Resource Information and Control Corporation


Operations

Getting There: Accessing this application is done by double clicking on the Operations icon in the ConCentRICs main menu.



Purpose: Operations is used to take care of all the paperwork involved with the Engineering Department and to give instant access to information required by facility staff. This application will issue work orders for tasks to be accomplished and then track them for timely completions. It can also analyze the work orders to show the type of activity that is being performed.

The system has a feature for automatic work orders. These would be recurring work orders. This allows you to create a model work order and then you indicate how often you want this work to be performed. Appropriate people in the facility will be able to enter and search the work orders. This will allow staff members to enter their own work orders and have them transmitted to the Engineering Department electronically without the need for any paperwork. These staff members can then track the progress of their work orders online without having to interrupt the building engineers. The system also has a feature that will let you enter the work that was actually performed on the work order. You can also attach any materials that were used to complete the work order, and the cost of those items.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Work Order Register Issue Work Orders Operations Reports Asset Tracking Automatic Work Order Work Order Statistics Report Wizard Form Wizard Process Automatics Operations Control

Operations Modules Overview



Work Order Registers is used to view and maintain existing work orders. You can also add new work orders.
Security Level: To view - Read Only. To add or make changes - Privileged. To delete - Manager.

Double clicking on the Work Order Registers icon will bring up the Work Order Register Search dialog box.



The following is a break down of the dialog box:

You must select one of the options in the Primary Search area.

  • The All Work Orders option will initially start with the entire database of work orders from the beginning to the end of time.
  • The Work Orders not yet Completed option will only look at open work orders.
  • The Completed Work Orders option will only look at closed work orders.
  • The Work Orders created today option will only show work orders that have been created in the last 24 hours.
  • The Work Order Selection button is used to pick any field on a work order to use as a selection field.

    • You can also select Secondary Search options.

  • The Work Order Number option is used to get a range of work orders.
  • The Work Order Date option is used to view the work orders for a specified period of time.
  • The Completion Date option is used to find work orders that were closed during a specified period of time.
  • The Add New Work Order button is used to add a new work order.

    • Click on the button and the report selected will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]




    Issue Work Orders is used to directly print the work order for any work order or group of work orders.
    Security Level: To view - Read Only. To add a work order - Normal.

    Double clicking on the Issue Work Orders icon will bring up the Issue Work Orders Search dialog box.



    The following is a break down of the dialog box:

    You must select one of the options in the Primary Search area.

  • The All Work Orders option will initially start with the entire database of work orders from the beginning to the end of time.
  • The Work Orders not yet Completed option will only look at open work orders.
  • The Completed Work Orders option will only look at closed work orders.
  • The Work Orders created today option will only show work orders that have been created in the last 24 hours.
  • The Work Order Selection button is used to pick any field on a work order to use as a selection field.

    • You can also select Secondary Search options.

  • The Work Order Number: option is used to get a range of work orders.
  • The Work Order Date: option is used to view the work orders for a specified period of time.
  • The Completion Date: option is used to find work orders that were closed during a specified period of time.
  • The Add New Work Order button is used to add a new work order.

    • Click on the button and the report selected will be ready to print.




    Operations Reports is used to produce a predefined report. All reports are defined with the Report Wizard. Once a report is produced, you will be able to double click on any work order on the report and see the full work order for that item.
    Security Level: To view - Read Only. To perform maintenance on the work order - Normal.

    Double clicking on the Operations Reports icon will bring up the Operations Reports dialog box.



    The following is a break down of the dialog box:

  • The list box will show each of the reports pre-defined for Operations.
  • The Change Title button is used to change the default title for the report.
  • The Selection button is used to review and change the default record selection for the report.
  • The Work Order Sort button is used to review and change the default sort selection for the report.
  • The Work Orders option will show only work orders that have been issued on the report.
  • The Automatic Orders option will show only automatic or recurring work orders on the report.
  • The Both option will show all work orders and automatic orders on the report.
  • The Rebuild the Report after Maintenance check box, if checked, will regenerate the report every time a maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per page check box, if checked, will start each unique work order on a new page. If unchecked, then the work order will start right after the last work order on the page. NOTE: You would normally only check this box if you are building forms and you want a page per work order.
  • The Report Description button is used to see a description of the report selected.

