Pronto Plant Maintenance V700 PDF

Maintenance Management
Reference Manual
Copyright
© Copyright 2011 Pronto Software Pty Ltd. All rights reserved.
Reference Manual, Version Dimensions (V700.0)
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® - PRONTO, PRONTO ENTERPRISE MANAGEMENT SYSTEM, PRONTO SOFTWARE (Logo) and

PRONTO-Xi, are trademarks registered by Pronto Software Pty Ltd (ABN 47 001 337 248) in
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™- trademarks of Pronto Software Pty Ltd (ABN 47 001 337 248)
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Disclaimer
The information contained within this document is provided on an “AS IS” basis, is subject to
change without notice, and is not warranted to be error-free.
Each manual provides an overview of the functions available for that module based on the out-of-
the-box settings. Pronto Software does not provide procedural manuals and/or work instructions
due to the complex and differing nature of business models PRONTO-Xi currently supports.
Permission is granted for information to be copied from the reference manuals for the express
purpose of writing site-specific procedures/work instructions.
Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

Page ii Commercial in Confidence
PRONTO-Xi Table of Contents
Table of Contents
Maintenance Management ..................................................................................................................... 1
About the Maintenance Management Module ..................................................................................... 2

What is Maintenance Management? ...................................................................................................... 2
About the Maintenance Management Workflow ................................................................................. 3
Starting with Maintenance Management ............................................................................................... 3
About Plant Item Structure ......................................................................................................................... 4
About Preventative Maintenance ............................................................................................................ 4
About PM Task Forecasting ........................................................................................................................ 5
About Plant Item Monitor Points ................................................................................................................ 5
About Setting up Monitor Points ............................................................................................................. 5
About Work Requests .................................................................................................................................. 6
About the Work Request Lifecycle ........................................................................................................ 7
About Maintenance Management Work Orders .................................................................................. 8
About the Maintenance Management Work Order Lifecycle ........................................................ 9
About the Maintenance Management Work Order Transaction Flow ......................................... 10
Maintenance Management Work Order Number Length and Series .......................................... 10
About Maintenance Management Work Order Scheduling ......................................................... 11
About Maintenance Management Activities ................................................................................ 11
About Maintenance Management Resources .............................................................................. 12
About Supplier Stock Lead Times ...................................................................................................... 12
Text and Data Recording Using 'Smart' Work Order Text ................................................................. 13
Inventory Management ............................................................................................................................ 14
Integration with Warehouse, Inventory and Purchasing .................................................................. 14
Serial Tracking in Maintenance Management .................................................................................. 14
About Maintenance Management Capacity Planning..................................................................... 15
Maintenance Management Timesheets ............................................................................................... 15
Default Employee Codes for Maintenance Management Timesheets ........................................ 15
Default Labour Codes for Maintenance Management Timesheets ............................................. 15
About General Ledger Integration ......................................................................................................... 15
About Maintenance Management Cost Category Types.............................................................. 16
About G/L Interface Special Account Names .................................................................................. 17
About Cost Transaction Processing ........................................................................................................ 18
Issue Inventory To Maintenance Management Work Orders ......................................................... 18
About Timesheet Entry Using Internal Maintenance Management Timesheets .......................... 18
Splitting the PJC Special Account for Maintenance Management .......................................... 19
About Timesheet Entry Using Payroll .................................................................................................... 20
About Receive and Update of Purchase Orders .............................................................................. 20
Despatch and Update of a Material Requisition Sales Order......................................................... 20
About Supplier Invoice Posting ............................................................................................................. 21
About G/L Journal Entries ...................................................................................................................... 22
About Supplier Purchase Invoice Variance Posting ......................................................................... 22
About Internal Stores Requisition .......................................................................................................... 22
Menu Functions........................................................................................................................................ 23
Plant Item Structure Tree ........................................................................................................................... 23
View Plant Item Structure .......................................................................................................................... 24
Plant Items ................................................................................................................................................... 25
Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

Commercial in Confidence Page iii
Table of Contents PRONTO-Xi
Enquire on Plant Item ............................................................................................................................. 25

Selective Plant Item Enquiry .................................................................................................................. 25
Selective Plant Item Enquiry: Extra Bulk Mode ................................................................................ 27
Maintain Plant Item ................................................................................................................................. 28
Maintain Plant Item: Text/Notes Mode ............................................................................................ 34
Maintain Plant Item: Enquiries Mode ................................................................................................ 35
Maintain Plant Item: Extra Mode ....................................................................................................... 35
Plant Item Selection Dialog ................................................................................................................ 36
Plant Item Enquiries ................................................................................................................................. 38
Top 100 Plant Items by Cost ............................................................................................................... 38
Summary of Costs by Cost Centre .................................................................................................... 38
Plant Item Cost/Usage History ........................................................................................................... 39
Plant Item Cost/Usage History: Extra Mode .................................................................................. 40
Due to Fail Analysis of Plant Items ..................................................................................................... 40
Invoice History by Plant Item .............................................................................................................. 41
Note History by Plant Item .................................................................................................................. 41
Plant Item Component Changeouts................................................................................................ 42
Convert Plant Items ................................................................................................................................ 43
Copy Plant Item Spares.......................................................................................................................... 43
PM Tasks ....................................................................................................................................................... 43
Enquire on PM Task ................................................................................................................................. 43
PM Tasks Maintenance .......................................................................................................................... 44
Plant Items for PM Task Screen .......................................................................................................... 50
Materials for PM Task Screen .............................................................................................................. 51
PM Tasks Maintenance: Extra Mode ................................................................................................ 51
Structure of PM Tasks .............................................................................................................................. 52
Convert PM Tasks .................................................................................................................................... 52
Proforma Activities Enquiry .................................................................................................................... 53
Proforma Activities .................................................................................................................................. 53
Minor PM Tasks Maintenance ............................................................................................................... 53
Minor PM Tasks Maintenance: Extra Mode ..................................................................................... 54
Condition Monitoring ................................................................................................................................. 55
Enquire on Monitor Points ...................................................................................................................... 55
Maintain Monitor Points .......................................................................................................................... 55
Enter Readings ......................................................................................................................................... 61
Trend Analysis ........................................................................................................................................... 61
Create Monitor Work Orders ................................................................................................................. 62
Import Flat File .......................................................................................................................................... 62
Copy Monitor Points ............................................................................................................................... 63
Enter Readings by Structure .................................................................................................................. 64
Request Work .............................................................................................................................................. 64
Enter Request ........................................................................................................................................... 65
Plant Work Request Entry Wizard ....................................................................................................... 69
Plant Work Request Entry Wizard - Define the Plant Item Page ............................................... 69
Plant Work Request Entry Wizard - Keyword Search Page ........................................................ 70
Plant Work Request Entry Wizard - Plant Item List Page ............................................................. 71
Plant Work Request Entry Wizard - Plant Item Confirmation Page ........................................... 71
Plant Work Request Entry Wizard - Work Request Details Page ................................................ 72
Plant Work Request Entry Wizard - Work Request Description and Notes Page ................... 73
Plant Work Request Entry Wizard - Work Request Labour Requirements Page ..................... 73
Plant Work Request Entry Wizard - Work Request Confirmation Page .................................... 74

Page iv Commercial in Confidence
Selective Work Requests Enquiry .......................................................................................................... 75

Selective Work Requests Enquiry: Extra Bulk Mode ........................................................................ 76
Maintain Work Request .......................................................................................................................... 76
Approve Work Requests......................................................................................................................... 76
Plant Item Requests Enquiry .................................................................................................................. 77
View All Entered Requests ..................................................................................................................... 77
View All Approved Work Requests ....................................................................................................... 78
View All Rejected Work Requests ......................................................................................................... 78
View All Defect Work Requests ............................................................................................................. 78
Entered Requests by Plant Item ............................................................................................................ 79
Approved Work Requests by Resp. ...................................................................................................... 79
Defect Work Requests by Plant Item ................................................................................................... 80
Completed Work Requests by Plant Item ........................................................................................... 80
Work Requests by Plant Item Structure ................................................................................................ 81
Defect Processing ................................................................................................................................... 81
Defect Processing: Extra Bulk Mode ................................................................................................. 82
Work Orders ................................................................................................................................................. 82
Enquire on Work Order ........................................................................................................................... 82
Selective Work Orders Enquiry .............................................................................................................. 83
Selective Work Orders Enquiry: Extra Bulk Mode ............................................................................ 85
Maintain Work Order .............................................................................................................................. 85
Plant Work Order Entry Wizard ........................................................................................................... 93
Plant Work Order Entry Wizard - Define the Plant Item Page .................................................... 93
Plant Work Order Entry Wizard - Keyword Search Page ............................................................ 94
Plant Work Order Entry Wizard - Plant Item List Page ................................................................. 95
Plant Work Order Entry Wizard - Plant Item Confirmation Page ............................................... 95
Plant Work Order Entry Wizard - Work Order Details Page ........................................................ 96
Plant Work Order Entry Wizard - Work Order Description and Notes Page ............................ 97
Plant Work Order Entry Wizard - Work Order Labour Requirements Page .............................. 97
Plant Work Order Entry Wizard - Work Order Confirmation Page ............................................ 98
Maintain Work Order: Notes/Text Mode .......................................................................................... 98
Maintain Work Order: Transactions Mode ....................................................................................... 99
Maintain Work Order: Materials Mode ........................................................................................... 100
Maintain Work Order: Extra Mode .................................................................................................. 100
Activities for Work Order Screen................................................................................................... 102
Completion Details Screen............................................................................................................... 103
Enter Planned Work Order ................................................................................................................... 104
Plant Item Work Orders......................................................................................................................... 104
Scheduled PM Work Orders ................................................................................................................ 105
Scheduled PM Work Orders Screen ................................................................................................ 106
Scheduled PM Work Orders: Extra Bulk Mode .............................................................................. 107
Planned Work Orders ............................................................................................................................ 108
In Progress Work Orders ........................................................................................................................ 108
Completed Work Orders ...................................................................................................................... 108
Quick Work Order Entry ........................................................................................................................ 109
Reschedule Work Orders ..................................................................................................................... 111
Activity List .............................................................................................................................................. 111
Release Work Orders ............................................................................................................................ 112
Bulk Release Work Orders .................................................................................................................... 113
Work Orders Enquiries ........................................................................................................................... 113
View Capacity Plan ........................................................................................................................... 113

Commercial in Confidence Page v
Table of Contents PRONTO-Xi
Work Order Work Type Analysis ....................................................................................................... 114

Labour Analysis of Work Orders ....................................................................................................... 114
View Failure Analysis .......................................................................................................................... 114
Section / Key Statistics for Work Order ........................................................................................... 115
All Structure Enquiry ........................................................................................................................... 115
Unfinished Structure Enquiry ............................................................................................................. 116
Finished Structure Enquiry ................................................................................................................. 117
History Enquiry for Work Orders ........................................................................................................ 117
Plant Item / Section Enquiry ............................................................................................................. 118
Transactions for Work Orders ............................................................................................................... 119
Timesheet Processing ........................................................................................................................ 119
Enter Timesheets .............................................................................................................................. 119
Post to Jobs ...................................................................................................................................... 120
Non-Posting Transactions .................................................................................................................. 121
Issue Items ............................................................................................................................................ 121
Downtime Register ............................................................................................................................. 122
Maintenance Management Reporting Hierarchy Maintenance ................................................... 123
Plant Item Hierarchy Set Maintenance ............................................................................................. 123
Plant Item Hierarchy Maintenance.................................................................................................... 124
Plant Item Hierarchy Level Maintenance ......................................................................................... 124
Crosscheck Hierarchy to Plant Item Master ..................................................................................... 125
View Plant Item Hierarchy ................................................................................................................... 126
Maintenance Management Forms ...................................................................................................... 126
Print Work Requests ............................................................................................................................... 126
Print Work Order..................................................................................................................................... 126
Tables .......................................................................................................................................................... 127
Cost Centre Codes ............................................................................................................................... 127
Labour Type Codes............................................................................................................................... 128
Template Maintenance ....................................................................................................................... 129
Template Section Codes .................................................................................................................. 129
Template Master Details ................................................................................................................... 130
Template Master Details Screen .................................................................................................. 130
Load Materials from Forecast ............................................................................................................. 131
Administration and Flags......................................................................................................................... 131
Maintenance Management File Integrity ........................................................................................ 131
PM Task Integrity .................................................................................................................................... 133
Project Integrity...................................................................................................................................... 134
Maintenance Management Configuration ..................................................................................... 135
Export to MS Project .............................................................................................................................. 137
Import MS Project File ........................................................................................................................... 138
Maintenance Management Audit Review ...................................................................................... 139
Keyword Rebuild ................................................................................................................................... 139
User Maintenance Management Programs ....................................................................................... 139
Using the Maintenance Management Module .................................................................................. 140
Recording Safety Notes on a Work Order ........................................................................................... 140

Setting the Default Parent for Work Orders ......................................................................................... 140
Adding a New Employee ....................................................................................................................... 140
Copying a Plant Item .............................................................................................................................. 141
Copying Multiple Plant Items within a Structure ................................................................................. 141
Copying a PM Task................................................................................................................................... 141

Page vi Commercial in Confidence
Copying a Work Order ............................................................................................................................ 141

Defining Cost Centre Codes .................................................................................................................. 142
Defining Fault Codes ............................................................................................................................... 142
Defining Keyword / Section Codes ....................................................................................................... 142
Creating a PM Task .................................................................................................................................. 142
Creating a PM Task from a Work Order................................................................................................ 143
Defining Responsibility Codes ................................................................................................................ 143
Creating a Work Order - Forecast from PM Tasks ............................................................................... 143
Creating a Work Order - From a Work Request .................................................................................. 143
Creating a Work Order - Manual Entry ................................................................................................. 144
Creating a Work Request........................................................................................................................ 144
Creating a Work Type Code .................................................................................................................. 144
Defaulting a Prefix for Work Order Numbers ....................................................................................... 144
Escalating Maintenance Management Work Order Priority ............................................................ 145
Setting the Maximum Length of Generated Work Order Numbers ................................................ 145
Importing Condition Monitor Readings from a Flat File ..................................................................... 145
Printing Work Orders Directly to a Printer ............................................................................................. 145
Setting up an Internal Customer for Material Requisition Picking Slip Process .............................. 146
Setting up Kits for use on PM Tasks ........................................................................................................ 146
Accessing Word Documents .................................................................................................................. 146
Using Standard Text for Work Order Descriptions ............................................................................... 146

Commercial in Confidence Page vii
PRONTO-Xi Maintenance Management
PRONTO-Xi Maintenance Management is a sophisticated maintenance control system designed to

track and manage the lifecycles of your various plant and equipment items. It enables you to reduce
your company's maintenance and operating costs while maximising planning and control of your
plant assets.
Using PRONTO-Xi Maintenance Management, you can easily monitor your preventative and
predictive maintenance, project costing, plant downtime, fault repair and equipment repair costs.
Maintenance Management automatically collates information on equipment repair and
maintenance costs, by plant, work order, equipment and cost centre. Key performance indicators
(KPIs) such as Mean Time Between Failures (MTBF) are automatically calculated. Fault analysis
reporting on equipment failures gives you maintenance improvement opportunities. Full
maintenance history and cost reporting are linked through the work order.
Maintenance Management enables you to budget, schedule, plan, execute and report all
maintenance activities and is fully integrated with PRONTO-Xi Inventory and Purchase Orders.
Advanced functionality like automatic spare parts replenishment, parts valuation, inventory
allocation against current and future jobs, usage reports, inventory movements and stocktaking
really set PRONTO-Xi Maintenance Management apart.
Maintenance Management provides the following:
 Full equipment detail and technical recording

 Priority work order allocation
 Condition monitoring
 Automatic inventory allocation
 Work order forecasting
 Defect work order recording Export to Microsoft Project
 Resource management
 Integrated to other PRONTO-Xi modules
 Customer invoicing for completed work

Commercial in Confidence Page 1
Maintenance Management PRONTO-Xi
About the Maintenance Management Module

See the following topics for information on the Maintenance Management module.
What is Maintenance Management?

Maintenance of company assets can form up to 40% of some industries' expenses, therefore, the
scope for reducing costs is very important. Industries that fall into this category are mainly heavy
engineering/mining but the same principles apply to non-engineering companies that want to
maintain their manufacturing equipment or overhead assets (buildings, cars, and so on).
The Maintenance Management module combines a planning and controlling system for
maintenance on all types of plant equipment. A powerful database provides a platform on which to
store detailed plant items records, for example manufacturer, original purchase price, installation
costs, maintenance costs and service costs. Preventative and routine maintenance details can be
recorded, as can schedules of warranty expiration dates, manufacturers’ recommended service
intervals and statutory inspections.
PRONTO-Xi automatically collates information on plant item repair and maintenance costs, by work
order, plant item and cost centre. Mean Time Between Failure (MTBF) is automatically recorded for
each plant item. Fault analysis quickly identifies equipment problems, with faulty repairs, or sub-
standard replacement parts. Plant items can be related to item codes and tracked using serial
numbers.
The Maintenance Management module can be linked with other PRONTO-Xi modules to provide
inventory control, purchasing, and warehousing facilities. Inventory cataloguing, price costing,
project costing, analysis of stock movements, automatic linking of material costs to work order and
plant item history records. Component items can be related to serialised inventory items to allow
tracking, logical repair flow and history for rotating items.
The Maintenance Management module can also be used to monitor progressive wear on key
items, which allows accurate prediction of when preventative maintenance should be carried out,
to reduce downtime.
PRONTO-Xi does not computerise the maintenance procedure, but allows managers to pre-plan all
aspects of plant item maintenance and repair. Information management allows the plant manager
to quickly check the status of any plant item. Inventory management is an integral part of the
Maintenance Management module. Automatic spare parts replenishment, parts valuation, stock
allocation against current and future work orders, usage reports, stock movements and stocktaking
features is what sets PRONTO-Xi apart from other systems.

Page 2 Commercial in Confidence
About the Maintenance Management Workflow
Starting with Maintenance Management

The Maintenance Management module is flexible with regards to set up requirements, in that
there are few tables and flag settings that lock the system into a particular mode of operation that
cannot be easily changed.
The data that is readily available will determine the place to start setting up plant items in an
implementation. While there are good search facilities within PRONTO-Xi to search for plant items,
it is a good idea to have some logic in the numbering system. Many plant items will already be
identified with a stamped or painted number, referred to from drawings, or just local knowledge.
This should all be taken into consideration when creating plant item numbering.
The plant items must be able to create work requests, work orders, PM tasks and set up monitor
points. There is a large amount of information that can be stored against a plant item but only a
small amount is required to raise work orders, PM tasks and monitor points.
The Maintenance Management module includes facilities for copying plant items. This could be
used by building a relatively small sample or pilot subset of the total plant item structure, verifying
the structure, establishing the PM tasks and monitor points for the pilot and then copying the plant
items to cover the other plant items. PM tasks and monitor points are copied, however, the values
that are specific to the new plant items must be manually edited, for example, next due information
and actual monitor point values.

Once the plant items are established, work orders can be processed immediately. It can take longer
to fully create the PM tasks required to define a full maintenance plan for the plant item. The same
applies to the linkage of plant items to inventory items, creation of Bill of Materials (BOMs), spares
lists, drawing references, and so on. These can all be done progressively and should only be done if
there is a commitment to maintain the information.
About Plant Item Structure

The Maintenance Management module supports a hierarchical plant item structure. It is within
this structure that the information for each plant item is recorded. Each plant item is identified with
its own unique number and can be related to other plant items. This allows the item to be identified
and maintenance details to be allocated to the correct plant item.
Plant items can be grouped by cost centre, plant item type, location, age, or any required
classification. Manufacturer details are recorded as well as other details, for example the supplier,
warranty date, installed costs, installation date, associated costs with the plant item since the
installation date.
The Plant Item Structure is used to assist in locating, enquiring, reporting and general decision
making. This structure is formed based on the different Plant Type codes; Asset, Component and
Level, and direct child to parent relationships between plant items as defined in the Maintain Plant
Item (p.28) function. Assets can relate directly to a fixed asset. Components can relate directly to an
inventory item which can therefore be serialised.
About Preventative Maintenance

Preventative Maintenance (PM) is a series of routines, procedures and steps that are taken in order
to identify and resolve potential problems before they happen. The frequency of maintenance on
each plant item can be controlled by the Plant Manager. The maintenance frequency can be based
on run time, usage, calendar intervals, statutory inspection, or scheduled shutdowns. The
calculation of Next Due values or dates can be based on pure calendar intervals, day-of-week, day-
of-week-of-month or usage values. Tasks can be reset based on the planned intervals or the actual
date/hours the previous task was performed.
Each preventative maintenance task can be scheduled, as well as the availability of parts and special
equipment.
Example: If a company shuts down for summer school holidays, major overhauls can be scheduled
for all major equipment. Staff allocation can be arranged long before the maintenance begins,
special parts, or equipment can be brought in to minimise the downtime and maximise staff usage.
PM tasks can be structured into hierarchies to ensure that the most appropriate work order
instructions are provided to the tradesperson.
Maintenance costs accumulate for each item; as equipment is repaired a running total of time and
costs is stored. Current costs can be compared to previous costs. If the current maintenance costs
are found to be rapidly escalating, the decision could be made to replace the equipment.
Maintenance time and work order sheets can be automatically allocated to the correct cost centres.
Budget details are available to determine which cost centres overspend their budget allocations
and which underspend. Budgets can also be stored against individual plant items.
For more information, see About PM Task Forecasting (p.5).

About PM Task Forecasting

Maintenance Management Forecasting is used to assign preventative maintenance for a plant
item based on past performance and a predefined service interval. The resultant work orders
progress through the work order lifecycle (p.9) and go through an approval and release phase
before issue. Completion of a work order that has resulted from forecasting recalculates and resets
the PM task for the next occurrence. The service interval can be either calendar based or
meter/usage based. The main emphasis of this manual is on meter/usage based forecasting.
Once established, the PM task information is maintained by the Maintenance Management

module based on the approval and optionally, the completion of the resultant work orders. A
hierarchy of PM tasks can be created to allow the maintenance plan to use multiple levels where
higher interval PM tasks suppress the lower interval PM task if both are due at the same time.
The PM tasks and the monitor points must be established carefully and the system must be
understood so that unforeseen events do not occur.
Example: Early failure of an engine in a truck can be related back to the PM tasks to allow the
relevant PM tasks to be reset so the service interval is maintained as required.
About Plant Item Monitor Points

Plant items can have one or multiple monitor points. A monitor point is a data collection and
identification system which specifies the type of readings, limits in the readings and trigger/failure
points which can be reported on or used to trigger work orders to inspect/repair the monitor point.
A plant item can have many monitor points although one is usually aligned with the usage UOM
code on the plant item, which makes this the primary monitor point. The primary monitor point has
several functions including the collection of readings at work order completion and the storage of
the usage per period in the Cost History record so that it can be compared with the costs and
downtimes recorded through work orders for the plant item.
The data collected in the monitor points can be used to create monitor point work orders, feed
meter/usage based PM tasks or accumulate usage information on the Cost History record.
Monitor points are also used to collect and maintain the usage and production values that are
specified on each plant item as well as any other information that is required for the plant item.
About Setting up Monitor Points

This section describes the most important Maintenance Management monitor point
characteristics as defined in the Maintain Monitor Points (p.55) function.
When the monitor point matches the usage UOM code for the plant item, that is, HR (Hour meter),
the text Primary Monitor Point is displayed on the screen to the right of the monitor point
Description field to indicate that this relationship exists.
The following monitor point features are defined in this screen:
Monitor Code
Make this code the same as that on the plant item. Otherwise create a code (can have multiple) for
the plant item to be used on PM tasks.
Input Type
To be used on PM tasks, this must be set to Meter or Add Value Meter. These are the only types
which maintain averages based on the No. of Readings and store the Latest Reading Date.
No. of Readings

Set as required
For example, if readings are received every day and the average value over two weeks is required,
set this field to 14.
Average per Day

This value can be set initially but is recalculated and re-averaged with itself each time a new
reading with a date later than Latest Reading Date is entered. This value can be overridden if
required.
Latest Reading Date

This date should be set initially but is maintained by the input of new readings. This value can be
overridden if required.
Current Value
The starting value for readings, that is, the value on the meter that is to be read.
Alltime Value
If there have been several meter failures, this value can differ from the Current Value. This is the
value that is used to check against trigger values. This value is incremented with the difference
between the old Current Value and the new Current Value.
Minimum
Defines the minimum reading that can be entered for the monitor point. For example, if a Haul
Truck is purchased with 1000 hours on the hour meter when delivered, this could be set to 1000.
Maximum
Defines the maximum reading that can be entered for the monitor point and specifies when the
meter will rollover. This is: If New Reading Value is less than Current Value check if meter-rolled
over. If Maximum less Current Value is less than 5% of Maximum Reading then assume rollover = Y
and set Difference in Readings equals (Maximum less Current Value) plus Reading Value.
Example: If the new reading is 10 and the value of the Current Value field is 9990, the value of 10
only allowed as a reading when the Has the Meter Rolled Over field is set to Y. A differential value of
20 is accumulated to the Alltime Value field.
About Work Requests

The Maintenance Management module can be used to create ad hoc requests for work to be done
on plant items. These work requests are usually created by people who do not have access to create
work orders, and are forwarded to the person responsible for work order approval. Work requests
take the form of abbreviated work orders requiring a minimum of information from the reporter
and cannot incur costs directly.
A work request has its own lifecycle and can, if approved, become a work order at which time costs
can be incurred. At completion of the resultant work order, the work request status is changed to
Completed. For more information on work requests, see About the Work Request Lifecycle (p.7).

About the Work Request Lifecycle
Maintenance Management work requests can be entered through the Enter Request (p.65) and
Maintain Work Request (p.76) functions and start with the status of Entered. The work request can
then be viewed using the Approve Work Requests (p.76) and Plant Item Requests Enquiry (p.77)
functions. The Plant Item Requests Enquiry function shows requests for the specified plant item
of all statuses. The Approve Work Requests function shows work requests with the status of
Entered that require the next action to be performed by the person/department assigned to the

specified responsibility code. Work requests can be transferred from one responsibility code to
another without approval.
Approved work requests create work orders with the status of Forecast. When a work request is
approved, information such as the section / keyword code, reference code, labour codes and any
notes are inherited by the resultant work order. After the work order is completed, the originating
work request is also set to a status of Complete.
At each stage of the life of a work request, an audit record is written for the work request which can
be viewed using the Audit button in the Maintain Work Request (p.76) function.
Note: A work request that has been Approved cannot be corrected or have its status changed
manually.
Work Request Email
When a work request is approved, rejected or completed through the completion of the related
work order, it can be set up to send email to the user who originated the work request, based on the
plant item. The login ID of the plant item owner must be entered in the Owner/Email Recipient
option in the Maintain Plant Item (PLT M079) function.
The Maintenance Management Configuration (PLT M105) function is used to specify whether
email is generated for work requests. In the Email Notification Control area, select the required
option.
About Maintenance Management Work Orders

In the Maintenance Management module, work orders are the mechanism used to schedule and
complete work on plant items. The work order process is used to accurately estimate cost, track
work order status and rank work according to priority.
Each work order contains a series of identifiers to allow logical grouping of the backlog and history,
including priority. If a plant item has failed, the planner/manager can also decide to move the
preventative maintenance forward to repair the faulty equipment.
Work orders can be part of a hierarchy of work orders and can also be broken into a series of
discrete activities or tasks. This allows planning and reporting at a macro level as well as a micro
level.
Maintenance Management work orders can be created using various methods, including the
following:
Enter Request (p.65)

By either approving or fast tracking a work request into a work order. In this instance, the work
order number will be the same as the work request.
Maintain Work Order (p.85)

This method can be used to create a work order, including the option of using either a PM task or a
proforma to assist with the creation of the task and building the budget information
Enter Planned Work Order (p.104)

As above except sets the status of the new work order to Planned
PM Tasks Maintenance (p.44)

An automatic method that reviews the PM tasks, checks the Last Done and/or Next Due information
and determines if a new work order is due. If so, the work order is created using a system
generated number and the PM task as the main source of information for the text, materials, labour
requirements, and so on
Maintain Monitor Points (p.55)

The monitor point values are reviewed for instantaneous readings, for example temperature,
pressure and vibrations, and either an inspection work order that does not use a PM task or a full
rectification work order that obtains information from a PM task is created
Quick Work Order Entry (p.109)

This method can be used for either quick Post Entry or for Emergency work where users that do
not have access to creating a work order through the normal methods can create a work order
where a maintenance planner is unavailable
Minor PM Tasks Maintenance (p.53)

Work orders created from minor PM task functions that are rolled into one work order. They can be
triggered manually or in conjunction with other normal PM tasks
For more information on work orders, see About the Maintenance Management Work Order
Lifecycle (p.9).
About the Maintenance Management Work Order

Lifecycle
Maintenance Management work orders follow a dynamic lifecycle and have a status at each point
of the lifecycle that defines the particular characteristics of the work order. This status determines
the actions that can be done to a work order at that stage of the lifecycle. Changing the status can
also trigger events, for example releasing materials. Most of the enquiries on work orders rely on
the work order status.
Status / Code How Next Major Characteristics

Forecast (F) Work Request Planned - Use Can be deleted.
PM Task Forecasting Approve mode. Cannot attribute costs.
Create Monitor Work Orders
Quick Work Order Entry when
More Work = R
Status change from Planned or
In Progress.
Planned (S) Approved Work Orders In Progress - Use Cannot be deleted.
Manual Entry Release mode. Can attribute costs.
Status Change From Forecast
or In Progress
In Progress (I) Released Work Orders Completed - Use Cannot be deleted.
Quick Work Order Entry when Complete mode. Can attribute costs.
More Work = Y
Status change from Planned or
Forecast
Complete (C) Completed Work Orders Cannot be deleted
Quick Work Order Entry when Can attribute costs only
More Work = N or R within a specified time
frame.
For more information see
Configuration (p.135).
Hold (H) Manual status change from Can be changed to
Forecast, Planned or In Planned or In
Progress. Progress.
Cancelled (L) Work Order was cancelled
during manual entry.

