Primavera Unifier Maintenance Management. User Guide

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User Guide

Primavera Unifier Maintenance

Management

Version 9.10 November 2012

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Copyright

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C

ONTENTS

Introduction . . . 1

Welcome to Unifier Maintenance Management. . . 2

Work Order Users and Locations . . . 2

Work Order Users and Roles . . . 2

Maintenance Management and Unifier Integration . . . 3

E-mail Notifications and Maintenance Management Users . . . 4

Corrective Work Order Processing . . . 4

Preventive Maintenance Scheduling. . . 4

Inventory Management. . . 5

Roles in Maintenance Management . . . 6

Maintenance Management Interface . . . 8

Nodes and Logs . . . 8

Records . . . 9

Windows . . . 10

How Do I Use This Guide? . . . 12

Getting Help . . . 13

Where to Get Support . . . 13

Access to Oracle Support . . . 13

Getting Started . . . 15

Getting Started Tasks . . . 16

Access Maintenance Management . . . 16

Search for Records in Logs . . . 16

Create and Manage Saved Searches in Logs . . . 17

Use Maintenance Management Pickers . . . 18

Print Records . . . 18

Create Maintenance Management Reports . . . 19

Use Audit Logs. . . 20

Add Cost Codes to Track Costs in the Generic Cost Manager . . . 20

Create Cost Codes . . . 21

Create Service Center Teams . . . 21

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Create Locations. . . 22

Activate or Inactivate Locations . . . 22

How Do I . . . Tasks . . . 23

Primary Maintenance Management Tasks by Role . . . 24

How Do I . . . Service Request Tasks . . . 28

Create a Service Request . . . 28

Create a Work Order from a Service Request . . . 29

Change the Work Order Associated with a Service Request . . . 30

Cancel a Service Request . . . 30

Add Additional Comments . . . 31

View a Service Request . . . 31

Edit a Submitted Service Request . . . 31

How Do I . . . Work Order management Tasks . . . 33

Manually Create a Work Order . . . 33

Edit a Work Order . . . 34

View a Work Order . . . 35

Schedule A Work Order . . . 35

Start Work on a Scheduled Work Order . . . 36

Cancel a Work Order. . . 36

Reschedule a Work Order . . . 36

Complete a Work Order . . . 36

Validate the Completion of a Work Order. . . 37

Close a Completed Work Order . . . 37

Open a Completed Work Order for Rework . . . 37

Apply a Job Plan . . . 37

Change Location . . . 38

Change a Service Center . . . 38

Create an Invoice . . . 39

Approve or Reject an Invoice. . . 39

Material Order . . . 40

Create a NEW Material Order . . . 40

Create a Material Order item . . . 40

How Do I . . . Inventory Management Tasks . . . 42

Create and View Warehouse Locations and Bins . . . 43

Define Units of Measure . . . 43

Activate or Inactivate Units of Measure . . . 44

Create Vendors. . . 44

Create Items in the Item Master. . . 45

View Items in the Item Master. . . 46

Receive Items into Inventory . . . 46

Transfer Items. . . 46

Issue Items from Inventory . . . 47

Return Items to Inventory . . . 47

Check Status and Quantities Of Work Order Items in the Log . . . 48

View Material Transaction Records . . . 48

Mark Work Order Items as Completed . . . 49

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Enter Physical Inventory. . . 49

Reconcile Physical Inventory . . . 50

Issue Locally (From Self-Service Bin) . . . 50

Return Locally (To Self-Service Bin) . . . 50

Purchase Items from a Vendor . . . 51

Order Items From a Warehouse . . . 51

How Do I . . . Preventive Maintenance Tasks . . . 52

Set Up a Master PM Book . . . 52

Create PM Books by Assigning Equipment. . . 54

Activate or Inactivate Master PM Books . . . 54

Manually Set up a PM book . . . 54

Automatically Create Work Orders from a PM Book . . . 56

Manually Generate a Work Order from a PM Book. . . 56

Activate or Inactivate PM Books . . . 57

Automatically Create a PM Book by Associating a Master PM Book with an Equipment . 57 Create Multiple Work Orders from an Equipment or Equipment Log . . . 57

Set Up a Job Plan . . . 58

Activate or Inactivate Job Plans . . . 58

Set Up Uniformat II Codes . . . 59

Create Equipment . . . 59

Activate or Inactivate Equipment . . . 60

View Work Order History for an Equipment . . . 61

Create Master Meters . . . 61

Activate or Inactivate a Master Meter. . . 61

Enter a Meter Reading for an Equipment . . . 62

View a Meter Reading for an Equipment. . . 62

Work Order Management. . . 63

About Work Orders . . . 64

Types of Work Orders. . . 64

Work Order Priorities . . . 64

Work Order Statuses . . . 64

Work Orders and Shells . . . 65

Work Order and Inventory . . . 65

Work Orders and Preventive Maintenance . . . 66

Work Orders and Job Plans . . . 66

Work Order Responsibility . . . 66

Actual Costs and Work Order Tasks . . . 66

Service Center Team-Related Tabs . . . 68

Members (Service Center Team) . . . 68

Service Request-Related Tabs . . . 69

Attachments (Service Request) . . . 69

Work Order-Related Tabs . . . 70

Tasks Related to Work Order. . . 70

Migrate 9.4 Record of Service. . . 74

Items related to Work Order . . . 75

Notes related to Work Order . . . 76

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Child Work Orders (Work Order). . . 78