    • Click on the button and the report selected will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]




    Asset Tracking is used to view all activity for a particular fixed asset item. Permanent items in a facility should have a decal or numbered tag on it. Work orders can be assigned to these numbers as well as other information that may help you service and maintain those items. This option will let you select a fixed asset number and then display everything it knows about that item.
    Security Level: To view - Read Only. To add or change Asset Tracking information - Normal. To delete any Asset Tracking information - Advanced.

    Double clicking on the Asset Tracking icon will bring up the Asset Tracking dialog box.



    The following is a break down of the dialog box:

    NOTE: Each of the check boxes represents a different section of Fixed Asset detail information. If you want to see a complete Equipment Profile, check all boxes.

  • The Fixed Asset Information check box, if checked, will show the information from the Accounting - Fixed Asset application for the selected item.
  • The Operation's Comments check box, if checked, will show any text notations made on this item.
  • The Internal Parts and Service check box, if checked, will show any items from the Inventory Control application that can used for this item.
  • The External Parts and Service check box, if checked, will show any parts or services that can be used for this item from an outside source.
  • The Automatic Work Order check box, if checked, will list any recurring work order that is defined for the selected item.
  • The Work Order History check box, if checked, will show each work order in the system that was ever created for this item.
  • The Expense Activity check box, if checked, will show what has been spent on this item to date.
  • The Activate All / Turn All Off button is dual display/purpose. If the button displays Activate All, clicking on it will check all boxes automatically. If it displays Turn All Off, clicking on it will uncheck all boxes.
  • The Select Fixed Asset button is used to search for a Fixed Asset item.

    • Click on the button and the report selected will appear on the screen.




    Automatic Work Order is used to setup recurring work orders. This is a good method to handle preventative maintenance. Automatic Work Orders are not work orders themselves, but are templates for work orders. You describe the work that needs to be done on a regular basis and how often it needs to be performed. The system will then generate a real work order based on that template.
    Security Level: To view - Read Only. To add or change work orders - Privileged. To delete one - Manager.

    Double clicking on the Automatic Work Order icon will bring up the Automatic Work Order Search dialog box.



    The following is a break down of the dialog box:

    You must select one of the options in the Primary Search area.

  • The All Automatic Work Orders option will initially start with the entire database of work orders from the beginning to the end of time.
  • The Automatic Orders that are due today option will only look at the recurring work orders that have matured and generate a real work order today.
  • The Automatic Orders due this week option will only look at the recurring work orders that will mature sometime this week.
  • The Automatic Orders that were created today option will show any work order that has matured today.
  • The Work Order Selection button is used to pick any field on an automatic work order to use as a selection field.

    • You can also select Secondary Search options.

  • The Work Order Number option is used to get a range of recurring work orders.
  • The Next Date Due: option is used to select on the date they are set to generate a real work order and to reset itself.
  • The Last Date Due: option is used to select the last time the maintenance was performed.
  • The Add New Work Order button is used to add a new automatic work order.

    • Click on the button and the report selected will be ready to print.

    [This scrollable report is shown in two parts because of size constraints.]




    Work Order Statistics is used to get summary information about work orders. This allows you to see any patterns or trends in the work orders and will also allow you to make projections on past performance. This option generates reports that will give you actual numbers in each selected category.
    Security Level: To view - Read Only. To add or change work orders - Privileged. To delete one - Manager.

    Double clicking on the Work Order Statistics icon will bring up the Work Order Statistics dialog box.





