Note: Some pages in our support center contain file attachments. When present, these appear to the bottom right of the answer area.

Proteus MMX Training Manual - Work Orders

 [NOTE: To view Table of Contents and Module Exercise, see the File Attachments section.]

Work Orders

1. Overview

The Work Orderspage in the Work OrdersFunctional Area is used to plan, create, and record maintenance jobs and procedures in response to maintenance service requests, emergency breakdowns, or other non-routine maintenance activities. Each work order contains a variety of information, such as who requested the job, the estimated downtime of the equipment, the reason or problem, and the date by which the job should be completed.

Note: In addition to Work Orders created here, all activated Work Order Masters will also show up in the Active Work Order Record Navigator. These Work Order Masters can either be force-activated or activated by means of a schedule. Work order records can be filtered based on demand maintenance or preventative maintenance on the work order list display. 

The fields listed in the Record Navigator are:

  • Work Order Number
  • Tasks Progress
  • Job Number
  • Description
  • Type
  • Priority
  • Work Type
  • Shift
  • Cost Center
  • Maintenance Code
  • Asset Number
  • Serial Number
  • Assigned To
  • Completion Date
  • Requester

2. Work Order Numbering 

Work Order numbers in the Active Work Orders page are assigned automatically. Proteus MMX will number the work orders in a date-code fashion (YYYYMMDDNNN, with "N" being a sequential number starting with 001).

3. Custom Work Order Numbering

The user has the option to create a custom template for Active Work Order numbering. This can be done through Settings.

To create the custom work order numbering template:

  1. Go to Work Ordersfrom the Settings
  2. Select Work Orders Numbersoptions
  3. Select the Use Custom Work Ordercheckbox
  4. Enter a Minimum Range Value
  5. Enter a Maximum Range Value
  6. Enter a Prefix
  7. Enter a Suffix
  8. If desired, select the Leading Zeroscheckbox

The Minimum Range Value is the first number in the work order.  The work orders will be auto-incremented until they reach the Maximum Range Value.

The Maximum Range Value is the last possible work order number in the template.

The Prefix is a string that will form the first part of the work order number.

The Suffix is a string that will be added after the range

If Leading Zeros is selected, Proteus MMX will show all leading zeros in the work order (001 vs. 1).

4. Details

The Details Tab consists of basic work order information fields. These fields are:

  • Description
  • Maintenance Code
  • Work Type
  • Shift
  • Cost Center
  • Priority

Note (I): A Work Order must have a Target and a Required Date to be created.

Note (II): Leaving information fields blank will decrease Proteus MMX's effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. 

5. Target

The Target navigation tree is used to attach assets or a location to a Work Order. Depending on your nomenclature, Work Orders can also be created for a location by creating a Work Order from that specific location. 

Attaching an Asset to a Work Order

To add an Asset to an Active Work Order:

  1. When creating a new Work Order, select an Asset/Location from the navigation tree.
  2. Confirm your selection

Note: Any attachments from the asset will be added to the work order attachments. 

6. Tasks and Labor

The Tasks and Labor tab is used to attach tasks and labor to a Work Order.  Tasks are defined in Tasks and Labor and Labor Crafts/Employees.

The Tasks and Labor Tab consists of a listing of all tasks/labor assigned to the current work order. The grid contains various task related fields. These fields are:

  • Sequence
  • Task Number
  • Description 
  • Estimated Hours
  • Start Date
  • Completion Date
  • Employee Name
  • Labor Craft Code
  • Contractor Name
  • Hours at Rate 1
  • Hours at Rate 2
  • Hours at Rate 3 
  • Hours at Rate 4
  • Hours at Rate 5

Attaching a Task to a Work Order

To add Tasks to a Work Order:

  1. Open Work Orders page from the Work Orders Functional Area.
  2. Under the Tasks and Labortab, select Addand select a Task from the pop-up.
  3. Enter all necessary data.
  4. Confirm your selection.

To remove Tasks from an Active Work Order:

  1. Open Work Orderspage from the Work OrdersFunctional Area.
  2. Select a work order
  3. Under the Tasks and Labortab, select a Task from the grid and select the Remove icon.
  4. Select Save

To reorder Tasks on an Active Work Order:

  1. Open Work Orderspage from the Work OrdersFunctional Area.
  2. Select a work order
  3. Under the Tasks and Labortab, select a Task from the grid.
  4. Select Perform Earlieror Perform Later, depending on your preference.
  5. Select Save

7. Parts 

The Parts Tab is used to attach a part or parts to a Work Order. Each part is defined in the Parts Master page in the Inventory Functional Area.

