FleetFocus™ M5 Application Training Work Order Management · FleetFocus™ M5 Application...


This software product and all documentation are copyrighted 1996 by AssetWorks, Inc. All

rights reserved worldwide.

First Printing – January 2003

Second Printing – November 2003

This product is provided pursuant to a license agreement containing restrictions on the use of

the software product. Both the software product and this publication are protected by Federal

Copyright Law. No part of this publication may be copied or distributed, transmitted, sorted in

a retrieval system, or transmitted into any human or computer language, in any form, or by any

means, electronic, mechanical, magnetic, or otherwise, or disclosed to third parties, without

the express written consent of AssetWorks, Inc. Wayne, Pennsylvania, U.S.A.

This publication could contain technical inaccuracies or typographical errors. Changes are

periodically made and incorporated in new editions of this publication. AssetWorks, Inc.,

reserves the right to make changes and/or improvements in the software product it describes.

The software product and the manual are provided “as is” without warranty of any kind,

express or implied, including, but not limited to warranty of merchantability and the fitness for

a particular purpose.

FleetFocus M5 is proprietary to AssetWorks, Inc.

Published in the United States of America.

If you are interested in purchasing additional copies of this guide, contact AssetWorks, Inc., at

(610) 687‐9202.


INTRODUCTIONS ................................................................................................................... 7 COURSE OBJECTIVES.............................................................................................................. 7

WORK FLOW DIAGRAM................................................................................................ 8

BASIC WORK FLOW PROCESSING.................................................................................. 8

WORK REQUESTS.................................................................................................................. 9 WORK ORDERS .................................................................................................................... 9

REVIEW OF WORK FLOW CODES SETUP...................................................................... 11

SYSTEM FLAGS ................................................................................................................... 11 ROLE PRIVILEGES ................................................................................................................ 11 ASSETS ............................................................................................................................. 11 WARRANTY UNIT SETUP ...................................................................................................... 11 DEPARTMENTS ................................................................................................................... 11 MAINTENANCE LOCATIONS................................................................................................... 11 PARKING SPOTS.................................................................................................................. 12 WO (WORK ORDER) VISIT REASON ....................................................................................... 12 DEPARTMENT REQUISITIONS ................................................................................................. 12 WORK ACCOMPLISHED CODES .............................................................................................. 12 SYSTEM/ASSEMBLY CODES ................................................................................................... 12 POSITION CODES ................................................................................................................ 12 SYSTEM POSITIONS ............................................................................................................. 12 SYSTEM/ASSEMBLY POSITIONS.............................................................................................. 12 JOB STATUS CODES ............................................................................................................. 13 WORK ORDER ADJUSTMENT REASON ..................................................................................... 13 SYMPTOM CODE................................................................................................................. 13 SYMPTOM ASSET CODE MAINTENANCE................................................................................... 13 REQUEST SOURCE ............................................................................................................... 13 SOURCE SYMPTOM MAINTENANCE ........................................................................................ 13 WARRANTY CANCELLATION REASONS ..................................................................................... 14

REVIEW OF LABOR CHARGE CODES SETUP.................................................................. 14

EMPLOYEE SHIFTS ............................................................................................................... 14 TIME TYPES ....................................................................................................................... 14 TIME TYPE MATRIX ............................................................................................................. 14 MARKUP TYPES .................................................................................................................. 14 MARKUP SCHEMES ............................................................................................................. 14 RESOURCE TYPES ................................................................................................................ 15 EMPLOYEE MAIN ................................................................................................................ 15 REVIEW OF PART CHARGE CODES SETUP ................................................................................. 15 PART MAIN CATALOG.......................................................................................................... 15


PARTS INVENTORY LOCATION MANAGEMENT........................................................................... 15 PART FAILURE CODES .......................................................................................................... 15 PART WARRANTIES ............................................................................................................. 15 REVIEW OF COMMERCIAL CHARGE CODES SETUP...................................................................... 16 VENDOR MAIN................................................................................................................... 16 VENDOR SERVICE CODES ...................................................................................................... 16 REVIEW OF ACCIDENT TRACKING SETUP .................................................................................. 16 ACCIDENT TYPE .................................................................................................................. 16 ACCIDENT CAUSE................................................................................................................ 16 REVIEW OF WARRANTY CLAIM MANAGER SETUP...................................................................... 16 WARRANTY CATEGORY DEFINITION ........................................................................................ 16

WORK ORDER PROCESSING ........................................................................................ 17

Work Order Life Cycles ............................................................................................... 17 CREATING A UNIT/COMPONENT WORK ORDER ........................................................................ 18 Adding a Job ............................................................................................................... 24 Job Detail .................................................................................................................... 29 Employee Assignments............................................................................................... 31 Adding Attachments................................................................................................... 32 Adding Warranty Notes.............................................................................................. 33 Canceling Warranty.................................................................................................... 33 Authorizing Vendors for Commercial Work ............................................................... 39 Suspending/Unsuspending Downtime ....................................................................... 40 Printing A Work Order................................................................................................ 42 Printing Details from an IFrame ................................................................................. 42 Completing A Work Order .......................................................................................... 43 Deferring a job – Creating a Work Request ............................................................... 46 Closing a Work Order ................................................................................................. 46 Canceling a Work Order ............................................................................................. 48 Modifying Closed Work Order .................................................................................... 49

DEPARTMENT WORK ORDERS ............................................................................................... 50 Department Requisitions............................................................................................ 50 Creating A Department Work Order .......................................................................... 51

CREATING A COMMERCIAL WORK ORDER ............................................................................... 51 Vendor Service Contracts ........................................................................................... 52

EXPRESS WORK ORDER........................................................................................................ 58 WORK ORDER CLOSE........................................................................................................... 60 REPEAT REPAIRS ................................................................................................................. 61 WORK ORDER VENDOR REPAIRS............................................................................................ 65 DIRECT INVOICE ENTRY ........................................................................................................ 67 Direct Invoice Query ................................................................................................... 70

WORK REQUESTS INCIDENT/SERVICE REQUEST......................................................................... 71 CREATING WORK REQUEST INCIDENT ..................................................................................... 73


Converting to a Work Request or a Work Order ...................................................... 76 Work Request Incident Query..................................................................................... 78

CREATING USER WORK REQUESTS ......................................................................................... 78 CAMPAIGN/RECALL MANAGEMENT OVERVIEW ........................................................................ 86 Create A Campaign/Recall ......................................................................................... 86 Generate The Work Requests..................................................................................... 91 Preview The Work Requests ....................................................................................... 92 Customizing The Campaign........................................................................................ 93 Finalize The Campaign ............................................................................................... 94

FORECASTER ‐ STANDARD JOBS.............................................................................................. 97 Standard Jobs & Forecaster Overview Chart.............................................................. 97 Forecaster Functionality............................................................................................. 98 Data Setup.................................................................................................................. 98 Spreading usages to fill gaps...................................................................................... 99 Standard Job MCC ...................................................................................................... 99 Standard Job Tech Spec............................................................................................ 103 Standard Job Tech Spec Duplicator .......................................................................... 109 Standard Job Unit/Component/Department ........................................................... 111 Standard Job Delete ................................................................................................. 115 Standard Job Technical Specification Estimates ...................................................... 117

EMAIL JOB DUE NOTICES.................................................................................................... 120

TEST SUITES.............................................................................................................. 124

TEST SUITE MAINTENANCE ................................................................................................. 125 WORK ORDER MAIN TEST ENTRY ........................................................................................ 126 DIRECT ENTRY OF TESTS WITHOUT A WORK ORDER................................................................. 128 TEST HISTORY QUERY ........................................................................................................ 129

ACCIDENT ENTRY...................................................................................................... 130

TRACKING WARRANTY CLAIMS ................................................................................ 141

PRINT PART TAGS ............................................................................................................. 145 MASS WARRANTY CANCELLATION........................................................................................ 146

SHOP PLANNING....................................................................................................... 147

SHOP PLANNING TERMINOLOGY .......................................................................................... 148 CREATE THE SHIFT TYPES .................................................................................................... 148 CREATE SHOP PLANNING SCHEDULE FOR EACH LOCATION ........................................................ 149 ABILITY TO ASSIGN WORK BY RESOURCE TYPE ........................................................................ 150 SHOP PLANNING FUNCTIONALITY ......................................................................................... 153 Shop Planning Calendar ........................................................................................... 153 Shop Planning Detail ................................................................................................ 155 Plan Detail Information ............................................................................................ 155 Shop Planning Adjustment ....................................................................................... 156


QUERIES ................................................................................................................... 158

WORK REQUEST INCIDENT QUERY ....................................................................................... 158 WORK REQUEST QUERY..................................................................................................... 159 WORK ORDER DISPLAY/QUERY ........................................................................................... 162 WORK ORDER COMMERCIAL CHARGE QUERY ........................................................................ 163 WORK ORDER LABOR CHARGE QUERY .................................................................................. 165 PART CHARGE QUERY ....................................................................................................... 166 WORK ORDER MANAGEMENT............................................................................................. 168 EMPLOYEE WORK ASSIGNMENTS ......................................................................................... 170 STANDARD JOBS DISPLAY ................................................................................................... 172 MCC QUERY ................................................................................................................... 173 PREFERRED VENDER .......................................................................................................... 174 WORK ORDER PREFERRED VENDOR SEARCH........................................................................... 174

WORK FLOW MANAGEMENT SYSTEM FLAGS............................................................ 175


Application Training Work Flow/Shop Floor Agenda Introductions

AssetWorks instructor’s name

Attendees names

Course Objectives Understand the Work Flow Process

Work Requests and Work Orders

Review the Workflow Codes Setup

Under the Work Flow Life Cycle

How to create unit, component, and department work orders

How to track accidents

How to create Commercial Work Orders

How to create Express Work order

How to apply labor, parts, and commercial charges to a work order

How to add work order, job, and warranty notes to a work order

How to attach an accident number to the job

How to defer a job to a work request

How to create warranty notes

How to add an attachment to a work order

How to suspend/unsuspend downtime

How to complete, close, and cancel a work order

How to add charges to a closed work order

Review the Work Request functionality

How to create a work request

How to use the Campaign/Recall Manager

How to add a work request to a work order

Review of the Forecaster functionality

How to create standard jobs MCC's

How to create standard jobs tech specs

How to run Forecaster.

Review the major work order and work request queries

How to create a warranty claim

At the end of this course you will not be able to:

Comfortably use every function in FleetFocus M5


Remember everything you see or hear in this class.

Work Flow Diagram

Work

Order

Unit,

Component,

Department

Labor

Charges

Part

Charges

Comm

Charges

Jobs

WO & Job &

Warranty Notes

Work Requests

Incidents


Basic Work Flow Processing M5 provides for full tracking of jobs scheduled to be done as well as jobs being completed for a

unit.

Work Requests

These are jobs that are to be done and stored in the system as work requests. In order to be

completed, they are added to work orders. They are created from

Work Request Incidents

Work Request Frame

Deferred jobs from work orders

Campaign/Recall Management

Forecaster – Standard Jobs

Test Suites

Work Orders Work Orders are used to record information about equipment maintenance (units and

components) as well as work performed for departments. The information that is captured

includes:

Jobs performed

Labor charges

Parts charges

Product Charges

Commercial charges

Notes – work order, job, and warranty

The work flow process in M5 is job concentric. This means that a job must be added to the

work order before any labor charges, part charges, or commercial charges can be made.

The basic steps to create a work order are:

Enter the unit/component/department number to be worked on

Enter a reason why a work order is being opened – work order visit reason for units/

components or a department requisition for department work orders

Enter the date/time the work order is being created

Create a job – this will describe what work is to be done

Work Accomplished Code


System/Assembly Code

Enter the location where the work will be performed

Enter an initial job status

Add charges to the work order:

Labor Charges ‐

Enter the job code

Enter the employee performing the work

Enter the time spent

Part charges

Enter the job code

Enter the employee issuing the parts

Enter the part number being issued and quantity

Enter the part failure code

Fluid Charges

Enter the job code

Enter issue date

Enter hose

Enter quantity

Enter the employee

Commercial Charges

Enter the job code

Enter the vendor code

Enter the invoice amounts


Review of Work Flow Codes Setup Prior to creating work request incidents, work requests, and work orders, the M5 system must

be configured according to the business practices and processes of each customer. The setup

codes related to these activities are summarized below:

System Flags System flags control both M5 system and module functionality. Each flag has a default setting.

Those system flags related to work flow processing will be reviewed by the project team and set

based on the customer’s business practices.

Role Privileges These are user privileges or authorizations that control how the user can operate or function

within FleetFocusTM M5. The privileges related to work flow processing should be reviewed by

the project team and set based on the customer’s business practices.

Assets Prior to creating a unit or component work order, these entities must exist in M5. The setup

requirements for these items are presented in the Asset Management Application document.

Warranty Unit Setup M5 can maintain whole unit, sub‐unit or specific part‐to‐unit warranties. Whole unit warranties

are established by indicating the Expected Life and Usage, or Policy Parameters, on a unit. Sub

unit warranties refer to the system/component warranties valid for the main unit. Parts

warranties refer to specific major parts that have been issued to the unit, serialized and non‐

serialized, which have been earmarked as under vendor warranty.

Departments Prior to creating a department work order, departments must exist in M5. The setup

requirements for departments are presented in the Asset Management Application document.

Maintenance Locations The Maintenance portion of Location Main frame is used to establish the parameters for each

maintenance location. The items defined include: the maintenance locations’ inventory

location to be used, shifts, and markup schemes.


Parking Spots Parking spots can now be validated parking spots when entering on the work order.

WO (Work Order) Visit Reason A Work Order Visit Reason is the main reason why a work order is being opened. For some

organizations, it is important to track work orders opened for planned versus unplanned work.

Department Requisitions Department requisitions are used to indicate why a department work order is being opened. It

may also include the expense account to be charged if the work order is billed. Department

requisitions must be established prior to creating work orders for departments.

Work Accomplished Codes Work Accomplished Codes are the 'action' codes of the job. These codes indicate the action

performed by the technician such as repair, replace, or inspect.

System/Assembly Codes Units are composites of various systems. A vehicle's frame is a system, as are its brakes and air

conditioning. Each system is made up of a number of assemblies. For example, a brake

system's assemblies may include brake lines, front brakes and drums. And finally, each

assembly contains parts, such as brake pads and shoes.

Position Codes Position Codes are used to define the locations on a unit where to associate a transaction such

as a labor charge, commercial charge or part charge to a job on a work order. For example, a

mechanic is working on a brake job. There are positions of brakes such as right front, left front,

and left rear.

System Positions The System Positions allows the user associate position codes with valid system codes.

System/Assembly Positions The System/Assembly Positions frame allows the user to create and maintain position codes

that can be associated with valid system/component codes.


Job Status Codes Job Status codes define the different statuses that a job goes through from the start to

completion of the job. If using real time labor capture, the mechanic would be changing the

status “WIP” (Work In Progress) while the work is being done. There are reports in M5 that

permit analysis to be performed relative to time spent for waiting for space in the shop, waiting

for parts and waiting for a decision as example.

Work Order Adjustment Reason Work Order Adjustment Reasons are used when applying charges to a closed work order. The

reason should be why the charges are being applied. An example of why a charge should be

made to a closed work order is a late invoice coming from a commercial vendor for towing or a

mistake on the work order for part or labor charges that may have been missed previously.

Symptom Code On Incident Main a user may choose a valid Symptom code that describes a problem with a

unit. The symptom code and description is user defined. It can be linked to a job code and job

reason along with comments. If the job code and reason are present on the symptom, a work

request will be generated right away when the symptom is chosen on the Incident screen.

Symptom Asset Code Maintenance In order to limit the types of symptoms that can be reported for a specific type of equipment, a

second screen was created to associate the valid symptom code to an asset class. This will limit

the symptoms entered as it pertains to certain types of equipment in the fleet.

Request Source The request source describes the person(s) that reported the service request. Examples of

sources are: operator, dispatch, call center, public and mechanic.

Source Symptom Maintenance There are times when a source such as a dispatch person should have access to different

symptoms codes than another source such as a driver. The screen has the following fields:

Source Name – valid header field

Source Description – displays description for valid source name in header

Symptom – i‐frame to enter valid symptoms codes to associate to a single source

Priority


Warranty Cancellation Reasons Jobs flagged as a potential warranty violation can be cancelled and, depending upon system

setup, as to whether or not a cancellation reason is required.

Review of Labor Charge Codes Setup Before labor charges can be made to a work order, the employees that will be recording time to

work orders need to be identified. The setup codes related to labor charges are summarized

below:

Employee Shifts Employee shifts define the hours when an employee is expected to be available for work and

are used in calculation of regular and overtime hours.

Time Types The Time Types frame is used to define the various type times that will be used for record labor

for payroll processing. These various pay scales are defined by the user in the Time Type table

field, i.e., regular time, overtime, double‐time, etc. Only one default can be chosen. Most

companies chose the “Regular Time” as the Base Pay.

Time Type Matrix The Time Type Matrix defines the various pay scales your company would have available

throughout the shifts. The Matrix table field is used to decide which of these types is the

preferred default.

Markup Types Markup types determine where M5 should look to get the labor rate.

Markup Schemes The markup scheme tells M5 what the labor rate is.


Resource Types Resource types can be associated to the employee to indicate not only what type of work they

can be assigned to, but also the kind of skills they have for courses as well as the type of parts

that they can be issued.

Employee Main Employees whose work‐related transactions are tracked in FleetFocusTM M5 must be

established in M5. Each employee who will be recording labor charges must be identified.

Review of Part Charge Codes Setup Before parts can be issued on a work order, they must be setup in M5. They may exist in the

Part Main Catalog and the Parts Inventory Location issuing the part prior to being added to the

work order. Or, parts can be added to M5 through the parts issue process as well. The

Inventory Management Application document provides the details on setting up the inventory

codes and part information. The major setup codes related to part charges are summarized

below:

Part Main Catalog The master catalog information contains the general information on stock, consignment, and

non‐stock parts. that will be used by the customer. It contains definitional information on all

parts that your organization uses.

Parts Inventory Location Management The information in the Inventory location is specific part information for a given inventory

location. Data includes stock status, quantities on hand, pricing methods, bin locations, and last

transaction information.

Part Failure Codes Part Failure codes are used to track why parts are being replaced. The use of these codes is

optional.

Part Warranties Parts warranties can be in place for OEM parts as well as aftermarket parts.


Review of Commercial Charge Codes Setup Before commercial charges can be processed on a work order, vendors need to be identified.

The setup codes related to commercial charges are summarized below:

Vendor Main Vendors are maintained in M5 to support the system’s functionality. Vendors are uniquely

identified and the information such as address and contact maintained.

Vendor Service Codes This code allows for identifying what services vendors can perform.

Review of Accident Tracking Setup There are two codes that are setup to as part of the accident functionality: accident type and

accident cause.

Accident Type Accident type is used to define the type of accident such as vehicular, pedestrian, etc.

Accident Cause Accident cause is a list of user defined codes to describe the cause of the accident such as

weather, visibility, etc.

Review of Warranty Claim Manager Setup Warranty claims can be created for various things and M5 needed the ability to “categorize”

warranty claims for reporting purposes. Some examples of a warranty claim category are

internal for internal work submitted as a claim for repairs done in‐house, outside for repairs

done by a commercial vendor and cores.

Warranty Category Definition The Warranty Category Definition frame was created so the user can create validated warranty

claim categories.


Work Order Processing

Work Order Life Cycles

There are 4 work order statuses: open, complete, close and cancel.

Open: In the open status (“O” status), a unit is considered out‐of‐service and accumulating

maintenance downtime and may be accumulating operational unit downtime. In this

status, you can post labor, parts and commercial charges against the work order.

