge, the Gauge History must be empty. For information on deleting
the Gauge History, please refer to Deleting Gauge Readings.
Notes:
• Readings in the Gauge History that are associated with a work order can be
modified but not deleted; consequently, you will be unable to delete a gauge
which has one or more readings associated with a work order.
• Gauges which are associated with a schedule cannot be deleted. The gauge must
be deleted from the schedule first. See Deleting Gauges from Schedules for more
information.
3. In the gauges section midway down the screen, locate the gauge you would like
delete. Click Delete located to the right.
4. In the confirmation dialogue that opens, click Yes. The Gauge is now deleted.
5. Click Save Equipment to ensure your changes have been saved.
Finding Equipment
2. In the Filter section, click the Property field and select the desired property. The
equipment for that property is displayed.
3. By default, only active equipment is displayed. To view all or inactive equipment,
click the Include field and select the desired option from the drop-down list.
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4. To search for equipment by warranty status, select All, Any Date, Not Expired or
Expired from the Warranty drop-down list.
5. To search for equipment by name, enter all or part of the name of the desired
equipment in the Find Equipment field and press <Enter> on your keyboard.
Deactivating Equipment
Equipment cannot be deleted; however, it can be made inactive.
Over time, it may be necessary to deactivate records for Equipment that is being
decommissioned.
the drop-down list.
3. Click the name of the equipment. The Equipment entry screen is displayed.
4. Any schedules or work orders associated with this piece of Equipment can be
displayed at the bottom of the screen. To view the schedules or work orders, click
in the desired section.
5. The Active checkbox is selected by default. Click the checkbox to clear it. The
system returns a pop-up box to suggest a review of the PM Schedules for this
equipment.
Notes:
• When Equipment is deactivated, associated Schedules and Work Orders will
continue to function.
• If Work Orders are no longer required, Schedules must also be deactivated.
• Outstanding Work Orders associated with deactivated equipment may also be
cancelled.
• Equipment rendered inactive will no longer appear in the Equipment Picker and
Find Equipment lists.
Reactivating Equipment
equipment for that property is displayed.
3. Click the Include field and select Inactive from the drop-down list.
4. Click the name of the equipment that you would like to reactivate. The Equipment
screen will be displayed.
6. Click Save Equipment. The equipment is now active.
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About Schedules
Preventive Maintenance generates and dispatches work orders based on defined
schedules. These schedules are called PM schedules and must be created in the system in
order for work orders to be generated. Only active schedules generate work orders.
Equipment and events are entered into the system, as well as all tasks related to the
equipment/events. These two areas are then compiled together by creating schedules.
Types of Schedules
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• Equipment and tasks must be added in order to create a schedule.
• Give the schedule a meaningful title.
• The contents of the work order Title field determines the title of the actual work
order that will be generated.
Adding Single-Task Schedules
1. Go to Control Panel > Building Services > Preventive Maintenance > Schedules
2. In the Filter section, click the Property field and select the desired property.
3. Click New Schedule.
4. Click the Schedule Title field and enter a title for the schedule.
5. Click the WO Title field and enter a title for all subsequent work orders generated
from this schedule.
Notes:
You can copy and paste the title from the schedule Title field if you wish. Avoid using
nick-names for the work order title to ensure that all work orders are easily identifiable.
Alternatively, if all Tasks have been added and saved to this schedule, click the ‘…’ icon
and the system will enter the name of the longest period task listed on the schedule.
6. Click the Equipment field and select the related equipment from the drop-down
list. The system automatically enters the floor and suite into the schedule based on
the equipment selected.
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7. Click the Assigned To field and select the employee or vendor. This field is
optional. It is not recommended for properties where employees and vendors
change often. Assignment can also be selected once the work order is generated.
8. Click the Priority field and select a level of priority for this schedule, with 1
being high, and 5 being low.
9. If subscribers should be notified of missing values for work orders associated with
this schedule, click the Notify On checkbox to select it. Refer to the employee
profile when setting up notifications.
10. If auto-dispatch is being used for this property, you have the option to use the
default setting (as entered on the Dispatch Options screen) or enter another setting
for this particular schedule. If auto-dispatch is not turned on, this area is grayed
out.
11. To use the property setting:
a. Ensure a property setting is selected from the Dispatch Options drop-
down.
b. Click the Time fields and select the time of dispatch.