The Parts Tab consists of a list of all parts from the Parts Master page. The grid contains various part related fields. These fields are:

  • Part Number
  • Part Name
  • Stockroom
  • Quantity Required
  • Quantity Allocated
  • Unit Cost

Attaching a Part to a Work Order

To add Parts to an Active Work Order:

  1. Open Work Orderspage from the Work OrdersFunctional Area.
  2. Under the Parts tab, select Addand select a Part from the pop-up.
  3. Confirm your selection. 

To remove Parts from an Active Work Order:

  1. Open Work Orders page from the Work OrdersFunctional Area.
  2. Under the Parts tab, select a Part from the grid and select the Remove icon.
  3. Select Save. 

8. Tools 

The Tools Tab is used to attach a tool or tools to a Work Order. Each tool is defined in the Tools page in the Inventory Functional Area.

The Tools Tab consists of a list of all tools from the Tools page. The grid contains various tool related fields. These fields are:

  • Tool Number
  • Tool Name
  • Tool Crib

Attaching a Tool to a Work Order

To add Tools to a Work Order:

  1. Open Work Ordersfrom the Work OrdersFunctional Area.
  2. Under the Tools tab, select Addand select a Tool from the pop-up.
  3. Confirm your selection

To remove Tools from an Active Work Order:

  1. Open Work Orders from the Work OrdersFunctional Area.
  2. Under the Tools tab, select a Tool from the grid and select the Remove icon. 

9. Causes

The Causes Tab consists of a grid that displays the root cause of the work order. These can be used to determine trends. The grid contains various cause-related fields. These fields are:

  • Cause Number
  • Description

Attaching a Cause to a Work Order

To add Causes to a Work Order:

  1. Open Work Ordersfrom the Work OrdersFunctional Area.
  2. Under the Causes tab, select Addand select a Cause from the pop-up.
  3. Confirm your selection.

Note: The list of Causes comes from the SettingsMenu under WORK ORDERS >> CAUSES. You can add or edit Causes there. 

10. Creating a Work Order

To Create a Work Order:

  1. Open Work Ordersfrom the Work OrdersFunctional Area.
  2. Select the Newicon.
  3. Enter in all data on the Detailstab.
  4. All remaining tabs/information can be entered at this point.
  5. Save 

Note: "Targets" can be an Asset, Customer Asset, Location, or Customer Location.

11. Closing an Active Work Order

When a work order is closed, all data for that work order is transferred from the Work Orders page to the Closed Work Orders page.  In addition, all dates, costs, and inventory levels are updated per the values entered on the complete work order.

When a work order is closed, the following occurs:

  1. The Work Order is transferred from the Work Orders page to the Closed Work Orders page. The Closed Work Orders page shows all closed work orders since the last time its database was purged.
  2. For each part used on the Work Order, a new Quantity on Hand is calculated and written to the Stockrooms page. Also, the Date Last Used field is updated.
  3. The actual material and labor costs are calculated and written to the Assets Cost History.
  4. Material Cost = Qty. Allocated * Unit Cost
  5. Labor Cost = Labor Rate for Appropriate Labor Craft * Hours at Rate
  6. All dates are updated in the Closed Work Orders page. 

To close an Active Work Order:

  1. Open Work Orderspage from the Work OrdersFunctional Area.
  2. Select a record from the Record Navigator.
  3. Edit the work order to enter all relevant information (Actual Downtime, Employee Labor Hours, Parts Used, etc.)
  4. Select the Complete and Closeicon.
  5. Enter the Completion Date for the work order if it wasn't already entered.
  6. Add a digital signature, if required.
  7. Select the Saveicon.

Note: You can also Batch Close, or close multiple work orders using the same method by selecting more than one (1) record. 

12. Canceling an Active Work Order

When an active work order is canceled, the outcome will vary depending on the Type of Maintenance.  When a Demand Maintenance work order is canceled, it is removed from the Work Order page and is gone forever.  However, when a Preventive Maintenance work order is canceled, the work order is removed and placed on the Cancelled Work Orders page.  The work order is rescheduled to the next scheduled date.  All parts, tasks, employees, etc. are no longer allocated or assigned to the work order.

To cancel a Work Order:

  1. Open Work Orderspage from the Work OrdersFunctional Area.
  2. Select a record from the Record Navigator. [If a digital signature is required, then proceed to edit the work order and add a digital signature within that field and Save]. 
  3. Select the Cancelicon.
  4. Confirm your selection.

