Work Order Management

Work Order Management is an optional licensed feature of Tracer Ensemble that streamlines the communication between occupants, facility management staff, and your building automation system (BAS). The Work Order Management page has the following tabs:

• Work Order tab allows users to view, edit, and create work orders.

• Preventative Maintenance allows users to view, edit, and create prevtative maintenance orders.

• Key Performance Indicators (KPI) Board allows users to see a summary or dashboard of the WOM and PM orders in their building.

• Reports allows users to view, edit, and create Report for Work order records, PM records, Buildings, and Technicians

• Administrative Tools allows users to access tenants, buildings, equipment, work order setup, and preventative maintenance setup.

Work Order Tab

The Work Order tab includes the following information each work order:

• Record# - the work order record number.

• Building - name of the building.

• Description- a description of the work needed.

• Urgency - priority of the work order.

• Assigned - the person the work order is assigned to.

• Status - status of the work order.

• Created - the date the work order was created.

View Work Order

To view a work order:

1. Click the Record#.

Edit Work Order

To edit a work order:

1. Click the Record#.
2. Click the Pencil icon in the upper left corner.
3. Edit the work order.
4. Click Save.

Create Work Order

To create a work order:

1. In the upper right corner, click Create New.
2. Select Work Order.
3. Set the Status.
4. Use the Assigned drop-down menu to assign the work order. All available users are available in this list. If a new person needs to be added to the list, create a new Tracer Ensemble user.
5. Select the Urgency for the order.
6. Select the details of the work order, as applicable: Building, Problem, and Equipment. Note: You can add custom fields to the Work Order or add listed problems on the Administrative Tools tab under the Work Order Setup subtab.
7. Enter a Description.
8. If applicable, attach supporting documents by selecting CHOOSE FILE.
9. Check Notify assignee if you want to send an email to the assigned person. Only users that have an email address associated to their Ensemble user account will have the option for a notification email to be sent to them.
10. Click Create.
11. Edit the work order.
12. Click Save.

Preventative Maintenance Tab

The Preventative Maintenance (PM) tab includes the following information each PM order:

• Record# - the PM record number.

• Name - name of the PM order.

• Building - name of the building.

• Equipment - equipment included in the PM order.

• Due - the due date.

• Assigned To - the person the PM order is assigned to.

• Status - status of the work order.

View PM Order

To view a PM order:

1. Click the Record#.

Edit PM Order

To edit a PM order:

1. Click the Record#.
2. Click the Pencil icon in the upper left corner.
3. Edit the PM.
4. Click Save.

Create PM Order

To create a PM order:

1. In the upper right corner, click Create New.
2. Select Preventative Maintenance.
3. Set the Status.
4. Enter a Name.
5. Use the Assigned drop-down menu to assign the work order. All available users are available in this list. If a new person needs to be added to the list, create a new Tracer Ensemble user.
6. Select the details of the PM, as applicable: Building, Family Type, and Equipment.
7. Set the Schedule for the recurrence of the maintenance work. There are two options:
   • Calendar - select the initial due date and how often the maintenance should be repeated.
   • Usage - select the point that will be measured on usage and the interval.
8. Enter a Description.
9. Enter the estimated time the maintenance will take.
10. Enter the Parts & Tools that might be needed.
11. In the Task List, enter tasks. After each task, press Enter to add additional texts.
12. If applicable, attach supporting documents by selecting CHOOSE FILE.
13. Check Notify assignee if you want to send an email to the assigned person. Only users that have an email address associated to their Ensemble user account will have the option for a notification email to be sent to them.
14. Click Save.

Key Performance Indicators (KPI) Board Tab

On the KPI tab, users can see a summary or dashboard of the WOM and PM orders in their building. This provides visibility to:

• Past Due Records

• Work Order Problems by Status

• Work Order Assigned to by Status

• Upcoming Preventative Maintenance

Reports Tab

On this tab, users can view, edit, and create Report for Work order records, PM records, Buildings, and Technicians.

View, Export, or Delete

To view, export, or delete an existing report:

1. Check the box next to the report name.
2. Click the ACTIONS menu and select either GENERATE PDF, GENERATE XLS, or Delete.

3. If you select to generate a PDF or XLS file, it will download according to your computer configurations.

Edit Existing Report

To edit an existing report:

1. Select the report name.
2. Edit the report.
3. Click Save.

Create New Report

To create a new report:

1. On the top right of the Reports page, select Create New Report.
2. Select the type of report to create: Work Order Records, PM Records, Buildings, or Technician.
3. Enter the Name and Description for the report.
4. Select the settings and filters for the report.
5. Click Save.

Administrative Tools

Tenants Subtab

The Tenants subtab displays the existing tenants that have access to the Work Order module.

• Select the tenant name to view and edit the tenant information.

• Click ADD NEWEMPLOYEE to add a new user of the same tenant.

Note: When a tenant employee user account is created, a notification email is not sent to the email address that the account was created with. The individual who created the account must send a personal email to the tenant employee notifying them of their username and password.

To create a new tenant:

1. Click CREATE NEW TENANT.
2. Fill in the required fields.
3. Click Save.

Note: If the customer already has the Tenant Services offering, their existing tenants will automatically display in Work Order Management.

Building Subtab

The Building subtab displays the buildings that were self discovered from the Building Automation System and that can be accessed for the Work Order Management system.

• Click the building name to view or edit the building details or to delete the building from the Work Order system.

• Click IMPORT BUILDINGS to import buildings discovered by Tracer Ensemble to the Work Order system.

• Click ADD NEW BUILDING to create a building that has not been discovered by Tracer Ensemble.

Equipment Subtab

The Equipment subtab displays the equipment that was discovered from the BAS and that can be accessed for the Work Order Management system.

Click ADD NEWEQUIPMENT to add new equipment that Work Orders or PMs will be assigned to.

Work Order Setup and Preventative Maintenance Subtabs

These subtabs allow the user to manage files in the Work Order Management system. The user can modify the following Standard and Custom fields:

• Field Label —change the field name (for example, from “Assigned To” to “Assignee”)

• Required fields —determine which fields are required and which are optional; choose Yes if it is required, or No for optional

• Displayed fields — determine if a field is displayed on the Work Order form; set Displays on Page to No if you do not want the field to display.