About the Maintenance Management Work Order

Transaction Flow
Maintenance Management Work Order Number

Length and Series
The Maintenance Management module accepts predefined work order numbers (providing they
are 3 characters or longer), however, work order numbers and prefixes can also be generated to
identify work orders. This can be used to identify plant items, PM tasks and work requests. These
codes and the next available numbers are stored in the YY - Serial Numbers (SYS M170) function.
When only one or two characters are entered for a work order number, for example, in the
Maintain Work Order (p.85) function, the entry is considered to be a prefix. The number will be
padded out and allocated the next number for the prefix.
The table values in the YY - Serial Numbers function are:
PJ
Maintenance Management Work Orders - numeric only (no prefix)
PJ(Prefix)
Maintenance Management Work Orders with prefix (prefix can be alphanumeric)

The length of the work order and work request numbers is determined by the setting of the Pad
Project Code major function flag in the Project Costing Procedures (SYS M055) function. The
maximum length including prefix is eight characters.
The PWOPREFIX environment variable can be set in order to specify a default for the prefix for the
creation of work order and work request numbers. The value of this environment variable should
be no longer than two characters. This environment variable can be set for either the whole
company (set PWOPREFIX in the sh_environs file or company script) or at the user or user group
level (set PWOPREFIX in the .profile for individual users or group of users). For more information,
see Defaulting a Prefix for Work Order Numbers (p.144).
The Cost Category Creation major function flag (located in the Project Costing Procedures
(SYS M055) function) can be used to specify whether cost categories that are not previously
associated with a work order can be selected on a work order.
About Maintenance Management Work Order

Scheduling
Maintenance Management shares many tables and cost transaction methods with the Project
Costing module. While is not mandatory, it is typical for Project Costing to be used in conjunction
with Maintenance Management. When integrated with Project Costing, Maintenance
Management can be used to control the allocation of time and About Maintenance Management
Resources (p.12) to a work order, and the order and progress of the work order by defining specific
employees or labour types to particular About Maintenance Management Activities (p.11).
Note: Activities in Maintenance Management are the same as tasks in the Project Costing
module. The way they are controlled and created differs slightly, however.
The Project Costing module includes project scheduling tools that allow you to perform the
following in Maintenance Management:
 Define the various activities that comprise the complete project/work order.
 Define the arrangement through zone and section codes for the display of activities.
 Specify the resources needed to perform the activities.
 Schedule the start and end of each activity.
 Perform a critical path analysis on each project.
 Schedule activities with regard to resource availability according to priority.
 Create a detailed list of resource usage and availability.
This information allows you to control the progress of the work order by:
 Measuring the progress of the work order against the schedule.

 Identifying those critical activities that can affect completion of project to schedule.
 Planning resource allocation to cover the requirements of all current and potential work
orders.
About Maintenance Management Activities

Maintenance Management activities are discrete steps within a work order that define the
procedure and resources required to complete a work order. Activities can be maintained using the
Activity List (p.111) function.
Note: Activities in Maintenance Management are the same as tasks in the Project Costing
module. The way they are controlled and created differs slightly.

In the same way that costs involved for each cost centre in the work order can be estimated, the
duration of each activity that comprise a work order can be estimated. Using these estimated
durations, the following can be performed:
 Build up a schedule of the estimated start and finish dates of each activity, and therefore
the entire work order.
 Identify the activities critical to the timely completion of the work order.
 Measure the performance of the work order as it progresses against the schedule.
 Identify and seek to minimise potential delays.
 Have the ability to start /stop / finish an activity, thereby opening other activities for
action. This can be used to formalise isolations and clearances.
 Have the ability to define the About Maintenance Management Resources (p.12) and/or a
particular employee number that is to perform the activity. This can be used to control the
assign activities to employees and also form a personal list of activities for an employee.
Note: The Project Costing scheduling functions are independent of the cost management
functions. That is, all cost details can be recorded without implementing scheduling.
About Maintenance Management Resources

A resource is any person, piece of equipment, tool or production capacity that can be used to
perform an activity. In Maintenance Management this is the valid labour type table entry in the
Labour Type Codes (p.128) function.
To use the Project Costing scheduling functions to the fullest advantage, specify the resources
required for each activity. This allows resource availability to be considered when scheduling
activities and develop a work schedule for each resource. Resources can be used to schedule
working time in a more sophisticated way, by specifying a day-by-day working calendar for each
resource.
About Supplier Stock Lead Times

The lead time of material items identified within the PM task kits is taken into consideration during
the Maintenance Management work order scheduling process. The basic concept is that these
work orders are produced well in advance so that the Purchasing process can be achieved (after
approval of the work order) so that the goods can be on-site when required.
Note: The addition of the lead time is intended specifically for catering for long term lead times. It is
not designed to handle short lead times and optimise purchasing procedures. It should not be used
on hierarchical PM task structures that have different kits as the synchronising of these PM tasks
cannot be maintained if each PM task has different kits with different lead times.
When creating forecast work orders (Scheduled PM Work Orders (p.105) > Forecast mode), you
are prompted whether to use supplier lead times. If you respond with N, the lead time of the kit
items is not taken into consideration. If you respond with Y, the forecasting program performs the
following:
1. Locates the PM tasks as per normal in forecasting.

2. Obtains the plant items for the PM tasks as selected on the selection criteria.
3. Checks to see if a kit has been selected on the PM task.
4. If a kit is selected, the kit is exploded into its components.
5. Each component is checked to see if the status of the item is 1 (Indent), that is, it needs to be
purchased.
6. If an indent item, the estimated lead time of the highest priority supplier for that item is
determined.
7. If this lead time is the largest for all indent items within the kit, the value is stored.

8. This value is added to the Forecast To date to allow this PM task to either be generated as a
work order or reported as required, even though the due date can be outside the date
selected parameters.
Text and Data Recording Using 'Smart' Work Order

Text
The Smart Text functionality allows the comments and readings gathered on printed work orders to
be recorded within the text on the work order. This is useful when collecting readings for multiple
plant items on a regular basis.
This can be performed without smart text by manually entering or editing the text within a work
order. While the built-in editor prowp makes this editing easy, smart text allows the procedure to
be performed in a streamlined manner.
Smart text can only be contained in the Work Description field of a work order in the Maintain Work
Order (p.85) function. It can be viewed and edited using the Task Text mode in the PM Tasks
Maintenance (p.44) function or the Notes/Text mode on the work order.
To use the smart text functionality, the text must be formatted in a specific manner as described
below.
That is, the use of the : followed by space.
The prowp option allows work wrap editing and is also the screen that allows pasting from other
word processing programs.
If the :___ is preceded with simple text, the answers to the smart text are stored within the text.
However, if the :_____ is preceded with a string of characters that matches a Monitor Point for the
plant item on the work order, the answer is recorded in the text as well as becoming a Monitor
Reading for the monitor point.
As with all work orders, the text on the PM task is copied to the created work orders. This text can
be edited on the work order and the answers for the text only can be entered manually.
It is at the Completion Details Screen (p.103) stage that the smart text function begins. The system
positions on the first line that can be found with smart text. The lines of smart text can be navigated
through using the Up/Down arrow keys. Where possible, the immediate preceding line is displayed.
This line is not always relevant to the smart text.
If the smart text can be answered, use the Correct mode.
It is important that a line be answered only once. If errors are made, exit the work order and edit
manually.
After all lines are entered or when Esc is pressed to cancel out of the smart text entry, the answers
can be seen within the text.
Note: The use of this type of text will require some experimenting. There are many uses from
extensive text input to simple check box type entry.
Entries against monitor points are, by default, against the plant item on the work order. This can be
changed by having another plant item defined on the line.

Inventory Management
The Maintenance Management module provides inventory planning capabilities that can be used
to control the availability of maintenance spares within an organisation.
Inventory control, warehousing and purchasing are provided when linked to other PRONTO-Xi
modules. This includes passing items defined on PM tasks to resultant work orders and therefore,
into the stores purchasing procedures. Long lead time items can be accounted for and will result in
triggering of work orders in time to allow purchasing of indent items.
Integration with Warehouse, Inventory and

Purchasing
The Maintenance Management module can be linked with the Inventory module to provide a
maximised warehouse throughput and customer service levels, by intelligently controlling all
movements of replacement parts into, around and out of the warehouse. When coupled with the
Inventory and Purchase Orders modules, Maintenance Management controls all necessary
repair stock as well as costing and reordering necessary items and parts.
The Inventory module contains a wide range of reports and enquiries into inventory levels, prices,
sales orders, purchase orders and historical sales.
The Inventory module integrates with the General Ledger module using General Ledger accounts
to reflect inventory value. The processing of inventory movements to Maintenance Management
work orders can occur without any knowledge of General Ledger account codes.
The Purchase Orders module includes functions that can be used to help plan future stock
requirements. By combining data on stock levels, sales history and current commitments, purchase
orders can be automatically generated based on a number of flexible criteria.
Serial Tracking in Maintenance Management

Component (p.28) type plant items can be related to serialised inventory items. This allows the
tracking of serialised items from purchase or manufacture to stock, to fitting on plant items within
Maintenance Management, and then through rotation with other serial items using work orders.
This relationship can be specified by selecting an item in the Item Code (p.32) field in the Maintain
Plant Item (p.28) function. Serialised items attached to a plant item have a status of Installed.
To use the serial tracking functions, the associated item code must be a serialised item. The other
requirement to successfully trace serialised items to plant items is to ensure that all personnel in
the store record the serial number of serialised items whenever they are received or despatched
from the store. To ensure this occurs, the Serial Number Traceability major function flag (located in
the Inventory Procedures (SYS M053) function) must be set to 3.
When an item is issued, the serial number to be despatched or issued must be specified. When the
serial number is issued, specify whether the item is being rotated. If the item is being rotated, the
serialised item that is being returned must also be entered after the serial number of the item being
issued is entered.
The serial history for a plant item can be viewed using the Serial mode in the Maintain Plant Item
(p.28) function. The history of a serial number can be viewed from this point also as well as through
the serialised item enquiries in the Inventory module.
Serialised items can be fitted through normal stock issues to a work order. When issuing the item
code, specify whether the item is being rotated. When the item is being rotated, enter the serial
number of the item being fitted and then the serial number of the item being returned to the
warehouse. This will issue an item at the warehouse cost and then credit an item - the overall cost

being 0 and the overall stock movement being 0. When the item is not being rotated, the serial
details of the item being fitted need to be entered.
Serialised items use the date of the issue until the work order is completed. The date is then set to
the completion date of the work order. More than one serialised item can be attached to a plant
item.
About Maintenance Management Capacity

Planning
The Maintenance Management module can be used to compare the predicted work load for each
trades-person against the available person hours. Information detailing the work overload, as well
as information on how to overcome the overload can be generated using the View Capacity Plan
(p.113) function.
Capacity planning can be calculated to the same dates as used in work order forecasting. Capacity
planning is done on a Week Commencing basis.
Maintenance Management Timesheets

See the following topics for information on default codes for Maintenance Management
timesheets:
Default Employee Codes for Maintenance

Management Timesheets
The employee must be linked to the user name in the User Access Control (SYS M195) function to
allow defaulting and security for the timesheet entry process. In this screen, the link can be made
between the employee code and the user login name.
This allows the employee number to be defaulted during timesheet entry and Quick Work Order
Entry (p.109), as well as activity/task allocation.
Default Labour Codes for Maintenance

The employee needs to be linked to the user name in the User Access Control (SYS M195)
function to allow defaulting and security for the timesheet entry process. The employee will then
have skill codes and the first skill code that matches a labour code is selected by default.
In the User Access Control (SYS M195) function, the link can be made between the employee code
and the user login name. The skill code table can be accessed using the Skill mode in the
Maintain/Enquire on Employees (SYS M018) function.
About General Ledger Integration

The integration to the General Ledger is one of the most important aspects of the Maintenance
Management module.
The General Ledger integration also determines how costs are posted within the ledger. Integration
is set up by defining cost categories within PRONTO-Xi and associating different types of cost

transactions to them. Cost categories can be defined using the Maintain Project Cost Categories
(SYS M426) function.
Costs are collated on work orders at three levels:
 Labour / Material
 Cost Category
 Transactions
Cost Category Examples
Other categories can be created to categorise purchasing transactions.
For example:
Category Type Description Setup required

MAT Material All Material Costs Special account JC.MAT
MATE Material Electrical Material Special account JC.MATE
Costs where E is the class code for
all Electrical item group codes
MATM Material Mechanical Material Special account JC.MATM
Costs where M is the class code for all
Mechanical item group codes
MATC Material Consumable Special account JC.MATC
Material Costs where M is the class code for all
Consumable item group codes
MEC Labour Mechanic Labour code MEC
BM Labour Boiler Maker Labour code BM
FT Labour Fitter Labour code FT
ELEC Labour Electrical Fitter Labour code ELEC
SKIL Labour Skilled Engineering Labour code SKIL
About Maintenance Management Cost Category

Types
In the Maintenance Management module, the following two cost category types can be defined for
use on a work order:
Project Cost Categories
The Project Cost Categories are defined in the Maintain Project Cost Categories (SYS M426)
function in either the Maintenance Management or Project Costing module. These cost
categories need not relate to an item code.
Plant Project Cost Categories
Plant Project Cost Categories are not only defined as project cost categories but also relate to item
codes. These cost categories are specified in the Labour Type Codes (p.128) function and can be
selected in the Maintain Work Order (p.85) function when creating a work order.

The list of Plant Project Cost Categories can be setup in order to maintain cost categories
specifically for labour. This makes it easier to search for and specify the labour codes on a work
order, especially when the Project Costing module is in use, as there are usually many cost
categories defined for use by Project Costing.
These cost categories must have a matching special account, which must also have a related General
Ledger account. This is usually not specified as the account that is debited as a result of
transactions, but instead some part of it is used in the final posting and the length of the code is
used to determine the correct overlay. The specified account is used if the correct overlay account
cannot be found.
The Max / Day column in the Labour Type Codes (p.128) function defines the limit at which
warnings are given during Timesheet Entry (internal plant timesheets only).
 When set to 0, no warnings are given but still only a maximum of 24 hours per day is
allowed
 When set to 99, no checking is done and this includes allowing > 24 hours per day
About G/L Interface Special Account Names

In the Maintenance Management module, a JCnnnn special account split, where nnnn is the cost
category, needs to be defined for each cost category. For more information, see the JC.nnnn topic in
the System Administration manual.
The G/L Account code associated with the special account is overlaid with information from the
work order. This is the cost centre and optionally the first character of the responsibility code. Both
of these fields are mandatory on a work order. The overlay is done from left to right, that is, if the
G/L Account code is 10 characters long, the cost centre is 4 characters, and the responsibility code
is 1 character, the first 5 characters are overlaid leaving the last five untouched. For examples, see
the table below.
The use of the responsibility code is controlled by the By Group/Branch major function flag (located
in the General Ledger Procedures (SYS M051) function). Specify 0 to not use the responsibility
code or 1 or 2 to use the responsibility code. This should not be switched unless the G/L accounts
for the cost categories are aligned beforehand otherwise transactions will not post to the correct
accounts.
Responsibility Cost Centre on Use Related G/L Posting Code

Code on Work Work Order Responsibility Account code for Substituted in
Order Code (Y/N) transaction Italics
category
DR 330 Y RCCC1234 D3301234
MM 230 Y RCCC1234 M2301234
DR 330 N RCCC1234 330C1234
ME 3005 Y AAAAA430 M3005430
DD 3005 N AAAA430 3005430
ABC MINE Y BBBB543221 AMINE43221
A MINE N BBBB543221 MINE543221
A ABCD1234 N BBBB9999 ABCD1234
The last example demonstrates that by nominating the cost centre on the work order to be that of a
valid G/L account code, the cost centre completely overlays the G/L account that is related to the
type of transaction. Therefore, the cost centre on the work order is used for all transaction types.

About Cost Transaction Processing

This topic describes the possible cost transactions that are applicable to the Maintenance
Management module. Only costs that are generated through the following methods are posted to a
work order and therefore, the plant item and cost centre summary files.
These costs are all associated with postings to the G/L and possibly to related sub-ledgers (for
example, stock/inventory). When the work order is created in the Maintenance Management
module, that is, it is a type J job/project, the posting is determined by the G/L overlay rules. Other
jobs/projects with a type other than J use different rules in determining the correct G/L account
code.
The following cost transaction processing methods are available:
Issue Inventory To Maintenance Management

Work Orders
This cost transaction processing method posts costs to the work order based on item issues that
have occurred on the work order.
For the issue of an item of $10.00 cost, the posting is as follows:
Dr G/L Account Cr Dr IN Inventory Cr

10.00 10.00
The derived G/L account is debited with the issue cost of the item. The Inventory account is
credited as the item is issued and the quantity on hand is reduced (the value of inventory is
decreased). The Inventory account that is credited is derived from the splits defined in the special
accounts based on warehouse code and the item group. This cost is also passed to the work order
that the item is issued to in the form of a transaction for the cost category defined in the Issue Items
(p.121) function when the item was issued.
The issuing of items is controlled by the status and number of days since completion of the work
order. Items can be issued to work orders:
 If work order status = Planned, In-Progress or Hold.

 If work order status = Complete.
The Stock Issues and P/O Receipt field in the Maintenance Management Configuration
(p.135) function defines the number of days after the work order completion date that
items can be issued to work orders.
The completed transaction is stored on the work order. A stock movement records the transaction
and is notated with the work order number and Req#, if entered. The G/L account code stores the
transaction for the current period, notated with the work order number and the item code issued.
The transaction can be viewed after it has been posted by selecting the Detail mode in the
Transactions For Work Order screen (Maintain Work Order (p.85) > Transactions > View
Transactions). When the transaction is for an item issue, this mode can be used to enquire on the
inventory item.
About Timesheet Entry Using Internal Maintenance

This cost transaction processing method posts costs to work orders based on timesheet
transactions. Timesheets are entered in the Maintenance Management module using the Enter
Timesheets (p.119) function.

When an employee timesheet is entered, a labour category type code must be selected which
determines the rate to use in the calculation of the cost based on the rate and number of hours
entered. The rate can vary for different labour category type codes and is maintained in the Labour
Type Codes (p.128) function.
For an entry of labour for 2 hours at $50.00 per hour, the posting is as follows:
Dr G/L Account Cr Dr PJCx Cr

100.00 100.00
The derived G/L account is debited with the calculated cost of the transaction and the specified
Payroll Clearing account (as pointed to by the PJC special account) is credited. This cost is also
passed to the work order that the timesheet transaction was entered against.
The entry of timesheet transactions is controlled by the status and number of days since
completion of the selected work order. Timesheets can be entered against work orders:
 If work order status = Planned, In-Progress or Hold.

 If work order status = Complete.
The Timesheet Entry field in the Maintenance Management Configuration (p.135) function
defines the number of days after the work order completion date that timesheets can be
entered against work orders.
This timesheet entry method is normally reserved for Maintenance Management work orders. It
does allow for one exception to that rule whereby type A projects can be identified providing that
the project is In Progress. This is typically used to record non-maintenance time for maintenance
employees against an Asset Creation project.
The notation on the G/L account code will define the employee code, timesheet reference (usually a
timesheet entry number if required) and work order number.
After the timesheet entry has been posted, it is given a status of J, which means it is fully processed
and will be ignored by the payroll system if the Payroll module is in use. Before this the timesheet
will have a status of E. These can be processed in the Payroll module but will perform differently
than if processed in the Maintenance Management module. Therefore, it is important to process
the entries created in the Maintenance Management module promptly.
Splitting the PJC Special Account for Maintenance

Management
The credit side of timesheet transactions made through Maintenance Management can be split
between accounts based on a code specified in the Maintain an Employee (PAY M108) function.
This allows the use of these accounts as provision accounts where the contractor’s invoice can be
assigned directly to balance the work performed.
The PJC (Payroll Clearing) special account can be split by the following:
 PJCddddlll
 PJCdddd
 PJClll
 PJCttnn
 PJCtt
 PJCnn
 PJCbbbb
where:
dddd = employee department

lll = employee location
tt= time type
nn= payroll number
bbbb = project branch
Note: When creating a special account for a single digit payroll number a space must be entered to
fill the two digits.
Example: If the payroll number is 1, PJC 1 is incorrect. PJC1 (with a space after the 1) is correct.
This feature allows personnel and permanent contractors to log their times against work orders.
The work times can be related to supplier invoices that are posted directly to the matching PJCxx
special account, which acts as an individual contractor provision account.
About Timesheet Entry Using Payroll

In the Maintenance Management module, entering timesheets using Payroll where the work
order number and cost category are defined on the G/L account code field is similar to that
described in About Timesheet Entry Using Internal Maintenance Management Timesheets (p.18),
but with some slightly different screens and processes.
As this process is linked to Payroll, requirements such as the Payroll being active and only
entering into the appropriate payroll period are checked, unlike the Internal Plant Timesheets
option (linked above).
About Receive and Update of Purchase Orders

In the Maintenance Management module, when goods are received on a purchase order that has
reference to a work order and cost category at either the purchase order header or purchase order
lines level, a transaction is created on the work order for the cost of the item as defined when the
item was received.
The cost on the work order transaction will be converted to local amount if the cost is expressed in
a foreign currency. The transaction will be balanced in the G/L to either the SPPNP or SPPSP
Purchasing Provision special accounts depending on whether the goods are defined as normal or
special inventory items.
Despatch and Update of a Material Requisition

Sales Order
In the Maintenance Management module, this cost transaction processing method identifies
material items against a work order and processes them in the form of a material requisition.
This process creates a sales order against an internal customer, and a picking slip listing the items
to be picked and despatched. The status of the sales order is determined by the setting of the
Conclusion Status Default major function flag in the Sales Order Entry/Edit Procedures
(SYS M326) function.
When despatched, the material requisition is updated and the costs posted to the work order. The
inventory is reduced by the value of the transaction. Backorders are created if the materials cannot
be fully supplied by the warehouse.
The following diagram shows the Material Requisition process:

About Supplier Invoice Posting

Supplier invoices can be posted directly against work orders using the Purchase Invoice/Credit
Entry (AP T026) function. This topic describes supplier invoice posting in relation to
Maintenance Management only. For more information on this function, see the Purchase
Invoice/Credit Entry topic in the Accounts Payable manual.
Once the supplier, invoice type (I), invoice number, and whether the invoice and payment need to
be approved have been specified, a project can be defined to pass the costs to the work order and
use the costing overlay to determine the G/L account code to post to.
Press F2 (Lookup Help) in the Project field to display the Project enquiry table. This table shows the
branch, start date, finish date, status, type, and so on for all work orders. The valid cost categories
for the work order can be displayed using the Cost Categories mode or in the Cost Category field on
the Suppliers Invoice Posting screen. This screen can also be used to view all cost categories and
make a selection from the entire list.

The completed screen before posting will appear. The transaction after posting can be viewed on
the work order.
About G/L Journal Entries

In the same way that a G/L account code (where a work order and cost category is specified) can be
entered on either or both sides of a G/L journal entry, so can a work order cost category. This
combination serves two purposes, firstly to define the G/L account to use in a similar method to the
other transactions and also debit or credit the specified Maintenance Management work orders.
About Supplier Purchase Invoice Variance Posting

Maintenance Management integration with other PRONTO-Xi modules is highlighted with this
function, in that any variance to the original purchase order cost can be handled in an appropriate
manner.
There are several options available including raising an immediate claim, writing the variance off or
re-costing the work orders related to the purchase order.
About Internal Stores Requisition

This Maintenance Management cost transaction processing method allows issue and requisition
of inventory items to G/L account-codes, projects or work orders.
Use the Internal Item Issue (PO M015) function to perform an internal store requisition. First
specify the internal customer to use. From this, the warehouse code to use is automatically entered,
but can be changed if required. Enter the delivery date and time.
Specify the project code and cost category. When a project code is entered (that is, either a Project
Costing project or work order), all of the items requested are assigned to this project. When a
project is not specified, the G/L account code or project cost category for each line item will be
prompted for. This defaults from the previous line once the first line has been entered.
This method uses the sales-order-gl-coding table, which allows multiple projects and/or G/L
account codes to be specified on one sales order. During the update procedure, the G/L account
codes are determined per line.
This is a useful method for stores issues and placing demand on inventory as it creates a formal
mechanism to generate global reorder requirements. It also uses all of the sales order functions in
PRONTO-Xi, allowing the tracking and expediting of customer requirements, which is Maintenance
in this case.

Menu Functions
See the following topics for information on menu functions in the Maintenance Management
module.
Plant Item Structure Tree

PLT E016
Use this function to display a tree view of all plant items and to view child plant items and other
associated information (for example, work orders, work requests, PM tasks, monitor points and
cost history).
This function also controls the background pane which can be used to display images of the current
plant item. This default HTML background page can be setup using the following methods:
 By default, an HTML page is built that includes the first Quick Link image for the plant item
and some additional navigation buttons. For more information on the two environment
variables used to control the background pane, see the table below.
 Using HTML commands stored against the plant item in the background text notes option.
For more information, see Background Text Notes (p.34).
The entries displayed in the plant tree structure can be configured by means of the following
environment variables:
Environment Variable Value Set this variable to…

P1TREE_DISABLE_STD_BACKGROUND Y Control the default HTML page.
If set with any value, the standard background
pane will not be built.
P1TREE_NO_QUICKLINK_IMAGE Y Control the default HTML page.
If there is no Quick Link image for the plant
item, the text No Image Available is displayed.
This can be replaced with an image if required.
P1TREE_HIDE_PM_TASKS Y Hide PM Task entries
P1TREE_HIDE_MONITOR_POINTS Y Hide Monitor Point entries
P1TREE_HIDE_WORK_ORDERS Y Hide Work Order entries
P1TREE_HIDE_NEW_WORK_ORDERS Y Hide Enter Work Order entries
P1TREE_HIDE_WORK_REQUESTS Y Hide Work Request entries
P1TREE_HIDE_NEW_WORK_REQUESTS Y Hide Enter Work Request entries
P1TREE_HIDE_STOCK Y Hide Item Code entries
P1TREE_HIDE_COSTS Y Hide Cost History entries
P1TREE_HIDE_FIXED_ASSET Y Hide Fixed Asset entries
P1TREE_BRANCH_MASK Y Branch masking is applied to determine the
plant items to display in the tree
P1TREE_START_PLANT Y Display just one plant item in the tree.
P1TREE_START item Specify the plant item to be displayed.
name

View Plant Item Structure

PLT M011
Use this function to view the plant item organisational structure.
Field Description
Plant Structure Specify the plant item from which to view the organisational structure.
Viewing From Press F2 (Lookup Help) to access the Plant Item Selection table and select from
Item the available list. For more information, see Plant Item Selection Dialog (p.36).
Tip: Leave this field blank to view the entire structure for all plant items.
Primary or Specify the required structure review.

Secondary P
Primary
The Parent Plant #1 (p.29) value of the plant item is used to define the linkage
and relationships.
S
Secondary
This option gives the same result as P but uses the Parent Plant #2 (p.29) value
of the plant item. This provides the ability to have two different views of the
hierarchy of plant items.
Year Specify the required year for which to view the plant item structure.
The View Plant Item Structure screen displays the structure for selected plant items and shows
the relationships between the items through the Level column. This screen shows the number of
outstanding (incomplete) work orders in the O/S WOs column, and the outstanding work orders by
status as well as the number of complete work orders at the bottom of the screen. The Target and
Actual Mean Time Between Failure (MTBF), current YTD cost, type and cost centre are also
displayed for each plant item.
The following modes are available on this screen:
Mode Description
Plant Item Detail View full details of the plant item in the selected row.
For more information, see Maintain Plant Item (p.28).
Work Orders Maintain the list of work orders raised against the current plant item.
The Find mode is available in this data grid. The following modes are also
available.
Work Order
Maintain details of the selected work order.
For more information, see Maintain Work Order (p.85).
New Work Order

Create a planned work order.
For more information, see Enter Planned Work Order (p.104).
Work Requests Maintain the list of work requests raised against the selected plant item.
available.
Work Request Detail
Maintain details of the selected work request.

For more information, see Enter Request (p.65).
New Work Request

Create a new work request.
BOM View details of the components that make up the selected plant item if the
current plant item is a Component type plant item and is related to an item that
is a BOM header.
Spares List Maintain the spares list for the selected plant item.
Duplicate Copy the selected plant items within the structure to a new plant item.
In the Plant Item Duplicate/Copy Plant Item screen, enter the new plant item
number, description, parent plant items and serial number (if applicable).
Specify whether to copy the fixed asset information (if applicable), serial
number, monitor points, PM tasks and MPM tasks.
Repeat Repeat the enquiry using the plant item in the selected row as the top level in
the plant item organisational structure.
Extra Use this mode to access the following additional options.
Set Default Branch for Child Plant
Set the default branch code for the child plant items of the selected plant item.
Set Default Parent Project for Child Plant

Set the default parent project for the child plant items of the selected plant
item.
Plant Items
PLT X013
This folder contains maintenance functions that can be used to maintain all aspects of the
Maintenance Management module.
Enquire on Plant Item

PLT E010
Use this function to view plant item details.
When this function is accessed for the very first time, the first record in the table is displayed.
Subsequently, this function always recalls the last record that you viewed, if it is still available.
The information in this screen is read-only and cannot be changed. These details can only be
changed in the Maintain Plant Item (p.28) function. For more information on the fields and modes
in this screen, see Maintain Plant Item (p.28).
While the details in this screen cannot be changed, the information accessed using the modes in this
screen can be changed and these changes are then reflected in the screen.
Selective Plant Item Enquiry

PLT E006

Use this function to view and maintain the selected plant item records.
The plant item search can be restricted using a combination of ranges of plant item number, cost
centre, parent project, primary and secondary parent plant item, asset number, last fail date,
supplier, manufacturer, branch, item code, PM task, approval body and template.
PLANT TYPE CRITERIA
Field Description
Type Select the plant type for which to search.
 All Types
 Asset
 Component
 Level
STATUS CRITERIA
Field Description
Status Select the plant status for which to search.
 Normal Status
 Reference Only
PLANT TYPE CODES CRITERIA
Field Description
Type Codes Specify the range of type codes.
Press F2 (Lookup Help) to access the Plant Type Codes – P0 code table and
select from the available list.
TEXT AND TRANSACTION CRITERIA
Field Description
Item Code Enter the item code to search for that exists in a BOM or spares list.
Text String Enter note or description text to search for.
The matched plant item records are displayed in the Plant Item Enquiry screen including the
following details: plant item, description, cost centre, type, branch, attached to plant item, parent
project and types (1-4).
Caution: All plant items in the original search list will be selected, not just the filtered list that is
visible, if this data grid is filtered and the Extra Bulk > Mark All option is selected. Do not filter the
data grid and use this option, instead search for only the plant items that need to be maintained in
bulk.
The Find mode is available in this data grid. The following modes are also available.
Mode Description
Detail View full details of the selected plant item.
For more information, see Enquire on Plant Item (p.25).
Mark Select/deselect the plant item in the current row for bulk processing.
Extra Bulk Access bulk maintenance options.
For more information, see Selective Plant Item Enquiry: Extra Bulk Mode
(p.27).
Serial View serial and customer details associated with the selected plant item.