View a Cancelled Work Order:

Once canceled, an active work order will be transferred to the Cancelled Work Orders module. Here, you can see the details of a canceled work order by utilizing the Viewfeature.

To View a Cancelled Work Order:

  1. Open Cancelled Work Orders,from the Work OrdersFunctional Area.
  2. Select a canceled work order record from the Record Navigator.
  3. Select the Viewicon.

Work Order Masters

1. Overview

The Work Order Masters page in the Work Order Functional Area is used to create, delete, schedule, or activate a work order master.  The Work Order Master page is used to define maintenance jobs and procedures that are routinely completed.  An example of this type of work order may be machine setup.  It is a job which follows the same procedures every time but still falls under the category of demand maintenance because one cannot anticipate when the need will arise. Preventive maintenance schedules can also be entered for a work order master.

The Work Order Masters page is instrumental in the creation of Preventive and Demand maintenance work orders.  When a work order master is activated by a user, it creates a demand maintenance work order that will be listed in the Active Work Orders page.  When a work order master is used with a schedule, it becomes a preventive maintenance work order and will be listed in the Active Work Orders page.

Note: Work Order number is automatically assigned when a work order master is activated or an Active Work Order is created. The Work Order number will not be displayed in Work Order Masters. The Work Order number will be displayed in the Active Work Orders page.

The Record Navigator displays a listing of the work order masters. When a specific work order master is expanded, a details grid appears on the screen and lists the schedules associated with the work order master. The fields listed in the Record Navigator are:

  • Job Number
  • Description
  • Priority
  • Work Type
  • Shift
  • Cost Center Name
  • Maintenance Code.

The fields in the Details Grid are:

  • Schedule Type
  • Description
  • Summary
  • Next Occurrence Date
  • Last Occurrence Date

2. Details

The Detailstab consists of basic work order information fields. These fields are:

  • Job Number
  • Description
  • Cost Center
  • Priority
  • Shift
  • Maintenance Code
  • Project 
  • Work Type

Note: Job Number is a required field to create a record. All other fields are optional. Job Number can be categorized by work type, interval, asset type, or by any other meaningful method of grouping. Example include:

Note: Leaving information fields blank will decrease Proteus MMX's effectiveness in building complete maintenance history records. Make sure all available information has been gathered prior to recording. 

3. Targets

The Targets Section located on the Detailstab is used to attach assets or a location to a Work Order Master. Work Order Masterscan also be created for a location by creating an Asset that represents an area (i.e. create an asset record called North Lawn, North Building, or North Entrance).

The Targets Section accesses a list of assets from the Assets page.

Attaching a Target to a Work Order Master

To add Target to a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Detailstab, on the Targetssection, select the icon with 3 dots.

3. Select an asset from the list on the right.

Note: You can also use the navigation tree on the left to find an Asset by location, or select a location as a Target.

4. When you've selected an asset or location, select the Addicon at the bottom of the window.

5. Select OK.

Note: Asset warranty end date will display when associated with a work order.

To remove Targets from a Work Order Master:

1. On the Targetssection, select the checkbox next to the Assetor Locationthat you wish to remove.

2. Select the Removeicon.

3. Select OK.

4. Tasks and Labor

The Tasks and Labortab is used to attach tasks and labor to a Work Order Master. Tasks are defined in Tasks and Laboris defined in Labor Crafts/Employees

The Tasks and Labortab consists of a listing of all tasks/labor assigned to current work order master. The grid contains various task related fields. These fields are:

  • Sequence 
  • Name
  • Employee Labor Craft
  • Task Number
  • Contractor Name
  • Description
  • Contractor Labor Craft
  • Employee
  • Estimated Hours

Attaching Tasks and Labor to a Work Order Master

To add Tasks, Labor, and or Contractors to a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Tasks and Labortab, select Addand select a Task, Employeeand/or Contractorfrom the pop-up.

3. Select Save.

To remove Tasks from a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Tasks and Labortab, select a Task from the grid and select the Remove(Red Minus Sign) icon. 

3. Select Save.

To reorder Tasks on a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Tasks and Labortab, select a Task from the grid.

