SOP-42Q-MDS0034 CMMS Work Request

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CMMS Work Request Version 42Q Work Instruction

This Work Instruction is 42Q's corporate standard. This document is under revision control. The latest revision is located on Intranet. Once printed it is an uncontrolled copy. All alterations to this work instruction require approval. Contact the IT Global Education and Training Department to submit suggested alterations and or updates.

This edition applies to 42Q and all subsequent releases and modifications until otherwise indicated in new revisions.

CMMS Work Request

A work request is a job order that is created to perform any equipment-related task, such as maintenance, repair, calibration and scrap. There are two types of work requests, Preventive Maintenance work requests (created for non-urgent and ongoing maintenance tasks), and Work Order requests (created for repair tasks), both of which are scheduled and completed within the respective CMMS portals (Production > CMMS Preventive Maintenance); (Production > CMMS Work Order).

The CMMS Work Request submodule is used by administrators to approve work orders and track their status within the system. After a work request is approved, an equivalent work order is created. NOTE: Only work requests assigned to the currently logged in user display in the Work Request submodule.

1. To access Work Request Maintenance, navigate to Production > CMMS Work Request.

Figure 1: Work Request Main Page

2. There are three sub-modules located in the Work Request portal: My Requested, My Approvals, My Assigned:

• My Requested page lists all Work Requests submitted by the current user; the user can add or edit work requests.
• My Approvals page lists the WRs that need approval by the current user.
• My Assigned page lists the WRs assigned to the current user.

My Requested

All work requests that have been created by the current user in the local CMMS will be listed in the Work Request page. From the Work Request page, users can add a work request, edit a work request, and search/filter the work request list.

Adding/Creating a Work Request

1. Select the My Requested icon on the main page.
2. Click the green Add button to create a new work request. (See Figure 2).

Figure 2: Add Work Request Page

3. To create a new work request:

• Fill in general information pertaining to the work request by completing all fields.
• Add attachments to the work request if necessary (see Figure 2, above).
• Click Save button to save the work request.

4. The following fields are included in the work request:

• WR Category: Select a category from the drop down list.

NOTE: Categories are predefined in the module: Shop Floor Control > CMMS Admin > WR Category. If the desired category is not available in the drop down list, the user should return to CMMS Admin to configure the information. Once the WR Category is selected, the following fields will populate automatically: Assigned Group, Approval Path, and Category Des. This is because those requirements were configured together with the Work Category at the beginning of the process, in the CMMS Admin portal. (See Figure 3 and Figure 4 for a visual explanation.)

• Category Des: The category description will automatically populate when the WR Category is chosen.
• Assigned Group: This field will automatically populate when the WR Category is chosen.
• Approval Path: This field will automatically populate when the WR Category is chosen.
• Due Date: Select the date the work request will expire. By default, the current date displays.
• Asset: Select the Asset in need of repair. By default, the first Asset in the list will populate.
• Status: Default is “Requested.” This field cannot be changed.
• Description: Provide a more thorough description of the issue that concerns the work request.
• Rejected Comment: Administrators can input the reason the work request was rejected in this field.
• Approval Comment: Administrators can input the reason the work request was approved in this field.

Figure 3: WR Category Configuration Example:

Figure 3: In the above example, the following have been assigned to WR Category CT001: Assigned Group: CT001; Approval Path: oliver_meng->helena_wang;Category Des: None.
In Figure 4 (below), the same information populates when the Work Request is created.

Figure 4: Create Work Order

5. Attachments can be added or deleted from the Attachment information.
6. To add an attachment to the new work request, click the Add button and a small window will appear. See Figure 5 (below):

Figure 5: Add New Attachments to Work Request

7. Click Browse to locate the file to attach.
8. Enter more information about the file in the Description textbox if necessary.
9. Save the attachment to the local system and the uploaded file will be displayed .

NOTE: In the event an incorrect attachment is uploaded, users can Delete the document from the Attachment list and upload the correct one(s).

10. To delete an attachment: 

• From the Attachment list, select an attachment from the list.
• Select Delete. The selected attachment is removed from the list.

