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WinTen² WorkOrder - Tenmast Software

1. To Change the Page v Click one of the four page icons OR Tab or click to the Page Number field type a number and press Enter Close The Close option closes the preview To Close v Press Esc press Alt C or click the Close button Print a Work Order You can use the Print Dialog Box to print a work order To Open the Print Dialog Box v Select the work order you wish to print on either the Browse Work Orders screen or the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl R or click the Print icon Or Press Ctrl R or click the Print icon on the Print Preview screen Preliminary User Manual 75 WinTen WorkOrder Print Dialog Box There are three primary fields on the Print dialog box Printer Page Range and Copies To Print v Tab or click through the fields entering your choices v To print press Enter or click the OK button v To cancel press Esc or click the Cancel button Print a Single Work Order As you create a new work order you can choose a Print Now option on Step 5 of the Add Work Order Wizard which will allow you to print the work order when you finish the wizard See Use the Add Work Order Wizard and Step 5 Work Order Dates If you choose not to print the work order as you create it you can still choose to print it later To Print a Single Work Order v Select the work order you wish to print on either the Browse Work
2. The Work Order Detail screen shows you all work orders for one tenant or unit The screen title tells you which tenant or unit You can view some work order information on this screen or edit any work order to open it on the Maintain Work Orders Screen See Edit Work Orders and Maintain Work Orders Screen Preliminary User Manual 19 WinTen WorkOrder CHAPTER 4 Create Work Orders You will manually create work orders in response to requests from tenants or agency employees The Public Housing Inspections program and the Preventive Maintenance program can also create work orders automatically Topics addressed in this chapter include e Create Work Orders from Tenant or Employee Request e Create Work Orders from Other WinTen Programs Create Work Orders from Tenant or Employee Request You will use the Add Work Order Wizard to create work orders manually in response to requests from tenants or agency employees To Start the Add Work Order Wizard v Press Ctrl A or click the Add icon either on the Browse Work Orders screen or on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens See Use the Add Work Order Wizard Use the Add Work Order Wizard The Add Work Order Wizard will guide you through six steps to create a work order e Step 1 Select Work Order For e Step 2 Select Job Code e Step 3 Select Items e Step 4 Select Employees e Step 5 Work
3. Data Integration Data affecting other WinTen programs now integrates automatically with those programs live in real time This eliminates duplicate data entry and ensures that all users have current information Flexibility WinTen programs allow your agency to make far more customizations to reflect your own business processes and make your job easier Custom options available in WinTen WorkOrder include defining your own Job Codes Job Classes Statuses Priorities Maintenance Crews Dispatch Methods and Standard Charges Browse Screens and Drill down Browse screens with expanded sorting filtering and searching options help you find existing records more easily You can also drill down to find related records Expanded drill down features provide many different ways to get to the same data Wizards WinTen programs feature expanded use of wizards to guide you through complex processes and help ensure that you complete HUD mandated steps WorkOrder includes the Add Work Order Wizard to guide you step by step through creating new work orders Preliminary User Manual 124 WinTen WorkOrder Keyboarding options With WinTen programs you can now choose to use your computer s mouse or speed data entry by using expanded keyboard shortcuts You have the option of navigating through WorkOrder entering data and executing commands by using the keyboard almost exclusively In grid data entry allows you to use the Tab
4. WinTen WorkOrder Hint Your agency probably already has an idea of what the average Vacant Unit Make Ready involves and how long it takes Over time WorkOrder s reporting features can help you analyze this very precisely Based on the results of the unit evaluation you will create one or more work orders probably several to complete the work You will also note the estimate of when the unit should be ready for the next tenant While your employees are completing the Vacant Unit Make Ready you will check your waiting lists and begin preparing the next tenant to move in If you use the WinTen Applicant List program please see its user manual for more information Using WorkOrder s Job Classes and Job Codes for Vacant Unit Make Ready work will make it easier to create these work orders and help you manage analyze and improve your Vacant Unit Make Ready process We recommend adding one Job Class Vacant Unit Make Ready to the ones you have already planned We also recommend creating one Job Code for each job a Vacant Unit Make Ready could need Each of these Job Codes will use the Vacant Unit Make Ready Job Class e Here are some Vacant Unit Make Ready Job Codes you might consider The Job Class for each is Vacant Unit Make Ready Job Code Vac Unit Eval Vac Clean Carpets Vac General Repairs Vac Grounds Upkeep Vac HVAC Vac Paint Unit Vac Repair Appliance Vac Repair Cabinets Vac Repair Drywall Vac R
5. 1 or 2 Work Order Tax Rate Enter the tax rate you apply to tenant charges for work orders If you do not charge tax verify that this field is either 0 or blank Printed Work Order Format This setting affects the printed copies of your work orders If your agency uses the Custom Report Writer program you can create one or more custom formats or forms for your printed work orders See Plan Reports and Printed Work Order Forms H you have done this the forms you have created will appear in this drop down list If your agency does not use the Custom Report Writer program or if you have not created custom forms only one form will be available here Default Unit Search Your choice for this field determines the default sort order the Ordered By option field on the Browse Work Orders screen See Use Browse and Select Screens and Maintain Work Orders Your options for the default are by Address Tenant Name or Unit Number Choose the option your employees would use most often Most agencies choose Unit Number Hint You are only setting the default Your employees can easily change the sort order as needed when they are using the Browse Work Orders screen To Enter Work Order Settings v Press Ctrl E or click the Edit icon v Tab or click through the fields entering the information v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Exit
6. Maintain and Select Screens Hint This screen also opens automatically immediately after you create a unit record Maintain Unit Information Screen Maintain Unit Information Ae xi File Edit View Help Development 004 Rosemont Dev Entrance Building h 415 LEXINGTON DRIVE 48 Unit Number 287 Project KY999P002 Garden Actes Main Amenities Activity Log Lease History Hit 00O V gt M Unit Information Development INS Entrance Building 1 415 LEXINGTON DAVE 48 xl Unit Number 287 Project KY999P002 Garden Acres Street Name 415 LEXINGTON DRIVE Apt 287 Dog City State Zip LEXINGTON ky are HUD Unit Number Other Unit Information Rent Information Bedrooms H Bathrooms Flat Rent Ee Square Footage Utility Allowance In Accessibility None ha HUD Unit Type SF Single Famiy Detached xf Utility Profile None y I Non dwelling Unit Merged Unit Unit Status Unit Reserved Is Unit Occupied on 03 14 2005 fi No IT Reserved for Elderly Only Last Activity Condition J Reserved for Handicap Only Last Activity Date The Maintain Unit Information screen has four non editable fields at the top of the screen to identify the current unit Development Project Unit and Building Preliminary User Manual 62 WinTen WorkOrder This screen also has four tabs Main Amenities Activity Log and Lease History You can us
7. WorkOrder INHALT ON BIN 88 PLAN SETUP OPTIONS cetie eet Seef dele bod Reuben de Select deg eet keeft deefe dn eier 89 Plan Work leet LEE Eed deen 89 Plan Work EE HI Plan Job Classes and Job Code 92 Plan for Vacant Unit Make Ready iieri i e aE ESET E 94 Plan Standard Chat ES vacciasiadecvcsctcsnsets sheesh an dbanseeaiee ves Asse iat ae AGA 96 Plan Reports and Printed Work Order Forme 97 IMPLEMENT SETUP cccsovisccssececeotaeustuntes Seege eege erugeet Ee eege EE 99 Maintain Default Setin Ssnin e E EE AE EE E N a E e T 101 M int in Statuse Saenen e iae e Meanie T E ENEE REE ER a AKN AEAEE Ta RaT 104 Maintain PHIOrileS dee ARRAS A T ROE ARERR 105 Maintain EMP lOV COS riitin hee Deeg ee aca SS wie EE AA 107 let CrEWS inabiri erit tere E EEEE a EEEE EE EENE Eee NAINEN EEEE 109 M intain Job Classes eonen e ena es 112 Maintain Job Code Seo eme EE eebe E a E E E Sub E tebe E nates 113 Maintain Job Code Jrenme 116 Maintain Dispatch Method ses cccssrccetssiesascetsnetsctiseteates yeeeviashuas r a a e iaar iett 118 Maintain Standard e TEE 120 PART IV APPENDICES ar eero oreeson esse eseo are oors soans oa oE Seso oaase ESEE n SEOSKE EEEa ias 122 PROGRAM CHANGES FOR EXISTING CLIENTS sseseseesssseseseesseseseeeesssseseesessesesresesseseeresseseseesesesenesesseseee 123 Changes to Tenant Charges for Employee Toabor 123 Enhanced Options when Deferring for Contract Maintenance nsss 123 Z ACCOUNLS DISCONTINUE E 124 Listof New Features EE
8. Accounts Receivable program Most agencies choose to check this box Automatically Generate Work Order Numbers If you check this box the program will automatically assign a sequential work order number to each new work order If you do not check this box you must manually enter the work order number of each new work order Most agencies choose to check this box Remove Consumable Inventory Items Automatically If you check this box and you have the Consumable Inventory program that program will automatically reduce your inventory quantities on hand for any items used to complete work orders See Consumable Inventory and Purchase Order Preliminary User Manual 102 WinTen WorkOrder If you do not check this box or you do not have the Consumable Inventory program you can still use items from your inventory but you must manually adjust your quantities on hand Most agencies using Consumable Inventory choose to check this box Number of Copies to Print You can print a work order automatically when you create it or manually afterward by printing individual work orders or batch printing unprinted ones See Use the Add Work Order Wizard and Print Work Orders The number you enter here will be the default number of copies of each work order to print each time no matter which of the above printing options you choose If you always want a duplicate copy each time you print enter 2 in this field Most agencies enter
9. Custom Reports There is nothing to specify for this report C Open Work Order Listing by Priority Work Order By Assigned to Employee Work Order By Assigned to Crew Work Order Listing By Priority C Work Order Listing By Job Class C Work Order Listing By Job Code C Work Order Summary Charge Analysis Batch Print Unprinted Work Orders The Batch Print Unprinted Work Orders report appears on the General tab of this screen To Batch Print Work Orders v Click the Batch Print Unprinted Work Orders radio button v Press Ctrl R or click the Print icon OR Press Ctrl W or click the Preview icon v Follow the steps outlined in the Reports chapter of this manual to view or print these work orders See Run Reports Note The Preview screen and Print dialog box for reports are slightly different from those discussed above for individual work orders Please see Preview a Report and Print a Report Preliminary User Manual 77 WinTen WorkOrder CHAPTER 12 Run Reports WorkOrder includes many built in reports with powerful filters to help track and manage your data If your agency uses the Custom Report Writer program you can create custom reports and define who has rights to run them Please see the user manual for WinTen Custom Report Writer For information on planning and setting up your reports see Plan Reports and Printed Work Order Forms For information on reports you should run on
10. Help menu gt About Change Data Area If you have more than one data area set up for the WorkOrder program you must select a data area each time you start the program The Change Data Area button allows you to change the data area in which you are working without having to close and restart the program You can see the name of the current data area near the upper middle of the Main Menu just below the WinTen logo and program name Preliminary User Manual 6 WinTen WorkOrder To Change the Data Area v Click the Change Data Area button v Select the Data Area you wish to use v To change the Data Area press Alt S or click the Select button v To cancel press Esc press Alt C or click the Cancel button Exit The Exit option closes the WorkOrder program To Exit WorkOrder v Press Esc press X or click the Exit button Preliminary User Manual 7 WinTen WorkOrder Part Il Tenmast Best Practices Preliminary User Manual 8 WinTen WorkOrder CHAPTER 2 Cyclical Actions This chapter provides a typical schedule of work order actions most agencies perform on a regular basis Action schedules addressed include e Daily e Weekly or Monthly e Monthly e Monthly or Quarterly e Annually Many cyclical actions involve running reports For additional information on planning a reporting schedule see Plan Reports and Printed Work Order Forms For help on running the reports referenced below see Run Reports
11. If it is for a field you will active put focus on that field so you can complete it Note When you are on a Main Menu screen or a Setup screen you can press and activate your choice s underlined letter with or without the Alt key This works only on Main Menu and Setup screens Hint Sometimes the underlines do not appear until you press Alt This is true in some menus for example Tool tips sometimes called pop ups are short messages attached to toolbar icons If you point to any toolbar icon the tool tip will appear in a moment giving you the name of the icon and its keyboard shortcut if there is one Menu commands that have keyboard shortcuts show the shortcut immediately after the command name Menus The option mentioned above for using Alt with an underlined letter also works for menus but it behaves a little differently There are also a couple of other menu options to consider Menus appear near the upper left of a screen just below the screen title There is often a File View Edit and Help menu although this varies from screen to screen To open a menu with the keyboard press and hold Alt and press the underlined letter of the menu you want to open For example Alt E usually opens the Edit menu Hint The underlines may not appear until you press Alt To close a menu again without executing a command press Alt by itself Once a menu is open you can press LeftArrow and RightArrow to move from one
12. Order Dates e Step 6 Confirmation We will walk through these steps separately Preliminary User Manual 20 WinTen WorkOrder To Move to the Next Step v Press Page Down or click the Start Next or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish the last step you can go back and change any information you have entered Step 1 Select Work Order For 1Y Add Work Order Wizard Step 1 of 6 m xj Select Work Order for Work Order for Unit D 007 QJ Project H 002 Building H 510W Tenant MYKYTUK MICHELE aj Contact Information Contact Name MYKYTUK MICHELE Contact Phone a Address 510 WILD CAT CT Apt City State Zip LEXINGTON KY 40510 Home Phone Work Phone Message Phone JV Permission To Enter Instructions Select the Work Order for and press the start button This step requires you to choose where the work will be done You must associate the new work order with a Unit Tenant Building Project or Grant in order to create it You will associate most work orders with Units Note Associating the new work order with a Unit Tenant Building Project or Grant is the only step required to create it You can enter the work order s other information as you create it or enter the information later See Edit Work Orders and Complete Work Orders Step 1
