Building Operations / On Demand Work / Supervisor

Assign Work Requests to Work Orders

After a work request has been created (and possibly gone through multiple approvals), as supervisor you need to assign the work request to a work order so that work can begin on the request. You can create a new work order, or you can assign the work request to an existing work order that has not yet been issued.

Note: If you expect to see a work request in your queue and it is not present, the system may have automatically assigned it to a work order. An SLA can call for auto-assigning work requests to work orders and optionally auto-issuing work orders.

Note: It is possible that your queue will contain work requests that were created with another ARCHIBUS application, such as the Call Center Wizard or ARCHIBUS (Windows) Building Operations domain. Specifically, this will occur if the work request has a status of approved and if its value for the Supervisor field matches your log-on information.

For work requests created in other ARCHIBUS applications and accessed in the On Demand application, you may occasionally encounter error messages that start with "ruleFailed..." or "Operation Failed...". This is because the system cannot match these work request to a predefined SLA.Click through the error windows, and you can continue working with the work request in Web Central.

Review the Work Requests

Select the Assign Work Requests to Work Orders task, and the system lists all work requests in your queue for work order assignment.

Review the details of the work requests (by choosing a work request's Select button), looking for common or nearby locations or common craftspersons so that you can group work requests onto a work order in an efficient manner. For example:

If there are multiple work requests for painting offices and the same painter is scheduled for these tasks, you can group work requests for offices located near one another on the same work order. This way, the painter can gather all paint supplies and equipment and travel to one location for the day, rather than traveling between multiple floors or multiple buildings within one day
If you have multiple work requests that use the same tool (which might be in storage or might be difficult to move), you may wish to place these work requests on the same work order.

Assign Requests to a Work Order

Once you are familiar with the work requests you need to assign to work orders, you can either create a new work order and assign one or more requests to it, or you can assign work requests to an existing work order.

Before creating a new work order, review the existing unissued work orders to see if there is an existing work order to which you can add a work request. When assigning work requests to an existing work order, consider the work order's locations, craftsperson schedules, and types of work so that the work can be executed in an efficient manner.

You may wish to first run the Manage Work Orders/Requests task so you can review the details of the existing, unissued work orders and determine if there is an appropriate work order for the work requests that you need to assign.
From the Assign Work Requests to Work Orders task, you can access a summary of each unissued work order by selecting a work request, choosing Assign to Work Order, and reviewing the list of work orders. If you don't find a suitable work order to which to assign the request, you can close the Work Orders form.

Assign a Work Request to an Existing Work Order

If you locate a work order that can accommodate the work requests, select one or more work requests from the list and choose the Assign to Work Order button. From the list of unissued work orders, choose a work order to which to assign these requests.

Create a New Work Order

If you determine that you need a new work order, select one or more work requests from the list and choose the Create Work Order button. The system presents the Create Work Order dialog so that you can enter details about the new work order. Complete the resulting dialog with details of your work order. For information on the specific fields, see Manage Work Order and Work Requests.

Next Steps

Once a work request is assigned to a work order, several options are possible:

You may wish to edit work order details or work request details by running the Manage Work Order and Work Requests task.
If you are satisfied with the work order and its requests, you may be able to issue it.
The SLAmay call for routing the work requests for approval once the work requests are assigned to a work order.