LTMP work orders module

• 1. What is this module about
  • 1.1 Work activities
    • 1.1.1 Consulting work activities in Asset
    • 1.1.2 Assigning work activities to an LTMP work order
  • 1.2 Work order objects
  • 1.3 Cost items
  • 1.4 Tendering process (quotations)
  • 1.5 Mandate approval
  • 1.6 Planboard
  • 1.7 Supplier access
  • 1.8 LTMP work order workflow process
  • 1.9 Other relevant options
• 2. Automatic emails sent in the workflow(s)
• 3. General LTMP work order module settings
• 4. Additional information on this module

1. What is this module about

The LTMP work orders module in Asset is used to execute the long-term maintenance planning (LTMP) that is created in the Maintenance Planning application. Where a corrective work order always originates from a request, an LTMP work order is always created from one or more work activities.

Work activities are the tasks of the long-term maintenance plan, synchronized from Maintenance Planning to Asset. For example, the long-term maintenance plan states that the window frames of a building need to be painted every 5 years. The task planned for next year is synchronized to Asset as a work activity, where it is assigned to an LTMP work order and forwarded to a painting contractor. Once the work order is completed, the task is marked as ready in Maintenance Planning.

For more information on the synchronization between Asset and Maintenance Planning, see: Maintenance Planning integration module

The next parts will go into more detail on some of the core concepts of this module:

1.1 Work activities

Work activities are always created in the Maintenance Planning application as a result of the long-term maintenance plan, and can be synchronized to Asset.

[Placeholder: more information on creating activities in Maintenance Planning and synchronizing them to Asset — either a link to the existing documentation or a description to be added here]

1.1.1 Consulting work activities in Asset

Once work activities are synchronized to Asset, they can be found via the navigation menu 'Maintenance Planning' → 'Activities'. This option opens a filter, where the user can search for activities on a specific name, building, asset (element), start and/or end date, and status.

The result shows all activities matching the filter. The overview contains information about the building, the asset, the status (Planned, Assigned, Partly assigned or Cancelled), the quantity, the unit, the price, and the quantity that has already been assigned to an LTMP work order.

Work activities can also be consulted per asset, via the 'Activities' tab within an asset.

1.1.2 Assigning work activities to an LTMP work order

There are three ways to add work activities to an LTMP work order:

• Create an LTMP work order manually and add work activities from the LTMP work order
• Open an individual work activity and assign it to a new LTMP work order
• Select one or more work activities from a list and assign them to a new LTMP work order

When a work activity is assigned to an LTMP work order, the following happens:

• The work activity is linked to the LTMP work order. The quantity of the work activity is automatically taken over as the assigned quantity, but the user can change the assigned quantity to assign the work activity only partly.
• A cost item (work order item) is created and linked to the LTMP work order, per building. The price of the work activity is automatically taken over to the cost item as the estimated price.
• The work activity is linked to the corresponding cost item.
• A work order object is created within the work order for each building involved. If, for example, 10 activities divided over 2 buildings are assigned to an LTMP work order, 2 work order objects are created, one for each building.

As a result, the LTMP work order contains the following three includes:

Example

A user selects four work activities in the activities overview and creates one LTMP work order from them. Two of the activities belong to the building 'Spacewell Arnhem' and two to the building 'Spacewell Eindhoven'.

Because the activities are grouped per building, the resulting work order looks as follows:

The work order therefore contains four assigned activities, two work order objects and two cost items. The number of activities determines what needs to be done, while the number of buildings determines the number of work order objects and cost items.

1.2 Work order objects

The work order objects of an LTMP work order are the buildings of the assigned work activities. For every building involved in the assigned activities, one work order object is created within the work order. This makes it possible to combine maintenance work for multiple buildings in a single work order and still keep insight into which buildings the work relates to.

The total costs of the work order can be allocated to each work order object as a percentage. In the example of an LTMP work order with the buildings 'Spacewell Arnhem' and 'Spacewell Eindhoven', the allocation can be set to 50% – 50%, 60% – 40%, or any other division that reflects the actual distribution of the work.

1.3 Cost items

Cost items (work order items) in an LTMP work order are not added manually as in corrective work orders, but are created automatically when work activities are assigned to the work order. One cost item is created per building, containing the combined amounts of the work activities of that building. The price of the work activity is taken over as the estimated price of the cost item.

