All CPPMs
Compliance is a state of being in accordance with established guidelines, specifications, or legislation, or the process of becoming so. A Site Compliance Manager provides the means to manage all elements of compliance centrally, through an integrated solution that works in conjunction with the remainder of the vx Suite platform. CPPM work orders are managed and viewed in a separate part of the application to all other work order types, simplifying the process to successfully remain fully compliant from a regulatory perspective.
This user guide will provide required knowledge and explain the various pieces that comprise the functionality of Site Compliance Manager.
CPPM Setup
Description of functionality
This functionality allows users to configure new CPPM Templates, Contracts, Schedules and other settings in order to best manage their CPPM's.
CPPM Settings
PPM Contracts are assigned a PPM Type. It is the CPPM Settings that dictate which PPM Types and thus the work orders generated from the associated contracts, are to be managed from the Compliance PPM's section within the application.
This is configured by a vx Suite representative.Contracts
Navigation
Navigate to Contractors > Contractor Sites > Contracts > PPM Contracts > PPM Contract Detail.
The start of the CPPM process will be the setting up of a PPM contract.
The PPM contract detail screen has a field for indicating the PPM Type. By setting this to a PPM Type that has been enabled for the compliance module, the contract becomes a CPPM contract. In this example, the PPM Type of Statutory Compliance has been chosen. This then enables the Compliance Category field to become available, plus another new field Document Per Asset Required.
The other functionality within the contract page remains as per a standard PPM contract (sites covered, payment terms, etc.) See PPM Contracts for further details.
Any resulting work orders from one of these contracts will be termed CPPM's. This affects a number of functions - one of which is the compliancy measure and the other key one being the ability to upload documents and certificates.
Compliance Categories
Navigate to Stores > Organizations > Admin > Compliance Categories
Compliance categories assist with categorizing, reporting and filtering CPPM's. The set up of categories available for selection under contracts is achieved within the admin section of the application.
Compliance categories can be either Statutory or not, which will affect reporting in the Compliance Dashboard, as well as the Document Type required to be uploaded to satisfy the compliance criteria (see CPPM Compliance Logic for further details).
The Compliance Categories table operates as a standard smart table which can be sorted and filtered as required.
New compliance categories can be created by clicking the "New" button.
Existing categories can be edited by clicking on their names.
A compliance category must have the 'Statutory Compliance' field set to "Yes" in order for it to appear on the Compliance Dashboard. See CPPM Compliance Dashboard - Basic for further details.
Templates
Navigate to Stores > Organizations > Admin > PPM Templates > PPM Template Detail
A CPPM template is configured in exactly the same way as other PPM templates. The template contains information such as the Asset Category, the PPM Schedule and a list of Activities involved. See PPM Templates (need link) and PPM Activities (need link) for further details.
The PPM template detail screen has a field for indicating the PPM Type. By setting this to a PPM Type that has been enabled for the compliance module (in this example we have used Statutory Compliance), allows the Compliance Category to be selected.
PPM Activities are made up of tasks, or instructions that an engineer will perform as part of the work required. If a task has been configured to be required, the engineer will be required to indicate that the task has been performed before the work order can be completed.
Dynamic Scheduling
If a PPM Type is selected in the template that has been enabled for the compliance module and the Interval scheduling method is chosen, then Dynamic Scheduling can be used. No other scheduling methods support dynamic scheduling.
Every time a PPM work order is created, the Next Run Date field is automatically updated so that the system knows when the next PPM work order is required.
When dynamic scheduling is being utilized the Next Run Date is determined by the Last WO Completion Date + Frequency - Fix SLA.
So, instead of the next CPPM being created according to a fixed pre-set schedule, it dynamically adjusts based on the completion date of the previous CPPM work order.
