UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 1 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
PROCEDURE:
Creating a New Work Order
INTENDED AUDIENCE:
All Facilities Operations personnel
PURPOSE:
The purpose of this document is to define standard naming
conventions and procedures in order to improve process and data
collaboration capabilities in AiM Work Order Tracking.
1) General Rules Concerning Work Orders
Work Orders are created to manage the work that is performed and to keep assets running
efficiently. A work order is a request for work to be performed. Using the AiM’s Work
Management module, you can specify the tasks that need to be accomplished, and the labor,
materials, services, and tools needed to complete the work. Managing a work order often
involves additional phases, for example follow-up work, or managing a project that involves
multiple work orders. Managing work orders also involves recording costs, communications,
and other data about the work.
2)
Use the chart below to determine if a new work order is needed or an additional
phase.
Condition
Additional Phase
New work order
Same Building/ Same problem/Different Room
Phase per room
Same Building/ Same problem/Same
Phase per Shop
Room/Different Shop
Same Building/ Same problem/Different
Phase per room
Room/Different Shop
and Shop
Same Building/ Different problem
Work order for
different problems
Different Building
Work Order for each
Building
3) Work Management module
A work order is a request for work to be performed. Work orders are used to track the work
that has been performed in the past and to plan work in the future. The information that is
contained on a work order includes the tasks performed, labor hours, services, materials, and
tools required to do the work. Work orders include the asset and the locations where the work
was performed.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
4) Work Management application
a) On your AiM Work Desk Menu click
FO-SOP-1
Rev. 6
Page: 2 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
.
5) Creating a New Work Order
NOTE:
IT IS THE RESPONSIBILITY OF THE PERSON CREATING THE WORK ORDER
TO VERIFY THAT THERE IS NOT A WORK ORDER ALREADY IN THE SYSTEM
FOR THIS ISSUE.
a) In the Work Management menu click the new work order icon
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 3 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
NOTE: HOUSEKEEPING EQUIPMENT WILL BE ROUTED AS FOLLOWS:
Main Campus – Vacuum cleaners are assigned to the Maintenance Zone the building
belongs to. All other HK equipment is assigned to HKA8.
Housing all HK equipment is assigned to HKA8.
b) The system displays a new work order.
NOTE: All the red boxes are required fields and must be filled out.
6) Description: description will be in the following format:
Standardized Work Order/Phase description
Second set id’s the room
number. This is on the
Phase only. It should be 4
or 5 characters i.e. 0100,
If this is a LS or
SFM request the
description must
start with LS and/or
Third set id’s the Asset (if known). It should just
a basic description of the asset. (i.e. AHU, Boiler,
etc.…) The one exception is vehicles. The
vehicle number is required
LS/SFM, BXXXXX, RXXXX - ASSET - Problem,
First set id’s the building
number. It should be 4 or 5
characters i.e. 0001, 0016A
Last is a brief description of the problem.
If a more detailed description is provided
add “See extra description” and place the
complete description in the extra
description.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 4 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
a) Examples f Standardized Descriptions
WORK ORDER
PHASE
B0001, BURNT OUT LIGHTS B0001, R0326,BURNT OUT LIGHTS
B0054, AIR HANDLER B0054, R0100G , AIR HANDLER –
LEAKING
LEAKING,
B0020, TOO HOT/COLD
B0020, R0189, TOO HOT/COLD,
AU-0319, FLAT TIRE
AU-0319, FLAT TIRE
*Use common nouns (see examples below)
Use common nouns
Do not use
Tire
Wheel, hub, rim
Sensor
prox, trigger
Belt
walkway, rope, nylon
7) Extra Description: Then Click View/Select
Extra Description. In the Extra
Description block enter the complete description, this field takes 2000 characters. You
should see this screen:
a) When Finished click on the green flag (
you back to the Work Order page.
) in the upper right corner. This will take
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 5 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
8) Related Documents: If you wish to attach pictures, spreadsheets or invoices (If not adding
documents proceed to step 6):
a) Click on the View: Select down arrow:
. Select the last option:
Related Documents. Your screen should now look like this:
b) Next click on the Add New Documention
.
c) The screen should now look like this:
b) You will upload the file that contains your document. Click on the Browse button and
search for your document.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
c) Highlight the file and click the Open button. Your screen will look like this:
d) Click the green arrow
e) Click the search Icon
in the upper right corner
next to the Type Field and select the type of document.
f) Next click the Green arrow
three times.
g) You will then be on this screen:
Page: 6 of 15
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 7 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
h) Verify that the correct file is attached and then click the green flag . This will bring
you back to the Work Order Screen. You can attach documents to phases also. Follow
the same steps when in the Phase.
9. Organization (Account#): If this is a chargeable work order a valid PeopleSoft account
number or Direct Bill information is required. After the Account number is entered click on
the search icon to the right of the number, this should bring up the list of personnel who
can authorize this work.