Completed: In the completed status (‘D” status), all work should be finished on the work

order and the unit is placed back in service (unit downtime stops). For standard jobs, if the

job status is set to “DON’, a job completed date is posted to the unit’s schedule record.

The Forecaster uses this last completion date as a starting point for determining the next

occurrence of the standard job and assigning work occurrence numbers. You can still post

labor, part and commercial charges to a completed work order.

Closed Work Order Status: A work order can be placed in the closed status, (“C” status),

any time after it has been completed. You cannot close a work order if there is a part

purchase ordering pending, an outstanding vendor‐repair or someone is currently charging

labor against the work order.

Cancel Work Order Status: A work order can be cancelled (“X” status). However, you

cannot cancel a work order if there are any charges made to the work order. If there are

charges, they need to be “backed out”.


Creating a Unit/Component Work Order

Work Order Type Section

Search by: Work Order, Unit,

Component, or Department

The Pull down menu is used to select

how the work order will be created or

retrieved. Work orders can be created

for units, components and departments

on work order main. Based on the

selection enter the work order number,

unit number, component number, or

department number.

Show Closed Work Orders flag Permits the display of closed work

orders. If System Flag 5063 is set to Yes,

closed orders will be displayed back one

year from the current date.

Work Order List Section

A table will appear listing open,

completed, and cancelled/completed

work orders for the unit if System Flag

5063 is set to Yes.

Work Request List Section

Outstanding work requests will be listed


and can be added to the work order by

checking the box to the left of the work

request.

New Work Order Section

Visit Reason For unit and component work orders,

enter the reason why the work order is

being opened. For department work

orders, a department requisition must

be entered.

Manual Work Order Number If the system generated work order

number is not to be used, enter a

manual work order number.

Work Order Start Date The work order start date is both the

open date of the work order and the

downtime start date. System Flag 5127

permits the back dating of work orders

and sets the number of days back a

work order can be opened. The work

order start date cannot be changed

after the work order is opened.

If the work order is opened at a maintenance location other than the maintenance location

assigned to the unit, the following popup will appear.


Work Order Section

The work order number assigned will be

displayed as well as the associated

unit/dept/component, the status of the

work order and the location where the work

order was opened.

General Tab

Status Dates The open date is established when the work

order is opened. Other dates are: complete,

closed and due date. To complete the work

order, enter the complete date. To close the

work order, enter the close date. To do a

“one step complete and close”, the close

date can be entered and will also populate

the complete date. Due date is not a

required field.

Downtime Hyperlink The downtime start date and time is

displayed. If the user has the role privilege,

the downtime can be

suspended/unsuspended by clicking this

hyperlink.

Contact Information This information will be populated

automatically if there is a contact person

assigned on to unit’s using department. The

contact information can be changed on the

work order.

Hyperlinks: Notified and Pickup These hyperlinks can be used to notify a

contact person that the unit is ready for

pickup and to document that the contact

was notified.

Cost Summary If a work order limit amount has been set on

the Unit Accounting frame, the amount will

be displayed.


Costs charged to the work order such as

Labor, Material, Commercial charges, and

the total will be displayed on the General

Tab. If the total exceeds the work order

limit, this field will be displayed in red.

There are hyperlinks for the Labor, Material,

and Commercial charges. These go to the

Work Order Labor Charge Query, Work

Order Part Charge Query, Product Inquiry By

Unit, and Work Order Commercial Charge

Query frames to allow the user to see

detailed transactions for each type charge.

Total Estimated Costs and Total Estimated

Hours is displayed as well if System Flag

5023 is set to Y.

Unit Section

The unit number, tech spec number and VIN

are displayed here.

Hyperlink: Number This hyperlink will launch UNIT MAIN where

the current unit information can be

displayed.

Hyperlink: Tech Spec This hyperlink will launch the TECH SPEC

frame where the current tech spec

information can be viewed such as products

and warranty.

Hyperlink: Tech Spec Unit Query This hyperlink will launch the

Unit Tech Spec Item Query so the unit’s tech

spec and unit items can be viewed.

Meter Section

There are a number of System Flags that

determine if a unit’s primary and secondary

meter is required to be updated on a work

order based on the work order status.


These are System Flags: 2064, 2065, 2076,

2095, 2105, and 5091. Meter warnings may

occur. If the “Override the Meter” meter

warning displays, the user will have to have

the role privilege to respond to the message.

Not all units have both meters as

determined by the unit’s MCC classification.

Open LTD Usage This displays the life to date usage value as it

was at the time the work order was opened.

Parking Space This is a freeform field to enter a parking

space number if needed.

Parking Spot If flag 5236 is set to Y, this field will display

and will have a list of values to choose from.

Work Reason Section

The work order visit reason is displayed here

and cannot be changed. In order to apply

charges to a closed work order the user must

first, have the role privilege to do so and

enter a valid adjust closed work order

reason.

Misc Section

Hyperlink: Reserve Parts This hyperlink will launch the Part Reserve

frame. It will only be available if reserve

parts exist. Hyperlink will be in RED when

the reserve parts are received in GREEN if

still on order.

Hyperlink: View Warranty

Coverage

This hyperlink will launch the Unit Warranty

Setup frame where current warranty

parameters can be viewed and added.

Hyperlink: View Standard Job

History

This hyperlink will launch the Unit Standard

Job Unit Schedule frame where standard

jobs such as PM and their last completion

dates can be viewed.

View Vendor Repairs This hyperlink will launch the Work Order

Vendor Repairs frame. This frame will allow


the user to track the various stages of the

vendor’s repair.

Hyperlink: View Associated Tech

Spec Info

This hyperlink will launch a content 2

window displaying any associated units

based on associated tech specs.

Hyperlink: View Active Fault

Codes

This hyperlink will launch the Telematic Fault

Query frame.

Hyperlink: Link/Clear Fault Codes This hyperlink will launch a content 2

window displaying all protocols and faults

allowing the user to change the status of the

fault or link/unlink a fault from a job.

Hyperlink: View Warranty Claims This hyperlink will launch the Warranty

Claim Manager frame.

Adding a Job

If you double‐click or use the LOV to search for a job, the following will display.


To build a job from scratch, click on “List of Job Codes”.

Select the Work Accomplished Code, System, and Component. A component code may be

required if the System Code frame has the Require Assembly flag checked.

If standard jobs have already been setup using STANDARD JOB TECH SPEC and you want to

select one of those jobs, click on “List of Standard Jobs for the Tech Spec”


Job Tab

Enter Job Section

Job To add a job, use the LOV to search for

valid work accomplished, system and

component codes to add jobs to the

work order or a standard tech spec job.

NOTE: To view outstanding work

requests, right click in this field.

Any work request jobs selected when

opening the work order will

automatically appear. If this is not

select, but system flag 5303 is set to Y –

the user will be prompted when adding

a job to verify that the job being

entered will be added from the pending

work request. If set to "N", job being

entered will be considered a manual

direct entry not associated with a

pending work request.

Zonar Related to Zonar Telematic integration

Location Defaults to the location where the work

order was opened. Can change the

location if using facility WOs (flag 1062).

Status This is the status of the job. If a default

job status has been entered on the job’s

Location Main frame, it will

automatically display here. If the job

status is WIP – when the mouse is

hovered over the status, the employee

id is displayed.

Complete Date When the job status is changed to DON,

the complete date will automatically

populate with the ability to be changed.


Job Reason The reason why the job is being

performed. This reason can be changed

if the “Chg Job Visit Reason” privilege is

granted to the user in Role

Maintenance.

Note – Use the functionality

cautiously.

Labor Time If the job is a standard job with

estimated hours or if the job came from

a work request where estimates were

entered, the hours will display in the

Labor Time field. The estimate can be

changed (provided the user has the

“WO‐Open Estimates” or WO‐COMP‐

CLO Estimates” privileges) if necessary.

The estimated hours can be added

manually for any job added to the work

order. This would designate the total

time to do the work.

Book Hours These are the hours that will be used if

the billing code is set to bill estimates.

Est. Cost If the job is a standard job with

estimated costs or if the job came from

a work request where estimated costs

were entered, the costs will display in

the Est. Cost field.

The estimate can be changed if

necessary. Must have the role privilege,

Wo‐Open estimates, to enter a cost

estimate for the job when the WO is in

open status. Must have the role

privilege, Wo‐Comp‐Clo estimate, to

enter/modify a cost estimate for the job

when the WO is in either the complete


or closed status. This is a job estimate

to include labor, parts and commercial

charges.

Priority Jobs can be prioritized and can be

viewed in order to determine which

jobs should be done first. 0 – 9. This is

optional.

Act. Hours As labor hours are charged to the job,

the actual labor hours will display.

Labor/Part/Commercial Charge These costs will display as they are

being made to the job. Please note, the

labor charges are based on markup

schemes or employee rates.

Assignment If System Flag 5064 is set to Yes, a valid

employee number must be entered.

This is especially useful for the touch

screen as the job(s) will automatically

display as the technician scans on. If

flag 5237 is set to Y, then a hyperlink for

assigned jobs will display on LABOR

WEDGE.

Attach Click the attach icon to associate a file

to the job.

*See the section in this manual on how

to attach a file for further information.

Notes Click the notes icon to add job notes.

Warr Notes Click the warranty notes icon to add

complain, cause, and correction job

notes. The warranty notes section can

be made mandatory by setting System

Flags 2066 and 2067 to Yes. Warranty

can also be canceled here.

Violate Type Will automatically be set if the job is a

warranty job. Or, the user can manually

flag a job as a warranty job.


Print box The print box can be used to only print

those jobs on the work order that are

checked.

Bill Fixed This checkbox allows the client to

charge a fixed price by job. A new field

has been added to the Billing Codes and

Unit/Dept Billing Codes screens called

When to bill estimates to support fixed

price billing.

Ext Data External data may be required on a

work order job. This is configured on

the Job Reason frame.

Accident Number The Accident Number may be required

as determined by System Flags 5194

and 5196. If these flags are set,

depending on flag 5195 as to how old

the accident entry can be.

Direct Account A direct account may be required on a

work order job. This is configured on

the Job Reason frame.

Job Detail

Further job information can be viewed or modified by clicking on the job code hyperlink on the

<Job> tab. The user would view or modify this information for rebuilds and shop planning.

There are 2 tabs at the bottom, <Repair History> and <Estimate>. The repair history would

display any repeat work for the same system/component.


The <Estimate> area can be used to modify the estimates as well as indicate what resources are

needed for the job. More than one resource can be entered.


Employee Assignments

Technicians or a group of technicians can be assigned to jobs which will then show those jobs

on the TOUCH SCREEN and LABOR WEDGE as being assigned to them once they log on. They

must be a valid M5 employee.

Click on 1 – Employee Group to assign the

work order to a group of employees at

Employee Group must exist for the

maintenance location.


the location where the work order was

opened.

Click on 2 – Individual Employee to assign

the work order to a single employee.

Must be a valid M5 employee who can

charge time to that maintenance

location. System Flag #5217 set to “Y”

allows for employee to be assigned to a

job at a location that is not their home

location.

Adding Attachments

Attachment Icon Click on the attachment icon to add an attachment.

The Show Attachments frame displays.

Choice the type of attachment: Attach a new file, attach a new web


address, or attach more information to

a previously entered attachment.

Adding Warranty Notes

Based on system flags 2066 and 2067 as to whether or not the 3 C’s are required before the

WO can be completed. If either of these are set to ‘Y’, then the following will occur:

The user must then click on the <Warr Notes> icon on the job line to continue to enter any

notes.

Canceling Warranty

FleetFocus M5 can create several kinds warranty warnings otherwise called “violations” for

units on work orders. The types of warranty are whole unit, system‐assembly, part and manual.

There are times when the warranty violation is invalid and therefore can be “cancelled”. To do

this M5 requires the username and password of the authorized user.


M5 can be set so the username and password is not required when cancelling a warranty

violation. The new system flag is 5248 – “Allow warranty cancellation without authorization

(Y/N)”. The default is set to “N” to preserve existing functionality. If set to “Y” the user can

simply enter the warranty cancellation reason and save without having to enter username and

password information.

Labor Tab

Labor entries being charged to the work order can be

entered, viewed and adjusted here no matter what

frame was used to enter the labor. Other places to

enter labor to a work order are the Employee Time

Card, Touch Screen and the Labor Wedge frame.

Job A valid job code must be entered. Either double‐click,

use the LOV or right‐click to see the valid jobs that are

on the Job Tab.

Employee ID The employee id who worked on the job. This must be a

valid employee number. System Flag 2036 determines

who can enter a person’s labor charges.

Position A position may need to be entered depending on

System Flag 5016.


Time System Flag 5005 determines if the time is entered by

hours or time in and time out. If the flag is set to N, the

time is entered by hours. M5 looks to the employee’s

shift to determine time in and time out. System Flag

1212 determines how many days labor charges can be

backed dated before the work order was opened.

Date/Time In If System Flag 5005 is set to Y, the employee must enter

the date and time he started his work.

Date/Time Out If System Flag 5005 is set to Yes, the employee must

enter the date and time he ended his work.

Time Type If System Flag 5003 is set to Yes, time type can be

entered and corrected.

Pay Class If System Flag 5003 set to Yes, pay class can be entered

and corrected.

Pay Step If System Flag d 5003 is set to Yes, pay step can be

entered and corrected.

Supervisor Approval This indicates whether the labor charge has been

approved or not.

Labor Note The labor note can be entered and is specific to this

employee. It is not related to the job or work order

notes. The note can be used to discuss why it took a

certain amount of time to complete a job to why the

employee had to leave for the day early.


Part Tab

Stock and non‐stock part charges can be added and

adjusted here. Reserved parts can also be issued from

here. Parts charged or returned to the work order from

the Part Issue and Part Return frames will also show

here. If there are any standard jobs on the WO and if

those standard jobs had parts listed, those parts will

display here if System Flag 5109 is set to Yes.

Issue Pending Part If System Flag 5109 is set to Yes and there are pending

parts displayed, the user will be able to issue that part

by clicking in this box.

Stock Type Use the pull‐down button to indicate if the part will be

issued as reserved, non‐stock or stock. System Flag

1343 determines if non stock parts can be issued from

this frame.

Job The job code the part is being charged to. Can right‐

click, double‐click or use the LOV icon to see the list of

jobs.

Part Number Enter the part number or click the LOV to search for a

valid part. A new non‐stock part number can also be

created on the fly is the user has the authorization to do

so. The ability to charge non‐stock parts from the Parts

Tab is controlled by System Flag 1343.

Effective Date The date will default to current date and time, but can

be changed to a date in the past as long as it is after the

work order open date.

Employee Enter a valid employee id if System Flag 5013 is set to Y.

Quantity How many of the part is being issued. The maximum

quantity that can be issued can be control by System

Flag 2037.

Unit Cost The unit cost will display automatically and cannot be

changed for stock parts. The price can be entered or

changed for non‐stock.


Core Cost Enter the cost of the core, if non‐stock. A cost can only

be entered if the part is designated as a core part on

the PART LOCATION MANAGER frame. If it is a stock

core, then the cost will automatically display.

Apply discount % If there is a vendor discount for the part, it can be

entered if System Flag 5019 is set to Yes

Extended Cost The extended cost includes the markup, taxes, discount

and core charge, depending on System Flags 5025,

5130, 5131, 5019, and 5209.

Print Tag Allows for printing of a part warranty or core tag.

Number of days to retain parts is indicated on System

Flag 5191.

Charge Core? Will be selected if the core is designated as a core with

core charge on the PART LOCATION MANAGER frame.

Fail Code If System Flag 5015 is set to Yes, then the user will need

to enter a failure reason for installing this part.

Vendor The vendor number is required for issuing non‐stock

parts.

Contract If System Flag 5081 is set to Yes, contact will display.

Ref No. If System Flag 5017 is set to Yes, then this field will

display. Either the ref no or invoice no will be required

if this is a non‐stock part.

PRO‐Number Enter a number to track the shipment. Used on

multiple frames and queries.

Invoice The invoice number is used for non‐stock part issues.

PO No. If System Flag 5018 is set to Yes, the PO No. will display.

Position If System Flag 5016 is set to Yes, the Position will

display.

PO line If System Flag 5054 is set to Yes, the PO Line will

display.

Lot No If flag 5224 is set to Y, then the Lot No field will display.

Print Box The print box can be used to only print those jobs on

the work order that are checked.


Warranty Terms If a part has warranty terms, these will display. User

can also create warranty terms here.

Hyperlink: Show Fluid

Charge

M5 has the ability to apply fluid charge to the jobs on

the work order. Products, tanks, hoses for the products

must be setup in the application. If the user has the

role privilege called WOUNITALL – FLUID, then they can

click the “Show Fluid Charge” hyperlink towards the

bottom of the part tab.

Commercial Tab


use the LOV or right‐click to see the valid jobs that are on

the Job Tab.

Vendor The vendor number that is providing the service. The

LOV can be used to search for the vendor.

Date The date the service was performed. It cannot be before

the work order opened date. Date is dependent on flag

5080 as to whether or not the date is defaulted to the

WO open date.

Ref No Free form field to document additional information.

Invoice Number The invoice number from the vendor.

PO No. System Flag 2031 controls whether a PO will be


automatically generated or manually entered.

Labor Amount The total cumulative labor charges for performing the

work on the job.

Parts Amount The total cumulative parts charges installed on the unit

for the job code.

Misc Amount Any miscellaneous charges from the vendor.

Tax Amount Any taxes incurred.

Total Amount Total calculated amount of labor, parts, misc., tax and

markups..

Position If System Flag 5016 is set to Yes, the Position will display.

Authorized Amounts Area


use the LOV or right‐click to see the valid jobs that are

on the Job Tab.

Vendor The vendor number that is providing the service. The

LOV can be used to search for the vendor.

Amount Enter the dollar value the vendor is authorized to

spend for the service. Need UPD AUTH COMM AMT

privilege in order to enter this information.

Authorizing Vendors for Commercial Work

System flag 5240 determines whether or not M5 should enforce the commercial charges to be

within the authorized amount. The user must have the role privilege, UPD AUTH COMM AMT,

in order to enter the vendor’s authorized amount on the <Commercial> tab of the work order.

The user, provided they have the privilege, can enter as many vendor authorizations as needed

in the “Authorized Amounts” section.


If flag 5240 is set to Y and the user enters invoice information that either exceeds the

authorized amount or is not an authorized vendor, the following error will display upon saving.

Suspending/Unsuspending Downtime

Maintenance Downtime starts from the time the work order is opened until it is completed,

unless the downtime is suspended.


Downtime Date Click on the downtime date hyperlink to

suspend or to unsuspend downtime.


Printing A Work Order

Print Icon with Paper Click on this icon to print the work order detail

report. Use the Report Options feature to select

which work order report will print.

Print Icon with Paper and $ Sign Click on this icon to print the work order cost

reports. Use the Report Options feature to select

which work order report will print.

Printing Details from an IFrame

On M5 frames that display details in an IFRAME, there will be a printer icon at the end of the

record. Use this feature to either copy the information to the Clip Board or Print the details.


Completing A Work Order

Depending on flag 1114 setting as to whether or not the below dialog box displays when

completing a WO. Depending on how job statuses are flagged determines whether or not the

job must be marked as ‘DON’ before completing the WO.


If flag 5243 – “Check Job Exception (Y/N)”, is set to ‘Y’, then M5 will be checking for labor

exceptions before the WO can be completed and the job can be marked as DON.