The following example shows how the Fix Due Date of the next CPPM is calculated from the actual completion date of the previous CPPM work order. The creation date is then derived from the Fix Due Date by subtracting the Fix SLA.
| Field | Setting |
| Scheduling Method | Interval |
| Frequency | 365 |
| Fix SLA | 30 |
| Creation Date | Fix Due Date | WO Completion Date |
| 01-Jan-12 | 31-Jan-12 | 29-Jan-12 |
| 29-Dec-12 | 28-Jan-13 | 26-Jan-13 |
| 27-Dec-13 | 26-Jan-14 | 25-Jan-14 |
| 26-Dec-14 | 25-Jan-15 | 20-Jan-15 |
A development has amended the next creation date for dynamic interval scheduling, so that the preview period is included in the calculation.
Next creation date = Completion date + Interval – Fix SLA – Preview Period
| Field | Setting |
| Scheduling Method | Interval |
| Frequency | 182 |
| Fix SLA | 15 |
| Preview Period | 14 |
| WO Completion Date | Next Creation | Date Release Date |
| 01-May-13 | 02-March-14 | 01-April-14 |
For example:
WO completed on 1st May 2013
Interval = 365
Fix SLA = 30
Preview Period = 30
Next Creation Date = 1st May 2013 + 365 – 30 – 30 = 2nd March 2014, WO is released on 1st April 2014, and Fix Due Date is 1st May 2014
Configuration of functionality
This functionality is configurable by role. If you cannot see a specific screen please contact a vx Suite representative.
CPPM Table (Outstanding CPPMs)
Description of functionality
This table is used to view and manage all outstanding CPPM's across the organisation.
Example of functionality in use
Navigate to Service > Work Orders > Compliance PPMs
In addition to showing the compliance measure, the table provides key information about the CPPM's as described below, and allows filtering by the contract name, store, contractor, compliance category etc.
Field Description
Work Order No. The work order number.
Status
The status of the work order.
In order for a work order to show in the CPPM table, it must fall into one of the following statuses:
PPM Preview
Assigned
In Progress
Service Incomplete
Service Complete
Pend Site Review
Store No. The Store Number that the work order is for.
Store Name The Store Name that the work order is for.
Contractor The Contractor that is associated with the work order.
PPM Name The name of the PPM Contract that the work order is associated with.
Compliance Category The Compliance Category assigned to the work order (inherited from the PPM contract).
Fix Due Date/Time The Fix Due Date/Time of the work order i.e. the deadline for completing the work order.
Date Created The Date/Time that the work order was created.
Linked Work Orders The number of linked work orders created for the main CPPM work order.
No. of Reports Uploaded The number of report type documents uploaded to the CPPM work order.
No. of Certificates Uploaded The number of certificate type documents uploaded to the CPPM work order.
Compliance
A flag that indicates the compliance status of the work order. Green = Compliant. Red = Not Compliant.
Clicking on the work order number will navigate the user to the CPPM detail screen from where all relevant functions can be performed including creating linked work orders, uploading documents and certificates, etc. See CPPM Detail for further details.
The Linked Work Orders column is to assist users in identifying CPPM's whose reports have not been reviewed for follow up work (NR). This field will typically display a number from zero to however many linked work orders there are.
Clicking on a linked work order number will bring up the details of any linked work orders related to the main work order. (See screenshot below)
Clicking on the Linked WO# within the pop-up navigates the user to the WO Summary screen for that work order, where a variety of actions can be performed.
Clicking on the Update CPPM button will navigate the user to the detail of the main CPPM work order, which will provide functionality to update activities and tasks, create linked work orders, upload documents and certificates etc. See CPPM Detail for further details.
When clicking on a Red compliance flag, a pop-up will display informing the user of why the corresponding work order is not compliant. A list of reasons will be displayed in the pop-up depending on what is preventing it from being compliant, but this will be down to one or more of the following:
The CPPM work order is past the Fix SLA date
The correct document has not been uploaded
The correct document per asset has not been uploaded
There are linked work orders open
The CPPM has been manually set to Not Compliant
Configuration of functionality
This functionality is configurable by role. If you cannot see this screen please contact a vx Suite representative.
CPPM Detail
This is the detail of the main CPPM work order. From this one central screen the user will be able to perform a number of operations such as update activities and tasks, create linked work orders, create work requests, upload documents and certificates etc. which means that it is easier to find the information that you require, and saves cross-navigation to other areas of the application.