13. Print Order By field Report Type Options The Report Type option allows you to choose a Summary or Detail report Summary reports do not contain as much specific information about individual work orders but do include various calculations such as averages or totals to help you analyze the data Detail reports give more information about each work order but do not offer analysis calculations To Change Report Options v Tab or click to the option you wish to change and select your choice Preview a Report You may choose to preview a report before you print it or even if you are not printing it you may choose just to view it on screen You can use the Preview Report Screen to preview your reports To Open the Preview Report Screen v Select the report you wish to view on the Work Order Reports screen and choose any filters for the report v Click the Preview icon Preliminary User Manual 81 WinTen WorkOrder Preview Report Screen E Master Unit Listing Report 3 ala OSB uc gt n S We cove Run By MARK Tenmast House Authority Master Unit Listing Report Tenmast Accounting Unit Street Street Name Apt Bedrooms Building 482 111 TENMAST PLACE 482 qT 483 111 TENMAST PLACE 483 WIT 484 111 TENMAST PLACE 484 11T 485 111 TENMAST PLACE 485 11T 4868 111 TENMAST PLA CE 486 WIT 487 111 TENMAST PLA CE 487 WIT 488 111 TENMAST PLA CE 488 WIT 489 111 TENMAST PLACE 489 WIT 490111 TENMAST PLACE 430 WIT 201 in
14. Print the Summary of Work Order Activity Report This report gives an overall summary of your work order activity It is on the General tab of the Work Order Reports screen You may run it multiple times using different combinations of report options to analyze different aspects of your operations Please check your agency s guidelines for running this report Print the Labor Report This report gives a summary of your employees time spent on work orders It is on the Labor tab of the Work Order Reports screen Print the Inventory Items Used Report This report shows all consumable inventory items used to complete work orders It is based on work order charges you enter on the Charges sub tab of the Maintain Work Orders screen See Complete Work Orders and Enter Work Order Charges Use this report to help you manage your inventory and track your costs for work orders You can also do error checking by comparing this report to a corresponding report in the WinTen Consumable Inventory program Monthly On a monthly basis you will print and mail tenant bills for charges they accrued from work orders for the month Print Work Order Bills from Tenant Accounts Receivable For help on doing this please see the user manual for WinTen Tenant Accounts Receivable Monthly or Quarterly On a monthly or quarterly basis monitor your PHAS reporting data to identify errors or problem areas Print the PHAS Worksheet and or the PHAS Rep
15. Project KY999P002 Garden Acres Street Name 415 LEXINGTON DRIVE Apt 287s Doot City State Zip LEXINGTON ky are HUD Unit Number M Other Unit Information Rent Information Bedrooms d Bathrooms Flat Rent tt Square Footage Utility Allowance fio Accessibility one S HUD Unit Type SF Single Family Detached zl Utiity Profle Jong J Non dwelling Unit Merged Unit M Unit Status i Unit Reserved Is Unit Occupied on 03 14 2005 No Reserved for Elderly Only Last Activity Condition J Reserved for Handicap Only Last Activity Date Preliminary User Manual 63 WinTen WorkOrder This tab contains twenty six data fields divided into five sections Unit Information Other Unit Information Rent Information Unit Status and Reserve Unit For Unit Information Other Unit Information and Rent Information These sections correspond to Steps 1 2 and 3 respectively of the Add Unit Wizard For information on the fields in these sections see Use the Add Unit Wizard You can edit most of these fields as needed on the Main tab of the Maintain Unit Information screen Hint The Project and address fields are never editable at the unit level You maintain this information on the Building Entrance record to which the unit belongs For information please see the user manual for WinTen Tenant Accounts Receivable To Edit General Unit Information v Select the unit you wish to edit either on the Browse U
16. Report Writer The Custom Report Writer program gives you almost complete flexibility in defining and formatting the reports you generate from all of your WinTen programs and offers security settings that let you choose which employees have access to which reports In WorkOrder you can also use it to customize one or more formats for printed work orders Preliminary User Manual 5 WinTen WorkOrder WorkOrder Main Menu o Work Order TENMAST HOUSING AUTHORITY E o xi File Help Work Order Tenmast Accounting EXE N Maintain Maintain Work Orders amp Units Maintain Units amp Tenants View Work Orders by Tenant Reports Reports Menu M Units WO View Work Orders by Unit Maintain Settings nmast D Software Making Your Job Easier The Main Menu screen is the first thing you see when you start the WorkOrder program It is your starting point for using WorkOrder s five main functions Maintain Work Orders View Work Orders by Tenant View Work Orders by Unit Reports and Setup We will discuss each of these in detail later in this manual This screen also gives you access to three additional options Version Date Change Data Area and Exit Version Date The Version Date tells you what version of the program you are running Use it to learn if a newer version of the program is available and or to troubleshoot problems with the program To See the Version Date v Click the Information button or click
17. Screens From this screen you can access the Browse Building Entrances screen to maintain your buildings and entrances For information on building entrances please see the user manual for WinTen Tenant Accounts Receivable The Browse Unit Information screen also gives you access to the Maintain Unit Information screen which contains more unit data For help on using this screen see Edit Units To Open the Maintain Unit Information Screen v Edit a unit press Ctrl E or click the Edit icon on the Browse Unit Information screen Add Units You will use the Add Unit Wizard to add unit records To Start the Add Unit Wizard v Press Ctrl A or click the Add icon either on the Browse Unit Information screen or on the Main tab of the Maintain Unit Information screen v See Use the Add Unit Wizard Preliminary User Manual 58 WinTen WorkOrder Use the Add Unit Wizard The Add Unit Wizard will guide you through five steps to create a unit record e Step 1 Enter Unit Information e Step 2 Enter Other Unit Information e Step 3 Enter Rent Information e Step 4 Select Unit Amenities e Step 5 Confirmation We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 5 you can go back
18. Select the Status you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Status if you have any work orders assigned to that Status To Exit this Screen v Press Esc or click the Exit icon Maintain Priorities Most agencies use work order Priorities to track the origin and or importance of work orders See Plan Work Order Priorities Note Priorities are optional in WorkOrder Skip this section if you choose not to use them You will use the Maintain Priorities Screen to enter and maintain your agency s Priorities To Open the Maintain Priorities Screen v Press P or click the Priority button on the Work Order Setup screen Preliminary User Manual 105 WinTen WorkOrder Maintain Priorities Screen 7 Maintain Work Order Priority a xj File Edit View Help Hi 2 D Juan Name Emergency n Default PHAS Code D Annual Maintenance N Annual Inspection Emergency Inspection Annual Inspection Non Emergency i Routine Maintenance None None Vacant Make Ready None Priority Name Annual Maintenance IT Emergency Default PHAS Code zl A work order Priority contains three data fields Priority Name Emergency and Default PHAS Code Priority Name and Emergency are required Emergency Each Priority is either an emergency or non emergency A new Priority is a non emergency by default check this
19. Software s Win Ten WorkOrder program Any references to company housing authority or individual names or identities in exam ples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person WinTen WorkOrder Table of Contents PART TIN FRODUCTION DEE 1 OVERVIEW stesitesicesdones sisi EE lovee Ee 2 Features EASE cose ege EO AEE EERE EE OR 2 Work Oder DE ge EE ee EE REE IG AR 3 EE 4 Required Programs i cic s lscctesisidearseseesbesebectecnlacests EAE thoeesscuagee sad MER deet est 4 Recommended Btoeratg d ng Ee wien ee EES 4 WorkOrder Main MENU seed EES Ran aba E soko EENS E 6 PART IT TENMAST BEST PRACTICES scsscssscssssscsscsscssccescencesccescessesscsscssessscssesssseneesesssseneesoes 8 ELEY NEE 9 DUS aves cies ogee EG RAEN ET EE Ee BEE PIA a 9 Weekly Or EE EEN 10 Monthly ei eege E seet eens state a liek aaa Eeer eet AE ee eee aes eise 10 Month ys or Quarterly E 10 AE Il MANAGE WORK ORDERS WITH BROWSE MAINTAIN AND SELECT SCHEENS 12 Identify Types 0f Eeer EE DEEN hea eS igh had Rae ea take 12 Use TT 14 Use Browse and Select Screens ssccsscssscsssccssecesecevecevsceusecescecanscanscanscncecocessaesnacereeeeseeesecenneeeneeensesass 15 Browse and Select Screen Fields motini tiee aeter aein ne E EER EV EE ASA 15 Screen Sang OO EE EA kel See eee Real 17 Find WOK EEN 17 Maintain Work Orders annin nn e E DEE T ca Sateen de eens R A E Te 18 View
20. Summary report for the month of August 2004 you might name it something like WO_Summary_0804 or WO_Summary_083104 The Save Report option is available from the Preview Report screen See Preview a Report You can use the Save Report Dialog Box to save a report To Open the Save Report Dialog Box v Click the Save Report icon on the Preview Report screen Preliminary User Manual 83 WinTen WorkOrder Save Report Dialog Box Save report 2x cs e Save in Sy My Documents gt e DEI e File name ba Save My Network P Save as type QuickRepott file QAP e Cancel There are three primary fields on the Save Report dialog box Save In File Name and Save as Type Save In The Save In field shows the folder in which you will save the report File Name The File Name is the name you will give to the saved report Save as Type You can save a report as one of six different file types QuickReport file Excel spreadsheet Comma Separated Values Rich Text Format Text file and HTML document Your choice of file type will depend on how you want to view and or manipulate your report data If you save a report as a QuickReport file QRP type you can view it again by reopening loading it in the WorkOrder program See Load a Report Once you have loaded a report you can again choose to save a copy of it as any of the six file types You can use the Excel spreadsheet XLS type
21. TENMAST PLACE 491 TWIT 492 1t TENMASTPLA CE 492 11T 493 111 TENMAST PLACE 493 11T 494 iti TENMAST PLACE 494 WT 495 111 TENMAST PLACE 495 11T 496 111 TENMAST PLACE 496 UA 497 111 TENMAST PLA CE 497 WIT 498 111 TENMAST PLA CE 498 11T 499 1 TENMAST PLACE 499 WT 500 111 TENMAST PLACE 500 mT 501111 TENMAST PLACE 501 UA 502 111 TENMAST PLA CE 502 WIT 503 111 TENMAST PLACE 503 WIT 504 111 TENMAST PLA CE 504 WIT 505 111 TENMAST PLACE 505 mi 5068 111 TENMAST PLACE 506 VT 507 111 TENMAST PLA CE 507 WIT 508 111 TENMAST PLA CE 508 WIT 5098 111 TENMAST PLA CE 509 WIT 510 im TENMAST PLA CE 510 WIT 51 111 TENMAST PLACE 511 VT 512 111 TENMAST PLA CE 512 WIT 513 111 TENMAST PLA CE 513 WIT I Page 4 of 16 There are six options on the Preview Report screen Zoom Change Page Print Save Report Load Report and Close Zoom You have three choices for zooming the preview making it larger or smaller the Zoom to Fit 100 and Zoom to Width icons The Zoom to Fit and Zoom to Width icons size the page to the window Zoom to Fit usually the smallest option lets you see the entire page and Zoom to Width usually the largest option widens the page to fill the window horizontally The 100 icon sets the page to its normal full size regardless of the window size To Change the Zoom vi Click one of the three zoom icons Change Page The Change Page options let you move from one page of your preview to another Obviously they
22. Work Order Detail screen for this tenant opens with a list of work orders See Use the Work Order Detail Screen below View Work Orders by Unit You will most often use the View Work Orders by Unit option for research purposes Here are some unit related questions you might have from time to time e Anew tenant reports a water heater broken Didn t we replace that just a few months ago Preliminary User Manual 18 WinTen WorkOrder e How many times have we replaced the in that unit e How many work orders have we done in this unit in the last six months e What was the last work order requested for this unit In all of these cases you know the unit number and want to see all work orders for the unit To find this information Press W or click the Units WO button on the Main Menu The Unit Browse screen opens with a list of your units Type the first few numbers of the unit number Press Enter If necessary press DownArrow to select the unit s record Press Ctrl E or click the Edit icon Re ON Re FRR Se SS At this point the Work Order Detail screen for this unit opens with a list of work orders See Use the Work Order Detail Screen below Use the Work Order Detail Screen The Work Order Detail screen is a specialized browse screen that lets you drill down to find your work orders The View Work Orders by Tenant and View Work Orders by Unit functions see above give you access to this screen
23. Work Orders By Tenant iscriere tnaa gt ea A ee Ae aaee a aiaei ireo iae 18 View Work Ordets by Unitn renine i iret chi I a ee 18 Use the Work Order Detail Screen oeinroricosciniiriii intier i E E iei Eni ei 19 CREATE WORK ORDERS is cecbccsactectbegdaceobaduseaked E EEEE AE EEEE AEE E E e eNe 20 Create Work Orders from Tenant or Employee Request cccccssccessseceenceteseceenseceeaeeceeceeeaeceeaaeceeneessas 20 Use the Add Work Order Wizard 0 cccecccecssccessceceeeceeaeceeaaeceeaeeceaceeesaeceeaaecseneeceaeeeeaaeceeaeeceeneeesas 20 Create Work Orders from Other WinTen Program 34 MANAGE EMERGENCY WORK ORDERS ssssssssessesssssseseesessssesrreesessssesereessssssestestssssnseereesssssseseesessssene 35 PHAS Emergency Rules inrcr annae a AE dee ia 35 Emergency Work Order Recommtendatton 36 Preliminary User Manual i WinTen WorkOrder EDIT WORK ORDERS need Eege ERAN asada ii lias 37 ASSIGN DISPATCH AND SCHEDULE WORK ORDERS 40 DEFER E EIERE 43 COMPEETE WORK ORDERS EE EE E 45 Enter Work Order Charges 2 21ede dee aaa a dee 47 Bnter Employee eege here geed ANE Ae 49 Complete the Work Orden i 24 5 setecbsstesetles cecPebestacdeuss iadecbesdaucuebs cantensbtartetiecedustsdeguitscactebascaetetassages 51 Enter Other Completion Information cece eeeeseeeseeeseecseecesecesecesecsecsseeeseeeeeeseaeeeaeeenaeenaees 52 Use the Complete Work Order Wuzard eeeeceesceeseeeseecnsecesecsseceseesseceeesseeseeeseneessaeeaaesaae