Note: The plant item must be set up as an asset in the Fixed Asset Register
module and have a serial number.
Notes/Text View and maintain the following note types:

 Plant Description
 Other Notes
 Safety Notes
 Engineering Specs
 Drawing Reference (p.34)
 Attachments
Perform another search using the Selective Plant Item Enquiry screen.
Reselect
Selective Plant Item Enquiry: Extra Bulk Mode

The Extra Bulk mode is accessed from the Selective Plant Item Enquiry (p.25) function after a
search has been performed, and can be used to access the bulk maintenance options described
below.
Restriction: This mode is available if the current user has security access to the Maintain Plant
Item (p.28) function.
Caution: All plant items in the original search list will be selected, not just the filtered list that is
data grid and use this option, instead search for only the plant items that need to be maintained in
bulk.
Use this mode to access the following bulk maintenance options:
Option Description
Bulk Maintenance Maintain information for all of the marked plant items.
In the Bulk Maintenance of Marked Plant Items screen, the following
information can be changed for the marked plant items; cost centre, branch,
parent project, types 1-4, work centre, primary and secondary parent plant
item.
Mark All Select all plant items in the original search list for bulk maintenance.
Unmark All Deselect all plant items in the original search list for bulk maintenance.

Maintain Plant Item

PLT M079
Use this function to maintain plant item details.
IDENTIFIER
Field Description
Plant Item
Note: This field can be used to enter a new plant item or select an existing plant
item for maintenance.
Enter the new plant item name/number.

Alternatively, to maintain an existing plant item, press F2 (Lookup Help) to
access the Plant Item Selection table and select from the available list. For more
information, see Plant Item Selection Dialog (p.36).
Tip: Click (Notes) to maintain general notes about the plant item.
Description Enter a description of the plant item.
DETAILS
Field Description
Plant Type The plant type used depends on the required relationship to other items. The
following plant types are available:
Asset
Use this type to link the plant item to a fixed asset or create a fixed asset. The
asset can be set up in the Asset/Installation Information area.
Note: An asset type item cannot be changed to a component or level type item
without first removing the asset number.
Component
Use this type to link the plant item to an item code. The item code can be a BOM
item and therefore have components (child items) and/or be serialised items.
For more information, see Serial Tracking in Maintenance Management (p.14).
Level
This type has no relationship to assets or inventory but has its own cost centre.
Cost Centre Specify the cost centre.

Press F2 (Lookup Help) to access the Account Enquiry table and select from the
available list.
Restriction: A cost centre is only applicable to Asset and Level type plant items.
When a work order/request is raised on a Component plant item, the cost
centre is derived from the closest parent plant item that has a cost centre.
Branch Specify the default branch code.

Press F2 (Lookup Help) to access the Project Branch Codes – JB code table and

Tip: Branches can be masked by creating a JB entry in the User Masking

screen accessed using User Access Control (SYS M195) > Select > Mask.
Type Codes 1-4 Specify the plant type codes.

Press F2 (Lookup Help) to access the Plant Item Type Codes – P0 code table and
Up to four different type codes can be specified.
Parent Plant #1 Specify the parent plant item.
Press F2 (Lookup Help) to access the Plant Item Selection table and select from
the available list. For more information, see Plant Item Selection Dialog (p.36).
This value is used to define the Plant Item Structure Tree (p.23), and plant item
structure enquiries use this relationship for costing, PM tasks and work order
enquiries. When the plant item is a Component, specifying another component
or an asset allows the cost centre of the asset to be used as the default during
the creation of a work order for the component.
Recommendation: This field is optional; however, an entry is recommended

unless the plant item cannot be related to another plant item.
Parent Plant #2 (Optional) Specify a second parent plant item.

Tip: This value can be used to define a plant item model, brand, equipment
type and so on. To review the plant item structure based on this value, specify S
(Secondary) in the Primary or Secondary field in the View Plant Item Structure
(p.24) function.
Status Specify whether to allow work requests/orders to be created for the plant item.
When this check box is selected (Reference Only), manual or automatic work
order creation is disabled for the plant item.
Tip: This can be used for several purposes including prevention of work order
creation at L (Level) plant items that are used for reporting only and during
commissioning or de-commissioning of plant items.
Menu Icon Specify the icon to use for the plant item in the Plant Item Structure Tree
(p.23).
Press F2 (Lookup Help) to access the Select Icon screen and select from the
available list.
Report Level Enter the plant item level for reporting.
This is the level in the plant item organisational structure. For more
information, see View Plant Item Structure (p.24).
Template Code Specify the master template code.
Press F2 (Lookup Help) to access the Plant Template Master – NF code table
and select from the available list.
Note: The default (blank) templates are stored against a phantom plant item.
When a template is selected, the system detects whether the current plant item
has the template details and, if not, copies the template from the phantom plant
item. Once copied, the template can be corrected specifically for the current
plant item using the Text/Notes (p.33) mode.

USAGE/UNITS
Field Description
Usage UOM Specify the plant usage unit of measure (UOM) code.
Press F2 (Lookup Help) to access the Unit Of Measure Codes – UM code table, or
if entries exist, the Maintenance Management UOM Codes – NV code table, and
This field is important if recording meter type readings for plant items. If this
code matches a monitor point for the plant item, this monitor point is
maintained with new readings at work order completion and these readings
are used to display and report run times of plant items and serialised
components.
Restriction: Units such as WEEK, MNTH and DAY cannot be entered in this
field because they conflict with the units on PM tasks that describe valid
calendar units.
Note: An indicator MP is displayed next to the usage UOM label if this value for
the plant item relates to an existing plant monitor point.
Production UOM Specify the plant item production unit of measure (UOM) code.
Weekly Average Enter the initial or calculated value of usage UOM that the plant item achieves
per week on average.
COMPONENT TRACKED
Field Description
Track Serial# Specify whether to record a notation serial number against the component.
Expected Life Enter the expected life in primary UOM meter units.
Warranty Enter the warranty life in primary UOM meter units.
ASSET/INSTALLATION INFORMATION
Field Description
Asset Number Specify the asset relating to the plant item.
Press F2 (Lookup Help) to access the Asset Selection dialog and select from
the available list.
Alternatively, press Enter when the field is blank to create a new asset.
Restriction: This field is only applicable when Asset is selected in the Plant
Type field.
Location Specify the asset physical location code.

Press F2 (Lookup Help) to access the Asset Physical Location – AF code table
Restriction: The location code cannot be changed if the plant item is related to
a fixed asset and the asset has progressed beyond the Entered status. The
location code is stored on the plant item notes file and is retained even if the
item is related and then un-related to a fixed asset.
Location Code Specify the asset location code.

Press F2 (Lookup Help) to access the Asset Locations – AL code table and select
from the available list.
Restriction: The location code cannot be changed if the plant item is related to
a fixed asset and the asset has progressed beyond the Entered status.
Sub-Location Specify the asset sub-location (branch) code.

Press F2 (Lookup Help) to access the Asset Branches – AB code table and select
Restriction: The branch code cannot be changed if the plant item is related to a
fixed asset and the asset has progressed beyond the Entered status.
Serial Number Enter the serial number of the plant item.

The serial number defaults from the fixed asset Indent Number if specified.
Model Number Specify the supplier’s item code/model number.
Press F2 (Lookup Help) to access the Item Code Enquiry table and select from
the available list.
The model number defaults from the fixed asset Finance Supplier Part Number
if specified.
Supplier Specify the supplier code.
Press F2 (Lookup Help) to access the Supplier Enquiry table and select from the
available list.
The supplier code defaults from the fixed asset Supplier Code from the Finance
screen if specified.
Manufacturer Specify the manufacturer code.
available list.
The manufacturer code defaults from the fixed asset Finance Notes if specified.
Installation Date Enter the date that the plant item was installed or delivered.
Warranty Date Enter the date that the warranty period ends.
Note: If a work order is raised for a plant item with a warranty date later than
the current date, a warning message is displayed: Item is in warranty.
P/Order No. Enter the purchase order reference number.

The purchase order number defaults from the fixed asset Internal Order No. if
specified.
Capital Cost (Display only) The total cost of the plant item.
The capital cost defaults from the Original Tax Capital Cost field in the Asset
Number (FA E009) function.
REGISTRATION DETAILS
Field Description
Approval Body Specify the approval body code.
Press F2 (Lookup Help) to access the Plant Item Approval Bodies – P1 code table
Approval No Enter the number of the approval certificate, if applicable.
Expiry Date Enter the approval expiry date.

INTEGRATION LINKS
Field Description
Item Code Specify the item code that the plant item is related to.
the available list.
The item code could be serialised and therefore rotable tracked and/or be a Bill
of Materials header for other components within the BOM.
BOM ID If the specified item is a finished item with a Bill of Materials associated with it,
enter the BOM ID for that item.
Press F2 (Lookup Help) to access the BOM IDs table and select from the
available list.
Parent Project Specify the parent project for all work orders created for the plant item.
Press F2 (Lookup Help) to access the Project Enquiry table and select from the
available list.
Work Centre (Optional) Specify the manufacturing work centre for the plant item.
Press F2 (Lookup Help) to access the Work Centre Maintenance table and select
This information is used for capacity planning in the Manufacturing module
for this work centre.
FAILURE DETAILS
Field Description
Target MTBF Enter the target mean time between failure value for the plant item (in days).
Actual MTBF (Display only) The actual mean time between failure value.
This value is maintained based on the fault codes on work orders for the plant
item.
Last Fail Date Enter the last date that the plant item had a work order with a fault code
defined.
Note: This date can be entered at plant item creation and is subsequently
maintained by the system.
Days Since Fail (Display only) The number of days since the plant item last failed.
Total Failures (Display only) The total number of failures.
COSTS/INCOME
Field Description
Total Labour (Display only) The total labour for all work orders associated with the plant
item.
Total Material (Display only) The total material cost for all work orders associated with the
plant item.
Total Other (Display only) The total of all other costs for all work orders associated with
the plant item.
Total Income (Display only) The total income associated with the plant item.
Total (Display only) The total cost of work orders associated with the plant item.
BUTTONS
Button Description

Work Order Maintain work orders raised for the current plant item.
Work Requests Maintain work requests for the current plant item.
Cost History Maintain detailed costs and usage history for the current plant item.
For more information, see Plant Item Cost/Usage History (p.39).
Safety Notes Maintain any safety/isolation notes to be transferred to work orders and
requests for the plant item.
Drawing Notes Maintain the plant drawing details.
Monitor Points Maintain the plant monitor point details.
PM Tasks Maintain PM tasks scheduled for the current plant item. Use the PM Task
Detail mode to view full details of the selected PM task.
For more information, see PM Tasks Maintenance (p.44).
Spares List Maintain the list of spare parts that are associated with the plant item. This can
include stocked and non-stocked items (parts) used on this plant item.
Use the Item Detail mode to view details of the selected item in the Inventory
Enquiry Console screen.
Defects List Maintain defect work requests for the current plant item.
Component View the component change history for the current plant item.
Changes
MPM History View minor PM task details for the current plant item.
For more information, see View Plant MPM History (p.54).
Audit View the audit history of changes that have occurred for the current plant item.
The Additional Info for Plant Item screen is displayed when creating a new plant item and the
required fields are specified. In the Additional Info area, specify whether to maintain notes, enter
safety notes and enter plant spares for the plant item. In the Related Items area, specify whether to
enter a new fixed asset, maintain monitor points details, link to a parent project and enter a new
serial number.
The Find, Entry, Remove and Correct modes are available on this screen. The following modes are
also available:
Mode Description
Notes Maintain description notes for the plant item.
Use the Open mode to access a referenced Word document. For more
information, see Accessing Word Documents (p.146).
Text/Notes Maintain plant item notes.
For more information, see Maintain Plant Item: Text/Notes Mode (p.34).
Enquiries Access plant item enquiry options.
For more information, see Maintain Plant Item: Enquiries Mode (p.35).
Serial View and maintain the serial numbers attached to the current plant item in the
organisational structure view.
Use the Install Serial mode to attach a serial number to the selected plant item.
Extra See Maintain Plant Item: Extra Mode (p.35).
Up Display the parent plant item of the current plant item.
Example: If the current plant item is A0001 and the Parent Plant #1 plant item
is XYZ003, the screen will refresh and display plant item XYZ003.
Down Display the child plant item of the current plant item.

Maintain Plant Item: Text/Notes Mode

Use the Text/Notes mode in the Maintain Plant Item (p.28) function to maintain plant item notes.
The following options are available:
Option Description
Plant Description Maintain description notes for the plant item.
Safety Notes Maintain any safety/isolation notes to be transferred to work orders and
requests for the plant item.
This applies only when the request or work order is not built using a PM task. It
is assumed that if a PM task is used, the PM task includes the required safety
notes.
Drawing Maintain the plant item drawing details.
Reference The following information can be entered in this screen:
QMS Drawing Reference
Press F2 (Lookup Help) to access the Drawing Register dialog and select from
the available list. The Drawing Detail mode can be used to show details of the
reference drawing if this linkage is made and the Quality Management
System module is in use.
Path and filename of an image / document / attachment

Enter the path and filename in the Drawing References column. Use the Open
mode to view the file using a tool defined using the environment variable
(IMAGEPROG).
Example: To display images in Internet Explorer, the environment variable is:

IMAGEPROG=c:\programs\plus!\internetex4.exe;export IMAGEPROG.
Use the Drawing Detail mode to view full details of the selected record.
Engineering Spec Maintain engineering specification notes for the plant item.
Attachments Open a directory used to store attachments associated with the current plant
item.
The parent directory for plant item related attachments is specified by the
PLTATTDIR and PLTATTDIRL environment variables.
Template Text Maintain the selected template for the current plant item.
For more information on this option, see Template Master Details (p.130).
Master Template Maintain the details of the selected master template.
For more information on this option, see Template Master Details (p.130).
Background Text Build the HTML page to display in the background pane. This option has
Notes abbreviations that can assist in building and simplifying the text to build the
HTML page.
@DATADIR is replaced with the current company path.
Example: HREF=pronto:@DATADIR%20plant/p1maint should be converted

to HREF=pronto:/u1/data/pronto/live%20/plant/pltmaint
@PLANT_DESC is replaced with the plant description.
Example: The plant description is Turbo Charger – Haul Truck.

<H3>@PLANT_DESC</H3> should be written as
<H3> Turbo Charger – Haul Truck </H3>

Different types of notes can also be included in the HTML page. Enter the prefix
of the note type to include in the HTML page.
Example: Safety notes have a prefix of SA. In the body of the HTML script, type
@SA to display the entire note text on the page.
Use the Review Background mode to preview the background based on the
entered text.
Colloquial / Maintain colloquial / keyword notes for the plant item.
Keyword Text
Other Notes Use this option to maintain any additional information that you want to record
about the plant item.
Maintain Plant Item: Enquiries Mode

Use the Enquiries mode in the Maintain Plant Item (p.28) function to access plant item enquiry
options. The following options are available.
Option Description
Work Orders Maintain work orders raised for the current plant item.
Work Requests Maintain work requests for the current plant item.
Invoice Enquiry View invoice details for the current plant item.
Notes Enquiry View all notes for the current plant item.
Machine Details Maintain related machine details for the current plant item.
Work Centre View work centre estimated downtime for the current plant item.
Downtime
Same Item Code View plant items with the same item code (as specified in the Item Code (p.32)
field).
MPM History View minor PM task details for the current plant item.
Component View the component change history for the current plant item.
Change History
Component View the components of the current plant item, including the actual and
Condition planned changeout details.
For more information, see Plant Item Component Changeouts (p.42).
Maintain Plant Item: Extra Mode

Use the Extra mode in Maintain Plant Item (p.28) function to access the following additional
options:
Option Description
Audit Details View the audit history of changes that have occurred for the current plant item.
The Audit Details screen shows the audit type, description, modified date,
login ID of the user who made the change, old value, new value and program
name.
PM Tasks Maintain PM tasks scheduled for the current plant item.
Use the PM Task Detail mode to view full details of the selected PM task. For
more information, see PM Tasks Maintenance (p.44).

Fixed Asset View full details of the asset related to the plant item.
Restriction: This option is only applicable if the current plant item is an Asset
type plant item and is related to a fixed asset.
Review Plant Review plant items within the organisational structure tree.
Work Orders Maintain the Maintenance Management work orders for the current plant
item.
Plant Structure View the plant item organisational structure below the specified plant item.
For more information, see View Plant Item Structure (p.24).
Asset Budget Maintain the plant item annual cost budget.
History Maintain detailed costs and usage history for the specified plant item.
For more information, see Plant Item Cost/Usage History (p.39).
Monitor Points Maintain the plant monitor point details.
Owner/Email Enter the login ID of the plant item owner.
Recipient Depending on the setting of the Email Notification Control field in the
Maintenance Management Configuration (p.135) function, the ID is also used to
send email when changes occur to work requests and work orders for the
current plant item, for example, to advise of Approved work orders.
Duplicate Plant Copy the current plant item to a new plant item number.
Item Specify the new plant number, description, parent plant item (attached to),
secondary parent plant item and serial number.
Note: If the current plant item has PM tasks and/or monitor points, these are
copied to the new plant item. However, the PM task/monitor point details are
initialised and need to be manually edited.
Plant Item Spares Maintain the list of spare parts that are associated with the plant item. This can
include stocked and non-stocked items (parts) used on this plant item.
Use the Item Detail mode to view details of the selected item in the Inventory
Enquiry Console screen.
Defects Processing Review defects for the current plant item and the associated child plant items.
For more information, see Defect Processing (p.81).
Work Centre View work centre downtime.
Downtime
Keywords Maintain the keywords for the current plant item.
Plant Item Selection Dialog

The Plant Item Selection dialog can be accessed from the Plant Item field in the Maintain Plant Item
(p.28) function by pressing F2 (Lookup Help).
This data grid shows the plant item, description, cost centre, type, status, branch, notes, plant asset
and parent plant item.
The Select and Find modes are available in this data grid. The following modes are also available as
alternate methods of searching for plant items.
Mode Description
Plant Item Detail View full details of the highlighted plant item.

Type Locate Search for plant items by plant type code.

Up to 4 different plant type codes can be specified. Codes can be entered in any
order regardless of the order defined on the plant item.
This is a useful search method when dealing with large numbers of plant items.
Using well structured coding, this option can be used to search similar items
and so on.
A suggested coding structure could be as follows:
1. Type - For example, pump, motor, valve, chute.
2. Manufacturer - Caterpillar, Siemens, and so on.
3. Size/Capacity - 200, 40, 5.5.
4. Medium - Water, Reagent.
Search for plant items based on the following criteria:

Text Locate Start / End Plant No
Specify the range of plant items.
the available list.
Pattern
Enter the pattern to search for.
Example: Enter ??YZ???? to find plant items that have YZ in the 3rd and 4th
characters of the plant item number.
Start / End Cost Centre

Specify the range of cost centres.
Plant Type Codes

Specify the plant type codes
Up to 4 different plant type codes can be specified. Codes can be entered in any
order regardless of the order defined on the plant item.
Text String
Enter the text to search for within the plant item description and various note
type lines. This is a useful search facility given the large amount of text that can
be stored on a plant item record.
Structure Tree Select a plant item from the Maintenance Management structure tree.
For more information, see Plant Item Structure Tree (p.23).
Keyword Search for plant items based on keywords.
Child Select a plant item from the child items of the highlighted plant item.
Use the Parent mode to position on the parent of the highlighted plant item.
Use the Child mode to drill further down to the children of the highlighted
child item.
Parent Highlight the parent plant item of the plant item that is currently highlighted.
Example: If the highlighted plant item is A0001 and this plant item has a
parent item of XYZ003, after using this mode XYZ003 is highlighted in the list.

Plant Item Enquiries

PLT X005
This folder contains various functions for enquiring on plant items.
Top 100 Plant Items by Cost

PLT E013
Use this function to enquire on the most expensive plant items.
Field Description
View TOP Enter the number of plant items to display.
Example: Enter 10 to display the 10 most expensive plant items.
By Cost Specify how the cost of the plant item is determined.

M
Month-to-Date
Y
Year-to-Date
T
Total Cost
Date Enter the required date to define the month and year. This can be used to back
date the enquiry and make the enquiry independent of the current G/L period.
Restriction: This field is only applicable when the By Cost field is set to M or Y.
Summary of Costs by Cost Centre

PLT E022
Use this function to view cost centre budget and actual cost for labour and materials per period.
Total actual costs are also displayed. This function can also be used to enter cost centre budget
costs for the specified year.
The period labels are derived from the period processing dates in the System Administration
module. The information is stored in arrays of periods per cost centre per year. The year is
determined by the period processing dates and the date of the transaction that incurred the cost.
The Summary of Costs by Cost Centre screen displays information a cost centre for a year.
Records are created automatically by the creation and completion of work orders but budgets can
also be entered in advance and these previous, current and future budgets can be maintained and
used as comparisons against the actual values collected.

Plant Item Cost/Usage History

PLT M101
Use this function to view and maintain detailed plant cost and usage history details.
IDENTIFIER
Field Description
Plant Item Specify the plant item.
Year Enter the year for which to view or enter cost/usage information.
The Period labels are derived from the period processing dates in the System Administration
module. The information is stored in arrays of periods per plant item per year. The year is
determined by the period processing dates and the date of the transaction that incurred the cost,
usage or lost usage (downtime).
The Plant Item History/Costs screen contains the Labour, Material, Income and Other (that is, not
labour or material or income) columns. The Usage column is accumulated usage from the main
usage UOM defined on the plant item if the matching monitor point is a Meter type. The values are
defined by the unit of the monitor point. This monitor point is known as the primary monitor point
for the plant item. The Downtime is obtained from the Completion Details (p.103) screen where the
work order is considered a failure, that is, the work order has a fault code. This is usually defined in
hours.
Tip: Use the cursor Up/Down arrow keys to move through consecutive years for all plant items.
The Find mode is available in this screen. The following modes are also available.
Mode Description
Correct Budget Maintain the current budget cost/usage history record.
Restriction: This mode is not available if the current record is an actual

cost/usage history record.
Enter Budget Enter a new cost/usage budget for the specified plant item and year.
Graph Display the following graph types in the PRONTO-Xi Graph Viewer for the
current plant item:
All Costs / Usage
Displays labour cost, material cost, other cost, income, usage and downtime for
the current record.
Costs Only
Displays labour cost, material cost, other cost and income for the current
record.
Budget vs Actual – Costs Only

Displays budget and actual labour, material, other and income costs for the
current record.
Include Children View actual labour, material, other and income cost figures for the selected
plant item and year, including any child plant items in the organisational
structure.
Extra See Plant Item Cost/Usage History: Extra Mode (p.40).

Plant Item Cost/Usage History: Extra Mode

Use the Extra mode in the Plant Item Cost/Usage History (p.39) function to access the following
additional options:
Option Description
Detail of Costs View the costs incurred for the specified plant item and year.
Use the Labour, Material, Income and Other modes to display the transaction
for the cost and to access the work order that incurred the cost.
Costs – Inc View the costs incurred for the specified plant item (including any child plant
Children items) and year.
Use the Labour, Material, Income and Other modes to display the transaction
for the cost and to access the work order that incurred the cost.
Downtime View downtime details for the current plant item.
Use the Downtime Details mode to display further details about the downtime
and to access the work order that caused the downtime.
Usage View usage details for the current plant item.
Use the Usage Details mode to display further details about usage from
monitor point readings and to access the relevant monitor point.
Due to Fail Analysis of Plant Items

PLT E007
Use this function to view plant items that are due to fail, that is, plant items that have reached or
exceeded the number of days specified in the Target MTBF field in the Maintain Plant Item (p.28)
function.
REPORT OPTIONS
Field Description
Items Greater Enter a percentage threshold value for inclusion of an item in the results.
Than All plant items that have exceeded the target MTBF value by at least this
percentage are included.
Note: For those items where no target MTFB value has been specified, that is,
the Target MTBF field is set to 0, this analysis will assume an MTBF value of
365 days (=1 year).
The report can be further restricted using a combination of ranges of plant item number and cost
centre.

Invoice History by Plant Item

PLT E011
Use this function to display a list of completed sales order lines in sales orders associated with work
orders for the specified plant item.
SELECTION CRITERIA
Field Description
Start Date Enter the start date.
Invoices with a date after the entered date will be included.
The Plant Invoice Enquiry screen shows the plant item, invoice date, description, quantity,
amount, sales order number, sales order line number, item code, item code description, project
code and price.
The Find mode is available in this data grid. The following modes are also available:
Mode Description
Sales Order View full details of the sales order in the selected row.
Service Call View full details of the service call associated with the selected row.
Project View full details of the project attached to the service call in the selected row.
Work Order View full details of the work order in the selected row.
Note History by Plant Item

PLT E012
Use this function to display a list of note lines for completed work orders.
Field Description
Start Date Enter the start date for the enquiry.
Notes entered after this date are included.
The Plant Note Enquiry screen is displayed. This screen shows the date of the note, description,
note type, line sequence number, project code and project description.
The Find mode is available on this screen. The following modes are also available:
Mode Description
Call View the service call details associated with the work order in the selected row.
Project View the project details attached to the service call for the selected row.
W/O Maintain full details of the work order in the selected row.

Plant Item Component Changeouts

PLT E018
Use this function to review the components of plant items, including their actual and planned
changeout details.
This function provides a mechanism to monitor these components and optimise their life and the
plant items availability for the lowest running cost. An important part of this process is to allow for
components to be assigned against a changeout PM task and also to cater for mid-life failures.
Details from the plant item, previous component changes, and their associated changeout PM tasks
are displayed in order to provide the information required to make decisions regarding one or
more components.
SELECTION CRITERIA
Field Description
Start Plant Specify the plant item from which to view the organisational structure.
Structure Press F2 (Lookup Help) to access the Plant Item Selection table and select from
Tip: Leave this field blank to view the entire structure for all plant items.
Plant Items Specify the range of plant items to review.

Plant Type Codes Specify the plant item type code.
Press F2 (Lookup Help) to access the Plant Item Type Codes - P0 code table and
Tip: Up to two plant item type codes can be selected.
The Plant Component Condition screen is displayed. This screen displays full details of the
components for the selected plant items, including current condition code, installation date, last
work order number, last work order cost, current serial number, target life, hours run, meter
change, hours to go, actual % due, actual days to go and actual due date. This screen also displays
full PM task information for the selected plant items.
The Find mode is available in this screen. The following modes are also available:
Mode Description
Detail View plant item, changeout and PM task details for the selected component in
the Component PM Details screen.
The modes described below are also available in this screen.
Plant Item View the plant item in the selected row.
PM Task View the PM task in the selected row.
Last Work Order View the previous work order for the component.

Current Work View the current work order for the component.
Order For more information, see Maintain Work Order (p.85).
Create New Work Create a new work order for the component.
Order For more information, see Maintain Work Order (p.85).
Convert Plant Items

PLT M085
Use this function to convert a plant item to a new plant item number.
All associated files, including work orders, cost history records, plant spares list, and so on, are
converted to the new plant item.
Recommendation: It is recommended that a backup be performed before running this function.

This process should be carefully planned and executed as it could involve updating a large number
of files. It should be performed only when there is little or no other plant item, work order or PM
task maintenance being carried out.
Specify the existing plant item number and the new plant item number.
Copy Plant Item Spares

PLT M055
Use this function to copy plant item spares from one plant item to another.
In the Copy Plant Item Spares screen, specify the plant item to copy spares from and the plant
item to copy spares to.
PM Tasks
PLT X002
This folder contains functions that can be used to enquire on and maintain PM tasks.
Enquire on PM Task
PLT E002
Use this function to enquire on preventative maintenance tasks.
For more information on the fields and modes in this screen, see PM Tasks Maintenance (p.44).

PM Tasks Maintenance
PLT M080
Use this function to maintain the preventative maintenance (PM) tasks schedule.
Note: When this function is accessed for the very first time, the first record in the table is displayed.
PM tasks consist of the following two types:
With Frequency/Interval
Tasks that form the basis of the maintenance plan for the plant.
Without Frequency/Interval
Tasks that act as master work orders or templates which can be used during manual work order
creation.
PM tasks can also be related directly or in a hierarchy to provide a complex plan which optimises
the number of generated work orders and retains relationships between tasks. There are many PM
task relationship combinations available, including the examples below:
 Task one, a two weekly task includes task two which has no frequency.
 This PM task combination creates two work orders every time task one is triggered. The
start date of both work orders is the same.
 Task one, a four weekly task includes task two which has an interval of two weeks.
 This PM task combination creates a sequence of task two, task one, task two, task one, and
so on. The Last Done (p.50) date of task two is updated when task one is generated, that is,
only one work order per two weeks.
 This assumes the Reset Type field is set to Reset Type (p.45) (Reset Upon Generation) for
both tasks.
For more information on meter based forecasting, see About PM Task Forecasting (p.5).
Fields
The fields on this screen are divided into the following screen areas. Click on a screen area name to
see details of each field.
Identifier
Field Description
PM Task
Note: This field works differently depending on the mode that the screen is in.
This field can be used to find an existing PM task number or enter a new PM
task number.
When searching for a PM task, specify the PM task number.

Press F2 (Lookup Help) to access the PM Task Selection table and select from
the available list.
When creating a new PM Task, enter the new PM task number.
Alternatively, leave this field blank and press Enter to obtain the next number
from the PT entry in the YY - Serial Numbers (SYS M170) function.
Restriction: An existing work order number cannot be entered.

Tip: Click (Notes) to maintain the PM tasks description notes.
Triggering Information
Field Description
Frequency Enter the frequency of the task.
This is a numeric value, which in combination with the UOM field, defines the
time or usage difference between PM task generation.
This field can also be set to zero, in which case the task can only be triggered
manually or as an include to another PM task.
UOM Specify the unit of measurement (UOM).
The UOM code is used in conjunction with the Frequency value to specify the
PM task schedule and can be one of the following:
 An appropriate calendar interval such as DAY, WEEK, MONTH, and so
on.
 Plant item usage UOM or monitor point.
 A Smart Calendar Period calculation that can be used to specify a day of
the week / week of the month / month of the year. This is done by
defining particular Frequency UOM codes on the PM task:
o Wd - where d is the day of the week (2 = Monday)
o Mwd - where w is the week of the month and d is the day of
the week (2 = Monday)
The following calculations could be set up:
Frequency UOM Description

2 W4 Every second week on the 4th day (Wednesday)
1 M22 Every month on the Monday of the second week
1 W1 Every Sunday
The triggering of the task can be defined using the Reset Type field if it is done
outside the planned scheduled date.
When set to:
Generation
A new work order is recommended and triggered every month for the day of
the week defined regardless of when the last work order was completed or
even if it is completed.
Completion
Only one work order can be incomplete at any particular time as the triggering
of the new work order is dependent on the date of the last work order. It is
possible to ignore a task, that is, if the above example task produces a work
order on the Monday of the second week of March and this work order (due to
operational or other reasons) is not completed until the third week of April, the
April date is ignored as it has passed, and the Next Due date is set as Monday of
the second week in May. If the work order was completed in the first week of
April, the Next Due date is set to the Monday of the second week of April.
Define when the Last Done (p.50) and Est. Next Due (p.49) PM task dates are
Reset Type updated.
Specify the required PM task reset type.