In order to establish what could be considered a labor exception, 2 new system flags are used. They are:

5241 ‐ Book Time Minimum Variance %

5242 ‐ Book Time Maximum Variance %

A standard job’s labor hours will be flagged as an exception when the job status is changed to DON and the work order is completed if the actual hours recorded on the job are not within the variances established based on variance percentages entered in the new system flags. M5 will calculate the minimum and maximum values allowed for the Book Hours on the job based on the new system flag settings. If the actual labor hours are below or above the calculated values, a labor hour exception flag will be set on the job table (o_job). The minimum and maximum values allowed for the labor hours at the time the transaction occurred will also be recorded. If there is an exception, the following will display before the WO can be completed.

The user will be required to enter an exception note (if flag 5244 is set to Y) before the save can be completed. This can be done by clicking the job note icon. After the note is entered, the user must click the “except” checkbox next to the note. If the except box is not checked, M5 will store the note as a normal job note and will prompt the user again to enter an exception note.


General Tab

Complete: The date is based on flag 2104’s setting. 1 = the

most recently job completion date. 2 = the most

recent labor charge date; if no labor has been

charged, then the most recently job completion

date. 3 = the current date. 4 = user defined date.

Confirm Action Dialog Click on Yes to mark on jobs done. Jobs must be

marked Don or WR. WR defers the job and creates

a work request. Also users can define a specific job

code that allows WO to be completed/closed.

Save Icon Click on the save icon

If the customer is using Test Suites, they will be warned to enter test results before completing

the WO. These results do not display on printed WO. To enter the results, double click on the

desired test in M5


Deferring a job – Creating a Work Request

The work request is created once the work order has been completed. A note on the WR will

designate that the job was deferred from the specific WO. A job can be deferred even if there

are already charges on it.

Enter Job Tab Section

Select the job that will be deferred

Click on the Status field Change the job status to WR

Click on the Save button

Closing a Work Order


General Tab

Closed: Enter the date the work order is closed.

Save Icon Click on the save icon.


Canceling a Work Order

A work order can be cancelled if there are no charges on it.

Delete Icon Click on the Delete icon

Confirm Action Dialog Click on Proceed


Modifying Closed Work Order

Navigate to Closed WO

Work Reason Section

Adjust Closed WO Enter Adjustment Reason or select from

LOV. User can only adjust a closed

work order if they have the role

privilege, “Adjust Closed Wo”.

Modify Parts, labor, commercial charges can be

modified as needed.

Save Click on the save icon.


Department Work Orders

Department Requisitions

A DEPARTMENT REQUISITION needs to be created before it can be used on a department work

order.

Requisition Number and Description This is a user defined number that must

be created in order to use the

department work order functionality.

Status The statuses are open and closed.

Changing the status to closed will not

allow users to use the requisition for

departmental work orders.

Requisition Settings Information

Department Number The department the requisition is

associated with.

Direct Account Number The account number associated with

this requisition for billing purposes.

Requisition Created The date the requisition was created.

Open Work Order Count Displays the total of current open work

orders associated with this requisition.


Creating A Department Work Order

A department work order is created in the same manner as a unit/component work order. The

only difference is it uses a department requisition instead of a work order visit reason code. All

other work order functionality is the same. There is no downtime associated with a

departmental work order. Please refer to creating a unit/component work order for all the

details.

Be sure to Search By Department as that is the only way to open a departmental work order.

Creating A Commercial Work Order A commercial work order is used for batch type entry of commercial work for units only. It is

designed to quickly create a work order, add jobs and enter commercial charges in one step. It

can create a purchase order numbers to use for vendor repair and can be printed from this

page. It uses vendor repair statuses and functionality. A work request can be assigned to a

commercial work order.


Vendor Service Contracts

Vendor Service Contracts are agreements with a vendor to provide services over a period of time. The services

may be limited by a maximum money amount and by type: part, commercial, and products.

Part Tab detail includes the following columns:

Line. A sequential number.

Type. This can either be Part or Commodity

Part or Commodity. This will either be the part number or the commodity code based on Type.

Description. Description of associated part number or commodity code.

Price Type.

Adj %.

Disc %.

Discount Day(s).

Ship Terms.

Qty.

Unit of Order.

Unit Price.

Notes.

Commercial Tab detail line includes the following columns:

Line. A sequential number.


Service code. This is required and need not be unique in the list in order to give the customer the option to list more than one vendor SKU. However, the list may contain only one blank vendor SKU for each service code.

Vendor Line No.

Vendor SKU. This is optional. If entered, it must be unique on the contract. This is the vendor’s own code for the service.

Job Code. This is optional. If entered it is validated. This is used as the default job code on Direct Invoice Entry if the user enters the vendor SKU or, if there is no SKU, the service code alone.

Job Reason. The valid reason why the service is to be performed.

Labor hours. The value is optional and appears as blank (not zero) if not entered. Up to two decimals may be entered.

Labor cost. This currency value defaults to zero. It may be entered regardless of the value of the labor hours. The value may be negative. These costs are the default on Direct Invoice Entry if the user enters the vendor SKU or, if there is no SKU, the service code alone.

Part cost. This currency value defaults to zero.

Misc cost. This currency value defaults to zero.

Total cost. This currency value is display‐only and is calculated as the sum of the three columns to its left. It may be zero and still saved, giving the user an opportunity to save a note from the invoice.

Unit Information Section

Unit No. Enter a valid unit number. And the unit

information will display: Unit description,

Alternate unit number, Tech Spec.


Hyperlinks: There are hyperlinks for Unit, Tech Spec,

Warranty Coverage, Standard Job History, Unit

Job History, Commercial WO History

Work Order Information Section

Work Order Enter the work order number or use the list of

values to select the correct one. Or click the

work order button to generate a new WO.

WO Reason The work order reason will appear or enter a

valid one if this is a new work order.

Location The login maintenance location displays.

Open Date The current date and time display, but can be

overridden to be the date the WO was opened.

Due Date Enter a date the job(s) are due as needed.

Complete Date Enter the date the work order was

accomplished

Closed Date Enter the date the work order was closed.

Hyperlink View all Jobs On Work Order

Meter Information Section

Meter Enter the current meter information

Vendor Information Section

Vendor No Enter the vendor who performed the work.

PO Number Enter the PO number or if System Flag 2031 is

set to Yes, the PO number will be automatically

generated.

Auth. Amt Enter the amount authorized.

Contact Enter the contact name.

Phone Enter the phone number.

Ext. Enter the extension.

Status When the save button is click, the status is At

Vendor.

At Vendor Date The date automatically defaults to the current

date and time once the first save is made.


Ordered By The application logon automatically displays.

Reference No. Is required depending on System Flag

Invoice No Enter the invoice number.

Invoice Date Enter the date of the invoice.

Charge WO Date Enter the date that the charges are completed

and can be added to the WO.

Job List Section

Job code Enter a valid job code that the vendor is

performing.

Job Reason Enter a job reason code.

Cost Est Enter the cost estimate.

Plan Time Estimated hours also referred to as Labor Time

Book Time These are the hours that will be used if the

billing code is set to bill estimates.

Labor Hrs Enter the actual labor hours.

Labor Amt Enter the actual labor amount.

Part Amt Enter the actual part amount.

Misc. Amt. Enter the actual misc. amount.

Tax Amt. Enter the actual tax amount.

Total Cost The system will calculate the total costs.

Req. No. Enter a requisition number if required. If System flag 5265 ‐ "Use numeric value for Req No commercial work order?" is set to Y, users are only allowed to enter numbers in the Req No field in the job portion of the Commercial Work Order. When the system flag value is blank, or N, users are allowed to enter alpha‐numeric characters.

Position If needed, the position of the part/job being

worked on.

Status Change the job status as needed.

Completed Date Enter the complete date.

Job Notes Enter any notes pertaining to the job.

Warranty Notes If the job is under warranty, enter notes here.


Work Request Section

Work Requests Add work requests if required

Job List Section

Job code Enter a valid job code that the vendor is

performing.

Job Reason Enter a job reason code.

Cost Est Enter the cost estimate.

Plan Time Estimated hours

Book Time Customer Specific

Labor Amt Enter the actual labor amount.


Misc. Amt. Enter the actual misc. amount.

Tax Amt. Enter the actual tax amount.

Total Cost The system will calculate the total costs.

Req. No. Enter a requisition number if required.

Status Change the job status as needed.

Completed Date Enter the complete date.

Job Notes Enter any notes pertaining to the job.


Warranty Notes If the job is under warranty, enter notes

here.

PO Summary A summary of the PO is displayed


Work Requests Add work requests if required

Work Order Summary Section This displays a summary of the work

order information.


Express Work Order The Work Order Express page was designed as a scaled down version of the existing

FleetFocus™ M5 work order. The user is able to create a work order with the absolute minimum

number of required fields of information. The layout of the page makes it easier for those users

in call centers that need to quickly initiate a work order and assign a vendor to a job.

The following functionality is the available in the Work Order Express page

Hyperlink to jump to LABOR WEDGE

Standard Job History, view work request, attachments and job notes

Warranty Violations, Warranty Notes – complaint, cause and correction required if set

by module flags

Test Suites

Ability to change the Visit Reason (with the proper privilege)

Cancel the work order (with the proper privilege)

Unit/Dept Information Section

Unit/Department Enter a unit/department number and the unit/

department information also displays.

Work Order Click NEW WO to create work order. LOV is

available to search for existing WO. .

Reason Enter valid visit reason


Location Logged in location will default

Status Open/complete/ closed

Hyperlinks: Unit Main/Dept Main,

Work Order Main and Labor

Wedge

Contact Information Section

Driver Information displays based on the using

department.

Phone/ext Information displays based on the using

department.

Parked Enter where parked

View Work Request Hyperlink Use the hyperlink to add work requests to the

work order.

Work Order Information Section

Description The unit description, VIN number information,

and tech spec are displayed.

Hyperlinks: Tech Spec There are hyperlinks to tech spec, standard job

history, and warranty coverage

Meter Enter any meter readings

Job Information Section

Job Enter a valid job code

Status The default status from the location is

displayed

Job Rsn Enter a valid job reason

Vendor Enter a valid vendor

Add Labor Chg Enter the labor charges

Add Part Chg Enter the part charges

Add Comm Chg Enter the commercial charges

Assignment If flag 5067 is set to Y, then an employee or

employee group can be assigned to the job.

Attach An attachment can be made to the work order

Note Enter any work order notes


War Notes Enter any warranty notes

Violate Type Will automatically be set if the job is a warranty

job.

Work Order Summary Totals

Cost Cost summary for estimates, actual costs for

labor, parts, commercial along with total WO

cost.

Complete/Close/Cancel Buttons Use these buttons to complete, close, or cancel

the work order.

Work Order Close The Work Order Close screen allows users to close completed work orders and review exceptions, if they exist. From this screen, the user can close the work order, view the work order and view the notes.


Repeat Repairs FleetFocus™ M5 has functionality to conduct repeat repair analysis. This functionality allows

users to identify jobs performed on units as “repeat” or performed more than once over a set

period of time. Repeat Repairs for equipment can be configured to include MCC and Tech Spec.

The Repeat Repair process includes online messages on Work Order Main to warn the user of a

repeat repair situation. System flag 5212 – “Use enhanced Repeat Repair system?” Y or N.

Default is N which will preserve existing functionality (batch mode only using System code

configuration settings and standard reports). If Y, then users will be able to access the new

Repeat Repairs screen.

Query Parameters

System Enter system code to return only repeat repair setup

by the system code

Component Enter to see results by system component

MCC Enter MCC to limit search by MCC code

Tech Spec Enter Tech Spec to limit by Tech Spec

Repeat Repairs The screen displays existing data and the user can

also add new rows.

When a work order is opened for a unit with a job code that qualifies as a repeat repair, a

warning message will appear showing detailed information such as the last work order number

where the job was performed, elapsed days since the last repair and the elapsed usage. The

warning will also appear if the job has been added on the fly using Labor Wedge and if the job

originated as a work request. The job code hyperlink will appear on the job tab in a different


color – red which clearly notifies the user that the job is repeat. The job is flagged as repeat in

the database with o_job.repeat_fl.

M5 will also repeat repair history in the Work Order Job detail screen which can be accessed by

clicking the job code on the job tab on Work Order Main.


There might be the occasion where the action taken in relation to the work being performed

would not be considered repeat. There is a new setting on the Work Accomplished codes frame

to set specific WAC codes to not flag as repeat.

The WO No. will be a

hyperlink to view

previous history.


The Repeat Repairs batch program will clear all repeat flags in the o_job table (in the specified

date range) and reset them based on the current parameters in the repeat work parameters

table (either setup in the System code frame or the new Repeat Repairs screen depending on

the setting of system flag 5212). After an initial run after the Repeat Repairs parameters have

been configured, it should not be necessary to run the batch program again. It could be run, at

the user`s discretion, if the parameters are changed.


Work Order Vendor Repairs

This frame is designed to help track commercial repairs as they are being performed by the

vendor so reports can be generated showing units out for service as well as how long they have

been at the vendor.

Tracking Information

Section

Unit Enter a unit number and the unit information also

displays – VIN and license.

Work Order Enter the work order number for this unit.

Status and Dates Section There are 4 statuses to a vendor repair; build, at

vendor, completed and charge work order. The

statuses need to be changed as the unit enters each

throughout the vendor repair. The final step is to

charge the work order so that the vendor repair is


closed and the charges made to the work order.

Built When the work order is being prepared the status is

Built..

At Vendor Check the box if the unit is at the vendor.

Completed Check the box if the work is completed.

Charge WO Check to box to charge the work and close the work

order.

Vendor Section

Vendor Number The vendor to perform the warranty repair.

Contact Enter the vendor contact.

Phone Enter the vendor phone number

Invoice Enter the invoice number.

PO # The purchase order number that authorizes the

vendor to perform the work. M5 will not generate a

purchase order number for vendor repairs. It is

recommended to use the work order number as the

purchase order number.

Show all jobs on WO button Click on the button to see all the jobs on the WO

Vendor Est. Vendor estimated cost to perform the work.

Contract Information

Section

This section displays the contract information is the

service has been awarded as part of a contract.

Number Enter the contract number

Awarded Displays the awarded amount of the contract

Committed Displays how much has been spent on contract

Balance Displays the balance of the contract

Job Tracking Section

Assigned Click in the box if the vendor is assigned to do this

work.

Job Code Enter a valid job code that the vendor is performing.

Status Enter a job reason code.

Estimate Enter the cost estimate.

Labor Amt Enter the actual labor hours.



Misc. Amt. Enter the actual misc amount.

Tax Amt. Enter the actual tax. amount.

Total Amt. The system will calculate the total costs.

Dealer Amt. Enter the dealer amount.

Warr Notes Enter any warranty notes.

Notes Enter any notes related to this repair.

Direct Invoice Entry When a unit is serviced by a vendor, the entry of this service must be entered into M5. A new screen allows

simplified entry of an invoice without having to create a work order first. The screen opens a work order,

creates jobs, adds commercial charges, and completes the work order in a single save. The work order will be

left unclosed so that it can be edited by an administrator and approved for closing and payment. Entry of the

individual charge lines will be optimized so that users unfamiliar with M5 codes will have an easier time

choosing the services made.

Screen designer is used to create the Direct Invoice screen so it can be completely customized by the client.

The location for the work order and jobs will be the unit’s maintenance location, so the location and its

description need not appear. No downtime will be recorded as the work order open and complete date will be

the same. The user will not be able to enter a parking location, parking spot, notification or pickup information,


or job details not explicitly on the screen, such as estimates, schedule flag, or resources. The “unit availability”

warnings are irrelevant to this process as the entry is after‐the‐fact so they will not appear.

Direct Invoice Entry Invoice Details

Rather than showing a single hyphenated job code on the screen which is what other M5 work order screens do,

there is two columns, one for the WAC and one for the system/assembly. The WAC will be a pull‐down listing

the most common values. It would show a blank as the default value (so that the user must pick something)

plus, for example, “Repair”, “Inspect”, “Clean”, and “Replace”.

The system/component field is an entry field with an auto‐complete feature. The user may type in words that

will be expanded to real system/assembly descriptions from which the user may pick. If the entered description

is not valid, the user will be told so. The descriptions are for the full system/assembly only and not for just the

system; this means that that resulting job code will always be a three‐part code and not two.

To make invoice entry of job tasks even easier, the user can derive the job code from either the service code or a

vendor SKU. If the user enters a vendor SKU, the job code may be defaulted from the vendor’s contract listing

the SKU. If no SKU is entered, the vendor’s contract is checked for a line listing the service code with no SKU,

and that optional job code is used. If the vendor does not have a contract listing the service code, the service

code’s own definition may provide a default job code. The WAC and system/assembly descriptions appear in

their two columns.

From left to right, these are the columns in the i‐frame portion of Direct Invoice Entry:

• Vendor SKU. A vendor SKU is a new concept similar to a part cross‐reference. It is what the vendor calls a

particular kind of service. When entered on a detail line, the fifteen‐character field (optionally) translates into a

service code and (optionally) a job code, showing on the screen as the WAC and system/assembly descriptions.

It (optionally) also translates into a fixed price through the vendor’s contract; the price also appears on the

screen. The job code and price are not locked and may be adjusted, but having the defaults will make entry

easier. The vendor SKU need not be entered.

• Service code. This is the generic M5 code identifying the kind of work being done. The code has been

expanded from three to ten characters. The value could have been defaulted from the vendor SKU. If entered

(without being defaulted), it may (optionally) default a job code, showing on the screen as the WAC and

system/assembly descriptions. The service code is mandatory.

• Work accomplished. This description is a pull‐down and is mandatory as described above.

• System/assembly. This description is a mandatory auto‐complete entry field as described above.

• Description. This free‐form description appears as blank and is optional. The field may hold up to sixty

characters and is a scrollable entry field appearing as about twenty characters. The user might enter a part

description or summary of the work.


• Labor hours. The value is optional and appears as blank (not zero) if not entered. Up to two decimals may be

entered.

• Labor cost. This currency value defaults to zero. It may be entered regardless of the value of the labor hours.

The value may be negative.

• Part cost. This currency value defaults to zero.

• Misc cost. This currency value defaults to zero.

• Total cost. This currency value is display‐only and is calculated as the sum of the three columns to its left. It

may be zero and still saved, giving the user an opportunity to save a note from the invoice.

After the first row, creation of a new row defaults these values from the row above: service code, work

accomplished, and system/assembly.

Saving Invoice Entries

When the user hits the save icon, assuming the fields have passed validation, a new work order is created. The

work order number comes from the usual sequence. The open and complete date is set to the invoice date.

Because the work order is opened and completed in the same instant, no downtime records are created. The

work order location is the unit’s maintenance location.

One job is created for each unique combination of WAC and system/assembly. If the job code matches a

standard job defined for the unit, the last‐done information is updated as if the work order was completed on

Work Order Main. If the job code matches a standard job defined for the unit’s tech spec, those estimates,

notes, part lists and other information are copied to the job as if the job code had been entered on Work Order

Main. The job reason comes from the vendor SKU, if present, or the service code. The job status is always

“DON”. The job location is the job’s maintenance location.

Markups, if any, are based on the usual search list in Markup Types. If “location” is searched for, the relevant

location is the unit’s maintenance location. The calculated markups do not appear on the screen but are saved

to the transactions for possible billing.

If a warranty violation is detected, the user is presented with the usual violation messages and, if system flags

require them, the CCC‐note entry.

If the vendor is flagged as requiring a contract and no current (between the contract’s start and end date)

contract exists that is either a blanket contract or one with the service code as a line item, the user will be

stopped when trying to save. The contract’s balance is reduced by the value of the invoice.

Taking “authorized amounts” into consideration, if a job’s total exceeds the limit set for the vendor, the user is

stopped.