24. a regular basis see Cyclical Actions You can manage your reports by choosing from many report options and by previewing or printing reports You can save reports as various file types and can reopen QuickReport files in WorkOrder Topics addressed in this section include e Choose Report Options e Preview a Report e Save a Report e Load a Report e Printa Report You can use the Work Order Reports screen to manage and run your reports Preliminary User Manual 78 WinTen WorkOrder i Settings Custom Reports There is nothing to specify for this report C Openwork Order Listing by Priority Work Order By Assigned to Employee Work Order By Assigned to Crew Work Order Listing By Priority C Work Order Listing By Job Class C Work Order Listing By Job Code C Work Order Summary Charge Analysis Batch Print Unprinted Work Orders To Open the Work Order Reports Screen v Press R or click the Reports button on the Main Menu Choose Report Options WorkOrder s report options allow you to define very precisely what you want to see in your report They give you tremendous flexibility in reporting on and analyzing your data To Set Report Options v Locate the report you wish to use on the General PHAS Labor or Settings tab of the Work Order Reports screen v Click its radio button to select it Note None of the options discussed here apply to reports on the Custom Reports tab v Any o
25. agency To Complete Step 1 v Tab or click through the fields entering the information Activity Type and Activity Date are required v Press PageDown or click the Start button to go to the next step of the Add Unit Activity Log Wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm all of the information before you finish adding this action The fields on this screen are not editable To Complete Step 2 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it v If everything is correct press PageDown or click the Finish button to finish adding the action Edit Unit Actions You may sometimes need to edit an action for a unit When you edit an action the program will restart the Add Unit Activity Log Wizard from which you can make any changes To Edit a Unit Action v Select the action you wish to edit on the Activity Log tab of the Maintain Unit Information screen v Press Ctrl E or click the Edit icon v The Add Unit Activity Log Wizard opens v See Use the Add Unit Activity Log Wizard Preliminary User Manual 70 WinTen WorkOrder Delete Unit Actions You may occasionally wish to delete an action for a unit To Delete a Unit Action v Select the action you wish to delete on the Activity Log tab of the Maintain Unit Information screen v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm th
26. and change any information you have entered Step 1 Enter Unit Information This step allows you to enter basic unit information Step 1 contains six editable data fields Development Building Entrance Door Unit HUD Unit and Apt Development Building Entrance and Unit are required Non editable Project and address fields also appear on this step These fields populate automatically based on your choice for Building Entrance Note Your agency maintains your project development and building entrance records in the Setup area of the Tenant Accounts Receivable program For information please see the user manual for WinTen Tenant Accounts Receivable Development Select the development to which this unit belongs Building Entrance Select the unit s building entrance This field displays the entrance number followed by the building street address For example 1 415 Lexington Drive refers to entrance 1 of the building at 415 Lexington Dr Door Enter the unit s door number Preliminary User Manual 59 WinTen WorkOrder Unit Enter a unit number to identify this unit HUD Unit Enter the unit s official number as reported to HUD Apt Enter the unit s apartment number if any To Complete Step 1 v Tab or click through the fields entering the unit information Development Building Entrance and Unit are required v Press PageDown or click the Start button to go t
27. box if you wish to designate it as an emergency To Add a Priority v Press Ctrl A or click the Add icon v Tab or click through the fields entering the new Priority Priority Name and Emergency are required v To save this new Priority press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Priority v Select the Priority you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Priority Preliminary User Manual 106 WinTen WorkOrder To Delete a Priority v Select the Priority you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Priority if you have any work orders assigned to that Priority To Exit this Screen v Press Esc or click the Exit icon Maintain Employees A Maintenance Employee in the WorkOrder program is anyone who performs work order jobs The Maintenance Employee may be either an actual employee of your agency or an independent contractor If you choose to enter Maintenance Employees in WorkOrder you can assign them to work orders and track their time spent on the job If you also wish to track costs of work order labor you can enter hourly rates for your Maintenance Employees You can enter a standard Rate Per Hour and up to three different Overtime Rates You can also choose to group Employees into Crews See Maintain Crews
28. column header on the screen Filter If there is a Filter field it works much like the View field it allows you to restrict or filter the records you are seeing The Filter field however allows you to be much more restrictive based on other available data fields in your records The Filter field will be None by default If you choose a filter value another field On and an Apply button will appear Choose a value for the On field and click the Apply button For example you might choose Assigned Employee as the filter Choose a specific employee s name for the On field and click the Apply button to see only work orders assigned to that employee Hint Use filters to choose or describe what you do want to see Only records that match your choices will appear If the filter is the default of None all records will appear Remember however that the View field also affects which records you see To Apply or Change a Filter v Tab or click to the Filter field and choose a data field on which to filter v Tab or click to the On field and choose a value that you want to see v Tab to the Apply button and press Enter OR Click the Apply button Search For The Search For field lets you type a value and press Enter to search for the first match in your list Your choices for the other option fields affect the behavior of the Search For field e You can search only for records that are currently showing based on th
29. fields directly on the Main sub tab except address fields which are not editable Crew and Employee You can choose to assign any job code within a work order to a Crew an Employee or both Edit these fields if the assigned Crew or Employee changes Scheduled Date and Time The Scheduled Date and Time indicates when your employees should start work on a work order Edit these fields if the schedule is changed Start Date and Time The Start Date and Time indicates when your employees actually began work on a work order For shorter jobs you will usually wait to enter this until you complete the work order See Complete Work Orders For longer jobs you may choose to indicate that work has begun and is still in progress To do this enter the Start Date and Time and then change the Status to an in progress Status Status A work order Status tells you what state a work order is in Typically most work orders go from New to In Progress to Completed to Posted although your agency can define additional Statuses that fall into these categories See Plan Work Order Statuses and Maintain Statuses As with the Start Date and Time above you will usually wait to change the Status of shorter jobs until you complete the work order See Complete Work Orders For longer jobs you may choose to indicate that work has begun and is still in progress To do this enter the Start Date and Time and then change the Status to one of your
30. it refers to pressing keys on your keyboard For example press Enter means press the Enter key on your keyboard Press Spacebar means press the spacebar key Hint If the name of an individual key has more than one word in it the manuals refer to it by capitalizing all the words and removing the spaces between them The Page Down key for instance appears as PageDown The up arrow key appears as UpArrow When a WinTen user manual instructs you to click a button or icon it refers to using the mouse to click something on the computer screen For example click the Setup button means use your mouse to click the Setup button on the screen Key Combinations Most keyboard shortcuts use more than one key at a time Key combinations are often the Alt Alternate or Ctrl Control key followed by a letter or number key WinTen user manuals abbreviate key combinations in the format key key For example press Ctrl C means press and hold Ctrl and then press C Much like the Shift key the Ctrl and Alt keys modify the way the computer interprets other keys but will not type anything by themselves When a key combination includes one of these keys it will appear first in the combination You should press and hold the first key before pressing the last key in the combination Hint Think of this as like using Shift to type a capital letter For example pressing Shift A sho
31. menu to another You can press UpArrow and DownArrow to move through the commands within a menu To execute a command arrow to it and press Enter Preliminary User Manual 127 WinTen WorkOrder The underlined letters within a menu offer a second option for executing menu commands If you have opened the menu with Alt and the underlined letter you can then activate a particular menu command by pressing its underlined letter without the Alt key Do not press Alt a second time Note If you press Alt a second time it will close the menu Type Ahead A drop down list is a field with a set of predefined options from which you can choose It has a small down arrow to the right of it Drop down lists offer a feature called type ahead If you know your choice simply type its first few letters As you type the program will show you the first option that matches what you have typed Hint Drop down lists also allow you to press DownArrow or UpArrow to toggle through the choices You can open the list to see the available choices by pressing F4 All of these options type ahead DownArrow UpArrow and F4 will work in combination with each other Preliminary User Manual 128 WinTen Common Keyboard Shortcuts WorkOrder Press To Icon Button Example F1 Display Help F4 Display the items in a drop down list or open a select screen F9 Chang
32. optional field allows you to charge your agency s costs for this work order work order charges not billed to the tenant as well as employee time to a Charge To account which is a user friendly name for a general ledger GL expenditure account Your agency defines your own Charge To accounts A Charge To account may apply the cost to a single GL account or to an allocation also known as a multi distribution table or MD table that distributes the cost across multiple accounts funds or projects Your agency defines your Charge To accounts in the Setup area of either the Consumable Inventory program or the Purchase Order program For information please see the user manual for WinTen Consumable Inventory and or WinTen Purchase Order Work Performed Work Performed is a text field detailing what your employees did to complete a particular job code within the work order Hint Your agency has the option of setting default Work Performed for any Job Code See Plan Job Classes and Job Codes and Maintain Job Codes Any default Work Performed will have populated automatically You may change these defaults if necessary Message If you are billing the tenant for any work order charges enter any optional message that you would like to appear on the tenant s bill To Edit Work Performed v Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and
33. orders your agency can now create any number of custom defined statuses to track work orders through their life cycles including while they are deferred See Plan Work Order Statuses and Defer Work Orders Preliminary User Manual 123 WinTen WorkOrder Z Accounts Discontinued WinTen programs give you easy access to all of your tenants whether or not they are currently occupying units The concept of Z Accounts is no longer needed In WinTen WorkOrder you can associate a work order with a tenant even if that tenant no longer occupies one of your units You no longer have to find a Z Unit in order to make a work order for a prior tenant See Create Work Orders and Use the Add Work Order Wizard List of New Features Here are just some of the new features in the WinTen WorkOrder program that make your job easier Job Codes and Job Classes WinTen WorkOrder s Job Classes and Job Codes greatly expand on the functionality of the WinTen program s Analysis Work Codes You can define an unlimited number of Job Classes and Job Codes to categorize your work orders for management and analysis You can also speed data entry by choosing to set default values for many other work order fields based on Job Code See Plan Job Classes and Job Codes Dispatching If you agency does dispatching you can now record when and how you dispatched each work order See Maintain Dispatch Methods and Assign Dispatch and Schedule Work Orders
34. see the user manual for one of those programs All amenities are unchecked by default Check any amenities that apply to this unit Mark All and Unmark All Use these timesaving functions to check or uncheck all amenities respectively Hint If this unit has most of the amenities in the list for example use the Mark All function and then manually uncheck the amenities the unit does not have To Complete Step 4 v Press Alt M or click the Mark All button to check all amenities optional vi Click the checkboxes in the Amenities field as needed to check or uncheck amenities optional v Press PageDown or click the Next button to go to the next step of the Add Unit Wizard Step 5 Confirmation Preliminary User Manual 61 WinTen WorkOrder Step 5 Confirmation Step 5 allows you to confirm all of the information before you finish creating this unit record The fields on this screen are not editable To Complete Step 5 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it v If everything is correct press PageDown or click the Finish button to finish creating the unit record Edit Units You can view and or edit unit information by editing the unit on the Maintain Unit Information Screen To Open the Maintain Unit Information Screen v Edit a unit press Ctrl E or click the Edit icon on the Browse Unit Information screen See Manage Work Orders with Browse
35. this work order Step 2 contains four editable data fields Scheduled Date Scheduled Time Start Date and Start Time All are required Scheduled Date and Scheduled Time Verify or enter the date and time that work on this work order was scheduled to begin Start Date and Start Time Verify or enter the date and time that work on this work order actually began To Complete Step 2 v Tab or click through the fields verifying or entering the information All are required v Press PageDown or click the Next button to go to the next step of the Complete Work Order Wizard Step 3 Confirmation Step 3 Confirmation Step 3 allows you to confirm all of the information before you finish completing the work order The fields on this screen are not editable To Complete Step 3 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it v If everything is correct press PageDown or click the Finish button to finish completing this work order Preliminary User Manual 56 WinTen WorkOrder CHAPTER 10 Maintain Unit Information You will maintain one record in WorkOrder for each of your agency s leasable Public Housing units both dwelling and non dwelling Each unit record contains a variety of data most of which is required by HUD for reporting to its Public and Indian Housing Information Center PIC Note The Maintain Units function is available in both the Tena