Generation
The Forecasting function can generate multiple occurrences of the same PM
task for a plant item. The Est. Next Due date is calculated as the previous date
plus the interval because it is assumed that the previous work order is
completed. Use this option for PM tasks where it is essential that the work is
done in a regular time/usage pattern. If non-scheduled work orders are done
when this option is used, they do not reset the metered units and a work order
for the next PM task is generated at the set frequency.
Completion
The Forecasting function will only ever generate the next due work order
providing the previous work order is completed as information from the
previous work order is required to calculate the Est. Next Due date. Use this
option for PM tasks where it is important to keep the interval between one
work order and the next constant. The next work order will not be created if a
work order is left open and not completed. If additional work orders are raised
for work outside the normal schedule these will reset the calculation point of
the Normal PM Tasks where the Completion reset type is used.
Schedule Type Specify the schedule type.

M
Minor PM Tasks Structure
When the PM task is triggered, the Plant Item Structure is used to define which
minor PM tasks are built into the resultant work order. Any minor PM tasks
under the plant item that are due are included.
L
List of MPMs
When the PM task is triggered, any minor PM tasks defined for the PM
task/plant item combination that are due are included in the resultant work
order.
B
Budget
The PM task is used for budget reporting purposes only as part of the
Scheduled PM Work Orders (p.105) function. A work order is not created, even
if the triggering criteria are met.
Blank
Normal
Status Required Specify the status that the PM task requires for the plant item.
D
Down
U
Up
E
Either
Tolerance / UOM Specify the required tolerance value and UOM.

The tolerance is used to define the earliest and latest dates for triggering the
PM task.
Work Order

Field Description
Work Type Specify the work type.
Press F2 (Lookup Help) to access the Maintenance Management Work Type
Codes – P3 code table and select from the available list.
Note: This is a mandatory field as the work type code is transferred to the
resultant work orders.
Section Specify the section/keyword code.

Press F2 (Lookup Help) to access the Maintenance Management Section Codes –
N4 code table and select from the available list.
Note: This is a mandatory field as the section/keyword is transferred to the

resultant work orders. The section/keyword code is used as a major search and
statistical analysis field on the work order.
Reference Specify the reference code.

Press F2 (Lookup Help) to access the Maintenance Management Reference
Codes – N8 code table and select from the available list.
Responsibility Specify the responsibility code.
Press F2 (Lookup Help) to access the Maintenance Management Responsibility
Note: This is a mandatory field as the responsibility code is transferred to the

Priority Specify the priority code.

Press F2 (Lookup Help) to access the Maintenance Management Priority Codes –
Note: This is a mandatory field and the priority code is transferred to the
Est. Duration Enter the estimated total duration of the task (in hours).
Est. Downtime Enter the estimated plant item downtime (in hours).
Start Time Enter the estimated start time.
Activities Specify the proforma activity code.
Press F2 (Lookup Help) to access the Proforma Activities dialog and select
from the available list. Use the Proforma Detail mode to view full details of the
tasks and descriptions for the selected activity code.
Carryover Text Specify how resultant work orders inherit carryover text from previously
completed work orders.
Blank
Carryover text is not inherited.
R
Restricted
Carryover text is inherited from the last completed work order that used the
current PM task.
A
All
Carryover text is inherited from the last work order completed for the plant

item, regardless of whether the work order was from any PM task or no PM
task at all.
Task Description
Enter a description of the work to be performed for the PM task. Use the Task Text mode to enter
additional notes.
Labour Requirements
Field Description
Code Specify the labour type code.
Press F2 (Lookup Help) to access the Select Labour Cost Categories table and
select from the available list. For more information on this table, see Labour
Type Codes (p.128).
Up to four labour types and their estimated resources and hours can be
entered. Any labour codes and estimated hours entered are copied to the
resultant work orders that are generated using this PM task.
Description (Display only) The description of the labour type code.
Persons Enter the number of resources (personnel) required.
Est. Total Hours Enter the approximate total number of hours it will take to complete the task
regardless of the number of resources (personnel).
Est. Cost (Display only) The estimated cost of the labour.
Included Tasks
Field Description
Task 1/2/3/4 Specify the PM task number that the current PM task includes or precludes.
the available list.
Up to 4 different PM tasks that relate to this PM task can be entered.
Important: It is important that an included task does not include its parent
task.
Items Required
Field Description
Kit Code Specify the Kit required to perform the task.
Press F2 (Lookup Help) to access the Bill of Material table and select from the
available list. Use the Components and Exploded modes to view the individual
items that comprise the kit.
This kit is exploded into the components of the kit after the work order is
created.
Tip: Use the drill down arrow to maintain the components in the specified kit.
Part 1/2 Specify the item/part number of any parts required to complete the PM task.
the available list.

Tool Specify the tool required to complete the task.

Press F2 (Lookup Help) to access the Maintenance Management PM Task Tools
Required – P4 code table and select from the available list.
Drawing Specify the number of the technical drawing required to perform the task.
Drawing Ref Enter the reference number of any drawings or blueprints required to perform
the task.
Plant Items
Field Description
Plant Item (Display only) The plant item that has the current PM task scheduled.
Description (Display only) The description of the plant item.
Est. Next Due (Display only) The estimated next due date of the PM task for the associated
plant item.
Buttons
The following buttons are available in the menu on the right-hand side of the screen:
Button Description
Plant Items Maintain the plant items that relate to the PM task.
For more information, see Plant Items (p.50).
Components Maintain the component changeout details for the current PM task.
Safety Notes Maintain safety related notes for the PM task.
Safety notes are copied to work orders built from the PM task.
History Notes Maintain history notes for the PM task.
History notes are copied to work orders built from the PM task.
Materials Maintain the material details for the PM task.
For more information, see Materials (p.50).
Monitors View the monitor points related to the PM task.
For more information, see Monitor Points (p.52).
MPM List Maintain minor PM task (MPM) details.
For more information, see Minor PM Tasks Maintenance (p.53).
Audit View the audit log of changes that have occurred in the PM Tasks
Maintenance (PLT M080) function for the current record.
The Audit Log data grid shows the table in which the change occurred, PM
task, key value, action (update, insert or delete), audit date / time, field name,
field title, old value, new value, login ID of the user who made the change,
program, parameters and the composite key.
The Find mode is available in this data grid. Use the Drillback mode to launch
the PRONTO-Xi screen that contains the changed data for the selected row.
For more information on auditing in PRONTO-Xi, see Audit Management in the
System Administration manual and the Auditing manual.
The Additional Details for New PM Task screen is displayed when creating a new PM task.
Specify whether to edit description notes, safety notes, history notes and plant item details.

Modes
The Find, Entry, Remove, and Correct modes are available in this screen. The following modes are
also available:
Mode Description
Task Text Maintain the PM task description.
The task description is copied to work orders built from the PM task.
History Notes Maintain history notes for the PM task.
History notes are copied to work orders built from the PM task.
Safety Notes Maintain safety related notes for the PM task.
Safety notes are copied to work orders built from the PM task.
Plant Items Maintain the plant items that relate to the current PM task.
For more information, see Plant Items for PM Task Screen (p.50).
Component Maintain the component changeout details for the current PM task.
Changeouts
Materials Maintain the material details for the PM task.
For more information, see Materials for PM Task Screen (p.51).
Extra See PM Tasks Maintenance: Extra Mode (p.51).
Plant Items for PM Task Screen

The Plant Items for PM Task screen, accessed from the Plant Items mode in the PM Tasks
Maintenance (p.44) function, can be used to maintain the plant items that relate to the current PM
task.
Use this screen to add, remove and maintain plant items and maintain the Last Done and Finish On
dates for PM tasks. The data grid shows the plant number, description, current schedule, last done
date, monitor point, next due value, type, go to, average, estimated next due date, earliest next due
date, latest next due date, current work order and finish on date.
The Find and Remove modes are available in this data grid. The following modes are also available:
Note: When JB (Project Branch Masking) is set, Correct and Remove modes are not available. For
more information, see the Project Branch Codes topic in the System Administration manual.
Mode Description
Entry Specify the plant item number.
Specify the Last Done date.
This is the date that preventative maintenance was last performed on the plant
item. This can be left blank and, if so, is set by the first triggering of the PM task.
Specify the monitor point, next due value and finish on date.
Correct Maintain the last done date, monitor point, next due value and the finish on
date for the selected plant item.
Monitor Point Maintain full details of the monitor point in the selected row.
For more information, see Maintain Monitor Points (p.55).
All Work Orders View all work orders for the PM task/plant item combination.
Plant Item Maintain full details of the plant item in the selected row.

Current Work Maintain full details of the current work order for the PM task/plant item
Order combination.
Changeout Maintain the component changeout details for the current PM task.
Minor PM Tasks Maintain the minor PM task details for the PM task/plant item combination.
Audit View audit details of all changes that have occurred for the PM task/plant item
combination.
Materials for PM Task Screen

The Materials for PM Task screen, accessed from the Materials mode in the PM Tasks
Maintenance (p.44) function, can be used to maintain the material details for the current PM task.
Use this screen to maintain a list of item codes for materials required for the completion of the
work order that will result from the PM task. This list is in addition to the items stored for the
specified Kit Code (p.48).
When a work order is built using the PM task, these items are copied to the work order along with
the quantity and cost category information.
The Find, Entry, Correct and Remove modes are available in this data grid. The following mode is
also available.
Mode Description
Item Detail View full details of the selected item code.
PM Tasks Maintenance: Extra Mode

Use the Extra mode in the PM Tasks Maintenance (p.44) function to access the following additional
options:
Option Description
Audit Details View the audit history of changes that have occurred for the current PM task.
The Audit Details screen shows the audit type, description, modified date,
name.
Copy PM Task Create a new PM task from the current PM task.
Specify the new PM task number and whether to copy the plant items that are
associated with the current PM task.
Print PM Task Print the PM Task Master report for the current PM task.
Activity Proforma Maintain proformas for PM tasks.
Proformas can be used as a template to define activities for PM tasks.
For more information, see Proforma Activities (p.53).
Create PM Task Create a new PM task from an existing work order.
from Work Order Specify the new PM task number and work order number to copy details from.
The text, plant item details and labour codes are copied to the PM task;
however, material items are not copied.
Structure of PM View the PM tasks below the specified plant item in the organisational
Tasks structure.
For more information, see All Structure Enquiry (p.115).

History Printing Maintain history printing options for the specified PM tasks.
Control This is used to control the level of detail to print on the resultant work order
for the selected PM task.
Example: This could be used where a maintenance tradesperson does not have
access to PRONTO-Xi to review the recent history (and other work orders yet
to be completed) for the plant item that is being maintained.
Monitor Points View the monitor points related to the current PM task.
Use the Monitor Point mode to view full details of the monitor point in the
selected row. For more information, see Maintain Monitor Points (p.55).
Keywords Maintain keywords for the current PM task.
Use the Rebuild Keywords mode to rebuild keywords for the current PM task
and the Same Keyword mode to view PM tasks that have the same keywords.
Structure of PM Tasks
PLT E003
Use this function to view the structure of Maintenance Management (PM) tasks.
In the Plant Item field, specify the plant item to view structure from.
Press F2 (Lookup Help) to access the Plant Item Selection table and select from the available list. For
more information, see Plant Item Selection Dialog (p.36).
The Structure of PM Tasks screen displays details of the PM task structure, including the level,
plant number, work description, task number, frequency, UOM, last done date, next due value, reset,
priority, reference, responsibility code and section code.
The following modes are available in this screen:
Mode Description
PM Task Detail View full details of the selected PM task.
Convert PM Tasks
PLT M052
Use this function to convert a PM task, along with its work orders, text, and so on from its existing
number/code to another number/code.
Recommendation: It is recommended that a backup be performed before running this function.
This process should be carefully planned and executed as it involves updating many files. It should
be performed only when there is little or no other updating or creation of plant items, work orders
or PM tasks and so on.

Proforma Activities Enquiry

PLT E027
Use this function to enquire on Proforma activities.
Select the Find mode and then enter the Proforma and Task Code.
For more information on this screen, see Proforma Activities (p.53).
Proforma Activities
PLT M067
Use this function to maintain proformas for PM tasks. Proformas can be used as a template to define
activities for PM tasks.
Field Description
Proforma Specify the proforma number.
Press F2 (Lookup Help) to access the Proforma Activities table and select from
the available list.
Task Code Enter the proforma activity code.
Description Enter the proforma activity description.
Duration Enter the proforma activity duration.
Scale Specify the duration scale for the proforma activity.
D
Days
H
Hours
Start/End Type Specify the start and end type.

Resource Code Specify the activity labour code.
Predecessors Enter the predecessors of this activity.
Up to four predecessors can be entered.
The Find, Entry, Correct and Remove modes are available in this screen.
Minor PM Tasks Maintenance

PLT M002
Use this function to maintain minor PM task (MPM) details.
The Minor PM Tasks Maintenance data grid displays the MPM number, plant item, plant item
description, MPM task description, task sequence number (round no.), interval factor, interval UOM,
last done date and current work order.

The Find, Entry, Correct and Remove modes are available in this data grid. The following modes
are also available:
Mode Description
Items Maintain the list of items required for the selected MPM task.
The Items for Minor PM Task data grid displays the labour cost category, item
code, item description and quantity required.
Current Work Maintain full details of the current work order associated with the selected
Order MPM task.
Plant Item Maintain full details of the plant item associated with the selected MPM task.
Extra See Minor PM Tasks Maintenance: Extra Mode (p.54).
Minor PM Tasks Maintenance: Extra Mode

Use the Extra mode in the Minor PM Tasks Maintenance (p.53) function to access the following
additional options:
Option Description
Review MPM’s For View MPM tasks from the specified plant item in the organisational structure.
Plant Item
Structure
Generate W/Os Create inspection point work orders for the selected MPM tasks.
For Minor PMs Specify the starting point in the plant item structure, the range of plant items
for which to include MPM tasks, the end date and whether to include the
interval information and last done date in the work order description notes.
Process W/O Process confirmed work orders and update the MPM tasks. The current work
order is cleared so the MPM can be triggered the next time it is due.
Update W/O Update MPM details for the specified work order.
A prompt is displayed when MPM tasks exist for the current work order. Select
Yes if all MPM tasks are completed, No if none are completed or Enter per
line to answer on a task by task basis.
View Plant MPM View MPM task history for the selected plant item.
History The Minor PM Task Enquiry data grid displays the sequence number,
description and MPM task description.
available.
Detail
View the details of the selected MPM task.
Work
Maintain full details of the current work order associated with the selected
MPM task.
Copy MPMs Copy all MPM tasks from one plant item to another plant item. Actual values
are initialised for the copied MPM tasks.

Condition Monitoring
PLT X003
This folder contains functions that can be used to maintain and report on condition readings.
For more information, see About Plant Item Monitor Points (p.5).
Enquire on Monitor Points

PLT E001
Use this function to view plant item monitor point details.
For more information on the fields and modes in this screen, see Maintain Monitor Points (p.55).
Maintain Monitor Points

PLT M106
Use this function to maintain the monitor points for plant items.
Monitor points are used for several functions, including the following:
 Data storage of readings and values related to a plant item.

 Use of the readings and values to directly create monitor point work orders using the
Estimated Trigger and Failure Dates derived from the readings.
 Use of the readings and other values stored on the monitor point for use by the PM Task
Forecasting program for usage/meter based reporting and triggering of work orders. For
more information, see Scheduled PM Work Orders Screen (p.106).
Monitor point values can be collected and entered by the following methods:
Manually
Entered directly using the View Readings mode.
Smart Text
Where multiple monitor point values can be entered for the current plant item.
Work Order Completion

Where the primary monitor point reading can be entered based on the work order finish date.
IDENTIFIER
Field Description
Plant Item Specify the plant item number.
Tip: Use the blue drill down arrow to view full details of the plant item. For
more information, see Maintain Plant Item (p.28).
Monitor Point Specify the monitor point code.

Press F2 (Lookup Help) to access the Monitor Points table and select from the
available list.
A plant item can have multiple monitor points but this code must be unique for
each point on the same plant item.

Maintenance Management allows the definition of a main unit. If the value of

this field matches the Usage UOM field on the plant item, the monitor point is
regarded as the main monitor point and this monitor point is updated
automatically with new readings at work order completion.
Description Enter a description of the monitor point.
The description is printed on any work orders generated from this monitor
point.
INPUT TYPE
Field Description
Input Type Specify the required input type.
The input type defines the type of error checking done at input of readings.
Meter
Accumulative readings that require later readings to be greater than previous
readings. Lower readings can be back-dated and the maximum value defines
the meter rollover value. These monitor points are ignored in the Create
Monitor Work Orders (p.62) function and are reserved for usage with PM tasks
where the PM Task Forecasting program initiates the triggering of work orders
(if required).
For more information, see Scheduled PM Work Orders Screen (p.106) screen.
Add Value Meter

This option is used when the usage value, rather than the current value, is
known. That is, the values entered represent the difference in the meter
reading since the last reading.
Reference Meter
Defines a condition/meter based monitor PM task against a plant item that
does not have a monitor point but instead gets the values from a monitor point
from a different plant item. This type of monitor point does not hold any values
or reading but derives its readings from the plant item defined in the Reference
Plant field. For parent / child relationships, the child must have an input type of
Reference Meter, and a valid Reference Plant along with the Levels Below (p.58)
flag set to Y, in order for any changes made to the parent meter readings to be
correctly reflected on the child.
Variable Measurement
No error checking is done
Upwards Measurement
No error checking is done but readings must be greater than the previous
reading. A reset can be performed by redefining the Last Done (p.59) date.
Downwards Measurement
No error checking is done but readings must be less than the previous reading.
A reset can be performed by redefining the Last Done (p.59) date.
Straight-Line Measurement
Allows for instantaneous type readings; for example, measurements and
temperatures to be recorded, hold an average and the average to be used in the
calculation of the trigger and failure dates for the monitor point.
INPUT RULES
Field Description
By Specify the intervals used when taking the monitor readings.
T

Time
U
Usage UOM
P
Production
This allows the recording of Amps by Date (T) or Amps by Hours (U). That is:
 240 AMPS24/05/XX
 240 AMPS50952 HOURS
Specify the monitor point reading units.

UOM Press F2 (Lookup Help) to access the Unit Of Measure Codes – UM code table
EXTRA DETAILS
Field Description
Type (Optional) Enter the definition of the monitor point.
Location (Optional) Enter a description of the location of the monitor point.
Direction (Optional) Enter the direction this monitor point faces (if relevant).
Supplier Enter the name of the supplier or manufacturer of the monitoring equipment.
available list.
DATA ENTRY RULES
Field Description
Minimum Enter the minimum reading allowable during input of new values.
This prevents entry of values lower than are valid for the monitor point.
Maximum Enter the maximum reading allowable during input of new values.
This prevents entry of values higher than what are valid for the monitor point.
Note: For Meter type monitor points, this value is typically the meter rollover
value. This value is then used to determine if the meter has rolled over. For
more information on setting up a meter monitor point and a related PM task,
see Scheduled PM Work Orders Screen (p.106).
Max Per Day Enter the maximum value per day for meter readings.
No. Of Readings Enter the number of readings to base the re-averaging process on after new
readings are entered.
The value entered depends on how often new readings are received and the
period that the average is based on.
Example: If readings are received every day and the average is based over 2
weeks, then set this field to 14.
METER TYPE INPUT RULES
Field Description
Reference Plant Specify the plant item that this monitor point derives its values from.

Restriction: This option is only applicable for Reference Meter type monitor
points.
Levels Below Specify whether to record readings for plant items with the same monitor type
below the current plant item in the organisational structure.
Y
When a monitor reading is entered for a plant item, the system will replicate
this reading to any monitor points of the same type for plant items below the
plant item where it was entered.
Tip: This is useful when trying to record engine and transmission hours, and so
on, for a truck when all monitor points are based on the one reading, namely
the hour meter in the truck itself.
N
The reading only applies to the current plant item and has no effect on the child
plant items/monitor points.
Update via Specify how readings are updated using work orders.
W/Order  Insert Reading From W/O Completion
 Do Not Insert Reading
 No Validation at W/O Completion
MEASUREMENT TYPE INPUT RULES
Field Description
Trigger Point Enter the trigger point.
Note: A trigger point lower in value than the failure point specifies that the
calculation of the best fit curve is in the upward direction. Otherwise it assumes
a downward direction.
Date (Trigger (Display only) The date at which the monitor will reach the failure point. This
Point) date sis automatically calculated.
Failure Point Enter the failure point.
Note: A failure point higher in value than the trigger point specifies that the
calculation of the best fit curve is in the upward direction. Otherwise it assumes
a downward direction.
Date (Failure (Display only) The date at which the monitor is due to fail. This date is
Point) automatically calculated.
PM Task Specify the PM task to link to the monitor point.
the available list. Alternatively, enter 0 to specify no PM task.
When a valid PM task is defined, any resultant work orders created based on
the Trigger Point or Failure Point dates will use the PM task as the template for
text, materials, labour estimates, codes and so on.
Restriction: This field is not applicable for Meter type monitor points as these
are related to PM tasks from the PM task itself.
Labour Specify the labour type used to maintain the monitor point.

This labour code is used on any resultant work orders trigger due to projected
reaching of the trigger or failure point.
Restriction: This field is not applicable if the PM Task field is non-blank as the
resultant work order uses the labour codes from the PM task as the labour
types on the work order.
Est. Hours Enter the estimated number of hours required to maintain the monitor point.
This is the hours of the labour code specified in the Labour field. The work
order gives a short description of the monitor point and a reason for the work
order, that is, due to fail, and so on.
Restriction: This field is not applicable if the PM Task field is non-blank.
Current W/O Specify the work order issued to the monitor.

Press F2 (Lookup Help) to access the Work Order Enquiry table and select from
the available list.
This field is used to ensure that while a work order is generated but is yet to be
completed, further work orders for the monitor point will not be generated.
Last Done Enter the date this monitor point was last checked or maintained.
This date defines which readings are to be used in the calculation of estimated
Trigger and Failure dates. When viewing the readings for a monitor point,
readings earlier than this date are shown in inverse display.
CURRENT VALUES
Field Description
Latest Reading Enter the latest reading date for the meter.
Date This date should be set initially but is maintained by the input of new readings.
This value can be overridden to change the Forecasting process if required.
Restriction: This field is only applicable for Meter type monitor points.
Time Enter the latest reading time for the meter.

Average per Day Enter the average number of readings per day.
This value can be set initially but is recalculated and re-averaged each time a
new reading with a date later than the Latest Reading Date is entered. This
value can be overridden to change the Forecasting process if required.
Restriction: This field is only applicable for Meter type monitor points.
Current Value Enter the current value of the monitor point.

This is the latest value for readings taken on the Last Reading Date.
Restriction: This field is only used for Meter type monitor points.
Alltime Value Enter the value to check against trigger values.

This value is incremented with the difference between the old Current Value
and the new Current Value.
Restriction: This field is only applicable for Meter type monitor points if meter
failures have occurred. This value can differ from the Current Value.

BUTTONS
Button Description
Readings Maintain monitor point readings for the current plant item.
For more information, see View Readings (p.60).
PM Tasks View the PM tasks defined for the monitor point.
Select the PM Task Detail mode to display the PM Tasks Maintenance (p.44)
function.
Graph View a graph of the monitor readings for the current plant item.
For more information, see Graph (p.60).
Audit View the audit log of changes that have occurred in the Maintain Monitor
Points (PLT M106) function for the current record.
The Audit Log data grid shows the table in which the change occurred, plant
item, key value, action (update, insert or delete), audit date / time, field name,
field title, old value, new value, login ID of the user who made the change,
program, parameters and the composite key.
The Find mode is available in this data grid. Use the Drillback mode to launch
the PRONTO-Xi screen that contains the changed data for the selected row.
For more information on auditing in PRONTO-Xi, see System Administration
and Auditing manuals.
The Find, Entry, Remove and Correct modes are available on this screen. The following modes are
also available:
Mode Description
View Readings Maintain monitor point readings for the current plant item.
Readings earlier than the Last Done date are shown in inverse display. These
readings are ignored in the estimated Trigger and Failure dates. The allowed
entries for new readings depend on the type of monitor point.
Example: Meter type monitor points require new readings to be higher than
the previous (based on the date of the readings).
Enter the reading date, time and value of the monitor reading.
Graph View a graph of the monitor readings for the current plant item.
When the graph is displayed in the PRONTO-Xi Graph Viewer, the

information can be displayed in the following graph types by selecting the
buttons in the toolbar:
 Pie chart
 Bar chart
 Line chart
 Clustered column chart
 Multiple line chart
For more information, see Trend Analysis (p.61).

Plant Item View full details of the current plant item.
Reference Point Display the plant item defined in the Reference Plant field for the current plant
item.
Structure View the plant item organisational structure below the specified plant item.
Use the Select mode to open the highlighted plant item in the Maintain
Monitor Points screen.
Extra Use this mode to access the following additional options:

Maintain Readings
Maintain monitor point readings. When changes are made using this option, a
manual recalculation is required. Use the Recalculate Average option to
recalculate the average for the monitor point.
Recalculate Average
Recalculate the daily average for the monitor point. In the Recalculate
Average For Monitor Point prompt, click No to cancel the recalculation,
Recalculate, or Recalc and Report to create a report also.
Enter Readings
PLT M075
Use this function to enter monitor readings from various monitor points.
The Enter Readings data grid shows the plant item number, monitor point, monitor point type and
monitor point description.
The Find mode is available in this data grid. The following mode is also available:
Mode Description
Reading Enter readings for the monitor point in the selected row.
In the Monitor Readings for Plant screen, enter the date, time and value of the
reading.
Trend Analysis
PLT E014
Use this function to analyse monitor reading trends.
The Trend Analysis predictions attempt to determine when a plant item will fail, based on past
wear readings and manufacturer’s MTBF specifications. These predictions are a guide only as they
cannot analyse details such as how the plant item is being operated or the stresses the plant item is
under.
Mode Description
Graph View a graph of the monitor readings for the plant item in the selected row.
When the graph is displayed in the PRONTO-Xi Graph Viewer, the

information can be displayed in the following graph types by selecting the
buttons in the toolbar:
 Pie chart
 Bar chart
 Line chart
 Clustered column chart
 Multiple line chart
Enter readings for the monitor point in the selected row.

Reading In the Monitor Readings for Plant screen, enter the date, time and value of the
reading.

Create Monitor Work Orders

PLT M057
Use this function to create work orders from monitor point triggers/failures. The work orders are
created with a status of Forecast and require approval in the same way as work orders created from
PM tasks or work requests.
Work orders are created for the plant item on the monitor point and use the labour code and hours
defined on the monitor point as the estimated labour required. The work order contains a
description that indicates the monitor point and the reason. A check is made before generating a
monitor work order that no Incomplete work orders exist for the plant item and monitor point.
Safety notes are included in the resultant work order if they exist for the plant item. Carryover text
is not applicable for these work orders.
OPTIONS
Field Description
Create Work Specify the monitor point type to use for work order creation.
Order Based On T
Trigger Points
F
Failure Points
E
Either of the above
Date Enter a date to check the trigger or failure dates against.

Any monitor points with either a failure or trigger date (as specified above)
that is earlier than this date will have a Forecast work order created.
Create Report? Specify whether to create a report.
The work order creation can be further restricted using a range of plant item numbers.
In the prompt that is displayed, specify whether to view existing Forecast work orders for the
specified plant items. Enter Y (Yes) to display the Scheduled PM Work Orders screen. Use this
screen to view and maintain the scheduled maintenance or repair tasks. The details displayed
include the scheduled date, work order number, plant item, cost centre, labour codes, work
description, priority, PM task, earliest date, required date and latest date. For more information on
this screen, see Scheduled PM Work Orders (p.105).
The required work orders are created and the Monitor Create Report is displayed, if specified.
Import Flat File

PLT T001
Use this function to import monitor point readings from an external text file.
This process will perform error checking and update monitor point information (for example, last
reading date, current value, average, and so on), as if the readings had been entered manually.
REPORT OPTIONS
Field Description

Print Transaction Specify whether to print the Import Flat File report, which displays a list of
Listing the monitor point readings that were imported.
Use Prior Date Specify whether to set the date of the monitor point readings to the latest
reading date.
External File Enter the name of the external file (including the full path).
Name
The field delimiter for each record in the import file is the "|" (pipe) character. The required
sequence of fields, and their data types, are as follows:
tmp-auto-plant-no pic x(20)
tmp-auto-monitor-point pic x(5)
tmp-auto-reading-date type date
tmp-auto-reading-time type time
tmp-auto-measure-point pic 999999.99
tmp-auto-reading pic x(10)
tmp-auto-audit-date type date
tmp-auto-audit-time type time
tmp-auto-reading-ref pic x(10)
tmp-auto-reading-diff pic x(10)
tmp-auto-reading-alltime pic x(10)
When the Print Transaction Listing field is set to Y, an Import Flat File report is created. This
report displays a list of the monitor point readings that were imported in the external flat file, and
includes the following information; plant item, monitor point, reading date and time, measure
point, reading, audit date, audit time, and reference. The Auto Readings Exception List report will
also be created if there were problems importing the data in the external file. This report contains a
description of each problem that was encountered.
Copy Monitor Points

PLT M054
Use this function to copy monitor points from one plant item to another without copying plant
items.
In the Copy Monitor Points screen, specify the plant item to copy from and the plant item to copy
to.
Note: Actual values are not copied and need to be entered manually or collected through the
monitor point readings. For more information, see Enter Readings (p.61).
Tip: Monitor points can also be copied when copying a plant item. For more information, see
Copying a Plant Item (p.141).

Enter Readings by Structure

PLT M059
Use this function to enter monitor point readings from a specified location in the plant item
structure.
Field Description
Plant Item Specify the plant item to use as the starting point in the plant item structure.
Monitor Point Specify the monitor point type for which to review/enter readings.
Press F2 (Lookup Help) to access the Monitor Points for Plant Item table and
The Enter Readings by Structure screen displays the matching plant items and monitor points.
The data grid shows the plant item level, plant number, plant description, monitor description,
latest read date / time and current value.
Mode Description
Plant Item Maintain full details of the selected plant item.
Monitor Maintain full details of the selected monitor point.
For more information, see Maintain Monitor Points (p.55).
Readings Enter monitor point readings for the selected plant item.
In the Monitor Readings for Plant screen, enter the date, time and value of the
reading.
Request Work
PLT X022
Use the functions in this folder to maintain requests for work to be done on plant items.
For all work except those of emergency and others created through a PM task, a documented
request is essential for the system to collate and assist planners in the work order planning role. In
its most basic form, a work request only needs to contain four pieces of information initially:
Which ?
Plant Item
What ?
Needs to be done / is wrong
When ?
Date
Who ?
Raised the request - for information and feedback
Work requests are directed to the area planner who is responsible for determining the validity of
the request and to plan the work if the request is valid. This is usually done in conjunction with the
supervisor who is responsible for the accomplishing the task.
For more information, see About Work Requests (p.6).

