Standard Task Screen

Data is captured on the following tab(s) of the edit screen: Overview, Planning, Scheduling, Long Description, Resources, Spares, Sub Tasks, Attributes, User Defined Fields and Documents. Below is a list of descriptions for the fields in the sections on each tab.

Overview

The Overview tab contains the following section(s):

Header

  • Code: A unique code that identifies the standard task, for example 12345 or IBOL.
  • Description: A short description of the standard task, for example Check Alignment or Inspect Bearing Oil Level.
  • Alternative Description: An expanded description that can be used to add more details to the Description, especially in the case of inherited items. This description can be translated into one of the standard languages via one or more standard phrases.
  • Permission Tree: A field linked to a permission record in a permission tree, that determines whether a user has rights to access records and/or make changes to records. This is assigned by the system where possible.
  • Sequence Number: The sequence in which this standard task appears in a list of tasks that have the same parent and are on the same level in the tree structure. Use the Sequence Number to view standard tasks in a logical sequence.
  • Is Active: Ticked if the record is active and available in lookup lists.

Development

The development functionality identifies and controls the different stages of development and the entity's inheritance information. This section is autopopulated and requires no user input.

Notes

Add additional details, comments or other relevant information.

Planning

The Planning tab contains the following section(s):

General

  • Is Mandatory: Ticked if the task is required to be executed before the work order is closed, for example a safety inspection.
  • Is Statutory: Ticked if the task is a required task that is usually regulated by legislation.
  • Importance: A value that indicates how urgent the task is so that work orders for assets can be prioritised, for example Low, Medium, High or Very High. Select an Importance Code from the lookup list.
  • Type Of Work: A grouping mechanism for different types of work orders that is used for planning, analysis and reporting. The type of work is based on the tactic used to prevent failure. Examples include Preventive and Condition Monitoring.
  • Motion Type: Identifies whether the asset must be moving or stationary when the task is executed. Select a Motion Type that minimises downtime, always bearing safety in mind. Possible values are:
    • Stationary Or In Motion
    • Only When Stationary
    • Only When In Motion.

Inspection

  • Is Inspection: Ticked if the asset or component must be inspected and the task is a pass/fail type test.
  • Inspection Type: Classifies the type of inspection task. Inspection Type can only be Pass or Fail for standard tasks. This is used when a simple pass or fail inspection task is required. This field is only editable when Is Inspection is set to true.
  • Failed Reason Required: Indicates whether providing a reason for a failed inspection is required. Only applies if the Inspection Type is Pass or Fail.

Responsibility

  • Responsible Section: The section or company that is responsible for executing the task, for example Mechanical Section or Contractor Section.
  • Responsible Trade: A trade represents a specific skillset that exists in a section, for example Fitter and Turner or Operator. Select the trade that is responsible for the task from the lookup list.
  • Responsible Resource: The staff member that is responsible for executing the task.
  • First Name: The first name of the staff member responsible for executing the task. This is a read-only field that is completed by the system.
  • Last Name: The last name of the staff member responsible for executing the task. This is a read-only field that is completed by the system.

Duration

  • Labour Duration Calculation Type: Determines how labour records on a task will be used when calculating the total task or work order durations.
    Select Parallel when a task's labour records are performed simultaneously with other labour records on the same task. The labour record with the longest duration will be used to calculate the labour duration.
    Select Series when labour records on a task can only be performed in isolation. The sum of all the labour record times on completion will be used to calculate the labour duration.
  • Auto Calculate Duration Per Unit: The duration per unit will be auto calculated when certain changes are made on the staff resource time only. The checkbox defaults to true when inserting a new record.
  • Duration Per Unit: The following durations are applied if the resource durations are specified on the Resources tab and Auto Calculate Duration Per Unit is active.
    If the Labour Duration Calculation Type is set to Series, then the Duration Per Unit equals the sum of resource durations for all resources.
    Alternatively, if the Labour Duration Calculation Type is set to Parallel, then the Duration Per Unit equals the longest duration specified in the resources details.
    This field is read-only if Auto Calculate Duration Per Unit is active.
  • Auto Calculate Total Duration: Total Duration will be auto calculated when certain changes are made on the staff resource time only. The checkbox defaults to true when inserting a new record.
  • Total Duration: If Auto Calculate Total Duration is active, the Total Duration is calculated as Component Quantity x Duration Per Unit.
    The Component Quantity value is set to 1 when the default value is 0. Duration Per Unit is based on the asset task resource usage.
    This field is read-only if Auto Calculate Total Duration is active.
  • Auto Calculate Downtime Per Unit: If enabled, the Downtime Per Unit becomes read-only. If the Motion Type is set to Only When Stationary, then the Downtime Per Unit will default to the Duration Per Unit value. If the Motion Type is set to Stationary Or In Motion or Only When In Motion, then the Downtime Per Unit will default to zero. If this is disabled, the task's Motion Type is ignored and no defaulting occurs.
  • Downtime Per Unit: The planned time that the component unit will not operate while work is performed. For example 00:15 standing time is allowed to prepare the component unit for maintenance. If the component unit can operate while the task is executed then downtime is 00:00.
  • Auto Calculate Total Downtime: Total Downtime will be auto calculated when the Downtime Per Unit is changed or when the Component Quantity is updated.
  • Total Downtime: If Auto Calculate Total Downtime is active, then the Total Downtime is calculated as Component Quantity x Downtime per Unit.