Direct Invoice Query

This new screen helps a user search for previous entries. The format is similar to that of Work Order Query, with

these selection criteria at the top: unit/dept/comp/work order, WAC (using the same pull‐down as on the entry

screen), system/assembly description (same auto‐complete feature as the entry screen), unit’s maintenance

location, unit number, vendor number, invoice number, service code, vendor SKU, work order status (completed

or closed), and invoice date range.


Work Requests Incident/Service Request

The M5 Incident is considered the highest level of “reporting” a problem with a unit. The

Incident itself is simply a note which describes the symptoms of the problems, tied to the unit

number along with other fields of information. The source of an incident is typically the

operator or driver of the unit. There are other fields of information on the Incident screen that

are optional for the user to enter such as status, meter information, parking location and

reported by. There are 3 fields on this screen that are currently displayed only when system flag

5008 – “Use Run / Symptom / Block on Incidents” = Y. These are freeform optional fields. Once

the incident is created in M5, it can lead to the creation of a work request (pending job).

If the incident is made into a work request then the notes on the incident now become a work

request note. Once the work request is added to a work order the work request note is added

to the work order as a job note.

Symptom Code

A new screen was created called Symptom Code. The symptom code is a new field on Incident

Main so that the user may choose a valid code that describes a problem with a unit. The

symptom code and description is user defined. It can be linked to a job code and job reason

along with comments. If the job code and reason are present on the symptom, a work request

will be generated right away when the symptom is chosen on the Incident screen.

In order to limit the types of symptoms that can be reported for a specific type of equipment, a

second screen was created to associate the valid symptom code to an asset class. This will limit

the symptoms entered as it pertains to certain types of equipment in the fleet. A third screen

was made to create a valid list of sources linked to particular asset classes. One important piece

to these enhancements is the use of “triage” comments. These comments can be entered as

notes into M5 by the user for specific symptom codes. These triage notes can be entered on the

symptom code main screen and/or the asset class in association with the symptom code

screen.

Symptom Asset Class Maintenance

Since an asset class will have many

symptoms codes associated to it, the

screen header contains the validated field

for symptom code (with an LOV). An

i_frame exists to enter each valid asset

class codes, jobs and job reason (jobs and


job reason are optional). The columns in the i‐frame are:

Asset class – validated with LOV

Job code – can add multiple jobs for each symptom/asset class. This might occur in the case where

the symptom requires

multiple jobs to perform

the maintenance

Job reason

Triage comment – Note

field at the end of the

row

Rows can be deleted from

the i‐frame if an asset class should no longer be

assigned to a symptom code.

Request Source

The request source describes the person(s) that

reported the service request. Examples of

sources are: operator, dispatch, call center,

public and mechanic. A new screen called

Request Source has been created to enter the

valid list of sources. The screen will have the

following fields:

Report Source– 12 characters, alpha

Source Description – 30 characters, alpha

Disabled Flag – Y/N

Source Symptom Maintenance

A new screen was added to M5 to associate the source with the symptom code. There are

times when a source such as a dispatch person should have access to different symptoms codes

than another source such as a driver. The screen has the following fields:

Source Name – valid header field

Source Description – displays description

for valid source name in header

Symptom – i‐frame to enter valid

symptoms codes to associate to a single

source


Priority

Rows can be deleted from the i‐frame if a symptom code should no longer be assigned to a

particular source.

Creating Work Request Incident The Incident Screen has been modified to include the following new fields with LOV’s to search

valid values:

Source

Symptom Code

Priority

Link to see any triage comments

When an incident is created in the M5 Incident Screen, the symptoms displayed will be

controlled by 2 factors: the asset class and source. This logic is controlled by a new system flag.

The system flag is 5217 ‐ “Control symptom code entry on Incident Main using both asset class

and source?” If Y, then both the asset class and the source will control what symptom codes

can be entered or seen using the LOV on the Incident screen.


Currently, there is a field on the Incident Screen called status. However, it is a freeform optional

field. A new field has been added to the incident screen called Incident status. This will track

the status of the incident and will be controlled by a drop down box with the choices below.

Certain functions in M5 will control the status for the incident.

Pending – default status when incident is first created

WO Open – incident made into a work order

Finished – work order is complete

Closed – work order is closed

Rejected – no problem found and this status is only controlled if a user selects it

WR Created – work request created for incident

Incident Section

Unit Number Enter a valid unit number.

Year/Make/Model This displays based on unit number.

New Incident Click on new incident to create a new

incident.

Incident Number If this is an existing incident, enter the

incident number or use the LOV to find an

incident.

Status Enter a user defined status code.

Incident Status Pending – default status when incident is first

created

WO Open – incident made into a work order

Finished – work order is complete

Closed – work order is closed

Rejected – no problem found and this status is

only controlled if a user selects it

WR Created – work request created for incident

Open Date/Time Enter the date and time the incident was

entered.


Last Status Change Date System records the last status change date.

Last Incident Status Date Displays last recorded incident status date.

Notes Section

Notes Enter the information about needed repair.

Unit Section

Serial Number The unit’s serial number displays

Date in Service The unit’s date in service displays

Parking Location The unit’s parking location will be defaulted

in. If flag 5211 is set to Y, then this is a

required field of entry.

Maint Location The unit’s maintenance location will be

defaulted in

Asset Class Asset class associated with the unit

Meter Section

Meter 1 Enter meter 1 reading

Meter 2 Enter meter 2 readings

Contact Section

Reported By Enter who reported the problem. If flag

2010 is set to Y, then a valid employee

(operator) can be entered. If flag 5211 is set

to Y, then this is a required field of entry. If

flag 2010 is N and flag 5211 is set to Y, then

the field is required, but not validated.

Name Enter the person’s name only if flag 2010 is

set to N and flag 5211 is set to N. If flag

2010 is set to Y, then the name will default

from EMPLOYEE MAIN.

Phone Enter the person’s phone number

Additional Information The system flag is 5217 ‐ “Control symptom

code entry on Incident Main using both

asset class and source?” If Y, then both the

asset class and the source will control what

symptom codes can be entered or seen


using the LOV on the Incident screen.

If system flag 5008 “Use Run / Symptom /

Block on Incidents” is set to Yes then fields

Symptom, Run and Block will also be

available.

Source Enter valid source from LOV

Symptom Enter valid code from LOV of a job code is

associated to the symptom code a work

request will be generated.

Priority Assign priority as needed.

Condition Enter unit condition

Hyper Link Triage

Comments

Click to view comments enter on specific

symptom code

Converting to a Work Request or a Work Order

If user has role privilege Incident WO‐open, there will be a hyperlink Create a work order from

the incident. If not, in order to convert the work request incident into a work request, click on

the Make this incident into a work request hyperlink. This hyperlink will only display if the user

has the role privilege, “incident coordinator”. The following frame appears:


Job Enter a valid job

Location Enter the maintenance location where the

repair will take place

Job Reason Enter the job reason

Est. Cost Enter the estimated cost if required

Employee/Group Enter the employee or employee group

needed to perform the work

Process Work Request Click on the button to create the work

request

Once the incident has been turned into a work request, the work request number will display at

the bottom of the frame.


Work Request Incident Query

Work Request Incident Query is used to track incidents regardless if they have been turned into

either a work request or a work order. No selection criteria is required other than the search

from and to dates.

Once the data is returned, there are hyperlinks to take the user to the incident, work request,

work order and notes.

Creating User Work Requests A work request is a job to be done in the future. Work requests can be created manually,

created as a result of a deferred job from a work order, incident, or system generated by the

campaign/recall functionality or forecaster.

Work Requests can notify potential warranty. Based on flags 5234 and 5235 as to whether or

not the 3 C’s are required. On Work Request Main, after the job code and job reason are

entered, the user may receive a whole‐unit or system/assembly warranty violation based on

the current date and time (not the estimated due date) and current unit life‐to‐date usage. As

the part numbers are entered, the user may receive part warranty violations. If a work request


is manually changed such that it was not a warranty violation before but is a violation now, it

will be flagged when the work request is saved again.

Work requests that are generated by Forecaster will NOT qualify for generating warranty violations. As a matter of practice, such jobs are expected recurring PMs and inspections and would not be the subject of a warranty. The campaign process will generate warranty violations if the unit qualifies as having whole unit or system/assembly warranty or part warranty that has not expired and if a new field on the Campaign Manager screen called “Potential Warranty Violation” is set to Yes.

The work requests will be displayed when opening a work order to notify the user that there is

additional work to be done.


Unit/Component/Department Select the type of work request and then

enter a valid unit, component, or

department.

New Ticket Click on new ticket to create a new work


request.

Number If this is an existing work request, enter the

number or use the LOV to find the correct

work request.

Occurrence The number of times this job has already

been done this fiscal year. For ex: if this is

the 2nd time an oil change has been

forecasted, then a 2 will display here.

Job Code One job code is assigned per work request.

The job code is a combination of the work

accomplished code, system code and

component code. It defines what type of

work will be done to the unit.

Job Reason The visit reason explains the job needs to be

performed to the unit or the cause.

Schedule Shift The shift or window of time the unit will be

worked on in the shop. Used in shop

planning.

Max WO It is the W.O. Cost Limit set on the unit

accounting frame.

Create Date The date the work request was created.

Campaign No. If this was generated from a campaign, the

campaign number displays.

Work Order If the work request is on a work order, the

work order number appears.

General Tab

Contact and Reference

Information

Reported By This field is used to collect contact

information. If System Flag 2010 is Yes, the

person must be a valid employee.

Phone Phone number for the contact person.

Requisition/Reference Free form field for additional information

Maintenance Location The maintenance location will default from


the unit’ maintenance location located on

unit main. This location is used for reporting

only and does not prevent the work request

from showing due at other locations or

preventing those locations from adding it to a

work order.

WR Source The work request sources are; forecaster,

campaign and manual (which includes

incidents).

Employee/Group The employee or a group of employees

assigned to the work request.

Incident If this was created from an incident – the

incident number will display.

Alternate Unit No. If the unit has an alternate unit no it will

display.

Accident No. If the WR Source is Accident, then an

accident number can be entered here. Flag

5194 determines whether or not the accident

number has to be a valid accident number.

Quote No. Value populated if using the Quote Logic

Send to Vendor?

Vendor No.

Preserve Estimates? Automatically set to No. If any changes are

made to the WR, other than the Due Date,

then this flag changes to Yes.

Status Set either Unlock, Lock or Firm.

Locked ‐ a locked work request will not be automatically changed by the system in any way

Unlocked ‐ an unlocked work request can be rescheduled by the planner

Firm ‐ Same is locked but has a custom function for a specific client


Direct Account No.

Additional Information

Section

Source The source is who reported it whether it is a

dispatcher, an operator and so on.

Symptom The symptom is a valid code that describes

what is occurring when a unit has a

mechanical failure.

Date Section

Earliest Date The earliest date the work request can be

performed. If this was a forecasted job, this

would be the earliest date based on the

earliest deviation set in STANDARD JOB MCC.

Due Date The due date of the work request. If this was

a forecasted job, this would be the actual

date the job is due based on the STANDARD

JOB MCC intervals.

Latest Date The latest date the work request should be

performed. If this was a forecasted job, this

is the latest date the job is due based on the

latest deviation set in STANDARD JOB MCC.

Notification Section

Date Date of a M5 notification.

Note Section

Notes Notes for the work request. The notes will be

moved to the job notes once the work

request is added to the work order.

Warranty Complaint Note Only displays if flag 5234 is set to Y. Enter

the complaint.

Warranty Cause Note Only displays if flag 5235 is set to Y. Enter

the cause of the job.

Summary Tab

Actual Time & and Cost

Summary


Labor Hours Per Job and Job/Quantity

Labor Costs Per Job and Job/Quantity

Part Costs Per Job and Job/Quantity

Commercial Costs Per Job and Job/Quantity

Parts, Labor and Comm Per Job and Job/Quantity

Expected Costs Sum of the expected (above) costs

Parts Tab

Parts A valid list of parts needed to perform the

work.

Part Number Enter the part number

Description The part description will display

Quantity Enter the number of parts required.

Total The system displays the total

Incidents Tab

Information from incidents

that was converted to work

request

Estimates Tab

Setting Dependent on flag 5230 as to whether this is

an editable flag and the description

1: Labor estimates are always entered as

hours;

2: Labor estimates are hours as default, but

costs may be entered;

3: Labor estimates are entered as costs, but

hours may be entered;


costs.

Labor estimates are always

entered as hours

Dependent on flag 5231 as to whether or not

this is an editable flag and the description

1: Part cost always comes from the sum of

the parts on the list;

2: Part cost comes from the parts on the list


by default;

3: Part cost comes from an entered value by

default;

4: Part cost always comes from an entered

value.

Part cost comes from the

parts on the list by default;


this is an editable flag.

1: Details are always entered;

2: Details or total may be entered, default

details;


total;

4: Total is always entered.

Details are always enteredl Can the user make change the job code?

Allow changes on job? Should this job be charged a fixed price or

the estimated cost instead of the actual cost?

Fixed price If the job can be done on any shift, click in

this box. Useful for shop planning.

Span Shifts?

Estimates Tab

Hours/Costs Section

Job Quantity The number of jobs to be performed on the

work request. This will default to 1 and can

be changed.

Labor Time The estimated hours to do the job

Shop time Amount of time the job usually takes of the

shop’s resources – cleaning up, running for

parts and tools, etc.

Contingency Time Not being used

Book Time Number of hours to be billed if billing

estimates.

Industry Standard Time Time to do the job based on Mitchell’s or


Alldata

Priority Defaults to 5 ‐ Medium

Crew Size The number of people needed to perform the

work.

Labor Cost Only enterable if Labor hours are entered,

costs calculated flag is selected as well as

dependent on flag 5230.

Part Cost Only enterable if the Part cost based on

entered list flag is selected as well as


Commercial Cost Enter the estimated cost for any vendor

repairs.

Estimated Cost/Job The total estimated cost for labor, parts and

commercial charges to perform the job.

Work Request Resources

Resource Information is

displayed


Campaign/Recall Management Overview The Recall/Campaign functionality automatically creates work request jobs and alerts

technicians about the pending recalls and campaigns when the unit work order is opened. Jobs

created under the Recall/Campaign Management module can be defined by many different

criteria.

The system tracks the job history as well as the time and costs associated with the

recall/campaign. Recalls/campaigns can be created and deleted. To view the work requests

generated by recall/campaign functionality, use the Work Request Query frame.

Create A Campaign/Recall

Campaign Section

Click on the new


campaign button

Description Enter a description for the campaign. Press

TAB

Status Status of the campaign. Status defaults to

‘build’ when first creating the campaign.

Work Request

Parameters Section

Job code The Job code is REQUIRED. Enter a valid job

code (work accomplished code, system code,

and assembly code. Use the list of values

button to select valid options. Press TAB.

Job Reason The Visit Reason is REQUIRED. Enter a valid

job reason. Use the list of values button to

select valid options. Press TAB.

General Tab

Contact Information

Section

Reported By Reported By is REQUIRED ‐ Enter a valid

employee id. Use the list of values button to

select a valid options.

Contact Phone Contact Phone is OPTIONAL ‐ Enter a contact

phone number.

Requisition/Reference Requisition/Reference is OPTIONAL ‐ Enter a

requisition or reference number.

Direct Account No. Enter the direct account number to be billed

for the work, if the original account on the

billing code needs to be overwritten.

Dates Section

Earliest Date Earliest Date is REQUIRED ‐ enter the date

Preferred Date Preferred Date is REQUIRED ‐ enter the date

Latest Date Latest Date is REQUIRED ‐ enter the date

Schedule Information

Section


Maintenance Location Maintenance Location is OPTIONAL ‐ enter

the maintenance location where job will be

performed

Priority Priority is REQUIRED ‐ Enter a priority. It can

be set to 9.9 ‐ 1.0 (9.9 is the lowest and 1.0

is the highest)

Crew Size Crew Size is OPTIONAL ‐ Enter a number of

persons required to do this job.

Span Shifts Span Shifts is OPTIONAL ‐ Check if the work

can be done over shifts

Spread Due Dates Check if you want to have the system spread

out the due dates among all of the campaign

units from the earliest through the preferred

date.

Potential Warranty

Violation?

If this could be a potential warranty job, set

to Yes.

Send to Vendor Client functionality

Notes Section

Notes Key in any notes that would be helpful to the

technician.

Warranty Complaint

Note

Will only be available if the Potential

Warranty Violation flag is set to Yes.

Warranty Cause Notes Will only be available if the Potential

Warranty Violation flag is set to Yes.

Inclusions Tab Filtering to select units to be recalled.

Field. In order to select a field for an inclusion ‐

click in the box under the Enable Column

Operator The Operator field is where the conditions

are set for this report. The Operator field is

defaulted to equal. Use the pull down menu

to see all the operators available.

Value In the Value column, enter the specific value

to be selected. Use the list of values button


to see valid selections if necessary.

Inclusion File Tab This functionality allows the user to import a

file with a list of unit numbers or serial

numbers of units that will be included in the

campaign. This needs to be a simple text file.

Summary Tab This section displays the status of the

campaign

Parts Required Tab

Part Number. Enter a valid part number or use the list of

values button to select a valid one. Press

TAB

Description The system will fill in this field based on the

part number selected.

Quantity Enter the quantity of parts needed

Total The system will calculate the total

Units Tab Will display the units that will have a WR

created once the <Preview> icon has been

selected.

Estimates Tab

Setting Dependent on flag 5230 as to whether this is

an editable flag and the description


hours;

2: Labor estimates are hours as default, but

costs may be entered;

3: Labor estimates are entered as costs, but

hours may be entered;


costs.

Labor estimates are

always entered as hours


this is an editable flag and the description

1: Part cost always comes from the sum of

the parts on the list;

2: Part cost comes from the parts on the list


by default;

3: Part cost comes from an entered value by

default;

4: Part cost always comes from an entered

value.

Part cost comes from the

parts on the list by

default;


this is an editable flag.



details;


total;


Details are always

entered

Can the user make change the job code?

Allow changes on job? Should this job be charged a fixed price or

the estimated cost instead of the actual cost?

Fixed price If the job can be done on any shift, click in

this box. Useful for shop planning.

Span Shifts?

Estimates Tab

Hours/Costs Section

Job Quantity The number of jobs to be performed on the

work request. This will default to 1 and can

be changed.

Labor Time The estimated hours to do the job

Shop time Amount of time the job usually takes of the

shop’s resources – cleaning up, running for

parts and tools, etc.

Contingency Time Not being used

Book Time Number of hours to be billed if billing

estimates.

Industry Standard Time Time to do the job based on Mitchell’s or


Alldata

Priority Defaults to 5 ‐ Medium

Crew Size The number of people needed to perform

the work.

Labor Cost Only enterable if Labor hours are entered,

costs calculated flag is selected as well as


Part Cost Only enterable if the Part cost based on

entered list flag is selected as well as


Commercial Cost Enter the estimated cost for any vendor

repairs.

Estimated Cost/Job The total estimated cost for labor, parts and

commercial charges to perform the job.

Work Request

Resources

Resource Information is

displayed

Generate The Work Requests

The next step is to create or generate the work requests. The system will supply a campaign

number automatically in the number field. There can be up to three steps to be performed to

generate the campaign work requests.

Preview – click on the preview icon to review the units to be included in the campaign.

Status changes to ‘preview’.

Customize – click on the customize icon to manually change/add the units to be

included in the campaign, if required. Status changes to ‘customize’.

Finalize – click on the finalize icon to generate the work requests. Status changes to

‘finalized’.


Preview The Work Requests

Filtering information can be modified as many times as needed as long as the status remains

‘preview’. Once the <Customize> icon has been selected, the <Inclusions> tab will be grayed

out.

Click on the <Preview> Button icon (eyeglasses).

Click on the <Units> Tab.

View the units to be included in the

campaign on the units tab


Customizing The Campaign

Changes can be made to a campaign before the work requests are generated.