36. will enter it manually for Flat Time entries Rate Type There are four possible Rate Types Regular and Overtime Rates 1 2 and 3 They correspond to the Rate fields available on the Maintain Employees screen Rate Per Hour and Overtime Rates 1 2 and 3 You must enter your maintenance employees and contractors and their hourly rates on that screen before you can enter their time on a work order See Maintain Employees Note The Date Start Time and Stop Time fields are not editable for Flat Time entries The Elapsed field is not editable for Labor Travel or Contractor Charge entries To Add Edit or Delete a Time Entry v Open the work order you wish to edit on the Employee Time sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl E or click the Edit icon v The program opens a screen that corresponds to Step 4 of the Add Work Order Wizard For information on using this screen please see Use the Add Work Order Wizard and Step 4 Select Employees v Make any desired changes to the time information v To save your changes click the Finish button v To cancel click the Cancel button Complete the Work Order After you have entered work order charges and employee time if any you will usually record the actual work performed You may also choose to enter billing remarks and or select a Charge To expenditure a
37. you can treat them just like any other work order See Edit Work Orders Assign Dispatch and Schedule Work Orders Defer Work Orders Complete Work Orders and Print Work Orders Create Work Orders from Public Housing Inspections When your inspectors find deficiencies you can streamline the repair process by having the Public Housing Inspections program automatically create the new work orders For more information please see the user manual for WinTen Public Housing Inspections The WorkOrder program will flag these work orders for you by assigning them automatically to the Job Class Inspections Create Work Orders from Preventive Maintenance You can use the Preventive Maintenance program to create new work orders automatically for maintenance tasks These tasks could include maintaining everything from tractors and trucks to boilers to furnace filters You can even schedule annual inspections and have the work orders generated automatically Afterward WorkOrder will inform Preventive Maintenance when you have completed a Preventive Maintenance generated work order For more information please see the user manual for WinTen Preventive Maintenance The WorkOrder program will flag these work orders for you by assigning them automatically to the Job Class Preventive Maintenance Preliminary User Manual 34 WinTen WorkOrder CHAPTER 5 Manage Emergency Work Orders Emergency work orders require special attenti
38. 124 KEYBOARD EEN er a Ee EE a Tg EE 126 INDEX SE EE Eh EA 130 Preliminary User Manual ili WinTen WorkOrder Preliminary User Manual iv WinTen WorkOrder Part I Introduction Preliminary User Manual 1 WinTen WorkOrder CHAPTER 7 Overview WinTen WorkOrder allows public housing authorities to track maintenance work orders from initial request to completion It also shares data with several other WinTen programs to help you manage all aspects of maintaining tenant units and the facility as a whole This chapter provides an overview of the program Topics addressed include e Features List e Work Order Process e Program Integration e WorkOrder Main Menu Features List Here are just some of the ways WorkOrder makes your job easier Job Codes WorkOrder offers agency defined Job Codes to categorize your work orders for management and analysis You can also speed data entry by choosing to set default values for many other work order fields based on Job Code Dispatching WorkOrder supports dispatching of maintenance employees including agency defined dispatch methods Data Integration Data affecting other WinTen programs automatically integrates with those programs live in real time This eliminates duplicate data entry and ensures that all users have current information Flexibility WinTen programs allow your agency to make customizations to reflect your own business process and make your job easie
39. Code Name is required if you wish to use Job Codes Anything you enter for the Job Class or the seven Default fields will automatically appear on a new work order when you select this Job Code You can then edit or add to these defaults in the new work order if necessary Note You must enter your Job Classes Crews Employees and Priorities in Setup before you can choose them as defaults for Job Codes Average Time The Average Time field allows your agency to enter an estimated average time it should take to complete this job You can then run management reports to show work orders that took longer than this Average Time Preliminary User Manual 115 WinTen WorkOrder To Add a Job Code v Press Ctrl A or click the Add icon either on the Browse Job Codes screen or on the Job Code tab of the Maintain Job Codes screen v Tab or click through the fields entering the new Job Code Job Code Name is required v For information on entering Job Code Items for this Job Code see Maintain Job Code Items v To save this new Job Code press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Job Code v Select the Job Code you wish to edit either on the Browse Job Codes screen or on the Job Code tab of the Maintain Job Codes screen v Press Ctrl E or click the Edit icon v Press Ctrl E or click the Edit icon a second time if you entered from the Browse Job Codes screen v
40. Edit icon v The program opens a screen that corresponds to Step 3 of the Add Work Order Wizard For information on using this screen please see Use the Add Work Order Wizard and Step 3 Select Items Preliminary User Manual 48 WinTen WorkOrder gt Edit Existing Charges Wizard Step 3 of 6 EI Select Items ltem Kind Stock I Oreby Stock Z Gage An T warehouse fan z Stock Description Warehouse Category Oty on Hand JUM__ PHA Cost Tenant Charges EI Dm RUTHANNE S PIECE OF MIND MAIN PAINT 0 BOK 000 s000 0000013 TOILET SEAT wn PLUMB oea soj mm mm TOILET SEAT E Ja nm oea em mm mm TOILET SEAT g PLUMB Es 8 00 30 00 0000014 SUPPLY CLOSET AH D HOW D 1 00 0 00 0000014 SUPPLY CLOSET 3 620 Man HOw OA 1 00 s000 0000017 HOLDER BATH TISSUE D PLUMB DES 310 00 0 00 0000017 HOLDER BATH TISSUE He E WEA EUR sam 0000017 HOLDER BATH TISSUE MAIN PLUMB DES 310 00 mm Seacht Jl Stock Description Job Code Dy Us UM Tenant Charge 0000017 HOLDER BATH TISSUE Mone 3 Each mm Instructions Select Items Eirish Cancel v Make any desired changes to the charge information v To save your changes click the Finish button v To cancel click the Cancel button Enter Employee Time Employee time represents the hours your Maintenance Employees spent on the work order If you choose to enter employee time WorkOrder s
41. Employee field and edit as needed If necessary repeat the two previous steps to edit the Crew or Employee for other job codes To save your changes click the Finish button To cancel click the Cancel button To Dispatch or Schedule an Existing Work Order v CARENA Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens Click the Edit icon drop down arrow and then click Edit WO Header Tab or click to the field you wish to edit and change it as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 42 WinTen WorkOrder CHAPTER 8 Defer Work Orders During the life of a work order your employees may sometimes need to defer it put it on hold because they do not have on hand the items needed to complete it or because they need a contractor to do the work In the WorkOrder program deferring a work order is simply a matter of changing the Status field Your agency defines your own Statuses at least one of which should be in the Deferred Status Group See Plan Work Order Statuses and Maintain Statuses To defer a work order simply change its Status field to a Deferred Status When work resumes or is completed change the Status again to whatever is appropriate To defer a work order you will edit it on the M
42. Follow the steps above to edit the Job Code To Delete a Job Code v Select the Job Code you wish to delete either on the Browse Job Codes screen or on the Job Code tab of the Maintain Job Codes screen v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Job Code you have currently assigned to a work order To Exit this Screen v Press Esc or click the Exit icon Maintain Job Code Items Job Code Items are typically hardware items or supplies your maintenance employees use to complete work orders They can also be labor or service charges Job Code Items help you manage your inventory and track your costs for work orders You can choose whether to charge your tenants for all or part of the cost of these items Just like the other default options you can choose for a Job Code any Job Code Items you define will automatically appear on a new work order when you select that Job Code These Items appear as work order Charges on the Charges sub tab of the Maintain Work Orders screen See Enter Work Order Charges Use Job Code Items to speed data entry when a given Job Code usually requires the same item s or charge s Preliminary User Manual 116 WinTen WorkOrder Note Job Code Items are optional in WorkOrder Skip this section if you choose not to use them Note If you do not enter Job Code Items here you can still enter these items manually as work
43. HAS Code Managemet Generated Non Emergenc D al Received Date and Time 0373172005 Silb Received By p Dispatched Method Radio ol Date and Time 03731 2005 EI 11 45 T Scheduled Date and Time SE oso 2005 EI fi 3 00 General Remarks Print Print Now ha Instructions Select Employees Enter the dates for the work order and press the Next button Back Cancel This step allows you to enter important dates enter remarks and choose print options You may choose to complete these fields now or complete some or all of them later Step 5 contains eleven editable data fields Priority PHAS Code Received Date and Time Dispatched Method Dispatched Date and Time Scheduled Date and Time General Remarks and Print None is required to create a work order Some of your choices from previous steps appear at the top of the screen These fields are not editable on this step Your user name or initials may also appear in the Received By field near the center of the screen Priority Your agency defines your own Priorities which typically indicate the source and or importance of the work order A red Emergency flag will appear if you choose a Priority your agency has designated as an emergency See Plan Work Order Priorities PHAS Code HUD defined PHAS codes are used to complete Form HUD 50072 Preliminary User Manual 30 WinTen WorkOrder Hint Why both drop
44. If necessary tab or click through the remaining fields Actual Work Requested Actual Work Performed Assigned to Crew and Assigned to Employee entering or changing the information v Press Page Down or click the Next button to go to the next step of the Add Work Order Wizard Step 3 Select Items Step 3 Select Items 12 Add Work Order Wizard Step 3 of 6 i xj Select Items Item Kind Stock D Order By Stock x Category All Warehouse All Stock Description Warehouse Category J on Hand Ju Jos Cost Tenant Charges 0000022 ELL COPPER 1 2 90 DEGREE B PLUMB 4 EA 6 00 0 00 0000022 ELL COPPER 1 2 90 DEGREE A PLUMB 15 EA 6 00 0 00 0000023 ADAPTER PYC 11 2 MALE IRON PIPE B PLUMB 12 EA 0 85 0 00 0000023 ADAPTER PVC 11 2 MALE IRON PIPE MAN PLUMB S3 EA 0 85 0 00 0000024 ADAPTER DN 1 1 2 FEMALE IRON PIPE A PLUMB 9 EA 1 00 0 00 0000024 ADAPTER PYC 1 1 2 FEMALE IRON PIPE B PLUMB 7 EA 1 00 0 00 0000024 ADAPTER PVC 1 1 2 FEMALE IRON PIPE MAIN PLUMB 10 EA 1 00 0 00 0000025 GASKET TUB DRAIN OVERFLOW MAIN PLUMB B EA 3 11 0 00 0000025 _ GASKET TUB DRAIN OVERFLOW B PLUMB ZE SI 90 00 Search Stock y A Stock Description cb Code Qty Used UM Tenant Charge 0000023 ADAPTER PVC 11 2 MALE IRON PIPE None 2 Each 2 00 0000022 ELL COPPER 1 2 90 DEGREE None 2 Each 2 00 4 00 Instruction
45. Job Code Item v Select the Job Code Item you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Job Code Item To Delete a Job Code Item v Select the Job Code Item you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Job Code Item you have currently assigned to a work order To Exit this Screen v Press Esc or click the Exit icon Maintain Dispatch Methods Some agencies use radios phones or other means to dispatch their maintenance employees on new work orders while they are away from the office Fields for Dispatched Method and Dispatched Date and Time are available on work orders Note Dispatch Methods are optional in WorkOrder Skip this section if you choose not to use them You will use the Maintain Dispatch Methods Screen to enter and maintain any Dispatch Methods your agency uses Preliminary User Manual 118 WinTen WorkOrder To Open the Maintain Dispatch Methods Screen v Press D or click the Dispatch button on the Work Order Setup screen Maintain Dispatch Methods Screen T Maintain Work Order Dispatch Methods a x File Edit View Help H 00 S0 lt 7 _ Dispatch Me A D Radio Dispatch Method Radio A work order Dispatch Method contains only one data field Dispatch Method It is required if you wish to use Dispatch Methods To Add a Dispatch Met
46. Note Your cyclical actions may be different depending on your agency s policies Please check your agency s guidelines for these actions in general and for reporting options in particular Daily On a daily basis you need to know what has to be done and why You will typically print two or three reports and print any unprinted work orders All of these options are on the General tab of the Work Order Reports screen Print the Open Work Order Listing by Priority Report This report lists all open work orders grouped by priority Emergency work orders will be at the top of the report Print the Work Order by Assigned to Employee Report This report lists all open work orders grouped by the assigned employee It shows each employee s work for the day Print the Work Order by Assigned to Crew Report This report lists all open work orders grouped by the assigned crew It shows each crew s work for the day Hint Depending on how your agency assigns work orders you may print both the By Employee report and the By Crew report or you may print only one of them Preliminary User Manual 9 WinTen WorkOrder Batch Print Unprinted Work Orders Use this report to print all unprinted work orders to give to the assigned employees and or crews For more information on doing this see Batch Print Work Orders Weekly or Monthly On a weekly or monthly basis you will summarize your work order activity for review and analysis
47. Orders screen or the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl R or click the Print icon Or Press Ctrl W or click the Preview icon to print from the Print Preview screen v Follow the steps above to print the work order See Preview a Work Order and Print a Work Order Batch Print Work Orders As you create a new work order you can choose a Print Later option on Step 5 of the Add Work Order Wizard See Use the Add Work Order Wizard and Step 5 Work Order Dates If you choose this option and if you never print the work order manually the work order will be grouped with all the other Print Later work orders in a report named Batch Print Unprinted Work Orders Use that report to print all of these work orders at once instead of having to print each one individually Note Each work order prints from this report only once and then is removed from the report Note If you manually print a work order from the Browse Work Orders screen or the Maintain Work Orders screen that work order will also be removed from this report This report contains only work orders that you have never printed You can use the Work Order Reports Screen to batch print work orders To Open the Work Order Reports Screen v Press R or click the Reports button on the Main Menu Preliminary User Manual 76 WinTen WorkOrder Work Order Reports Screen j Settings