Navigate to Service > Work Orders > Compliance PPMs > Compliance PPM Detail.
Main Screen
CPPM Template
Scheduling Method
Activities and Tasks
Linked Work Orders
Work Requests
Documents and Certificates
Assets Serviced
Non-Tagged Assets
Return To CPPM Table
Return To CPPM Viewer
Main Screen
This is the central screen with the detail of the main CPPM work order.
The top section is a read-only information section with many pieces of useful information including the current compliancy measure, CPPM Template and scheduling method. (See screenshot above).
This screen also has a number of pop-ups and new forms that are accessed by clicking on the various buttons.
For the Service Incomplete and Job Complete actions, existing pop-ups are utilised that are normally accessed via the WO Summary, but by providing them here the user will be saved additional navigation.
The user can also indicate the status of the Activities and Tasks that are part of the PPM Template.
Note that the Service Incomplete, Job Complete, and Activties and Tasks actions are usually performed by an engineer on the Kiosk. These functionalities are also provided here in the main application as a backup in case, for whatever reason, they were not able to be performed on the Kiosk by the engineer.
The bottom section contains further information and functionality (See screenshot below)
The Linked Work Orders table shows any linked work orders and their main details. Clicking on a linked work order number will open up the work order for more detail.
The Work Requests table shows any work requests which have been raised in relation to this CPPM. Clicking on the work request number will provide more detail.
The Documents and Certificates table shows any uploaded reports or certificates linked to the work order. Uploaded reports or certificates can be viewed dynamically or downloaded by clicking the green or red arrows.
The Assets Serviced table shows the assets serviced as part of the work order.
The Non-Tagged Assets table shows the number of non-tagged assets serviced as part of the work order.
CPPM Template
Clicking the 'View' button next to the PPM Template field generates a pop-up which displays the details of the CPPM template, which is the same one accessed via the PPM Contract screen. (See screenshot below).
Scheduling Method
Clicking the 'View' button next to the Scheduling Method field generates a pop-up which displays the details of the scheduling. (See screenshot below).
This is the same one accessed via the PPM Contract screen, and again saves the user from unnecessary cross-navigation.
Activities and Tasks
Clicking the 'Activities and Tasks' button navigates the user to the Complete CPPM Activites page. (See screenshot below).
From here the user can indicate the status of the activities and tasks that are part of the CPPM template and mark them as complete or incomplete.
Linked Work Orders
Clicking the '+' symbol at the bottom left of the Linked Work Orders table generates a pop-up which allows the user to create a new linked work order without using an asset tag. (See screenshot below).
Some known fields are auto-populated, the other fields are mandatory and require completing before the work order can be created.
To create the work order simply complete the remaining fields with the relevant information and click the 'Create Work Order' button. A message will appear to confirm the number of the work order that has been created and the linked work order will then be listed in the Linked Work Orders table. All linked work orders created will follow the usual association and dispatch rules.
Linked work orders affect the compliance of the main CPPM work order. See CPPM Compliance Logic for further details.
Work Requests
Clicking the '+' symbol at the bottom left of the Work Requests table generates a pop-up which allows the user to create a new work request. (See screenshot below).
Some known fields are auto-populated, the other fields are mandatory and require completing before the work request can be created.
To create the work request simply complete the remaining fields with the relevant information and click the 'Create Work Request' button. A message will appear to confirm the number of the work request that has been created and the work request will then be listed in the Work Requests table. See CPPM Work Requests for further details.
Documents and Certificates
Clicking the '+' symbol at the bottom left of the Documents and Certificates table generates a pop-up which allows the user to upload a new file.
To select a file to upload simply click on the 'Choose File' button, browse to the file location and select it. Choose the relevant Compliance Category and Document Type.
The Associated Asset field allows you to associate the document to an asset. Click on the magnifying glass to load the asset chooser pop-up.
Tagged assets need to have been added to the work order first before they will appear in and can be selected from the asset chooser.
Once all required fields have been completed and the 'Update' button is clicked, the uploaded file will then be listed in the Documents and Certificates table.