Click on the Customizing Button

(Paint Brush) Icon.

The status is changed to

‘customize’.

A Confirmation Action Dialog

Windows appears

Click on the Customize Button.

Click on the unit tab to see list of

units selected.


Finalize The Campaign

A campaign needs to be finalized after all changes are made in order for the work requests to

be generated. A finalized campaign can be reopened if the user has the proper privilege “UNLOCK

CAMPAIGN” allowing more units to be included and then finalized again.

Units can be added or deleted


Click on the Finalize Button (Hand

Stamp Icon).

Reminder you can no longer make

any additional changes to this

campaign.

A Confirmation Action Dialog

Windows appears

Click on the Finalize Button. The

unit tab displays and the Status is

marked as Finalized


Delete A Campaign A campaign can be deleted.

Click on the Summary Tab This tab will display the number of

work requests generated and

used to monitor the progress of

the campaign.

Click on the campaign number

Click on the <delete> button All work requests created by campaign

will be deleted. Once the campaign is

deleted, there is no history of that

campaign ever being generated.


Forecaster - Standard Jobs

Standard Jobs & Forecaster Overview Chart

M5 Standard Jobs & Forecaster

Unit

Tech Spec Standard Jobs

Est. labor, parts, test suites, dependent obs, notes

Maintenance Class Code (MCC)

Like meters, usage, maintenance schedule

MCC Standard JobJob Intervals

Work Request Jobs

Standard Unit JobsSpecific Unit Intervals

Technical Specification

Like year, mfg., make, model

Forecaster

FU


Forecaster Functionality

The forecast function can base its calculation on the unit's meter usage, fuel usage, or a time

interval. The forecaster will use the earliest of these intervals to establish a due date for when

a standard job should be done next. Usage and fuel due dates are calculated based on the

usage or fuel used during the current and two preceding periods. The process determines the

usage at the beginning of this time frame, and the latest date of any usage update. The number

of days between these two points is then divided into the amount of usage to determine the

average daily usage. The identical calculations are also done for fuel when it is specified as an

interval. After the average daily usage and/or the average daily fuel consumption are

determined, they are divided into the interval(s) specified on the unit’s standard job

maintenance class code information to determine the number of days required to reach the

interval. The smallest number of days is then used as the interval with which to create work

requests.

Data Setup

In order to forecast preventive maintenance with FleetFocus M5, you need to have the

following steps completed:

Create maintenance class codes

Create technical specifications

Assign a maintenance class code to a unit/component/department

Assign a technical specification to a unit/component/department

Create a standard job schedule for a maintenance class code. The information on the

MCC Standard Job frame tells the forecaster how often the job needs to be performed.

Establish standard job hours and parts for a technical specification. For each preventive

maintenance job that you want the system to forecast, you may want to establish an

estimated labor and part cost for job. The Tech Spec Standard Job Information frame

provides the user with an estimated number of hours and employees needed to

perform the job, and a list of standard parts for the job and standard job notes. Labor

hours and part costs are calculated during the forecaster process and can be displayed

on Work Order Main or the Work Request Main frame. A list of technical specifications

associated to a standard job can be displayed on the Standard Job MCC frame.

Create a unique standard job schedule for a unit/component/department (Optional)

using the Standard Job Unit Schedule frame. The final piece of information needed to

forecast a standard job is the last date, last usage and last fuel for each unit for each


standard job. These values will be updated each time the standard job status is set to

“DON” on the Labor Wedge or Work Order Main frames.

Enter starting points for forecasting (done by system administrator)

Spreading usages to fill gaps

If meters on units are rarely captured, sudden jumps in reported usage can cause processes,

such as the forecaster, to set due dates too early or too late. To help compensate, a new

System Flag will cause this usage to be spread over the periods since the last reported meter.

The rule is this: If the previous reported meter was in a previous period, then the difference

between the new meter and the previous meter is allocated among all periods between the

previous meter and the current meter in proportion to the number of days each period was in

effect. For example, if fiscal periods are the same as calendar months, the previous meter was

10000 on June 10 and the current meter is 12000 on August 9, then the usage per day is 20

(2000 / 60 days). June will be credited with 400 (20 days x 20), July credited with 620 (31 days x

20), and August with 180 (9 days x 20).

Note that this new feature should not be used if usage is billed and the billing method is “Usage

history”, as the usage credited to previous periods will be left unbilled.

Standard Job MCC

For every task that is performed repetitively, you can establish a standard job that defines the

schedule for the job as well as the technical requirements for accomplishing the job. Standard

jobs can also be established for non‐repetitive repairs that occur with enough frequency

throughout your organization that standard times, parts and costs can be predetermined or

derived from outside sources such as Mitchell On Demand, manufacturer recommendations or

Chilton manuals. The repetitive jobs, such as preventive maintenance tasks, can be forecasted

and scheduled and will appear in the Work Request queue when you open a work order. The

non‐repetitive jobs will be available with their parameters when you open a work order and

add the exact specific job code to it.

In order to accommodate the option to perform PMs by increments another meter type has

been added to the MCC Main screen in M5 as of v2.6. The new meter type is called “count”.

This new meter type can exist as a primary and/or secondary meter type.


The use of this “count” meter type will be the same as any other kind of meter. It can be

entered anywhere meters are entered in M5 and must follow the same rules: a newer meter

must be greater than the unit’s old meter if it is more recent, etc.

Job/MCC Section

Job Code The job code used for the standard jobs. Standard

jobs at the MCC level are typically PM’s.

MCC The MCC code drives the preventative

maintenance schedule. Each MCC to receive this

PM must be entered.

Schedule Tab – Recurring

Interval Section

The intervals for the PM to be performed are time,

meter both primary and secondary, and fuel

consumption. Any one or combination of the three

can be entered.


Time Enter the time interval

Primary Meter Enter the primary meter interval

Secondary Meter Enter the secondary meter interval

Fuel Consumption Enter the fuel consumption interval

Earliest Deviation % For absolute jobs it is the percentage of time a job

can be performed early outside of its due date and

still be considered done. For relative jobs the

deviation percentage assigns the earliest date and

latest date to the work request generated by the

forecaster.

Latest Deviation % For absolute jobs it is the percentage of time a job

can be performed late outside of its due date and

still be considered done. For relative jobs the

deviation percentage assigns the earliest date and

latest date to the work request generated by the

forecaster.

First Time Criteria Section This is used to establish the starting point for

absolute jobs. Usually entered at the unit level.

Forecaster Tab

Scheduling Basis The selections are relative and absolute. If the job

is relative, the next PM due is based on the last

completion date. If the job is absolute, the next PM

is due on a fixed schedule either by the in‐service

date or by the beginning date located on the unit

schedule or first date located on the MCC

schedule.

Recurring Job If the job should be forecasted continuously and

not just once then it is considered a recurring job.

Seasonal Restriction The season in or out that the job should be

performed. In order to use this, season codes must

be created and added to the MCC.

MCC Season Section The MCC season information will display if it exists.

Job Defaults Section

Location Code If the location code is entered at this level, all units


within the MCC will be forecasted at that location.

If left blank, the maintenance location on the unit

will be used.

Visit Reason The visit reason that will be used when the job is

forecasted.

Priority The priority can be used to prioritize the work that

needs to be done in the shop. The default priority

is set to 5 – medium and can be changed.

Location Override Tab The location override if set; will override the

maintenance location on the unit record. This

entry is useful if not all the units with this MCC will

have their PM at one location but multiple

locations that are not on the unit records.

Subjobs Tab – Included Sub

Jobs Section

A subjob is another standard job that is performed

as part of this standard job. When the main PM is

performed the subjob will also be considered

completed. The elimination % will allow the user

to set when the included job will not be forecast

because it falls within a certain amount of time of

the higher level job. It will prevent the user from

seeing the 2 PM’s on the schedule at the same

time.

Sub Job Enter the job that is included when performing the

standard job displayed.


Description The description of the standard job is displayed

Elimination % The elimination % will allow the user to set when

the included job will not be forecast because it falls

within a certain amount of time of the higher level

job. It will prevent the user from seeing the 2 PM’s

on the schedule at the same time.

Reset Flag When this checked the sub job start time is reset

when the primary job is completed.

Standard Job Tech Spec

You can add the particular technical requirements for repetitive or non‐repetitive standard

jobs. Technical specifications group mechanically identical units. All 1994 Ford, Pickups, with

the same engines, transmissions, braking systems, wheel‐base, number of doors, etc.

Estimated time, parts that might be needed, attachments and test suites can be attached to the

standard job tech spec.

Job/Technical Specification Section

Job code The job code that will be used to perform the

standard job.


Tech Spec The tech spec for the units that will be included in

the standard job. The list of values button can be

used to select tech specs that have this standard

job assigned to it.

Detail Tab

Can this job span shifts? Check the box if the job can span shift. This

question pertains to the shop planning module and

whether a job can be schedule starting on one shift

and going to the next.

Add this job to all work orders? If a job such as a car wash needs to be added to

every work order opened for the units in this tech

spec than check this box.

Ask to change associations

when completing jobs?

If this job pertains to replacing components and

the association exists, M5 will ask to change

associations during the work order process.

Ask to change base units when

completing jobs?

If the job pertains to replacing the base and the

association exists, M5 will ask to change base units

during the work order process.

To be sent to vendor Just a notification that follows thru to the WR and

WO. Does not matter if the job is forecasted or

manually added to a WR.

Exclude From Note

Enforcement

Release 3.0 D enhancement.

Notes Section

Notes The standard job notes. Standard job notes can be

assigned a note ID so that they can be copied from

one tech spec standard job to another easily.

Parts Tab Any parts that are replaced as part of doing the

job.

Test Suites Tab Select the tests to be applied.

Dependent Jobs Select to build an expanding job.

Estimates Select to enter estimates hours and/or costs.


Parts Tab If parts are required to perform the PM service,

they can be listed. These can appear on the work

order as pending parts controlled by system flag#

5109. If using part exceptions, part charges will be

listed as an exception if the part numbers and their

respective quantities issued to the job do not

perfectly match what is listed here. The exception

occurs when the job is DON and the WO is

completed.

Part Number Enter the part number

Description The description of the parts will display.

Qty Enter the quantity required.

Click on the Save Button to save the changes to the

Standard Job Tech Spec


Test Suites Tab

Test Suite Lists the test suite available for this tech spec

Selected Click in selected box if it is to be included on a work

order.

Dependent Jobs Tab

Seq The order in which the dependent jobs should be done in. M5 automatically creates the sequence


number.

Job Enter one of the jobs to be done when standard job is selected.

Location Enter the location the job should be performed in.

Estimates Tab If creating an expanding job, you will not be able to

enter any estimates as the estimate for this

expanded job will be the sum of the dependent job

estimates.

Setting

Labor hours are entered, costs

calculated

If clicked, the labor estimate is determined by the book time times the regular (not overtime) labor


rate according to the markup schemes assigned to the resource types. That is, if a work request calls for one welder, which is assigned markup scheme M, and two electricians, markup scheme E, the labor estimate will be the book time times markup scheme M’s rate, plus the book time times two times markup scheme E’s rate. The “Labor cost” field will not be enterable. If not clicked, the “Labor cost” field can be entered and changed.

The part costs based on

entered list

Dependent on flag 5232’s setting. If clicked, the

part estimate is determined by the cost of the

listed parts at the inventory location. If the

inventory location does not have a cost for the

part, the part master standard price will be used.

The “Part cost” field will not be enterable. If not

clicked, the “Part cost” field can be entered and

changed.

Estimate costs are entered,

details are ignored

If clicked, the estimated total will be derived as a sum of the detailed estimates (however they were derived). The “Estimated cost” field will not be enterable. If not clicked, the “Estimated cost” field can be entered and changed.

Allow changes on Work

Request and job?

If clicked, work request and job estimates derived from the standard job definition will be changeable, including the time values.

Labor Time Dependent on flag 5230 as to whether or not you

can enter labor time and/or Labor Cost. Enter the

labor hours needed to perform the job. These

hours will be shown on the work request or work

order in the estimated hours field.

Shop Time Amount of time the job usually takes of the shop’s

resources: mechanic time, towing, getting parts,

etc. For Shop Planning, the next job begins after

the end of the shop time, not the plan time.

Book Time Flat rate time


Industry Standard Time Enter the industry standard hours it takes to

perform the job if required.

Labor Cost Is only enterable if “Labor hours are entered, costs

calculated” flag is not selected.

Part Cost Estimated cost for parts if “The part costs based on

entered list” is not selected.

Commercial Cost Enter the estimated commercial costs for the job.

Estimated Cost Enter the estimated cost to perform the job. Only

enterable if the “Estimate costs are entered,

details are ignored” flag is not selected.

Standard Job Tech Spec Duplicator

You can use the STANDARD JOB TECH SPEC DUPLICATOR to more quickly create Standard Job

Tech Specs.

Technical Specification

Numbers Section

First Number The tech spec that will be used to copy from.

Second Number The tech spec that will be copied to.


Note Copy Options The choices for tech spec standard job notes can

be shared, duplicated (so they can be changed),

and don’t copy.


Standard Job Unit/Component/Department

The STANDARD JOBS UNIT frame displays the Standard Jobs, the interval, and the performed

dates of a unit's/component’s or department’s scheduled standard jobs. The frame will display

both MCC and unit level jobs as well as the Next Due Date for each job. This frame is used to set

or change the last completion date for a standard job. Keeping this frame accurate is essential

to have the Forecaster program accurately predict preventative maintenance jobs. This is the

only frame where the Forecaster statistics can be viewed.

Click on the MCC Schedule hyperlink to view STANDARD JOB MCC.

Unit/Dept Component Section

Unit Number Enter the Unit Number or use the list of values

button to select a valid unit number

Description The unit’s description will be displayed

Job Code Enter a valid standard job for this unit or use the

list of values button to select a valid standard job.

Press TAB

Description The job code’s description will be displayed

Schedule Tab – Recurring

Interval based on MCC

The intervals for the PM to be performed from the

MCC are displayed.


MCC Section

Code The unit’s MCC code will be displayed

Description The MCC’s description will be displayed

First Time Criteria Section This is used to establish the starting point for

absolute jobs.

Earliest Date Enter the earliest date the standard job can be

completed

Primary Meter Enter starting usage for the primary meter

Secondary Meter Enter the starting usage for the secondary meter

Forecaster Tab ‐ Forecaster

Information Section

This information is copied from the MCC Standard

Job

View Forecaster Statistics This is a hyperlink to view the statistics used by the

Forecaster.


History Tab ‐ Readings This section is used to make corrections to insure

the Forecaster is predicting standard jobs

accurately.

Last Completion of Job – First

Meter

This is the odometer reading on the unit when this

PM service was completed

Last Completion of Job –

Second Meter

This is the odometer reading on the unit when this

PM service was completed

Date Completed This is the date the PM service was completed

LTD Fuel This is the life to date fuel quantity issued to the

unit

LTD Usage (First Meter) This is the life to date usage for the first meter

LTD Usage (Second Meter) This is the life to date usage for the second meter

Notes Enter any notes in this space


Subjobs Tab – MCC Included

Sub Jobs

This displays the MCC included jobs

Sub Job This displays the Sub Job

Description This displays the Description

Elimination % This displays the Elimination %

Reset Flag This displays the reset flag


Standard Job Delete

Standard jobs can be deleted using the Standard Job Delete Frame.

Job/MCC Section

Job Code Enter the standard job to be deleted

Description The description for the standard job is displayed

MCC Enter the MCC of the job to be deleted. Press TAB

Description The description for the MCC is displayed

Units Tab – Units Section The units that are assigned the Standard Job and

MCC are displayed

Sub Job Tab – Sub Job Section This Standard Job’s sub jobs are displayed


To delete the standard job

Click on the MCC Code The confirm Action Dialog Window Appears

Click on the Delete Button


Standard Job Technical Specification Estimates

STANDARD JOB TECHNICAL SPECIFICATION ESTIMATES is a screen in Fleet Focus™ M5 that

maintains and creates the standard labor and standard parts based on a job code and tech spec

number.

The screen allows you to view all standard jobs for a given technical specification and also

allows you to change the setting of an existing standard job. It can add proposed labor and

parts as standard labor and parts with the ability to create standard jobs “on the fly”.

When entering in a job code in the job code field, the tech spec field can be entered for a

specific tech spec or a wild card (%) can be entered. After clicking on the retrieve button, the

screen will load the Estimates for that job first. When clicking on one of the rows that load, the

below table will list the parts for that standard job.

The screen also has two fields that can pull up standard jobs and tech spec combo. The first

field is called “Show Jobs Performed At Least This Many Times”; the other field is called “Over

the Last This Many Months”. These two fields should be used together. If both of them are

filled with a positive number, then the screen will show existing and proposed labor and

proposed parts. If one of them is left blank, then the screen will only show the existing labor

and parts.

After the data is retrieved, the user can check to “add” proposed labor and parts as standard

ones to create the standard job technical specification record. The user can “add” by checking

the “Add” checkbox next to the standard job for the tech spec.

For proposed labor, Plan Hours will be filled in with Average Hours. Average hours are

calculated based on the user’s choice to calculate labor using either Average time or Median

time.


Selection Criteria Section

Job Code Enter the job code of the new standard job.

Tech Spec No Enter the tech spec of the units that should have

the above entered job. Wildcards can be used

here.

Show Jobs Performed at Least

this Many Times

This field should be used in conjunction with the

next field. Enter the number of times that M5

knows that this job has been done.

Over this Amount of Previous

Months

This field should be used in conjunction with the

next field. Enter the number of months in which

M5 should look to see if this job has been

performed.

Calculate Labor Using Click on the pull‐down to select either “Average

Time” or “Median Time”.

Estimates Section This section displays information about the

standard job

Code Legend:

SS: Can this job Span Shifts

CA: Ask to change association when completing

jobs

CB: Ask to change base units when completing

jobs

AJ: Add this job to all work orders


P?: This job has a parts list Y/N

N?: This job has notes.

Parts Section

Part Number The part number required for this standard job is

displayed

Description The part number description is displayed

Qty The quantity required for the part number is

displayed


Email Job Due Notices

The process will generate a list of work requests in an email based on the parameters listed

below. The PM notification system can be launched using the Interface Manager screen. The

purpose of this enhancement is to notify either the using department contact or the parking

location contact of PM’s or maintenance (standard job MCC’s) due for units they are

responsible for. This process can be scheduled to run on a regular basis.

Reason Code Only select work requests that contain the value of this

parameter. If left blank then all work requests are

included.

Notify Days

Only select work requests that are between tomorrow and

the number of days provided in this parameter. This

parameter cannot be left blank.

Maintenance Location Start & End: Only select work requests where the unit maintenance

location is between the start and end values of this

parameter. If only the "start" value is provided then the

process will only select work requests where the unit

maintenance location is greater than or equal to the start


parameter. If only the "end" value is provided then the


maintenance location is less than or equal to the end

parameter.

Using Department Start & End: Only select work requests where the unit using

department is between the start and end values of this

parameter. If only the "start" value is provided then the


using department is greater than or equal to the start

parameter. If only the "end" value is provided then the


using department is less than or equal to the end

parameter.

Parking Location Start & End: Only select work requests where the unit parking location

is between the start and end values of this parameter. If

only the "start" value is provided then the process will

only select work requests where the unit parking location

is greater than or equal to the start parameter. If only the

"end" value is provided then the process will only select

work requests where the unit parking location is less than

or equal to the end parameter.

Included Job:

Only select work requests where the work request

job is equal to either the main job or sub job in the

unit_inc table.

Email Source: The value must be either "D" for Using Department or "L"

for Parking Location. If the value is "D" then the result will

be grouped by using department and the using

department email address is used as the "to" address of

the email. If the value is "L" then the result will be

grouped by parking location and the parking location

email address is used as the "to" address of the email.