    The following is a break down of the dialog box:

  • The first group are the Summary by reports that will group the work orders based on common information in all work orders.If you select the type of work order then all the work orders of the same type will be summarized together to provide a total number of each type of work order.
  • The second group are the Work Orders per/by reports that will summarize the work orders by periods of time. These options will show the total number of work orders generated by day, week or month.
  • The Report Title: field will be the default title of the report.

    • Click on the button and the Summary by Type of Work Order Search dialog box will appear.



    The following is a break down of the dialog box:

    You must select one of the options in the Primary Search area.

  • The All Work Orders option will initially start with the entire database of work orders from the beginning to the end of time.
  • The Work Orders not yet Completed option will only look at open work orders.
  • The Completed Work Orders option will only look at closed work orders.
  • The Work Orders created today option will only show work orders that have been created in the last 24 hours.
  • The Work Order Selection button is used to pick any field on a work order to use as a selection field.

    • You can also select Secondary Search options.

  • The Work Order Number: option is used to get a range of work orders.
  • The Work Order Date: option is used to view the work orders for a specified period of time.
  • The Completion Date: option is used to find work orders that were closed during a specified period of time.
  • The Add New Work Order button is used to add a new work order.

    • Click on the button and the Summary by Type of Work Order report will appear.




    Report Wizard is used to predefine the reports that will be used in the Operations application.
    Security Level: To view - Read Only. To add or change a report - Normal. To delete one - Advanced.

    Double clicking on the Report Wizard icon will bring up the Report Wizard list.

    The list show every pre-defined report created with Report Wizard.

    Double clicking on a report name will bring up the Report Wizard List Maintenance dialog box.



    Everything required to maintain a report is contained in this dialog box.

    The following is a break down of the dialog box:

  • The Report Name field is the title description for the report.
  • The Control Number, (a number found between the Report Name field and the Report Description button), is the internal system control number for this report.
  • The Report Description button is used to enter a text description for the report columns.
  • The Work Order Sort button is used to set the default sort selection for this report.
  • The Work Order Selection button is used to set the record selection to use for this report.
  • The Report Columns: list box will show all of the columns currently defined for the report.
  • The Add button is used to move the contents of the Column Detail over to the Report Columns: list box.
  • The Delete button is used to remove the current active column from the Report Columns list box.
  • The Move Up button is used to take the current active column and make it switch places with the line above it.
  • The Move Down button is used to take the current active column and make it switch places with the line below it.
  • The Column Name: combo box contains a list of all the possible work order fields.
  • The Column Label: field is the label that will appear on the column.
  • The Column Size: fields are in two parts. The first part controls all fields and is the total size of the column. The second field is the number of decimal places for amount fields or the output size for text fields.
  • The Column Alignment section contains options to indicate where a field will appear within it's column, either on the Left side, Centered, or on the Right side.
  • The Total this column check box will only be active for numeric and amount fields. If checked, then the total of all values in this field will be totaled and the total will appear at the bottom of the report under the column.
  • The Show as Money/Show with Commas check box will show Show as Money when an amount field is selected. It will show as Show with Commas if a number field is selected.
  • The Name Field: combo box will only be active for a Name and Address field and will list the possible name and address fields that can be used for the field.
  • The List Specs button is used to save the dialog box and will display a screen with all of the report specifications.
  • The Run Report button is used to save the dialog box and will generate a report based on this definition.
  • The Total Formula button (not shown), will only appear if you choose one of the nine Total Column selections in the Column Name combo box and is used to set the calculation to be used for that field.

    • If you wanted to add a report, click on the blue button and that will bring up the Report Wizard dialog box.


    Each option in this dialog box represents each of the different possible types of reports.

    The Copy Report option is used for creating a new report from an existing one.













    Form Wizard is used to define the forms and data files that will be used with Operations. This includes the Work Order Form, Work Order File, Automatic Work Order Form and Automatic Work Order File.
    Security Level: To access and use - Manager.

    Double clicking on the Form Wizard icon will bring up the Form Wizard dialog box.