Enter Request
PLT M137
Use this function to view and enter work requests.
Work requests are a method for low security level users to report faults or request work to be
performed. The work request will generally be reviewed by someone who has the security level to
create Maintenance Management work orders or convert the work request into a work order.
IDENTIFIER
Field Description
Work Request
Note: This field works differently depending on the mode that the screen is in.
This field can be used to find an existing work request number or enter a new
work request number.
When searching for a work request, specify the work request number.
Press F2 (Lookup Help) to access the Work Request Enquiry table and select
When entering a new work request, enter the work request number.
from the PJ entry in the YY - Serial Numbers (SYS M170) function.
The following rules can be set up/apply when creating a work request:
 An existing work request number cannot be entered.
 When less than three characters are entered, it is assumed that this is a
prefix and a new number is created by appending the value obtained
from the PJ entry in the YY - Serial Numbers function to the prefix.
The prefix can be specified using the PWOPREFIX environment
variable.
 An environment variable can be used to control whether a work
request number needs to be entered or whether this field is bypassed
and a work request number is automatically generated. Set the
PWRNUMBER_INHIBIT environment variable to Y to bypass this field
and automatically generate the work request number.
(Display only) The work request status. The field indicates the status code and
Status the associated button to the right is shown in yellow.
The following statuses are available for a work request.
 Rejected
 Entered
 Approved
 Defect
 Complete
Tip: Use the modes at the bottom of the screen to change the work request
status.
REQUEST DETAILS
Field Description
the available list. For more information see Plant Item Selection Dialog (p.36).
A check is performed to determine if there are any incomplete work requests
for the specified plant item and if so, the number of requests with the statuses

Entered, Approved or Defect are displayed. Specify whether to Continue (Y), Re-
enter the plant item (N) or View the requests (V).
Press F2 (Lookup Help) to access the Cost Centre /Customer Selection table and
Note: This field defaults to the cost centre for the specified plant item and is
usually the correct cost centre to use.
Template Specify the PM task / template number.

Press F2 (Lookup Help) to access the PM Task Review table and select from the
available list.
This field can use information from a PM task that relates to the plant item.
Section Specify the section / keyword code.
Press F2 (Lookup Help) to access the Maintenance Management Section Codes -
The specified section / keyword code is passed to any subsequent work orders
for the work request.
The specified reference code is passed to any subsequent work orders for the
work request.
Note: The work type is mandatory for the work request to be approved.
Requested By Specify the responsibility code.

Press F2 (Lookup Help) to access the Maintenance Management Work
Requested By – N6 code table if there are any entries, otherwise the
Maintenance Management Responsibility Codes – P2 code table is displayed.
Select from the available list.
Note: This field is optional if the P2 code table is used but is mandatory if the
N6 code table is used.
Next Action Specify the responsibility code to identify who should review this request next.
Note: This field is mandatory as it allows work requests to be reviewed by

responsibility code.

Tip: The priority code can be used to control the start date of the resulting
work order. A priority code can also be defined in this code table to act as the
default value.
Est. Cost Enter an estimate of the cost of the work request.

DATES
Field Description
Required By Enter the date by which the work request is required to be completed.
Entered (Display only) The date that the work request was entered.
Actioned Enter the date that the work request was Rejected.
This field also displays the date that the status was last changed for the work
request.
Finished (Display only) The date that the work request was finished.
LINKS
Field Description
Work Order (Display only) The work order created for the request when it was Approved.
REQUEST DESCRIPTION
Enter a description of the work to be performed for the request.
Further notes can be added using the Description Notes option in the Notes mode if required.
Note: The first description line is mandatory and should be as concise as possible as this text is
displayed in work request reports and enquiries.
LABOUR REQUIREMENTS
Field Description
select from the available list. For more information on this table, see Labour
Type Codes (p.128).
entered.
Note: This places no immediate demand on the resource type but is passed to
the resultant work order if the work request is approved.

Est. Hours Enter the approximate number of hours it will take to complete the task
BUTTONS
Button Description
Description Notes See Notes (p.68).
Safety Notes See Notes (p.68).
History Notes See Notes (p.68).
Print Request Print the Work Request Sheet report for the current work request.
All notes entered for the work request are included in the report.
Audit View the audit history of changes that have occurred for the current work

request.
The Audit Details data grid shows the audit type, description, modified date,
name.
The Additional Details for Work Request screen is displayed when creating a new work request.
Specify whether to edit description notes, safety notes and history notes.
Note: A custom program can be run at the completion of work request entry if required. The
program is defined by the PWREMAIL entry in the Customised Program Codes – PR code table.
The Find, Entry and Correct modes are available on this screen. The following modes are also
available:
Mode Description
Wizard Create a new work request using the Plant Work Request Entry Wizard.
For more information, see Plant Work Request Entry Wizard (p.69).
Notes Maintain notes for the work request.
The note text is passed to a work order if the work request is approved and can
be edited on the work order. Predefined text can be entered when editing or
adding notes to a work request. When positioned on the note line, press F2
(Lookup Help) to access the Standard Message Codes – QX code table and select
The following note types are available:
 Description Notes
 Safety Notes. Safety notes are created for work requests automatically
from safety notes on the plant item if they exist.
 History Notes
Change the status of the current work request to Approved.

Approve Specify the required by date. The Actioned and Work Order fields are updated
automatically.
A work order is created and set to the status of Forecast.
Restriction: This mode is only available for work requests with a status of
Entered.
Fast Change the status of the work request to Approved, set the status of the
resultant work order to In Progress and print the Print Work Order (p.126)
report.
The required by date, description and labour requirements need to be
confirmed before the work request is Approved.
Entered.
Reject Change the status of the work request to Rejected.

Specify the actioned date and enter a description if required.
 This mode is only available for work requests with a status of Entered
or Defect.
 A Defect work request cannot be rejected when it is linked to a work
order using the Defects mode in the Maintain Work Order (p.85)
function.
Unreject Change the status of a rejected work request from Rejected back to Entered.
Defect Change the status of the work request to Defect.
The work request is then added to the Defect List for the plant item. For more

information, see Defect Processing (p.81).
Entered.
Work Order Maintain full details of the work order that was created for the current work
request when it was Approved.
Restriction: This mode is not applicable if the work request is Entered or

Complete.
Keywords Maintain the keywords for the current work request.

Use the Rebuild Keywords mode to rebuild keywords for the current work
request and the Same Keyword mode to view work requests that have the
same keywords.
Plant Work Request Entry Wizard

The Plant Work Request Entry Wizard, accessed from the Wizard mode in the Enter Request
(p.65) function, can be used to assist in the process of creating a new work request.
Some or all of the following screens can be displayed depending on the options selected in the
wizard:
Step 1
Plant Work Request Entry Wizard - Define the Plant Item Page (p.69)
Step 2
One of the following screens is displayed depending on the plant item search option selected
Plant Work Request Entry Wizard - Keyword Search Page (p.70)
Plant Work Request Entry Wizard - Plant Item List Page (p.71)
Step 3
Plant Work Request Entry Wizard - Plant Item Confirmation Page (p.71)
Step 4
Plant Work Request Entry Wizard - Work Request Details Page (p.72)
Step 5
Plant Work Request Entry Wizard - Work Request Description and Notes Page (p.73)
Step 6
Plant Work Request Entry Wizard - Work Request Labour Requirements Page (p.73)
Step 7
Plant Work Request Entry Wizard - Work Request Confirmation Page (p.74)
Plant Work Request Entry Wizard - Define the Plant

Item Page
The first screen of the Plant Work Request Entry Wizard (p.69) can be used to specify the plant
item for which to create the work request.
SELECT METHOD

Field Description
Select Plant Item Select the plant item for which to create the work request.
In the Search Method area, select the required option to use to search for the
plant item.
Use Last Plant Create a work request for the plant item that was used the last time the wizard
Item was run.
Select Next to proceed to the Plant Item Confirmation (p.71) screen.
SEARCH METHOD
Field Description
Keyword Search for a plant item by keyword.
Select Next to proceed to the Keyword Search (p.70) screen and search for the
required plant item.
Plant List Search for a plant item from a list of plant items.
Select Next to proceed to the Plant Item List (p.71) screen and search for the
Plant Structure Select a plant item from the Plant Item Structure Tree.
After the plant item is selected the Plant Item Confirmation (p.71) screen is
displayed.
Mode Description
Next Proceed to the next screen in the wizard.
The screen that is displayed depends on the options selected in this screen.
Help Access the Maintenance Management manual for help on this screen.
Cancel Close the screen and stop creating the work request.
Plant Work Request Entry Wizard - Keyword Search

Page
The Keyword Search screen of the Plant Work Request Entry Wizard is displayed if the Keyword
search option was selected in the initial Plant Work Request Entry Wizard screen. For more
information, see Plant Work Request Entry Wizard - Define the Plant Item Page (p.69).
This screen can be used to search for the required plant item by keyword.
Field Description
Plant Item Specify the plant item / keyword.
the available list.
Alternatively, enter a space separated list of keywords to search for.
Up to three separate keywords can be entered. When multiple plant items
contain the entered keyword, a screen is displayed from which the required
plant item can be selected.
Note: After the plant item is selected, the wizard will automatically proceed to
the Plant Item Confirmation (p.71) screen.

Mode Description
Previous Return to the previous screen in the wizard.
Next Proceed to the Plant Item Confirmation (p.71) screen.
Plant Work Request Entry Wizard - Plant Item List

Page
The Plant Item List screen of the Plant Work Request Entry Wizard is displayed if the Plant List
search option was selected in the initial Plant Work Request Entry Wizard screen. For more
information, see Plant Work Request Entry Wizard - Define the Plant Item Page (p.69).
This screen can be used to search for the required plant item. For each plant item, the data grid
shows the plant item number, description, type, branch, cost centre and asset number (if
applicable).
Mode Description
Find Locate the required plant item by plant number.
Plant Work Request Entry Wizard - Plant Item

Confirmation Page
The Plant Item Confirmation screen of the Plant Work Request Entry Wizard is displayed after
the plant item is selected. This screen can be used to review the details of the selected plant item to
determine whether it is the correct plant item for which to create the work request.
This screen displays the plant item number, description, branch, cost centre, and primary and
secondary parent plant items.
Mode Description
View Requests Use the buttons to the right of this screen to view the existing work requests
for the selected plant item.
The following work request types are available:
 Entered Requests
 Approved Requests
 Defect Requests
Each screen shows the work request number, description, status, next action
code, scheduled date, finish date and priority.
The Find and Exit modes are available in these screens. The following mode is

also available.
Work Request Detail
Maintain details for the selected work request.
Return to the previous screen in the wizard.

Previous
Next Proceed to the Work Request Details (p.72) screen.
Plant Work Request Entry Wizard - Work Request

Details Page
The Work Request Details screen of the Plant Work Request Entry Wizard is displayed after the
plant item is confirmed. This screen can be used to specify the details of the work request for the
plant item.
Field Description
Plant No. (Display only) The number of the selected plant item.
Press F2 (Lookup Help) to access the Cost Centre / Customer Selection table and
Template Specify the PM task / template number.
Press F2 (Lookup Help) to access the PM Tasks For Plant Item table and select
Work Type Specify the work type code.
Requested By Specify the code to identify who requested the work.
Press F2 (Lookup Help) to access the Maintenance Management Work
Requested By – N6 code table and select from the available list.
Next Action Specify the responsibility code.
Est. Cost Enter the estimated cost of the work request.
Required By Enter the required date of the work request.

Mode Description
Next Proceed to the Work Request Description (p.73) screen.

Description and Notes Page
The Work Request Description and Notes screen of the Plant Work Request Entry Wizard is
displayed after the work request details are specified, and can be used to enter the description and
other notes for the work request.
DESCRIPTION
Field Description
Description Enter a brief description of the work required for the work request.
Mode Description
Work Description Enter a more detailed description of the work required for the work request.
Notes
Safety Notes Enter task specific safety requirement notes.
History Notes Enter history notes for the work request.
Next Proceed to the Work Request Labour Requirements (p.73) screen.

Labour Requirements Page
The Work Request Labour Requirements screen of the Plant Work Request Entry Wizard is
displayed after the work request description and notes are entered, and can be used to specify the
labour requirements for the work request.
DESCRIPTION
Field Description
Labour Code Specify the labour type code.
Description (Display only) The description of the labour type.
Hours Enter the approximate number of hours it will take to complete the task


Cost (Display only) The cost of the labour for the work request.
are also available:
Mode Description
Next Proceed to the Work Request Confirmation (p.74) screen.

Confirmation Page
The Work Request Confirmation screen of the Plant Work Request Entry Wizard is displayed
after the work request labour requirements are specified, and can be used to confirm the work
request details before creating the work request.
Field Description
Plant No. (Display only) The number and description of the plant item on the work
request.
Description (Display only) The description of the work request.
Cost Centre (Display only) The selected cost centre for the work request.
Template (Display only) The selected template for the work request.
Section (Display only) The selected section code for the work request.
Reference (Display only) The selected reference code for the work request.
Work Type (Display only) The selected work type for the work request.
Requested By (Display only) The code of the person who requested the work.
Next Action (Display only) The selected responsibility code for the work request.
Priority (Display only) The selected priority code for the work request.
Est. Cost (Display only) The estimated cost of the work request.
Required By (Display only) The required date of the work request.
Mode Description
Create Work Create the work request.
Request The new work request is displayed in the Enter Request (p.65) function.

Selective Work Requests Enquiry

PLT E070
Use this function to view and maintain the selected work request records.
RANGE CRITERIA
The work request enquiry can be restricted using a combination of ranges of work request, plant
item, cost centre, start date, creation date, finish date, next action (responsibility code), requested
by code and estimated cost.
SINGLE CRITERIA
Field Description
Template Specify the PM task.
the available list.
Status Specify the required status.
 All Statuses
 Entered
 In-Progress/Approved
 Complete
 Defect
Specify the work type.

Work Type Press F2 (Lookup Help) to access the Maintenance Management Work Type
Raised By Specify the user ID of the person who raised the request.
Press F2 (Lookup Help) to access the Users Review Screen table and select from
the available list.
The matched work request records are displayed in the Work Request Enquiry screen including
the following details: work request, plant item, description, scheduled date, status, type, next action
code, priority code, reference code, section code, entered date, estimated hours, estimated quantity
and estimated cost.
Caution: All work requests in the original search list will be selected, not just the filtered list that is
data grid and use this option, instead search for only the work requests that need to be maintained
in bulk.
Mode Description
Work Request View full details of the selected work request.
Mark Select/deselect (mark/unmark) the work request in the current row for bulk
processing.
Extra Bulk See Selective Work Requests Enquiry: Extra Bulk Mode (p.76).
Re-Select Perform another search using the Selective Work Requests Enquiry screen.

Selective Work Requests Enquiry: Extra Bulk Mode

The Extra Bulk mode is accessed from the Selective Work Requests Enquiry (p.75) function after a
below.
Restriction: This mode is only available if the current user has security access to the Maintain
Work Request (p.76) function.
Caution: All work requests in the original search list will be selected, not just the filtered list that is
data grid and use this option, instead search for only the work requests that need to be maintained
in bulk.
Mode Description
Approve Marked Approve the marked Entered work requests.
The work request status changes to Approved.
Reject Marked Reject the marked Entered work requests.
The work request status changes to Rejected.
Defect Marked Changed the status of the marked Entered work requests to Defect.
Print Marked Create a report on the marked work requests.
Bulk Maintenance Maintain information for all of the marked work requests.
In the Bulk Maintenance of Marked Work Requests screen, the following
information can be changed for the marked work requests; schedule date,
responsibility code, priority code and reference code.
Mark All Select all work requests in the original search list for bulk maintenance.
Unmark All Deselect all work requests in the original search list for bulk maintenance.
Maintain Work Request

PLT M100
Use this function to maintain work request details.
For more information on the fields and modes in this screen, see Enter Request (p.65).
Approve Work Requests

PLT E041
Use this function to display all work requests for the specified responsibility code that have a status
of Entered (that is, awaiting approval, rejection or editing).
In the Next Action By field, specify the responsibility code.

Press F2 (Lookup Help) to access the Maintenance Management Responsibility Codes – P2 code table

The Approve Work Requests screen shows the work request number, plant item, required date,
request type, request description, priority, reference, section code, entered date, estimated hours,
estimated quantity and estimated cost.
The Find mode is available in this screen. The following mode is also available:
Mode Description
Work Request Maintain details of the selected work request.
The status of the work request can be changed to Approved. A different Next
Action By code can also be specified in order to pass the work request to
another user.
Plant Item Requests Enquiry

PLT E039
Use this function to display all work requests for a specified plant item.
In the Plant field, specify the required plant item number.

The Plant Item Requests Enquiry screen shows the work request status, scheduled date, finish
date, work request number, request description, cost centre, user who requested the work, type,
entered date, estimated hours, estimated quantity and estimated cost.
Mode Description
View All Entered Requests

PLT T011
Use this function to view all work requests that have a status of Entered (that is, awaiting approval,
rejection or editing).
The View All Requests data grid shows the work request number, plant item, date, cost centre,
request description, login ID of the user who made the request, request type, hours, priority, next
action code, entered date, estimated hours, estimated quantity and estimated cost.
Mode Description

View All Approved Work Requests

PLT E043
Use this function to display all work requests that have a status of Approved.
The View All Approved Work Requests data grid shows the work request number, plant item,
date, cost centre, request description, login ID of the user who made the request, request type,
hours, priority, next action code, entered date, estimated hours, estimated quantity and estimated
cost.
Mode Description
Restriction: Approved work requests cannot be changed except for adding

notes.
View All Rejected Work Requests

PLT E044
Use this function to display all work requests that have a status of Rejected.
The View All Rejected Work Requests data grid shows the work request number, plant item, date,
cost centre, request description, login ID of the user who made the request, request type, hours,
priority, next action code, entered date, estimated hours, estimated quantity and estimated cost.
Mode Description
Restriction: Rejected work requests cannot be changed except for adding

notes.
View All Defect Work Requests

PLT E046
Use this function to display all work requests that have the Defect status.
The View All Defect Work Requests data grid shows the work request number, plant item, date,
cost centre, request description, login ID of the user who made the request, request type, hours,
priority, next action code, entered date, estimated hours, estimated quantity and estimated cost.
Mode Description

Restriction: Defect work requests cannot be changed except for adding notes.
Entered Requests by Plant Item

PLT M110
Use this function to display work requests with a status Entered for a specified plant item.
In the Plant field, specify the plant number to enquire on.

The Entered Requests by Plant Item screen displays the scheduled date, finish date, work request
number, description, cost centre, type, priority, entered date, estimated hours, estimated quantity
and estimated cost.
Mode Description
Approved Work Requests by Resp.

PLT E042
Use this function to display all work requests with the Approved status for the specified Next Action
(responsibility) code.
In the Next Action field, specify the responsibility code.

Press F2 (Lookup Help) to access the Maintenance Management Responsibility Codes – P2 code table
The Approved Work Requests by Resp. screen shows the work request number, plant item,
required by date, type, description, entered date, estimated hours, estimated quantity and
estimated cost.
Mode Description
Restriction: Approved work requests cannot be changed except for adding

notes.

Defect Work Requests by Plant Item

PLT E047
Use this function to display all work requests with the status of Defect for a specified plant item.
In the Plant field, specify the required plant item.

The Defect Work Requests by Plant Item screen shows the work request, cost centre, type,
priority, description, next action code, attached to work order, entered date, estimated hours,
Mode Description
Completed Work Requests by Plant Item

PLT E045
Use this function to display all work requests with the status of Complete for the specified plant
item.
In the Plant field, specify the required plant item.

The Completed Work Requests by Plant Item screen shows the scheduled date, finish date, work
request, description, cost centre, type, next action code, priority, entered date, estimated hours,
Mode Description
Restriction: Complete work requests cannot be changed except for adding

notes.

Work Requests by Plant Item Structure

PLT E004
Use this function to view work requests in the same structure as defined per the plant item
organisational structure. This enquiry uses the Parent Plant #1 (p.29) value on the plant items to
define the relationships.
In the Requests Viewing from Plant Item field, specify the plant item from which to view.
The Work Requests by Plant Item Structure screen shows the level, plant item, work request
description, scheduled date, work request number and status of all work requests below the
selected plant item in the organisational structure.
Mode Description
BOM View details of the components that comprise the inventory item associated
with the plant item in the selected row, if the plant item is a Plant Type (p.28)
type plant item and is related to an item that is a BOM header.
Work Request View full details of the work request in the selected row.
Detail For more information, see Enter Request (p.65).
Defect Processing
PLT M003
Use this function to maintain work requests with the status of Defect. The work requests can be
merged into work orders and then be related to the work order so that when it is completed, it will
complete the work request and remove the request from this screen.
In the Defect Requests under Plant Item field, specify the required plant item.
The plant item structure for specified plant item, for which there are defect requests, is displayed.
The data grid includes the structure level, whether a defect request is marked for maintenance,
plant number, request number, description, required date, work order the request is attached to,
next action code, priority, reference, section code, entered date, estimated hours, estimated
quantity and estimated cost.
Mode Description
Plant Item Maintain details of the plant item associated with the selected defect request.
Work Request View and maintain details of the selected work request.


Mark Select/deselect (mark/unmark) the selected work request for maintenance.
Extra Bulk See Defect Processing: Extra Bulk Mode (p.82).
Work Order Maintain details of the work order associated with the selected work request.
Defect Processing: Extra Bulk Mode

Use the Extra Bulk mode in the Defect Processing (p.81) function to access the following additional
options:
Option Description
Merge with Work Merge the marked work requests to the specified Maintenance Management
Order work order.
Create New Work Create a new Maintenance Management work order for the marked work
Order requests.
Specify the work type, responsibility code, section code, reference code,
priority code, start date and enter a work description.
Bulk Maintenance Maintain information for all of the marked work requests.
In the Bulk Maintenance of Marked Work Requests screen, the following
information can be changed for the marked work requests; scheduled date,
responsibility code, priority code and reference code.
Mark All Select all work requests in the current list for bulk maintenance.
Unmark All Deselect all work requests in the current list for bulk maintenance.
Work Orders
PLT X010
This folder contains functions for performing various plant or work order related maintenance.
These functions can be used to create, maintain, plan, generate from PM tasks, and complete work
orders.
When the Maintenance Management and Service modules are in use, it is possible that when a
work order is created and the correct linkage to a serialised item exist for the plant item, a service
call is created – and vice versa. This integration relies on the plant item being a fixed asset and the
fixed asset storing the serial number. The plant item should also have a primary monitor point if
meter readings need to be stored for the service call.
For more information, see About Maintenance Management Work Orders (p.8).
Enquire on Work Order

PLT E053
Use this function to view full work order details.
For more information on the fields and modes in this screen, see Maintain Work Order (p.85).

Selective Work Orders Enquiry

PLT E059
Use this function to view and maintain the selected work order records.
SEARCH CRITERIA
The work order search can be restricted by using a combination of ranges of work order, parent
project, plant item, attached to 1 and 2, cost centre, required date, earliest date, latest date, start
date, finish date, labour type, responsibility code, section code, reference code, PM task, work type,
priority code, hold reason, estimated cost, estimated hours, actual cost and actual hours.
FAULT CODES CRITERIA
Field Description
Fault #1 Specify the range of fault 1 codes.
Press F2 (Lookup Help) to access the Maintenance Management Fault Code 1 –
P5 code table and select from the available list.
Press F2 (Lookup Help) and select from the available list.
Note: This code is maintained in the Maintenance Management Fault Code 2 –

N2 code table unless there are entries in the Maintenance Management
Structured Fault Code 2 – NA code table. If there are entries in the NA code table
then this table is used.

Note: This code is maintained in Maintenance Management Fault Code 3 – N3

code table unless there are entries in the Maintenance Management Structured
Fault Code 3 – NB code table. If there are entries in the NB code table then this
table is used.
STATUS CRITERIA
Field Description
Status Specify the work order status to search for.
 All Status
 Incomplete
 Forecast
 Planned
 In Progress
 Completed
 Hold
 Cancelled
PLANT TYPE CODES CRITERIA
Field Description
Plant Type 1-4 Specify the plant type code.
Alternatively, press Enter to select all plant type codes. Up to four different
plant type codes can be specified, if required.

TEXT AND TRANSACTION CRITERIA
Field Description
Trans Code Enter the work order transaction code for which to search.
That is, a particular item code or employee code to filter the work orders; for
example, show work orders that used a particular item or where a particular
employee worked.
Text String Enter the work order note text or description for which to search.
The text can be on either the work order header or any type of text on the work
order.
Note: As this search method can involve searching many lines of text, it can
increase the time taken for the enquiry to run.
The matched work order records are displayed in the Work Order Enquiry screen including some
of the following details: work order number, plant item, scheduled date, status, type, work
description, finish date and priority code.
Caution: All work orders in the original search list will be selected, not just the filtered list that is
data grid and use this option, instead search for only the work orders that need to be maintained in
bulk.
Mode Description
Work Order View full details of the selected work order.
Mark Select/deselect (mark/unmark) the work order in the current row for bulk
processing.
For more information, see Selective Work Orders Enquiry: Extra Bulk Mode
(p.85).
Extra Bulk See Selective Work Orders Enquiry: Extra Bulk Mode (p.85).
The plant item must be set up as an asset in the Fixed Asset Register module
and have a serial number.
Notes/Text View and maintain the following note types.
 Work Description
 History Notes
 Safety Notes
 Carryover Notes
 Component Changes
 Attachments
Perform another search using the Selective Work Orders Enquiry screen.
Reselect

Selective Work Orders Enquiry: Extra Bulk Mode

The Extra Bulk mode is accessed from the Selective Work Orders Enquiry (p.83) function after a
below.
Restriction: This mode is only available if the current user has security access to the Maintain
Work Order (p.85) function.
Caution: All work orders in the original search list will be selected, not just the filtered list that is
data grid and use this option, instead search for only the work orders that need to be maintained in
bulk.
Option Description
Approve Marked Approve the marked Forecast work orders.
The work order status changes to Planned.
Print Marked Create the Work Order Sheet report for the marked work orders.
For more information, see Print Work Order (p.126).
Process Materials Trigger any unprocessed material on marked In Progress or Planned work
orders. The material requisition is triggered at the time the work order status
is set to In Progress.
Release Marked Release the marked Planned work orders.
The work order status will change to In Progress.
Approve, Release Change the status of the marked Forecast and Planned work orders to In
and Print Progress and create the Work Order Sheet report.
Bulk Maintenance Maintain information for all of the marked work orders.
In the Bulk Maintenance of Marked Work Orders screen, the following
information can be changed for the marked work orders; scheduled date,
estimated finish date, responsibility code, reference code, priority code, parent
project, work type code and section code.
Mark All Select all work orders in the original search list for bulk maintenance.
Unmark All Deselect all work orders in the original search list for bulk maintenance.
Maintain Work Order

PLT M001
Use this function to maintain Maintenance Management work order details.
IDENTIFIER
Field Description
Work Order
Note: This field works differently depending on the current screen mode. This
field can be used to find an existing work order number or enter a new work

order number.
When searching for a work order, specify the work order number.
the available list.
When creating a new work order, enter the new work order number.
from the PJ entry in the YY - Serial Numbers (SYS M170) function.
The following rules can be set up/apply when creating a work order:
 An existing work order number cannot be entered.
 When less than three characters are entered, it is assumed that this is a
prefix and a new number is created by appending the value obtained
from the PJ entry in the YY - Serial Numbers function to the prefix.
The prefix can be specified using the PWOPREFIX environment
variable.
 An environment variable can be used to control whether a work order
number needs to be entered or whether this field is bypassed and a
work order number is automatically generated. Set the
PWONUMBER_INHIBIT environment variable to Y to bypass this field
and automatically generate the work order number..
Tip: Use the drill down arrow to display the work order project and (Notes)
icon to maintain the work order description notes.
Shows the status of the work order. The value in the Status field corresponds to
Status the highlighted button to the right.
When in Correct mode the work order status can be changed.
Enter the value into the Status field or select the required status button to the
right.
Restriction: The status of a work order cannot be changed once it is Cancelled

or Complete.
The following statuses are available (depending on the current status of the
work order):
Q
Forecast
H
Hold
S
Planned
I
In Progress
Specify whether to print the Work Order Sheet in the prompt that is
displayed.
F
Complete
L
Cancelled
This status is set automatically if a work order is cancelled during entry.
DETAILS
Field Description


Note: The Plant No. field can be changed while the work order has not been
completed providing the work order has not accumulated any costs.
Parent Project Specify the parent project.

available list.
Work orders can have a parent/child relationship with other work orders or
Project Costing projects. When the plant item on the work order has a Parent
Project value specified in the Maintain Plant Item (p.28) function, this is used as
the work order parent.
Note: The value of this field can be changed until the work order is Completed.
Restriction: Once the work order is Completed, the value cannot be changed.
Branch Specify the branch code.

Press F2 (Lookup Help) to access the Branch – JB code table and select from the
available list.
A cost centre, being that of a valid G/L account code, can be specified in this
field if the correct security is granted. The G/L account code is validated to
ensure it is available to accept postings. The G/L account code can have a
maximum of 10 characters.
For more information on cost centre codes, see Cost Centre Codes (p.127).
PM Task Specify the PM task number.
Press F2 (Lookup Help) to access the PM Tasks for Plant Item table and select
Select the drill down arrow to display the details of the selected PM task. For
more information, see Enquire on PM Task (p.43).
Restriction: The PM task is used as a template when creating the work order.
After work order entry is completed, this field cannot be changed. If a PM task
is created under another PM task, both tasks cannot be removed.
Proforma Specify the proforma number.

Press F2 (Lookup Help) to access the Project Proforma Types – JT code table
At the end of work order creation a Proforma screen is displayed prompting
for the details defined by that proforma.
Restriction: This field is only applicable when the PM Task field is left blank.
Note: The proforma overrides any other labour estimating done on the work
order; therefore the labour estimating, if required, needs to be built into the
proforma.
Section Specify the keyword/section code.

When a plant item is used with a master template code specified, only

section/keyword codes available for that template code can be selected in this
field from the Structured Section Code Selection screen, as defined in the
Template Section Codes (p.129) function.
Tip: This field can be used for work order cost and activity analysis using the
Section / Key Statistics for Work Order (p.115) function.

Code Press F2 (Lookup Help) to access the Maintenance Management Responsibility
Tip: The priority code can be used to control the start date of the work request.
A priority code can also be defined in this code table to act as the default value.