Service Requests related to Work Order . . . 78

Team related to Work Order . . . 78

Invoice-Related Tabs . . . 80

Invoice Lines (Invoice) . . . 80

Attachments (Invoice) . . . 80

Work Type . . . 80

Report Time Spent on Administrative Tasks. . . 81

Inventory Management . . . 83

About Inventory Management . . . 84

Inventory and the Item Master . . . 84

Warehouse Locations and Warehouse Bins. . . 85

Inventory and Material Transactions . . . 85

Inventory and Costs . . . 85

Inventory and Vendors . . . 87

Item Master-Related Tabs . . . 88

Inventory (Item Master) . . . 88

Vendors (Item Master) . . . 88

Inventory-Related Tabs . . . 89

On-Hand Details (Inventory) . . . 89

Inventory On-Hand Details-Related Tabs. . . 90

Material Transactions (Inventory On-Hand Details) . . . 90

Warehouse Location-Related Tabs . . . 91

Bins (Warehouse Location). . . 91

Preventive Maintenance . . . 93

About Preventive Maintenance . . . 94

Master PM Books . . . 94

PM Books . . . 94

Job Plans . . . 94

Job Plan Sequencing and Preventive Maintenance Work Orders . . . 95

Preventive Maintenance and Equipment . . . 95

Preventive Maintenance and Auto-Generation of Work ORders. . . 96

Preventive Maintenance and Meters . . . 96

Master PM Book- Related Tabs . . . 97

Time Schedules (Master PM Book) . . . 97

Meter Schedules (Master PM Book) . . . 98

Related PM Books (Master PM Book). . . 98

PM Book - Related Tabs . . . 99

Time Schedule Tab (PM Book). . . 99

Meter Schedules (PM Book) . . . 100

Related Work Orders (PM Book). . . 101

Job Plan-Related Tabs. . . 102

Job Plan-related Tasks . . . 102

Job Plan-related Items . . . 103

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Associate master Meters with Equipment . . . 105

PM Books (Equipment) . . . 105

Child Equipment (Equipment) . . . 105

Related Work Orders (Equipment) . . . 106

Attachments (Equipment) . . . 106

Administrative Tasks . . . 107

Prerequisites in Unifier - Mandatory and Optional. . . 108

Mandatory Maintenance Management Tasks . . . 109

Configure Access to Maintenance Management. . . 109

Set Application Properties . . . 111

Optional Administrative Tasks. . . 113

Import and Export Records . . . 113

Customize E-Mail Notification Templates. . . 113

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NTRODUCTION

In this chapter

 Overview of Unifier Maintenance Management application

 Roles in Maintenance Management

 Maintenance Management Interface

 How do I use this guide?

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Chapter 1: Introduction Welcome to Unifier Maintenance Management 2

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W E L C O M E T O U N I F I E R M A I N T E N A N C E M A N A G E M E N T

Unifier Maintenance Management is an integrated module in the larger Unifier application that allows you to create and manage work orders that keeps your enterprise running. The

application includes the ability to create corrective work orders to resolve issues that can arise such as water leaks or other building maintenance needs and help set up preventive

maintenance work orders and schedules to provide the on-going maintenance of equipment. The information collected in Maintenance Management allows you to schedule work, track equipment status, manage inventory, create tasks, and analyze costs. Combined with the functionality in Unifier, Maintenance Management presents a robust solution for getting work done in your enterprise, from service request generation to work completion.

The application gives you control over work and equipment life-cycles, including: • Submission of service requests through the Self-Service Portal

• Strategic and short-term planning • Corrective and preventive

• Inventory management

• Cost analysis (using the Cost Sheet in Unifier’s Generic Cost Manager) • Location identification (defining the Location entity)

• Reporting

Maintenance Management contains these core modules:

• Work order execution: Corrective and preventive maintenance work orders. See “Work Order Management" on page 63 and “How Do I . . . Work Order management Tasks" on page 33 for details. Users can manually create corrective work orders, or use the preventive maintenance functions to schedule periodic work orders for maintenance and inspections. • Inventory management: Material transactions to add inventory, transfer material, issue

returns, restock parts, and otherwise manage work order maintenance parts inventory. See

“Inventory Management" on page 83 and “How Do I . . . Inventory Management Tasks" on page 42 for details.

• Preventive maintenance: Equipment maintenance based on a scheduled work order creation This module supports the manual and automatic creation of work orders based on time or meters. See “Preventive Maintenance" on page 93 and “How Do I . . . Preventive Maintenance Tasks" on page 52 for details.

WORK ORDER USERS AND LOCATIONS

Locations provide the important link between the work and the user in Maintenance

Management. For this reason, the Unifier users required to work on Maintenance Management must have a location associated with that user. In Maintenance Management, Location entities can be created that contain a shell, a cost code, and a user contact.

WORK ORDER USERS AND ROLES

Unifier users are assigned Maintenance Management roles by the Company Administrator to enable them to use the application. Each user that is assigned to a role must have a location associated with that user. Maintenance Management uses the location specified for each user to link that user to the work orders associated with the user. Also, cost roll ups can be specified to occur to the Generic Cost Sheet associated with a specific location.

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Administrators can set the location property for a default user location. See “Set Application Properties" on page 111 for details on setting the default location property for users.

MAINTENANCE MANAGEMENT AND UNIFIER INTEGRATION

Maintenance Management is part of Unifier, and when you click the Applications tab, appears as a node in the Unifier Navigator. The Navigator view you see will depend the user role you have been assigned by the Unifier Company Administrator.

Maintenance Management relies on some specific Unifier features to present you with a full spectrum of Maintenance Management functionality. You must have these features set up in your Company in Unifier order to be able to use them with Maintenance Management.

Note: Maintenance Management works with Unifier generic shells. For details on generic shells, see the Unifier User Guide and the Unifier Administration Guide.

Unifier features that integrate with Maintenance Management are:

• Users: Unifier users are assigned roles by the Company Administrator to enable them to use the Maintenance Management application. Each user assigned to a Maintenance

Management role must have a location associated with that user. Maintenance Management uses the location specified for each user to identify where the work for the work orders associated with a user must take place. Also, cost roll ups can be specified to occur to the Generic Cost Sheet associated with a specific location.

Note: Administrators: The location must be a data element defined as an additional attribute in the User Administration form, and must identify an existing shell in the Unifier implementation. See “Set Application Properties" on page 115 for details on setting the default location property for users.

• Access Control: Administrators must assign Unifier users to Maintenance Management roles and provide access to the application.

