Building on Your Investment – Tasks Module

In this second blog in the series on modules that are often not used to their full capacity, we will cover the value of the Tasks Module. While Tasks are heavily used by customers in the definition of PM Procedures, they are typically entered “free form,” rather than defined and retrieved from the Tasks Module. This approach is perfectly appropriate in many instances, especially when there is limited overlap between procedural tasks. There are, however, a number of circumstances for which predefining commonly used tasks in the Tasks Module can both increase efficiency and allow for more consistent reporting.

Following are some examples of commonly used tasks that might be referenced in multiple procedures and benefit from inclusion in the Tasks Module:

• LOTO: Complete all Steps Described in Lockout/Tagout Procedure
• Check Oil Level and Supplement if Required
• Clean Filters and Replace as Needed
• Visually Inspect All Mechanical Systems

Once tasks such as these are defined in the Tasks Module, they can easily be added to any procedure using the Add Task/Specification… Button and then selecting the predefined task:

Storing this type of task in the Tasks Module can provide three distinct benefits. First, it provides an expedient method to include the task on multiple procedures. Second, it ensures that the task is displayed in the exact same fashion on all affected procedures. And, third, it allows you to easily report against the completion of the task on a Work Order Task Report.

You can also create “Task Groups” that can be applied to a Procedure or Work Order in a single step. As an example, we could create a set of tasks associated with completing an “Emissions Test” that is required by the EPA prior to returning equipment back into service.

To create a Task Group:

• Open the Tasks Module

  

• Create a “New Task.” For our first example, we will create a sample task to “Perform Emissions Test.”
• Assign a Category if desired. In our example we will use the category REG (Regulatory).
• Click the Group Lookup to select a Task Group. If a desired Task Group does not exist, it can be created on the fly with the “New Code/Description” option at the bottom of the Group Lookup. For our example, we will create a Group for “Emissions Test“.

  Note: You must have permission to edit lookup tables in order to modify the values in the Group Lookup.
  

• The Display Order field controls the order in which the task will be shown in its associated Category or Group. This task can be Display Order 1.
• On the right side of the page, the “Track in Asset Module” flag can be set to ensure this task is always marked as a “Tracked Task” in the Work Order.
• When you are finished creating your task, Save it. For our example, we would repeat the process for two additional tasks. Once they were completed, our “Emissions Test” Task Group might appear as follows:

Once this Task Group has been defined it can be added to any procedure in a single step, or even added directly to a Work Order that is not associated with a procedure. To add this task group to a Work Order directly, you would select the “Add Task…” option from the Tasks Tab and select the Task Group:

The Task Group would be defined in a Task Header, and all three predefined tasks would be added to the work order as follows:

 

This set of tasks can be added to any desired procedure as needed. By adding the “Task Group,” you would be assured that all tasks would be listed exactly as desired. In addition, you could easily report against a task, such as “Perform Emissions Test” to determine exactly when this regulatory activity was performed for a given asset or set of assets.

Changing a Procedure after Work Order Is Issued

Once a work order has been issued in Maintenance Connection, defined tasks are “locked” in a protective state and cannot be edited. Since tasks on a work order typically originate from a defined PM Procedure, it is unusual for them to be changed after work order issue. As such, this approach ensures that tasks are not inadvertently changed by an end user.

Given this extra level of security, if a procedure is changed after the work order is issued, the tasks will not update with the tasks defined for the new procedure. In the unusual situation in which a procedure needs to be changed on an issued work order, use the following process:

• Open the Work Order on which the procedure needs to be modified.
• Select the “Unapprove” Option from the Action Dropdown Control on the right side of the Work Order Details Page.

 

• The work order will be reverted to a “Requested” state.
• Select the new procedure to be assigned to the work order and click “Save“.
• The tasks associated with this newly defined procedure will now be associated with the work order and listed on the Tasks Tab.
• You can make additional changes to the tasks listed as needed.
• Once you are satisfied with the content of the tasks, you can “Issue” the work order again. The newly defined tasks will then be “protected” from further editing.

 

Note: This process can also be used to modify the content of tasks on an issued work order, even if the procedure is not being changed. Once the work order has been reverted to a “Requested” state through the “Unapprove” option, you can edit the content of any tasks listed on the Tasks Tab.

Embedding HTML within Maintenance Connection

One feature of the software that you may not know about is embedding HTML. Since Maintenance Connection is a browser-based software, the system lends itself to this feature and it can be used to greatly enhance the display of information.

Take for example the work order tasks that are added to the work order from the associated procedure. You can modify the task on the procedure to include text formatting (Color, Bold, Italic, etc) or images. If you add the following HTML to the Task, the system will use it to format the information.

• <B>I want this part of my task to be BOLD</B><font color=”red”> and this part RED</font>, but I want the rest to be normal.

Place the HTML enhanced Task into the Task edit:

And the result will be the following:

If you use the following syntax, you can embed images into the tasks to help emphasize your task information.

• Please examine the following image<BR>so you know how you should approach your tasks:<BR><img src=”http://www.maintenanceconnection.com/mcv18/mapp_v40/images/boyface_happy.gif&#8221; alt=”Happy face” />

Place the HTML enhanced Task into the Task edit:

And the result will be the following:

When a work order is created with this procedure/tasks list, all of the formatting will come across with it. HTML can be used in a variety of places in addition to tasks. You can use it in the report custom expressions, in various text fields like the Reason field of the work order module, and in pretty much any Name or Description field.

All you need is a little knowledge of HTML syntax and you can begin enhancing your information views. If you have any questions on the specific uses of the above information, please contact our support team for assistance.