Tag Archives: Work Order

Work Matrix Overview

Based on Work Order Management being one of the core features of the our software, we include many powerful tools including the Work Matrix. From this tool you can sort, filter, view, and check current work order counts in a number of meaningful ways. 

The Work Matrix can be conveniently found as a tab on the MRO (Maintenance, Repair, and Operations) application Home Screen and provides two key sections including the summary grid and the sorting rows.  The grid shows a detailed view of current work orders broken down by the following groups:  All, Open Requests (aka Unscheduled WOs), and Open PMs.  The sorting rows are user definable and in the screenshot below we can see the gradient blue rows grouping the work orders by Shop and then by Labor Assignments. 


The Work Matrix sorting can be defined using the two drop down filters at the top of the grid to choose one or two distinct sorting options.  One common sorting combination is using Shop as the primary sort and Labor Assignment as the secondary.  In addition, the repair center is a default sort that is not required to be selected.   Several sorting options include multiple selections and can accomplish a broader view of your work orders.  One example is the “Categories, Problems, and Procedures” choice that includes three groups.


The true power of the Work Matrix can be found in the Mouse Click Action drop down pictured below.  From this menu, you can select the action you want to perform when a cell is selected.   The core choices are to “Set Criteria” in the Work Order Explorer, run a basic “Work Order List Report”, print the work order hard copy via the “Work Order Report” option, and pass the selected WOs as criteria to any other pre-configured report via “Run Report …”. 


For example,  if I click on the 3 displayed in the screenshot below, the Work Matrix will send the filter information to the standard Work Order Report to print those 3 specific work orders in batch. 


As we have demonstrated,  the Work Matrix is a powerful analysis tool that can be utilized to manage your open work orders. If you haven’t used it already, give it a try, and if you have any questions be sure to let us know as we are always glad to help.  You can reach our support team at (888) 567-3434 x82 and/or support@maintenanceconnection.com during regular business hours.

Work Order Tips: Week 3 of 3

Work Order Icons / Key Fields

Last week, we covered the most efficient way to close a work order and this week we will be defining the explorer icons and most commonly used fields.   The most important aspect of a work order management system is that it is easy to use and provides valuable reports to help your company save money.  Two simple ways to accomplish these goals are a) to clearly understand the system icons and b) streamline the work order process by focusing on key fields during creation/closure.

Work Order Icons

There are several standard icons within the explorer that help users identify the status of work orders and which ones require immediate action.  The below screenshot includes the most common icons used in our application in addition to icon definitions.


First Column

1) Orange Clipboard = Preventive Maintenance Work Order (based upon a PM Schedule previously configured)

2) White Clipboard = Unscheduled Work Order / Service Request / Corrective Maintenance

3) Brown Hammer = Issued status

4) White Clock = On-hold status

5) Yellow Telephone / Bold Text = Requested status

5th Column

1) White Clipboard with Heads = Assigned

By glancing at the above screenshot, a user can identify quickly that two work orders need to be assigned based on them not showing the white clipboard with heads and that one work order has not been reviewed at all because it is still bold with the telephone icon.  They can also decipher that two of the orange clipboard work orders are PMs and are targeted out beyond the rest for completion … meaning they can focus on the unscheduled work orders first. 

For additional information regarding the WO icons, please refer to the following section of our User Guide :  http://www.edemo.us/icons.pdf.   The full User Guide is available as searchable HTML or a PDF document within the Maintenance Connection application.

Work Order Key Fields

Our application was designed flexible to accommodate for variety in customer’s business process.   It is important to define which fields users will be encouraged and required to populate while hiding others that provide less value to the long term reporting.  The most common work order fields that customers populate and report against are as follows:

1) Request InfoFields-1

2) Problem

3) Asset

4) Type

5) PriorityFields-2

In order to help customers streamline their work flow, our system includes an administrative feature called the Forms Manager that is located under the Tools menu.  This Tool allows a user to define which fields should be hidden, required, or renamed.  See below for a screenshot example:


Work Order Tips: Week 2 of 3

Work Order Quick Close

Last week, we covered batch assignments and  this week we will be covering the most efficient way to close a work order.  One of the ways Maintenance Connection has accommodated this request is by consolidating the ability to add hours and notes through one final closure screen.  The original design required users to add time via the Costs tab of the work order, save, and then open the Complete/Close dialog to finish closing the WO.   The below steps will provide you instruction on how to speed up the close out steps by skipping the Costs tab and using this included feature:

1) Log in to Maintenance Connection.  Both the Maintenance, Repair, and Operations (MRO) and Technician Workcenter (TWC) accommodate the ability to quickly close a work order.