Note: If the account number is not in aim send an email to [email protected] to get the
account number added to the AiM system.
10. Contact/Contact Phone/Contact Email: The person requesting the work should be listed
here. The email and phone are required. If they will not provide their information the work
order cannot be created.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 8 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
11. University/Campus/Location/Building: To enter the correct Building information, click
on the search icon next to University. Select UCF. Next a screen will appear with
Campus/Location list. Select the Campus/Location that the building is in.
a) Now a Building search screen will appear. Select the building where the work will be
done.
NOTE: A shortcut to do this: input the
building number (always enter building
numbers as 4 digit numbers. For example
building 1 will be 0001. Then click the
search icon next to university and it will
auto populate University and
Campus/Location
12. Classification:
a) Problem Code: Click on the search icon next to problem code. A list of Problem
Codes will come up. You can select the problem code that best describes the issue
being reported. NOTE: If you select a problem code that has a description it will
overwrite your comments in the description field both on the work order and phase.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 9 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
b) Type: Click on the search icon next to the Type Field. Select the Work Classification
the best describes the request type.
NOTE: IF THIS IS WORK ORDER IS TYPE CHANGE REQUEST, SELECT THE
CATEGORY THE CHANGE IS REQUESTED IN.
c) Category: After selecting the Type a new window will open to select the Category.
Select the category for the work to be done.
NOTE: IF THIS WORK ORDER IS FOR A WARRANTY ASSET THAT IS WITHIN 90
DAYS OF EXPIRATION THE CATEGORY WILL BE PREVENTIVE
MAINTENANCE.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 10 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
d) Your work order should look like this:
Note: If this is a request to have a vehicle entered into AiM and have decals applied to the
vehicle Phase 001 is assigned to Reliability Shop to enter the asset to AiM and Phase 002 to
MT6 Sign shop to create and apply the decals.
13. Work Order Phase:Now the phase needs to be created. To create the phase click the
icon in the lower right corner of the Work Order.
a) Phase 001 should look like this:
NOTE- The description copies from the work order to the phase, Add aditional information
per step 6).a). If you used extra description field it does not copy to the phase you will have to
copy and paste it to the phase extra description.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 11 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
14. Shop: Click on the search icon next to the Shop Field. Select the shop that will be
performing the work:
a) Priority: Click on the search icon next to the Priority Field. Select the priority that
this pertains to this work order phase utilizing the FO SOP-11 Pritorizing Work Orders.
15. Asset: If the asset is known, or you know what type of asset it is and what room it is in,
click the search icon next to the ASSET field.
a) Select the asset from the list. This will auto populate the Type, Asset Group and the
location fields.
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 12 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
b) If the asset is ‘UNDER WARRANTY’ it will show up below the asset name.
NOTE: IF THE ASSET (EQUIPMENT) CANNOT BE IDENTIFIED IN THE ASSET
SEARCH, GIVE AS MUCH INFORMATION ABOUT THE EQUIPMENT AS POSSIBLE
IN THE DESCRIPTION BLOCK. (i.e. Serial number, Model Number, Manufacturer etc.)
16. Request Method:
a) Click on the search icon next to the Request Method field
b) Click on the Request Method that best describes how the request was received
17. Work Code:
a) Click on the search icon
next to the Work Code field
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 13 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
b) Click on the Work Code for this work:
c) This will auto populate the Work Code Group:
18. Funding Source: If the work is Customer Funded this field should be Organization, if it is
a POM request it should be Shop.
19. Phase Status: Phase Status will be to be assigned for Priority 5, 7 & 8 work is NEW, and
Priority 1 & 3 work is assigned a Status of Dispatched.
20. Additional Phases: If you know you need an additional phase click the
steps 11-16.
21. When you complete the last phase click on the green flag
icon. Repeat
in the upper right hand corner
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 14 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
22. This will return you to the Work Order screen. If you discover you need to add another
Phase at this point click the
icon in the bottom right corner. Repeat steps 11 – 16 for
each additional phase.
21) Saving and initiating work order:
a) Once you are satisfied with the work order click the save icon
corner
22) If after you try to save the work order you get a Modal Message
in the upper right
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Creating a New Work Order
FO-SOP-1
Rev. 6
Page: 15 of 15
Last Modified: 5/26/2015
Approved by David Norvell 5/9/2014
a) Verify whether the work order is actually a duplicate or not.
i)
If it is a duplicate click the No icon This will take you back to the Work
Order in Edit mode. Cancel the work order by clicking the Cancel icon
.
Proceed to FO SOP Putting a WorkOrder in Callback status.
ii)
If it is not a duplicate click the Yes icon
order.
>>> End of procedure
This will save and initiate the work