Before the work order is forwarded to a contractor, the planned costs can still be adjusted. Once the work order is in progress, the actual quantity and price can be registered, which eventually determine the actual costs of the work order.

1.4 Tendering process (quotations)

If it is unclear which contractor should be assigned to the LTMP work order, a tendering process can be created to find the right contractor. Via a tendering process, quotations can be requested from multiple suppliers.

A tendering process is a good way to find the supplier with the best price, the quickest response to execute the work at the earliest time, etc. Which supplier fits best for the work that needs to be done in the LTMP work order.

A tendering process can be created in Asset directly from an LTMP work order, or a tendering process can be done completely outside of the application.

Via 'Module settings' → 'Maintenance' → 'General work order settings' → 'Quotation process via separate workflow' can be set to Yes if the tendering process is done in Asset. In this case, when creating a tendering process from the LTMP work order, the LTMP work order will go to a 'Quotation process' status and will automatically continue once one of the quotations is accepted. The supplier of the accepted quotation is automatically assigned to the LTMP work order.

If the quotation process is done outside Asset, the LTMP work order is also moved to a 'Request quotation(s)' status. The LTMP work order needs to be manually forwarded to the contractor of choice based on the tendering process executed outside of the application (for instance, done only via email).

Tendering processes can also be created separately and not only within an LTMP work order. For more information about the process, see: Tendering process (quotations) module.

1.5 Mandate approval

In the LTMP work order process, adding a mandate approval step is possible. A mandate approval is a step in the workflow where a specific authorized user or user with a specific system group needs to review the work order's total amount and can approve or reject the work order before it is forwarded to a contractor. The mandate approval step prevents work orders from being made and sent to contractors with a (unauthorized) large total amount.

Mandate approval can be enabled via 'Module settings' → 'Maintenance' → 'LTMP work orders' → 'Mandate approval LTMP work orders'. This option can also be enabled during the module activation.

Since LTMP work orders are not created from a request, the mandate approval cannot be made dependent on a service type. Two mandate approval options are available:

By manager (based on personal mandate amount):

If the mandate approval is executed based on a personal (maximum) mandate amount, the mandate approval option 'by manager' is used. Every user creating LTMP work orders has a personal mandate amount and can approve the LTMP work orders up to the maximum total amount similar to the personal mandate amount.

The personal mandate amount is found on the contact of each employee (if mandate approval on work orders is enabled).

If the LTMP work order total amount exceeds the personal mandate amount of the user, the manager of the user needs to approve the LTMP work order next. If the LTMP work order total amount also exceeds the personal mandate amount of the manager, the next manager needs to approve the LTMP work order until the personal mandate amount is sufficient.

To use the mandate approval by manager, all applicable users creating LTMP work orders need to have the manager and personal mandate amount registered. Also, register the same information for every manager. The manager and personal mandate amount can be registered on the user's contact page.

By a specific group (from a specific amount):

If the mandate approval is always executed by specific users or a specific department, a system group can be added to handle the mandate approval and approve the LTMP work order total amount. If the LTMP work order total amount only needs to be approved if it exceeds a certain amount, it is also possible to register the amount from which the mandate approval by the specific system group applies.

To use mandate approval by a specific system group, register this system group in 'Module settings' → 'Maintenance' → 'LTMP work orders' → 'Mandate approval group'.

To specify an amount from which the mandate approval applies, register this in 'Module settings' → 'Maintenance' → 'LTMP work orders' → 'Mandate approval from amount'. If this setting is set to 0, the mandate approval always applies.

1.6 Planboard

The LTMP work orders module also has a planboard option. Already planned LTMP work orders can be consulted in a calendar view (daily, weekly, and monthly), and not yet assigned LTMP work orders can be assigned via the planboard to contractors. For more information about the planboard, see: Work order Planboard.

The planboard for LTMP work orders can be enabled via the 'Plan LTMP work orders via planboard' setting, which can also be determined during the module activation.

1.7 Supplier access

After the LTMP work order is forwarded to the (internal or external) contractor, the work order needs to be handled by that contractor. If the contractor does not have a user account in Asset to handle the work order, the internal responsible of the work order handles the work order on behalf of the contractor.