Scheduling

The Scheduling tab contains the following section(s):

Scheduling

  • Is Dual Scheduling: If Is Dual Scheduling is enabled on a task, a user can configure both calendar- and usage-based intervals on a single task. The task will be triggered by the interval that is due first. For example, a vehicle service could either be every year or at 100 000km, which ever comes first.
  • Fist Interval Type: Task interval types determine the unit of measurement that is used to measure the interval between scheduled tasks, and how frequently a task that is associated with this task interval type is scheduled.
    Possible values are:
    • ADHOC: Ad hoc (no scheduling)
    • CALEN: Calendar-based intervals
    • USAGE: Usage-based intervals
    • EVENT: Event scheduling.
    If dual scheduling is enabled on a task, then the task interval type can only be calendar-based or usage-based.
    If the First Interval Code Type is ADHOC or EVENT, the following fields will be cleared and read-only:
    • First Default Interval
    • Second Interval Type
    • Second Default Interval
    • Scheduling Method
    • Days To Schedule On.
  • First Default Interval: Task intervals are the specific intervals that apply to a task interval type. The default interval that is associated with the task's interval type determines how frequently the task is scheduled when proposed work orders are generated. The default interval is only required for calendar and usage-based task interval types. If the interval type is ad hoc or event-based, the First Default Interval field is read-only. Select a First Default Interval from the lookup list.
  • Second Interval Type: Only active if Dual Scheduling is enabled on a task, in which case the interval type will either be calendar or usage-based. Select the Second Interval Type Code from the lookup list.
  • Second Default Interval: Only active if Dual Scheduling is enabled on a task, in which case the interval type will either be calendar or usage-based and the default interval is required. Select the Second Default Interval Code from the lookup list.
  • Event : The event that determines when a task with an event-based task interval type is executed. Select the Event Code from the lookup list.
  • Task Roll Up Point: The roll up point for the asset type or asset that this standard task is associated with. Select a Task Roll Up Point Code from the lookup list.
  • Scheduling Method: The Scheduling Method determines how the Estimated Next Due Date is calculated when proposed work orders are generated. Two scheduling methods are available:
    • Last Scheduled, where an Estimated Next Due Date is calculated for each occurrence of the standard task in the time period determined by the scheduling parameters and based on the task's Last Scheduled Date. The standard task is scheduled for each Estimated Next Due Date.
    • Last Done, where the Estimated Next Due Date is calculated and one standard task is scheduled based on the standard task's Last Done Date.
  • Days to Schedule On: Select an option from the drop-down list to specify when standard tasks must be scheduled.
  • Machine State: Indicates whether the machine is operational. This field is editable if the Interval Type is calendar or usage. Select one of the following options:
    • Running Or Not Running
    • Only Not Running
    • Only Running.

Classifications

  • Task Classifications 1-8: Task classifications affect the way that tasks are grouped on work orders. Eight customisable task classifications can be defined in the Classifications master data, where it is determined what each classification represents and its allowed values. Select a user-defined task classification.

Long Description

The Long Description tab contains a Long Description section.

Long Description

  • Print Long Description On Work Order: Ticked if the Long Description is printed on the work order.
  • Long Description: A detailed description or additional instructions for the task. The Long Description is inherited by descendant and inherited tasks.

Standard Task Resources

In On Key, resources are human resources or special tools which can be applied to perform maintenance tasks on assets. Resources can be classified as staff members, special resources or contacts.

Resources are allocated trades to determine the types of jobs the resource can be used for. A resource could have multiple trades and for each trade the resource could have a different financial rate. A resource can also have multiple competencies, which are used to determine whether the resource is qualified or skilled to undertake a task.

Resources are configured and then linked to a task to define, at a more detailed level, which resources are required to do the work. If a Resource Code is not specified when linking the resource, then a Resource Type of either Staff Member or Special Resource must be selected.

The grid displays the resources that have already been linked to the task. To link an additional resource to the task, click on the in the toolbar.

Take note of the following fields. These fields relate to the requirement from the resource in order to the complete the task. It does not relate to similar fields set on the resource itself.