The system can support multiple documents of each document type. There can be multiple documents associated to an asset. Documents that have been associated with an asset will display the asset reference next to the document name in the table. In addition to this, the Docs column in the Assets Serviced table will show the number of documents that have been uploaded against the corresponding asset.
The document type selected for an uploaded document affects the compliance of the main CPPM work order. See CPPM Compliance Logic for further details. Furthermore, if the contract option Document Per Asset Required is set to Yes, then a correct document type per asset will be required to satisfy this aspect of the work order's compliancy.
Assets Serviced
Clicking the '+' symbol at the bottom left of the Assets Serviced table generates a pop-up which allows the user to select assets to add to the Assets Serviced table. (See screenshot below).
Users can filter and search the asset list to identify the correct assets, or simply enter the asset tag number.
Once a subset of assets has been identified the user can multi select using the check box, or "select all" as applicable. Assets can be removed from the selection by de-selecting the check box.
The user can also easily create Linked Work Orders or Linked Work Requests against a particular asset from the Assets Serviced table by clicking the appropriate 'Create' button. (See screenshot below)
Multiple linked work orders or work requests can be created for the same asset. The work order or work request numbers are listed in the appropriate columns of the table.
Documents can also be uploaded against an asset from the Assets Serviced table by clicking the 'Upload' button. The 'Upload Report or Certificate' pop-up would appear with the Associated Asset field pre-populated with the corresponding asset number.
Non-Tagged Assets
Clicking the 'Edit' button on the Non-Tagged Assets table generates a pop-up which allows the user to edit the number of non-tagged assets that have been serviced as part of the work order. (See screenshot below).
Documents can also be uploaded from the Non-Tagged Assets table by clicking the 'Upload' button. The 'Upload Report or Certificate' pop-up would appear, but the Associated Asset field would not be present as it is not applicable in this situation, so any documents uploaded via this method would be at the work order level (i.e. do not have an associated asset tag). The Docs column in the Non-Tagged Assets table will show the total number of documents that have been uploaded at the work order level (i.e. without an associated asset tag).
Return to CPPM Table
If a user clicks the Return to CPPM Table button, but has not indicated any linked work orders they will be presented with a pop-up (See screenshot below).
Selecting Yes gives the user the opportunity to create linked work orders (with or without an asset tag).
Selecting No sets the Linked Work Order Flag to 0 (ZERO). The user would then be navigated to the CPPM Table (Outstanding CPPMs).
Selecting Report Not Reviewed sets the Linked Work Order Flag to NR. The user would then be navigated to the CPPM Table (Outstanding CPPMs).
The Linked Work Order flag is made visible on the CPPM Viewer and the CPPM Table to assist users in identifying CPPMs whose reports have not been reviewed for follow up work.
Return to CPPM Viewer
If a user clicks the Return to CPPM Viewer button, but has not indicated any linked work orders they will be presented with a pop-up (See screenshot above).
Selecting Yes gives the user the opportunity to create linked work orders (with or without an asset tag).
Selecting No sets the Linked Work Order Flag to 0 (ZERO). The user would then be navigated to the CPPM Viewer.
Selecting Report Not Reviewed sets the Linked Work Order Flag to NR. The user would then be navigated to the CPPM Viewer.
The Linked Work Order flag is made visible on the CPPM Viewer and the CPPM Table to assist users in identifying CPPMs whose reports have not been reviewed for follow up work.
Configuration of functionality
This functionality is configurable by role. If you cannot see this screen please contact a vx Suite representative.
The ability to create Linked Work Orders or Work Requests from the CPPM is resource controlled and can be configured by role. To turn this functionality on/off please contact a vx Suite representative.
CPPM Table (All CPPMs)
This table is used to view all current and historic CPPM's across the organisation.
Example of functionality in use
Navigate to Service > All CPPMs
This table provides the user with a similar view as that seen via Service > Work Orders > Compliance PPMs (see CPPM Table (Outstanding CPPMs)), but a key difference is that work orders in any status will appear in the All CPPMs table. In addition to showing the compliance measure, the table provides key information about the CPPM's as described below, and allows filtering by the PPM name, store, contractor, compliance category etc.