• Self-Service Portal: Allows Maintenance Management users to create service requests, which are acted on to create work orders.

• Generic shells: Maintenance Management works with Unifier generic shells, which are selected when an Location entity is defined. The shell that is chosen controls the access to other shell aspects, such as the Generic Cost Manager for a particular shell.

• Generic Cost Manager (CM0): Costs can be rolled up into the Generic Cost Sheet, mapping to cost codes from the cost sheet that an administrator enters into Maintenance

Management. Costs for material and labor actuals can be optionally rolled up to the Generic Cost Sheet for a location specified for a work order.

• Resource Manager: Administrators: Resource Manager implementation is mandatory for the implementation of Maintenance Management.

• User Defined Reports (UDR) data types: Maintenance Management uses work order-specific UDR data types to set up and generate reports.

Note: See the Unifier and uDesigner Reference Guide, uDesigner User Guide, Unifier User Guide, and Unifier Administration Guide for details on setting up these features.

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E-MAIL NOTIFICATIONS AND MAINTENANCE MANAGEMENT USERS

Maintenance Management users receive e-mail notifications as the status of the service request or work order records change. These e-mail notifications contain the record status, and list additional information about the record, such as the location, contact name or important dates. The user is informed of the progression of the work on the work order, and can use the e-mail notification as a cue to check the logs in the application and see what actions they need to take.

CORRECTIVE WORK ORDER PROCESSING

Unifier's Self Service Portal and work order management functions are used for on-demand, corrective maintenance scheduling. As unscheduled incidents and needs arise across the enterprise, they can be submitted by users from Unifier’s Self Service Portal. This portal allows for on-line submission of service requests by users with access permission. See “How Do I . . . Work Order management Tasks" on page 33 for details.

After a service request is submitted, the request routes for processing within Maintenance Management. A corrective work order can be created from the service request, and is assigned to the appropriate work team for follow-up. The example below shows a Work Order log, and the relationship of Maintenance Management to the rest of Unifier.

Each work order describes the issue, indicates where the problem is located, when was it issued, who is responsible, lists the parts and items needed to complete the work, and contains

suggested tasks to resolve the issue, as well as a list of any related work orders. Each work order can also have a work team assigned, track estimated and actual labor, manage materials requests and fulfillment, as well as clarification notes, equipment, and relevant location details. In each step of the process, team members are advised of the status of work through e-mail notifications and the various work order logs. After the work order is completed by the

technician and approved, the requestor will be notified of the completion of the request through the original service request in the Self Service Portal.

PREVENTIVE MAINTENANCE SCHEDULING

Maintenance Management supports scheduled and recurring preventive maintenance work orders to support periodic maintenance work and inspections. This allows individual pieces of equipment to be assigned to PM Books. See “Automatically Create a PM Book by Associating a Master PM Book with an Equipment" on page 57 for more information.

Each of these PM Books contain multiple schedules and job plans, a series of tasks to be completed, and meter gauges to be recorded at a specific time interval, such as monthly, quarterly or annually. Maintenance Management automatically generates work orders for each PM Book according to the prescribed time and meter trigger events. See “Set Up a Master PM Book" on page 52 and “Set Up a Job Plan" on page 58 for more information.

After Maintenance Management has generated the work order from the PM Book, the field technician is notified that the work order is available for work, and can access the work order from the log. The technician can then perform the maintenance tasks and confirm the actions taken for each task of the job plan. See “Preventive Maintenance" on page 93 and “How Do I . . . Preventive Maintenance Tasks" on page 52 for details.

Preventive maintenance work orders can be created based on time schedules or can be usage-based, using meter readings as the trigger for work order creation. These readings can occur through regularly scheduled work orders that capture the meter data and report it back to Maintenance Management. When meter values reach levels that indicate maintenance being

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required, then the appropriate maintenance procedures are automatically triggered against the given asset and the work orders created.

INVENTORY MANAGEMENT

Maintenance Management supports inventory management to completely integrate with your work order process, allowing each authorized user to request and receive parts and equipment from warehouses or even record items obtained from outside hardware stores. Material transactions control the receiving and movement of items to satisfy work order task needs. The items and their costs used for each work order are tracked along with material returns, giving you a complete view of your inventory usage. This enables the organization to track the actual costs for each work order as well as ensure that appropriate on-hand levels are

maintained. Items costs can be captured and managed in the Generic Cost Sheet in the Generic Cost Manager in Unifier. See “Inventory Management" on page 83 and “How Do I . . . Inventory Management Tasks" on page 42 for details.

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Chapter 1: Introduction Roles in Maintenance Management 6

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R O L E S I N M A I N T E N A N C E M A N A G E M E N T

The tasks that you can perform in Maintenance Management are based on the status of a record and your role or roles assigned to you by your Unifier administrator. What you see in the Work Order application is controlled by your role, from nodes you see in the Navigator, to fields that are available to you on the various windows in the application. Depending on your role, and the state of the records, you might be able to view records and take no action, or your view of certain functions in the application might be limited or not permitted.

You can have more than one role in Maintenance Management. See “Configure Access to Maintenance Management" on page 109 fore more information.

Note: If you are not assigned at least one role in Maintenance Management, you cannot use Maintenance Management application.

Roles and groups of tasks for those roles:

• End user: Submit problem tickets through the Self-Service Portal.

• Call center: Accept service requests, decide whether to create work orders from service requests, get additional information or clarification as needed. In some cases, this role is covered by the dispatcher, depending on the business model you follow.

• Dispatcher: Accept service requests, create work orders, schedule work orders, return scheduled work orders for rescheduling, handle escalations, review work performed, add information to the work order (tasks and items, other information as needed).

• Access Equipment: Create equipment with the status Pending and modify equipment with the status Active. This role can be combined with other roles to enable the creation and editing of equipment records.

• Technician: Inspect site, order items, monitor item quantities issued from the warehouse and returned to the warehouse, maintain self-service bin inventory, perform work as indicated on the work order. In some cases, this role is covered by the Technician Lead, depending on the business model you follow.