48. Select Screens v Click the Edit icon drop down arrow and then click Edit WO Job Code v The program opens a screen that corresponds to Step 2 of the Add Work Order Wizard For more information on using this screen please see Use the Add Work Order Wizard and Step 2 Select Job Code Preliminary User Manual 53 WinTen WorkOrder v Click in the Selected Job Codes field near the lower left to select the job code whose Work Performed you wish to edit v Tab or click to the Actual Work Performed field and edit as needed v If necessary repeat the two previous steps to edit the Work Performed for other job codes v To save your changes click the Finish button v To cancel click the Cancel button To Enter Other Completion Information v Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Click the Edit icon drop down arrow and then click Edit WO Header v Tab or click to the field you wish to edit and change it as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Use the Complete Work Order Wizard After you have entered work order charges and employee time if any and entered any other completion information you will run the Complete Work Order Wizard to fin
49. Tenant CARNE Y KATHY Phas Managemet Generated Non Emergency D T Printed Contact CARNE KATHY Status New DI I Permission to Enter Residence Phone Contact Phone Charge To None D Message PO Requested Date and Time Scheduled Date and Time m Start Date and Time Completed Date and Time pas 2005 E 10 52 00 ES 0373122005 E 10 52 00 ES Si 00 00 00 ES E 00 00 00 ES L Job Code Start Stop 03731 2005 E fi 0 57 00 ES E ES Grounds Upkeep work Requested Pick Up Trash Mow Grass Trim Hedges Work Performed Crew one RS Employee one Status bd Employee Time Preliminary User Manual 40 WinTen WorkOrder The Maintain Work Orders screen always opens on the Main sub tab Seven fields on the Main sub tab relate to assigning dispatching and scheduling work orders Crew Employee Dispatched Method Dispatched Date and Time and Scheduled Date and Time None is required Information on the Main sub tab is divided into two categories WO Job Code and WO Header WO Job Code The Crew and Employee fields both belong to the WO Job Code category The other fields in this category are Job Code Work Requested and Work Performed All of these fields appear near the bottom of the screen You cannot edit job code information directly on the Main sub tab Instead the program will open a screen that corresponds to Step 2 of the Add Work Order Wiza
50. The Rate Per Hour and Overtime Rates 1 2 and 3 are your agency s costs for this employee s labor Remarks Use this field for any comments regarding this employee You can view the Remarks here or if you use the Custom Report Writer program you can create a report to include this field See Plan Reports and Printed Work Order Forms To Add a Maintenance Employee v Press Ctrl A or click the Add icon v Tab or click through the fields entering the new Maintenance Employee Employee Name is required v To save this new Maintenance Employee press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Maintenance Employee v Select the Maintenance Employee you wish to edit v Press Ctrl E or click the Edit icon Preliminary User Manual 108 WinTen WorkOrder v Follow the steps above to edit the Maintenance Employee To Delete a Maintenance Employee v Select the Maintenance Employee you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Maintenance Employee who is assigned to any Crew or work order To Exit this Screen v Press Esc or click the Exit icon Maintain Crews Work order Crews allow you flexibility in assigning work orders A Crew may be a group of maintenance employees or it may be an independent contractor Your agency may have for example a Grounds Crew or a Gen
51. These fields will typically appear on all printed copies of work orders See Plan Reports and Printed Work Order Forms Assigned to Crew and Assigned to Employee You can choose to assign any job code within this work order to a crew an employee or both These fields list the crew and or employee assigned to the job code currently selected in the Selected Job Codes field Hint Your agency also has the option of setting defaults for the Assigned to Crew and or Assigned to Employee fields for any Job Code so these values may have populated automatically See Plan Job Classes and Job Codes You may change these defaults if necessary Job Code Search This field makes it easier for you to locate a specific job code in the Available Job Codes field If you know the job code you want to add simply type its first few letters As you type the program will select the first job code that matches what you have typed Preliminary User Manual 25 WinTen WorkOrder To Complete Step 2 v Tab or click to the Job Code Search field and type the first letter or letters of the job code you wish to add optional OR Click in the Available Job Codes field to select the job code you wish to add Press F2 or click the Add Job Code button If necessary repeat steps one and two to add additional job codes D ZS v To remove a job code select it in the Selected Job Codes field and then press F3 or click the Remove Job Code button v
52. Time Finally use the Main sub tab to enter other completion information and to access the Complete Work Order Wizard See Complete the Work Order We will walk through each of these actions separately Preliminary User Manual 46 WinTen WorkOrder Enter Work Order Charges Work order charges are typically hardware items or supplies your maintenance employees used to complete the work order They can also be labor or service charges Work order charges help you manage your inventory and track your costs for work orders You can choose whether to charge your tenants for all or part of the cost of these items Note You may or may not enter work order charges depending on your agency s policies Hint Charges can correspond to Job Code Items See Plan Job Classes and Job Codes and Maintain Job Code tems You will use the Charges sub tab to enter work order charges To Open the Charges Sub tab v Press Ctrl Tab or click the Charges sub tab on the Maintain Work Orders screen Maintain Work Orders Screen Charges Sub tab TY Maintain Work Orders Eee x Project A Unit 8 007 Building 510w wo wOO00036 Bit BAAD dE Stock 0000023 0 85 Stock 0000022 ELL COPPER 1 2 90 DEGREE None A 2 Each 6 00 2 00 mo Total PHA Material Cost Tenant Material Charge Total PHA Labor Cost 10 00 Tenant service Charge Total Tenant Charge 4 00 I Tenant Billed Emplo
53. WorkOrder To Defer a Work Order v Open the work order you wish to defer on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens Click the Edit icon drop down arrow and then click Edit WO Header Tab or click to the Status field and select a Deferred Status To save your changes press Ctrl S or click the Save icon Re OY S ON To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 44 WinTen WorkOrder CHAPTER 9 Complete Work Orders You will complete the work order after your employees have finished work on the job You may choose to enter work order charges and employee time You will usually record the work performed and may enter billing remarks and or select a Charge To expenditure account Your last step in the process is to run the Complete Work Order Wizard to finalize the completion We will address these options in the following sections of this chapter e Enter Work Order Charges e Enter Employee Time e Complete the Work Order You will complete a work order by editing it on the Maintain Work Orders Screen To Open the Maintain Work Orders Screen v Select the work order you wish to complete on the Browse Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl E or click the Edit icon Preliminary User Manual 45 WinTen WorkOrder Maintain Work Orders Scree
54. You can then choose to assign any work order to an individual Employee a Crew or both Note Entering Maintenance Employees is optional in WorkOrder Skip this section if you choose not to enter them Note You must enter your employees and contractors as users in the Master Setup program before you can enter them as Employees or Crews in the WorkOrder program For help on doing this please see the user manual for WinTen Master Setup Here is the typical order of steps for setting up Employees and Crews in WorkOrder 1 Enter users in Master Setup 2 Enter Maintenance Employees in WorkOrder 3 Enter Crews in WorkOrder You will use the Maintain Employees Screen to enter and maintain your agency s Maintenance Employees To Open the Maintain Employees Screen v Press E or click the Employee button on the Work Order Setup screen Preliminary User Manual 107 WinTen WorkOrder Maintain Employees Screen Maintain Work Order Employees io r xj File Edit View Help Hli 00 S0 gt yo 12 20 Lewis Mark Popov Dmitriy 12 14 18 20 Karney Kathy 14 16 20 22 Employee Name IS ZERZeS Rate Per Hour 12 Over Time Rates Rate 1 14 Rate 2 18 Rate 3 20 Remarks A work order Maintenance Employee contains six data fields Employee Name Rate Per Hour Overtime Rates 1 2 and 3 and Remarks Employee Name is required if you wish to enter Maintenance Employees Rates
55. ach of this unit s notes The detail information section by default fills the bottom part of the screen This section displays detailed information on the note currently selected in the table above it You can Preliminary User Manual 64 WinTen WorkOrder choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You can view enter or edit notes in the detail information section you cannot do so directly in the table The detail information section contains three data fields Date Subject and Notes All are required The note table also contains one additional non editable field Author Date This is the date the note was created Subject This is a short descriptive subject of the note Notes This is the body of the note Author This field automatically displays the username of the person who created or last edited the note To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Hint If you have hidden this section it will also show automatically when you add or edit a note To Add a Note v Press Ctrl A or click the Add icon on the Maintain Unit Notes screen v Tab or click through the fields in the detail information section entering the information All fields are required v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Note v Se
56. agency s In Progress Statuses If you need to defer a work order see Defer Work Orders To Add Edit or Delete Job Code Information v Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Click the Edit icon drop down arrow and then click Edit WO Job Code Preliminary User Manual 38 WinTen WorkOrder v The program opens a screen that corresponds to Step 2 of the Add Work Order Wizard For information on using this screen please see Use the Add Work Order Wizard and Step 2 Select Job Code Actual Work Requested Up Painting Vacant Unit a Caneel v Make any desired changes to the job code information v To save your changes click the Finish button v To cancel click the Cancel button To Edit WO Header Information v Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Click the Edit icon drop down arrow and then click Edit WO Header v Tab or click to the field you wish to edit and change it as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Delete a Work Order v Open the work order you wish to delete on the Main sub ta
57. ain Unit Information screen Preliminary User Manual 66 WinTen WorkOrder Maintain Unit Information Screen Amenities Tab Maintain Unit Information ge xi File Edit View Help Development 004 Rosemont Dev Entrance Building 1 415 LEXINGTON DRIVE 48 Unit Number 287 Project KYS99P002 G arden Acres Main Amenities Activity Log Lease History IREA Ea Available Amenities Selected Amenities _ Description _ Amerity Description Carpet Dishwasher E Garage or Carport m Refrigerator E Garbage Disposal E Handicap Accessibility E Laundry Facilities _ Owner Pays All Utilities E Patio Porch Deck Playground E Storm Windows E User Amenity 10 i User Amenity 4 User Amenity 5 E User Amenity 6 E User menity 7 User Amenity 8 User Amenity 9 This tab contains a two column table The left column shows a list of Available Amenities The right column Selected Amenities shows the amenities you have already selected for this unit Hint You first have an opportunity to select amenities on Step 4 of the Add Unit Wizard See Use the Add Unit Wizard To Edit Unit Amenity Information v Open the unit record you wish to edit on the Amenities tab of the Maintain Unit Information screen See Manage Work Orders with Browse Maintain and Select Screens Press Ctrl E or click the Edit icon Select an amenity in the Available Amenities column on the left Press Alt DownArrow or click
58. aintain Work Orders Screen To Open the Maintain Work Orders Screen v Edit a work order press Ctrl E or click the Edit icon on the Browse Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens Maintain Work Orders Screen Maintain Work Orders Project E Unit 352 Building 415L wo Wwoo00033 Hle OBO B0 v rle Address 415 LEXINGTON DRIVE Apt 352 WO Type Grounds Upkeep D Tenant Charge E City State Zip LEXINGTON ky 40510 Priority Routine Maintenance I Tenant Billed Tenant CARNEY KATHY Phas Managemet Generated Non Emergency gt T Printed Contact CARNEY KATHY Status New zl Permission to Enter Residence Phone ContactPhone Charge To Nn zl Message Ez Date and Time Scheduled Date and SCH e Date and Time p Completed Date and Time 03731 2005 EI 10 52 00 ES 0373172005 Si 10 52 00 ES E 00 00 00 ES E 00 00 00 Job Code Grounds Upkeep Start Stop 0373172005 E 10 57 00 ES E ES Work Requested Pick Up Trash Mow Grass Trim Hedges Work Performed Crew None Employee None zl Status Ir d Employee Tine The Maintain Work Orders screen always opens on the Main sub tab Only one field on the Main sub tab Status relates to deferring work orders It is required to defer a work order Employee Time Preliminary User Manual 43 WinTen
59. and Grant Work Item If you associate the work order with a grant you must choose the specific grant and then the specific work item within that grant For more information on maintaining your grants please see the user manual for WinTen Grant Management To Associate the Work Order with a Unit v Your cursor is flashing by default in the Unit lookup field v Use the Unit lookup to select the unit OR Tab or click to the Tenant field and use the Tenant lookup to select the tenant Required See Using a Lookup Field on Step 1 below v If necessary tab or click through the remaining fields entering or changing the information v Press Page Down or click the Start button to go to the next step of the Add Work Order Wizard Step 2 Select Job Code To Associate the Work Order with a Tenant v Tab or click to the Tenant field v Use the Tenant lookup to select the tenant Required See Using a Lookup Field on Step 1 below v If necessary tab or click through the remaining fields entering or changing the information v Press Page Down or click the Start button to go to the next step of the Add Work Order Wizard Step 2 Select Job Code To Associate the Work Order with a Building or Project v Tab or click to the Work Order For field v Select either Building or Project v Use the Building Project lookup to select the specific building or project Required See Using a Lookup Field on Step 1 below v If necessa
60. and Select Screens v Press Ctrl W or click the Preview icon Print Preview Screen There are four options on the Preview screen Print Zoom Change Page and Close Preliminary User Manual 74 WinTen WorkOrder Print The Print option opens a Print dialog box from which you can print the work order See Print a Work Order To Print v Click the Print icon Zoom You have four choices for zooming the preview making it larger or smaller the Whole Page Page Width and 100 icons and the Percentage Zoom field The Whole Page and Page Width icons size the page to the window Whole Page usually the smallest option lets you see the entire page and Page Width usually the largest option widens the page to fill the window horizontally The 100 icon sets the page to its normal full size regardless of the window size The Percentage Zoom field lets you enter any percentage from 25 to 250 To Change the Zoom v Click one of the three zoom icons OR Tab or click to the Percentage Zoom field type a number and press Enter Change Page The Change Page options let you move from one page of your preview to another Obviously they are available only for multiple page previews There are five options the First Page Prior Page Next Page and Last Page icons and the Page Number field Each of the four icons takes you to its respective page The Page Number field lets you enter the number of the page you want to see
