Work Order Management Northwind
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Summary
Work Order Management Quick Reference Guide Overview The Maestro Work Order module allows users to schedule and track work order activities and status, and to generate maintenance request forms. The Work Order module is fully integrated with Maestro’s Front Office and Timeshare/Condo modules. Room status can be set off market directly from the Work Order Request Information screen. Additionally, owner accounts can be direct billed for Work Order entries
Highlights Include: Ability to categorize work orders into user defined groupings Ability to issue one work order to cover multiple rooms Update room service history globally by range of rooms Ability to track costs of materials used Ability to generate cost analysis reports Work Order Management Work Order Access To access existing Work Orders or to create new ones the user must log in to the Work Order Management Module and access the Main menu, then select Work Order Request Information
Viewing Work Order Entries To search for a work order, an F8 Lookup can be performed in the Work Order field on the Work Order Request Information screen to access the Work Order Search Screen
Page 1 of 23 Creating New Work Order Entries From the Work Order Request Information screen, press the F6 to create a new work order. Prior to filling out the Work Order description or Area, the user must key in the mandatory fields as outlined in the sections for each field on the Work Order Request Information screen. Each of these fields can be filled in using the F8 Lookup option to select from preconfigured lists. In addition to providing information about the nature of the Work Order, these fields also allow the Work Order Report to be filtered appropriately
Category User-defined options that allow the Work Orders entered into the system to be prioritized based upon category. Management can then statistically track maintenance issues to identify trends
Level of Urgency User-defined options that allow the Work Orders entered into the system to be prioritized based upon urgency
Page 2 of 23 Status User-defined options that allow the user to identify the current status of the Work Order. As the work progresses, the status of the Work Order will be manually updated as necessary. This allows management to track the status of specific Work Orders or generate reports based upon that status
Problem Type User-defined options that allow the user to identify the type of issue requiring maintenance. Management can then statistically track maintenance issues to identify trends
Trade Type Required User-defined field that allows the user to identify the required skill set and associated trade. Whether an internal employee or an external contractor, the hourly rate can be entered in order to calculate estimates and costs for maintenance work. Additionally, management can generate reports by trade type to identify trends in maintenance issues
Page 3 of 23 Desired Completion Date As suggested, this field represents the desired completion date of the Work Order and allows management to track status. F8 to access the Calendar function to complete this field, if desired
Inventory Item Lookup User-defined field which allows the user to associate a physical inventory item with the Work Order for reporting and tracking purposes
Mailbox This field allows the user to key in the name, ID, or initials of the individual who will be assigned to this Work Order. This will appear on the Work Order request form. This field may be left blank if the Work Order has not yet been assigned
Page 4 of 23 Area ID The area ID is the room(s), common area(s), or meeting room(s) for which the Work Order has been created. To assign one or more Area IDs, Use the F5 Drilldown option to display the room order room list
Enter a building and Area ID. An F8 Lookup can be used to select a guest room, meeting room, or a non- meeting room (public area) If the room should be made offmarket, select YES to take the room offmarket. If the Guest Bedroom is not to be made offmarket, select NO and skip the following steps
Enter a Start and End date for the area/room to be put offmarket. If the area/room is already reserved during this time, Maestro will prompt the user to investigate this booking
A list of rooms may be entered from the Work Order Room List, allowing the user to put multiple rooms offmarket from a single Work Order. Alternatively, the user may put a range of room off market, for example an entire wing or floor, by selecting Enter Room Range from the Window menu
Page 5 of 23 Work Order Description & Text Next, Enter a Work Order Description (max. 40 characters) and text. To enter text, place the cursor in the text field and press F5 to access the Work Order Text
Contractor The contractor field can be used for assigning a contractor to the work order. An F8 Lookup can be performed on the Contractor field. Select the contractor and press Enter
If an email account or a cell phone number is associated with a contractor, Maestro has the ability to send a message via email or SMS to the contractor stating the Work Order Number, Description, and Area ID
Once a contractor is selected, Maestro will display a dialog box asking the user to send the message
Click on send to send the message. For more information about sending work orders using email or SMS, please refer to the Email\SMS Integration Quick Reference Guide
Page 6 of 23 Alternatively, users can select Send Message form the Window menu
Dispatching/Printing a Work Order Request Work Orders can be printed locally or dispatched to a designated printer. After creating a work order, by pressing the Dispatch button, the work order will be printed on the designated printer. If users wish to print locally, select Print Locally from the Printers Menu. The print button will display as “Print”. Press the Print button to print the work order
