The following is a step-by-step guide to creating a Reactive Work Order. However, dependant on the configuration and permissions of each user, certain steps may not be applicable and the user would be automatically taken to the next applicable screen.

Creating A Reactive Work Order

To create a Reactive Work Order using the Single Screen View, you can select “Reactive” from the “Create Work Order” tile or navigate to Work Orders > New > Reactive from the menu

Selecting a Site

Depending on whether the User is a single site user, or a multiple site user, the Building screen will show.

For single site users it will automatically populate the "Your Building" textbox with the building assigned to the Users profile. Multiple site Users will be able to type in the textbox, which will populate a list for the User to choose the desired sight.

Once the Site has been selected, click the <OK> button to proceed.

Issue/Requirement

This is where the User gets to enter what the issue/requirement is for the Work Order. By entering this into the search field and clicking <Search>, a list of faults/issues relating to the search criteria will be shown, from which the User must select the correct fault/issue that is causing a problem. If the User selects a fault/issue that is not maintained, a message is displayed next to the task and will not allow the User to select it (this is permission based).

Once the fault/issue has been selected, the "Symptom" and "Reason for task" need to be determined. Both the "Symptom" and "Reason for task" fields are drop downs which the User can select from. Explanatory text may appear in relation to the "Reason for task" chosen (if configured by the System Administrator) providing detail on what each Reason should be used for. Also, if necessary, it is possible for the User to enter a "Quantity" (for example if there are multiple light bulbs blown) or a “Code” relating to the issue in the "Code/Quantity" field.

Note: In some cases, the User will be given option to select from the “Frequently used issues/requirements” section.

Once the Task has been selected, click the <OK> button to proceed

Note: If the user has an Asset number for something that you need to raise a new work order for, you can use the “Search by Asset Number” function

Location

This is where the Location of the issue is entered. Start off by checking if the Level is correct by checking the Level located on the left. If this is incorrect, click the <Change Level> and this will display a number of Levels available at the Building. Choose the appropriate Level and the Level will be changed 

Note: If the desired Level is the "Roof", clicking <Select Roof> will automatically choose the location as Roof, Roof, Roof and will progress to the next section of the Create Job process.

Next, select an Area and a set of Location will appear (if the issue is across the entire Level, select the <Whole Level> button instead). If any further information about location can be provided then this can be added to the "Additional Information" field.

If there are many locations at the Building and the desired site is already known, the User can search for the Location using the "Search For Location" field. Searching in this field will display a list of locations as the User types. Select the desired Location from here to be progressed to the next step. If the issue happens to be round the entire Building, then the <Whole Building> button should be selected. This will also progress to the next step when selected.

Once the Location has been selected, click the <OK> button to proceed.

Contact

The contact screen allows the user to advise/choose who the contact for the Work Order should be. When this page is displayed, by default the details of the User creating the Work Order automatically populate the fields along with a list of contacts to select from. Each Contact in the list has a Name, Job Title and Telephone Number. Select one of these by clicking <Contact Name> and the "Contact Type", "Contact Name" & " Contact Telephone" fields are populated with the contacts details. Alternatively, the user can manually populate the fields.

Once the Contact has been entered, click the <OK> button to proceed.

Resource

The Resource screen allows the user to select the required resource to complete Work Orders. Those contractors listed in grey at the top of the box are the resources that have been pre-configured as the designated resource for that work order based on a variety of factors such as location of site, scope of works etc. Upon choosing the Resource, the next section is shown

Note: If the Work Order is Asset based the Resource that covers the Warranty for the Asset is present, it will be shown with a yellow background.

Response/Priority

The Response screen is where the User details the time the Work Order needs to be completed by. The priority can be selected using the <Priority> drop down. Some priorities will display a Date/Time picker. When these are chosen, all the User needs to do is select the Date/Time accordingly. Other priorities will show the calculation of what the calculated SLA (based on the Contract) will be.

In some cases where the Priority is changed, depending on the settings for the Client, the Non-Default Priority Reason field will be displayed. Hovering over the <I> will display some information about this field. This is a mandatory field that must be completed before progressing with the job creation.

If the Non-Default priority field is not filled in, the user will receive the following message:

You must specify a reason for not selecting the default priority

Once the response/priority has been selected, click the <OK> button to proceed.

Note: There will be times where this section is not seen by default, as the system will automatically select this for the User. To be able to view this section in those cases, client the “Response” section on the Summary page.

Duplicates/Events

There may be Work Order previously raised that are classed as Duplicates, special Events or Upcoming PPMs that the Work Order could relate to. If the user is presented with this, they should review the other work orders to ensure that a duplicate work order is not being created, there is no upcoming PPM that would cover the Work Order being requested, or that there are no events in place that would prevent this Work Order from being actioned

Once all events and duplicates, that require checking, have been checked, click the <OK> button to proceed.

Notes

The Notes section allows the user to give the Resource the additional information about the issue that may not have been captured in previous screens. For example, how severe is the issue? How many people is it effecting? Is it as risk of closing a site down? Etc

The more relevant information that can be added here, the more the Resource can be aware of the issue, which can aid in their planning and rectifying/competing of the works in a timely manner

Once the Notes have been added, click the <OK> button to proceed.

Questionnaire

Clients can configure Ostara to generate a questionnaire for users to fill when a Work Order is being raised. These can be based on a range of criteria such as building, equipment type, priority etc. If a questionnaire is configured that is relevant to the Work Order you are creating, the user will be presented with a screen that needs to be completed before being able to proceed

Once the questions have been answered, click the <OK> button to proceed.

Summary

Once all necessary sections have been completed, a Summary of the work is displayed. From here, it is possible to check and change any details of the Work Order job to ensure they are correct. This is done by selecting the relevant section and clicking the <Change> button. Once all details are correct, select the <Submit Job> button to create the Work Order.

After submitting, the user will be taken to the Work Order detail page.

Permissions: Can Create Reactive Work Orders, Can Allocate Resource, Can Set Schedule