Hold Reason Specify the hold reason code.
Press F2 (Lookup Help) to access the Maintenance Management Hold Reasons –
NH code table and select from the available list.
Planned By Enter the code of the person who planned the work order.
Press F2 (Lookup Help) to access the Maintenance Management Done By Codes
– N7 code table and select from the available list.
Done By Specify the code of the person/department that completed the work order.
Codes – P2 code table or if used, the Maintenance Management Done By Codes –
N7 code table.
Approval Date Enter the date the work order is approved.
This field is only applicable by selecting the Approve mode or during work
order entry.
Note: If the work order is approved incorrectly, the only way to change the
approval date is to change the status back to Forecast and then Approve the
work order again.
Released (Display only) The date that the work order was Released.
Fault Code 1/2/3 (Display only) The three fault codes entered for this work order during the
completion process.
WORK DESCRIPTION
Enter a description of the work to be performed on the work order. Additional notes can be entered
using the Work Description option in the Notes/Text mode.
Note: The first description line is a mandatory field.
LABOUR REQUIREMENTS

Field Description
select from the available list. For more information, see Labour Type Codes
(p.128).
Labour type codes (L) will appear on the work order header and a cost centre
budget is created. Material (M) and non-labour (Z) labour type codes will not
appear on the work order header, but a cost centre budget is created.
Note: The plant labour type code is associated with the inventory master table
and is stored in this table with a prefix of PLANTLAB- followed by the labour
type code. This prefix PLANTLAB- item code is created when a new labour type
code is entered in the Labour Type Codes (p.128) function.
entered.
Est. Hours Enter the approximate number of hours it will take to complete the task
Act. Hours (Display only) The actual hours of labour that were required to complete the
task.
Act. Cost (Display only) The actual cost of the labour.
The Dates/Schedule area can be used to specify estimated and actual scheduling information for the
work order. The estimated values are entered when creating a work order and the actual values are
entered when completing a work order. Only the relevant fields can be changed. Some of the
information is present if the work order is generated from a PM task.
DATES/SCHEDULE
Field Description
Start Date Enter the estimated start date of the work order.
(Estimated) This field is accessible while a work order has a status of Planning or Forecast.
This date can be postdated.
Start Date (Actual) Enter the actual start date of the work order.
This field is accessible while a work order is In Progress or during the work
order completion process. For more information, see Completion Details
Screen (p.103).
This date can be postdated.
Start Time Enter the estimated start time of the work order.
(Estimated) This field is not necessarily used to define time of day but order of work orders
to be done; for example, a particular inspection is always done at 1800 hours
during the production tea break.
This field is accessible while a work order has a status of Planning or Forecast.
Start Time Enter the actual start time of the work order.
(Actual) This field is accessible while a work order is In Progress or during the
completion process. For more information, see Completion Details Screen
(p.103).
Required Enter the required date.
This is the date by which the work order is required to be completed.

Earliest Enter the earliest date for the work order.

Latest Enter the latest date for the work order.
Finish Date Enter the estimated finish date of the work order.
(Estimated) This field is accessible while a work order has a status of Planning or Forecast.
This date must be later than or the same as the Estimated Start Date.
Finish Date Enter the actual finish date of the work order.
(Actual) This field is accessible while a work order is In Progress or during the
completion process. For more information, see Completion Details Screen
(p.103).
This date can be postdated and must be later than or the same as the Actual
Start Date.
Finish Time Enter the estimated finish time of the work order.
(Estimated) This field can be used to define a specific time by which the work order must be
completed and is accessible while a work order has a status of Planning or
Forecast. This time cannot be earlier than the Estimated Start Time if the
Estimated Finish Date is the same as the Estimated Start Date.
Finish Time Enter the actual finish time of the work order.
(Actual) This field is accessible while a work order is In Progress or during the work
order completion process. If the Actual Finish Date equals the Actual Start Date,
the time must be later than or the same as the Actual Start Time.
Scheduled (Display only) The date for which the work order is scheduled to begin.
Due/Done @ (Display only) The date the work order is due/completed on.
Duration Enter the estimated number of hours required to complete the work order.
(Estimated) This should include preparation, clean-up and so on.
This value can be defined on a PM task and can be reported on and compared
with the Actual Duration entered during the work order completion process.
Duration (Actual) Enter the number of hours that were required to complete the work order.
Downtime Enter the estimated number of hours the plant item is considered to be down to
(Estimated) complete the work order. This is not necessarily the duration of the work order
as some tasks can be done while the machine is running, either partly or in
total.
This value can be defined on a PM task and can be reported on and compared
with the Actual Downtime entered during the work order completion process.
Downtime Enter the actual number of hours that the plant item was considered to be
(Actual) down during the work order. Use the blue drill down arrow to access the
Downtime Details For W/O screen and maintain multiple downtime records
by date and time.
When the work order has a fault code entered, this downtime is accumulated
on the plant item per period. The value entered in this field accumulates on the
plant item as Lost Usage in the Plant Item Cost/Usage History (p.39) report.
Note: When completing a work order, the Completion Details screen is

displayed after the Actual Downtime value is entered. For more information,
see Completion Details Screen (p.103).
The estimated and actual labour, material, other and total costs are displayed in the Costs Summary
area. The following two actual costs are also displayed:
COSTS SUMMARY
Field Description
BO Materials (Display only) The total material costs of the work order.

This is the costs for all items with a cost category of MAT or beginning with MAT.
The costs are the actual costs from stock issue, material requisition or purchase
order (if MAT_ was defined as the category).
PO Commits (Display only) The outstanding purchase order costs, if any.
That is any purchase order or purchase order lines that relate to this work
order that have not been received and updated. A work order with a value in
this field cannot be completed, that is, there are outstanding items in the
purchasing lifecycle for this work order.
BUTTONS
Button Description
Components Maintain component change details for the specified plant item.
Safety Notes Maintain task specific safety requirement notes.
Safety notes can be automatically entered either from a PM task or if the plant
item contains safety notes, they are copied to the work order during work
order creation.
History Notes Maintain the history notes assigned to the work order number.
Carryover Notes Maintain the carryover notes assigned to the work order number.
For more information, see CarryOver Notes (p.99).
Activities Maintain the activities for the current work order.
For more information, see Activities (p.101).
Materials Maintain item issues within a project’s budget details.
Purchases Maintain purchase order details for the current work order.
Use the New Purchase Order mode to create a new purchase order
(purchasing officer) or requisition (non purchasing officer). This mode is not
available for work orders with a status of Forecast, On Hold or Cancelled.
Defects Maintain Defect work requests for the current plant item.
Use the Merge Request mode to merge the request with a work order, creating
a relationship such that when the work order is completed, the work requests
will also be completed.
Restriction: A Defect work request cannot be rejected when it is linked to a

work order.
Cost/Budget Maintain budgets for all cost category types.

Details Specify the cost category code, budget amount, budget hours, quantity
produced, percentage markup and dollar amount markup.
Some labour cost categories have a direct relationship with the labour type
code, provided the labour type code has previously been entered in the Labour
Type Codes (p.128) function and an associated item code with a prefix of
PLANTLAB- is found.
This type of labour type code has a direct relationship with the Labour Code
field in the Maintain Work Order function. Up to four labour type codes can
be entered as quantity, however, most labour type codes can also be entered
using this option as dollar amounts. The first four labour type codes with an
item code prefix of PLANTLAB- that are entered using this option are
automatically populated in the Labour Requirements area in the Maintain
Work Order function. The fifth labour type code onward with an item code
prefix of PLANTLAB- is not maintainable in this area.
Transactions Display detailed work order transactions of stock issues and labour details.
For more information, see View Transactions (p.99).
Audit View the audit history of changes that have occurred for the current work

order.
name.
The Additional Details for Work Order screen is displayed when creating a new work order. In
the Notes area, specify whether to enter description notes, safety notes, history notes and carryover
notes. In the Actions area, specify whether to enter component change details, activity details,
materials details (picking slip issue), purchase order details and labour details.
The Find, Entry, Correct and Remove modes are available on this screen. The Entry, Correct and
Remove modes are only available to users who are granted the PLT S007
(Entry/Correct/Remove Jobs) security function. The following modes are also available:
Mode Description
Wizard Create a new work order using the Plant Work Order Entry Wizard.
For more information, see Plant Work Order Entry Wizard (p.93).
Notes/Text See Maintain Work Order: Notes/Text Mode (p.98).
Approve Set the current Forecast work order to Planned.
Specify the planned by code, approval date, estimated start and finish dates,
estimated start and finish times, estimated duration and estimated downtime.
Restriction: This mode is only available to users who are granted the
PLT S009 (Approve/Release/Bulk Maint. of Jobs) security function.
Release Set the current Planned work order to In Progress.

This includes the processing of any unprocessed work order material items
identified on the work order.
Specify the actual start date and time, actual finish date and time, actual
duration and actual downtime.
Complete Set the current work order to Complete (finish the work order).
Specify the done by code, actual start date and time, actual finish date and time,
actual duration and actual downtime. The Completion Details screen is then
displayed for entering the remaining information required to complete the
work order.
Transactions See Maintain Work Order: Transactions Mode (p.99).

Labour Maintain labour codes for the current work order.
Materials See Maintain Work Order: Materials Mode (p.100).
Print Print the Print Work Order (p.126) for the current work order.
 The PWOPRINT environment variable can be set to allow direct
printing to a predefined printer. For more information, see Printing
Work Orders Directly to a Printer (p.145).
 Additional documents can be printed when a work order is printed.
These documents are defined in Quick Links and are printed in Word
using OLE through the local PC. These documents can optionally
include bookmarks which are filled-in with data from the work order

at the time of printing. The Quick Link document must have a code of P
to specify that the document is to be printed.
Extra See Maintain Work Order: Extra Mode (p.100).
Plant Work Order Entry Wizard

The Plant Work Order Entry Wizard is accessed from the Wizard mode in the Maintain Work
Order (p.85) function and can be used to assist in the process of creating a new Maintenance
Management work order.
Some or all of the following screens can be displayed depending on the options selected in the
wizard:
Step 1
Plant Work Order Entry Wizard - Define the Plant Item Page (p.93)
Step 2
One of the following screens is displayed depending on the plant item search option selected.
Plant Work Order Entry Wizard - Keyword Search Page (p.94)
Plant Work Order Entry Wizard - Plant Item List Page (p.95)
Step 3
Plant Work Order Entry Wizard - Plant Item Confirmation Page (p.95)
Step 4
Plant Work Order Entry Wizard - Work Order Details Page (p.96)
Step 5
Plant Work Order Entry Wizard - Work Order Description and Notes Page (p.97)
Step 6
Plant Work Order Entry Wizard - Work Order Labour Requirements Page (p.97)
Step 7
Plant Work Order Entry Wizard - Work Order Confirmation Page (p.98)
Plant Work Order Entry Wizard - Define the Plant

Item Page
The first screen of the Plant Work Order Entry Wizard (p.93) can be used to specify the plant item
for which to create the work order.
SELECT METHOD
Field Description
Select Plant Item Select the plant item for which to create the work order.
In the Search Method area, select the required option to use to search for the
plant item.
Use Last Plant Create a work order for the plant item that was used the last time the wizard
Item was run.
Select Next to proceed to the Plant Item Confirmation (p.95) screen.
SEARCH METHOD
Field Description

Keyword Search for a plant item by keyword.

Select Next to proceed to the Keyword Search (p.94) screen and search for the
Plant List Search for a plant item from a list of plant items.
Select Next to proceed to the Plant Item List (p.95) screen and search for the
required item.
Plant Structure Select an existing plant item from the Plant Item Structure Tree.
After the plant item is selected, the Plant Item Confirmation (p.95) screen is
displayed.
Mode Description
Next Proceed to the next screen in the wizard.
The screen that is displayed depends on the options selected in this screen.
Cancel Close the screen and stop creating the work order.
Plant Work Order Entry Wizard - Keyword Search

Page
The Keyword Search screen of the Plant Work Order Entry Wizard is displayed if the Keyword
search option was selected in the initial Plant Work Order Entry Wizard screen. For more
information, see Plant Work Order Entry Wizard - Define the Plant Item Page (p.93).
This screen can be used to search for the required plant item by keyword.
Field Description
Plant Item Specify the plant item / keyword.
the available list.
Alternatively, enter a space separated list of keywords to search for.
Up to three separate keywords can be entered. When multiple plant items
contain the entered keyword, a screen is displayed from which the required
plant item can be selected.
Note: After the plant item is selected, the wizard automatically proceeds to the
Plant Item Confirmation (p.95) screen.
Mode Description

Plant Work Order Entry Wizard - Plant Item List

Page
The Plant Item List screen of the Plant Work Order Entry Wizard is displayed if the Plant List
search option was selected in the initial Plant Work Order Entry Wizard screen. For more
information, see Plant Work Order Entry Wizard - Define the Plant Item Page (p.93).
This screen can be used to search for the required plant item. For each plant item, the data grid
shows the plant item number, description, type, branch, cost centre and asset number (if
applicable).
Mode Description
Find Locate the required plant item by plant number.
Plant Work Order Entry Wizard - Plant Item

Confirmation Page
The Plant Item Confirmation screen of the Plant Work Order Entry Wizard is displayed after
the plant item is selected. This screen can be used to review the details of the selected plant item to
determine whether it is the correct plant item for which to create the work order.
This screen displays the plant item number, description, branch, cost centre, and primary and
secondary parent plant items.
Mode Description
View Work Orders Use the buttons to the right of this screen to view the existing work orders for
the selected plant item.
The following work order types are available:
 Forecast
 Planned
 In-Progress
 On Hold
Each screen shows the work order number, description, responsibility code,
start date and finish date.
Use the Work Order Detail mode to maintain details for the selected work
order.
Return to the previous screen in the wizard.
Previous
Next Proceed to the Work Order Details (p.96) screen.

Plant Work Order Entry Wizard - Work Order

Details Page
The Work Order Details screen of the Plant Work Order Entry Wizard is displayed after the
plant item is confirmed. This screen can be used to specify the details of the work order for the
plant item.
Field Description
Plant Item (Display only) The number of the selected plant item.
Parent Project Specify the parent project for the work order.
available list.
Branch Specify the project branch code.
Press F2 (Lookup Help) to access the Branch – JB code table and select from the
available list.
PM Tasks Specify the PM task / template number.
Press F2 (Lookup Help) to access the PM Tasks For Plant Item table and select
Planned By Specify the code to identify who requested the work order.
Scheduled Date Enter the scheduled date for the work order.
Required Date Enter the required date for the work order.
Mode Description
Next Proceed to the Work Order Description and Notes (p.97) screen.


Description and Notes Page
The Work Order Description and Notes screen of the Plant Work Order Entry Wizard is
displayed after the work order details are specified, and can be used to enter the description and
other notes for the work order.
Field Description
Description Enter a brief description of the work required for the work order.
Mode Description
Work Description Enter a more detailed description of the work required for the work order.
Notes
Safety Notes Enter task specific safety requirement notes.
History Notes Enter history notes for the work order.
Next Proceed to the Work Order Labour Requirements (p.97) screen.

Labour Requirements Page
The Work Order Labour Requirements screen of the Plant Work Order Entry Wizard is
displayed after the work order description and notes are specified, and can be used to specify the
labour requirements for the work order.
Field Description
Description (Display only) The description of the labour type.
Hours Enter the approximate number of hours it will take to complete the task
Cost (Display only) The cost of the labour for the work order.
are also available:
Mode Description

Next Proceed to the Work Order Confirmation (p.98) screen.


Confirmation Page
The Work Order Confirmation screen of the Plant Work Order Entry Wizard is displayed after
the work order labour requirements are specified, and can be used to confirm the work order
details before creating the work order.
Field Description
Plant No. (Display only) The number and description of the plant item on the work order.
Description (Display only) The description of the work order.
Cost Centre (Display only) The selected cost centre for the work order.
PM Task (Display only) The selected template for the work order.
Section (Display only) The selected section code for the work order.
Reference (Display only) The selected reference code for the work order.
Work Type (Display only) The selected work type for the work order.
Planned By (Display only) The selected planned by code for the work order.
Resp. Code (Display only) The selected responsibility code for the work order.
Priority (Display only) The selected priority code for the work order.
Scheduled Date (Display only) The scheduled date of the work order.
Required Date (Display only) The required date of the work order.
Mode Description
Create Work Create the work order.
Order In the Additional Details screen, specify whether to edit description notes,
safety notes, history notes and carryover notes. In the Actions area, specify
whether to enter component change details, activity details, materials details
(picking slip issue), purchase order details and labour details.
The new work order is displayed in the Maintain Work Order (p.85) function.
Maintain Work Order: Notes/Text Mode

Use the Notes/Text mode in the Maintain Work Order (p.85) function to access the following
options for maintaining notes for the current work order.
Tip: These notes can be defined on a PM task and be copied from the PM task to the work order at
the time of work order creation.

Option Description
Work Description Maintain details of the work order description.
Note: Work order description notes print on the Work Order printed sheet.
History Notes Maintain the history notes assigned to the work order number.
Safety Notes Maintain task specific safety requirement notes.
Safety notes can be automatically entered either from a PM task or if the plant
item contains safety notes, they are copied to the work order during work
order creation.
Tip: For more information on how to add standard text entries onto a work
order, see Using Standard Text for Work Order Descriptions (p.146).
CarryOver Notes Maintain the carryover notes assigned to the work order number.
Carryover notes can be transferred to subsequent work orders for the plant
item on the work order. The work order that inherits this text depends on
whether the current work order is generated using a PM task. If so, the next
occurrence of a work order using this PM task for this plant item is built with a
copy of these notes. This is based on the finish date of the work order. If later
work orders are completed without text then this text is ignored. If the text is
left and not deleted, subsequent work orders inherit this text.
Drawing Maintain the drawing details of the plant item on the work order.
Reference For more information, see Drawing Reference (p.34).
Component Maintain component change details for the specified plant item.
Changes
Attachments Open a directory used to store attachments associated with the current work
order.
The parent directory for work order related attachments is specified by the
PWOATTDIR and PWOATTDIRL environment variables.
Maintain Work Order: Transactions Mode

Use the Transactions mode in the Maintain Work Order (p.85) function to access the following
transaction related options:
Option Description
View Transactions Display detailed work order transactions of item issues and labour details in
the Transactions for Work Order data grid.
The information displayed includes the account code, transaction type,
transaction date, reference number, transaction details, quantity/hours, cost,
cost category, G/L account code (that the cost of the transaction was posted to)
and batch reference number.
Use the Detail mode to view full details of the selected transaction. When the
transaction is for an item issue, this mode can be used to enquire on the
inventory item.
Timesheet Enter timesheets for work performed on the work order. Specify the employee
number, date worked, work order, labour code and hours worked.
List Timesheet Display all timesheet entries for the current work order.
Entries

Use the Purchase Order Details mode to view full details of the selected
purchase order in the Purchase Order Enquiry (PO E057) function and the
New Purchase Order mode to create a new purchase order (purchasing
officer) /requisition (non purchasing officer).
Issue Stock Issue stock to the work order.
Items with an Item Type of L (Labour) create a purchase order when processed
on a work order, providing the item has a supplier defined. The quantity from
the item and the price from the supplier are used to create the purchase order
line.
For more information, see Issue Items (p.121).
Requisition Stock Create a material issue to an internal requisition.
For more information, see the Internal Item Issue topic in the Purchase
Orders manual.
The Comment column indicates either Single Order or Multiple Suffix. Multiple
Suffix indicates that the original sales order consists of more than one suffix.
Despatch Stock Maintain sales order lines and despatch the sales order.
Enter Meter Enter monitor point readings.
Reading For more information, see Maintain Monitor Points (p.55).
Maintain Work Order: Materials Mode

Use the Materials mode in the Maintain Work Order (p.85) function to access the following
material related options:
Option Description
The Comment column indicates either Single Order or Multiple Suffix. Multiple
Suffix indicates that the original sales order consists of more than one suffix.
When a material item is a labour type (L) and the item has a supplier code, a
purchase order is created using the supplier cost rate and the quantity
specified for the material.
(purchasing officer) /requisition (non purchasing officer).
Report Material Create a report showing the material requirements for the specified work
Availability Status order.
Plant Item Spares Maintain the spare item list for the current plant item.
Maintain Work Order: Extra Mode

Use the Extra mode in the Enquire on Work Order (p.82) and Maintain Work Order (p.85)
functions to access the following additional options:
Option Description
Audit Information View the audit history of changes that have occurred for the current work
order.
name.

Chargeout Maintain amounts to be charged out for this project.

Drawing Maintain plant drawing details.
References For more information, see Drawing Reference (p.34).
Defect Request View Defect work requests for the current plant item.
List Use the Merge Request mode to merge the requests with a work order,
creating a relationship such that when the work order is completed, the work
requests will also be completed.
Restriction: Work requests in the defect request list can only be merged if the
work order is not already complete and the request is not already attached to
another work order.
Serial History View the history of movements of the plant item for the selected work order, if
the item is a serialised item component.
Item Spares Maintain the spare item list for the current plant item.
Parent Project Display the parent project (work order) of the current work order in the
Maintain Work Order screen.
Plant Item Display the plant item assigned to the current work order in the Maintain Plant
Item (p.28) function.
Materials View detailed work order material requirements for the current work order.
The Quick Pick Slip Issue data grid displays the material items defined for the
work order and whether the items are processed.
The items within the list are identified with a cost category so costs can be seen
in a logical break-down. The cost category can be defined by the Class Code of
the Group Code that is defined in the Inventory master record. If this is not
defined, the cost category is set to MAT. Otherwise, if the Class Code is C for
Consumable, the cost category is MATC. Alternatively, enter the cost category
for the items in this screen.
This list is also populated if the work order is generated from a PM task where
a kit is defined. The kit, being a type K item is passed to the work order as
components. Each component has an entry created in this screen.
On Hold Status When the current work order is On Hold, use this option to toggle the status of
Toggle the work order between On Hold and Planned.
Project Costing View the current work order as a project.
Information that is not available on the Work Order Maintenance screen (for
example, budget details per cost category and costs of parent and sub-work
orders) can be viewed here using the View/Enquire by Project (PROJ E008)
function.
Quick History View the history of the specified plant item.
Review
(purchasing officer) or requisition (non purchasing officer). This mode is not
available for work orders with a status of Forecast, On Hold or Cancelled.
Service Call View the service call attached to the current work order.
PM Tasks View the PM tasks for the plant item on the current work order.
Use the Detail mode to view full details of the PM task in the Enquire on PM
Task (p.43) screen.
Document View documents associated with the selected work order in the
Register Documentation Register (QMS M023) function.
Activities Maintain the activities for the current work order.

For more information, see Activities for Work Order Screen (p.102).
Work Order Print Print the Print Work Order (p.126) for the current work order.
Tip: The PWOPRINT environment variable can be set to allow direct printing to
a predefined printer. For more information, see Printing Work Orders Directly
to a Printer (p.145).
Copy Work Order Copy the current work order.

Specify a new work order number (if left blank, the next available work order
number is entered by default), work order description, start date, plant item,
cost centre, parent project and whether to copy child work orders (if any).
For more information, see Copying a Work Order (p.141).
Cancel Work Cancel the current work order (Set the status to Cancelled).
Order
Restriction: A work order can only be cancelled if it has no costs or
commitments, is not already completed and has no timesheet entries
associated with it.
Downtime Maintain the downtime details for the current work order.
Smart Text Maintain the smart text that needs to be entered in a particular format to be
detected by the system during work order completion.
For more information, see Text and Data Recording Using 'Smart' Work Order
Text (p.13).
Keywords Maintain the keywords for the current work order.
Activities for Work Order Screen

The Activities for Work Order screen, accessed from the Maintain Work Order (p.85) > Extra >
Activities option, can be used to maintain the activities for the current work order.
are also available:
Mode Description
Allocate Allocate an employee to the current activity.
In the Employee field, press F2 (Lookup Help) to access the Employee Enquiry
table and select from the available list.
Status Maintain the status of the current activity.
The following statuses are available.
 Not Due
 Pending
 In-Progress
 Finished
Notes Maintain notes for the current activity.

Completion Details Screen

In order to complete a Maintenance Management work order, select the Complete mode in the
Maintain Work Order (p.85) function. The work order must have a status of In Progress.
Confirm that the work order is to be completed and then specify the done by code, actual start date,
actual start time, actual finish date, actual finish time, actual duration and actual downtime. Press
F2 (Lookup Help) in the Downtime field to enter multiple downtime records if required.
The Completion Details screen is then displayed with the following fields.
FAULT CODES
Field Description
Fault Code 1 Specify fault code 1, if required.
When a fault code is entered, the No. of Failures value is incremented and the
Last Fail Date and MTBF values are updated.
Fault Code 2 When a fault code is entered in the Fault Code 1 field above, a second fault code
can be entered in this field.
Specify fault code 2, if required.

Structured Fault Code 2 – NA code table. If there are entries in the NA code table
Fault Code 3 When a fault code is entered in the Fault Code 2 field above, a third fault code
can be entered in this field.
Specify fault code 3, if required.

Structured Fault Code 3 – NB code table. If there are entries in the NB code table
NOTES / NEXT ACTIONS
Field Description
Edit Description Specify whether to maintain the work order description notes after completing
Notes this screen.
Edit History Notes Specify whether to maintain the history notes after completing this screen.
Carryover Text Select whether to create or retain carryover text.
No
Continue without creating carryover text.
Yes
Edit Carryover Notes
Enter the carryover text for this work order that is transferred to new work
orders. The work order that inherits this text depends whether the current
work order is generated using a PM task. If so, the next occurrence of a work

order using the PM task for this plant item includes the carryover notes. This is
based on the finish date of the work order. If later work orders are completed
without text then this text is ignored. If the text is left and not deleted,
subsequent work orders inherit this text.
Delete
Carryover Notes for Work Order
Create New Work Specify whether to create a new work order based on the plant item on the
Order current work order.
When this option is selected, the Create New Work Order screen is displayed
at the completion of this screen. Specify the work type code, responsibility
code, section / keyword code and enter a description of the work required for
the new work order.
A new work order is created with a status of Forecast.
METER / USAGE INFORMATION
Field Description
Done @ When there is no monitor point defined for the plant item, enter a notional
value for the work order.
Meter Enter a monitor reading for the plant item primary monitor point.
The action of this field depends whether the plant item has a usage UOM code
defined on the plant item that matches a condition monitor point. When it does
match, the entry in this field creates a new monitor point reading with the
value entered when greater than the default value of 0.00. The date is the work
order finish date and the reference is the work order.
Tip: To assist in the entry process, the monitor point code, current reading,
alltime reading (value to check against trigger values) and latest reading
date/time are displayed.
Enter Planned Work Order

PLT M133
Use this function to create new work orders with the status of Planned.
For more information on the options in this screen, see Maintain Work Order (p.85).
Plant Item Work Orders

PLT E054
Use this function to enquire on work orders assigned to the specified plant item.
In the Plant Item field, specify the required plant item number.
The Plant Item Work Orders screen displays details of all work orders for the specified plant item,
including the work order status.

Mode Description
Reselect Open a new Plant Item Work Orders screen to review work orders for
another plant item.
Work Order Maintain details of the selected plant item work order.
Scheduled PM Work Orders

PLT M134
Use this function to maintain all work orders with a status of Forecast.
The Scheduled PM Work Orders data grid displays the scheduled date, work order number, plant
item, cost centre, labour codes, work order hours, work order cost, description, priority,
responsibility code, section code, PM task, earliest date, latest date and required date.
The Find and Remove modes are available in this data grid. The following modes are also available.
Mode Description
Approve Approve the selected work order.
The status of the work order is changed from Forecast to Planned and the work
order is removed from this screen.
Work Order Maintain full details of the selected work order.
Forecast Create Forecast work orders based on PM tasks.
For more information, see Scheduled PM Work Orders Screen (p.106).
Bulk Remove Delete Forecast work orders.
In the Remove PM Work Orders screen, the work orders selected for deletion
can be restricted using a combination of ranges of date, plant item and work
order.
Restriction: Work orders that are related to work requests or already have
costs and commitments will not be removed.
Schedule Change the scheduled start date of the selected work order.
In the Scheduled column, enter the new start date of the work order.
Bulk Approve Approve Forecast work orders.
In the Approve PM Work Orders screen, the work orders selected for
approval can be restricted using a combination of ranges of start date, plant
item and work order.
Mark Select/deselect (mark/unmark) the selected work order for bulk processing.
Extra Bulk See Scheduled PM Work Orders: Extra Bulk Mode (p.107).
The plant item must be set up as an asset in the Fixed Asset Register module
and have a serial number.
Labour Maintain labour codes for the selected work order.

Scheduled PM Work Orders Screen

The Scheduled PM Work Orders screen, accessed from the Forecast mode in the Scheduled PM
Work Orders (p.105) function, can be used to create work orders from PM tasks.
This screen can also be used to report on a What If? basis only, based on the PM task intervals, last
done dates and preclude relationships.
REPORT OPTIONS
Field Description
Create New Work Specify whether to create new Forecast work orders.
Orders Only the Work Order Forecasting report is created if N is entered in this field.
Report Sequence Specify the report sequence.
S
Plant Item Structure
When this option is selected, the starting plant item to begin at in the structure
is prompted for in the Report Ranges area. All plant items below the specified
plant item are processed.
P
Plant Item Number
Use Supplier Lead Specify whether to use the supplier lead time for indent items in the kit used on
Time the PM task.
This can be used to ensure that work orders are generated in enough time to
allow the normal purchasing of these indent items.
For more information, see About Supplier Stock Lead Times (p.12).
Page Per Week Specify whether to create a page per week in the report.
PM Status Specify the status required to perform the work for the PM task.
Required This can be used to include or preclude PM tasks that require the plant item to
be in a particular status for the work order to be performed.
U
Up
D
Down
Blank
All
Store Forecast File Specify whether to save a copy of the forecast file.
Y
Yes
N
No
D
Display
The Forecast File screen is displayed when the function is run. This screen
shows the result of the forecast and can be used to display work order, plant
item and PM task information for the selected forecast file.
Forecast File Enter the name (including the full directory path) of the forecast file.
Name
Restriction: This field is only applicable when the Store Forecast File field is set

to Y.
Maximum Enter the maximum duration (in hours) of PM tasks to be considered for work
Duration order creation.
This is the Est. Duration value located in the PM Tasks Maintenance (p.44)
function.
Plant Type Code Specify the plant type code.
Include Zero PMs Specify whether to include PM tasks that have a blank last done/next due date.
REPORT RANGES
Field Description
Date Range Specify the required date range.
Press F2 (Lookup Help) to access the Date Entry Options and Examples table
The Date Range fields are relative date fields that allow entry of, for example,
D+7 meaning today plus 7 days. This means that the process can be saved to a
reporting sequence and the sequence can be timed to occur at regular intervals.
Note: The start Date Range works a different way to the end Date Range field.
For example, if the start and end dates are set to today’s date, the report will
still include PM tasks before today’s date if they have yet to be actioned. This
acts as a reminder that work is required on these PM tasks. They will continue
to appear until the necessary action has taken place.
PM tasks that become due within the specified date range are included. The due
date is calculated by adding the frequency to the last done date (as specified in
the Frequency and Last Done fields in the PM Tasks Maintenance (p.44)
function).
This function can be further restricted using a combination of ranges of plant item, labour code,
responsibility code, PM task, work type code, section code and reference code.
When the start PM Task field is set to a value greater than or equal to 1, work orders generated
through the Service system are not included. Alternatively, if the start PM Task field is set to zero,
then these work orders are included.
The Work Order Forecasting report shows the work orders that have or are triggered (depending
on the setting of the Create New Work Orders field). The report includes the following information;
week number and week starting date, scheduled start date, plant number and description, work
order number and description (if new work orders were created), PM task number and reason,
responsibility code, priority, labour type, estimated labour hours and estimated duration, labour
cost, .material cost, total cost and precluded PM tasks.
Note: When the PM task has a kit assigned, the material cost is the average cost of the components
of the kit based on the warehouse average cost for the system default warehouse or item standard
cost, depending on the Cost to Use to Value Stock major function flag (located in the Inventory
Procedures (SYS M053) function).
Scheduled PM Work Orders: Extra Bulk Mode

The Extra Bulk mode is accessed from the Scheduled PM Work Orders (p.105) function and can be
used to access the bulk maintenance options described below.

