PM Components PMWO310 Components v 4 1 Course

PM Components PM_WO_310 Components v 4 1

Course Content • Introduction • Unit 1 - Components Process • Unit 2 – Editing Components • Unit 3 – Documents and Approvals • Course Summary PM_WO_310 Components v 4 2

Learning Objectives • Upon completing this course, participants will be able to: Understand the PM components process through the work order Enter requests for materials on the components tab to generate through the work order Enter requests for services on the components tab through the work order Change components on work order Cancel components on work order Attach documents to a work order PM_WO_310 Components v 4 3

Prerequisites and Roles • Prerequisites PM_UK_100 Plant Maintenance IRIS Awareness & Navigation PM_WO_300 Work Orders • Roles PM Users PM_WO_310 Components v 4 4

Unit 1 Components Process PM_WO_310 Components v 4 5

Unit 1 - Components Process • Maintenance Process • Components Process • Stock, Non-Stock, and Non-File materials • Enter Requisitions for Materials/Services • Find Vendors PM_WO_310 Components v 4 6

Materials and Inventory • Materials Management Inventory will be replacing Stores Inventory Systems • On-shelf inventory will be minimized • Moving toward “just –in-time” inventory (parts will be requisitioned daily) • Moving away from Pro. Card being used for materials; instead, contracts will be set up PM_WO_310 Components v 4 7

Materials and Inventory • There will be stock, non-stock, and non-file materials • Materials may be planned (used on a routine basis) and unplanned • Stock and non-stock will be identified by 6 -digit numbers in IRIS PM_WO_310 Components v 4 8

Components Process • Components can be selected in several ways: A search may be performed to find the part number In the future, the Bill of Material (BOM) may be used to suggest part numbers, if it has been entered for the building, room, or equipment to be maintained In the future, if the BOM has been created, include the Task List on an order also will include any materials on that Task List PM_WO_310 Components v 4 9

Planned Materials • Planned stock materials result in a Reservation being created in the Storeroom • Planned non-stock materials/services result in a Purchase Requisition being created • Planned text items are instructions/comments about the materials required for a work order, such as a note to bring a ladder or supplies PM_WO_310 Components v 4 10

Unplanned Materials • Unplanned stock materials may be issued directly to a work order • Storeroom MM Techs will issue the materials and charge it to the work order number • The name of the person receiving the materials is recorded PM_WO_310 Components v 4 11

Search for Components • By Description The description is often used to search for maintenance orders Asterisks can be used as “wildcards” in a search, to let you search using partial information Examples: § *bearing* will find all materials with “bearing” in the description § *filter*16* will find all materials with “filter” and “ 16” in the description, such as Filter, Air, 16 X 20 X 1 PM_WO_310 Components v 4 12

Search for Components • By Bill of Materials (BOM) – Future Use BOMs are parts lists that may be created for any Building, Floor, Room, or Equipment BOMs list the parts frequently used to maintain that item Parts may be directly selected from the BOMs can help plan work orders quickly PM_WO_310 Components v 4 13

Search for Components • By Task List (Future Use) Task Lists are maintenance procedures which include parts and labor These may be created for any Building, Floor, Room, or Equipment Including a Task List on an order will also include any materials on that Task List PM_WO_310 Components v 4 14

Stock & Non-Stock Materials • Stock Materials Parts which have IRIS material numbers and are kept in Central Stores • Non-stock Materials Parts which are used less frequently, have IRIS material numbers, and are ordered as needed PM_WO_310 Components v 4 15

Enter Components Type the Order number and Press Enter PM_WO_310 Components v 4 16

Enter Components Click on the Components Tab PM_WO_310 Components v 4 17

Enter Components – Stock/Non-Stock Click on the Possible Entries icon to search The Material Search box will open PM_WO_310 Components v 4 18

Enter Components – Stock/Non-Stock Click on the Tab List icon Several search tabs may be useful for finding the component PM_WO_310 Components v 4 19

Enter Components – Stock/Non-Stock Enter the description or part of the description Click on the Continue icon PM_WO_310 Components v 4 20

