Work Order Management Northwind

Work order management northwind

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Work Order Management
Quick Reference Guide
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

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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

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

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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

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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

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

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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

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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

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

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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

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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

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

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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

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Once the Work Order Billing Information screen is displayed, use the F6 Create key to create a new line

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

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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

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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

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

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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