Routine work orders are normally created by a planner from the Maintenance Workbench (See: Using the Maintenance Workbench), and are also created using a menu option. Material and resource planning (See: Overview of Planning and Scheduling) is used at each status of the routine work order (See: eAM Work Order Statuses).

   To manually create a work order:

1. Navigate to the Find Work Orders window (Work Orders > Work Orders).

   Note: This function is available for those users with responsibilities and roles that include function, EAM_WO_DETAILS_MODE, with their associated menu. Otherwise, you can only view work orders, and cannot update associated asset hierarchy, work order hierarchy, material, resource, operation, cost, collection plan results, work request, and attachment information. See: Implementing Function Security, Oracle Applications System Administrator's Guide - Security.

2. Choose New.

   The header information displays general information about the asset number and the type of work required.

3. The Work Order number is assigned, but you can update it.

4. Enter an asset number requiring maintenance. The asset group defaults (See: Defining Asset Numbers).

5. Select an Asset Activity. Only asset activities associated with this asset number are available.

   Note: If this work order was previously created, you can add an asset activity, as long as the work order is at an Unreleased or Draft status, or an asset activity was not previously defined. If any tasks, material, or resource requirements exist, these must be deleted before adding an asset activity to an existing work order.

   After selecting an asset activity, the associated maintenance BOM (material) (See: Setting Up Maintenance Bills of Material) and maintenance route (resources), associated with the activity (See: Defining Maintenance Routes), attach to the work order. After an asset activity is saved to a work order, you can no longer change or delete it.

6. Enter a Class code to represent the charge (expense) accounts associated with the asset number. This defaults from the asset number, but you can update it.

   Select a maintenance WIP Accounting Class that contains an encumbrance account if want to use encumbrance accounting.

7. Enter the Status. For example, Unreleased, Released, On Hold, and Draft. Certain transactions update this status automatically, including Work Order Completion, for example (See: eAM Work Order Statuses).

8. The Pending check box value determines whether the work order has reached the status above or is still pending, due to workflow. This value is set by the Work Order Workflow Approval process. If the check box is clear, the Status reflects the current state. If the check box is selected, the Status reflects a desired target state that is not yet reached due to pending activity, such as a workflow approval that is still in progress.

9. If this is a child work order in a work order network and Parent Child is populated in the Relationship Type field, the parent work order is populated in this field.

10. The Relationship Type field indicates the type of Relationship associated with the work order. Valid relationships are Parent Child, End to Start Dependency, Cost, and Follow-up Work. Manage complex maintenance jobs through these four types of work order relationships. See: Work Order Relationships.

    • Parent Child: This relationship enables a network of work orders, which includes one top level work order that defines the time line of all its children work orders. The start and end dates of the children work orders are within the start and end dates of the parent work order. A child work order can be parent to another work order. One parent can have multiple children, but one child can have a single parent. There can be an infinite number of parent-child work order levels, within the Parent-Child relationship.

    • End to Start Dependency: You can create work orders with scheduling dependency relationships (including child sibling work orders). For example, one work order's scheduled start date is dependent on another work order's completion. With this relationship, the next work order cannot start until the prior work order is completed.

    • Cost: You can roll the child work order costs into the parent work order, for reporting purposes. You can base the cost roll up, within a hierarchy, on scheduling relationships. Scheduling relationships are not required to roll up costs within a hierarchy. You can create a cost reporting hierarchy that is different from the scheduling hierarchy.

    • Follow-up Work: You can create a work order for the current capital asset number or Rebuildable Item, while executing work for the asset on another work order. For example, a second problem with the asset is discovered while executing a work order. A follow-up work order, associated with the original work order, is created for the issue. This is independent of scheduling or cost relationships.

11. In the Scheduled Dates region, enter the work order's scheduled Start date if it is based on a forward schedule. The scheduling process uses this date as a starting point to calculate the scheduled end date and duration for allocated resources and material. If the material/resources are not available by this date, the scheduling process moves the start date forward.

12. Enter a scheduled Completion date for backward scheduling. This date indicates the requested end by date for the work. The scheduling process uses this date as a starting point to calculate the scheduled start date and duration for allocated resources and material. If the material and resources are not available by that date, the scheduling process moves the start date backwards to ensure completion by the required end date.