Caution: All work orders in this screen will be selected, not just the filtered list that is visible, if this
data grid is filtered and the Extra Bulk > Mark All option is selected.
Option Description
Approve Marked Approve the marked Forecast work orders.
The work order status changes to Planned.
Print Marked Create the Work Order Sheet report for the marked work orders.
Approve, Release Change the status of the marked Forecast work orders to In Progress and create
and Print the Work Order Sheet report.
Bulk Maintenance Maintain information for all of the marked work orders.
In the Bulk Maintenance of Marked Work Orders screen, the following
information can be changed for the marked work orders; scheduled date,
estimated finish date, responsibility code, reference code, priority code, parent
project, work type code and section code.
Mark All Select all work orders in the Scheduled PM Work Orders screen for bulk
maintenance.
Unmark All Deselect all work orders in the Scheduled PM Work Orders screen for bulk
maintenance.
Planned Work Orders

PLT E056
Use this function to display a list of all work orders with a status of Planned.
Mode Description
Work Order Maintain details of the selected work order.
Schedule Change the scheduled start date of the selected work order.
In the Start Date column, enter the new start date of the work order.
Labour Maintain labour codes for the selected work order.
In Progress Work Orders

PLT E057
Use this function to display a list of all work orders with a status of In Progress.
For more information on the modes in this screen, see Planned Work Orders (p.108).
Completed Work Orders

PLT E058

Use this function to display a list of all completed work orders. This screen is useful when searching
on a limited number of completed work orders.
Mode Description
Work Order View and maintain details for the selected work order.
Quick Work Order Entry

PLT M127
Use this function to create a work order. Quick work order entry is generally used for ad hoc
maintenance requirements where only a brief description is required or as a method of raising
emergency work orders when either time or low security level prevents a full work order from
being created.
This function can be used to specify only the mandatory information for a work order to be created,
such as plant number, cost centre and responsibility code and one line of text. This is enough
information for the work order to be recognised as valid and for costs to be assigned.
DETAILS
Field Description
Work Order Enter the work order number or prefix.
Alternatively, leave this field blank to generate the next work order number.
Start Date Enter the start date of the work order.
Finish Date Enter the finish date of the work order.
Alternatively, press Enter to accept the current date.
Done By Specify the code for the person who performed the work.
Cost Centre (Display only) The cost centre of the specified plant item.
Section Specify the section code.

Description Enter a brief description of the work order.
LABOUR REQUIREMENTS
Field Description
Labour Type Specify the labour type code.
Labour Hours Enter the number of hours necessary to complete the work order.
A timesheet transaction entry is created for this work order for the specified
number of hours; however, the entry is not posted to the work order and can
be corrected or deleted from the employee timesheet details. It will appear on
the Entered Timesheet Details report until timesheets are posted.
Labour Cost (Display only) The cost of the labour required to complete the work order.
Employee
Restriction: This field is only applicable when there is an entry in the Labour
Hours field.
Specify the employee code to assign to the labour hours in the timesheet
transaction.
Press F2 (Lookup Help) to access the Employee Enquiry table and select from
the available list.
Tip: The employee code can be made to default here from the link between the
user’s login ID and the user Employee Number. Users with insufficient security
access cannot enter other employee codes in this field.
Downtime Enter the downtime for the work order (in hours).
The downtime entered is regarded as actual downtime if the work order is
completed (More Work option set to either N or R) or is regarded as an estimate
of the downtime if the work order is left at a status of In Progress (More Work
option is set to Y).
Downtime can be maintained through the Downtime fields in the Maintain
Work Order (p.85) function.
Fault Code #1 - 3 Specify the first fault code.
If the item did not fail, leave this field blank. If a fault code is entered, the No. of
Failures value is incremented and the Last Fail Date and MTBF values are
updated.
Note: There are three fault code fields available. The second field is only
applicable if the first contains an entry. Similarly, the third field is only
applicable if the second field contains an entry.
More Work Specify whether there is more work required for the work order.
Y
Yes (Leave Work Order Open)
Leave the work order at a status of In Progress so the work order can be used to
issue items, enter timesheets, and so on.
N
No (Complete Work Order)
The work order status is set to Completed.

Raise Extra Work Order or Work Request

The status of the current work order status is set to Completed. At the
completion of this screen, a new work order or work request is created
depending on the security access of the current user.
Enter the required notes into the History Notes screen that is displayed. Issue
any materials if required. For more information, see Issue Items (p.121).
In the Create New Work Order screen that is displayed, specify the work type,
responsibility code, section code and a description of the additional work
required.
A new work order / work request is created with a status of Forecast.
Issue Materials
Restriction: This field is only applicable when Y is entered in the More Work
field above.
Specify whether to issue materials to the work order.

For more information, see Issue Items (p.121).
The Entry mode is available in this screen. The following mode is also available:
Mode Description
Print Work Order Print a Work Order Sheet report for the current work order.
PLT S006 (Entry/Correct/Remove Job Requests) security function.
Reschedule Work Orders

PLT M129
Use this function to reschedule parent work orders.
Field Description
Parent Work Specify the parent work order.
Order Press F2 (Lookup Help) to access the Work Order Enquiry table and select from
the available list.
Note: The work order must be a parent and have a status of Forecast or
Planned.
Start Date (Display only) The current start date of the parent work order.
New Start Date Enter the new start date for the parent work order.
Then select the Update Dates and Exit mode.
Activity List
PLT E065
Use this function to review and maintain the activity list for the current employee.

The Activity List For Employee data grid shows the start date, start time, activity number, trade,
description, status, work order number, work order description, duration and indicates whether
notes exist.
Mode Description
Start Start the selected activity if it is Pending.
Enter the start and finish dates and times of the activity.
Stop Stop the selected activity temporarily if it is In Progress.
Finish Finish the selected activity if it is In Progress.
Work Order View full details of the work order associated with the selected activity.
Status Maintain the status of the selected activity.
The following statuses are available:
 Not Due
 Pending
 In-Progress
 Finished
Notes Maintain notes for the selected activity.

All Activities View all activities.
The All Activities data grid can be used to locate an activity, view the
associated work order, change the status and maintain notes of the selected
activity.
Release Work Orders

PLT M130
Use this function to view, reschedule, release and print work orders with the status of Planned.
After the work order is released, the status changes to In Progress.
For each work order, the data grid in this screen shows the scheduled date, work order number,
work order description, plant number, plant description, cost centre, labour codes, budget hours,
actual hours, budget cost, actual cost, outstanding P/O cost, earliest date, latest date and required
date.
Mode Description
Release Change the status of the work order to In Progress.
A Print Work Order (p.126) report is also created and displayed. Any material
items required that have not already been processed for the work order are
processed.
Schedule Reschedule the selected work order to another date.
In the Scheduled column, enter the new date that the work order is required to
start on.
Work Order Display full details of the selected work order.

Bulk Release Work Orders

PLT M131
Use this function to bulk release work orders, that is, change the status from Planned to In Progress,
and process the materials of the selected work orders.
Field Description
Start/End Date Enter the start and end dates of work orders to select for bulk release.
Start/End Plant Specify the range of plant items to select associated work orders for bulk
Item release.
Print Now Specify whether to print the Print Work Order (p.126) report for the work
orders that are released.
Work Orders Enquiries

PLT X008
Work orders are the mechanism used in Maintenance Management to record all preventative
maintenance work. Work orders are also used to allocate and store costs against plant items. Work
orders follow a dynamic lifecycle and have a status at each point of the lifecycle that defines the
particular characteristics of the work order.
For more information, see About Maintenance Management Work Orders (p.8).
This folder contains various functions for enquiring on Maintenance Management work orders.
View Capacity Plan

PLT E005
Use this function to view the capacity plan outline.
For more information, see About Maintenance Management Capacity Planning (p.15).
REPORT OPTIONS
Field Description
Labour Codes Specify the labour type.
Up to six individual labour type codes can be specified.
Alternatively, leave this field blank to select all labour types.
Include In- Specify whether to include In Progress work orders that have start dates
Progress outside the date parameters or not in the first week in the enquiry.
The enquiry can be further restricted using a combination of ranges of work order, responsibility
code, scheduled date, cost centre and work type code.
The View Capacity Plan screen collates the labour estimates for the work orders per week (that is,
with a start date within the week) and compares the totals against the labour availability for that
labour type. The Plant Labour Capacity Plan data grid displays the nett excess or shortfall per
status in separate columns, highlighting the shortfalls.

Work Order Work Type Analysis

PLT E015
Use this function to view the work activity and costs.
REPORT OPTIONS
Field Description
Month Date Enter the date to end the current month-to-date (MTD).
This field defaults to the current date. Accept this date to report on the current
period as defined in the Period Processing Dates, or enter an earlier date to
view previous period’s information.
The enquiry can be further restricted using a combination of ranges of work type and cost centre.
The Work Order Work Type Analysis screen lists work types and shows the related counts and
costs in the MTD and YTD columns. The date ranges for the corresponding MTD and YTD columns
are displayed at the top of this screen.
Labour Analysis of Work Orders

PLT E009
Use this function to view the labour summary of work orders by MTD and YTD.
REPORT OPTIONS
Field Description
This field defaults to the current date. Accept this to report on the current
period as defined in the Period Processing Dates, or enter an earlier date to
view previous period’s information.
Report Incomplete Specify whether to include incomplete work orders.
The report can be further restricted using a combination of ranges of labour type, work type, cost
centre and work order.
The Labour Analysis of Work Orders screen lists work types and shows the related counts, hours
and costs in the MTD and YTD columns. The date ranges for the corresponding MTD and YTD
columns are displayed at the top of this screen.
View Failure Analysis

PLT E008
Use this function to view the fault/failure analysis by plant item/labour type for the MTD or YTD.
The enquiry lists the fault codes entered so far this year and reports on the occurrences of each in
MTD and YTD values. The costs of the associated work orders are also displayed.
REPORT OPTIONS
Field Description

This date defaults to today’s date.

This field defaults to the current date. Accept this date to report on the current
period as defined in the Period Processing Dates or enter an earlier date to
view information for the previous period.
Fault Summary Specify the aggregation level for the report.
P
Summarise faults by plant.
L
Summarise faults by plant and labour type.
Note: The Start Labour Type and End Labour Type fields are applicable when
this setting is selected.
The report can be further restricted using a combination of ranges of fault code, project type, cost
centre, labour type and plant item.
The View Failure Analysis screen lists plant items and labour codes and shows the related faults
by fault code. The Find and Toggle Mtd/Ytd modes are available on this screen. Use the Toggle
Mtd/Ytd mode to toggle between the MTD details and the YTD details.
Section / Key Statistics for Work Order

PLT E069
Use this function to view statistics for the number of work orders and associated costs based on
section / keyword code.
SELECTION CRITERIA
The enquiry can be restricted using a combination of ranges of work order, plant item, cost centre,
scheduled date, completion date, priority, work type and responsibility code.
The Section / Key Statistics for Work Order data grid is displayed. This data grid shows the
section code, actual cost for incomplete work orders, actual cost for completed work orders, budget
cost for incomplete work orders, budget cost for completed work orders, number of incomplete
work orders, number of completed work orders and total number of work orders.
Mode Description
Work Order Display information for work orders that use the selected section / keyword
code.
The Work Order Enquiry data grid shows the work order status, scheduled
date, finish date, work order number, plant item, work description, labour code,
work type, hours and total cost.
Use the Work Order mode in this data grid to maintain full details of the
selected work order.
All Structure Enquiry

PLT E066

Use this function to view work orders of all statuses in the same structure as defined per the plant
item organisational structure. The enquiry uses the Parent Plant #1 (p.29) value on the plant items
to define the relationships.
In the Plant Structure Viewing from Item field, specify the plant item from which to view.
All levels are shown in the All Structure Enquiry screen and if work orders exist they are shown
with their description. The status and completion date (if finished) is also shown. When a plant
item is in the structure but it does not have any work orders, it is displayed with the description of
the plant item and no work order number.
Mode Description
BOM View details of the components that comprise the plant item in the selected
row, if the current plant item is a Plant Type (p.28) type plant item and is
related to an item that is a BOM header.
Unfinished Structure Enquiry

PLT E067
Use this function to view outstanding work orders in the same structure as defined per the plant
item organisational structure. This enquiry uses the Parent Plant #1 (p.29) value on the plant items
to define the relationships.
The Unfinished Structure Enquiry screen shows the level, plant number, work description, work
type, start date, work order number, status and responsibility code of unfinished work orders.
When a plant item is in the structure but does not have any unfinished work orders, it is displayed
with the description of the plant item and no work order number.
Mode Description
row, if the current plant item is a Component (p.28) type plant item and is
related to an item that is a BOM header.

Finished Structure Enquiry

PLT E068
Use this function to view completed work orders in the same structure as defined per the plant item
organisational structure. This enquiry uses the Parent Plant #1 (p.29) value on the plant items to
define the relationships.
The Finished Structure Enquiry screen shows the level, plant number, work description,
completed date, work order number, status, responsibility code and work type code. If a plant item
is in the structure but does not have any finished work orders, it is displayed with the description of
the plant item but no completed date or work order number.
Mode Description
row, if the plant item is a Component (p.28) type plant item and is related to an
item that is a BOM header.
History Enquiry for Work Orders

PLT M027
Use this function to enquire on Maintenance Management work orders.
The enquiry can be restricted using a combination of ranges of plant item, scheduled date,
completed date, plant section/keyword code and PM task.
The History Enquiry for Work Orders screen displays work orders that match the search criteria.
The data grid displays the work order number, plant item, work order description, note types
entered for the work order, plant section/keyword code, reference, PM task, type, sales
representative code, done by code, fault codes, start and finish dates, status and meter.
Mode Description
Notes View the following note types.
 Description
 History Notes
 CarryOver
 Safety
 Audit
Note: The NOTES column in the History Enquiry for Work Orders screen

indicates the type of notes that are entered.
Tip: To enter a note, select the Work Order mode and then the Notes/Text
mode.
Print Print a report of the work orders in the History Enquiry for Work Orders
screen in the following sequences:
 W/O Sort
 Plant No. Sort
 History By WO
 History By Plant
Plant Item / Section Enquiry

PLT E064
Use this function to enquire on work orders by plant item and section code.
Field Description
Alternatively, leave this field blank to select all plant items.
Section Specify the section code.
Start Dates Enter the range of start dates to enquire on.
The Plant Item / Section Enquiry screen displays work orders that match the search criteria. The
data grid displays the status, scheduled date, finish date, work order number, plant item, work
description, labour code, work type code, hours, total cost, priority, responsibility code, section
code and PM task.
Mode Description
Re-Select Open a new Plant Item / Section Enquiry screen to perform a new search.
Notes/Text Maintain the following note types and note related options:
 Work Description
 History Notes
 Safety Notes
 CarryOver Notes
 Component Changes - Component changes can be entered, and
component and serial history viewed.
 Attachments - Opens the attachments folder.

Transactions for Work Orders

PLT X011
Timesheet Processing
PLT X016
The Timesheet Processing folder can be used to enter the timesheet details for posting to work
orders. Entered timesheet details are posted to each work order for accounting and costing
purposes. Timesheets can be entered either through this menu, Quick Work Order entry or Activity
Transactions.
Timesheets entered through this method post costs to the work order and provide a PY transaction
batch between the mapped G/L account based on the labour type and the PJC G/L account. The
amounts posted here are determined by the rate held against the labour type code.
Other methods for posting of labour costs exist, including directly from payroll. A combination of
methods is also possible in that the Timesheets can be collected within Maintenance Management
and the details posted within Payroll.
Enter Timesheets
PLT M087
Use this function to record timesheet information through Maintenance Management.
Timesheet entry can be used to record the hire of an item to a work order. The item must be
defined as an asset in the Fixed Asset Register module. This technique provides a means of
recording hire costs and income, when the Rental/Contract module is not in use, to maintain
complete rental contracts and income. The Timesheet Entry screen varies depending on the
setting of the Project Timesheet Program field in the Control Timesheet Functions (SYS M206)
function. Contact your PRONTO-Xi Administrator if this setting needs to be changed.
Maintenance Management timesheet entries have a status that is stored internally. Status E
defines the timesheet as Entered. Timesheets are set with this status until posting. While in the
Entered status, they can be viewed and changed, as well as having new entries added.
Field Description
Employee Number Specify the employee number.
Press F2 (Lookup Help) to access the Employee Enquiry table and select from
the available list.
Worked Enter the date the work was performed.
This field defaults to today’s date but once changed stores that value for
subsequent timesheet entries until changed or a new employee is selected. The
date can be changed on this field by either typing in a new day or the current
month, or date and month or date, month and year (in most formats).
Tip: The date can also be changed by using the Up or Down arrow keys to
increment the date by 1 day at a time.
After the date is entered, the number of hours already entered for the
employee for the specified date is displayed.
Restriction: The date worked cannot be a future date (that is, later than

current date).
Work Order Specify the work order number.

the available list.
This table contains work orders that are in a Planned or In Progress status, or
Completed within the number of days defined in the Maintenance Management
Configuration (p.135) function.
Work Description (Display only) The first line of description of the selected work order.
Reference (Optional) Enter a reference for the timesheet entry.
Labour Specify the labour type code.
Hours Enter the number of hours worked.
The number of hours must be greater than 0 and less than 24.0.
Note: A warning is displayed if more hours are entered per day for an
employee than the Max per Day value specified in the Labour Type Codes
(p.128) function. This prevents entry of more than 24 hours per day. This can
be overridden by setting the Max/Day value to 0.
When more than 24 hours per day is required, the Max per Day value can be
set to 99. This value allows virtually any value to be entered for the hours of the
timesheet transaction, and is required where contractor hours are being
recorded through invoice rather than timesheet.
The Find, Entry, Correct and Remove modes are available in this data grid. The following mode is
also available:
Mode Description
Detail View full details of the work order in the selected timesheet entry.
Post to Jobs
PLT T002
Use this function to post the timesheet entries to the Maintenance Management work orders.
This can be done at any time but is usually done on a weekly basis after the new timesheet entries
are checked through the Timesheet Listing report.
This update converts the Entered status timesheet entries that can be seen on the individual
employee timesheet screens and posts the costs to the G/L and work orders as well as applying the
hours to the work orders. Once processed, the timesheet entry status is changed and the
transactions are no longer viewable through the individual employee timesheet screen but can be
seen as individual transactions on the work orders that are posted.
When the Payroll module is in use, timesheet entries are marked with a status of Finished so that
they are not considered by payroll.
REPORT OPTIONS
Field Description

Date Worked Enter the date the work was performed.

Timesheet entries later than this date are ignored by the posting program and
left at a status of Entered.
Alternatively, leave the field blank to process all labour type timesheet entries.
Note: After pressing Enter at this field, a check is performed to determine if

there are any unprocessed timesheet entries for the selected date and labour
type. A message is displayed stating that there is nothing to process if none are
found.
The timesheet entry posting can be further restricted using a range of responsibility codes.
Non-Posting Transactions
PLT M065
Use this function to enter work order transactions.
In the Work Order Number field, specify the work order for which to enter transaction details.
Press F2 (Lookup Help) to access the Work Order Enquiry table and select from the available list.
A list of transactions entered for the work order are displayed. This screen shows the transaction
date, work order number, details, cost category, hrs/qty value and cost.
Mode Description
Entry Enter a new transaction.
Specify the following information for each transaction:
 Transaction date.
 Work order number
Press F2 (Lookup Help) to access the Work Order Selection dialog
 A description of the transaction.
 Cost Category Type
Press F2 (Lookup Help) to access the Select Labour Cost Categories
dialog and select from the available list.
 Transaction quantity (labour hours or item quantity).
 Total cost
After the required transactions are entered, press Esc then click OK.
Issue Items
PLT M004
Use this function to issue items to Maintenance Management work orders.
This function provides a link to the Inventory module and processes all inventory issued from a
warehouse to an employee to complete a work order. The Issue Items screen is accessible from
various places within the Maintenance Management module (for example, the Transactions for
Work Orders (p.119) menu or the Quick Work Order Entry (p.109) function).

Note: To issue an item to work orders, the Issue Control code of the item must be set to P. For more
information, see Issue Control Field in the Inventory manual.
Enter the batch header details and specify the warehouse to issue items from. The Issue Items to
Maintenance Management Work Order screen is displayed.
Field Description
Item Code Specify the item code.
the available list.
UOM Specify the unit of measure (UOM).
Press F2 (Lookup Help) to access the Unit of Measure Maintenance table and
select from the available list if there are multiple UOMs defined for the item.
Work Order Specify the work order number.
available list.
Cost Category Specify the cost category.
Press F2 (Lookup Help) to access the Cost Categories for Project table and select
Req# Enter the transaction reference / requisition number for the item issue.
This defaults to JOB ISSUE.
Typically, this field could be used to enter a manual requisition number or user
ID.
Auth# Specify the authority code.
Press F2 (Lookup Help) to access the Requisition Approval Officers table and
Qty to Issue Enter the quantity to issue.
The lower section of the screen shows more details about the item, including
the current stock on hand and available stock. There are several major function
flags that determine these values and whether stock can be issued if on hand
but not available.
After completing a line in this screen, the OK to Post? prompt is displayed. Specify whether to post
the transaction.
Note: This screen and process can also be used to credit stock issued previously to a work order.
The process is identical except the quantity is negative. Stock cannot be returned to a work order
unless it has previously been issued. No more than the issued quantity can be credited.
Downtime Register
PLT M012
Use this function to view and maintain downtime information for the work orders associated with
the selected plant items.
Field Description
Plant Items Specify the plant item.
Cost Centres Specify the cost centre.

Branch Specify the project branch.

Type Code Specify the plant type code.
Max Search Count Enter the maximum number of records to find before stopping the search.
Downtime Date Enter the date for which to maintain downtime information for the selected
plant item records.
A list of plant items that match the search criteria is displayed. The data grid area shows the plant
item number, work order number, description, estimated downtime, actual downtime, calculated
downtime, first date (downtime was entered), last date (downtime was entered) and downtime
date (displays the downtime hours entered for this date).
The Find and Correct modes are available in this screen. The following modes are also available:
Mode Description
Detail Maintain full work order details for the selected row.
Downtime Maintain downtime details for the work order in the selected row.
Reselect Open a new Downtime Register screen for performing a new search.
Maintenance Management Reporting Hierarchy

Maintenance
PLT X015
This folder contains functions for extracting reporting information into PRONTO-Xi Business
Intelligence. It allows you to centralise the management and reporting around major function
codes.
Plant Item Hierarchy Set Maintenance

PLT M018
Use this function to create alternative code sets. The default set is code 0, but it is possible to create
up to 100 alternative code sets. The first six are exposed by default in the reporting engine. Other
code sets are available through a prompt.
Each code set identifies a hierarchy.
Once you have created a code set, you can define the hierarchy in the Plant Item Hierarchy
Maintenance (p.124) function.
The Find, Entry, Correct and Remove modes are available in this screen. The following mode is
also available.

Mode Description
Duplicate Copy the selected code set.
Enter the set number and description. This is useful if you want another
version of the hierarchy but with one or two small changes.
Plant Item Hierarchy Maintenance

PLT M019
Use this function to define the hierarchy.
The hierarchy is defined by columns which are linked to the plant account code.
The hierarchy can be up to ten levels. The top of the reporting hierarchy is level 1 and greater levels
of detail follow in levels 2 to 10. It is not necessary to complete all levels, as the hierarchy can be
unbalanced.
The code set (p.123) name is displayed in the title bar. Click Set to select a different code set.
HIERARCHY MAINTENANCE
Field Description
Plant No Specify the plant to report on.
Description (Display only) The description of the plant.
Sequence Each entry in this table has a sequence code. If you are entering records
PRONTO-Xi will assign the next sequence code as being 10 higher than the last.
You can manually override the sequence field to insert a record between two
others.
Level 01 - 05 Specify the level to report on.
are also available.
Mode Description
Set Opens the Plant Hierarchy Maintenance screen where you can select the
code set to define..
Resequence Resequence records in multiples of 10.
Example: Sequence numbers 5, 10 and 20 are resequenced to 10, 20 and 30

respectively.
Tree Open the hierarchy in a tree view.
Plant Item Hierarchy Level Maintenance

PLT M020
Use this function to assign level codes to a code set (p.123).
Level codes are used to enforce validation on the levels of the hierarchy. A level code can be setup
to be valid only at a particular level. The From and To fields are used to enforce the lockup of valid
fields.

The code set name is displayed in the title bar. Click Set to select a different code set.
HIERARCHY LEVEL MAINTENANCE
Field Description
Level Code Specify a level code.
Description Specify a description for the level.
Sequence Each entry in this table has a sequence code. If you are entering records
PRONTO-Xi will assign the next sequence code as being 10 higher than the last.
You can manually override the sequence field to insert a record between two
others.
Format Specify a format for conditional formatting in PRONTO-Xi Business
Intelligence.
Attribute Specify an attribute for conditional formatting in PRONTO-Xi Business
Intelligence.
Type Specify a type for conditional formatting in PRONTO-Xi Business Intelligence.
Range From and Add the level to the relevant lookup available in the Plant Item Hierarchy
Range To Maintenance (p.124) function.
are also available.
Mode Description
Set Opens the Plant Hierarchy Maintenance screen where you can select the
code set to define..
Resequence Resequence records in multiples of 10.
Example: Sequence numbers 5, 10 and 20 are resequenced to 10, 20 and 30

respectively.
Crosscheck Hierarchy to Plant Item Master

PLT M021
Use this function to check the accounts entered in the Plant Item Hierarchy Maintenance (p.124)
function against the accounts listed in the Master chart.
When this option is first selected from the menu, it will automatically check set 0. Check other sets
by selecting Set and selecting the set to be checked. The system reports on any accounts missing
from the set. If an account is missing, you can select Manual and enter it in the Plant Item
Hierarchy Maintenance (PLT M019) function.
The Find and Remove modes are available in this data grid. The following modes are also available.
Mode Description
Set Select the code set to check.
Manual Enter the details of any missing accounts.

View Plant Item Hierarchy

PLT M022
Use this function to view your hierarchy in a tree view.
Maintenance Management Forms

PLT X020
This folder contains the following forms:
Print Work Requests

PLT R001
Use this function to print a work requests report.
REPORT OPTIONS
Field Description
Status to Print Specify the work request statuses to print.
S
Entered
I
Approved
C
Complete
H
Rejected
A
All
The report can be further restricted using a combination of ranges of work request and scheduled
date.
The Work Request Sheet report shows the work request number, scheduled date, parent, plant
item, cost centre, location, sub-location, responsibility, requested by and priority. Any request notes
are also displayed in the report.
Print Work Order

PLT R023
Use this function to create the Maintenance Management Work Order Sheet report for the
specified work orders.
REPORT OPTIONS
Field Description


Alternatively, leave this field blank to select all responsibility codes.
W/O Status to Specify the work order statuses to include in the report.
Print A
All
Q
Forecast
S
Planned
I
In Progress
F
Complete
H
On Hold
L
Cancelled
X
In-Complete
Show Estimates Specify whether to include labour estimates.
The report can be further restricted using a combination of ranges of work order and scheduled
date.
The Work Order Sheet report includes most of the information stored for the work order,
including notes and text, and some information about the last work order completed for the plant
item. When the work order is generated from a PM task, the report also shows the last work order
completed based on this PM task for the plant item on the work order.
Tables
PLT X007
This folder contains functions that can be used to set up the system codes used throughout the
Maintenance Management module.
Cost Centre Codes

PLT M111
Use this function to maintain the cost centre codes used throughout the Maintenance
Management module.
Cost centre codes are used for integrating with the G/L and largely determine (along with the cost
category of the transactions) the G/L account codes that are used to post the costs. Cost centre
codes also define the customer code for the Maintenance Management work order (this customer
can be either an internal or external customer). The warehouse defined on the matching customer
code is the warehouse used in the material requisition process.

In the Maintain Work Order (p.85) function, if a parent project of type A (Asset Creation) is specified
for the work order, the G/L account code from the parent project is used as the cost centre / G/L
account code for all transactions for the child work order. This ensures that the parent project can
be reconciled to the single G/L account code specified on the Asset Creation project.
Note: These codes must be limited to a maximum of eight characters in length. Longer codes are
not permitted.
Labour Type Codes

PLT M078
Use this function to maintain the plant labour type codes used throughout the Maintenance
Management module.
This table relates directly to the Maintain Project Cost Categories (SYS M426) function but the
two tables vary in the information that can be entered. This allows descriptions to vary between the
Project Costing and Maintenance Management modules. This function creates the entry in the
special accounts table (that is, JC.nnnn) and creates an item code PLANTLAB-nnnn. The special
account defines the G/L account code and the item code stores information about the labour rates
and so on.
PLANT LABOUR CODES
Field Description
Cost Category Enter the code to assign to the labour type.
Description Enter a description of the labour type.
This description is displayed on some reports and enquiry screens as well as
the F2 (Lookup Help) dialog for labour type.
Type Specify the labour code type.
L
Labour
Z
Non-labour (Plant)
M
Material
Plant Cost Enter the cost per hour for labour to be posted to the work order and plant
item. This is the rate used when this labour type code is selected during
timesheet entry.
G/L Cost Enter the cost per hour for labour to be posted to the G/L account-codes. This
is the rate used when this labour type code is selected during timesheet entry.
This value can differ from the Plant Cost rate above and is useful when dealing
with subcontractors where the actual rate sent to the G/L account code and the
matching PJCx (Contractor Provision) special account can be the actual
contractor rate which is hidden from low security Maintenance Management
users.
Avail / Week Enter the amount of the labour type available per week.
Max / Day Enter the maximum hours per day to warn during timesheet entry that too
many hours are entered. If no warning is required, set this field to 0 as the
system does not allow more than 24 hours, unless the value is set to 99.
If set to 99, the system allows a value greater than 24 to be entered per day for
a work order. This is used when an employee code is a contractor and the

timesheet entry is used to record the hours for the contractor rather than
individuals.
GL Account (Display only) The G/L account pointed to by the relevant JC.nnnn special
account split, where nnnn is the cost category the labour type is assigned to.
The Find, Correct and Remove modes are available in this data grid. The following modes are also
available:
Mode Description
G/L Account Access the special accounts.
These codes must also be accessed in the cost category table in Project Costing
to define whether they are Labour or Material types. This effects how they are
displayed and reported against work orders.
Template Maintenance
PLT X023
This folder contains functions for maintaining templates used in Maintenance Management.
Templates can be set up to store data about plant items that are used for other plant items.
Specifically, templates can be used for storing formatted data such as capacity, set points, and so on,
and can also store the definition of keywords specific to particular plant items.
Template Section Codes

PLT M084
Use this function to maintain section/keyword codes for master template codes. Section codes can
be attached to templates to use with plant items.
Section / keyword codes are an important aspect of the Maintenance Management module
because they allow the nomination of a code other than the work type, plant item, responsibility
code, and so on, to define the purpose of the work order. It can be used by an organisation to define
a set of codes that allow both direct enquiry access and groupings of work order for cost and
activity analysis. This code can be defined in work requests and PM tasks in order to pass the value
to the resultant work orders.
In the Valid Codes For field, specify the required master template code.
Press F2 (Lookup Help) to access the Plant Master Template – NF code table and select from the
available list.
The Structured Section Code Selection screen displays the section/keyword codes already
defined for the master template. Use the Entry mode to define more section/keyword codes for the
master template code and the Remove mode to remove section/keyword codes.
When creating a work order for a plant item with an attached template using the Maintain Work
Order (p.85) or Enter Planned Work Order (p.104) functions, only the section codes defined for that
template can be entered.

