Standard Operating Procedure - Bureau of Land …

1 DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 1 of 42 Date 5/12/2010 Standard Operating Procedure Title: Managing Work Orders This SOP is intended to address the process related to managing work orders in FBMS. This assumes vehicle records have supporting maintenance plans and measuring documents used by FBMS to generate preventive maintenance work orders. SOP Number SOP:AA-XX (where AA is abbreviation to mapping of main heading of outline for SOPs and XX is the number within the SOP) Version Creation Date Author(s) Sandy Waldron and Judi Lombardi Last Update Date Last Updated By DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 2 of 42 Date 5/12/2010 TABLE OF CONTENTS Table of Contents PURPOSE OF SOP.

2 3 INTENDED AUDIENCE .. 3 COLLABORATION TEAM .. 3 REVIEW TEAM .. 3 DEFINITION OF TERMS .. 3 ASSUMPTIONS, DEPENDENCIES, AND CONSTRAINTS .. 6 CHANGE / VERSION CONTROL .. 6 Standard Operating Procedure .. 6 PROCESS DESCRIPTION .. 6 Preventive Maintenance Process .. 6 Corrective Maintenance Process .. 7 WHEN THE PROCESS IS 7 RELATED PROCESSES AND OTHER REFERENCES .. 8 WHO IS INVOLVED IN THE PROCESS .. 8 TRANSACTIONS USED IN THE PROCESS .. 8 PROCESS FLOW .. 8 CREATING A VARIANT TO VIEW USER- RELEVANT PM WORK ORDERS .. 9 MANAGING PREVENTIVE MAINTENANCE WORK ORDERS .. 12 SETTING THE WORK ORDER STATUS TO TECHNICALLY COMPLETE (TECO) .. 22 CREATING A CORRECTIVE MAINTENANCE WORK ORDER/NOTIFICATION.

3 26 TROUBLESHOOTING/COMMON 41 SOP APPROVAL .. 42 DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 3 of 42 Date 5/12/2010 Purpose of SOP Intended Audience Bureau Fleet Managers Field Fleet Managers Maintenance Planners Maintenance Technicians Collaboration Team Identify who collaborated on the development of the SOP and organization Name Organization Sandy Waldron FBMS O&M Judi Lombardi FBMS BP Review Team Identify who reviewed the SOP, Role.

4 And Approved Date Name Role Approved Date Ray Cowles FBMS BP Rob Cox FBMS BP Don Schroeder FBMS BP Rhonda Watkins FBMS BP Definition of Terms Include definition of terms if appropriate Terminology Description Preventive Maintenance Work Order Preventive maintenance is the routine scheduled maintenance of motor vehicles and includes the inspection of motor vehicles, tune-ups, oil changes, filter changes, verification and replenishment of fluids, lubrication, mechanical inspections, alignments, tire wear, and pressure checks. Good preventive maintenance will detect many problems before they become serious. This will reduce the amount of unscheduled maintenance and repair, as well as the costs and inconvenience DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 4 of 42 Date 5/12/2010 associated with vehicle downtime.

5 Corrective Maintenance Work Order Unscheduled maintenance is a repair to a vehicle caused by mechanical breakdown or damage. To the extent possible, fleet managers shall work to ensure maximum vehicle availability for its operators and customers with minimum interruptions due to unscheduled repairs and breakdowns. Maintenance Notification A Maintenance Notification (maintenance request) is a targeted instruction to the Fleet Manager to perform a service on a piece of equipment or vehicle ( oil leaking). The item data provides for additional information of the problem, the damage codes, and the activities (technical findings) that were performed. Standing Order A Standing Work Order exists for the life of a vehicle.

6 Standing orders are used to collect on-going costs. Settlement Order A Settlement Work Order exists for the life of a vehicle. Settlement orders are used to collect on-going costs and settle them periodically. Equipment In FBMS, the term equipment means any type of equipment required to capture financial realization, costs, and revenue. The term equipment and fleet refer to both Motor Vehicles and Heavy Duty Equipment. Vehicle Any vehicle, self-propelled or drawn by mechanical power, which is designed to be principally operated on highways or to transport property or passengers. This term includes, but is not limited to, motorcycles, sedans, trucks, tractors, carryalls, ambulances, specialized mounted equipment, and truck chassis with special purpose bodies ( , fire trucks, garbage trucks, etc.)

7 Release A work order status reflecting when the planning of a work order is finished with all the necessary operations. Put in process A work order status reflecting when a work order is released and the shop paperwork is printed. TECO A work order status reflecting that the work was performed. When changing the work order status to TECO, FBMS also changes the associated notification s status to complete. FBMS allows for goods receipts to still be posted to the order, confirmations can still be entered, and costs can still be applied to the order. DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 5 of 42 Date 5/12/2010 The following changes can be made to an order when in TECO status: Post Goods Receipts for the order Confirmations can still be entered The account assignment data entered for the order is fixed and can no longer be changed.

8 However, incoming invoices can be posted. CLSD Business Complete A work order status reflecting that the work order is complete. No further costs are expected to be posted to the order. An order can only have business completion status when: It has been technically completed It has been settled and the order balance is zero No outstanding purchase orders (commitments) exist All data that refers to the reference object of the maintenance order is available and correct All relevant data in the operations is available and correct When the order takes on the system status of CLSD: It is indicated as fully complete The order cannot receive any more postings It is locked for all collective processing changes The order can be returned to TECO status, if the business need requires it.

9 Fleet Management Fleet Managers have life-cycle management (cradle to grave) responsibilities for their organization s fleet assets. DOI Financial Business Management Systems (FBMS) DOI FBMS Standard Operating Procedure (SOP) Department of the Interior SOP:AA-XX / Title Page 6 of 42 Date 5/12/2010 Assumptions, Dependencies, and Constraints This SOP is intended to address the process related to managing work orders in FBMS. This assumes vehicle records have supporting maintenance plans and measuring documents used by FBMS to generate preventive maintenance work orders.

10 Change / Version Control Change and version control will be updated by both O&M and Deployment teams. CR's (both PSL and DSL) that impact the SOP should be captured as well. No. Date Object Description of change Name Standard Operating Procedure Process Description In FBMS, it is important to track all maintenance activities performed on Fleet equipment. Preventive Maintenance Process Preventive Maintenance work orders are generated within FBMS using the Maintenance Schedule created for the Fleet vehicle. For time-based operations, FBMS uses the Start Date on the Maintenance Plan to generate the work orders. For utilization-based operations, FBMS uses the ZU_USE table to determine when work orders are required.