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Introduction to Work Document Change Requests

Change requests specify updates to be performed on work documents in the external CMMS (for example, SAP) that manages assets and work. AssetWise Enterprise Interoperability (AWEIS) conveys requests to the CMMS and returns updates for the interop documents in APM. APM supports work document change requests for work orders and work requests.

For example, you can use work document change requests to:

•	Update the document’s work status. For example, request that an SAP Maintenance Order be updated to TECO (technical complete) when the work is completed

•	Add a new comment

•	Record hours worked

•	Update a Recommendation for Event as completed

•	Record the actual start and end dates for the work

•	Update planned start and end dates

Change requests can also request that any of the user fields or reference numbers be updated. The user fields consist of 10 string fields, five date fields, five check boxes, and five reference numbers that are defined in the site interoperability profile.

Note: Support for user-defined fields interop work documents is generally available in APM. To use it, you must first enable feature 48. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Support for user defined fields with AssetWise Interoperability”, and click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.

Note: Support for work document change requests is generally available in APM. To use it, you must first enable feature 77. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Support for AssetWise Interoperability Work Document Change Requests”, and click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.

This introduction explains:

•	Work Document Change Request Process

•	Automatic Work Document Change Request Creation

•	Setting up APM for Work Document Change Requests

For related information, see:

•	Creating a Work Document Change Request

•	Sending a Work Document Change Request for Approval

Work Document Change Request Process

The process begins when you identify an interop work order or work request that needs to be updated and create the change request. The process ends when the work document is updated in the CMMS and then in APM.

The following illustration shows the work document change request process when it originates in APM Remote and includes the approval process.

Create the Request

•	Initiate a change request for an interop work document. A request can be started from a few places in APM, including:

•	Work Order or Work Request window, Change Requests view

•	Site window, Work Management view, Change Requests tab

•	Checksheet window if the checksheet references a work order or work request (check the Properties view, Source tab). Click the Tools menu and click New Work Order Change Request or New Work Request Change Request

Note: Work document change requests can also be generated by APM when all of the checksheets associated with the work document have been completed. See Automatic Work Document Change Request Creation.

•	Identify the request type and title. You can also specify maintenance and construction supervisors, interop work request or interop work order. Provide the information to be added or updated in the work document in the CMMS

•	Submit the request for approval, if required. This involves selecting the approval route to use

•	If you created the request in APM Remote, the transactions are uploaded to APM

Approve and Submit the Request

•	The first approver on the selected approval route reviews the request. If acceptable, the request is approved. If there are problems or questions, the request is returned for you to correct and resubmit

•	The approval process is repeated until all of the approvers on the route have approved the request

•	Once approved, the change request is automatically submitted to the CMMS

Update the Work Document

•	The work document change request is submitted to the CMMS for processing

•	Once the CMMS document is updated, an XML message is sent to APM. This message contains the updated properties for the work document

•	The interop work document is updated with the values sent from the CMMS

Automatic Work Document Change Request Creation

APM provides a way to automate the creation of work document change requests when all of the checksheets for a work order or request are completed.

The functionality is based on checksheet statuses. When the status of a checksheet is updated as “processed”, a change request can be created to set the status of the originating work order to complete. The request is sent to the CMMS, where the work order’s status is updated. A Sync Work Order message is sent to APM and the interop work order’s status is updated.

For more information, see Defining Change Request Creation Settings.

Setting up APM for Work Document Change Requests

Setting up APM for work document change requests involves the following tasks:

•

Set up change request types, which determine whether requests can be created for work requests, work orders, or both. Types also specify whether requests must be associated with users designated as maintenance or construction supervisors, which properties are mandatory or optional on requests, which work statuses are available, and whether the request must be sent for approval

See Setting up Work Document Change Request Types

•	Create change request statuses for the site. The status indicates the request’s progress in the workflow, for example, “New request”, “Ready to send to interop”, or “Complete”. It also determines rules for the request, for example, whether properties can be updated

See Setting up Work Document Change Request Statuses

•	Set up change request creation settings. Checksheet status can determine whether a change request for the associated interop work request or interop work order needs to be sent to the CMMS

See Defining Change Request Creation Settings

•	If you will be using the APM approval process for requests, select the site’s approval settings and set up approval routes and approvers

See Approvals Settings

•	In order to send XML versions of requests to the CMMS, an APM server instance and event service provider must be configured. Interop events must be enabled in the Site Interoperability Profile.

See Setting up APM Outbound Events