Template Master Details

PLT M083
Use this function to maintain plant master template records. Template records can be used to
define metadata about a particular plant item, such as a set of questions and answers.
In the Plant Template Details – Type field, specify the required master template code.
Press F2 (Lookup Help) to access the Plant Master Template – NF code table and select from the
available list.
The Template Master Details screen shows the sequence number, template heading code, label,
data type, response, UOM and whether data is required for the template record.
The Find, Correct and Remove modes are available in this data grid. The following modes are also
available.
Mode Description
Entry Create a new template record.
For more information, see Template Master Details Screen (p.130).
Search Search for a plant item with similar responses to the response specified in the
selected row.
Template Master Details Screen

The Entry mode in the Template Master Details (p.130) function can be used to create a new
Maintenance Management master template record.
Field Description
Code Specify the template heading code.
Press F2 (Lookup Help) to access the Plant Item Template Heading Codes– ND
code table and select from the available list.
Data Type Specify the data type associated with the template record.
N
Numeric
A
Alpha
D
Date
Response Specify the required response.

Press F2 (Lookup Help) to access the Review Suggested Responses table and
UOM Specify the unit of measure code.
Press F2 (Lookup Help) to access the Unit of Measure Codes – UM code table
Restriction: This field is only applicable when the Data Type field is set to N
(Numeric).
Mandatory Specify whether data is mandatory for the template record.

Load Materials from Forecast

PLT M046
Use this function to report on and/or create material forecasts or reorder table demand based on
the imported forecast PM task file. The forecast/reorder is for items within kits used in PM tasks
that are about to be triggered.
REPORT OPTIONS
Field Description
Filename to Enter the name (including the full path) of the file to import.
Import
Print / Reorder Specify the required action to take.
/ Forecast? P
Print
R
Update Reorder
F
Update Inventory Forecast
Warehouse Specify the warehouse to use for reordering/forecasting.

Press F2 (Lookup Help) to access the Warehouses – WH code table and select
This function can be further restricted using a range of work order dates.
Administration and Flags

PLT X012
The following functions are available in this folder to administer the Maintenance Management
module.
Maintenance Management File Integrity

PLT M081
Use this function to check the integrity of plant item records and associated records.
The integrity check can be run in Report Only mode, in which case all errors are reported. The
integrity can also be run in Report and Correct mode, which will report on and attempt to correct
any integrity errors that are found.
This function can also be used to rebuild the budget files and cost history files for plant items and
cost centres.
Restriction: Cost centre files are only rebuilt if all plant items are selected.
Caution: If work orders are deleted, the cost history files are rebuilt based on these work orders
never existing. This has the potential of destroying useful cost information. Therefore, care must be
taken when using this function and the work order deletion process.

INTEGRITY OPTIONS
Field Description
Report Mode Specify the mode in which to use this function.
R
Report Only
U
Report and Correct
Print Detail Mode Specify the level of detail to include in the report.
S
Summary
D
Detailed
F
Full Details
Set To Defaults Set all options on this screen to the default values.
Set All To No Deselect all options on this screen.
The required validations can then be selected.
Plant Master Specify whether to validate the plant type, cost centre, blank branch code, type
Fields code, parent plant item 1 and 2, status, template, approval body code, item
code, parent job, work centre and primary monitor.
Note: The linkages between plant items and monitor points are validated using
the plant item usage UOM as the identifier for the primary monitor point (That
is, the monitor point that is recorded at work order completion). This function
can only report on these linkages.
Associated Specify whether to validate PM tasks and component history.

Records
Plant Cost History Specify whether to validate plant item and cost history based on transactions.
When this option is selected, enter the required year.
When run in Report and Correct mode, the rebuild function checks the work
order transactions for the specified plant items and rebuilds the cost history
files to ensure the material and labour costs are correct for each period.
Other Details Specify whether to validate missing plant item master records, last fail date,
total failures and total cost.
The integrity can be further restricted using a combination of ranges of plant item, cost centre and
branch code.
The Plant Items Integrity report includes a section for each selected validation option for which
integrity issues were found. Click + to see all integrity issues for that category.
In each section, the item type (plant item), item, name, data and action columns are displayed. The
item column can be used to drill down to the relevant plant item in the Maintain Plant Item (p.28)
function. The action column indicates whether the error is corrected automatically when this
function is run in Report and Correct mode or whether the error needs to be corrected manually.

PM Task Integrity
PLT M013
Use this function to check the integrity of PM task records and associated records.
The integrity check can be run in Report Only mode, in which case all errors are reported. The
integrity can also be run in Report and Correct mode, which will report on and attempt to correct
any integrity errors that are found.
INTEGRITY OPTIONS
Field Description
Report Mode Specify the mode in which to use this function.
R
Report Only
U
Report and Correct
Print Detail Mode Specify the level of detail to include in the report.
S
Summary
D
Detailed
F
Full Details
Set To Defaults Set all options on this screen to the default values.
Set All To No Deselect all options on this screen.
The required validations can then be selected.
PM Task Fields Specify whether to validate the reset type, UOM, schedule type, status required,
work type, section code, reference, responsibility code, priority, activities,
carryover and includes.
Associated Specify whether to validate plant items, kits, material items, components and
Records monitor points.
Schedule Specify whether to validate the current work order for the PM task.
Information
Other Details Specify whether to validate missing PM task master records.
The integrity can be further restricted using a combination of ranges of PM task and plant item.
The PM Tasks Integrity report includes a section for each selected validation option for which
integrity issues were found. Click + to see all integrity issues for that category.
In each section, the item type (PM task), item, name, data and action columns are displayed. The
item column can be used to drill down to the relevant PM task in the PM Tasks Maintenance (p.44)
function. The action column indicates whether the error is corrected automatically when this
function is run in Report and Correct mode or whether the error needs to be corrected manually.

Project Integrity
PLT M006 / PROJ M023
Use this function to ensure that Maintenance Management work orders contain valid information
based on transactions stored against the associated projects. This function should be run regularly
to ensure such that the commitments and costs on work orders are correct and match the related
purchase orders and cost transactions.
Specify whether the project integrity is to be run in Report Only mode or Report and Correct
mode.
INTEGRITY OPTIONS
Field Description
Status Specify the project statuses to include.
Blank
All Statuses
Q
Quote
S
Setup
I
In Progress
R
Reopened
H
On Hold
F
Finished
L
Lost
Project Types Specify the project types to include.

Blank
All Statuses
C
Contract
N
Normal
T
Time and Materials
A
Asset Creation
E
Enhancement

Fast Direct Invoice
G
General Ledger Cost
J
Maintenance Management Work Orders
M
Manufactured
P
Grandparent
Q
Quantity
R
Rework
S
Service
W
Warranty
X
Non Charge
Z
Cost Tracking
The integrity can be further restricted using a combination of ranges of project, activity date,
branch, project type, nature code (JW), market code (JV), work code (JA) and project manager.
The activity date relates to the last forecast, cost or revenue update.
Maintenance Management Configuration

PLT M105
Use this function to define some of the parameters that determine how the Maintenance
Management module operates.
DAYS AFTER WORK ORDER COMPLETED TO ALLOW
Field Description
Timesheet Entry Enter the number of days after the work order finish date that timesheet entry
through Maintenance Management is allowed.
This number should be kept to a minimum to ensure that costing on recently
completed work orders is as accurate as possible by ensuring timesheets are
entered within a certain time frame.
Stock Issues and Enter the number of days after the work order finish date that item issues and
P/O Receipt purchase order receipts can be performed.
If this field is set to 0, item issue or purchase order receipt transactions cannot
be performed once a work order is completed. If set to 99, there is no limit and
the finish date of the work order is not checked (therefore, 98 days is the
maximum number of days that can be specified).

Supplier Invoice Enter the number of days after the work order finish date that supplier
Entry invoices for direct services, or invoice variances against purchase orders
related to work orders can be entered.
G/L MAPPING CONTROL
Field Description
G/L Mapping Specify the required G/L mapping control for Maintenance Management
Control project costs.
Cost Centre only
The responsibility code on the work order is not used in the mapping of the
G/L account code on the cost category at all, regardless of whether branch
masking is set in the General Ledger Procedures (SYS M051) function.
The resultant mapping is the cost centre from the work order on top of the G/L
account code from the cost category. The overlay of the cost centre will occur
from position 1.
Cost centre on work order = ABCD
G/L account code on cost category = 1234567890
Resultant masked G/L account code = ABCD567890
Cost Centre and 1st Character of Resp Code

The first character of the responsibility code is used in the mapping.
From the example above:
Cost centre on work order = ABCD
Responsibility code on work order = MEL
Resultant masked G/L account code = MABCD67890
Cost Centre and 1st and 2nd Characters of Resp Code

The first two characters of the responsibility code are used in the mapping.
Example: Resultant masked G/L account code = MEABCD7890
Cost Centre and 1st, 2nd and 3rd Characters of Resp Code
The first three characters of the responsibility code are used in the mapping.
Example: Resultant masked G/L account code = MELABCD890
Branch / PMC as per Project Costing

The mapping to the G/L is the same as used for ‘Normal’ projects in Project
Costing. That is, the branch code of the work order is overlaid on top of the G/L
account code for the cost category at the position defined by the By
Group/Branch major function flag (located in the General Ledger Procedures
(SYS M051) function).
Branch Code on Work Order = BRA
G/L Branch Split = 4

Resultant masked G/L account code = 123BRA7890
EMAIL NOTIFICATION CONTROL
Field Description
Email Notification Specify whether to send an email for plant items based on work request and
Control work order status changes and due dates.
Note: The login ID of the email recipient must be defined in the Owner/Email
Recipient (p.36) option in the Maintain Plant Item (PLT M079) function.
 None
 Work Request only
 Work Order only
 Work Order and Work Request
Export to MS Project
PLT M014
Use this function to export task scheduling data to MS Project for visualisation or analysis purposes.
It is also possible to edit certain aspects of the data in MS Project and then import the changes into
PRONTO-Xi.
For more information on the data that can be edited in MS Project and reimported into PRONTO-Xi,
see the About the Project Costing to MS Project Interface topic in the Project Costing manual.
EXPORT DETAILS
Field Description
Description Enter a brief description of the data being exported.
This field is for informational purposes only.
Constraint Specify a constraint type for non-fixed tasks.
Press F2 (Lookup Help) and specify the constraint type to be applied to in MS
Project.
 As Late As Possible
 As Soon As Possible
 Finish No Earlier Than
 Finish No Later Than
 Must Start On
 Must Finish On
 Start No Earlier Than
 Start No Later Than
Specify the branch code of the resources to be exported. Only those resources
Resource Branch that have this specific branch assigned are exported.
Restriction: This setting is only applicable when the Define Resourcing at

Branch Level field in the Options Maintenance (PROJ M042) function is set to
Y.
External File Enter the name of the MS Project file to be created, or accept the default name
Name which is generated from the current date and time.

Note: This file is automatically opened in MS Project once the data export is
complete.
PROJECT SELECTION CRITERIA
For each selection criterion, you can optionally enter a single value or range of values to restrict the
range of projects to be included in the export file.
PROJECT STATUS CRITERIA
Select the All Status option to not filter projects by their status, or select a specific status of the
projects to be exported.
Click OK to generate the export file and then open it in MS Project.
Note: Not all exported fields are visible by default when the data is imported into MS Project. The
Sample VBA Macro to Display All Fields Exported to MS Project topic in the Project Costing manual
contains a sample Visual Basic macro for displaying all the fields as columns.
Import MS Project File

PLT M015
Use this function to import task scheduling data that was previously exported from PRONTO-Xi and
then edited in MS Project.
For more information on the data that can be edited in MS Project and reimported into PRONTO-Xi,
see the About the Project Costing to MS Project Interface topic in the Project Costing manual.
IMPORT DETAILS
Field Description
Action Specify the required action to take when importing the file.
 Test Import Only
 Update Project and Task Details
 Update Project Details Only
 Update Task Details Only
Show Differences Specify whether to only show differences.

Only
Update Resources Specify whether to update resourcing information from the import file.
External File Enter the name, including path, of the .csv file to import.
Name Alternatively, press F2 (Lookup Help) to browse for the file.
PROJECT SELECTION CRITERIA
The import can be further restricted using a combination of ranges of project, manager, branch
code, customer, project type and sales representative code.
PROJECT STATUS CRITERIA
Field Description
Project Status The import can be further restricted using the following project statuses.
Criteria  All Status
 Incomplete
 Quotation

 Setup
 In Progress
 Completed
 Hold
Maintenance Management Audit Review

PLT M009
Use this function to view all audit records of changes that have occurred in the Maintenance
Management module for plant items, PM tasks, work requests and work orders. An audit record is
created when the item is first created and subsequently changed.
The Maintenance Management Audit Review data grid shows the type, type description, item,
audit type, audit description, date modified, audit user (login ID of the user who made the change),
old value, new value and program name for each audit record.
The Find and Remove modes are available in this data grid. The following mode is also available:
Mode Description
All Audits for Item View all audit records for the plant item in the selected row.
Keyword Rebuild
PLT M010
Use this function to rebuild the keyword indexes used for keyword searches in the Maintenance
Management module.
Specify whether to rebuild keywords from the details of plant items, PM tasks, work orders and
work requests.
User Maintenance Management Programs

PLT X025
This folder is reserved for user-defined programs. Programs can be added to this folder using the
Menu Structure Maintenance (SYS M393) function in the System Administration module.

Using the Maintenance Management Module

See the following topics for information on using the Maintenance Management module.
Recording Safety Notes on a Work Order

Safety notes entered on a plant item are copied to work orders as they are created if a PM task is
not used in the creation of the work order. When a PM task is used, it is assumed that this PM task
contains the required safety notes.
Safety notes can also be entered onto a work order when a work order is manually created using
the Maintain Work Order (p.85) function.
Setting the Default Parent for Work Orders

In the Maintenance Management module, the parent work order or Project Costing project can
be defaulted for a new work order when the Parent Project is defined in the Maintain Plant Item
(p.28) function for the plant item on the work order.
When creating a new work order using the Maintain Work Order (p.85) function, the parent project
specified for the selected plant item is automatically entered into the Parent Project field.
Adding a New Employee

The process of adding a new employee in the Maintenance Management module depends on
whether the Payroll module is in use.
When Payroll is in use, employee setup is contained within the Payroll module.
When Payroll is not in use and the Payroll Module Method major function flag (located in the
Module Scope (SYS M069) function) is set to N, a cut-down version of the employee maintenance
functions is included (Employee Maintenance (SYS X084)) in the Maintenance Management
module. These functions can be used to maintain employee information and identify employees
within PRONTO-Xi for the purposes of timesheet entry.
The following two aspects must be set up when Payroll is not in use:
1. The employee code must be established in the Maintain/Enquire on Employees

(SYS M018) function. In this screen use the Entry mode to enter the details of the new
employee.
Note: The Payroll Number field can define the credit side of the posting of a timesheet entry
from Maintenance Management. For more information, see About General Ledger
Integration (p.15).
2. The employee must be linked to the user name in the User Access Control (SYS M195)
function to allow defaulting and security for the timesheet entry process. In this screen, the
link can be made between the employee code and the user login name. This allows the
employee number to be defaulted during timesheet entry and Quick Work Order Entry
(p.109), as well as activity/task allocation.

Copying a Plant Item

In the Maintenance Management module, plant items can be copied using the following two
options:
 The Duplicate Plant Item option in the Extra mode of the Maintain Plant Item (p.28)
function.
 The Duplicate mode in the View Plant Item Structure (p.24) function.
When the plant item is copied, any notes drawing references, PM tasks and monitor points are also
copied to the new plant item. The new plant item number and description is prompted for, which
defaults from the plant item being copied.
Copying Multiple Plant Items within a Structure

Multiple plant items can be created from an existing structure using the Duplicate mode in the
View Plant Item Structure (p.24) function.
To copy multiple plant items

1. Select the highest level plant item to be copied in the Plant Structure Viewing from Item field.
All plant items below this item in the plant structure are displayed.
2. Select the highest level plant item in the data grid and select the Duplicate mode.
3. Enter the new plant item number, description, parent plant items and serial number (if
required).
This process creates the new plant item and also copies the monitor points, PM tasks and
notes from the existing plant item.
4. After the highest level plant item is copied, the Plant Item Duplicate / Copy Plant Item
screen is displayed again, prompting for the second highest level plant item in the structure
to be copied. Continue until all plant items in the existing structure are copied.
Copying a PM Task
Maintenance Management PM tasks can be copied using the Copy PM Task option in the Extra
mode of the PM Tasks Maintenance (p.44) function.
This allows the current PM task to be copied to a new PM task number.
To copy a PM task
1. In the New PM Task field, enter the new PM task number, or leave the field blank to
automatically generate the next available number.
2. Specify whether to copy the plant item information to the new PM task.
3. Click Yes to confirm.
Copying a Work Order

New Maintenance Management work orders can be created based on existing work orders. This is
useful if a work order is completed incorrectly and more work is still required. The existing work
order can be of any status.
To copy a work order

1. Select the Copy Work Order option in the Extra mode of the Maintain Work Order (p.85)
function.

2. In the Work Order Copy screen, specify the number and description of the new work order.
The number is automatically generated based on the next available work order number if the
field is left blank.
3. Enter the start date, plant item, cost centre and parent project.
4. Specify whether to copy any child work orders of the existing work.
All other details are copied from the existing work order except for any completion details
(for example, finish dates and fault codes).
The status of the new work order will depend on the security access granted to the current user.
When granted access to the PLT S009 (Approve/Release/Bulk Maint. of Jobs) security function,
the status of the new work order is Planned. Otherwise the status of the new work order is Forecast.
Defining Cost Centre Codes

Cost centre codes are used to integrate the Maintenance Management module with the G/L and
can be created and maintained using the Cost Centre Codes (p.127) function.
For more information, see Cost Centre Codes (p.127).
Defining Fault Codes

Maintenance Management fault codes can be used to identify the problems that caused a work
order to be raised for a plant item when Completion Details Screen (p.103). Up to three different
fault codes can be specified. Subsequently, fault codes can be used for work order enquiry and
failure analysis purposes.
Fault codes can be created and maintained using the following functions:
 Maintenance Management Fault Code 1 (SYS M527)

 Maintenance Management Structured Fault Code #2 (SYS M529)
 Maintenance Management Structured Fault Code #3 (SYS M534)
Three separate fault codes can be specified on a work order.
These codes are user-definable, but are generally used in the following way:
 (Fault Code 1) Type of fault - lubrication, operator

 (Fault Code 2) Type of failure - seized, corroded, broken
 (Fault Code 3) Type of rectification - replace, repair
Defining Keyword / Section Codes

Maintenance Management section codes can be used to define a set of codes that allow both
direct enquiry access and work order groupings for cost and activity analysis.
Keyword / section codes are created and maintained using the Maintenance Management Section
Codes (SYS M523) function.
Creating a PM Task
A PM task can be created in Maintenance Management using the Entry mode in the PM Tasks
Maintenance (p.44) function.

Alternatively, if a PM task exists for another plant item that is suitable to use, an existing one can be
copied using the Extra > Copy PM Task option or the existing PM task can have a plant item added
to it using the Plant Items mode.
Note: When copying a plant item, PM tasks are also copied.
Creating a PM Task from a Work Order

PM tasks can be created from a work order. This is useful when a well defined work order is
created and the information needs to be used as a PM task, either as a template for adhoc use or
with an interval for calendar or usage based triggering.
To create a PM task from a work order

1. Select the PM Tasks Maintenance (p.44) > Extra > Create PM Task from Work Order
option.
2. Enter the new PM task number.
3. Enter the work order to copy from.
Press F2 (Lookup Help) to access the Work Order Enquiry table and select from the available
list.
4. Click Yes to confirm.
A PM task is created only for the plant item on the work order. Additional plant items can be added
to the PM task manually using the Plant Items mode.
Defining Responsibility Codes

Responsibility codes can be created and maintained using the Maintenance Management
Responsibility Codes – P2 code table. This table can be accessed from the Tables (p.127) folder in the
Maintenance Management menu, the Code Tables (SYS M099) function or directly using the
SYS M492 function code.
Creating a Work Order - Forecast from PM Tasks

Maintenance Management work orders can be created with a status of Forecast based on PM
tasks using the Scheduled PM Work Orders (p.105) function. This function displays all work orders
in the system with a status of Forecast.
To create work orders from PM tasks

1. Select the Forecast mode in the Scheduled PM Work Orders (p.105) function.
The Scheduled PM Work Orders screen is displayed. This screen can be used to create new
work orders or report on work orders that would are created, depending on the setting in the
Create New Work Orders field.
2. Before creating work orders, select the Report Only option first to confirm the work orders
to be created.
3. When the Create New Work Orders field is set to Y, new forecast work orders are created
based on PM tasks that are due which satisfy the specified selection ranges.
For more information, see Scheduled PM Work Orders Screen (p.106).
Creating a Work Order - From a Work Request

Maintenance Management work orders can be created from work requests using either the
Approve or Fast mode in the Maintain Work Request (p.76) function.

The Approve mode can be used to create a work order with a status of Forecast which requires
further approval and release before being set to In Progress. For more information, see Maintain
Work Order (p.85).
The Fast mode can be used to fast track a work order, which creates the work order, sets the status
to In Progress and creates the Print Work Order (p.126) report.
Both of the methods described above need the Required By date, description and labour estimate
for the request to be entered before creating a work order with the same number as the work
request.
Creating a Work Order - Manual Entry

Maintenance Management work orders can be created by various methods, however, only the
following functions in the Work Orders (p.82) folder can be used to manually enter work orders:
Maintain Work Order (p.85)

This function can be accessed from many screens (for example, plant items, work order enquiries
and so on). To create a new work order, select the Entry mode or the Wizard mode.
Enter Planned Work Order (p.104)

As above except sets the status of the new work order to Planned.
Quick Work Order Entry (p.109)

Use the Entry mode to create a new work order. Only the minimum information required for a new
work order can be entered using this function.
For more information on work order creation, see About Maintenance Management Work Orders
(p.8).
Creating a Work Request

Maintenance Management work requests can be created using the Enter Request (p.65) function.
Creating a Work Type Code

Maintenance Management work type codes can be created and maintained using the Maintenance
Management Work Type Codes – P3 code table.
Defaulting a Prefix for Work Order Numbers

Maintenance Management work order numbers can be defaulted with a prefix if the PWOPREFIX
environment variable is defined:
PWOPREFIX=prefix;export PWOPREFIX
where prefix is a one or two character code (for example, AA).
This environment variable can be defined in several places depending on which users require
which work order prefix, for example:
sh_environs
Global to all users
company script in $PRONTO/lbin

Global to that PRONTO-Xi company

.profile
Common to the user or group of users
If not defined, work order numbers are defaulted with no prefix.
Escalating Maintenance Management Work Order

Priority
When the Action field is set to E or B, the Work Order Priority function can be used to escalate the
work order priority code. Priority code escalation is controlled by the priority code entered in the
Escalate column of the Maintenance Management Priority Codes – N1 code table.
The Work Order Priority function searches for work orders that satisfy the range of selection
criteria defined, including plant item number and scheduled date and so on. The current priority
code of the selected work orders are incremented to the next highest priority code (the value
specified in the Escalate column of the Maintenance Management Priority Codes – N1 code table for
the current priority code).
Example: If the current priority code is 3 and the Escalate value for this priority code is 2, this
function will set the priority code to 2, therefore escalating the priority of the work order.
The Work Order Priority report lists the work orders that have had the priority code changed and
displays the total of these work orders in the report totals section.
Setting the Maximum Length of Generated Work

Order Numbers
The Pad Project Code major function flag (located in the Project Costing Procedures (SYS M055)
function) can be used to specify the maximum length, in characters, of work order numbers
automatically generated by the system, including the prefix if used.
The valid maximum work order number lengths that can be specified using this major function flag
range from 4 to 8 characters. For more information, see Maintenance Management Work Order
Number Length and Series (p.10).
Importing Condition Monitor Readings from a Flat

File
Monitor point condition readings can be imported through a flat ASCII file using the Import Flat File
(p.62) function. The name of the external file, including the full path, must be entered.
For more information, see Import Flat File (p.62).
Printing Work Orders Directly to a Printer

Maintenance Management work orders can be printed directly to a printer if the PWOPRINT
environment variable is defined:
PWOPRINT=printername;export PWOPRINT
where printername is a valid printer defined in the printers file $PRONTO/lib/printers.
This environment variable can be defined in several places depending on which users want to print
work orders to which printer, for example:

sh_environs
Global to all users
company script in $PRONTO/lbin

Global to that PRONTO-Xi company
.profile
Common to the user or group of users
Setting up an Internal Customer for Material

Requisition Picking Slip Process
In order to allow the full processing of material requisitions in the Maintenance Management
module, an internal customer must be created to allow the creation of the internal sales order. It is
essential that the internal customers are established, otherwise internal sales orders will not be
created. The customer code must match the cost centre on the work order.
Use the Customer Maintenance (AR M001) function to create an internal customer. Ensure that the
Price Level field is set to I (Internal), which specifies that sales order is processed with a zero value,
and that the Customer Type field is set to .. (Internal Customer).
Setting up Kits for use on PM Tasks

Materials for PM tasks can be defined using kits. Kits are inventory items with an item type of K
(Kit). This item type is not stocked, reordered, and so on, but acts as a header record for the kit
components attached.
Use the Bill of Materials Maintenance (INV M151) function to set up a kit. This function can be used
to create the header record, that is, the type K (Kit) item and then the components. This function
also allows several methods of copying and merging kits.
After a kit is set up, it can be selected on a PM task in the PM Tasks Maintenance (p.44) function.
Accessing Word Documents

The Maintenance Management module can be used to directly access Word documents from the
description text stored on work orders and plant items.
The document filename and extension must be entered on the text line of a work order or plant
item. That is, in the menu options accessed from the Text/Notes mode in the Maintain Work Order
(p.85) and Maintain Plant Item (p.28) functions.
The following two environment variables must also be set. The first variable defines the location
and name of the Microsoft Word executable and the second variable identifies the directory in
which the documents are stored; for example:
 WORD=C:\msoffice\winword\winword
 WINWORDDIR=C:\users\docs\manuals\
Select the Open mode to launch Microsoft Word and open the specified file.
Using Standard Text for Work Order Descriptions

Standard text definitions can be used for work description notes in Maintenance Management
work orders. Standard text can consist of several lines and is used as a template when repetitive

work order text descriptions are required. It also provides a mechanism for ensuring consistent
work order descriptions.
Recommendation: PM tasks should be used where the complete work order is required as a
template, as they can be used to store materials, duration estimates and so on, as well as work
order description text.
To use standard text for work order descriptions

1. When entering a new text line for a work order (for example, using the Notes/Text mode in
the Maintain Work Order (p.85) function), press F2 (Lookup Help) to access the Standard
Message Codes – QX code table and select from the available list.
2. Use the Notes mode to view the full text template.
3. Press Enter on the text line including the standard message code to copy the standard text to
the work order.


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Reference Manual, Version Dimensions (V700.0)

® - PRONTO, PRONTO ENTERPRISE MANAGEMENT SYSTEM, PRONTO SOFTWARE (Logo) and

™- trademarks of Pronto Software Pty Ltd (ABN 47 001 337 248)

IBM® and Cognos® are trademarks of International Business Machines Corporation.

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

About the Maintenance Management Module ..................................................................................... 2

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

Enquire on Plant Item ............................................................................................................................. 25

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Selective Work Requests Enquiry .......................................................................................................... 75

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

Work Order Work Type Analysis ....................................................................................................... 114

Using the Maintenance Management Module .................................................................................. 140

Recording Safety Notes on a Work Order ........................................................................................... 140

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

Copying a Work Order ............................................................................................................................ 141

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

PRONTO-Xi Maintenance Management is a sophisticated maintenance control system designed to

Maintenance Management provides the following:

 Full equipment detail and technical recording

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

About the Maintenance Management Module

What is Maintenance Management?

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

About the Maintenance Management Workflow

Starting with Maintenance Management

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

About Plant Item Structure

About Preventative Maintenance

For more information, see About PM Task Forecasting (p.5).

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

About PM Task Forecasting

Once established, the PM task information is maintained by the Maintenance Management

About Plant Item Monitor Points

About Setting up Monitor Points

The following monitor point features are defined in this screen:

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

Average per Day

Latest Reading Date

About Work Requests

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

About the Work Request Lifecycle

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

Work Request Email

About Maintenance Management Work Orders

Enter Request (p.65)

Maintain Work Order (p.85)

Enter Planned Work Order (p.104)

PM Tasks Maintenance (p.44)

Maintain Monitor Points (p.55)

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

Quick Work Order Entry (p.109)

Minor PM Tasks Maintenance (p.53)

About the Maintenance Management Work Order

Status / Code How Next Major Characteristics

Reference Manual Software Version: Dimensions (V700.0) Pronto Software © 2011

About the Maintenance Management Work Order

Maintenance Management Work Order Number

The table values in the YY - Serial Numbers function are:

Pronto Software © 2011 Software Version: Dimensions (V700.0) Reference Manual

About Maintenance Management Work Order

 Measuring the progress of the work order against the schedule.