12. To override the property setting for this schedule:
a. Select Using Schedule Setting from the Dispatch Options drop-down.
b. Click the Day field and select the number of days before the Due Date that
this Schedule should be dispatched. You can select up to 30 days in
advance; however, if this is a daily or weekly schedule, be aware that the
higher the number of days selected, the more mobile devices may be
overloaded with work orders.
c. Select the Time fields and set the time of dispatch.
13. Click the Base Task field and select a task to associate with this schedule. The
base task determines frequency of work order generation, therefore, the task that
is done the most frequently must be entered as the base task. See Tasks for more
information. Note that the trade associated with the selected task is entered by the
system.
14. Click the Estimated Time field and select the approximate time that this schedule
will take to complete. This is a mandatory field which relates to reports.
15. Click the Schedule Type field and select the type of schedule. See Types of
Schedules for more information.
16. If the Schedule is seasonal, click the Seasonal checkbox to select it. Click the
Start and End Date fields to select the dates which define start and end of the
Season.
Note:
1. Seasonal - If tasks are to be completed only during a certain time of the year,
specify the time by entering the start and end of the season. work orders will only
be generated if the next scheduled date falls within the defined season.
2. If the next scheduled date falls outside of the season, Angus AnyWhere™ will
adjust the date to the start date of the next season.
17. Click the Period Type field and select the period type. Depending on the period
type selected, click the Time and Date fields and select this information. Tasks
can be assigned up to 10 years out (120 months).
18. Click Save Schedule. The schedule is saved, and all associated work orders are
regenerated.
Multi-Task Schedules
The Multi-Task feature allows for the creation of fixed Schedules which generate work
orders containing multiple Tasks for the same piece of Equipment, falling on the same
due date. PM schedules with multiple tasks are mostly beneficial in their ability to
consolidate numerous activities into one assignment, thereby eliminating the need for the
generation of multiple work orders for multiple activities falling on a common due date.
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Each PM schedule can be associated with up to five tasks. The list of tasks must have one
main task, called the base task. Any additional tasks are layered on top of the base task.
Because the additional tasks are layered on top of the base task, the system can calculate
common due dates between tasks. This means that the next scheduled dates will
automatically be presented to the user for each new task, ensuring synchronized
execution of tasks, even if each of their respective frequencies or periods differs from all
others. Related tasks can be easily coordinated, reducing the need for the user to
manually schedule and manage interrelated task assignments.
To Add Multi-Task Schedules:
1. Follow steps 1-17 in Adding Single Task Schedules.
2. Click Save and Continue (as opposed to Save Schedule). Additional schedule
sections are displayed.
3. In the Schedule Task section, click Add. The Schedule Task editor is displayed.
4. Click the Task field and select a task from the drop-down list. Note that the trade
associated with the task is entered by the system.
o Tasks already used in the schedule will not appear on this list. You cannot
reuse the same task within the same schedule.
5. Click the Multiplier field and select a period from the drop-down list. This
determines how often the Task appears on the work order determined by the base
task.
a. For example, if the base task is monthly and this task is quarterly, the
multiplier would be 3, meaning the task appears on every third work order.
If base task is weekly, and this task is quarterly, the multiplier would be
12, meaning the task appears on every twelfth work order. For more
information, see the Period Multiplier and Offset topic.
6. Click the Offset field and select a period from the drop-down list. This determines
the first time the task is to appear on the work order.
Notes:
0 = no offset, or now
1 = offset by one work order, or one work order from now
2 = offset by two work orders, or two work orders from now
For more information, see the Period Multiplier and Offset topic.
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7. In the Est. Minutes fields, select an estimated time from the drop-down lists if
different from the one initially set when the task was entered.
8. Click Save. The task is now added to the schedule. To add an additional task,
repeat the above steps. Up to 5 tasks can be entered into a schedule.
Notes:
• For more information, see the Period Multiplier and Offset topic.
Adding Tasks to Existing Schedules
2. Locate the schedule you want to add tasks to, and click the schedule ID. The
Schedule is displayed.
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3. In the Schedule Task section, click Add. The Schedule Task editor is displayed.
4. Click the Task field and select a task from the drop-down list. Note that the trade
associated with the task is entered by the system.
5. Click the Multiplier field and select a period from the drop-down list. This
determines the frequency with which the task appears on the work order
determined by your base task.
6. Click the Offset field and select a period from the drop-down list. This determines
the first time the task is to appear on the work order. (0 = no offset, 1 = offset by
one work order, 2 = offset by two work orders.)