Field Description
Work Order No. The work order number.
Status
The status of the work order. All work order statuses are visible from this table.
Store No. The Store Number that the work order is for.
Store Name The Store Name that the work order is for.
Contractor The Contractor that is associated with the work order.
PPM Name The name of the PPM Contract that the work order is associated with.
Compliance Category The Compliance Category assigned to the work order (inherited from the PPM contract).
Fix Due Date/Time The Fix Due Date/Time of the work order i.e. the deadline for completing the work order.
Date Created The Date/Time that the work order was created.
Linked Work Orders The number of linked work orders created for the main CPPM work order.
No. of Reports Uploaded The number of report type documents uploaded to the CPPM work order.
No. of Certificates Uploaded The number of certificate type documents uploaded to the CPPM work order.
Compliance
A flag that indicates the compliance status of the work order. Green = Compliant. Red = Not Compliant.
The Linked Work Orders column assists users in identifying CPPM's whose reports have not been reviewed for follow up work (NR). This field will typically display a number from zero to however many linked work orders there are. Clicking on a linked work order number will bring up the details of any linked work orders related to the main work order.
When clicking on a Red compliance flag, a pop-up will display informing the user of why the corresponding work order is not compliant. A list of reasons will be displayed in the pop-up depending on what is preventing it from being compliant, but this will be down to one or more of the following:
The CPPM work order is past the Fix SLA date
The correct document has not been uploaded
The correct document per asset has not been uploaded
There are linked work orders open
The CPPM has been manually set to Not Compliant
Clicking on the work order number will navigate the user to the CPPM detail screen and provides a read-only view of the information and activity undertaken on the CPPM. (See screenshot below)
Functions such as creating linked work orders, uploading documents and certificates, etc. must be performed from the Service > Work Orders > Compliance PPMs table. See CPPM Detail for further details.
To view the CPPM work order history, click on the WO History tab. This displays the work order history as seen in other parts of the application.
Configuration of functionality
This functionality is configurable by role. If you cannot see this screen please contact a vx Suite representative.
CPPM Compliance Logic
This functionality determines the compliance status of a CPPM work order.
Example of functionality in use
Navigate to Service > Work Orders > Compliance PPMs
CPPM work orders are measured for compliance, and deemed to be either compliant (GREEN) or not compliant (RED), this status is stored with the work order.
The compliance status of CPPM work orders is updated every 15 minutes and then stored against each CPPM work order. The logic to determine the compliance status of a CPPM work order is represented by the process map above.
As the process map shows, there are effectively three key areas which affect the compliance of a CPPM work order - CPPM Fix SLA, linked work orders, and uploaded documents.
When a CPPM work order is first created it starts off compliant (GREEN). The factors above then contribute to whether it becomes non-compliant (RED).
* If the CPPM work order has a compliance category that has been configured as 'Statutory Compliance', then a 'Certificate' document type must be uploaded in order for the work order to become compliant. If the CPPM work order has a compliance category that has NOT been configured as 'Statutory Compliance', then any document type ('Report' or 'Certificate') can be uploaded in order for the work order to become compliant.
In addition, if the contract option Document Per Asset Required has been set to Yes, then the correct document type per asset must be uploaded in order for the work order to become compliant. This logic covers both tagged and non-tagged assets i.e. tagged assets must have a corresponding document loaded at the asset level, non-tagged assets must have the corresponding number of documents loaded at the work order level.
Configuration of functionality
This functionality is automatically configured to check the compliance status of CPPM work orders.
Manual Compliancy
During the life cycle of a CPPM work order it is possible to control the compliance status in certain circumstances. Instead of the system automatically checking and applying logic against the work order to determine the compliance status, it can be manually altered. Note that once the compliance status of a work order has been manually changed it will no longer be affected by the automatic system logic and will forever rely on a user to set the compliance status correctly.
CPPM Manual Compliance
This functionality allows you to manually change the compliance status of a CPPM work order.