11. Once the Work Request is saved, the item moves to request status and the system automatically sends an email to the following persons: (See Figure 6)

• Requester
• Approver
• Approver’s Supervisor

NOTE: If the Approval Path has more than one Approver, just the first Approver and his/her Supervisor receive the requested e-mail at this step.

Example Approval Path

The following steps outline how an approval path flows when the path is defined with the following users:

oliver_meng->helena_wang:

1. The new Work Request is created.
2. Once the new Work Request is successfully saved, only oliver_meng receives an email.
3. oliver_meng must approve the Work Request.
4. The Approval Path then moves to helena_wang
5. helena_wang will then receive the e-mail.
6. helena_wang must approve the Work Request.
7. When all the employees listed in the Approval Path have approved the work request (in this example both oliver_meng and helena_wang), then the Assigned Group members receive one email alerting them of the work request.
8. At this point, the work request will move to Approved status.

Figure 6: Email for the Work Request 

Edit Work Request

Once a work request has been created and is in requested status, it can be edited using the Edit function. To edit a work request:

1. Select a file, by hovering your mouse on the WR#
2. Click the Edit function.
3. The Edit Work Request Screen appears.
4. The user may now edit fields as needed.
5. Users may also add or remove attachments as needed.
   
6. Users can change the status from Requested to Canceled within the Edit submodule (see Figure 7: Edit Work Request).
   

Figure 7: Edit Work Request

NOTE: Only Work Requests in requested status can be edited. Work Requests in Approved or Closed status cannot be edited.

Status: Search My Requested

Users may search the Status of a request by choosing the drop down list in the menu bar in the My Requested submodule. Search the Status by: Requested, Approved, Rejected,Waiting for approval, Canceled, Closed.

Figure 8: Search Work Request

My Approvals

1. Navigate to Production > CMMS Work Request > My Approvals to open My Approvals page.

Figure 8a:Navigate to My Approvals

2. All work requests assigned to current user for approval will be listed in the My Approvals page.
3. From the My Approvals page, users can approve or reject a work request, and view the history of a work request. (See Figure 9).

Figure 9: My Approvals

4. Select the Waiting for Approval menu at the top to see the work requests list that need approval by current user.
5. To open a work request, hover the mouse over the WR#, then click to open the detailed information page (see Figure 10).
6. The Edit WR task window appears.

Figure 10: My Approvals-Detailed

Approval Status

1. There are three types of Work Order Status available:

• Waiting for Approval
• Approved
• Rejected

2. Choose the desired Status
3. Enter the Description
4. Then click the Save button
5. Choose Cancel to keep the work request in Waiting for Approval status
NOTE: Once the approval Status changes, the Work Request information will disappear from the list, and the system will automatically send an email to the associated user.

History

1. To view the status History of your WR list, select the WR from the list and choose the History button on the top menu bar. (See Figure 11).

Figure 11: My Approvals-History

2. Once chosen, the Edit WR Task tab appears and the Approval History is available by scrolling to the bottom (Figure 12).

Figure 12: A Work Request Approval History

Assigned To Me 

1. Navigate to: Production > CMMS Work Request > My Assigned. Choose the My Assigned icon.

Figure 13: My Assigned Icon

2. All work requests that have been approved and assigned to the current user are listed in the My Assigned submodule. From this submodule, users can close a work request or search a work request by Status (see Figure 14).

Figure 14: My Assigned

3. Users can search the Work Request list by Status (Approved/Closed) located on the top menu bar.
4. To close a work request, select one work request, then click Edit button
5. The Edit WO screen appears
6. Change the Status to Closed using the drop down menu in the Status line.
7. Choose Save to close the work request

Figure 15: My Assigned-Close Work Request

Document Revision History

Date	Author	Title	Version	Change Reference
02/20/17	Helena Wang	Technical Writer	v 1.10	This is the first revision of MDS User’s Guide
02/24/17	Martha Jordan	Technical Writer	v 1.10	42Q/English Edit