Page 7 of 23 Below is an example of a printed work order
Work Orders on ResWave For properties that are using Maestro’s Owner Management module in conjunction with ResWave, Work Order has the ability to create PDF copies of work orders which can be posted onto ResWave. This allows unit owners to view completed work orders online
To create the work order PDF files, begin on the main screen of Work Order. Go to Reports | Work Order Batch Report. An F8 Lookup can be used in the Forms Header ID. Select WORKORDER. Users may select a different form if currently configured. Next, select the From and To dates. The dates refer to the date…… Then, enter the Building and Area/Room ID. Once the fields have entered, press the OK button
Once this process has been completed, users will be required to contact Maestro Support to have the Work Order PDF files uploaded to ResWave. Please send requests to [email protected], stating the From and To dates of the work orders created
Page 8 of 23 Additional Work Order Options Chargeable Services/Supplies Chargeable Items and Services can be added to a work order, which can be billed to an account when the work order is closed. To add items or services to a Work Order, select the Chargeable Services/Supplies from the Window Menu
Perform an F8 Lookup on the Item field to select an item from the Chargeable Item Lookup screen. Once selected, users must enter a Building and Area ID. F8 can be used in these fields. The charge, Percent Markup and Surcharge will automatically populate with the configured amounts. Users are able to configure the Charge, Percent and Surcharge fields. The total amount will update with the changes
If the Chargeable Item includes a housekeeping service. The service will be assigned for the date entered in the completion date field
Billing Work Orders to Accounts Work orders with Chargeable Services\Supplies can be charged Regular AR Accounts, Permanent accounts, Owner Accounts and Preset Billing Accounts. To assigning an account, place the cursor in the first To Be Paid By field and press F8
Page 9 of 23 Once the Work Order Billing Information screen is displayed, use the F6 Create key to create a new line number
On the Source field, use the F8 Lookup to select the type of account
Once the type of account is selected, press the Enter button to place the cursor on the Client field. Once on the Client field, use the F8 Lookup to select an account. The screen that is displayed will depend on the type of account chosen. By choosing the PP – Permanent AR Accounts, the Permanent Accounts by Last Name will display. By choosing AR – Regular Accounts and TC – Owner Accounts, the Client Lookup screen will display. By choosing Preset Billing Accounts, users will see a list of Approved Billing Accounts
Page 10 of 23 When closing a work order and there are charges to be billed, Maestro will display the Close Work Order screen, indicating what percentage of the charges are being billed to the attached account
Maestro will ask if the charges are to be billed to the accounts
Maestro will display next the Work Order Allocate Client Charges. Users have the option to have all charges to the account. If there are more than 1 account on the work order, the Even Split option will split the charges evenly between the accounts
By pressing the Accept button, the charges will be charged to the appropriate accounts By pressing the Cancel Button, users will be reverted to the Work Order Request Information screen for further editing
Page 11 of 23 Once a work order is closed, users can view the amount billed by selecting Owner Charges under the Window menu
Time Spent Work Order time spent may be recorded for tracking purposes. To do this, select Time Spent from the Window menu. Start and End times may also be recorded along with an hourly or flat rate for the Trade Type
Work Order Templates Work order templates can be used to create repeating work orders for multiple rooms at a time. To configure a work order template, on the Work Order Request Information screen, select Templates from the Templates Menu
Page 12 of 23
Work Order time spent may be recorded for tracking purposes. To do this, select Time Spent from the Work order templates can be used to create repeating work orders for multiple …
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Frequently Asked Questions
What is work order management?
What is Work Order Management? Work order management is the systematic approach of processing and completing maintenance work orders in a timely manner in order to minimize asset downtime. Work order completion depends on the availability of other maintenance resources such as assets, parts, people, and money.
How does the work order form work?
Throughout the process, the work order form functions as the primary method of communication and documentation of maintenance. There are 6 steps to a complete work order process. 1. Task identification Naturally, the first step of the process is noticing that there is a need for the process to occur.
What are the benefits of a work order system?
The work order system increases visibility across each step of the maintenance management system, making performance monitoring an attainable goal. Both asset and technician performance monitoring can lead to important data that can guide decision making.
What is the purpose of maintenance work orders?
Work orders can be written/printed on a sheet of paper or in the form of a digital document. The purpose of maintenance work orders is to: standardize your maintenance workflow have a simple and quick way to schedule, assign, and track maintenance work