Concepts

Tasks

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Activity Reports

This section provides some concepts relating to reporting activity on a work order task.

Once you start working on a task, you can keep track of your progress using an activity report. For example, you might need to enter indicator readings, report time worked, or enter comments. Each report that you file is saved with the task and provides an audit history for that task.

Entering Task Information

You can enter the following information on activity reports:

•	Completion status of each task

•	Asset status changes

•	Labor charges for each task, including information about work delays and the estimated time remaining for each task

•	Service acknowledgments for services that have been performed

•	Indicator readings for each task

•	Components that have been installed or removed

•	Failures that have been resolved

•	Downtime incidents

•	Problem addressed by the work order task, its cause, and the remedy used.

•	Tool issues and receipts

•	Rental equipment usage

•	Inventory issues and returns

•	Miscellaneous costs

•	Follow-up work requests

Work Started Status

APM automatically changes the status of the work order or work order task to “Work Started” when you enter any transactions for the work order (time cards, issues, purchases, service acknowledgments), or enter indicator readings.

Reporting Activity Without a Work Order

In some situations, you may need to report work that you performed on an asset even though no task was created for this work in advance. You may need to do this for troubleshooter or emergency work.

You can do this by creating an activity report from scratch. When activity reports are created in this way, the new task is created at the same time, in the background. All you need to do is identify the title, the asset to work on, and the work type for the new task. Alternatively, you can create the new task from a standard task or job.

Tracking Work Delays

Managing and reducing work delays can significantly improve the efficiency of the maintenance department, reduce costs, and decrease downtime. In order to reduce work delays, you will need to know where and why the delays are happening. For example, if the tradespeople spend a lot of time waiting for parts, using satellite storerooms or issue bins where commonly used parts are kept close to the equipment might reduce that delay time.

You can enter work delay time when you fill in timecards for a work order task. You can enter the length of the delay, and the reason for the delay.

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Two-Stage Activity Reporting

If you need to incorporate reviews of the activity reports before they are finalized and posted, you can set the site to use two-stage activity reporting. In this scenario, the tradespeople report their activity and save their activity reports without processing them. Later, a supervisor or team leader reviews the activity reports that were entered, corrects any errors or fills in missing information, and then processes them. Usually, the supervisor then marks the work order task as closed, if the tradespeople have indicated that the work is completed.

Marking Work as Complete

When all of the work has been completed on a work order task, you can mark it as “Closed”. When you close a work order task, you cannot make any more changes to it. You can print closed tasks. If your site’s late charges setting allows, you may also be able to enter timecards for closed work order tasks.

You can close the entire work order (which also closes all of the tasks), or close each of the work order tasks independently. Closing the last open task on a work order closes the work order. If your site is using a two-stage activity reporting process, all of the task’s activity reports must be processed before the task can be closed. During the closing process, APM scans the task’s activity reports. If there are any unprocessed activity reports a warning message is displayed. If you choose to continue, the system processes the activity reports, starting from the first one entered.

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