2) Navigate to a work order that requires closure.  The most common method is to use the “My Open Assignments” that can be found in both interfaces.  Screenshot 1 = MRO, Screenshot 2 = TWC.





3)  Left click to select a specific work order in the Explorer and then click the Complete/Close button.  In the MRO, this button is typically located at the bottom of the WO Details screen.  In the TWC, this button is located in the Action bar at the top of the window.  See below for screenshots of each button.




4)  The Complete/Close dialog allows users to indicate that a job is complete by adding notes, confirming their assignments are complete, updating the failure analysis, recording downtime, and updating the appropriate account or category the work order should be applied against.  The “Set My Total Labor Hours” box was built to allow technicians to update all of the hours spent on a job at one time.
5)  Enter hours into the above box by clicking the calculator drop-down or by manually typing.   The hours will be recorded for the logged in user ONLY and will create a single entry of time.  NOTE:  If hours were entered previously on the WO costs tab for this labor, they will be replaced by this entry. 
6) Click Apply to confirm the entries on the Complete/Close dialog.  The hours entered through this dialog will be visible historically through the WO–>Costs tab … the alternative location to enter hours.
In a continuing effort to build a fast and efficient interface, Maintenance Connection offers additional tools, such as, the Work Order Rapid Entry (WORE) and Labor Timesheet that also allow for efficient data entry and in some cases, WO closure.  Please consult our user guide and our support staff for additional information on these options.

Work Order Tips: Week 1 of 3

REMINDER! St. Louis Regional Training Seminar is coming up quickly. If you haven’t signed up yet, we still have a few spaces left. Join many other customers and take your CMMS skills to the next level June 3rd and 4th in St. Louis. I’ve even heard rumor of a customer appreciation happy hour at the St. Louis Cardinals game. You don’t want to miss it!


Batch Work Order Assignments

In an effort to help customer learn more of the ins and outs of using Maintenance Connection, we will review specific topics over the next three weeks related to optimizing how your use the Work Order Module. Assigning work orders to your maintenance staff is a very useful way to track who is doing what, and also lends to the ability to view your assigned work orders in both a list and calendar format by labor. Often times, customers like to take a whole list of work orders and assign them or re-assign them to one specific individual. This brief tutorial will explain batch assignments.

Here is how to batch assign work orders to an individual:

  1. Log into the Maintenance, Repair and Operations WorkCenter
  2. When you see your work order list, click the Explore button from the top navigation bar

  3. Using the checkbox to the left of each of the work orders, select the work orders you’d like to assign
    NOTE: Sometimes prior this step, it’s a good idea to use the criteria filters to select the records you’d like to assign
  4. Once your work orders are selected, click the Assign button at the bottom of the screen.
    (Notice there are several other buttons which also allow you to perform batch functions on multiple work orders)
  5. The screen below shows some of the options for assigning or re-assigning work orders. Simply select the individual or vendor from the “Assign To” drop-down and click Apply to process the batch assignment.
    (Quick note about the “Remove Existing Assignments” option – if the selected work orders are already assigned, this process by default will add to the assignments. If you check this box, the work order will be re-assigned.)

Setting Up Conditional Formatting

Conditional Formatting is a way to set the style of records in the explorer sections of the Maintenance Connection software. This will allow you to quickly identify records that you may need to take action on. Currently, Conditional Formatting can only be used in the Work Order, Asset, Purchase Order, and Inventory modules. In order to set up Conditional Formatting you will need to be logged into the MRO and have the appropriate access group rights.

In this example, we will be highlighting certain work orders by setting the text to red when they are set at a High priority. Start by selecting the Preferences option from the Tools dropdown menu. Once the Preferences  dialog window is open, ensure that the Work Order module has been selected in the list on the left.


The Conditional Formatting can be set to occur for only your specific user image or for all members of a specific repair center. image

For each module that is setup to use conditional formatting, you can set up to three Format Criteria.


We need to tell the system how to find the Work Orders that are High priority. In order to do this we will need to add in some SQL by clicking the Format Criteria 1 option, a new window with an input will appear with which we will add the following SQL:


Now that we have told the system how to identify the High priority work orders, we can tell it how to display them. Clicking on Format Style 1 will bring up another window with which we will add the following code for the red color:


After saving our preferences and closing the preference dialog we can refresh the Work Order Explore window to see our changes.


As you can see, this feature can be extremely useful in identifying and highlighting records in the Maintenance Connection system that need attention. For more information on how to setup Conditional Formatting as well as additional examples of SQL that can be used, please download the .

NFMT 2009 Trade Show

Join us at the National Facilities Management and Technology Show next Tuesday, Wednesday and Thursday (March 10-12) in Baltimore. Find us at booth #1859. If you’re able to stop by, let us know.