7. In the Est. Minutes fields, select an estimated time from the drop-down lists if
different from the one initially set when the task was entered.
8. Click Save. The task is now added to the schedule. To add an additional task,
repeat the above steps. Up to 5 tasks can be entered into a schedule.
Notes:
A Fixed Schedule can have up to 5 Sub Tasks.
Adding Gauges to Schedules
For equipment which has one or more gauges associated with it, you can specify which
gauges (if any) should be read when a scheduled PM Work Order is issued.
Adding gauges to a new schedule
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2. Click Save and Continue. Additional schedule sections are displayed.
3. In the Schedule Gauge section, click Add. A pop-up window will open,
displaying a list of all gauges which are associated with the specified equipment.
4. Place a check mark beside each gauge which will require a reading to be taken.
To add all gauges, place a check mark in the heading at the top of the list.
5. Click Add. The gauges you have selected have now been added to the schedule.
6. In the Edit Schedule section, Click Save Schedule to save your changes.
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2. Using the Property drop-down list, select which property the schedule is
associated with.
3. Click the Schedule ID associated with the schedule you want to edit. The schedule
is displayed.
4. In the Schedule Gauge section, click Add. A pop-up window will open,
displaying a list of all gauges which are associated with the specified equipment.
5. Place a check mark beside each gauge which will require a reading to be taken.
To add all gauges, place a check mark in the heading at the top of the list.
6. Click Add. The gauges you have selected have now been added to the schedule.
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7. In the Edit Schedule screen, Click Save Schedule to save your changes.
Deleting Gauges from Schedules
2. Using the Property drop-down list, select which property the schedule is
associated with.
3. Click the Schedule ID associated with the schedule you want to edit. The schedule
is displayed.
4. In the Schedule Gauge section, Click the Delete button beside the gauge you
would like to remove from the list.
5. In the confirmation dialogue that opens, click Yes.
6. In the Edit Schedule screen, Click Save Schedule to save your changes.
Adding Items to Schedules
Items describe a collection of equipment items that must be attended to in a schedule.
Each schedule can have a maximum of 99 Items. Items are useful in situations where
identical work is performed on multiple pieces of equipment, such as fire extinguishers or
fire alarms. Each item that appears in a work order generated from a PM schedule can be
marked as Pass or Fail by the person completing the work order.
Items may be created, edited, or deleted from within a PM Schedule. For each item, a
space is provided to enter an ID or tag number, location and type.
When creating Items, it is recommended that they be given meaningful names and
descriptions in the fields provided. This makes it easier for an Engineer using a handheld
device to locate the Item and thus facilitate the process of completing the specified
task(s).
2. Click the name of the schedule to which Items will be added.
3. Select Edit This Schedule from the pop-up menu.
4. In the Schedule Item section, click Add. The Schedule Item editor is displayed.
5. Click the ID field and enter an ID for the Item.
6. Click the Location field and enter the location of the Item.
7. Click the Type field and enter a description of the type of Item.
8. Click Save. The Item is added to the schedule.
Notes:
• Note that readings cannot be entered for Items, therefore Items should not be used
in schedules where individual equipment readings are required.
• Items are typically used for equipment such as fire extinguishers, flow switches,
drinking fountains, etc.
2. Locate the desired Schedule. See Finding Schedules for more information.
3. Click the name of the schedule to which Items will be added.
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4. Select Edit This Schedule from the pop-up menu.
5. Make any necessary changes to the Schedule. See Adding Single-Task Schedules
for more information.
Copying Schedules
When there are multiple Schedules that are alike you can copy a Schedule and it's
associated Tasks to another Schedule.
To copy a schedule:
2. Open the Copy Schedule editor.
3. Click the Schedule Title field and enter a title for the schedule.
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4. Click the equipment field and select the desired piece of equipment from the
drop-down list.
5. Click Copy. The schedule is now displayed on the schedules screen.
Finding Schedules
the drop-down list. By default, Active Schedules are displayed.
3. To view all or inactive schedules, click the Include field and select the desired
option from the drop-down list.
4. All or part of a schedule name can also be entered in the Find Schedule field.
5. Click Search. The search results are displayed.
Deleting Schedules
Schedules cannot be deleted; however, they can be made inactive. See Deactivating
Schedules for more information.
Deactivating Schedules
Schedules that are no longer required can be deactivated. Inactive Schedules do not
generate Work Orders.
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2. Locate the desired schedule. See finding schedules for more information.