Include Overdue:

If this parameter value is "Y" then process results

will include not only the work requests that were


selected based on the Notify Days parameter but

also all over due work requests. If you have work

requests with many occurrences that were not

added to a work order then you may see the same

job listed more than once on the email.

HTML: Possible values are "Y" or "N". If the value is "Y" then

email is sent as an HTML document. If the value is "N"

then email is sent as plain text.

From Address:

This value represents what the user will see in the "From"

address of the email. You do not need to include the

domain (eg: assetworks.com) as that will be selected from

the M5_PARAMS table.

Subject: This value represents what the user will see in the

subject line of the email.

Header: This value represents what the user will see at the

beginning of the email message.

Body: This value represents what the user will see directly after

the Header value but before the list of work requests.

Footer: This value represents what the user will see after

the list of work requests.

Send Log To: This is the email address where the process status should

be sent. You must include the entire email address

including the domain.


The email will look like the following:


Test Suites

Test Suites have been designed to provide a structured way to capture and react to test results.

Tests are associated with standard jobs and work order jobs for capture of tests such as

emission inspections, wheel truing, or mandatory safety checks.

Tests are bundled into “suites”. For example, a tire tread inspection might consist of recording

the tread depth on each of six tires, and these six tests make up one suite. The suite is then

associated with as many tech specs as needed. If the test results indicate a failure, a work

request is automatically created for corrective action. The suite is then associated with as many

tech specs as needed. If the test results indicate a failure, a work request is automatically

created for corrective action.

It is now possible to have test suites where testing information is entered but does not lead to a

pass/fail condition by setting the “info only” flag on TEST SUITE MAINTENANCE. Examples of

tests like this would be weather and temperature.

Once the test suites are created, they then need to be tied to a standard job’s tech spec. This

could be a PM job or any other standard job that the tests would be associated with.

Once that standard job is on a WO, then the tests will display on the WO.

Another enhancement made to the Test Suites functionality is the ability to have “fault codes”.

These codes could be passed from an interface (such as a GPS system) to FleetFocus™ M5

indicating a potential problem on the vehicle such as the check engine light, excessive oil

consumption and so forth. The fault code would be defined on Test Suite Maintenance as the

entry label then the entry description would be the description of the fault code. A default fault

code can also be set. The fault code can be linked to a job corrective job code and reason so

that a work request can be created when the fault code test entry is made.

If the test entered fails and a work request is generated, the test suite results and status will

appear in the work request notes.


Test Suite Maintenance The TEST SUITE MAINTENANCE frame is used for creating and maintaining the suite of tests.

Test Suite Information Section

Test Suite Name The name of the Test Suite.

Enter a description of the test suite.

Enabled Check Box Click the box to enable or disable

Code Enter the job that should be done if the test fails.

Reason Enter the reason for the job.

Priority Enter the priority of the job.

Allow user to override Job

Code

If the user can change the job once it is on the

work order, then set this option to yes.

Test Information

Entry Seq This value will automatically populate once the

suite has been saved.

Entry Label Enter the label of the entry that the user will see

when entering the value.

Entry Description Enter the description of the entry label.

Entry Data type Click on the pull‐down to select if the entered

value should be either numeric, character or a Y/N

response from the user.

Minimum Value Enter the lowest value the user can enter before

the test will fail.


Maximum Value Enter the highest value the user can enter before

the test will fail.

Value Req Is the test value a required entry? If yes, then click

in the box.

Override Job If the user is able to change the job code, click in

this box.

Corrective Job Code Enter in the corrective job code. Each test

sequence, if it fails, the result can have a different

corrective job code.

Corrective Job Reason Enter the job reason that will display on the work

request.

Corrective Job Priority Enter the job priority that will display on the work

request.

Info Only Click on the Info Only box for a value to be

required, but no job code is required for it is only

capturing the result information.

Spawn Job

Fault Code Click on the Fault Code box for any fault codes to

come through. No minimum or maximum values

need to be entered.

Def Fault Code

Once the test suites are created, they then need to be tied to a standard job tech spec. This

could be a PM standard job or any other standard job that the tests would be associated with.

Once that standard job is on the work order, then the tests will display on the work order.

Work Order Main Test Entry

To view or enter test results, choose the icon if the work order with the standard job has a

test suite associated.


Each test suite has its own status ‐ either complete or incomplete when entered from the work

order. If test suite results are being sent via an interface (GPS for example) or entered directly

on the DIRECT TEST SUITE RESULT ENTRY screen, then the status will be set to complete.

To enter test suite results on WORK ORDER MAIN:

User will be warned to enter test results before completing the work order. The test results will NOT be printed on the work order. Dependent on whether the result is required entry or not. Just saving the results does not indicate the completion of the tests. All test values must be entered before the suite can be completed.

The suite of tests can be 'completed' by clicking the icon on the TEST SUITE RESULTS ENTRY screen.

Completed tests cannot be changed, only viewed. Once the suite has been completed, the result is updated as either pass or fail. Each test within the suite also has its own status as Rejected or Accepted with the job code

associated to it. The status of the test suite is then updated to Complete. If any of the tests fail and the test suite has been completed, a work request number is created and

displayed. Job code can only be changed if the 'job override' was selected. Once the work request displays, the user only needs to enter a job reason. The test results are displayed in the work requests notes.


Direct Entry of Tests without a Work Order There are many tests that could be done that are not linked to a work order. There is a screen

called DIRECT TEST SUITE RESULT ENTRY that allows users to enter results for such tests.

Test Suite Result Entry

Section

Location Select the location in which the tests are being performed.

This will default to the login location.

Test Date Enter the date the tests were taken. The current date and

time will default.

Unit pull‐down Select if the tests performed were made on a

unit/dept/comp.

Enter the unit number, department number or the

component number based on the value entered previously.

Meter Information Based on the MCC of the unit, enter any readings as

needed.

Test Suite Name Enter the name of the test suite that was performed.

Reference Number Enter a reference number, if needed.

Results Section

Value Enter the results in this field.

Est Costs Enter any estimated costs to perform the job if the test

fails.


Once the entries are saved, any work requests will be automatically generated if the test fails.

The test results will display in the work request notes.

Test History Query

The TEST HISTORY QUERY screen can be used to view past test suite entries. The query is not

limited to only one unit. A range of unit and test suites can be queried. The query screen offers

to query by unit, test suite name, tested label and date range. There is a drop down selection to

view only those tests that failed. There are hyperlinks to the work order (if the test suite was

entered from WO Main) and the work request generated if the test failed and generated the

work request.


Accident Entry

In the past our customers tracked accidents by job reason only with the ability to report on the

occurrence, frequency and cost of accident repairs. The Accident Module provides functionality

to track the specific details of an accident. Information such as driver name and details, specific

location of accident and accident cause are now captured using Accident Entry. A link can be

made to the accident entry and the work order. Estimates from vendors can also be entered

along with which vendor was awarded the estimated repair.

The accident entry screen is used to create the accident details for a single unit. The screen has

sections pertaining to the following accident details:

Unit, Driver, Insurance and Trip Information

Accident Location, Police, Victim/Witness Information, Weather Conditions, Driver Condition

Unit Damage – ties into Work Order Main

Vendor Estimate

The accident entry has many options for notes as follows:

Accident notes – accessible thru main note icon on top of page

Accident description hyperlink

Damage Note hyperlink

Convert the Accident into a Work Request


Accident Information Section

Accident Enter the accident number or press the Add

Accident button to create a new accident number

Entry Date Enter the date of the accident

Unit Enter the unit involved in the accident

Alternate Unit No. Enter the alternate unit no

Hyperlink Use the More Unit Information hyperlink to see

additional information about the unit.

Unit Information Tab

VIN The unit’s VIN number will display

Using Dept. The using department will display

License No. The unit’s license number will display

License State The unit’s licensed state will display

Operator Employee ID If System Flag 2010 is set to Y the operator must be

a valid employee. If it is set to N, then the


operator employee id is not validated.

Name If System Flag 2010 is set to Y the operator’s name

will display. If it is set to N, then the operator

name is not validated.

Operator Dept If System Flag 2010 is set to Y the operator’s

department will display.

Driver Section

Driver’s License Enter the driver’s license number

Country Enter the driver’s country or use the LOV to select

the country.

State Enter the driver’s state or use the LOV to select the

state.

Phone Enter the drivers’ phone number

Email Enter the driver’s email address

Supervisor Enter the driver’s supervisor.

Insurance Section

Company Enter the name of the insurance company

Policy No. Enter the policy number

Expire Date Enter the expiry date of the policy

Contact Phone Enter the phone number of the contact at the

insurance company.

Trip Question Section Check all boxes that apply to the accident.

Trip Section

Trip Orig. Enter the originating location of the trip

Destination Enter the driver’s destination

Start Time Enter the start time of the trip

Purpose Enter the purpose of the trip.


Accident Detail Tab

Location Section

Date Enter the date of the accident

Address Enter the address of the accident

City Enter the city of the accident

Country Enter the country of the accident or use the LOV to

select a country

State/Zip Code Enter the state of the accident or use the LOV to

select a state. Enter the zip code.

Type Use the LOV to select a type of accident

Cause Use the LOV to select the cause of the accident

Accident Description Hyperlink Use the hyperlink to add addition notes about the

accident.

Condition Section

Weather Condition Enter the weather condition

Road Condition Enter the road condition

Visibility Enter the visibility

Checkboxes Check the boxes that apply

Police Information Section


Report No. Enter the police report number

Police Report Checkbox Click the box if this was reported to the police

Department Enter the police department

Officer Name Enter the officer’s name

Address Enter the address of the police department

City Enter the city of the police department

State/Zip Code Enter the state of the police department or use the

LOV to select a valid state. Enter the zip code

Country Enter the country of the police department or use

the LOV to select a valid country.

Drug Checkbox Click the checkbox if this was drug related

Sobriety Test Use the pull down menu to select pass or fail

Date Cleared Enter the date the driver was cleared.

Victim/Witness Information

Name Enter the victim/witness name

Country Enter the victim/witness country or use the LOV to

select a valid country

Address 1 Enter the victim/witness address 1

Address 2 Enter the victim/witness address 2

City Enter the victim/witness city

State Enter the victim/witness state or use the LOV to

select a valid state.

Zip Enter the victim/witness zip code

Phone Enter the victim/witness phone number

Victim Click the Victim checkbox if this is a victim

Witness Click the Witness checkbox if this is a witness

Note Enter any notes

Continue to add as many

witnesses and victims as

required


Once the accident entry is made, the accident number (which is a system generated number)

can be associated to the work order 2 ways. The work order number and job can be added to

the unit damage tab, work order information section of the accident entry screen or the

accident number can be added directly to the job on work order main.

A new column called accident number has been added to the job tab on Work Order Main to

allow the entry of the accident number. As actual charges are being accrued to the accident job

on the Work order, those costs will be displayed in the work order information section of the

Accident Entry screen.

Unit Damage Tab

Insurance Claim Section

Claim No Enter the insurance claim number

Status Use the pull down menu and select pending,

claimed, or unclaimed

Estimate Repair Enter estimated cost to repair

Other Party Actual Enter the other party actual costs

Write Off Use the pull down menu to select write‐off or buy

back

Buy Back Amount Enter the buyback amount


Subrogation Amount Enter the subrogation amount

Damage Note Hyperlink Use the hyperlink to add information about the

damage.

Work Order Section

Work Order Enter the work order number for the repair of the

accident

Location The location where the repair is being made will

display

Status The status of the work order will display

Job The job associated with the accident will display

Labor Cost The labor costs will display as charges are made

Part Cost The part costs will display as charges are made.

Comm Cost The commercial costs will display as charges are

made

Total Cost The system will calculate the total of the job

A new column called accident number has been added to the job tab on Work Order Main to

allow the entry of the accident number. As actual charges are being accrued to the accident job

on the Work order, those costs will be displayed in the work order information section of the

Accident Entry screen.


If the user wants to track the estimates as given by vendors for the accident repairs, the

estimates can be entered on the vendor estimate tab on the Accident Entry screen. The

estimate for each vendor can be attached to each estimate if needed. Once the vendor has

been awarded the repair, the award flag can be selected.

Vendor Estimate Tab

Vendor Estimate Section

Vendor Enter the vendor number or use the LOV to select

one

Ref No Enter a reference number

Estimate Enter the estimate date

Labor Hours Enter the estimated labor hours

Labor Cost Enter the estimated labor costs

Part Cost Enter the estimated part cost

Comm Cost Enter the estimated commercial costs

Misc Cost Enter the estimated miscellaneous costs

Tax Enter the estimated taxes

Total The system will calculate the total

Attachment Attach a copy of the estimate if required

Award Click the award box if the vendor has been

awarded the repair


Continue to add as many

estimates as required.

If the user would like to go ahead and generate a work request, then click on the <Work

Requests> tab. Click on the Make This Accident Into a Work Request hyperlink.


A content‐2 window will display WORK REQUEST MAIN with the unit number already displayed.

Once the Work Request has been saved, the WR number will now display on ACCIDENT ENTRY

as a hyperlink.

Files such as pictures of the accident can be attached directly to the accident on the Accident

Entry screen. Use the Paper Clip icon at the top of the screen.


To get a paper copy of exactly what was entered on this frame, click on the <Printer> icon at

the top of the frame.


Tracking Warranty Claims This frame is used to process warranty claims as well as claims for cores. The claim can be

printed as well as emailed to the vendor.

Claim Information Section

Vendor Number The vendor the claim is being sent to.

Claim Number This is a user defined number to identify the claim.

If this is a new claim, simply click on the <New Claim

No> button. System Flag 5093 determines if the


claim number will be automatically generated.

Unit No. The unit number of the entered work order will

display.

Work Order Number The work order number used to generate the claim.

This must be a closed WO.

Claim Status The status of the claim as it is currently. The claim

undergoes several statuses before it is completed.

RMA Enter the return material authorization number and

may be used for any part returns necessary as part

of the warranty claim with the vendor.

Process Emp Enter the employee ID of the person creating the

warranty claim. System Flag 5098 determines if this

is required.

Category Allows for user defined warranty categories for

reporting purposes. A LOV will display the valid

categories which have been created on the

Warranty Category Definition frame.

Denied Reason Enter valid denied reason.

Cancel Reason Enter valid cancel reason.

Jobs Section

Jobs The jobs on the work order will be listed. Each

charge to the jobs will be displayed. The jobs must

be checked in the claimed column in order to be

part of the claim.

Claimed The checkbox appears if a value is entered in one of

the amount fields

Job Displays the job from the work order

Reason Displays the job visit reason

Claim Type Indicates type of claim – N – None; P – Partial; F –

Full

Charge Type The charges are displayed as:

ILAB – Internal labor charges

IPAR – Internal part charges

CLAB – Commercial labor


CPAR – Commercial parts

CMIS – Commercial misc. charges

CTAX – Commercial tax

Summary Total Costs Displays total from work order for job

Summary Claim Amount Enter the claim amount during negotiations

Summary Agreed Amount Enter the agreed amount after authorized

Summary Saved Cost Enter the saved costs if applicable

War Notes Review the warranty or add additional notes.

Status and Dates Section

Status and Dates After the claim has been negotiated it should be

invoiced which will credit the work order for the

agreed amount. Denied allow for tracking of denied

claims.

Built The status and date will default to "Built" and the

current date when the claim is first created.

Negotiate When the claim is in the negotiating phase with the

vendor, the status should be changed to Negotiate.

Authorize When the claim has been authorized, the status

should be changed to Authorized.

Cancel When the claim has been canceled internally.

Denied Denied allow for tracking of denied claims.

Invoice After the claim has been authorized, it should be

invoiced which will credit the work order for the

agreed amount.

Notes Section

Negotiate Notes Free form notes field to enter notes related to the

negotiation process.

Authorized Notes Free form notes field to enter notes related to the

authorization process.

Cancel Notes Free form notes field to enter notes related to

cancellation

Denied Note Free form notes field to enter notes related to the

claim being denied.


The Warranty Claim Manager screen allows the user to email the warranty invoice report (as

defined in report options) directly to the vendor to which the claim was created. The ability to

email a warranty claim invoice report to the default vendor email address or to a specified

email address has been added. A new content2 frame will display when the print button is

clicked from Warranty Claim Manager. The default option will be print only. Other valid

options are email only or print and email. The user can print by simply clicking the content2

window `X` or clicking the save button in the button bar.


Print Part Tags

In order to track parts removed from units that are either under warranty or contain a core and

must be sent back to the vendor, a parts tag can now be printed from Work Order Main using a

new icon. An icon has been added to the navigation bar that will allow the printing of part tags

for selected rows in the part tab I‐frame. A new column in the part tab I‐frame will

automatically be selected for those parts being replaced that are under warranty. If users want

to print a part tag for any other reason, then they must select the print tag check box on the

part row then click the part tag print icon on the navigation bar.

The part tag is designed with output as large font to be printed from regular printers on 8 1/2 X

11 size paper then taped to the part. The data

on the part tag is listed as follows:

Unit Number

Year

WO Number

Open Date

Issue Date

Quantity

Part Number

Part Description

Days*


Mass Warranty Cancellation

The Mass Warranty cancellation frame will allow a user, granted with the correct database user

privilege, the ability to cancel many different jobs on different work orders using a range of

filter criteria.

The user can either select individual cancellation reasons per job or select one cancellation

reason for all jobs.

If the user enters a cancellation reason above the table field area, a confirmation dialog frame

will display.


Shop Planning

Shop Planning is a method used to calculate available, planned and unplanned hours to

perform tasks. The output is shown with graphical representations of the data that is user

friendly. The Shop Planning Calendar is the “portal” to the shop planning information (shown

on the right). Days where more planned work is scheduled than planned hours available will be

red. Days where scheduled work is less than planned hours will be green. The hours are

hyperlinked to another page showing 4 graphs (shown below). Each graph can be clicked to

“drill down” to see the detailed data such as plan resource information, plan schedule

information, shop planning adjustment and parts availability for the scheduled jobs.

Shop Planning is based on employee shifts vs. jobs with estimated labor hours that exist on

open work orders and work requests. Shop Planning shows time planned/unplanned from now

into the future only – it never goes into the past.

The benefits of shop planning are to assist in determining resource availability to “load balance”

shop schedules. Shop planning will help management answer questions such as: Are staffing

levels where they should be? Is there enough work to keep Technicians busy during each shift?

Is enough time allotted to handle “unplanned” or drive‐up work? Are the standard parts

available to perform the work necessary?

The jobs that are used in shop planning include work requests and jobs on work orders. For

Work Requests, shop planning uses estimated hours and due date as the source. The Preferred


Shift can be entered on WORK REQUEST MAIN or if no preferred shift is entered, it will default

to “1”. Jobs on work orders will also use the estimated hours and preferred shift.

Shop Planning Terminology Please review each term before configuration of Shop planning,

Available Hours – Direct hours during an employee shift available to work

Planned Hours– Number of estimated hours for work that needs to be done

Unplanned Hours– Breakdowns, road‐calls, drop‐ins

Resource Hours – Total hours for all employees based on planned and unplanned hours

Remaining Hours – The number of hours left for planned work

Shift – Actual amount of time the employee works

Shift Type – Breaks the work day into segments such as Day Shift, Swing Shift and Graveyard

shift. The shift type is assigned to a shift on shift maintenance.

Planned Schedule – Is applied to the shift code and determines the amount of planned and

unplanned time by percentage.

Create the Shift Types The SHIFT TYPES breaks down the work day into segments or groups. A SHIFT TYPE is assigned

to the shift on the Shift Maintenance page. It is possible for many shifts to belong to the same

SHIFT TYPE. For example, you may have many “day shifts” where technicians can begin work at

varying times. Each of those shifts may belong to the same shop planning schedule called “day

shift”.