• Technician Lead: Inspect site, order items, monitor item quantities issued from the warehouse and returned to the warehouse, maintain self-service bin inventory, perform work as indicated on the work order, capture results of the work, start work on work orders. • Technician Supervisor: Verify the work done by the technician, and close, complete the

work order and view administrative work details.

• Material Handler: Receive item orders and issues items from the warehouse, restocks items, receives items, transfers items, and performs physical inventory.

• View Vendors: View vendor information. This role can be combined with other roles to enable view-only access to vendor information.

• Warehouse Supervisor: Re-order parts, review parts on-hand, track costs, add new parts and locations, creates warehouse and warehouse bin records, creates unit of measure records, reconcile inventory.

• Application Administrator: Perform administrative tasks such as importing and exporting records, setting up e-mail notification templates, creating locations, and maintaining data in properties.

Note: There are some Administrator tasks that are mandatory to set up Maintenance Management for users. See “Administrative Tasks" on page 107 for details.

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Chapter 1: Introduction Roles in Maintenance Management 7

• Facility Administrator: Set up Master PM Books, Equipment, and performs all tasks to set up preventive maintenance work orders.

• Invoice Administrator: Create vendor invoices. Users can be given this role in addition to another role such as Technician Supervisor or Call Center to extend user capability.

• Super User: Perform all tasks in Maintenance Management, including tasks available to the Application Administrator and Facility Administrator.

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Chapter 1: Introduction Maintenance Management Interface 8

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M A I N T E N A N C E M A N A G E M E N T I N T E R F A C E

This section discusses:

• “Nodes and Logs" on page 8

• “Records" on page 9

• “Windows" on page 10

NODES AND LOGS

Maintenance Management comprises several nodes in Unifier Navigator.

As a Maintenance Management user, your access to specific areas of the application is

determined by your role in the application, and the status of the records you can access. You will have specific access to certain parts of the application - certain nodes, and within those nodes specific logs that list records you can access, and tasks that are available in these logs.

The nodes that you see in the Navigator depend on your role in Maintenance Management. As in Unifier, you click the node name to access the log for that node. The log view that you see can vary depending on the role or roles you are assigned in Maintenance Management.

You can sort log columns in ascending or descending order by clicking the log heading.

Note: You can use bookmarks to quickly access Maintenance Management nodes. See the Unifier User Guide for details on setting up and working with bookmarks.

The data that you see in a log can be filtered according to your role. Maintenance Management is designed to give you a view of the data you need to see to get work done, so you will see a different view of data than other users with different roles in the application. A user with administrator privilege can access all the nodes.

Log Toolbars

The Maintenance Management logs have toolbars with menu choices and buttons.

Note: The actions you can take in Maintenance Management are predicated on the status of the record you are working with and the role or roles that are assigned to you in the application. Depending on your role, you will have specific toolbar actions available to you. If you find that you cannot take an action you need to take, contact your Administrator.

• File:

• New: Creates a new record. Choose File > New, complete the form, and click Save to create a new record

• Open: Opens an existing record. Select a record from the log and choose File > Open. • Edit:

• Saved Searches: Manages saved searches. See “Create and Manage Saved Searches in Logs" on page 17.

• View:

• All: Displays the complete list of records in the log that was filtered by a search. See

“Search for Records in Logs" on page 16.

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• Audit Log: Lists changes to all records of a single type. For example, selecting View > Audit Log in the work order log will list all actions on work orders that you can access. • Help: Allows you to access Maintenance Management documentation.

• New: Click to create a new record. Complete the form and click Save.

• Copy: Select a record in the log and click Copy to create a new record using an existing record as a base. Modify the form and click Save. Any related records in tabs (child records) are copied to the new record.

• Open: Select a record in the log and click Open to open the record.

• Action: Take action on selected record or records. The actions you can take depend on the record type listed in the log, and the status of the record, and your role in Maintenance Management. The actions are described in “How Do I . . . Tasks" on page 23 in the context of the type of record with which you are working.

• Find: Search for records. See “Search for Records in Logs" on page 16.

• Filtered By: Select a saved search to filter the log. See “Search for Records in Logs" on page 16.

RECORDS

Maintenance Management record forms contain your work order data. Some fields on the forms are hyperlinks, that allow you to drill into details of the record. For example, an equipment name is a hyperlink that when clicked will open the record associated with that equipment. Also a user name, such as that of a Lead or a Supervisor, can be a hyperlink that shows user profile details when clicked.

Also, some records have the concept of a parent record and child records. For example, a work order is a parent record, and the tasks related to the work order are child records of that work order.

The record forms have a main form, where general data about the record resides. The main forms are modified by edits that you make, through system population, and through action forms. Fields that require input are designated with an asterisk (*). Read-only fields are greyed-out and do not allow input.

Record tabs

Many record forms have tabs associated with them. These tabs are listed at the bottom of the form. The tabs contain child records associated with the main record. The tabs that you see depend on your role in the application.

Record toolbars

The records have a view mode and an edit mode. Tabs are accessible in view mode. When in view mode, the main form toolbar displays:

• Edit: Click to modify the record, and then click Save. Not all fields are editable in the various forms, depending on record status and user application role.

• Print: Click to display a print view of the record, or select a checkbox to display a print view of certain sections of the record, and then click the Print icon. See “Print Records" on page 18

for details.

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• Action: Click to select an action to perform on the record. The actions you can take depend on the record type and status. The actions are described in Chapter 3, “How Do I . . . Tasks”

and in the context of the type of record with which you are working.

Note: Not all forms have actions available.

• Close Window: Click to close the record window with no change. When in edit mode, the toolbar displays:

• Save: Click to save the record changes and return the record to view mode. • Cancel: Click to cancel changes and return the record to view mode.

When in edit mode, you can edit the parent record only. You must save the record and enter view mode to access the tabs (child records).

Record action forms

Some records have actions associated and are accessible from the Action drop-down menu at the top of the record window. These action forms allow you to quickly enter information into the record. The data you enter in the field on an action form is populated into the corresponding fields on the main record form. The actions that are available on a record can vary depending on your role and the status of the record.