3. Select Perform Earlier (Green Arrow Up)or Perform Later (Red Arrow Down),depending on your preference. 

4. Select Save. 

To copy tasks:

1. Open Work Ordersdrop-down menu.

2. Select Tasks.

3. Select record to copy (highlight)

4. Click the Copyicon.

5. Click the Saveicon. 

5. Parts

The PartsTab is used to attach a part of parts to a Work Order Master. Each part is defined on the Partspage in the InventoryFunctional Area. 

The PartsTab consists of a list of all parts from the Partspage. The grid contains various part related fields. These fields are:

  • Part Number
  • Part Name
  • Stockroom Name
  • Quantity Required

Attaching a Part to a Work Order Master

To add Parts to a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Partstab, select Add (Green Plus Sign)and select a Part from the pop-up.

To remove Parts from a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Partstab, select a Part from the grid and select the Removeicon. 

3. Select Save.

6. Tools

The Tools Tab is used to attach a tool or tools to a Work Order Master.  Each tool is defined in the Tools page in the Inventory Functional Area.

The Tools Tab consists of a list of all tools from the Tools page.  The grid contains various tool related fields.  These fields are:  

  • Tool Number
  • Tool Name
  • Tool Crib Name

Attaching a Tool to a Work Order Master

To add Tools to a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Toolstab, select Add (Green Plus Sign)and select a Tool from the pop-up. 

3. Select Save.

To remove Tools from a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Under the Tools tab, select a Tool from the grid and select the Remove (Red Minus Sign)icon. 

3. Select Save. 

7. Email

The EmailTab consists of a form that contains all email related activities for the work order master. If this is filled out, an e-mail will be sent to the recipient upon activation of the Work Order Master.

Note: This is NOT required. 

8. Creating a Work Order Master

To Create a Work Order Master:

1. Open Work Order Mastersfrom the Work OrdersFunctional Area.

2. Select the Newicon.

3. Enter in all data on the Detailstab.

4. Select Save.

5. All remaining tabs/information can be entered at this point.

6. Saveyour selection. 

Note: A job number and description are required. A target is not initially required, but must be added before work order activation is possible. 

9. Scheduling a Work Order Master

1. Locate the Work Order Masteryou just created from the record navigator and select it.

2. Select the "+" signon the left of the record.

3. Select the Newicon.

4. Choose the Cycle Type for the work order (Daily, Weekly, Monthly, Yearly or Runtime).

5. Enter the Schedule Initiation Date.(This date basically "turns on" the work order).

6. Enter the frequency of the work order. (i.e. Every 3 days, Every 2 weeks, Every 1 year, etc).

7. Choose on which day the work order should occur (for the Weekly, Monthly, and Yearly schedules).

8. Choose when the work order is Due(i.e. how many days it should take to complete).

9. Select the Saveicon. 

Note: The Daily schedule has the option of Schedule on Completionso that the work order won't generate again until the previous one is completed.

10. Activating a Work Order Master

To Activate a Work Order Master:

1. Select a record from the Record Navigator.

2. Select the Activate (Green Play)icon

3. After verification, the Work Order will now be assigned a Work Order Number and shown on the Active Work Orders page. 

11. Activating Multiple Work Order Masters

To Activate Multiple Work Order Masters:

1. Select multiple records from the Record Navigator(by pressing and holding the Ctrl key)

2. Select the Activate (Green Play)icon. 

12. Print Bill of Material

To Print Bill of Material:

1. Go to the Work Ordersmodule.

2. Click on Work Order Masters.

3. Select a work order master record.

4. Click the Editicon.

5. Scroll to the bottom of the page to locate the Print BOMcheckbox (It's located above the Notesfield).

Work Order Administration

1. Show Tree List

To show a Tree List for Work Order, you must:

1. Go to the Settings Module drop-down

2. Locate the General section of the drop-down

3. Click Global Options

2. Internal Note Field

The Internal Note field in the Work Order Detailpage and Close Work Order Detailpage gives you the ability to record any details you feel are pertinent to the work order. This note can only be seen by other users (with the proper permissions) in your company. This feature appears in the Work OrdersModule and Closed Work OrdersModule. 

To Utilize the Work Order Internal Note Field:

1. Go to the Work OrdersModule.

2. Select Work Orders.

3. Highlight a work order record. 

4. Click the View or Editicon.

5. Scroll down to the bottom of the Detailspage to find the Internal Notefield. 

To Access the Closed Work Order Internal Note Field:

1. Go the Closed Work OrdersModule drop-down

2. Click Closed Work Orders.

3. Select a closed work order record.

4. Click the Viewicon. 

5. Scroll down to the bottom of the Detailspage to locate the Internal Note field.