If the contractor has a user in the application, the contractor must handle the work order themselves. Supplier access can be enabled to provide the contractors a user friendly overview with all work orders to be handled.

For more information about supplier access, see: Supplier access.

1.8 LTMP work order workflow process

The following part describes the workflow of an LTMP work order from a high-over point of view. For a detailed description, see the user manual LTMP work orders module for (end)users.

Create an LTMP work order

A new LTMP work order is created by the LTMP work order manager, from one or multiple work activities that were synchronized from Maintenance Planning. The work activities can be (partly) assigned to the work order, and the object(s) and costs are taken over from the work activities. The user can update the assigned quantity (per activity) and planned amount (cost item per building).

Submit or directly forward the LTMP work order

After the LTMP work order has been completely filled in, the work order can either be submitted or directly forwarded to the contractor.

• If the contractor is not yet determined when creating the work order, the work order can be submitted. The contractor can be linked to the work order manually or via a tendering process during the next step.
• If the contractor is already determined when creating the work order, the work order can be directly forwarded to the contractor.

Optional: Start tendering process

A tendering process can be started if a contractor needs to be selected from a list of potential contractors. The tendering process can either be a new process in Asset or completely outside of the application. The contractor with the best quotation can be selected and assigned to the work order.

Optional: Mandate approval

If mandate approval is applicable, the mandate approver needs to approve or reject the work order's total amount before the work order is sent to the contractor.

LTMP work order in progress

The LTMP work order is in progress, and the contractor needs to handle the work specified in the work order. If the contractor has a user account, the contractor can directly handle the work order in the application. If the contractor does not have a user account, then the internal responsible needs to handle the work order on behalf of the contractor. The actual quantity and prices used during the handling of the LTMP work order can be registered.

Optional: Retract or reschedule

If an LTMP work order is in progress but needs to be rescheduled to another date, the internal responsible can reschedule the work order and forward it to the contractor again. If the LTMP work order needs to be assigned to another internal responsible, the LTMP work order can be retracted and is again available to be picked up and assigned to a contractor.

End work and review

After the work order has been handled, the internal responsible can review the work executed. The review can also be done automatically (via a setting). If the internal responsible rejects the work, the work order will return to the contractor with additional information about the rejection. The contractor needs to handle the work in the order again.

Optional: Financial administration

If the executed work is approved, the financial administration surrounding this work order can be executed as a task in the workflow (depending on the setting). The contractor might send an invoice that must be registered and paid.

Close the LTMP work order

Once the work order is completed, the work order is closed and the close time is automatically set. The linked work activities are closed as well if they have no unassigned quantity remaining and all other work orders they are partly assigned to have been closed. Closing a work activity triggers the synchronization to Maintenance Planning, where the task is marked as ready. For more information, see: Maintenance Planning integration module | 1.4 LTMP work orders

1.9 Other relevant options

Financial administration

Adding a 'Financial administration' step in the workflow is possible via a general work order setting (which applies to corrective, preventive, and LTMP work orders). As soon as the invoices from the contractor have been handled (checked and paid), the LTMP work order can be manually closed. Incoming invoices can also be automatically matched, and the LTMP work order can automatically be closed as soon as the corresponding incoming invoices are handled. For more about incoming invoices, see: Incoming invoices

2. Automatic emails sent in the workflow(s)

Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on enabling the default workflow emails, see: Workflow emails.

For the LTMP work orders module, the following default workflow emails are available:

3. General LTMP work order module settings

To navigate to all the LTMP work order module settings, go to 'Module settings' → 'Maintenance' → 'LTMP work orders'. Hover over the available settings to get more information about a specific setting.

Next to that, the general work order settings apply to LTMP work orders as well (for instance the quotation process and the financial administration). These settings can be found via 'Module settings' → 'Maintenance' → 'General work order settings' and also apply to corrective and preventive work orders.

4. Additional information on this module

More information on the LTMP work orders module can be found in the following related articles:

• For an (end) user manual, see: LTMP work orders module for (end)users
• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Asset - Maintenance Planning integration
• For more information on the synchronization with the Maintenance Planning application, see: Maintenance Planning integration module