Common Fields and Data in Records

These fields appear in many Work Order Management records. In order not to repeat the documentation of these fields throughout the guide, these particular fields are documented in the following table:

WINDOWS

Information on parent records resides in the top portion of the record window. The reference tabs are in the bottom portion of the window. These tabs list the records associated with the main form (the child records associated with the work order record). The tabs available to you will vary depending on your role in the application. Not all records have tabs, but those that do follow the structure described in this section.You can maximize or minimize and resize (by dragging) the record form windows. Fields in the windows that require input are designated with an asterisk (*). Read-only fields are greyed-out and do not allow input.

The windows that have tabs have a few tools to help you work with them.

• Scroll bar: Can appear as needed on the right margin of the window. Use to scroll the window up and down.

• Demarcation line: Can appear as needed in about the center of the window. Hover the mouse over the line until you see the two-headed arrow and pull the line up to allow more window for the Referenced Area (tabs and child records), or pull the line down to allow more window for the parent record data.

In this field This data appears

Created By System populated. The user who created the record. Last Updated By System populated. The user who updated the record. Creation Date System populated. Date the record was created. Last Updated Date System populated. Date the record was last updated.

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• Minimize/Maximize: Click to minimize the tabs that contain child records and extend the view of the main form.

Click the up-arrows to return the tabs to view.

When you open a record, the window for that record stays open until you close it. This allow you to work with several application windows at once. This includes the windows for child records. The main record window remains open and accessible when you open a child record window.

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Chapter 1: Introduction How Do I Use This Guide? 12

. . . .

H O W D O I U S E T H I S G U I D E ?

The chapter that you will use the most in this user guide is Chapter 3, “How Do I . . . Tasks”

The “How Do I . . . Tasks" chapter is divided into sections based on the tasks that can be performed in the various areas of the application. You can use the to find out the basics of how to perform tasks, then refer to the Work Order, Inventory, and Preventive Maintenance chapters, which contain additional conceptual information about those areas, and details on the

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Chapter 1: Introduction Getting Help 13

. . . .

G E T T I N G H E L P

If you have a question or need further assistance regarding a specific feature in Unifier or Maintenance Management you can consult online help (for Unifier), and user or administration guides.

To access online help or guides

Click the Help menu from any Unifier window, and choose one of the following: • Unifier Help: Accesses the online help system.

• Download PDF > User Guide, Admin Guide, Reference Guide, Maintenance

Management Guide. Allows you to download the Primavera Unifier User Guide, Primavera Unifier Administration Guide, Primavera Unifier and uDesigner Reference Guide, Primavera Maintenance Management User Guide. You must have Adobe Acrobat Reader installed (available free at www.adobe.com).

WHERE TO GET SUPPORT

If you have a question about using Oracle products that you or your network administrator cannot resolve with information in the documentation or help, click http://support.oracle.com/. This page provides the latest information on contacting Oracle Global Customer Support, knowledge articles, and the support renewals process.

ACCESS TO ORACLE SUPPORT

Oracle customers have access to electronic support through My Oracle Support. For information, visit http://www.oracle.com/us/support/contact-068555.html or visit http://www.oracle.com/us/corporate/accessibility/support/index.html if you are hearing impaired.

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2

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In this chapter

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Chapter 2: Getting Started Getting Started Tasks 16

. . . .

G E T T I N G S T A R T E D TA S K S

Getting started tasks include:

• “Access Maintenance Management" on page 16

• “Search for Records in Logs" on page 16

• “Create and Manage Saved Searches in Logs" on page 17

• “Use Maintenance Management Pickers" on page 18

• “Print Records" on page 18

• “Create Maintenance Management Reports" on page 19

• “Use Audit Logs" on page 20

• “Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20

• “Create Cost Codes" on page 21

• “Create Service Center Teams" on page 21

• “Create Account Codes" on page 21

• “Create Locations" on page 22

• “Activate or Inactivate Locations" on page 22

ACCESS MAINTENANCE MANAGEMENT

Maintenance Management is part of Unifier.

To access Maintenance Management 1 Log into Unifier.

2 In Unifier, click the Applications tab (an administrator can rename this tab). The application nodes you can access are listed in the Navigator.

SEARCH FOR RECORDS IN LOGS

When the status of a record changes, you can (depending on your role) receive an e-mail notification of the status change, and can then view the changed record in the Maintenance Management logs. You can search for the record or records you want to work with in the various Maintenance Management logs. You can use a conventional search, or create and use a saved search.

Searching for records

To search for a record

1 Navigate to the particular log (for example Master PM Books, or Work Orders).

2 Click Find.

3 Enter the search criteria (for example, record no., description, creation date.).

4 Click Search. The search filters the records, the search window closes, and the log displays the records that meet the search criteria.

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5 Choose View > All to display the complete list of records in the log.

Searching with a saved search

To use a saved search

You can use saved searches created by you or by other users.

1 Navigate to a log.

2 Select a saved search from the Filtered by drop-down menu in the toolbar.

The log will list the records that match the search criteria specified in the saved search.

3 You can cancel the filtering by clicking Cancel Filter. The log view is lists all records after you cancel the filter.

CREATE AND MANAGE SAVED SEARCHES IN LOGS

You can save searches for reuse in logs. The searches that you save are available in the logs for you to reuse, and to be used by other users as well if you mark your saved searches as public. By default, the saved searches you create are specific to you, and cannot be accessed by other users. When you mark a saved search as public, that search can be used by other users who can access that log. You can add searches created by other users (and marked as public) to your list of saved searches.

To create a saved search 1 Navigate to a log.

2 Click Find.

3 Enter the search criteria.

4 Enter a saved search name in the Save As field.

5 Click Save.

To manage a saved search 1 Navigate to a log.

2 Select Edit > Saved Searches. The Manage Saved Searches window opens.

3 Complete or work with the fields as indicated in this table.

In this field Do this

Manage Saved Searches

Order Change the order of saved searches by clicking in an Order field and entering a positive number.