Enter Components – Stock/Non-Stock Double-click on the needed material PM_WO_310 Components v 4 21

Enter Components – Stock/Non-Stock Enter the quantity required PM_WO_310 Components v 4 22

Enter Components – Stock/Non-Stock For both Stock and Non-Stock items, the UM (Unit of Measure), IC (Item Category), and SLoc (Storage Location) will default PM_WO_310 Components v 4 23

Enter Components – Stock/Non-Stock When you have finished adding Components, click on the Save icon PM_WO_310 Components v 4 24

Non-File Materials • Non-File Materials Parts which are used less frequently, do NOT have IRIS material numbers, and are ordered as needed PM_WO_310 Components v 4 25

Enter Components – Non-File Click in the Description field and enter a description of the needed material PM_WO_310 Components v 4 26

Enter Components – Non-File Enter the quantity of components, unit of measurement, and the item category (N for Non-stock). The SLoc (storage location) for the delivery will default to Central Stores PM_WO_310 Components v 4 27

Enter Components – Non-File Press Enter or click on the Continue icon PM_WO_310 Components v 4 28

Enter Components – Non-File When the boxes appear, click on the Continue icon in the first box to close it PM_WO_310 Components v 4 29

Enter Components – Non-File • Requirement Quantity – defaults from what was entered on the Components tab • Price – estimate of the cost • Material Group – PM 000001 for PM Non-Material Master Material, PM 000002 for PM Non-Material Master Service PM_WO_310 Components v 4 30

Enter Components – Non-File • For Services – Enter PM 000002 in the Material Group field PM_WO_310 Components v 4 31

Enter Components – Non-File • Purchasing Group – will default to 000/UK 00 (000 = Work Order / UK 00 = Purchasing PM_WO_310 Components v 4 32

Enter Components – Non-File • Goods Recipient – who receives the goods • Requisitioner – who is requesting • Unloading Point – where goods are delivered • Vendor Material Number – plus additional description of the material (model, size, color, etc. ) PM_WO_310 Components v 4 33

Find Vendors – Non-File Click in the Vendor field, then click on the Possible Entries icon PM_WO_310 Components v 4 34

Find Vendors – Non-File Click on the Tab List icon in the upperright corner PM_WO_310 Components v 4 35

Find Vendors – Non-File Click on UK Vendor Search PM_WO_310 Components v 4 36

Enter Components – Non-File Enter the name or part of the name for the Vendor You can use wildcards (*) in your search Click on the Continue icon PM_WO_310 Components v 4 37

Find Vendors – Non-File Double-click on the Vendor’s name PM_WO_310 Components v 4 38

Find Vendors – Non-File Click on the Continue icon PM_WO_310 Components v 4 39

Vendor Master Data • A vendor master data is maintained in the IRIS system • If a desired vendor is not found in the database the department should do the following: Download the UK Vendor Form located at http: //www. uky. edu/Purchasing/vendapp 102606. pdf or from UK’s forms page Submit to desired vendor for completion Fax or mail the completed form to Purchasing • Once this form is received, Purchasing will create the vendor information in IRIS PM_WO_310 Components v 4 40

Non-File Components If you accidentally close the Non-File component detail box before you entered all the necessary information, click on the Select icon to the left of the component PM_WO_310 Components v 4 41

Non-File Components Click on the Purchasing button PM_WO_310 Components v 4 42

Non-File Components You can enter the missing details PM_WO_310 Components v 4 43

Non-File Components When you are finished, click on the Back icon to return to the Components tab PM_WO_310 Components v 4 44

Summary • Maintenance Process • Components Process • Stock, Non-Stock, and Non-File materials • Enter Requests/Requisitions for Materials/Services • Find Vendors PM_WO_310 Components v 4 45

Unit 2 Editing Components PM_WO_310 Components v 4 46

Unit 2 - Editing Components • Change requests/requisitions for materials/services • Cancel requests/requisitions for materials/services PM_WO_310 Components v 4 47