Example of functionality in use
CPPM work orders are measured for compliance, and deemed to be either compliant (GREEN) or not compliant (RED), this status is stored with the work order.
There are occasions where the compliance status of a CPPM work order may need to be manually changed from compliant (GREEN) to not compliant (RED), or vice-versa.
Navigate to Service > All Work Orders
During the life cycle of a CPPM work order it is possible to control the compliance status in certain circumstances. So, instead of the system automatically checking and applying logic against the work order to determine the compliance status, it can be manually altered. Note that once the compliance status of a work order has been manually changed, it will no longer be affected by the automatic system logic and will forever rely on a user to set the compliance status of the work order correctly.
When the compliance status can be changed for a CPPM work order, the 'Change Work Order Compliance' option will appear in the Select An Action drop-list.
On selecting this option, a new pop-up will appear. The three mandatory fields need to be completed before the change can be saved.
Field Description
Compliant This will set the status to compliant (Yes), or not compliant (No).
Change Reason This list is client configurable.
Comments This allows the user to enter some comments regarding the compliance status change.
The table below indicates when the option to change the compliance status of a CPPM work order is available.
Is CPPM Compliant? Use Manual Compliancy? Show Option in Drop-list Resulting Action
No No No User cannot alter compliance status.
Yes No Yes User sets WO to Not Compliant, and Use Manual Compliancy changes to Yes.
No Yes Yes User set WO back to Compliant, and Use Manual Compliancy changes to No.
Configuration of functionality
This functionality is configurable by role. If you cannot access this functionality please contact a vx Suite representative.
CPPM Invoice Submission
This functionality checks that CPPM work orders are fully compliant before they can be invoiced.
Example of functionality in use
Navigate to Service > Work Orders > Service Complete
An extremely useful feature of the compliance module is that once a CPPM work order reaches the status of "Service Complete", it will not be available for the contractor to submit their invoice unless the CPPM is compliant and “green”. A pop-up will display advising the contractor that the work order is not compliant yet and cannot be submitted for invoicing. See CPPM Compliance Logic for further details.
The pop-up will also inform the user of why the work order is not compliant. A list of reasons will be displayed in the pop-up depending on what is preventing it from being compliant, but this will be down to one or more of the following:
The CPPM work order is past the Fix SLA date
The correct document has not been uploaded
The correct document per asset has not been uploaded
There are linked work orders open
The CPPM has been manually set to Not Compliant
Until the issues listed have been resolved and the work order is marked as compliant, the contractor will not be able to submit the work order for invoicing.
Configuration of functionality
The functionality to check the compliance status of CPPM work orders before they can be invoiced is configurable per Service Provider. This configuration is performed in the client admin area of the application, as demonstrated in the example screenshot below.
There are three modes of operation that will determine whether the Service Provider of the main CPPM will be able to invoice before the work order meets all the expected criteria. The table below summarises the CPPM Invoice Setting options and describes the criteria that needs to be met to allow invoicing of the CPPM in each mode.
CPPM Invoice Setting Description Linked WO Open Linked WO (spawned from WR) Open Docs Uploaded Can Invoice
All linked work orders must be closed Service Provider can invoice when all linked work orders (including linked work orders spawned from work requests) are closed. This is the default setting. No No Yes Yes
Primary linked work orders must be closed Service Provider can invoice only if all the primary linked work orders are closed. If there are linked work orders open that were spawned from work requests, these are ignored No Yes Yes Yes
Always allow invoicing Service Provider can invoice even if there are linked work orders open; primary or spawned from work requests Yes Yes Yes Yes
Other Notes
The example shown above applies where a self-billing arrangement is in place with the contractor.
The same logic of checking the compliance also applies to non self-bill work orders i.e. work orders that are processed via Service > Work Orders > Reconcile Invoices
Compliance Dashboard: Basic
The Compliance Dashboard displays the measure of compliance per compliance category across the entire Organisation.
Example of functionality in use
Navigate to Home > Dashboard
The Work Order Compliance Dashboard can be used to report on CPPM compliance at a high level across all stores, when accessed by a user on the HQ roster.