Schedule Shift Enter a one‐digit code for the shift.

Description Enter the description of the shift type.

Add the Shift Type to the Shift on Shift Maintenance In order for a shift to be included in shop planning, it must have a shift type assigned to it.

Assign the shift type as appropriate to the shift.

Create Shop Planning Schedule for Each Location

The Shop Planning Schedule screen has been changed to list, in addition to the planned

percentage, a standard number of labor hours for each schedule shift at each location for each

day of the week. A number is required here because the normal shifts assigned to a schedule

shift may vary somewhat in their length (some shifts may be an hour short on Fridays, some

may be 8.5 hours one week and 8.0 hours the next). For planning purposes a standard length

needs to be defined because in order to say that a work request is too long for a shift, “too

long” must be compared against a generic length of the shift and not the working time for any


particular employee. This number would probably be the typical working time for a typical

employee working that schedule shift less typical indirect time such as might be necessary

when starting or ending the shift or handing off work.

Location Information Section

Location Enter the location for the schedule to

be entered.

Percentage of Time to be Planned Per

Day

Schedule Enter the shift schedule that the

percentage of hours will be applied to.

Mon% – Sun% Enter the percentage of direct time that

the shop hopes to maintain.

Mon Hrs – Sun Hrs Enter the number of direct hours that

the shop hopes to maintain.

Ability to Assign Work by Resource Type

M5 has been modified to incorporate the existing shop planning resources code into additional

functions within the application. The values in this table are intended to represent the skill

classification of a resource. It is important to note that an employee can have multiple Shop


Planning Resource codes which are user‐defined codes that can be associated with the

following standard structures in M5:

1. Employees 2. Employee Training Courses 3. Standard Job Technical Specification 4. Work Requests

A new system flag was added 5233 – “5233: Assignment of Employee by Resource Type?

(E/N/W). E‐ Error, N ‐ No change, W‐ Warn” to control the assignment of an employee

incorporating the resource type field whether the assignment was at the individual employee

or employee group level. The behavior of the flag values is as follows:

“N” ‐ No change in the current processing

“E” ‐ If the job that the employee is being assigned to has a resource type defined, the employee

must have the same resource type defined and not expired.

“W” ‐ If the job that the employee is being assigned to has a resource type defined, provide a

warning if the employee does not have the same resource type or if the resource type for the

employee is expired.

This edit is also enforced during the real‐time labor capture process through both the

Touchscreen process and the Labor Wedge functionality. Specifically, if an employee attempts

to sign onto a job that has a resource type(s) defined, the processing will evaluate the value of

the new system flag and process accordingly.

This module flag is NOT enforced within any after‐the‐fact labor entry process such as Labor

Time Card where by definition, the actual work has already occurred and the entry of the labor

information is in an after‐the‐fact mode.

Multiple resource types can be assigned to an employee as well as to a job.


Shop Planning Functionality

Shop Planning Calendar

The SHOP PLANNING CALENDAR has been enhanced to allow the user to view one location or a

location group. To select a location group, simply click on the pull down in the Location Group

field.

Once the SHOP PLANNING CALENDAR frame has the results displayed, the user can right mouse

click over the scheduled hours in a day which will show a drop down box with work

request/work order details. The work request and work order numbers display as a hyperlink

which will take the user to WORK REQUEST MAIN or WORK ORDER MAIN. If the user hovers

over the numbers, the unit number and job will display. There are columns for occurrence,

location, estimated hours, priority and due date. Pay special attention to the green back and

next words on the drop down box as the information will only show 5 rows at a time.


There is a view part information link that when clicked will take the user to THE PART

SCHEDULE INFORMATION screen. It shows pending parts needed for work requests/work

orders with details including: qty available, qty on‐order, qty in‐transit, lead time and qty

needed. All of these are hyperlinked to show drop boxes for PO/transfer ticket details. The qty

needed will be red if there is not enough qty on hand to perform the job. The qty will be green

if there is enough qty on hand. Both of these are hyperlinks that will show a drop down box

with the work order or work request number. Click the <return to calendar> button at the

lower left corner to go back to the SHOP PLANNING CALENDAR page.

This frame can be accessed from either the PLAN SCHEDULE or the PLAN ADJUSTMENT frames.


Shop Planning Detail

When the user clicks the scheduled time hyperlink on the SHOP PLANNING CALENDAR, the

SHOP PLANNING DETAILS page will display. SHOP PLANNING DETAIL shows 4 charts:

Number of Scheduled Hours vs. Resource Hours

Percentage of planned work per Schedule Shift

Work Order Hours vs. Work Request Hours

Number of Scheduled Hours vs. Resource Hours by Day for one week in advance

Plan Detail Information

If the user double clicks the pie graph image which is the percentage of planned work per

schedule shift, the PLAN SCHEDULE INFORMATION screen will display. It shows the number of

resource hours and scheduled hours by shop schedule. The user can change the estimated

hours for any job shown on this screen. There are hyperlinks for Unit which goes to UNIT MAIN

and Job which goes to WORK ORDER MAIN.


The resource hours hyperlink goes to the PLAN RESOURCE INFORMATION screen and displays

all the employees for the given scheduled shift. There are columns that show available hours

(comes from the employee shift), additional hours and total hours. The additional hours can be

modified to allow more time in the schedule for work to be done. The employee hyperlink goes

to EMPLOYEE MAIN.

Shop Planning Adjustment

The SHOP PLANNING ADJUSTMENT screen is used to adjust the due date on a job as well as

change the estimated hours. This is helpful if the schedule is overloaded with too much work,

giving the user the ability to change the date on the job to another day. It is accessed by clicking

the work order hours image on the SHOP PLANNING DETAIL screen. It has the ability to edit the


schedule, due date and estimated labor hour information for a work request and/or job on a

work order. If there are standard parts on the job row, it will show a hyperlink, View Parts, in

the part information column.

The user can then view the parts by clicking on the hyperlink, which will then take them to the

PART SCHEDULE INFORMATION frame.


Queries

Work Request Incident Query This query is used to display work request Incidents. Single or combination of selection fields

can be used. Hyperlink to work request incident, work request or work order if applicable.


Unit No. Enter the unit to show only those Incidents

User Dept Enter the using department to show all incidents

for units assigned to a specific using department.

Owner Dept Enter the owning department to view incidents for

units with a particular department.

MCC Enter a MCC code to view units with incidents for a

specific MCC.

Tech Spec Enter the tech spec number to view only those

unit’s incidents.

Parking Location Enter to display incidents by units parking location


Maintenance Location Enter to maintenance location to list incidents by

unit’s maintenance location.

Reported By

Incident No. Enter the incident number you are looking for.

Current Location Enter the current location based on what is used in

UNIT MAIN.

Incident Open date range Start and End dates for search. This will default in

back one month.

Query results section IFrame will display results of query, with hyperlinks

to the Work request Incident work request or work

order.

Work Request Query This query is used to display work requests. A single or any combination of fields can be used in Work Request Query. There are hyperlinks to work request main or to work order main located in the Unit column. Can also mass delete work requests from here if the user has the privilege to do so. Work requests generated from a campaign cannot be mass deleted. The mass delete function will only delete those work requests that are older than the amount of days specified on the new system flag 5167 – “# of Days Back for Mass Delete Work Requests”.

Utilize the More/Less toggle hyperlink to maximize or minimize the select filter options.



Location/Location Group Enter the location or location group to narrow the

query searching for work requests at a specific

location

Unit/Dept/Comp Enter the unit, department or component number

to show only those work requests

User Dept Enter the using department to show all work

requests for units assigned to a specific using

department. This option is useful for preventative

maintenance jobs being forecasted.

Owner Dept Enter the owning department to view work

requests for units with a particular department.

MCC Enter a MCC code to view units with work requests

with a specific MCC.


unit’s work requests.

Work Req No. Enter the work request number to view it.

Resource Type Jobs assigned to a specific resource type.

Accident No Enter the accident number to view any work

requests attached to that number.

Show Only Next Occurrence Click to show just next scheduled work request

Job Code The job code can be entered so only work requests

with that job code will be shown.

System Code Enter the System code to view only work requests

that have that system code. Very useful in seeing

all brake jobs or transmission jobs for example.

Job Reason Enter the job reason to view only those work

requests with a certain reason. The job reason such

a PM is useful here so that only PM jobs will be

shown.

Shift Enter the shift code to view work requests

belonging to a particular shift.

Campaign The campaign number can be entered to view all

work requests generated by a specific campaign.


Priority The priority number is assigned to the work

request automatically and it can be changed by the

user during the work request process.

Due Within/Due Between The default setting here is controlled by a system

flag based on the Due Within filter option. Every

work request will have a due date and the amount

of days due within can be changed. If using the

Due Between filter option, the user may enter a

range of dates to search for work requests due

within a specific time period

Work Order The drop down box for these choices is related to

whether or not the work request has been

assigned to a Work Order.

Employee The drop down box for these choices is related to

the job assignment module.

Current Location Enter the current location of the units you wish to

view work requests for. Current location is found

in UNIT MAIN.

Vendor No Only the work requests that have the entered

vendor here will display.

Query Results Section The results are displayed in this section


Work Order Display/Query This query is used to display work orders. A single or any combination of fields can be used in

Work Order Display/Query. The Work Order Hyperlink will take you to WORK ORDER MAIN.


Unit/Dept/Comp Enter the unit, department or component number to

show only those work requests

MCC Enter a MCC code to view units with work requests with

a specific MCC.

Tech Spec Enter the tech spec number to view only those unit’s

work requests.

Location/Location

Group/Login Location

Enter the location or location group to narrow the query

searching for work orders at a specific location

Dept/Track ID Customer specific

Job Code/Partial Job Code The job code can be entered so only work orders with

that job code will be shown.

Job Reason Enter the job reason to view only those work orders

with a certain reason. The job reason such a PM is useful


here so that only PM jobs will be shown.

System code Enter the System code to view only work requests that

have that system code. Very useful in seeing all brake

jobs or transmission jobs for example.

Requisition No Allow for search for Department WO by requisition

number

Source Allows for search based on Source code

Symptom Allows for search based on Symptom code

Statuses Select as status – open, completed closed if desired

Resource Type Search for work orders by resource type.

Start Enter the starting work order open date to start to

search

End Enter the ending work order open date to end the

search.

Query Results Section The results of the query are displayed here

Work Order Commercial Charge Query

This screen shows all commercial repairs that were captured either by WORK ORDER MAIN or

the COMMERCIAL WORK ORDER.


Selection Criteria

Section

Unit/Dept/Comp Enter the unit, department or component number to show

only those commercial repairs.

MCC Enter a MCC code to view units with commercial repairs



commercial repairs.

Job Code The job code can be entered so only commercial repairs

with that job code will be shown.

Job Reason Enter the job reason to view only those commercial repairs

with a certain reason. The job reason for a PM is useful here

so that only PM jobs will be shown.

System code Enter the System code to view only special repairs that have

that system code. Very useful in seeing all brake jobs or

transmission jobs for example.

PO Number Enter the PO number that pertains to the commercial

repairs with that PO number.

Location Enter the location to narrow the query searching for

commercial repairs at a specific location

Position Code Enter the position code that pertains to any commercial

repairs you wish to view.

Statuses Select as status – open, completed closed if desired

Start Enter the starting work order open date to start to search

End Enter the ending work order open date to end the search.



Work Order Labor Charge Query

This screen will show what labor has been who worked on what jobs and for how long. By

double‐clicking on a particular row, you can view the work order.


Unit/Dept/Comp Enter the unit, department, or component or number to

show any labor performed.

MCC Enter a MCC code to view units with labor charges with

a specific MCC.


labor charges.

Job Code The job code can be entered so only labor with that job

code will be shown.

System code Enter the System code to view only labor against that

system code. Very useful in seeing all brake jobs or

transmission jobs for example.

Location Enter the location to narrow the query searching for

labor performed at a specific location

Position Code Enter the position code that pertains to any labor


performed at that position.

Start Date Enter the starting work order open date to start to

search

End Date Enter the ending work order open date to end the

search.


Part Charge Query

This screen will show any parts that have ever been issued to a particular unit. The work order

number, job, part number, quantity and cost will display. By double‐clicking on a row, further

information such as vendor, PO number, invoice number and more will display.


Unit/Dept/Comp/Work Order Enter the unit, department, component or work

order number to show parts that have been issued.

MCC Enter a MCC code to view units with part charges



unit’s parts.


Job Code The job code can be entered so only parts with


System code Enter the System code to view only parts that have

been issued to that system code. Very useful in

seeing all brake jobs or transmission jobs for

example.

Vendor Enter the vendor number that pertains to any parts

that have been issued by that vendor.

Location Enter the location to narrow the query searching

for parts issued at a specific location

Position Code Enter the position code that pertains to any parts

issued to that position you wish to view.


search


search.

Invoice Search by invoice number to see any parts issued

to that invoice number.

PO Search to see what parts have been issued to a

specific PO number.



Work Order Management

This screen shows all work orders summing total estimated time, charged hours and remaining

hours. Estimated due date and actual due dates are shown. This query screen is by WO,

whereas, WO Query shows each individual job.







unit’s parts.

Asset Class Enter an asset class

Location Enter the location to narrow the query searching


Employee Enter an employee number


Group Enter an employee group

Type Select all jobs or those assigned



Job Reason Enter a job reason




example.

Parking Space Enter a parking space

Current Location Enter a location that the unit may be in. This is not

a validated field.

Work Order Open Date Range Enter the location to narrow the query searching


Use pull down to select Open, due, or etc. (Estimate Time Completed)


search


search.

Status Select open, completed, closed



Employee Work Assignments

This query not only shows who has been assigned to what jobs, but the user can also assign

jobs from here and/or assign resources.







unit’s parts.

Asset Class Enter an asset class

WO/WR Location Enter the location to narrow the query searching


Job Location Enter a job location

Employee Enter an employee number

Group Enter an employee group

Current Location Enter a current location

Type Select all jobs or those assigned




Job Reason Enter a job reason




example.

Parking Space Enter a parking space

Priority Enter the priority assigned to the job

Resource Type Enter a resource type already assigned to a job

Work Order Open Date Range Enter the location to narrow the query searching


Use pull down to select Open, due, or etc.


search


search.

Status Select work request, open, completed, closed



Standard Jobs Display This query is used to display the standard jobs created in M5 by job, MCC, and tech spec.

Find Job Parameters

Unit/Dept/Comp

Select On either a MCC or Tech, On a MCC, on a

Tech Spec, on both a MCC and Tech Spec


MCC Query

This is a great display to show all the standard jobs assigned to a MCC and the units, components, and departments assigned to that MCC.

MCC Code Enter the MCC whose standard jobs you wish to

display


Preferred Vender

The preferred vender allows for adding service codes to valid M5 vendors. Also allow searching

of venders by vendor service code. Priority and a user defined qualifier can be established.

Work order Preferred Vendor Search

Work order preferred vendor search allow user to find valid vendors for specific service codes.

Enter as many filters as needed to limit results.


Work Flow Management System Flags FleetFocusTM M5 uses system flags to control how your organization wants to manage

equipment. There are default settings for each flag established when the system is released

and there are the user settings that your key user group has chosen for each flag. Some

settings may match the default, others will not. There may be additional system flags related to

assets as enhancements are made to M5. The following flags are related to work flow

management.

Flag Description 1035 # Of Days Back For Standard Job Query

On the Standard Job Query screen, show jobs this number of days back. For example, if

set to 30, jobs opened within the last 30 days will be shown.

1036 # Of Days Forward For Work Requests?

The number of Days Forward For Work Requests flag lets you specify the default

number of search days to search forward for work requests. The field must be blank or

in the date format "n days".

1053 Meter rollover limit %. This module flag is used to determine if a potential primary

meter rollover is valid. If the usage being added by a meter rollover exceeds the

maximum expected usage, as determined by the MCC of the unit, by more than the

percentage denoted by this flag, this meter update will be rejected. For example, if the

usage from this meter rollover = 1150 miles and the maximum expected usage, based

on the MCC is 1000 miles and this flag is set to 10, the entry is rejected since 1150 miles

is greater than 1100 miles (1000 + (.1 * 1000)

1059 System wide or Location Range of Work Order Numbers?

If set to "S", work orders are based on a system wide numbering sequence. If set to "L",

work orders are based on a user‐defined location range of numbers as established on

the maintenance tab of the Location Main frame.


1062 Use Facility Work orders?

The purpose of the Facility work orders flag is to allow multiple cost centers (facilities) at

one location. For example, one location may have a body shop facility, a tune‐up

facility, a tire maintenance facility, a paint shop facility, and so on. Facility work orders

flag is set to ‘Y’, the various jobs (performed at different facilities) can be on one work

order. If the flag is set to ‘N’ each job that is performed at a different facility must have

its own work order.

1074 Secondary meter rollover limit %. This module flag is used to determine if a potential

secondary meter rollover is valid. If the usage being added by a meter rollover exceeds

the maximum expected usage, as determined by the MCC of the unit, by more than the

percentage denoted by this flag, this meter update will be rejected. For example, if the

usage from this meter rollover = 1150 miles and the maximum expected usage, based

on the MCC is 1000 miles and this flag is set to 10, the entry is rejected since 1150 miles

is greater than 1100 miles (1000 + (.1 * 1000)

1172 Use special work order fees?

If set to “Y”, before completing a work order on the Work Order Main frame, you are

prompted to change all, some or none of a work order job statuses to “DON”.

1177 Default remote‐labor visit‐reason?

The Default remote‐labor visit‐reason? Decides what will be the default visit reason for

the handheld when opening a work order.

1180 Base forecasts on in‐service date?

If the Base forecasts on in‐service date? Flag is set to "Y", the system will use a unit in‐

service date, rather than its acquisition date, as the basis for establishing work requests.

Additionally, if the flag is set to No, the forecasting beginning date is set for a unit on

the unit level, and that beginning date will be the first date of when the job will be

performed.

1200 Add new job to Labor Wedge

If set to "Y", then specially authorized employees can add new jobs to work orders "on‐

the‐fly" in Labor Wedge.

1212 Time before WO open for labor charges?


Labor Time before WO open for labor charges? Flag allows the user to set the number

of days prior to the open date that labor can be entered and charged to the WO. This

allows for back‐dating of labor. The default is "0"

1218 Include components in job forecasting?

The Include Components in Job Forecasting flag allows the forecaster program to

include components when preparing reports. Set the flag to "Y" for this option as the

default is "N".

1221 Add included sub job notes and parts to Work Order? (Y/N)

This flag will add the standard job included job notes and part lists to the work order job

notes.

1312 Use "O"wning or "U"sing department to figure markups?

Markups and labor rates can be calculated based on a unit's department. This flag

determines whether to use the owning or using department at the time of the

transaction (or, if module flag 5130 is "Y", the work order open date.

1322 Automatically generates Warranty Claims on Closed Work Orders? (Y/N/Prompt)

This flag determines if the warranty claim frame is to be called to immediately generate

a warranty claim when closing a work order with jobs to be claimed for.

1343 Allow issue of Non‐Stocked Parts from Work Order Main?

Allow issue of non‐stock parts from Work Order Main? If set to "N", non‐stock parts

cannot be issued from the Work Order Main Parts tab.

2001 Consider a job done at acq/inservice/first date when forecasting?

Work Flow The Consider a job done at acq/in service/ first date when forecasting flag

means that the last completed date can be posted from the acquisition date or the in‐

service date for forecasting standard jobs. The default for this is "Y"

2040 Prompt for Operational Status from Work Order Process.

If N, the user will be returned to the work order main frame displaying the current work

order. If Y, the availability unit status frame will appear, allowing the user to view the

current status of the unit and/or update the status. This operates per work order, not

per job.