Name Change the name of a saved search by clicking on a Name and entering a new name. You can rename only the saved searches that you have created. Description Enter a description for your saved search (up to 150 characters). You can add a

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4 Click Save.

USE MAINTENANCE MANAGEMENT PICKERS

Maintenance Management uses pickers to enable you to choose from lists of records. The pickers will show columns of data related to the type of item being selected, and so will vary with the item type. However, the overall behavior is the same for all Maintenance Management pickers. Active records are listed in the pickers. Some pickers support the creation of new records directly from the picker. Click New to create a new record.

To select one record or more than one record from the picker 1 Click Select next to the picker field.

2 In the picker, select one record or multiple records if applicable. Some pickers do not allow the selection of multiple records. Click Select.

PRINT RECORDS

You can print a record, or print the record and its associated tabs, as needed.

To print a record that has no associated tabs 1 Open a Maintenance Management record.

2 Click Print. The print preview for the record opens in a new browser window.

Default Select the checkbox to make a saved search your default search. This is the search that will display by default in the Filtered by drop-down menu.

Public Select the checkbox to designate a saved search as public and make it available to other users. You can deselect the checkbox to make the saved search private. By default, the saved searches you create are private, and you must mark them as public to make them available to other users.

Owner Lists the owner of the saved search, which is usually the creator.

Menu Items

Save Click to save your changes. All changes occur only when you save them. Public Searches Click to access public saved searches created by other users.

• Select one or more searches and click Select to add the search to your saved search list. You cannot modify saved searches created by other users.

• Select one or more searches and click Copy. This copies the search so you can modify it to create a new search. The new search is initially marked as private, and you are designated as the owner.

Remove Select a search and click Remove to delete a saved search. You can delete only saved searches that you have created.

Move Up/Move Down Select a saved search and click Move Up or Move down to reorder the searches in

your list.

Update Order Click to preview the revised order of the saved searches. The new ordering is saved when you click Save.

Close Window Click to close the Manage Saved Searches window.

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3 Click the print icon. The Print window opens.

4 Click the print icon again.

To print a record that has associated tabs 1 Open a Maintenance Management record.

2 Click Print. The Print window opens.

3 Select the tabs you want to print by selecting the corresponding checkboxes. You can select or deselect all of the tabs by selecting or deselecting the Sections checkbox. The body of the record is selected (and shows in the print preview) by default.

The print preview for the record opens in a new browser window, showing the content of the record and any selected associated tabs.

4 Click the print icon. The Print window opens.

5 Click the print icon again.

CREATE MAINTENANCE MANAGEMENT REPORTS

Maintenance Management uses Unifier User Defined Reports (UDR) at the Company level to allow you to set up and generate work order reports. These reports can be created in Unifier using the following Maintenance Management-specific UDR data types:

• Audit • Equipment • Inventory

• Inventory On-hand Detail • Invoice

• Item Master • Job Plan • Location

• Master PM Book

• Master PM Meter Schedule • Master PM Time Schedule • Material Transaction • PM Book • PM Meter Schedule • PM Time Schedule • Service Center • Service Request • Vendor • Work Order • Work Order Item

These data types have numerous datasources associated with them to use for reporting. Have the type of report you want to create in mind, and try the various datasources to achieve the

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reporting result you want. See the Unifier Administration Guide, Reports Setup chapter and the Unifier User Guide, Reports chapter, for details.

USE AUDIT LOGS

Your access to the audit log can vary depending on your role in Maintenance Management. There are three levels of audit log:

• To view the Audit log for the entire Maintenance Management application: Click the Audit node to list all of the changes to all records in Maintenance Management

• To view the Audit log for all records of a single type: Navigate to a log and select the menu choice to list changes to all records of a single type at the log level. For example, selecting View > Audit Log in the work order log will list all actions on work orders that you can access.

• To view the Audit log for a particular record: Click the Audit Log button to list all of the changes for that particular record.

ADD COST CODES TO TRACK COSTS IN THE GENERIC COST MANAGER

As an Administrator, you can add columns to the Generic Cost Sheet and configure cost codes in Maintenance Management to allow users to track work order-related item material transaction costs in the Generic Cost Sheet. To facilitate this cost tracking, you can create new cost codes in Maintenance Management to use for the cost roll up to the Generic Cost Sheet in the Generic Cost Manager for the Location entity selected for the associated work order.

This is an optional task. Users are not required to roll up costs to the Generic Cost Sheet, but can do so if they want to track work order costs.

To add columns to the Generic Cost Sheet to capture material transaction and actual labor costs

1 Navigate to Unifier.

2 In Administration Mode, navigate to the shell represented by the location represented by the Location entity in the associated work order.

3 Under the shell template, choose Configurable Modules > Cost Manager - Generic Cost Manager.

4 Add columns using these datasources:

The datasources related to work order item (Material Transaction) costs are: • Planned Material Cost (Work Order)

• Actual Material Cost (Work Order) The datasource related to labor costs is: • Actual Labor Cost (Work Order)

See the Unifier Administration Guide, Cost chapter, for details on setting up the Generic Cost Sheet.

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CREATE COST CODES

To create a new cost code 1 In the Cost Code log, click New.

2 Complete the fields as indicated in this table.

3 Click Save.

CREATE SERVICE CENTER TEAMS

You can create service center teams, which include team members such as the supervisor and team lead. These service center teams are used in work orders to provide the team that will fulfill the work order. These team members can be combined with other team members on the work order Team tab. See “Team related to Work Order" on page 78 for details.

To create Service Center teams

1 In the Service Centers log, click New. The Service Center window opens

3 Click Save.

There is a tab that allows you to add members to the service center team. • “Members (Service Center Team)" on page 68

CREATE ACCOUNT CODES

You can create account codes to use to track billing on work orders.