    Note: Actual dates are entered at operation and work order completion. Scheduled dates are calculated by the Enterprise Asset Management scheduler if you have Oracle Manufacturing Scheduling enabled (See: Overview of Setting Up, Oracle Manufacturing Scheduling User's Guide). Otherwise, the EAM scheduler calculates the dates.

    See eAM Scheduling for more information.

13. Within the Main tab, the Department value defaults from the selected asset number. (See: Defining Asset Numbers). This indicates the persons or department responsible for this asset number.

    You can change the department at the operation level if no transactions have been recorded for the work order.

14. Optionally select a Planner for this work order.

15. Optionally select a Priority, such as High, Medium, or Low.

16. Optionally select a Work Order Type. Work order types enable you to differentiate work orders, for example, Routine, Preventive, Rebuild, Emergency, or Facilities. Maintenance management can use this information to sort and monitor work activities for reporting and budgeting. Work order types are referenced in the work order. For information on how to create valid values within the available list of values, See: Work Order Types.

17. The Shutdown Type defaults from the activity. This helps the planner group work orders that may require shutdowns, so that they are planned together.

18. If the Firm check box is selected, planning and scheduling does not automatically adjust the schedule, regardless of material or resource availability Overview of eAM Planning and Scheduling. This check box defaults as selected or cleared, depending on the Auto Firm on Release and Auto Firm on Create check box settings, established in the Enterprise Asset Management Parameters setup for the current organization (See: Defining eAM Parameters). This defaults after the work order is Released, if you select the Auto Firm on Release check box, and defaults immediately if you selected the Auto Firm on Create check box.

    If the check box is selected, the end date is calculated, based on the work order duration. The scheduler automatically calculates the duration based on the operations (resource duration setup) on the work order. You can update this check box for work orders at Draft, Released, Unreleased, On-Hold, or Cancel statuses (See: eAM Work Order Statuses).

    If the Firm check box is selected, you can still manually reschedule a resource on the work order, thereby updating the dates on its corresponding operation and work order.

19. Optionally select the Notification Required check box.

20. Optionally select the Tagout Required check box to indicate that the Area must be secured for operations required to execute this work order. Tags are generally printed and placed on an asset, warning the plant that it is shutdown and should not be started. This check box helps the planner isolate those jobs that require a tagout.

    Select the paperclip Attachments icon to attach relevant tagout documents. You can attach URL, file, or text attachments. See: Defining Work Order Documents.

21. The Planned check box is selected if the current work order was created from forecasted work orders (See: Preventive Maintenance Work Orders).

22. Optionally select the Enable Material Issue Requests check box to enable eAM to manage material availability for the current work order. Material is physically available to a work order via the material request and verification process. This check box is selected by default if it is selected on the eAM Parameters window.

23. The Construction Estimate field will display if the work order was created by using the Construction Estimate Workbench. The field is display only.

24. Optionally enter Failure Information (See: Failure Analysis Overview). The Failure Information region appears if the Failure Code Required value is set to Yes, within the Failure Set definition (See: Defining Failure Codes and Sets).

    If the Failure Entry Required check box is selected, Failure Code entry is mandatory during work order completion.

25. The Material Shortage region enables you to view material availability. This region populates, after you have saved the work order.

    The Material Shortage field displays whether there is a shortage of the material (at that moment in time) that is needed to complete the work order's operations. This status helps you to determine when to start work. For example, if there is a material shortage, you typically would not start work. The process that populates this field considers both stocked and direct items. For stocked items, the Work Order Material Shortage process determines whether all of the inventoried material within the work order's associated BOM is available to transact (ATP is not considered). For direct items, the Work Order Material Shortage process determines if all of the direct items that are included within the work order's associated BOM are received into Inventory. This process should be set to automatically execute periodically, but you can execute it from the menu at any time.

    You can choose Check Shortage to view the shortage details.

26. Select the Activity tab to select alternate, predefined BOMs and Routings. See: Setting Up Maintenance Bills of Material and Defining Maintenance Routes.

    After the alternate BOM and Routing are selected, the system uses the associated items and assigns the associated resources needed to execute the work order.

27. Optionally select an Activity Type. This code indicates the type of maintenance for this activity and is used when defining a job or a standard job, for example, Inspection, Overhaul, Lubrication, Repair, Servicing, or Cleaning. This value defaults from the activity (See: Defining Activities).