Change Components • To Change a component: Pull up the work order Go to the Components Tab PM_WO_310 Components v 4 48

Change Components Notice that the Stock and Non-stock components are grayed-out which means they cannot be changed by selecting a new component; you can change the quantity and Unit of Measure. PM_WO_310 Components v 4 49

Change Components For the Non-File Component, you can change any of the information PM_WO_310 Components v 4 50

Change Components To change the description of a Stock or Non-Stock component, click on the Select icon to the left of the component PM_WO_310 Components v 4 51

Change Components When the Confirm. box appears, click on Yes At the bottom of the screen, click on the Delete Row icon PM_WO_310 Components v 4 52

Change Components To add the new component, click on the Possible Entries icon to search for it The Material Search box will open PM_WO_310 Components v 4 53

Enter Components – Stock/Non-Stock Enter the description or part of the description Click on the Continue icon PM_WO_310 Components v 4 54

Enter Components – Stock/Non-Stock When the list appears, double-click on the item PM_WO_310 Components v 4 55

Change Components Press Enter and the new component will be added PM_WO_310 Components v 4 56

Cancel Components • To cancel a component: Pull up the work order Go to the Components Tab PM_WO_310 Components v 4 57

Cancel Components To cancel a component, click on the Select icon to the left of the component PM_WO_310 Components v 4 58

Cancel Components When the Confirm. box appears, click on Yes At the bottom of the screen, click on the Delete Row icon PM_WO_310 Components v 4 59

Summary • Change requests/requisitions for materials/services • Cancel requests/requisitions for materials/services PM_WO_310 Components v 4 60

Unit 3 Documents And Approvals PM_WO_310 Components v 4 61

Unit 3 - Documents and Approvals • Entering item long text • Attaching supporting documents • Release approvals PM_WO_310 Components v 4 62

Enter Item Long Text Click on the Create Text icon Comments about the Line Item can be entered in the Long Text area, which will print on the purchase order PM_WO_310 Components v 4 63

Enter Item Long Text Word documents can be directly cut and pasted to this section Enter detailed information about the line item in this field. This can be used for all Material Management numbers & for Non-File items PM_WO_310 Components v 4 64

Enter Item Long Text Click on the Back icon to close the Long Text window PM_WO_310 Components v 4 65

Attaching Supporting Documents • Supporting Documents can include: Certificates of insurance Drawings Warranties Quotes PM_WO_310 Components v 4 66

Attaching Supporting Documents To attach a document, click on the Services for Objects icon PM_WO_310 Components v 4 67

Attaching Supporting Documents Click on the Select icon to the left of Maintenance Order Click on the Enter icon PM_WO_310 Components v 4 68

Attaching Supporting Documents Follow the menu and click on Create Attachment to immediately create the attachment PM_WO_310 Components v 4 69

Attaching Supporting Documents In the Look In: field, find the document folder on your computer Double-click on the file name and the file will be attached immediately to the work order PM_WO_310 Components v 4 70

Attaching Supporting Documents To view the attachment, click on the Services for Objects icon PM_WO_310 Components v 4 71

Attaching Supporting Documents Click on the Select icon to the left of Maintenance Order Click on the Enter icon PM_WO_310 Components v 4 72

Attaching Supporting Documents Click on Attachment List Note: When the Attachment List is in BOLD, a document is attached PM_WO_310 Components v 4 73

Attaching Supporting Documents Double-click on the attachment to open it PM_WO_310 Components v 4 74

Attaching Supporting Documents Click on the Close icon to close the document PM_WO_310 Components v 4 75

Release Approvals • Needed for over $10, 000 per line item Follows normal approval process through the business officer PM_WO_310 Components v 4 76

Summary • Entering item long text • Attaching supporting documents • Release approvals PM_WO_310 Components v 4 77

Course Summary • Understand the PM components process through the work order • Enter requests for materials through the work order • Enter requests for services through the work order • Change components on work order • Cancel components on work order • Attach documents to a work order PM_WO_310 Components v 4 78