Update Status of Work Order

To check the progress on a work order:

1. Open the work order.

2. Tap the More Work Order Detail button.

   The Work Order Detail page opens. The top of the page displays the current value stored in the Labor Report, if it has been updated.

3. Tap the Status History button.

   The dates and times that the work order status has been updated display.

To update the status of the work order to Responded:

1. Open the work order.

2. Tap the Flag button in the gray header bar.

3. Select Responded from the Status field.

4. If necessary, use the Calendar button to update the date and time.

   The Calendar field will show the current date and time, unless the work order has previously been updated to the selected status. In that event, it will show the original date / time updated.

5. Drag the Percent Complete slider to the appropriate percentage.

   This control is automatically set to 100% for work orders marked as Completed (and cannot be modified).

6. Enter any descriptive information in the Labor Report Update field.

   If configured to display at your organization, an option may be available to add predefined comments to the Labor Report. Any information entered onto the Labor Report will be displayed on the Work Order Details page.

   Entries shown in the Existing Labor Report section can be updated unless a lock is displayed to the right of the label. If a lock is displayed, your organization has configured this page to only allow additions to the existing Labor Report.

   Note:

   Labor Report updates are typically marked with the date and Labor ID of the logged in user. To facilitate this, the Labor Report Update prompt may already show the current date and your Labor ID upon accessing the page. If the date and ID do not show, this information may be appended to your entry after your submission.

   At some organizations, Labor Report updates are not marked with the date or Labor ID of the logged in user. If there has been any previous entry to the Labor Report, it displays directly below the field.

   You can complete additional fields listed on the Status Update page, but most additional fields are completed at work order completion.

7. Tap the Save button.

To complete or close a work order:

1. Open the work order.

2. Tap the Flag button in the gray header bar.

   The Flag button is available from all work order pages.

   The Status Update page opens. The options available on the Status Update page depend on how the page has been configured by your organization, as well as the current state of the work order and asset.

3. If the status needs to be changed, select the appropriate status from the Status field.

   Depending on configuration, the status will either be set to the next available state or the highest state you are able to record. The options that show will vary. The option to change the status to Closed is only shown if you are a member of an access group with permission to close out work orders. An additional option to change the status to Finalized is occasionally available.

4. If you need to change one or more date fields, use the Calendar tool.

   Date fields that have not been updated show the current date and time by default.

5. Drag the Percent Complete slider to the appropriate percentage.

   This control is automatically set to 100% for work orders marked as Completed (and cannot be modified).

6. Enter any descriptive information in the Labor Report Update field.

   If configured to display at your organization, an option may be available to add predefined comments to the Labor Report. Any information entered onto the Labor Report will be displayed on the Work Order Details page.

   Entries shown in the Existing Labor Report section can be updated unless a lock is displayed to the right of the label. If a lock is displayed, your organization has configured this page to only allow additions to the existing Labor Report.

   Note:

   Under the Labor Report Update section is another section titled Work Order Costs. This section summarizes the actual labor, parts, and other cost records already created for the work order. The labor records are separated into two rows, one showing actual labor you have recorded and one showing actual labor entered by other users.

7. If required, enter your total labor hours into the Set my total labor hours field.

   After saving the page, an actual labor record will be created for you for the hours you entered. This labor record replaces any existing actual labor records you may have created for this work order.

   For example, if you have an existing actual labor record for 1 hour and you enter 5 hours in this field, the record for 1 hour will be deleted and replaced with the one for 5 hours.

   If this field is not displayed, you will need to leave the Status Update page and enter your hours on the Work Order Labor page.

8. Complete the following fields in the Work Order Attributes section:

   • Sub Status

   • Account

   • Category

   • Problem

   • Failure

   • Solution

     Values can be entered or retrieved from the respective lookup.

9. Complete the following fields in the Work Order Settings section:

   • Mark All Assignments Complete? — This setting marks all assignments tied to the work order as complete.

   • Mark All Tasks Complete? — This setting marks all tasks listed on the work order as complete.

     Some organizations configure MC Express to prohibit completion of work orders until all tasks are marked as complete.

   • Mark Work Order as Chargeable? — This setting marks the work order as Chargeable.

     The Chargeable setting is used at organizations that charge completed work to customers or internal departments.

   • Mark Work Order as Failed? — This setting marks the work order as Failed.

     The Failed flag applies to the work order as a whole, as opposed to individual tasks.

   • Create Follow Up Work Order for Failed Tasks? — This setting allows you to create a follow up work order for any tasks marked as failed. The default value for this setting is based on whether or not the work order has any tasks marked as failed.

     • If failed tasks exist, the setting will default to Yes.

     • If no failed tasks exist, the setting will default to No.

       If there are no failed tasks on the work order being completed, no follow up work orders will be created.

   • Follow Up Work Order Type — If the previous setting is set to Yes, this setting determines the type of follow-up work order action that should occur if any failed tasks are identified.

     • Set to Single Work Order to create a single follow-up work order for all failed tasks from this work order.

     • Set to Separate Work Orders for Each Failed Task to create separate work orders for each failed task listed on this work order.

10. If required, enter meter readings in the Meter 1 Reading or Meter 2 Reading fields.

    These fields will show the meter reading in effect at the time the work order was created. If an updated meter reading has already been entered on this work order, either on this page or a meter reading task, the updated value displays.

    You may encounter an error message after saving your changes if the meter reading is too high or too low. See the Troubleshooting section below for more information.

    The next section of fields allows you to record downtime for the asset. At some organizations, the fields used to enter downtime are always displayed, regardless of the current status of the asset.

11. Choose the appropriate option to record downtime:

    • To use Shutdown/Return to Service Entry mode:

      1. Tap the Tap here to record downtime link.

         Several fields appear.

      2. Use the Calendar tool to enter values in the Shutdown Date/Time and Return to Service Date/Time fields.

      3. Enter the reason for the downtime in the Reason for the Shutdown/Downtime field.

         This information will be stored in the downtime history record available when viewing the asset.

    • To use Elapsed Time Entry mode:

      1. Use the Calendar tool to enter a value in the Shutdown Date/Time field.

      2. Enter the amount of time the asset was out of service.

         MC Express will calculate the Return to Service Date/Time.

      3. Enter the reason for the downtime in the Reason for the Shutdown/Downtime field.

         This information will be stored in the downtime history record available when viewing the asset.

         Note:

         If the asset is tied to date-based PM Schedules and the asset has been out of service for more than a designated period of time, you may receive a warning regarding PM Schedules that may be affected by the downtime.

         Since PM Schedules cannot be adjusted from within MC Express, the warning includes a link to initiate an email to a supervisor (or yourself) as a reminder to review the PM Asset record prior to the nightly generation of PM Work Orders.

12. Use your finger or cursor to draw your signature.

    The Clear link can be used to remove the signature. Once removed, a new signature can be drawn. Only one signature is saved with each work order. The signature can be viewed on the Work Order Attachments tab within MC Express.  It will also be shown on the MRO Work Order Charge Statement, if a signature area is designated to display.

13. Tap the Save button.

    Depending on changes made on the Status Update page, saving your changes may take a little time. Please be patient while the process is underway.

    If no warnings are returned, the Work Order Summary page opens. See the Troubleshooting section below if you encounter any warnings.

There are several reasons you may not be able to complete a work order:

Started Work Order Labor Record

Approval Pending

Tasks Not Complete

No Actual Labor Records

Invalid Meter Readings

Missing Required Fields

No Permission to Complete