61. are available only for multiple page previews There are four options the First Page Previous Page Next Page and Last Page icons Each icon takes you to its respective page To Change the Page v Click one of the four page icons Print The Print option opens a Print Report dialog box from which you can print the report See Print a Report To Print v Click the Print icon Preliminary User Manual 82 WinTen WorkOrder Save Report and Load Report We will discuss the Save and Load Report options below See Save a Report and Load a Report Close The Close option closes the preview To Close v Press Esc press Alt C or click the Close button Save a Report Saving an electronic copy of report can be an alternative to printing a hard copy it allows you to take a snapshot of your data at any time You can also choose to manipulate data in the saved report independently of the WorkOrder program You can save a report in any of several different file types If you save a report as a QuickReport file you can reopen it load it in WorkOrder See Load a Report Note The data in the saved report is only a snapshot it will not change as information in the WorkOrder program changes When you need the up to date information in the future run the report again Hint Because the saved report is a snapshot you might consider including its date in the file name when you save it For example if you save the Work Order
62. arks a cstercieeedsrueteecccesti ence 53 eg El 27 47 123 completing ET 45 51 reatingi E 20 EE 109 deferring HE 43 123 dispatch methods enn 118 Preliminary User Manual WorkOrder dispatching EN 40 ln DEE 37 emerdencles EEN 35 employee time EE 49 employees TER 107 NAINO EE 17 JOD er 112 job Code items EEN 116 tele EE 113 ill e HE 102 planning printed forms eeee 97 PNN se 31 74 103 let dE 105 leie EE 3 TEPOMS e a eA aie ees 78 scheduling E 40 Standard charges 120 SIALUSES eine lac ectesacceewesancieie said 38 43 104 WorkOrder ele E 102 MER Ee 2 keyboard actions ccceeeeeeeeeees 126 Main MON iacsroatetienniiladod dee Hosts 6 OVEIVIOW ege 2 program chamges eee 123 program Integration 4 setup Implemermtimg 99 setup planning EE 89 CERN 6 Z accounts discontinued 124 132
63. ation appears on printed work orders and where it appears You can have more than one format to use for different purposes After you have created your printed work order formats choose one of them as the default printed format Use the Work Order Settings screen to designate it as the default See Maintain Default Settings Note The WorkOrder program includes one default printed format You will use it if your agency does not use the Custom Report Writer program or if you choose not to create custom formats For help on creating custom formats for your printed work orders please see the user manual for WinTen Custom Report Writer Preliminary User Manual 98 WinTen WorkOrder CHAPTER 14 Implement Setup After planning your Setup options you must enter your choices into the WorkOrder program before you can begin using it This section will walk you step by step through the process of entering these options You will also enter a few simple options we did not discuss in the planning section of this chapter Note Please be especially careful when entering Setup options Inaccurate settings can cause WorkOrder to function in an unexpected manner In addition after you enter your initial settings prevent accidental changes by using the Master Setup program to restrict access to the Setup screen For help on doing this please see the user manual for WinTen Master Setup As mentioned above the administrator of your WinTen
64. ave icon Preliminary User Manual 101 WinTen WorkOrder To Cancel Changes and Leave Edit Mode v Press Ctrl Q or click the Cancel icon To Exit this Screen v Press Esc or click the Exit icon Change Color Some agencies choose to color code data areas within their WinTen programs so they know at a glance which data area they are using The Change Color icon allows you to set the background color of screens in the WorkOrder program for any data area Hint Light colors work best To Change Background Color v Verify that you are in the data area for which you wish to set the background color You can set a data area s background color only when you are in that data area See WorkOrder Main Menu and Change Data Area v Press Ctrl L or click the Change Color icon vi Click to choose a Basic color OR Click the Define Custom Colors button and choose a custom color v Click the OK button Agency Contact Information The following fields make up your agency s contact information Organization Name Street Address City State Zip Telephone Fax Number and Email Address This information will appear on various printed forms and reports Post Work Orders with Tenant Charges to Accounts Receivable If you check this box any tenant charges from completed work orders will post automatically to the Tenant Accounts Receivable program If you do not check this box you must manually post work order charges to the Tenant
65. b of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl D OR Click the Delete icon drop down arrow and then click Delete Work Order v Press Y or click the Yes button to confirm the deletion Preliminary User Manual 39 WinTen WorkOrder CHAPTER 7 Assign Dispatch and Schedule Work Orders During creation of a work order or soon afterward you will typically assign it to an employee or crew and schedule a date and time for work to begin Some agencies also use radios or phones to dispatch employees who are already in the field As you create a new work order you can enter this information on Steps 2 and 5 of the Add Work Order Wizard See Use the Add Work Order Wizard Step 2 Select Job Code and Step 5 Work Order Dates If you do not enter this information as you create a work order you can enter it later by editing the work order on the Maintain Work Orders Screen To Open the Maintain Work Orders Screen v Edit a work order press Ctrl E or click the Edit icon on the Browse Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens Maintain Work Orders Screen y Maintain Work Orders R x Project 6 Unit 352 Building 415L wo Wwoo00033 EE ENEE EE Address 415 LEXINGTON DRIVE Apt 352 WO Type Grounds Upkeep D Tenant Charge City State Zip LEXINGTON ky 40510 Priority Routine Maintenance x W
66. c or click the Cancel button Load a Report If you have saved any report as a QuickReport file QRP you can use the Load Report option to view it in WorkOrder Once you have loaded a report you can again choose to save a copy of it in any of the six available file types See Save a Report The Load Report option is available from the Preview Report screen See Preview a Report You can use the Load Report Dialog Box to load a report To Open the Load Report Dialog Box v Click the Load Report icon on the Preview Report screen Load Report Dialog Box Look in amy Documents D e DI eg zb EI History Desktop File name he Files of type QuickRepor Heft OPP x Cancel There are three primary fields on the Load Report dialog box Look In File Name and Files of Type Look In The Look In field shows the folder where you last saved or loaded a report Use this field if necessary to locate the folder that contains your saved report Files of Type Only QuickReport files can be loaded in WorkOrder so this field is not editable My Network P Preliminary User Manual 85 WinTen WorkOrder To Load a Report v If necessary tab or click to the Look In field and choose the folder where your report is stored v Select the report you wish to load v To open the report press Enter or click the Open button v To cancel press Esc or click the Cancel button Print a Report You can
67. cannot enter or edit time information directly on the Employee Time sub tab Instead the program will open a screen that corresponds to Step 4 of the Add Work Order Wizard You can add edit or delete time information from that screen Type There are four possible time entry types Contractor Charge Flat Time Labor and Travel Use the Labor or Travel type for ordinary employee labor or travel when you want to enter the date start time and stop time Use the Contractor Charge type for charges from independent contractors You will also enter the date start time and stop time for this type Use Flat Time any time you want to enter the total Elapsed time instead of the date start time and stop time Flat Time speeds data entry when your agency does not need to know exact start and stop times For example you might make one Flat Time entry of three hours instead of a Labor entry from 10 00 am to 12 00 pm and a second Labor entry from 1 00 pm to 2 00 pm Note Your use of Flat Time entries will depend on your agency s policies Job Code This optional field allows you to assign any time entry to a specific job code within the work order This is helpful if your agency runs management and analysis reports based on job code Preliminary User Manual 50 WinTen WorkOrder Elapsed The Elapsed field indicates the total amount of time for an entry It will calculate automatically for Labor Travel and Contractor Charge entries You
68. ccount for the work order Finally you will run the Complete Work Order Wizard to finish the process Preliminary User Manual 51 WinTen WorkOrder We will address these options in the following sections e Enter Other Completion Information e Use the Complete Work Order Wizard You will use the Maintain Work Orders Screen Main Sub tab to enter other completion information and to access the Complete Work Order Wizard To Open the Main Sub tab v Click the Main sub tab on the Maintain Work Orders screen Maintain Work Orders Screen Main Sub tab 7 Maintain Work Orders ES xi Project E Unit 352 Building 415L wo Wwoo00033 Blt GO B0 r 4 Address 415 LEXINGTON DRIVE Apt 352 WO Type Grounds Upkeep D Tenant Charge City State Zip LEXINGTON ky 40510 Priority Routine Maintenance x I Tenant Billed Tenant CARNE Y KATHY Phas Managemet Generated Non Emergency x T Printed Contact CARNEY KATHY Status New D IV Permission to Enter Residence Phone Contact Phone Charge To J None sl bz Requested Date and Time Scheduled Date and Time p Start Date and Time Completed Date and Time as Si 10 52 00 ES 0373172005 Si 10 52 00 ES E 00 00 00 ES E 00 00 00 ES L L Job Code Start Stop 03 31 2005 E fi0570 H E Grounds Upkeep Work Requested Pick Up Trash Mow Grass Trim Hedges Work Performed Crew None zl Employe
69. ck and manage your agency s data The Custom Report Writer program allows managers to create custom reports and make them available in specific programs Managers can restrict user access to custom reports based on user security roles Custom Report Writer also allows your agency to create custom forms for printed work orders Work Order Process Here is the typical life cycle of a work order for most agencies Note Your work order process may be different depending on your agency s policies You will manually create work orders in response to requests from tenants or agency employees The Public Housing Inspections program can also create work orders automatically to correct deficiencies your inspectors find Preventive Maintenance can automatically create work orders for preventive measures such as maintaining buildings grounds or equipment During creation of a work order or soon afterward you will give it a priority and or PHAS Public Housing Assessment System code assign it to an employee or crew and schedule a date and time for work to begin Some agencies use radios or phones to dispatch employees who are already in the field You may print one or more copies of the work order for your employees to take to the job or for the tenant to have Your maintenance employee or crew will do the work requested by the work order They will often use items or supplies from your warehouse to complete the job They may sometimes need to de
70. contains at least two editable data fields Work Order For and Contact Phone Preliminary User Manual 21 WinTen WorkOrder One or more of the following editable fields may appear depending on your choice for the Work Order For field Contact Name Building Name Project Name Tenant Permission to Enter Grant and Grant Work Item One or more of the following non editable fields may also appear depending on your choice for the Work Order For field Account Building Project and various Contact Information fields Work Order For Select whether this work order is for a Unit Building Project or Grant This choice affects your other options on this step Hint If you wish to associate the work order with a Tenant leave Work Order For at its default of Unit See the Tenant field below The field immediately after the Work Order For field will be either a Grant drop down field allowing you to select a specific Grant or a lookup field allowing you to select a specific Unit Building or Project Contact Phone The Contact Phone field populates automatically based on the work order location You may edit the Contact Phone if necessary For example you may want to enter the tenant s work number Contact Name Building Name and Project Name If the work order is for a unit or a grant the Contact Name field will appear If the work order is for a building the Building Name field will appear and if the work orde
71. creen to enter and maintain your agency s Job Classes To Open the Maintain Job Classes Screen v Press J or click the Job Class button on the Work Order Setup screen Maintain Job Classes Screen Maintain Work Order Job Class D x File Edit View Help H 8O S80l F15 E Grounds Upkeep E Vacant Unit Make Ready zi Job Class Plumbing A work order Job Class contains only one data field Job Class It is required if you wish to use Job Classes To Add a Job Class v Press Ctrl A or click the Add icon v Enter the Job Class name required v To save this new Job Class press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 112 WinTen WorkOrder To Edit a Job Class v Select the Job Class you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Job Class To Delete a Job Class v Select the Job Class you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Job Class if you have any work orders assigned to that Job Class To Exit this Screen v Press Esc or click the Exit icon Maintain Job Codes Most agencies use Job Codes to identify the specific problem or job for a work order See Plan Job Classes and Job Codes and Plan for Vacant Unit Make Ready Note Job Codes are optional in WorkOrder Sk
72. down arrows and lookup icons The Priority PHAS Code and Dispatched Method fields each have an extra lookup icon after the drop down field This is to give you greater flexibility in completing these fields you can use either the drop down or the lookup See Keyboard Actions Priorities and Dispatch Method are both agency defined Some agencies may define many others only a few If you have fewer options for a field the drop down arrow may work best If you have many options consider using the lookup icon Received Date and Time The Received Date and Time fields default to the current time on your Computers clock You may change these fields if your agency received the request for this work order earlier PHAS Reporting will use this information and the Completed Date and Time See Complete Work Orders to calculate how long it takes your agency to complete this work order Dispatched The Dispatched Method Date and Time indicate how and when you dispatched this work order Some agencies do not use dispatching Scheduled Date and Time The Scheduled Date and Time indicates when your employees should start work on this job General Remarks You will usually use the General Remarks field for comments or special information a maintenance worker needs to know An example might be Tenant works nights and sleeps during the day or Beware of dog Typically your agency will choose to have remarks print on employee copies o
