work flow management

Presented By:Brian Samelson

&Alex Allen

•What is Workflow?

•Examples of Workflow in X3

•Workflow Manager

•Q & A

New!

“A workflow is a reliably repeatable pattern of activity enabled by a

systematic organization of resources, defined roles and mass, energy and

information flows, into a work process that can be documented and learned.

Workflows are always designed to achieve processing.”

- Wikipedia

Simply said….

The utilization of features to streamline operation of software to match the

operational process of the organization.

A Process.

• Diagram Illustrating the concept of work flow

Input Rules Actions

• Diagram Illustrating the concept of work flow

RequestFor Work

Route Requests based on priority

Email request to personnel

Input Rules Actions

Customizations WorkflowTools

Configurations

A configuration is changes made to the software, either by the end-user or eMaint that consist mainly of setting:

•System options•Security Settings•Screen & Printed Form Layouts•Field Properties•Validations & Lookups

Configurations

A customization is a change made to the software, that requires developers to write additional code to add new or alter existing behaviors in eMaint.

•After-save actions•Complex Calculations•New Forms•…..

Customizations

Specific tools and features within eMaint which facilitate its ability to implement/follow a process.

•Settings

•User Administration

•Workflow Manager New!

WorkflowTools

University of Maryland Medical System – Corporate

Property Management

University of Maryland Medical Center

Pinnacle Charter School

Harley Marine Services

Tescom Corporation

CustomizationsConfigurations

UMMS, based in Baltimore Maryland, is a national and regional referral center for trauma, cancer care, neurocare, cardiac care, women's and children's health and physical rehabilitation. It also has one of the world's largest kidney transplant programs, as well as scores of other programs that improve the physical and mental health of thousands of people daily.

The Corporate Property Management Department is responsible for the facility maintenance of all properties located within UMMS.


University of Maryland Medical System Corporate Property Management needed the Head of Maintenance in each building to receive a copy of the entire request by email as soon as it entered the system, even before it was approved.

We setup an additional building table to manage the email address for each building, then setup an after save function on the request form to email a copy of the pending request to that email address.

Requests for work are entered

as Work Requests

Based on building,

email request to appropriate

personnel

Email confirmation to requestor and

CC: Building Manager



University of Maryland Medical Center has a standard priority value for all of the problem types being entered on a work order. They use this priority field to route and track the work orders.

UMMC requested that a additional table be created where they can define and adjust the priority values on the fly for each problem type. After a request or work order is saved there is an after save process that automatically populates the priority field.


as Work Requests

Priorities of work are

based upon Problem Type

Auto-calculatePriority based on

Problem Type entered


Problem Type Level 1

Problem Type Level 2


Pinnacle Charter School is a multi building, 1500+ student, K – 12 school system in Federal Heights, Colorado. They are using X3 to receive and track the maintenance requests for their facilities.


The Pinnacle Charter School gives its requestors the rights to enter the priority value and select the appropriate personnel to complete the work. The appearance and configuration for these fields is very different than it is on their Work Order form. Also, any submitted request is investigated by the assigned personnel, negating any reason for an approval process.

Pinnacle requested that the approval process be bypassed so that all requests are immediately approved. We also created an after save procedure that translates the data from the personnel and priority fields into the correct format for the work order form.

Requests for work are entered as Work Requests

Priorities and assignment of work

are populated by requestor and must be

simple drop down look ups. Requests are

always approved

Requests are automatically approved, multiple fields on Work

Order populate from requestors simple entries



Harley Marine Services is one of the fastest growing marine transportation businesses and leading providers of marine transportation services. They run a 70-vessel fleet of tugs and barges with diversified marine operations in all major West Coast ports and New York.


Harley Marine Services maintains vessels at 5 different locations using X3. When for work are entered into the system a representative from each location will approve and assign the requests for their site.

To conform to Harley Marine Service’s needs we setup an additional procedure that runs after a work request is entered. It will find the correct contact for the site noted on the request and will email notification to them that a new request has entered into X3.


as Work Requests

Requests are entered from

multiple vessels and must be routed to the

correct location.

Based on site, send notification of new

request to appropriate personnel

CustomizationsConfigurationsWorkflowTools


Tescom Corporation, a subsidiary of Emerson Process Management, designs and manufactures leading technology pressure systems, assemblies and manifolds, ultra-clean pressure regulators, valves and integrated gas system components for the semiconductor manufacturing and fiber optic industries.


Tescom Corporation is in the same boat as many other maintenance departments these days, more responsibilities with less man power. Due to their added tasks the maintenance staff do not have time to return to a terminal to check for new requests and mark requests as completed. The staff all have RIM blackberries with email capabilities.

We have worked with Tescom Corportation to create a series of emails that will be output by the system that will allow an engineer to see that a new request exists, take ownership of that request, and close the request all without ever having to login.

An eMaint staff member is passing out evaluations for this session. Your input is very important to us;

please don’t leave without completing it and giving it to an eMaint staff member

work flow management

Business

work route requests

assignment of work

work orders

work order form

priority email request

concept of work flow

approved requests

maintenance requests