3. Click the number of the schedule. The equipment entry screen is displayed.
4. Any schedule tasks or schedule items associated with this schedule can be
displayed at the bottom of the screen. To view the schedule tasks or schedule
items, click the in the desired section.
5. The Active checkbox is selected by default. Click the Active checkbox to clear it.
6. The system returns the message displayed below. If schedules need to be
reviewed, click No. If the schedule can be deactivated, click Yes.
7. Click Save Schedule. The Schedule is now inactive.
Notes:
• Deactivating a Schedule does not cancel work orders that have already been
generated or issued.
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About Tasks
Tasks describe the actual work that needs to be done for a piece of equipment. Like
equipment, tasks are linked to PM schedules and any changes made to a task are reflected
in all PM schedules linked to it.
Period Multiplier and Offset
When adding new Tasks, two parameters of particular importance are to be specified:
Period Multiplier and Offset.
The Period Multiplier is the frequency of the Task, relative to the Base Task. The Period
Multiplier must be a whole number; therefore, added Tasks can only be of equal or
greater period length than the Base Task.
The Offset field allows due dates for Tasks to be offset in order to reflect when the Task
should appear on a Work Order.
Examples
• These examples use January as the initial start date for a schedule.
• Relative offsets are denoted by numbers shown in the base task row.
• The offset value will be relative to the start date of your schedules.
• For example, if a schedule were to start in July, then July would have an offset
value of zero. Zero equals the first base task work order issued.
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Monthly, Quarterly, Semi-Annual, and Annual tasks are aligned and issued starting with
the initial monthly work order issued.
Example 2
First Quarterly task will appear on the third work order generated. Semi-annual task will
be included 3 work orders after the Quarterly. First Annual will appear with the 12th
work order issued within the cycle.
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Example 3
The Base Task will appear every 2 months. The Semi-annual task will be included three
work orders after the first base task. The Annual task will be included 6 work orders after
the first base task.
1. Go to Control Panel > Building Services > Preventive Maintenance > Tasks
2. In the Filter section, click the Property field to select the desired property.
3. Click New Task.
4. Click the Task Name field and enter the name of the task.
a. It is important to establish a naming convention for rasks. Some
companies name them by system classification, some by duration so they
all sort together logically for your particular environment.
5. Click the Trade field and select the trade responsible for performing this task.
6. In the Rec. Period field, click the fields to select the time frame and type of
period.
a. The system requires you to select the type of period first, for example,
days, weeks, months. Then select the time frame.
7. In the Estimated Time field, click the drop-down lists to select the estimated
time.
8. If needed, click the Instructions field and enter any instructions for this task.
a. If you are using Task Lines you may wish to leave this field blank, or use
for another purpose such as company policy details (i.e. safety equipment
must be worn, or tenants must be given 24 hours notice prior to equipment
shut-down).
9. If there are no Task Lines associated with this task, click Save Task.
Notes:
9. Choose descriptive and meaningful names for tasks to give Engineers in the field
an overview of the required work.
10. Tasks can be used for multiple pieces of equipment.
11. Name tasks so that they sort together.
Copying Tasks
Tasks are defined at the property level and are defined for the PM program by the chief
engineer of the property. Many of these are common industry standard practices. Those
working with multiple properties can take advantage of the Copy Tasks feature by
copying tasks between properties. Also, within a property, some tasks are very similar.
These tasks can be copied and modified as needed.
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2. Locate the desired task. See Finding Tasks for more information.
3. Click the name of the task; the task screen appears.
4. Click in the Copy Task section to expand it.
5. By default, the existing task name is entered. If the name of the task needs to be
different for the property that the task is being copied to, click the Task Name
field and enter the name.
6. Click the To Property field and select the property from the drop-down list.
7. Click Copy. The Task is copied to the selected property.
Editing Tasks
When editing tasks, keep in mind that changes affect future work orders, not work orders
that have already been completed using the original task.
To edit Tasks:
3. Click the name of the desired task. The Task screen is displayed.
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4. Make any necessary changes to the task. See Adding Tasks for assistance.
5. Click Save Task.
tasks for that property are displayed.
3. By default, active tasks are displayed. To view all or inactive tasks, click the
Include field and select the desired option from the drop-down list.
4. To search for a task by name, enter all or part of the name of the desired task in
the Find Task field and press <Enter> on the keyboard.
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To deactivate Tasks:
3. Click the name of the task. The Edit Task screen is displayed.
4. Any Schedules associated with this Task can be displayed at the bottom of the
screen. To view the Schedules, click in the Schedules section.