    The following is a break down of the dialog box:

  • The Form Type combo box will list all forms and files used in Operations.
  • The Form Body option will be all the fields that will appear on the form itself.
  • The Detail option will define the fields that will appear in the detail section on the form,
  • The POs option is used to identify the PO column fields you want on the form.
  • The Page Alignment check box, if checked, indicates that an alignment form is required to print this form. NOTE: This box should be checked when using pre-printed forms.
  • The Page Breaks: check box, if checked, will cause a top of form to be issued between each field. If unchecked, the system will create all the forms as one page.
  • The Page Size: field is the size of the form in inches.
  • The Form Fields: list box will show all of the fields currently defined for the form and/or data file.
  • The Add Field button is used to move the contents of Field Details to the Form Fields list box.
  • The Delete button is used to remove the current active field from the Form Fields list box.
  • The Move Up button is used to take the current active field and make it switch places with the line above it.
  • The Move Down button is used to take the current active field and make it switch places with the line below it.
  • The Field Name: combo box contains a list of all the possible types of fields that the system allows on the form/file..
  • The Field Label: field is the label that will appear on the field.
  • The Field Size: fields are in two parts. The first part applies to all fields and is the total size on the field for the form/file. The second field is the number of decimal places for money fields.
  • The Alignment section contains options to indicate where a field will appear within the field width, either on the Left most position of the field, Centered, or on the far Right side as possible.
  • The Positon Over/Position Down: fields are used in combination with each other. These fields will determine the exact position that the field will appear on the form.
  • The Font Width/Font Height fields are used in combination with each other to determine the size of the characters that will print on the form.
  • The Total Detail Lines: field is used to tell the system where to begin the detail and what fields to use for the columns.
  • The PO Lines: field is used to tell the system where to begin the PO section and what fields to use for the columns.
  • The Column Headings check box, if checked, will take the first detail line and will place the column headings on this line. If unchecked, then no column headings will be displayed.
  • The File Name: field will only be active when you are defining a data file.
  • The List Specs. button is used to save the dialog box and will display a screen with all of the form specifications.
  • The Test Form button is used to save the current form definition and will then automatically print a test alignment page.
  • The Copy Form button is used to start the copy utility for forms.
    WARNING: Using this feature will replace the existing form with the form selected for copy. This means that if you already have a form defined when you use this feature, the existing form will be deleted and replaced with the selected form.




    • Process Automatics is used to look for mature automatic work orders, turn them into real work orders and reset the automatic work order for the next time it needs to be processed. This will take the recurring work order template and create a new work order based on the template.
    Security Level: To access and use - Privileged.

    Double clicking on the Process Automatics icon will bring up the Process Automatics dialog box.

    This is your warning box. This is the only warning you will get. If you click on the Yes button, the process will run automatically. It will find all the automatic work orders with a "next date" less than or equal to tomorrow's date. Any that it finds will be turned into a new work order. The "last date" will automatically be updated to tomorrow's date and the "next date" field will automatically be updated to the next appropriate date for the recurring work order.





    Operations Control is used to set the parameters that will be used for the entire Operations application for an organization and to delete any historical data that is no longer required. This option is also used to pick the tables that will be used by the work orders and also to add new tables that may be required.
    Security Level: To access and use - Manager.

    Double clicking on the Operations Control icon will bring up the Operations Control dialog box.



    The following is a break down of the dialog box:

  • The Operation Tables button is used to control which ConCentRICs tables may be used as data fields for the work orders.
  • The New Work Order Default Values button is used to set any of the work order fields to a default value.
  • The Delete Historical Work Orders button is used to remove any item that has been issued prior to the dates specified. NOTE: You will not be able to delete any item that has not been completed and you can not delete any work order less than 30 days old.
  • The Cleanup Unused Work Orders button is used to get rid of generated work orders that will never be accomplished.
  • The Resync Name References button is used to do a name consolidation in the Name and Address application.

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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.