Creating Distribution Shop Work Orders

Job Aid

Creating Distribution Shop Work Orders

 

PURPOSE:

 

PROCEDURE:

 

 

Creating Equipment Rental Work Orders

 

1. Navigate to the Work Management module on the main menu
2. Navigate to the Work Management screen and click the New icon next to Work Order link
3. Enter Work Order description: Information received from Central Stores

 

Ex. Equipment Rental for {date}
{Item 1} – {Qty}
{Item 2} – {Qty} (if applicable)
{Item 3} – {Qty} (if applicable)

 

Note: Click Extra Description link to add more information if necessary)

4. Enter Requestor ID and click on the magnifier glass to populate Requestor information   
5. Enter Property number (destination location) and click on the magnifier glass to populate Property information

 

Note: The information for location (region, campus and Property) must be the destination where the equipment will be dropped off

6. Select “Operations/ Eqpt Rental” for Type and Category fields
7. Click the Add blue button to create phases
8. Phase description is the same as the Work Order one, you may edit it here
9. Select “Distribution” for Shop field
10. Set Priority to #5 (Scheduled)
11. Enter Location number

 

Note: If room number is not provided, description of where the item will be located need to be added into the Description field of the phase
12. Set Funding Method to “Work Order“
13. Set Work Code to “Rental“
14. Select “Email” for Request Method field
15. Click the Add blue button to add a second phase (pick up)
16. Repeat steps 8-14 and edit description indicating this phase is a pick up phase with a new date
17. Enter fixed cost under Cost Analysis:

 

On the View Menu click the Cost Analysis link.
18. Put the entire fixed price amount in the Estimated Labor text field.
19. Click the Done gray button to return to previous screen
20. Click Account Setup link (left menu). For instructions on how to set up Fixed Price accounts, click here

 

Note: Distribution Shop’s KFS number is 2767000. This number is needed for the Offset in the Account Setup
21. After entering account information, click the Done gray button to return to previous screen
22. Click Save green button to create the new Work Order  

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Creating Space Move Work Orders

 

1. Navigate to the Work Management module on the main menu
2. Navigate to the Work Management screen and click the New icon next to Work Order link
3. Enter Work Order description: Information received from Central Stores including destination location (Property Name)

 

Ex. Move Request to move {item} to {room/description of area} in {property} on {date, if applicable}

 

Note: Click Extra Description link to add more information if necessary)

4. Enter Requestor ID and click on the magnifier glass to populate Requestor information

 
5. Enter Property number (origin location) and click on the magnifier glass to populate Property information

 

Note: The information for location (region, campus and Property) on Space Moves must be the origin information where technician will start his work

 

 
6. Select “Operations/Space Moves” for Type and Category fields  
7. Click the Add blue button to create phases
8. Phase description is the same as the Work Order one, you may edit it here.
9. Select “Distribution” for Shop field
10. Set Priority to #5 (Scheduled)
11. Enter Location number (origin)

 

Note: If room number is not provided, description of where the item is currently located need to be added into the Description field of the phase
12. Set Funding Method to “Work Order“
13. Set Work Code to “Moves“
14. Select “Email” for Request Method field
15. Click the Done gray button to return to previous screen
16. Click Account Setup link (left menu). For instructions on “How to set up accounts for Actuals”, click here

 

Note: Distribution Shop’s KFS number is 2767000. This number is needed for the Offset in the Account Setup
17. After entering account information, click the Done gray button to return to previous screen
18. Click Save green button to create the Work Order  

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Creating Event Support Work Orders

 

1. Navigate to the Work Management module on the main menu
2. Navigate to the Work Management screen and click the New icon next to Work Order link
3. Enter Work Order description: Information received from Central Stores including property name

 

a) For Equipment Rental: 

 

Ex: “Drop off {Qty} – {Items} – {Location} – {Date}. Pick up {Qty} – {Items} – {Date}

 

 

b) For Space Moves:

 

Ex. Move Request to move {item} to {room/description of area} in {property} on {date, if applicable}

 

 

Note: Click Extra Description link to add more information if necessary)

  

 

Equipment Rental:

 

Space Moves:

 

 
4. Enter Requestor ID and click on the magnifier glass to populate Requestor information

5. Enter Property number and click on the magnifier glass to populate Property information

 

Note: The information for location (region, campus and Property) on Space Moves must be the origin location where technician will start his work and on Equipment Rental must be the drop off location.

6. Select “Operations/Event Support” for Type and Category fields
7. Click the Add blue button to create phases
8. Phase description is the same as the Work Order one, you may edit it here. See screen shots for reference  

Equipment Rental:

Space Moves:

 
9. Select “Distribution” for Shop field
10. Set Priority to #5 (Scheduled)
11. Enter Location number: (equipment rental – drop off  / space moves – origin)

 

Note: If room number is not provided, description of where the item is currently located need to be added into the Description field of the phase
12. Set Funding Method to “Shop“
13. Set Work Code to “Event Support“
14. Select “Email” for Request Method field
15. Click the Done gray button to return to previous screen
16. Click Save green button to create the Work Order  

 

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ROLES USED:

 

1. Operations Center Admin: Responsible for creating Space Moves and Equipment Rental Work Orders and Phases.

2. Operations Center Management: Responsible for overseeing Operation Center department and ensuring Work Orders and Phases get created correctly and assisting Shop Supervisors with functional inquiries.

 

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