73. e e Date and Time rr Completed Date and Time 03731 2005 E 10 5200 ES 0373172005 Si 10 52 00 ES SS 00 00 00 ES E 00 00 00 ES Job Code Start Stop 0373172005 E 10 57 00 ES El ES Grounds Upkeep work Requested Pick Up Trash Mow Grass Trim Hedges Work Performed Crew None Employee None zl Status Ir d Employee Time The Maintain Work Orders screen always opens on the Main sub tab You will edit seven of the fields on this sub tab most often Crew Employee Scheduled Date and Time Start Date and Time and Status None is required Preliminary User Manual 37 WinTen WorkOrder Note These are only the more commonly edited fields You can change most work order fields as needed Information on the Main sub tab is divided into two categories WO Job Code and WO Header WO Job Code Five fields are categorized as work order job code information Job Code Work Requested Work Performed Crew and Employee All of these fields appear near the bottom of the screen You cannot edit job code information directly on the Main sub tab Instead the program will open a screen that corresponds to Step 2 of the Add Work Order Wizard You can add edit or delete job code information from that screen WO Header All fields that are not in the WO Job Code category above are part of the work order header information You can edit these
74. e None zl Status Ir d Employee Time Six fields on the Main sub tab relate to completing the work order Charge To Work Performed Message Completed Date and Time and Status You can enter the work performed billing remarks message and a Charge To account from the Main sub tab See Enter Other Completion Information below You can set the completed date completed time and status by using the Complete Work Order Wizard See Use the Complete Work Order Wizard below Enter Other Completion Information You can enter the work performed billing remarks and a Charge To account from the Main sub tab Information on the Main sub tab is divided into two categories WO Job Code and WO Header Preliminary User Manual 52 WinTen WorkOrder WO Job Code The Work Performed field belongs to the WO Job Code category The other fields in this category are Job Code Work Requested Crew and Employee All of these fields appear near the bottom of the screen You cannot edit job code information directly on the Main sub tab Instead the program will open a screen that corresponds to Step 2 of the Add Work Order Wizard You can add edit or delete job code information from that screen WO Header All fields that are not in the WO Job Code category above are part of the work order header information You can edit these fields directly on the Main sub tab except address fields which are not editable Charge To This
75. e View and Filter fields e The value you search for must correspond to what is in the Ordered By field If you order by work order for example you must type a work order number as your search If you order by Tenant Name you must type a tenant name as your search You can type the complete search value or only the first few characters Activate the search by pressing Enter or clicking the Go button Preliminary User Manual 16 WinTen WorkOrder The program will find the first match for what you type If the record you want is not the first match it should be nearby press DownArrow to move down the table one record at a time until you find the one you want Continuing our filter example from above you might type smi the first three letters of Sue Smith s last name to search for Sue s work order that was assigned to your employee John Doe To Search for a Record v Verify your choices for the View Ordered By and Filter fields Remember you will search only valid records for a value corresponding to your choice in the Ordered By field v If necessary tab or click to the Search For field v Type the first few characters one or more of the value you want to find v Press Enter or click the Go button v If necessary press DownArrow to select your choice Screen Navigation The behavior of Browse and Select screen fields helps you find the record you want as quickly and easily as possible sometimes with as f
76. e deletion Calculate Vacancy Turnaround Vacancy turnaround occurs when one tenant moves out of a unit and another tenant moves in HUD assesses vacancy turnaround time as part of your agency s PHAS score You must report this information to HUD under Sub indicator 1 Vacant Unit Turnaround Time of PHAS Indicator 3 Management Operations on Form HUD 50072 Management Operations Certification HUD defines vacancy turnaround time as the number of calendar days between 1 lease expiration or tenant move out whichever comes later and 2 the effective date of the new lease You may wish to monitor vacancy turnaround for your units You will often use reports to gain this information most efficiently A Unit Vacancy Turnaround Report is available in the Tenant Accounts Receivable program Please see the user manual for WinTen Tenant Accounts Receivable You can also view vacant unit turnaround information on screen for any unit by using the View Unit Turnaround Screen You can access this screen with the Calculate Vacancy Turnaround function on the Activity Log Tab of the Maintain Unit Information Screen To Open the View Unit Turnaround Screen v Open on the Activity Log tab of the Maintain Unit Information screen the unit for which you wish to view turnaround information v Press Alt O to open the Tools menu and then press V OR Click the Tools icon drop down arrow and then click Vacancy Turnaround v The Enter Activity Date
77. e password Available only when you are on the Main Menu of a program in which Tenmast Security is active Alt Underlined Letter Activate a choice with an underlined letter Tab Move to the next field or option Shift Tab Move to the previous field or option Ctrl Tab Move to the next tab on a screen Ctrl Shift Tab Move to the previous tab on a screen Esc Exit the screen Ctrl A Add a record Ctrl D Delete a record Ctrl E Edit a record Ctrl S Save changes from edit mode Ctrl Q Cancel changes from edit mode Ctrl P View the prior record Ctrl N View the next record Ctrl H Activate the Search icon Ctrl O Activate the Show Hide icon Ctrl R Activate the Print icon Ctrl W Activate the Preview icon Alt T Activate a Select button Alt C or Esc Activate a Cancel button PageDown Move to the next step in a wizard PageUp Move to the previous step in a wizard Common Types of Fields Field Keyboard Shortcut Example Search For Type an entry and press Enter Drop down list Use any combination of type ahead F4 DownArrow or UpArrow Lookup icon F4 Checkbox Spacebar Radio buttons Arrow keys Preliminary User Manual 129 WinTen Index actions cyclical E 9 activites UNIT arrn a a eii 68 POCMCON Sex act e a A 13 Add Unit Activity Log Wad 69 Add Unit Wizard 58 Add Work Order Ward 20 amenities unt 66 Bill to Tenant feld 55 billing TOMALKS 2 eccctcese
78. e task E Back Finish Cancel Step 6 allows you to confirm the information before you finish creating this work order The fields on this step are not editable To Complete Step 6 v If anything is incorrect press Page Up or click the Back button to go to the previous step s and correct it v If everything is correct press Page Down or click the Finish button to finish creating this work order When you finish your new work order opens on the Maintain Work Orders screen You can now choose to edit any information on this work order create another new work order or return to the Browse Work Orders screen To Edit the New Work Order v Press Ctrl E or click the Edit icon v Make any desired changes See Assign Dispatch and Schedule Work Orders Defer Work Orders and Complete Work Orders Preliminary User Manual 32 WinTen WorkOrder To Create Another New Work Order v Press Ctrl A or click the Add icon to restart the Add Work Order Wizard v See Use the Add Work Order Wizard To Return to the Browse Work Orders Screen v Press Esc or click the Exit icon Preliminary User Manual 33 WinTen WorkOrder Create Work Orders from Other WinTen Programs If your agency uses WinTen Public Housing Inspections and or Preventive Maintenance those programs can create work orders for you automatically These work orders will appear automatically on the Browse Work Orders screen Once they have been created
79. e the Main tab to view and maintain general unit information See Maintain General Unit Information You can use the Amenities tab to view and maintain unit amenities See Maintain Unit Amenities You can use the Activity Log tab to view and maintain unit PHAS actions See Maintain Unit Activity You can use the Lease History tab to view a history of leases for any unit See Monitor Unit Lease History We will first walk through maintaining general unit information on the Main tab Maintain General Unit Information General unit information includes information to identify and describe a unit You can maintain this information by editing the unit on the Maintain Unit Information Screen Main Tab This tab also gives you access to unit notes See Maintain Unit Notes below To Open the Main Tab v This tab appears by default when you open the Maintain Unit Information screen v If you have left it press Ctrl Tab or click the Main tab at the upper left Maintain Unit Information Screen Main Tab f Maintain Unit Information 2 a x File Edit View Help Development 004 Rosemont Dev Entrance Building 1 415 LEXINGTON DRIVE 48 n Unit Number 287 Project KY999P002 Garden Acres Main Amenities Activity Log Lease History Hit 0O V gt Unit Information Development MISAS mena E Entrance Building 1 415LEXINGTON DAVE 48 Unit Number 287
80. elect Screen Fields Most Browse and Select screens have four option fields at the top of the screen View Ordered By Filter and Search For Some screens do not have the View field or the Filter field Hint You can read the fields together as a sentence For example you might View open work orders ordered by tenant name and filter assigned employee on John Doe View The View field is a drop down list that lets you restrict or filter the records you are seeing typically based on some category or status On the Browse Work Orders screen for example you can view Open work orders Closed work orders or All work orders The default will be the most common view option In our example the default is Open work orders To Change the View Option v Tab or click to the View field and choose a value that you want to see Preliminary User Manual 15 WinTen WorkOrder Ordered By The Ordered By field is also a drop down list it lets you change the sort order of your records The options in this field correspond to the columns of information on the screen There are two ways for you to change the sort order change it at the Ordered By drop down list or click any column header on the screen Like the View field the default for the Ordered By field will be the most common sort order To Change the Sort Order v Tab or click to the Ordered By field and choose a value on which to sort OR Click any
81. eliminary User Manual 14 WinTen WorkOrder Hint If a maintain screen has more than one tab these icons may not appear on all tabs Search The Search icon appears on most maintain screens It closes the current maintain screen and takes you to the corresponding browse screen so you can search for another record Click the icon or press Ctrl H to activate it Show Hide Some maintain screens show a table of sub records and a detail information section This feature appears in WorkOrder for instance on the Charges sub tab of the Maintain Work Orders screen The table displays one row of information for each sub record A sub record is something that belongs to the current record such as a charge added to a work order The detail information section by default usually fills the bottom part of the screen This section may display additional information on the sub record currently selected in the table above it or it may show summary information for all of the sub records combined You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon Use Browse and Select Screens Browse screens help you find records quickly and easily so you can view edit process or delete them Select screens help you select the value of a specific field when adding or editing records Topics addressed in this section include e Browse and Select Screen Fields e Screen Navigation Browse and S
82. em there before you can assign them to Job Codes or charge them to individual work orders You can always manually enter Service Items and Non Stock Items as Job Code Items or as charges to individual work orders regardless of whether or not you use Standard Charges or the Consumable Inventory program PHA Cost and Tenant Charge These are per unit of measure For example if you have a Quantity of 3 and a Unit of Measure of Each enter the PHA Cost and Tenant Charge for each item not the total for all three Preliminary User Manual 117 WinTen WorkOrder Note The following fields are not editable for Stock Items Description UM PHA Cost and Tenant Charge You must define these values in the Consumable Inventory program The following fields are not editable for Standard Charge Items Description and Tenant Charge You must define these values on the Maintain Standard Charges screen Standard Charges do not use the UM and PHA Cost fields Non Stock Items and Service Items do not use the Stock Number field To Add a Job Code Item v Press Ctrl A or click the Add icon on the Job Code Item tab A new blank record appears in the table v Tab or click through the fields entering the new Job Code Item Item Type is required Various other fields may be required based on Item Type v To save this new Job Code Item press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a
83. ens This screen also gives you access to the Maintain Job Codes Screen which contains more job code information To Open the Maintain Job Codes Screen v Edit press Ctrl E or click the Edit icon or add press Ctrl A or click the Add icon a Job Code on the Browse Job Codes screen Preliminary User Manual 114 WinTen WorkOrder Maintain Job Codes Screen Maintain Job Code ee xj File Edit View Help Job Class Plumbing Job Code Name Broken Hot Water Heater Hit 4o BDY e gt Job Code Name Broken Hot water Heater Job Class Pumbing o Default Crew Juegd Default Employee None tt zl Default Priority JEnegeng d Default PHAS Code Resident Generated Emergency zl Average Time hours Default Remarks m Default Work Requested M Default Work Done The Maintain Job Codes screen has two tabs Job Code and Job Code Item You can use the Job Code tab to maintain identification and default information for the Job Code You can use the Job Code Item tab to maintain an optional list of default Job Code Items for this Job Code Because of the amount of information on this tab we will discuss it separately See Maintain Job Code Items The Job Code tab contains all ten data fields of a Job Code Job Code Name Job Class Default Crew Default Employee Default Priority Default PHAS Code Average Time Default Remarks Default Work Requested and Default Work Performed Job
84. epair Electrical Vac Repair Plumbing Vac Replace Appliance Vac Replace Cabinets Vac Replace Carpets For each of these Job Codes you can define many default work order fields including Default Work Requested See Maintain Job Codes Preliminary User Manual 95 WinTen WorkOrder If you do not already have a unit evaluation checklist here is a sample one you might consider Please inspect the following Appliances Cabinets Carpets Drywall Electrical General Repairs Grounds HVAC Paint Plumbing Smoke Detectors Hint You may choose to include this checklist as the Default Work Requested for the Vacant Unit Eval Job Code or you may choose just to create it as a separate form For related information on planning Job Classes and Codes see Plan Job Classes and Job Codes For help on setting up your Job Classes and Job Codes in the WorkOrder program see Maintain Job Classes and Maintain Job Codes For help on running reports based on Job Classes and Codes see Run Reports Using Job Classes and Job Codes for Vacant Unit Make Ready work makes it much easier to zero in on this portion of your operations for management analysis and improvement Plan Standard Charges A work order Standard Charge represents a common repair or service for which you charge the tenant a flat fee Most agencies already have policies in place defining their Standard Charges Entering these charges in WorkOrder Setup makes it easier to add them to indi