2051 Forecaster – minimum # of days since meter/fuel activity?

If this numeric module flag is set to 0, the forecaster behaves as it always has. If set to

a number greater than zero, then the forecaster will not attempt to forecast, i.e.,

speculate as to the units future usage or fuel, for units that have not had meter readings

or fuelings within the indicated time frame. Instead, M4 will look only at the actual

reading(s) currently on the unit and determine if, based on the reading when the job

was last performed, if the job is due again. If the flag is set to the value of 9999, then no

forecasting is done for any unit. Only actual and current usage(s) are used to determine

if a job is due now. This flag is especially useful for those customers who have units with

erratic meter readings.

2061 Schedule events (Forecaster) to skip certain dates (0,1,2,3)

Set this to 0 to skip none, 1 to skip weekends, 2 to skip holidays, 3 to skip weekends and

holidays when setting the due dates on forecasted work requests.

2064 Meter 1 must advance before WO completion

This flag can have 3 possible values (IGNORE, WARN and ERROR). If set to IGNORE then

no message will appear on the work order when a completion date is entered and the

meter 1 value was not changed. If set to WARN then a warning message will appear on

the screen when attempting to complete a work order and the meter 1 value was not

changed. If set to ERROR then an error will occur when attempting to complete a work

order and the meter 1 value was not changed.

2065 Meter 2 must advance before WO completion?

This flag can have 3 possible values (IGNORE, WARN and ERROR). If set to IGNORE then

no message will appear on the work order when a completion date is entered and the

meter 2 value was not changed. If set to WARN then a warning message will appear on

the screen when attempting to complete a work order and the meter 2 value was not

changed. If set to ERROR then an error will occur when attempting to complete a work

order and the meter 2 value was not changed.

2071 Add included job and estimated costs to parent job?

The "Add included job hours and estimated costs to parent job" flag allows the user to

include all hours and estimated costs on "lesser" jobs i.e., oil changes, etc., when

preparing the work order/work request for a parent job. The default for this flag is "N".

If the hours and estimated costs are cumulative, select "Y".


2076 Require authorization for potential bad meter overrides?

This module flag determines if this installation will require a user authorization to accept

out of range meter readings. If set to Y and this meter entry is out of range, based on

MCC maximum usage, the user must be authorized to enter out of range meter entries.

2095 Disallow meter changes when closing work orders?

This flag will determine if users are allowed to enter a meter value while closing a work

order. It will also stop users from entering a meter on a work order that was previously

closed.

2104 Rule for defaulting completion date when completing a work order.

This module flag determines what the default completion date will be when completing

work orders. 1 = the most recently job completion date. 2 = the most recent labor

charge date; if no labor has been charged, then the most recently job completion date.

3 = the current date. 4 = user defined date.

2105 Show current meter information on the work order?

This flag determines if the current meter information (from unit main) is shown on the

work order. If this flag is set to Y then a tool tip will appear when hovering over the

meter 1 and meter 2 input fields on the work order screen. The tool tip will contain the

most up‐to‐date meter information for the selected unit.

2114 Exclude company holidays from downtime?

When this flag is set to "Y", downtime calculation will exclude any time that falls within

the calendar day of the holiday.

2159 Days to look back in meter journal for usage forecasting?

If this is blank or zero, the last three periods in the unit history table are used to

calculate average‐use‐per‐day for the forecaster. Otherwise, the forecaster looks this

many days back from the most recent meter reading, subtracts the usage reading just

before that from the most recent reading, and divides that number by the number of

days between. This flag defaults to blank (or zero) so that the forecaster behaves the

same as prior to the introduction of this flag. A good figure to set the flag to is "90".

Flag 5269 does the same thing for fuel forecasting.


2168 Allow duplicate vendor invoice numbers (Y/N)?

By setting this flag to "Y", M5 will allow the reuse of a vendor and invoice number

combination from the direct invoice frame.

5008 Use Run / Symptom / Block on Incidents

This flag to Yes will cause 3 new fields to display on the incident screen (Symptom, Run,

Block).

5015 Use Failure code On WO?

If this flag is set to Yes, then the Part Failure field will be displayed on the Part Issue

tab of the Work Order frame.

5016 Use Position code on WO (N‐no, Y –yes, A‐Advanced)?

Work Flow If this flag is set to Yes, then the Position Code field will be displayed on the

Part Issue tab of the Work Order frame. If this flag is set to Advanced multiple position

codes can be entered when the system or system/assembly code always requires a

position code entry and the quantity exceeds one.

5017 Use Reference No. on WO?

If this flag is set to Yes, then the Reference Number field will be displayed on the Part

Issue tab of the Work Order frame.

5018 Use PO No. on WO?

Set this flag to Yes if the PO No field is a required field or not when issuing a non‐stock

part from the Work Order frame. This is either a free‐formatted field or system

generated number.

5019 Use Discount % on WO?

If this flag is set to Yes, then the Applied Disc field will appear on the WO.

5021 Use negative discounts on WO?

If this flag is set to Yes, then the user may apply negative numbers in the Discount

percentage field on the Part Issue tab of the Work Order frame.

5023 Show Estimated cost on Job?

If this flag is set to Yes, then the Estimated Cost On Job field will be displayed on the

work order.


5025 Show Part charges with mark up on WO?

If this flag is set to Yes, then the part charges displayed will reflect the cost with mark up

on the Work Order frame.

5057 The search default for the Part Issue frame should be by unit?

If this flag is set to Y, then the Part Issue frame will default to choose the work order

number based upon the work order unit number.

5063 Provide option to show closed work orders on the work order filter screen?

The user may choose to show closed work orders on the Work Order Main frame. The

default is Yes.

5064 Are Mechanic Assignments used?

If set to Y, must enter a mechanic assignment on the job line of the WO.

5075 Advanced Availability? A ‐ Advanced, L‐ Limited, S‐ Standard

When set to "A" advanced unit availability warning messages will display. The

operational status frame cannot be closed by the user when opening a new work order

and the unit will automatically be set back to available when closing a work order. In

addition when taking a unit out of service the user will be prompted to open a work

order. When set to "L" limited unit availability the operational status frame can be

closed by the user without changing the operational status. When set to "S" standard

unit availability the operational status frame cannot be closed by the user without

changing the operational status when a work order is opened. Also, when the user

completes or closes the work order they will also be prompted to change the

operational status.

5076 Charge Account Required on Job (Y/N)?

Setting this flag to "Y" will display the charge account number field on the work order

jobs frame.

5080 Default date for a new labor/part/commercial charge on the work order, (Y/N)

The choices would be: work order open date‐(Y) or current date‐(N)

5088 Estimated Completion Date Outside Limit

This flag sets the number of days into the future that the estimated completion date

and time can be set. Setting this flag to "0" (zero) will not enforce an outside date and


time limit. The estimated completion date and time can be set as far into the future as

the user desires. When module flag 5075 is set to "A" for Advanced Availability the user

value of module flag 5088 cannot exceed 365.

5091 Prompt meter1 to be updated at time of work order open?

The choices would be: work order open date‐(Y) or current date‐(N)

5108 Require associated Tech Spec number change from work order? (E, N)

This system flag will control the behavior of the application when completing a work

order where a Tech Spec association exists. Setting the flag to the default value of "N"

(No) will cause the application to function as it currently does. Associations will not be

maintained when the work order is completed. When set to "E" (Enforce), the user will

be forced to change the association on a unit when the work order is completed and a

job is assigned to the work order that will prompt the user to change the given

association when the work order is completed. This setting also requires all

components to be assigned a tech spec number.

5112 Use Work Order number as the PO number on the Commercial Work Order (0,1,2).

Setting this module flag to "0" will use current purchase order logic and will not use the

work order number as the purchase order number. Setting this module flag to "1" will

use the work order number and commercial prefix from the work order location as the

purchase order number. Setting this module flag to "2" will use the work order number,

commercial prefix from the work order location and a suffix as the purchase order

number on the commercial work order. The suffix will be a dash followed by a

sequential number ("‐1", "‐2"), to distinguish between multiple vendor repairs assigned

to the commercial work order.

5118 Use unique commercial PO Number by Vendor? (Y/N)

When this flag is set to "Y" only one PO Number is used per vendor on a given work

order. If a new commercial repair job is created and the same vendor number was used

on the work order the previous PO for that vendor will be used. When the vendor

number is changed and the vendor does not exist on the work order a new PO number

will be generated.

5124 Work Request List selection by Earliest Date. (Y,N)

Setting this module flag to "N" will display work requests by due date. Work requests

with a due date less than the calculated date from module flag 1036 will display. Setting


this module flag to "Y" will display work requests by earliest date. Work requests with

an earliest date less than the date calculated from module flag 1036 will display. Module

flag 1036 will be checked to control the number of days forward to display work

requests for both settings.

5125 DON Commercial Work Order jobs at time of complete. (Y/N)

Setting this module flag to "Y" will DON jobs when the commercial work order is

complete. Setting this module flag to "N" will leave jobs in a status of VEN when the

commercial work order is complete and only DON the jobs at time of close.

5126 Show Labor and Part job columns from Commercial Work Order. (Y/N)

Setting this module flag to "Y" will display the Labor Hours, Labor Amount and Part

Amount columns in the job frame. Setting this module flag to "N" will hide the columns.

5127 # of days back for Work Order open date

The number of days back an open date can be set for a work order. This flag is used in

conjunction with user authorization WOUNITALL‐OPENDATE. Users with this

authorization can backdate a work order open date up to the number of days specified

by this flag.

5128 Apply markup to commercial credit charges. (Y/N)

Setting this flag is set to "Y" will apply markup to commercial credit charges. When this

flag is set to "N" markup will only be applied to positive commercial charges.

5130 Calculate markups based on work order open date instead of transaction date?

Normally, markups and labor rates are determined using the markup schemes in effect

at the time of the transaction, but by setting this flag to 'Y', repair charges will use the

markup scheme in effect at the time of the work order open date. This flag has no effect

on non‐work order transactions.

5141 Auto Advance meter at Comm WO Completion. (0/1/2/3)

This flag works in conjunction with module flag 2064 and 2065.

Setting this flag to "0" will disable the auto advance of the meter and allow existing

functionality.

Setting this flag to "1" will auto advance meter1 suppressing the message from module

flag 2064.


Setting this flag to "2" will auto advance meter2 suppressing the message from module

flag 2065.

Setting this flag to "3" will auto advance both meter1 and meter2 and suppress the

messages from module flag 2064 and 2065.

5142 Display estimated cost warning message from the Comm WO? (Y/N)

Setting this flag to "Y" will display zero estimated cost and job cost warning messages

from the commercial work order. Setting this flag to "N" will suppress all estimated cost

warning messages.

5146 Show billed, not actual costs on the Customer Views

When viewing work orders on the Customer/Unit view frames, show actual or billed

costs.

5152 Shift Break Indirect Account

Use this Indirect Account Number for shift break charges. Account MUST have the

charge to labor flag turned ON.

5162 Test suites affect labor Wedge in four different ways—1),2),3) and 4).

5164 Default remote‐Job visit‐reason.

Job The Default remote‐job visit‐reason? decides what will be the default job visit

reason for the remote fluid charge to a work order.

5165 For reserves link indicator on Work Order Main, exclude un‐received parts? (Y/N)

If this flag is set to "Y", the reserve link will appear on Work Order Main when the work

order or unit has reserved parts that have been received. If the flag is set to "N", the

reserve part link will appear on Work Order Main when the work order or unit has

reserved parts, whether received or still on order.

5167 #of Days Back For Mass Delete Work Requests.

When doing mass delete work requests, use this flag to specify the number of days old

the work requests have to be to be deleted.

5170 Automatically lock Work Order and Job Notes at time of save? (Y/N)

When set to "Y" work order and job notes will automatically lock at time of save. This

will work in conjunction with the user authorization LOCK‐NOTES.


5171 Convert absolute day intervals (Forecaster) to months.

Set this to Y to convert 30 days to 1 month or 365 days to 12 months, etc.

5179 Days Back To Search On Commercial Work Order

Setting the value of this flag will default the amount of days back to search for

commercial work orders on the list of values.

5194 Validate accident number on JOB? (Y/N)

If "Y", the accident number must be a valid accident number created in the table

ACCIDENT_MAIN. If this flag is "N", the user can enter the accident number as a free

form field.

5195 No Of days back for accidents

On Job entry screen, show accidents with the number of days back. For example, if set

to 30, accidents entered within the last 30 days will be shown in the list of values.

5196 Enter accident number for a job: A)lways, O)ption, N)ever

The flag is used to warn the user to enter an accident number for any accident job

reason. The choices for this new system flag are: "A" for always, "O" for option, or "N"

for never it determines if it is required to enter an accident number upon the entry of

an accident type job reason code.

5206 Default jobcode for inspecting ECM faults.

This jobcode is used as a default on a work request when ECU faults/alerts are active on

a unit.

5207 Default job reason for inspecting ECM faults.

This job reason is used as a default on a work request when ECU faults/alerts are active

on a unit.

5211 Work Request Incident ‐ Enhanced Field Requirements?

If this system flag is set to "Y", the following 3 fields will be required on Work Request Incident screen: Parking Location, Reported By and Name. The field Reported By is subject to business rules associated with system flag 2010. If 2010 is Y, Reported By will be required and must be a valid employee. If 2010 is N, Reported By will be required but not validated. The field Name is subject to business rules associated with system flag 2010. If 2010 is Y, Name is always read only. If 2010 is N, Name will be required but not validated.


5212 Use enhanced Repeat Repair system?

If set to Y then a user will be allowed to configure repeat repairs by Tech Spec and MCC

using a new screen. The users will also be shown online warnings on the Work Order

screens as well. If N, then the current functionality (batch only) is preserved.

5214 Restrict Capital Improvement Job Reason

When this flag is set to "Y" job reasons that are setup as capital improvement cannot be

used on unit work orders if the unit is completely depreciated.

5217 Control symptom entry on Incident Main using both asset class and source(Y/N)?

The system flag title will control symptom code entry on Incident Main using both asset

class and source. If Y, then both the asset class and the source will control what

symptom codes can be entered or seen using the LOV on the Incident Main screen. If N,

then the user can enter any symptom regardless of asset class or source.

5218 Job assignments enforce employee home location to match job location? (Y/N)

When this flag is set to "Y" employee job assignments will force a match on the

employee home location and the job location. When setting this flag to "N" employee

job assignments will not restrict a match on the employee home location and the job

location. This flag does not change assignment groups they will still adhere to location

restrictions.

5230 Estimates: labor hours entered, or labor costs? (1‐4). Estimates: Labor hours entered,

or labor costs? The settings are 1‐4. This flag has four settings:

1: Labor estimates are always entered as hours;

2: Labor estimates are hours as default, but costs may be entered;

3: Labor estimates are entered as costs, but hours may be entered;

4: Labor estimates are always entered as costs.

5231 Estimates: Base parts costs on list, or entered value? (1‐4). Estimates: Base part costs

on list, or entered value? The settings are 1‐4. This flag has four settings:

1: The part cost always comes from the sum of the parts on the list;

2: The part cost comes from the parts on the list by default;

3: The part cost comes from an entered value by default;

4: The part cost always comes from an entered value.


5232 Estimates: Enter detailed costs or only total? (1‐4). Estimates: Base part costs on list,

or entered value? The settings are 1‐4. This flag has four settings:


2: Details or total may be entered, default details;

3: Details or total may be entered, default total;


5237 Display Employee Assignment link from Labor Wedge? (Y/N).

This flag offers the ability to view and select job assignments. The employee assignment

list will display the list of assignments in job priority order. The user can select a job to

sign onto by clicking the add row. This will pre‐populate the work order number and job

code to make it easier for the user to sign onto the job.

5240 Enforce commercial charges to be within the authorized amount?

If enforced, on work order, when the user is adding commercial charges, check the

authorized commercial charge amount, to make sure the total commercial charge is less

than or equal to the authorized amount. If not enforced, then ignore the authorized

amount.

5241 Book Time Minimum Variance %.

User Defined system wide percent that establishes the minimum book time variance

value. The default value is 0.

5242 Book Time maximum Variance %.

User Defined system wide percent that establishes the maximum book time variance

value. The default value is 0.

5243 Check Job Exception (Y/N)?

If is set to Yes, when work order jobs are marked DON, for only standard jobs on the

work order when the user clicks on the save icon, M5 will check the exceptions for labor

charge and parts charge.

5244 Require Job Notes (Y/N)?

If is set to Yes, when work order standard jobs are marked DON and the user clicks on

the save icon, M5 will check to see if are any job exceptions. If there are, a pop up

message will appear and the job cannot be marked DON and saved until job notes are

entered.


5245 Process Part Transfer Request on Part Receive (Y/N)?

If this flag is set to N, M5 normal part receive functionality is in effect. If this flag is set

to Y, after parts are received for stock parts only, M5 will display outstanding part

transfer requests available for processing where the parts being received as stock.

5265 Use numeric value for Req No commercial work order? (Y/N)

When this flag is set to "Y", the req no on the job frame on the commercial work order

should be numeric only.

5269 Days to look back in fuel charges for fuel forecasting?

If this is blank or zero, the last three periods in the unit history table are used to

calculate average‐fuel‐per‐day for the forecaster. Otherwise, the forecaster looks this

many days back from the most recent fueling date, finds the fueling before that point,

sums the fuel quantity after (but not including) that date, and divides that total by the

number of days between. This flag defaults to blank (or zero) so that the forecaster

behaves the same as prior to the introduction of this flag. A good figure to set the flag

to is "90". Flag 2159 does the same thing for usage forecasting. Warning: This flag

causes the forecaster to run significantly slower.

5270 Consider a job done at first‐time usage when forecasting?

If "N", the first occurrence will be due on the standard job's first‐usage. If "Y", the first

occurrence will be due on the standard job's first‐usage plus its usage interval. The

default for this is "Y" to preserve the behavior that existed before the flag was created.

5282 Prevent WO Closure with a $0 Commercial Non‐Warranty Charges (Y/N)?

If the flag is "Y", it will not allow WO closure when there is commercial detail present

for a single vendor totaling $0 and the job reason is not warranty. It will also not allow

WO closure when there is commercial detail present for a single vendor without an

invoice number.

5283 Default the location on query screens to login location (Y/N)?

If the flag is "Y", the location on Work Order Query, Work Order Job Query/Work Order

Management and Work Request Query screens will have a default value of login

location. If the flag is "N", the location will be blank.


5300 Use Part Number instead of part cost on Commercial WO part charges? (N/Y/B)

Setting this system flag to "Y" will turn the part charge field into a link. This link when

clicked will allow a list of parts and prices to be entered. Setting this flag to "B" will allow

for both the part charge cost and a list of parts and prices to be entered Setting this

system flag to "N" will preserve existing behavior allowing the user to only enter the

part charge cost manually.

5301 Job Note Read Only?(Y/N)

If the flag is set to "Y", the job notes will be read only. If set to "N", job notes field will be

open for editing.

5302 Default System for Comm WO Part List of Values? (Y/N)

Setting this system flag to "Y" default the system search filter to the job system code on

the Part Catalog List of Values.

5303 Prompt pending work request at time of adding job? (Y/N)

Setting this flag to "Y", will prompt the user at the time of adding a job to verify that the

job being entered will be added from the pending work request. If set to "N", job being

entered will be considered a manual direct entry not associated with a pending work

request.

FleetFocus™ M5 Application Training Work Order Management · FleetFocus™ M5 Application...

Documents

Transcript of FleetFocus™ M5 Application Training Work Order Management · FleetFocus™ M5 Application...