To create account codes

1 In the Account log, click New. The Account Codes window opens

2 Enter the name and description.

3 Click Save.

In this field Do this

Cost Code Enter the cost code shown in the Generic Cost Sheet in Unifier. The name must match exactly for the cost roll up to occur correctly. Enter only Active cost codes. Cost Name Enter the cost name shown in the Generic Cost Sheet in Unifier. The name must

match exactly for the cost roll up to occur correctly

In this field Do this or view the data

Name Enter the Service Center name.

Status System populated.

Description Enter the Service Center description. Supervisor Click Select to select the supervisor.

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CREATE LOCATIONS

You can create Location entities that contain a shell, an account code, and contact. See “Work Order Users and Locations" on page 2 for details on the role of the Location entity. The Location entity selected when a work order is created.

To create locations

1 In the Locations log, choose Action > Create Location. The Locations window opens

3 Click OK.

ACTIVATE OR INACTIVATE LOCATIONS

You can change the active or inactive status of a location in the record of from the log.

To change the status on a unit of location

1 In the Locations log, select a location and click Open.

2 Choose Action > Inactivate or Action > Activate.

To change the status of a location on the log 1 In the Locations log, select a location.

2 Choose Action > Inactivate Location or Action > Activate Location.

Shell Select a shell from the shell picker. Account Code Select an account code.

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3

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In this chapter

 Primary Maintenance Management tasks by role

 Service Request tasks

 Work Order tasks

 Inventory tasks

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Chapter 3: How Do I . . . Tasks Primary Maintenance Management Tasks by Role 24

. . . .

P R I M A R Y M A I N T E N A N C E M A N A G E M E N T TA S K S B Y R O L E

The following is the list of the major Maintenance Management tasks documented in this chapter by application roles. The tasks you will be able to perform will depend on the role or roles that have been assigned to you by your administrator. For more information on roles, see

“Roles in Maintenance Management" on page 6. End User

• “Create a Service Request" on page 28

• “View a Service Request" on page 31

• “Edit a Submitted Service Request" on page 31

Call Center

• “Cancel a Service Request" on page 30

• “Manually Create a Work Order" on page 33

• “View a Work Order" on page 35

• “Edit a Work Order" on page 34

• “Cancel a Work Order" on page 36

• “Change a Service Center" on page 38

• “Change Location" on page 38

• “Create a Work Order from a Service Request" on page 29

• “Add Additional Comments" on page 31

Dispatcher

• “Service Requests related to Work Order" on page 78

• “Change the Work Order Associated with a Service Request" on page 30

• “Cancel a Work Order" on page 36

• “Apply a Job Plan" on page 37

• “Schedule A Work Order" on page 35

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Technician

• “Start Work on a Scheduled Work Order" on page 36

• “Order Items From a Warehouse" on page 51

• “Print Records" on page 18

• Create tasks (“Tasks Related to Work Order" on page 70)

• Enter meter readings (“Tasks Related to Work Order" on page 70) • Create record of service (“Tasks Related to Work Order" on page 70) • Reopen tasks (“Tasks Related to Work Order" on page 70)

• Create items (“Items related to Work Order" on page 75) • Create notes (“Notes related to Work Order" on page 76)

Technician Lead

• “Create an Invoice" on page 39

• “Approve or Reject an Invoice" on page 39

• “Start Work on a Scheduled Work Order" on page 36

• Create record of service (“Tasks Related to Work Order" on page 70) • Create items (“Items related to Work Order" on page 75)

• Create notes (“Notes related to Work Order" on page 76) • “Report Time Spent on Administrative Tasks" on page 81

• Create tasks (“Tasks Related to Work Order" on page 70)

• Enter meter readings (“Tasks Related to Work Order" on page 70) • Reopen tasks (“Tasks Related to Work Order" on page 70)

• “Complete a Work Order" on page 36

• “Reschedule a Work Order" on page 36

Technician Supervisor

• “Reschedule a Work Order" on page 36

• “Close a Completed Work Order" on page 37

• “Validate the Completion of a Work Order" on page 37

• “Open a Completed Work Order for Rework" on page 37

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• Enter meter readings (“Tasks Related to Work Order" on page 70) • Reopen tasks (“Tasks Related to Work Order" on page 70)

• Create record of service (“Tasks Related to Work Order" on page 70) • Create items (“Items related to Work Order" on page 75)

• Create notes (“Notes related to Work Order" on page 76) • “Apply a Job Plan" on page 37

• “Schedule A Work Order" on page 35

• “Open a Completed Work Order for Rework" on page 37

• “Report Time Spent on Administrative Tasks" on page 81

Material Handler

• “Define Units of Measure" on page 43

• “Activate or Inactivate Units of Measure" on page 44

• “View Items in the Item Master" on page 46

• “Enter Physical Inventory" on page 49

• “Check Status and Quantities Of Work Order Items in the Log" on page 48

• “Issue Items from Inventory" on page 47

• “Return Items to Inventory" on page 47

• “View Material Transaction Records" on page 48

• “Receive Items into Inventory" on page 46

• “Transfer Items" on page 46

Warehouse Supervisor

• Add warehouse locations (“Inventory (Item Master)" on page 88)

• Add or create bins for warehouse locations (“On-Hand Details (Inventory)" on page 89) • “Create and View Warehouse Locations and Bins" on page 43

• “Create Vendors" on page 44

• “View Items in the Item Master" on page 46

• “Reconcile Physical Inventory" on page 50

• “Check for Item On-Hand Quantities" on page 49

• “Create a NEW Material Order" on page 40

• “Issue Items from Inventory" on page 47

• “Return Items to Inventory" on page 47

Application Administrator

• “Add Cost Codes to Track Costs in the Generic Cost Manager" on page 20

• “Create Cost Codes" on page 21

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• “Activate or Inactivate Locations" on page 22