5. The Active checkbox is selected by default. Click the Active checkbox to clear it.
The system returns a pop-up box displaying a message to suggest a review of the
PM schedules for this task.
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Notes:
• Schedules and work orders associated with deactivated tasks will continue to
function.
• If work orders should no longer be issued for the deactivated task, any associated
schedules must also be deactivated, or modified to remove the task prior to
deactivation.
• Associated outstanding work orders may also be cancelled if necessary.
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About Task Lines
Task Lines are the associated steps of a task. Task Lines prompt the Engineer to make
checks or take readings of equipment. Task Lines are included on the work order that is
transmitted to Engineer's RIM BlackBerry® or Palm™ Handheld.
If you are creating multi-task schedules, keep in mind that you do not need to duplicate
Task Lines in the tasks that are included in multi-task schedules, because they are
included in the tasks.
If your data has been converted from another application you may find that clean-up is
required for Task Lines because task details are often interpreted as lines of text.
There are three types of task lines:
• Reading: Select this option if the Task Line requires a reading from equipment,
such as pressure readings, meter readings, or inventory counts.
• Checking: Select this option if the Task Line requires an equipment check. This
is the most commonly used type of Task Line.
• Text: Select this option if the Task Line requires additional detailed information
or instructions.
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4. In the Task Line List section click Add. The Task Line editor is displayed.
5. Click the Details field and enter the details of the Task Line.
6. Click the Type field and select the type of task to be performed. See About Task
Lines for assistance in making this selection.
7. Click Save. The task will be added to the Task Line List.
Notes:
• A task can have up to 99 Task Lines.
• If you are creating multi-task schedules, keep in mind that you do not need to
duplicate Task Lines in the Tasks that are included in multi-task schedules,
because they are included in the tasks.
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4. In the Task Line List section, locate the desired Task Line and click Select. Note
that the selected task now has a blue background.
5. Click Edit. The Task Line editor is displayed.
6. Make any necessary changes to the Task Line. See Adding Task Lines for
assistance. Click Save. The Task Line is saved.
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Organizing Task Lines
To assist Engineers in completing tasks, you can organize the Task Lines in the order in
which they are to be completed.
To Organize Task Lines:
4. In the Task Line List section, locate the desired Task Line and click Select.
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5. Click Up or Down to move the Task Line Accordingly, or, if you need to remove
the selected task line, click Delete.
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VIII. Using Preventive Maintenance
About PM work orders
When maintenance is required for equipment, a work order provides maintenance staff
with information on the required task, where the equipment is located, and when the task
is due. When a work order is dispatched, the maintenance staff can view the work order
on their handheld device, perform the necessary work and send the completed
information back to the system.
Work Order States
There are four states for PM work orders: Ready, Issued, Completed, and Cancelled. You
can view work orders grouped by state on the work order List screen. Simply click the
status field in the Filter section and select a state from the drop-down list.
Ready
The Ready state indicates that the work order is ready to be issued. This setting allows
administrative staff to review and make any necessary changes to the Schedule or Tasks
before dispatching the work order.
Issued
The Issued state indicates that the work order has been issued. Once issued, work orders
cannot be changed. Schedules and Tasks can be modified to affect the next work order.
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Issued work orders can, however, be reissued and reassigned. This can be useful in the
event of staff turnover or staff workload issues. You can reissue either electronically
dispatched or printed work orders and according to who they are reissued and reassigned,
they may move from one list to another.
Re-issuing a work order does not delete or "pull back" the previously issued work order,
resulting in two electronic copies in the system. In cases where re-issuing is performed
from one active tradesperson to another, the original tradesperson will have to be alerted.
Completed
The Completed state indicates that the work order has been completed. work orders
remain on the Completed list for 30 days from the date of completion. Flags for missing
values are only visible on the Completed list if they are active in the Schedule. A list of
Completed work orders is available via the PM Work Order List Report.
Cancelled
Work orders are automatically cancelled when a more recently issued duplicate work
order becomes is due. Work orders that are Ready, Issued, or Completed can also be
manually cancelled. For example, you may need to manually cancel a work order if a
duplicate one is in circulation, or if the Schedule needs to be made inactive, or if
equipment is out for repair.
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IX. PM Work Order Types
There are two types of Work Orders in the Angus AnyWhere™ PM System: Scheduled
and Demand. The majority of work orders will be Scheduled. Demand work orders are
only created when there is unplanned maintenance that needs to be recorded in the
system.