28. Optionally select an Activity Cause to specify what situation caused this work to generate, for example, Breakdown, Vandalism, Normal Wear, or Settings. This value defaults from the activity.

29. Optionally select an Activity Source to specify reasons that activities require execution, for example, Warranty Compliance, OSHA Compliance, or Military Specification Requirements.

    This value defaults from the activity.

30. Optionally select the Project tab. This tab is enabled only if Project Manufacturing is installed and enabled.

    1. Optionally select a Project.

    2. Optionally select a Task.

31. You can select the Rebuild tab if this work order is created for a rebuildable item. See: Rebuild Work Orders.

32. Optionally select the Request tab to display service and work requests associated with this work order.

    You can add service or work requests to a work order by selecting a service request or request number, respectively. Only work requests at an Awaiting Work Order status and Maintenance Type service requests at an Open status are available for association. You may associate multiple work requests to a single work order, but only one work order can associate with a service request. You can associate a service request to multiple work orders. You can dissociate a work request from a work order.

    If you want to view a work request attachment, highlight the work request and then select View, Attachments. If there are any attachments associated with the work request, you will be able to view them.

    To delete a work request:

    1. Highlight the work request.

    2. Choose Delete.

33. Optionally select the Approval History tab to view the work order's approval history. A work order might require approvals or notifications at different stages of its lifecycle. For example, organizations typically want an approval process in place before a work order is released. Workflow automates this process. You can initiate Workflow to generate notifications, approvals, transactions, and update a work order status. You can enable Workflow for Work Orders within the eAM Parameters (See: Defining eAM Parameters). You can set up Business Events and Event Subscriptions (or use seeded events and subscriptions) within Oracle Workflow to indicate what events trigger Workflow. Seeded events that you can enable to trigger Workflow are Work Order creation, Work Order release approval, Work Order completion, Work Order status change, Operation completion. See: Setting Up Oracle Workflow, Setting Up the Business Event System, and Defining Work Order Statuses).

34. Optionally choose Operations to prepare necessary operations. These operations default from the maintenance route (See: Defining Maintenance Routes) associated with the current activity, but you can update and add to them (See: Preparing Work Order Operations).

    You can change the operations if no transactions have been recorded for the work order.

35. Optionally choose Materials to view or add items from the associated asset number's items list (See: Setting Up Maintenance Bills of Material and Defining Material Requirements). From the Material Requirements window, you can optionally choose Select Materials to add materials from this Asset BOM to the material requirements for the current work order.

36. Optionally choose Resources to view, add, or update the resources assigned to each operation. See: Defining Resource Requirements.

    You can change the resources for this work order at the operation level if no transactions have been recorded for the work order.

37. Optionally choose Relationships to manage work order schedules and view work order details. See: Work Order Relationships.

38. Optionally choose Asset Route to view the asset route associated with the current work order's asset group. You may need to perform one activity on multiple asset numbers. To eliminate the possibility of creating multiple work orders for the same activity, you can define asset routes. See: Defining Asset Routes.

    You can choose Asset Route if an asset route is associated with the current asset number.

39. Optionally choose Costs to view the costs of work orders falling in the specific accounting periods, specified in the Accounting Information by Period region. Accounting Periods are defined within Oracle General Ledger. See: Defining Period Types and Defining Calendars.

    1. Optionally select a work order, then choose Value Summary to view a summary of the actual, estimated, and variance costs for labor hours, equipment hours, and material against the current work order.

       • Actual Costs: This is the accumulation of all costs for material and resource transactions for the asset number's associated maintenance work orders, based on a specified period.

       • Estimates: A BOM (material parts list) and routing (resources) can associate with a work order.

         When you select the Estimates tab, the estimated costs of all material and resources associated with a work order appear, enabling you to budget costs.

       • Variances: The difference between the actual costs recorded and estimated costs.

       • Material: All material and material overhead transaction costs.

       • Labor: All resource and resource overhead transaction costs associated with personnel.

       • Equipment: All material resource and resource overhead transaction costs.

    2. Optionally choose Details to view actual, estimated, and variance costs for labor hours, equipment hours, and material for specific operations of the current work order.

40. Optionally select a work order, then choose Value Summary to view a summary of the actual, estimated, and variance costs for labor hours, equipment hours, and material against the current work order.

41. Save your work.

    After saving a work order, you can optionally associate asset attachments: (M) Tools > Copy Asset Attachments.