• “Configure Access to Maintenance Management" on page 109

• “Set Application Properties" on page 111

• “Import and Export Records" on page 113

• “Customize E-Mail Notification Templates" on page 113

• “Create and Maintain Landing Pages" on page 113

Facility Administrator

• “Create Vendors" on page 44

• “Set Up a Master PM Book" on page 52

• “Create PM Books by Assigning Equipment" on page 54

• “Activate or Inactivate Master PM Books" on page 54

• “Manually Set up a PM book" on page 54

• “Automatically Create Work Orders from a PM Book" on page 56

• “Manually Generate a Work Order from a PM Book" on page 56

• “Activate or Inactivate PM Books" on page 57

• “Automatically Create a PM Book by Associating a Master PM Book with an Equipment" on page 57

• “Create Multiple Work Orders from an Equipment or Equipment Log" on page 57

• “Set Up a Job Plan" on page 58

• “Activate or Inactivate Job Plans"

• “Set Up Uniformat II Codes" on page 59

• “Create Equipment" on page 59

• “Activate or Inactivate Equipment" on page 60

• “View Work Order History for an Equipment" on page 61

• “Create Master Meters" on page 61

• “Activate or Inactivate a Master Meter" on page 61

• “Job Plan-related Tasks" on page 102

• “Job Plan-related Items" on page 103

• “Associate master Meters with Equipment" on page 105

Invoice Administrator

Super User

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Chapter 3: How Do I . . . Tasks How Do I . . . Service Request Tasks 28

. . . .

H O W D O I . . . S E R V I C E R E Q U E S T TA S K S

Service Request tasks include:

• “Change the Work Order Associated with a Service Request" on page 30

CREATE A SERVICE REQUEST

Users can submit a service request from the Self Service Portal. This request is sent to Unifier Maintenance Management. The user will receive e-mail notification as to the status of the request.

Create a service request from the Self Service Portal

To create a new service request 1 Log into the Self Service Portal.

2 Click Service Requests.

3 Choose Action > Create New Service Request. The Create New Service Request action form opens.

5 Click OK. This adds a new service to the Service Request log. You will find the time stamp of a service request from the Creation Date column on the log.

Creating a service request from the Service Requests log

To create a service request

1 In the Service Requests log, choose Action > Create Service Request. The Create Service Request action form opens.

Issue Summary Enter an issue summary (up to 500 characters). Issue Description Enter an issue description (up to 5000 characters). Location Select a location for the work to be done.

Contact Name Enter the contact name. Contact Number Enter the number for the contact.

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3 Click OK.

There is a tab that allows you to add attachments to the service request. • “Attachments (Service Request)" on page 69

CREATE A WORK ORDER FROM A SERVICE REQUEST

You can create work orders from an existing service requests, or from multiple service requests. You can also group several service requests and associate them with an existing work order. After a service request has an associated work order, you cannot generate another work order from an existing service request.

To create a work order from within a service request

1 In the Service Requests log, select a service request that has the Open status and click Open.

2 Choose Action > Create Work Order.

4 Click OK.

To create a work order from the Service Request log

1 In the Service Requests log, select a service request that has the Open status.

2 Choose Action > Create Work Order.

Issue Summary Enter an issue summary (up to 500 characters). Issue Description Enter an issue description (up to 5000 characters). Submitted For Click Select, choose a user.

Location Click Select to choose the location of the issue, or leave blank if the location matches the submitter’s location.

Contact Name Enter the contact name. Leave contact information blank if it is the same as that of the submitter.

Contact Number Enter the number for the contact.

Priority Choose a priority for the work order. Service Center Select a service center.

Chargeback? Select Yes to indicate that the charges should be made to the account code. Account Code Select an account code.

Priority Choose a priority for the work order. Service Center Select a service center.

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4 Click OK.

To create a single work order from multiple service requests

You can select multiple service requests to group to create a single associated work order. You can group the service requests as long as they have the same location.

1 In the Service Requests log, select multiple service requests.

2 Choose Action > Group and Create Work Order.

To associate multiple service requests with an existing work order

You can select multiple service requests to group to associated to a single work order. You can group the service requests as long as they have the same location.

1 In the Service Requests log, select multiple service requests.

2 Choose Action > Group and Select Work Order. The Work Order picker window opens.

3 Choose the work order you want to associate with the service requests and click Select.

CHANGE THE WORK ORDER ASSOCIATED WITH A SERVICE REQUEST

You can change the work order associated with a service request that has the In Progress status. When you do so, the work order originally associated with the service request is not deleted or changed.

To change the work order associated with a service request

1 In the Service Request log, select the service request you want to change and click Open.

2 In the service request, choose Action > Change Work Order.

3 Click Select to open the Work Order Picker.

4 Choose a work order and click Select.

5 Click OK.

CANCEL A SERVICE REQUEST

You can cancel a service request that you no longer need to work on. When you cancel a service request, the status of any work orders associated with it does not change.

To cancel a service request

1 In the Service Requests log, select the service request you want to cancel and click Open.

2 In the service request, choose Action > Cancel Service Request.

3 Enter a Cancellation Reason.

Chargeback? Select Yes to indicate that the charges should be made to the account code. Account Code Select an account code.

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4 Click OK.

ADD ADDITIONAL COMMENTS

You can add additional comments to a service request to indicate any changes in conditions or special instructions.

To add additional comments to a service request

1 In the Service Requests log, select the service request with status in progress and click Open.

2 In the service request, choose Action > Add Additional Comments.

3 Enter comments.

4 Click OK.

VIEW A SERVICE REQUEST

You can view a service request to check the status and view work order-related details.

To view a service request

1 In the Service Requests log, select a service request.

2 Click Open.

3 Click Close Window when you a finished viewing the request.

EDIT A SUBMITTED SERVICE REQUEST

Service requests with the status Open can be edited. You can add attachments to service requests.

To edit a service request

1 In the or Service Requests log, select a service request.

2 Click Open.

3 Click Edit.

4 Edit the service request as needed. The fields in the service request record are defined in following table.

In this field Do this or view the data General

Issue Summary A summary of the problem.

Status System populated. This status changes as the service request progresses. Submitted By System populated. The name of the submitter of the service request.

Contact Name System populated. Name of the user on whose behalf the service request was submitted