Scheduled Work Orders
Scheduled work orders are generated regularly and are based on PM schedules. Work
orders from schedules are shown for the next year. Fixed period work orders are
automatically cancelled by the system if and when they go one period overdue.
Demand Work Orders
Demand work orders are work orders that are created in response to an unplanned need
for service. Demand work orders can be created before or after the actual work is
complete.
When a demand work order is created, it has a status of ready. It can be reviewed and
modified just like a Scheduled work order. A Demand Work Order can remain with a
Ready status indefinitely if it is not dispatched. Consequently, if a Demand Work Order
is not dispatched, it must be manually completed or cancelled.
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Control Panel > Building Services > Preventive Maintenance > PM Work Order List
Demand Work Orders are Work Orders that are created in response to an unplanned need
for service, such as repairs. Demand Work Orders can be created before or after the
actual work is complete.
Creating Demand Work Orders
1. Go to Control Panel > Building Services > Preventive Maintenance > PM Work
Order List
2. In the On Demand section, click New Work Order. The New Work Order page
will open.
3. Click the Task Name field and enter the Task name.
4. Click the Instructions field and enter any instructions.
5. Click the Property field and select the property from the drop-down list.
6. Click the Equipment field and select the equipment from the drop-down list.
Note that the Floor, Suite, System, and Warranty Expiry (if present) are
automatically entered by the system.
7. Click the Trade field and select the type of trade.
8. Click the Estimated Time fields and select the time.
9. Click the Assigned To field and select an employee.
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a. You can also leave this field blank and assign the Work Order once it is
generated and displayed on the Ready list.
10. By default, the Date Due is today's date. If the date needs to be changed, click the
Date Due field and enter the date, or click the calendar icon and select the date
from the calendar.
11. Click the Priority field and select the priority level.
12. Click Save Work Order. The system returns you to the PM Home Page, where
you will see your Work Order displayed in the On Demand section. You can now
assign and issue it as you would with a Scheduled Work Order.
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Creating Demand Work Orders from a Completed Work Order
1. Open the desired completed Work Order. See the Finding PM Work Orders topic
2. Click Demand W.O. located at the bottom of the screen. The New Work Order
page will open.
3. Click the Task Name field and enter a name for the task.
4. The Instructions field contains the Closure Notes from the completed work order.
You can change these instructions as required.
5. By default, the work order is attached to the original property and piece of
equipment. If the property needs to be changed, click the Property field and
select the property. If the equipment needs to be changed, click the Equipment
field and select the equipment. For example, if you are working on a heat pump
which requires a repair to a specific piece of equipment, you can select it in the
Equipment field.
7. Click the Estimated Time fields and select the time.
8. Click the Assigned To field and select an employee or vendor.
9. By default, the Date Due is set to today's date. If this needs to be changed, click
the Date Due field and enter the new date, or click the calendar icon and select the
date from the calendar.
10. Click the Priority field and select a priority level.
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11. Click Save Work Order. The Work Order Ready List is displayed. The demand
work order entered is now ready to be issued.
Assigning Work Orders
Work Orders must be assigned in order to be issued. Demand Work Orders can be
assigned when they are created. Scheduled Work Orders can be assigned when the
Schedule is created. Work Orders that are not assigned can be assigned from the Work
Order lists.
PM Work Orders that are not assigned or are assigned to an Employee without a Device
(ex. Device is set to Printer or None), will appear on the On Demand list when a dispatch
is attempted.
To assign a Work Order:
1. Click the checkbox beside the desired Work Order to select it.
2. Click the Assign Select Work Orders To: field and select the desired Employee or
Vendor from the drop-down list.
3. Click Assign. The Work Order is now assigned.
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Notes:
To assign and issue the Work Order in one step, complete the steps above and click
Assign & Issue.
Issuing and Re-Issuing PM Work Orders
When a Scheduled Work Order is generated or a Demand Work Order is created, it is in a
Ready state. Ready Work Orders can be automatically dispatched or, if necessary, can be
reviewed and Schedules and Tasks can be modified before they are dispatched to the
assigned employee.
• If the Work Order is not assigned to an employee on the associated PM Schedule,
it can be assigned to someone on the Ready List.
• When Work Orders are issued, they are displayed on the Issued list for the
Property.
• The Issued List contains two groups: Electronically Dispatched and Printed.