The compliance measure for all CPPM work orders is either compliant or non-compliant. Based upon this, a Compliance % is calculated from a user defined date for each statutory compliance category. This figure is rated either red, amber or green depending upon the level of compliance.
Red (84% or below)
Amber (85% to 94%)
Green (95% or above)
Configuration of functionality
This functionality is configurable by role, if you are unable to access this screen please contact a vx Suite representative.
Other Notes
When accessed by a user on a Store roster, the WO Compliance Dashboard displays the measure of compliance per compliance category for that Store.
Only Compliance Categories that have been configured as being 'Statutory Compliance' will be displayed in the Compliance Dashboard. See CPPM Setup for futher details.
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Documents and Certificates
The "Docs and Certs" tab allows users access to all CPPM documentation, past and present, for a given store.
Example of functionality in use
Navigate to Stores > Stores > CPPM > Docs and Certs
View Files
From this tab the user can view, filter, sort and search for a given document based upon the work order number, compliance category, PPM type, Contractor, etc.
Files can either be viewed dynamically (click on the red arrow) or downloaded (click on the green arrow).
Uploading Files
The user can also upload documents directly from this page, allowing documents to be uploaded outside of the CPPM process. This is to allow for the upload of historical documents.
Clicking the 'Upload Report or Certificate' button generates a pop-up which allows the user to upload a new file.
To select a file to upload simply click on the 'Choose File' button, browse to the file location and select it. Choose the relevant Compliance Category and Document Type (and Work Order number if applicable) then click the 'Update' button.
The uploaded file will then be listed in the Documents and Certificates table.
In the case where a document is loaded and not linked to a work order the “Work Order" and “WO Type" columns on the table will be blank.
Note: there is also a "Docs" tab which is accessible from the WO Summary screen. This tab will NOT be enhanced to show CPPM documents. This tab is designed to show documents relevant to the work order and store and as such, showing all CPPM documents would not be appropriate.
Configuration of functionality
Access to this functionality is configurable by role. Please contact a vx Suite representative if you do not have access to this screen.
CPPM Work Requests
This screen allows users to view any outstanding CPPM work requests and allocate appropriate actions to them.
Example of functionality in use
Navigate to Service > Work requests > Outstanding Work Requests
When a CPPM report is reviewed the user will identify and raise any required follow up (linked) work orders. They will also raise any smaller items that are "recommended" but may not necessarily become work orders. These are known as "Work Requests".
The Outstanding Work Requests table is a smart table which can be filtered or sorted on any of the column headings. (See screenshot above). Work requests will not show up under any of the existing work order tables until they are authorised.
Clicking on a CPPM work order number navigates the user to the CPPM Detail for that work order. See CPPM Detail for further information.
Clicking on a work request number loads a pop-up with more detail on the work request, such as the Location, and Problem Description etc.
In order to perform an action on a work request, the check box to the left of the work request number must be ticked. Multiple work requests can be actioned at once by ticking multiple boxes. To tick all boxes you can simply click the box contained within the table header row.
Once one or more boxes have been ticked, the 'Review Work Orders' button becomes available. Clicking this then generates a new dialogue box for entry.
There are three possible actions:
Action 1 - Convert to Quote
Select 'Convert to Quote' from the Action drop list, select the appropriate work order type and record some relevant comments. (Each of these fields is mandatory).
Upon clicking the 'Review' button, a new pop-up will appear showing the work request number that is being converted, the work order number for the quote, and the original CPPM work order number that they are linked to. On click of the OK button, the action will then be performed and the work request will be converted to a quote and is removed from the Outstanding Work Requests table. (See screenshots below).
The work request has now been converted to a quote work order, the quote process is started and the next step is for someone to identify contractors to send the quote to as per the normal quote process. Existing contractor associations are utilised and where they are in place, the quote work order created will already have the preferred contractor added to it.
Action 2 - Convert Work Request to Work Order
Select 'Convert Work Request to Work Order' from the Action drop list, select the appropriate work order type and record some relevant comments. (Each of these fields is mandatory).
