The Work Requester module operates
in conjunction with the FrontLine Maintenance module
utilising the listings and look-up tables created
within the maintenance module.
The licence allows an unlimited number of users
(on a single local area network) to raise and log
breakdown requests directly into the Maintenance
module. These requests form the basis of a Work Order
thus reducing the administration burden and improving
the quality of the data returned.
This electronic method of recording work requests
is designed to replace existing work request docket
systems or those email and telephone calls that occur
at the most inconvenient times. For the person making
job requests it provides them with the comfort and
knowledge that all of the work requests are being
logged and not forgotten, along with a level of automated
feedback on job status changes as work is started
and completed. Gone is the need for Requesters to
chase people to find out what is happening!
This guide has been put together
to take you through the setting up followed by
instructions on how to
operate the Work Requester module. Having successfully
installed the application on each of the “Work
Requesters” PC's the Work Requester desktop
icon will appear (below).
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| “Double click” on
the icon to open the module.
We are using the demo dataset for the purposes of
this guide and the series of screen shots show you
the information presented along with your required
inputs, from logging on, through to using this application.
Click on the Evaluation button highlighted in green on the first screen shot, Select Demo
Data highlighted
in Blue and then click the Next button highlighted
in green on the second screen shot. This will take
you to the log on screen, the evaluation mode ONLY
requires you to type in the word SUPERVISOR in the
User Name field highlighted in red and leave the
Password field highlighted in green BLANK, as illustrated
on the third screen shot.
(See Fig. 1)
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Fig. 1
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| This
screen will now appear – to add a request click
on the Add Request Button highlighted green (See
Fig. 2) |
Fig. 2
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The “Enter Work Request” form opens – The
Work Request is identified by its own unique Request
number, this is automatically generated for each
new request (R0114 in our example). We have also
set up for the logged-in user information to be
carried through from the Personnel section in the
Maintenance module (System Option setting). You
will notice that several of the fields are shaded
blue; this indicates that an input of information
is required for each of these fields (mandatory
information). Again this is a System Option setting
where you can set the highlighted fields you require
to be completed. (See Fig. 3)
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Fig. 3
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Information is filled out using the drop down
boxes/look-up tables; these tables draw their information
from the data entered in the Maintenance module.
One of the key fields required is Asset Number – This
can be entered by clicking on the dropdown arrow
to reveal a table of all the Assets on the selected
site (first screen shot, showing an unrestricted
view of assets). To improve the accuracy and speed
of identifying the Asset, within the Maintenance
module you are able to “tag” Assets
to a “Register” (second
screen shot – highlighted
in green). By using the Register field it will
restrict the Asset lookup table in the “Enter
Work Request” form (third screen shot – highlighted
in green). Within the Maintenance module the register
field can be determined as a process line, area,
equipment type, department etc. In our example,
we have grouped together all the Forklift Trucks
into a Register called “Fork”. (See
Fig. 4)
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Fig. 4
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The Maintenance module allows you to create within
the “Task” section not only planned
tasks but also a user defined breakdown library
of the most common occurring faults on your site.
These tasks can be identified and marked as “Available
for Work Request” within the main system.
The task information can also include job
priority, work type, notes and trade, required to carry out
the task. (Highlighted in green, in the first
screen shot).
The second screen shot illustrates the data in
the previously identified fields. Further notes
can be added if necessary and with all “Mandatory” fields
completed the request is now ready to be sent to
the FrontLine Maintenance module. By clicking on
the Save button (highlighted
in green, on the last screen shot) the job is sent to the Maintenance
module. Alternatively, it is possible to click
on the Print and Save button (highlighted
in red)
this will send the job to the maintenance module
as well as producing a paper record for you to
keep/file. (See Fig. 5)
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Fig. 5
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From the “File” menu
in the FrontLine Maintenance module it is possible
to launch the “Work
Request Alert”. When launched, it can be
set to pop-up every time a new Work Request is
entered onto the system. Once alerted, the screen
can be minimised. As jobs are completed, they are
automatically removed from the “pop-up” Work
Request Alert. (See Fig. 6)
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Fig. 6 |
| To check for the jobs that are arriving from the
Work Request module go to the “Work Control” section
in the Maintenance Module. |
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| Using the “Status” field in the “Search” criteria
screen click on the drop down arrow and select “R” Work
Requests from the table. Click the OK button (highlighted
red) to confirm the entry and then click the OK button
(highlighted green) to initiate the search. (See Fig.
7) |
Fig. 7 |
In the “Index” (Spreadsheet)
view you will see all the outstanding Work Requests
(Jobs
Requests are further identified by Blue text).
By selecting or double clicking on a specific Request
you will open the “Detail” view. Information
from the Work Request is automatically populated
on the new Work Order detail. (See Fig. 8)
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Fig. 8
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| If satisfied that this is a valid
Request, the job can be allocated and authorised. Further
details can
be added/amended at this stage
(start time, change of priority, planned person/team/trade,
additional notes/work instructions etc.).To open the “Authorise” screen
click on button highlighted in red and then OK to confirm,
(highlighted in green). The new Work Order can now
be printed, left on the screen ready for further information
to be added or even output to a hand held PDA device.
(See Fig. 9) |
Fig. 9 |
With the Work Order Status
now changed to New Job “N” this
information is automatically fed back to the Work Request
module where you are able to view the status of this
and any other outstanding jobs. From the review screen
in the Work Request module, the “requester” has
the ability to review their own raised jobs or all
jobs raised across the site (“User Profile” option
setting). The Requester is unable to change any of
the details previously recorded.
The screen shots below show the level of feed back
that a job requester would receive. (See Fig. 10)
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Fig. 10
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| When the job has been completed and the Work Order “Closed” (status “C”),
the details are automatically updated within the Work
Request module. In the second screen shot you can see
this updated data (highlighted
in blue). The last screen
shot shows the expanded memo/notes field – double
click on the word memo in the appropriate record this
will allow the “requester” to “read
only” the Work Order and Job Sign Off notes (See
Fig. 11) |
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Fig. 11
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| Finally, from the Work Request module the “work
requester” is able to filter Work Orders/Work
Requests by any of the search fields identified in
the section highlighted in red below (Filter
by). The
results are displayed for review. (See Fig. 12) |
Fig. 12 |
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