It is the Primary PM device type that determines whether the Work Order will be moved
to the Electronically Dispatched group or the Printed Group. Any Work Orders that are
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issued via Printer will be rendered in a print window for direct printing to any of your
local printers.
Electronically Issued Work Orders display the Pending icon until they are properly
received. Work Orders may not be properly received in situations such as when Work
Orders are dispatched outside of business hours, if a handheld unit is out of range, or if an
Engineer deletes the email prior to it being received in the Angus AnyWhere™ on their
unit.
To Issue a Work Order:
1. Locate the desired Work Order. See the Finding PM Work Orders topic for more
information.
3. Click Issue Selected. The Work Order is issued according to the Employee's
setup. If the Work Order is being printed the Summary screen is displayed and the
Print window opens. Click Return to Work Order List in the top right corner of
the Summary screen when printing is complete.
Automatically Issuing Work Orders
Work Orders can be automatically dispatched from the Ready list.
In order for automatic issuing of Work Orders to take place, the following settings must
be made:
• Scheduled Work Order Dispatch Options must be enabled, see Dispatch Options
• Coverage Hours have been set up for the property, see About Coverage Hours for
more information.
• Schedules have been pre-assigned to an Employee or Vendor. See Assigning
Work Orders for more information.
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• The assigned Employee and/or Vendor has been set-up to include electronic
devices. See About Employees or About Vendors for more information.
Re-Issuing and Re-Dispatching a Work Order
Re-Dispatch
First, locate the Employee Profile for the Engineer who should receive the Work Order
(Engineer A), remove their e-mail address from their profile, and save. Then, locate the
Employee Profile for the Engineer who should not receive the Work Order (Engineer B),
and replace their address with Employee A's address, save, and re-Issue. Then return to
each Employee Profile and re-enter the correct e-mail addresses. Proper management of
your Ready list ensures that this will be a rare occurrence.
Re-Assign and Re-Issue
Issued PM work orders can be reassigned and reissued. This is helpful when work needs
to be reassigned due to staff turnover or staff workload issues. You may select a group of
work orders to reassign in one easy step.
• The separation of printed and electronically dispatched work orders allows for
selective application of the Re-Assign and Re-Issue function.
• Reissued work orders may move automatically from the Electronic Dispatch list
to the Printed list, depending upon the device type of the new recipient. This will
be done automatically.
• Reissuing a work order does not automatically cancel the first issued work order.
Be aware that there may be two copies of the work order, each one capable of
being completed.
1. Select Work Order List from the Preventive Maintenance menu.
2. Click the Status field and select Issued from the drop-down menu.
3. Click the checkbox beside the desired work order to select it.
4. Click Redispatch Selected. The work order is re-dispatched.
To Re-Assign and Re-Issue a Work Order:
3. Click the checkbox beside the desired work order to select it.
4. Select an employee/vendor to reassign and reissue the work order to.
5. Click Reassign & Reissue. A warning dialog pop-up is displayed.
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Notes:
Re-issuing a work order does not delete or recall the previously issued work order,
resulting in two electronic copies in the system. In cases where re-issuing is performed
from one active tradesperson to another, the original tradesperson will have to be alerted.
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XI. Completing PM Work Orders
Preventive Maintenance enables Engineers to update Work Orders from the field using a
handheld device or directly within Axis.
To Complete a Work Order in Axis
1. Open the desired Work Order. See the Finding PM Work Orders topic for more
information.
2. Click Complete W.O. The Work Order Task and Work Order Closure editors are
displayed.
3. By default, the system displays the Employee or Vendor to whom the Work Order
was originally assigned in the Completed By field of the Work Order Task
section. If the work was completed by another Employee or Vendor, click the
Completed by field and select the desired Employee or Vendor.
4. Click the Time Spent fields and select the hours and minutes.
5. If the Task has Task Lines, click the Value checkbox for each completed Task
Line.
6. If the Tasks were completed by another Employee or Vendor, click the
Completed by field and select the desired Employee or Vendor.
7. Click the Time Spent fields and select the hours and minutes for any additional
Tasks in the Work Order.
8. In the Work Order Closure section, by default, the Date Completed is today's
date. If the date needs to be changed, click the Date Completed field and enter
the new date, or click the calendar icon and select the new date from the calendar.
9. If the Work Order needs to be reviewed by a supervisor for any reason, click the
Notify Supervisor checkbox to select it.
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a. Employees who have Call Attention Notification turned on in their
Employee Profile will receive this notification. –Contact Axis Support to
set this up.