Upon clicking the 'Review', a new pop-up will appear showing the work request number that is being converted, the work order number for the quote, and the original CPPM work order number that they are linked to. On click of the OK button, the action will then be performed and the work request will be converted to a work order and is removed from the Outstanding Work Requests table. (See screenshot below).
The work request has now been converted to an actual work order and is set to a status of PEND, which allows a call centre agent to assign or reassign as required.
Existing contractor associations are utilised and where there is a preferred association in place, that contractor will be associated with the work order.
The work order created is visible in the linked work order table of the main CPPM and contributes to the compliance logic in exactly the same way.
Action 3 - Reject Work Order
Select 'Reject' from the dropdown action list and record some relevant comments. (Each of these fields is mandatory).
Upon clicking the 'Review' button the action will then be performed, the work request will be rejected and is removed from the Outstanding Work Requests table.
Rejected Work Requests
Navigate to Service > Work requests > Rejected Work Requests
The Rejected Work Requests table displays work requests that were rejected from the Outstanding Work Requests table.
The Rejected Work Requests table is a smart table that can be sorted or filtered on any of it's columns. Clicking on a work request number brings up details relating to the rejection. (See screenshot below).
All rejected work requests are held on the Rejected Work Requests table.
Configuration of functionality
This functionality is configurable by role. If you cannot see this screen please contact a vx Suite representative.
WO Status Overview (Work Requests)
The WO Status Overview screen presents a view of a list of defined work order status' and conditions.
Example of functionality in use
The following functionality description looks at the WO Status Overview and how it can be used by Call Centre staff to monitor and manage Work Requests. For full details of the screen and its functionality, please see WO Status Overview for more in depth information.
Call Centre > Call Centres > WO Status Overview
There are three separate panels available which display work order status information on this screen.
Work Order Status Panel: Displays the count of work orders that have a specified status or condition
Work Orders Panel: Displays the work order details by status or condition
Contractors Panel: Displays the work order counts by contractor
Work Order Status Panel
The black bar on the top of the column show the last refresh time of the information displayed. The filter automatically defaults to "External" (meaning external contractor), however, there is a dropdown to select further options "Internal" (meaning internal contractor) and "Unfiltered".
At the bottom of this panel, there is a heading Work Requests. The row beneath this heading will display the number of Outstanding Work Requests.
To see any figures populate in these columns you MUST select "Unfiltered" in the dropdown on the Work Order Status panel. This is because work requests are not real work orders yet and as such do not have a contractor (external or internal) associated with them.
Clicking on the 'Count' column will refresh the Work Orders panel (middle of the sceen) and display all outstanding work requests.
Clicking on the 'Yours' column will refresh the Work Orders panel (middle of the sceen) and display your (logged in user created) outstanding work requests.
Clicking on the 'Status' column will navigate you to the Outstanding Work Requests table (Service > Work Requests > Outstanding Work Requests).
Work Orders (Outstanding Work Requests) Panel
The Work Order (Outstanding Work Requests) panel will be refreshed once a user clicks on a value in the "Count" or "Yours" column for Outstanding Work Requests, in the Work Order Status panel. This table is also exportable by clicking on the Export button at the bottom of the table.
The Work Orders (Outstanding Work Requests) panel provides the following columns:
Field Description
Work Order No.
The Work Request Number. Clicking this navigates the user to Service > Work Requests > Outstanding Work Requests and filters the table by the Work Request number.
Date Created
The Date and Time that the Work Request was created.
Created By
The name of the user that created the Work Request.
CPPM WO #
The main CPPM work order number that the Work Request is linked to. Clicking this navigates the user directly to CPPM Detail screen of the main CPPM work order.
Store No.
The Store Number that the Work Request is associated to.
Store Name
The Store Name that the Work Request is associated to.
Category
The Category of the Work Request.
Subcategory
The Subcategory of the Work Request.
Problem Type
The Problem Type of the Work Request.
Contractors Panel
As work requests are not real work orders yet and as such do not have a contractor (external or internal) associated with them, this panel will never show any information or counts.
Configuration of functionality
This functionality is configurable by role. If you cannot see this screen please contact a vx Suite representative.