  • Section: The resource assigned to complete the task needs to work in this section.
  • Trade: The trade that is required to complete the task.
  • Resource Type: A grouping mechanism used to classify resources and differentiate between human resources and special tools. Possible resource types include Staff Member, Special Resource and Contact.
  • Resource: The resource to be used to complete the task.
  • Competency: The minimum competency that the resource needs to complete the task.
  • Proficiency: The level at which the resource needs to perform to complete the task.
  • Filter Units of Measurement by Trade: Ticked if Unit of Measurement should only display units of measurement that are associated with the selected trade's financial rates.
  • Unit of Measurement: The actual unit of measurement in which the resource is measured when performing the task.
  • Duration or Usage: Indicates the time or amount that is required from the resource to perform the task. The description of the field is automatically set to either Duration or Usage based on the unit of measurement selected. If the Unit of Measurement Type is Duration, the field description is set to Duration and a time control will be displayed. If the Unit of Measurement Type is None, the field description is set to Usage and a numeric value can be inserted.
  • Quantity: The number of resources with the specified trade, competency and proficiency from the specified section that are required to complete the task.

Refer to Resources for more information.

Standard Task Spares

A spare refers to an item that is used to replace an old or broken part. Spare parts could be a subset or complete bill of materials.

Configuring spare parts for entities on the asset type side promotes an intelligent asset type tree set-up, as assets and tasks inherit the preconfigured spare parts. This supports the planning of tactical and non tactical work and promotes efficient work management practices. Spares can also be configured on items in the asset tree.

The material master items that are required as spares are linked to the task. The following information is displayed for linked spares:

  • Commodity: The commodity to which the spare is linked.
  • Material Master: A unique code that identifies the material master item, for example BELT01 or BEAR01.
  • Quantity: The number of material master items required as spare parts for this task.
  • Cost Element: The cost element to which the spare is linked. This field is mandatory and is inherited from the original asset task or the inherited asset task.

Standard Task Sub Tasks

Sub tasks give structure to the task that they are added to. They specify the step-by-step procedure that is required to complete the task.

For example, the steps that must be followed for the task "Replace Bearing" are captured as sub tasks and listed in sequence in the sub tasks for the task.

During synchronisation, an asset inherits the task with its sub tasks from the asset type on which it is based.

The following information is captured when sub tasks are added to standard tasks:

  • Code: A code that identifies the sub task. The code can be edited on an original task and is not a required field.
  • Description: A description of the sub task that must be completed for the task. The description must be unique and can only be edited on an original task, not on an inherited task.
  • Description: Defaults to the Sub Task Description. This field can be edited on an original task, not on an inherited task.
  • Sequence Number: The sequence in which the sub task must be performed.

Standard Task Attributes

Attributes are used to describe the specific features, properties or characteristics of entities. An attribute is configured once and then reused across multiple entities.

A linked attribute can be inherited. When items are synced the linked attribute will be inherited, also as a linked attribute. So, if linked to an asset type, for example, then the asset will inherit the linked attribute.

Click in the toolbar to create a new linked attribute or click to link an existing attribute. Once linked, the attribute and its associated details is listed in the grid on the entity's Attributes tab. The following information is displayed:

  • Code: A unique code that identifies the attribute, for example MOD or COL.
  • Description: ovA short description of the attribute, for example Model or Colour.
  • Predefined Value: An allowed value for the attribute, which was inserted via the lookup list.
  • Value: An allowed value for the attribute, which was entered via free-text.
  • Predefined Value Description: A detailed explanation relating to the attribute allowed value.

The linked attribute also displays in a consolidated list of linked attributes on the entity's Attributes dashboard.

Refer to Attributes for more information.

Modification

Displays details of when the record was created and last updated. This section is autopopulated and requires no user input.

Standard Task User Defined Fields

User defined fields are used for capturing specific information required to support a client's custom business processes. The user defined fields on an entity are preconfigured. They pull through automatically from the user defined fields that are set up on the associated database table in the master data.

Refer to User Defined Fields for more information.

Standard Task Documents

The purpose of the document linking functionality is to link a document record that has been added to the On Key document library to one or many entities. An example of this could be an instruction manual of how to repair an asset type. This instruction manual can be created as a document record and then linked to a specific asset type. Upon syncing, the instruction manual will be inherited to the child assets, asset components and asset component placeholders when set and linked.

Information regarding linked documents, including the file location, file name, file size and file type, is displayed. For work order documents and work order task documents, Is Copied Document Link also indicates whether the document link was copied from the relevant regular asset type task or regular asset task.

Refer to Document Linking for more information.

Assist custom actions

The following custom actions are available in the Assist panel in the sidebar. Keep in mind that some of these custom actions are only available from the edit screen, while others are available from both the dashboard and edit screen.