10. If there are Closure Notes, click the Closure Notes field and enter the information.
11. Click Save Work Order. See Creating a Demand Work Order from a Completed
Work Order for detailed instructions on Demand Work Orders.
a. If Notify on Missing Values is turned on for this piece of Equipment,
Employees who have the Missing Values Notification turned on in their
Employee Profile will receive an e-mail for any Missing Values.
Finding PM Work Orders
There are two methods of accessing Work Order lists:
1. Select Preventive Maintenance Home from the Home menu.
2. Select PM Work Order List from the Preventive Maintenance menu.
By default, the Work Orders automatically displayed on these pages are in the Ready
state. To select another Work Order state to be displayed, click the Status field and select
the status from the drop-down list.
Work Orders in the following states can be displayed:
• Ready: Work Orders that are ready to be issued are displayed on this list.
• Issued: Work Orders that have been issued are displayed on this list. Work Orders
that are pending display the icon.
• Completed: Work Orders that have been completed are displayed on this list.
Work Orders that require a supervisor to be notified display the icon. Work
Orders that have Missing Values display the icon.
• Cancelled: Work Orders that have been cancelled are displayed on this list. Work
Orders that have been automatically cancelled display the icon.
By default, the Work Orders automatically displayed on these screens are for the next
two weeks. To select another time period to be displayed, click the Preview for Next field
and select another number of weeks from the drop-down list.
Using Work Order Filters
In addition to the Property filter, the Building filter can be used to filter PM work orders
by building in addition to Property. For properties with multiple buildings, this filter
allows Engineers to selectively narrow the list of work orders.
• Building filters remain in place until the user leaves the work order list.
• The newly added Equipment filter will display the equipment according to any
building chosen in the Building filter.
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PM work order lists can now be further filtered further by Trade, Equipment, Priority and
Assigned To, allowing Engineers to deal with similar groups of work orders. These
additional filters are accessed by expanding the optional filter panel.
• The filters are applied by clicking Apply and can be cleared by clicking Clear.
• These filters apply to all work orders, where Trade, Priority and Assigned To
filter by the selected Property and the Equipment filters by any selected Building.
• The columns corresponding to the filters sort through the work order list, where
the Priority column sorts by all priority levels as well as individual levels from 1
to 5 and priority groups 1-2, 1-3, and 1-4.
Sorting Work Order Lists
Work Order Lists can be sorted to facilitate locating Work Orders. To sort a Work Order
list, simply click the heading of the desired criteria and the list is sorted. The lists sort
first in ascending (lowest to highest) order, click the heading a second time to sort in
descending (highest to lowest) order.
Work Order lists can be sorted by the following criteria, as displayed across the top of
each Work Order list:
Advanced Search
1. If you do not know the Work Order number, you can use the Advanced Search.
2. Click Advanced from the Search menu, and select PM Work Orders. The PM
Work Order Search screen is displayed.
3. Enter any available information about the Work Order.
4. Click Search. The Work Order is displayed.
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Reprinting Work Orders
Work Orders that have been dispatched to a printer may need to be re-printed.
To Reprint a Work Order:
4. Click Reprint Selected. The Work Order is re-printed.
Cancelled PM Work Orders
Auto-Cancelled Work Orders
• Work orders are auto-cancelled when the next duplicate work order from the
schedule is due.
• When the virtual work orders are created from a schedule, a cancellation date is
determined for each work order, which is the due date plus one period. For
example, if a work order is due on January 1, it appears on the list on December
15, because by default, the system displays it 14 days in advance. If it is not
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completed by February 1 when the next one is due to be completed, the system
auto-cancels the one dated January 1.
• Auto-cancellations are processed overnight.
• Auto-cancelled work orders are listed on the Cancelled Work Orders list.
Cancelling a Work Order
Work Orders that are Ready, Issued, or Completed can also be manually cancelled.
1. Open the desired work order. See the Finding PM Work Orders topic for more
information.
2. Click Cancel W.O. The Work Order Closure editor is displayed. If the cancelled
date needs to be changed, click the Date field and enter the date. Or click and
select a date from the calendar.
3. By default, the employee or vendor who the work order is assigned to is selected
in the Closed By field. If another employee or vendor is closing the work order,
click the Cancelled By field and select the employee or vendor from the drop-
down list.
4. If there are any cancellation notes, click the Closure Notes field and enter the
information.
5. Click Save Work Order. The work order is now cancelled and appears on the
Cancelled list.

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