85. eral Maintenance Crew among others XYZ Construction Co may also do work for you on a regular basis in which case you may want to enter them in WorkOrder as a Crew Hint It is your agency s choice whether to enter contractors as Employees or as Crews Note Crews are optional in WorkOrder Skip this section if you choose not to use them Note You must enter your employees and contractors as users in the Master Setup program before you can enter them as Employees or Crews in the WorkOrder program For help on doing this please see the user manual for WinTen Master Setup You must enter your maintenance employees on the Maintain Employees screen before you can assign them to crews See Maintain Employees Here is the typical order of steps for setting up Employees and Crews in WorkOrder 1 Enter users in Master Setup 2 Enter Maintenance Employees in WorkOrder 3 Enter Crews in WorkOrder You will use the Maintain Crews Screen to enter and maintain your agency s Crews To Open the Maintain Crews Screen v Press W or click the Crew button on the Work Order Setup screen Preliminary User Manual 109 WinTen WorkOrder Maintain Crews Screen 7 Maintain Work Order Crew TRE xj File Edit View Help Hli 00 80 gt Crew Name D Carpentry Crew None HUFFER MARK i Carpeting Crew Lewis Mark CAAN MIKE E Maintenance Lewis Mark BOB ROBERTS Popov Dmitriy None Rawal Bhoj None Crew Name Carpe
86. es 54 MAINTAIN UNIT INFORMATION ee EENS REENEN EENS 57 Add UNS oeiee A TEE ENEE ee EEN 58 Use the Add Unit Wizard oiiire iiaii ENEE 59 EE ege Age Ee Kee OER Ti ebe EE AA 62 Maintain General Unit Information 0 0 0 eee eeeeeeseeeseeeseeescecsaecsaecssecsaeceseeeseesseeeeeeseaeeeaeeenaeenaees 63 Maintain Unit Te 64 Maintain Umit Amen Deg Auster tuk evhaces te souks oles dee Deet EEN e beet Deele 66 Maintain Unit Breet a E E E E E E EA 68 Add ee CT 69 Edit Ee de LE 70 Delete UNI ACUN egene ANE EA ee 71 Calculate Vacancy Turnaround ici ssccttcsschbestacteuss ei tiee castenettaaletiecedestsdleguitiacectebescactetnsseede 71 Monitor Unit Leas History erneer i e Ea RE E A E E EET A E EEA aA 12 Delete NES es eeto Cortes A EA E E ere Ee KEE eege E AEEA 73 PRINT WORK ORDERS EE LA ATITA AA ENEE A 74 Manase PANON 22h ocesteckectscete aes a a AES RA CO ARAL Chen EC 74 Preview a Work Order deeg deed EE Ge dee 74 Print a Work EE 75 Printa Single Work Ordet niesen lerenno eela eve Ea EEEa EAEE NEEE EE E aE aE ak TA ve EEk 76 Batch Print Work OtdeT Seemee oaa sees EEE NEE EEA E E EE s 76 RUN REPORTS eier Sege ee De Ee ege eas EE eebe eet roa Sieh De GENEE A Es Ria EE Zoe 78 Choose Report Options ves deeg EEN A ae an de ae ead EE 79 Preview AREPO eege EENS SI EE 83 toada Rep eraran TA T ARE EA E E dave a ened ORA 85 Printa Reportes aevisccsedanincattesascceasdshcateaahan canes OE EE ented EES EES 86 Preliminary User Manual ji WinTen
87. es all of your statuses that are in either the Completed or Posted status group See Plan Work Order Statuses and Maintain Statuses End Date and End Time Verify or enter the date and time that your agency s employees completed work on this work order Tenant Charge This non editable field displays the amount if any of the tenant charges entered for this work order on the Charges sub tab See Enter Work Order Charges above Bill to Tenant and Charge Date If you do not check the Bill to Tenant field no charges for this work order will actually be billed to the tenant even though charges may have been entered and may appear in the Tenant Charge field above If you do check the Bill to Tenant field a charge equal to the amount in the Tenant Charge field will be billed to the tenant If you check the Bill to Tenant field verify or enter the date in the Charge Date field on which to charge the tenant Preliminary User Manual 55 WinTen WorkOrder To Complete Step 1 v Tab or click through the fields entering the completion information Status End Date End Time and Bill to Tenant are required If you check the Bill to Tenant field Charge Date is also required v Press PageDown or click the Start button to go to the next step of the Complete Work Order Wizard Step 2 Select Date and Time Step 2 Select Date and Time This step allows you to verify or enter the scheduled and starting times for
88. ew as four or five keystrokes When you open a Browse or Select screen the active field will be Search For your cursor will be flashing there As mentioned above the filter is off by default and the View and Ordered By fields each default to their most common option This means that most often you can simply type the first few characters of what you want to find and press Enter This technique will find the first match for what you typed The more specific you are with your search the more characters you type the more likely you will land on your desired record immediately If you do not find your desired record immediately press DownArrow to choose it Once you have found your record you will most often press Ctrl E to open it If you are ona Select screen you will press Alt T to select it Find Work Orders WorkOrder s Main Menu offers three options for finding work orders e Maintain Work Orders e View Work Orders by Tenant e View Work Orders by Unit The last two of these options take you to the Work Order Detail screen See Use the Work Order Detail Screen Below are some specific examples of how you might use these Browse and Select screens to access work order information Preliminary User Manual 17 WinTen WorkOrder Maintain Work Orders As you edit and complete work orders on a daily basis you will most often use the Maintain Work Orders function which gives you access to the Browse and Maintain Wor
89. f work orders but not on copies you will give to tenants See Plan Reports and Printed Work Order Forms Print The Print field has two options Print Now or Print Later If you choose Print Now a preview report screen will open for this work order when you click the Finish button on Step 6 of the wizard You can print the work order from that screen If you choose Print Later you will batch print this work order from the Reports Menu along with other print later work orders See Batch Print Work Orders To Complete Step 5 v Tab or click through the fields entering the information v Press Page Down or click the Next button to go to the next step of the Add Work Order Wizard Step 6 Confirmation Preliminary User Manual 31 WinTen WorkOrder Step 6 Confirmation 1Y Add Work Order Wizard Step 6 of 6 SE xi lo ttn Unit 007 Accont Address 510 WILD CAT CT Apt Tenant Name MYKYTUK MICHELE City State Zip LEXINGTON KY 40510 Contact Name MYKYTUK MICHELE Permission to Enter Yes JobClass Grounds Upkeep Priority Routine Maintenance PHAS Managemet Generated Non Emergenc Crew Name None Employee Name None Dispatch Method None Received Date 93 31 2005 Dispatched Date 0373172005 Scheduled Date 04 01 2005 Received Time 11 39 Dispatched Time 11 45 Schedule Time 13 00 Print Print Now Instructions Confirm the above values and click Finish to complete th
90. fer a work order put it on hold because they do not have the needed items on hand or because they need a contractor to do the work After the work order is completed you will enter the dates and times work began and ended You may also choose to enter the exact amount of time each employee spent on the work order You may print another copy of the work order for your agency s files You will reduce your warehouse inventory to reflect any items used The Consumable Inventory program can do this automatically and you will charge the tenant for any part of the work order he or she must pay for Preliminary User Manual 3 WinTen WorkOrder During the life of a work order and after it is completed you will track it and report on it for internal management purposes and for PHAS reporting to HUD Program Integration WorkOrder integrates directly with eight other WinTen programs and indirectly with a ninth program Hint For more information on any of these programs please see their respective user manuals or contact Tenmast Topics addressed in this section include e Required Programs e Recommended Programs Required Programs The Master Setup and Tenant Accounts Receivable programs are required for WorkOrder to function Master Setup The Master Setup program allows the administrator of your WinTen programs to control various high level settings that affect how the programs interact with each other Another important functi
91. g and or repairs to prepare the unit for the next tenant This is called Vacant Unit Make Ready How you manage Vacant Unit Make Ready can affect the number of days your units sit vacant which can in turn have a big impact on the overall success of your agency For each unit your goal is to minimize vacant days the time from when the former tenant moves out to when the new tenant moves in Obviously the more quickly you can get the unit ready the better Being able to estimate how long Vacant Unit Make Ready will take is also helpful so you can have a new tenant prepared to move in as soon as it is finished Note For PHAS scoring purposes Vacant Days is technically the number of days a unit sits vacant after Vacant Unit Make Ready is complete Your goal however is still the same to minimize the time that a unit is unoccupied both during Vacant Unit Make Ready and afterward Below is a description of a typical Vacant Unit Make Ready process and how you might use Job Classes and Job Codes to manage this important part of your maintenance operations See Plan Job Classes and Job Codes When a tenant moves out of a unit the first thing you will usually do is create a new work order for your maintenance employees to evaluate the unit and determine what needs to be done and how long it should take You might consider including with this work order a checklist of possible problems they should look for Preliminary User Manual 94
92. gives you access to all of the program s Setup options Preliminary User Manual 12 WinTen WorkOrder Browse Screens The main purpose of browse screens is to help you find records quickly and easily You can identify browse screens by a set of option fields at the top of the screen and below them a table of records Most browse screens have the View Ordered By Filter and Search For option fields at the top of the screen These fields allow you to find a specific record quickly without having to scroll through all of them See Use Browse and Select Screens The table of records on a browse screen allows you to view and select records Each row of the table is a different record The columns of the table provide a subset of the records most important information If you select a record on a browse screen you can use the edit feature press Ctrl E or click the Edit icon to open it on a maintain screen You can usually delete a record directly from a browse screen by selecting it and then pressing Ctrl D or clicking the Delete icon Using the Add feature pressing Ctrl A or clicking the Add icon on a browse screen opens either a maintain screen or a wizard that you can use to create a new record Maintain Screens A maintain screen contains all the fields of information for a single record sometimes spread across multiple tabs and or sub tabs Maintain screens allow you to add view edit or delete individual records Becau
93. hod v Press Ctrl A or click the Add icon v Enter the Dispatch Method name required v To save this new Dispatch Method press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Dispatch Method v Select the Dispatch Method you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Dispatch Method To Delete a Dispatch Method v Select the Dispatch Method you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Preliminary User Manual 119 WinTen Note WorkOrder You cannot delete a Dispatch Method you have currently assigned to a work order To Exit this Screen v Press Esc or click the Exit icon Maintain Standard Charges A work order Standard Charge represents a common repair for which you charge your tenant a flat fee See Plan Standard Charges Note Standard Charges are optional in WorkOrder Skip this section if you choose not to use them You will use the Maintain Standard Charges Screen to enter and maintain your agency s Standard Charges To Open the Maintain Standard Charges Screen v Press G or click the Charges button on the Work Order Setup screen Maintain Standard Charges Screen 1 Maintain Standard Charges File Edit View Help Hilt 00O 80 e7 _ Stock Number Tenant Charge Light Fixture Hallway Painting 15 Minu
94. ie eed eee aliens 105 Lenin lee EE 91 processing work orders ssssssssssereeeeesse 3 program integration seeeeeesseeeneeee reese 4 Public Housing Inspections 4 11 34 Purchase Order 5 11 Real Estate Assessment Center REAC 35 reporte EEEE EEEE ETAT 3 9 78 planning ia 97 Save Report dialog box 83 scheduling work orders ssssssseeeseeesssseee 40 screen NAVIGATION eee eeeeetee eee 17 Search FONE WEE 16 EECHER 15 select ecreeng ccecccceeeeeeeeeeeeeeeeees 12 13 setup implementing sa cccesdsrsecsesaceceeedereeeevsectense 99 planning a wnat hence ee te 89 Show Hide Won eccsseseceesstzcncesseevteetitse teens 15 standard charges maintaining DEE 120 planning igen hea aoe 96 EIER 38 43 maintaining D 104 PI Late Un Te EE 89 L Talis gege ie eegen ergi shai 103 Tenant Accounts Receivable 4 11 58 102 Tenant Search screen 18 131 WinTen RE ee eens nee Pen 14 Unit Browse screen 19 units activities dee edd 68 Tele le EE 58 luet 66 deleting EE 73 SOIT DEER 62 lease history EE 72 maintaining record 57 NOIES a aE a aE a AE AK E aE 64 searching te ET 103 vacant unit make ready DISNINING eege 94 View Held 15 View Unit Turnaround screen 72 View Work Orders by Tenant 000 18 View Work Orders by Ulm 18 VE Te EE 12 14 Work Order Detail screen 19 Work Order Settings screen 101 Work Order Setup screen eee 100 work orders billing rem
95. ield at the top of the screen Job Code This optional field allows you to assign any item to a specific job code within the work order This is helpful if your agency runs management and analysis reports based on job code Tenant Charge This field shows the amount to charge the tenant for each item in the work order Your agency s default charge for each item appears here You may edit these defaults if necessary To Complete Step 3 v Choose any options at the top of the screen that will make it easier for you to locate items Hint For related general help on using a browse screen see Manage Work Orders with Browse Maintain and Select Screens v Tab or click to the Search field and type the first letter or letters of the item you wish to add optional OR Click in the top table to select the item you wish to add Note If you use the Search field you will search by either stock number or item description whichever is selected in the Order By field at the top of the screen v Press F2 or click the Add Item button v If necessary repeat the two previous steps to add additional items Preliminary User Manual 27 WinTen WorkOrder v To remove an item select it in the bottom table and then press F3 or click the Remove Item button v If necessary tab or click to the Job Code Qty Used or Tenant Charge field for any selected item and edit the value v Press Page Down or click the Next button to go to the next
96. in Microsoft Excel The Comma Separated Values CSV type is similar but more flexible you can use it in Excel or in any other spreadsheet program You can use either file type to import your data into most database programs If you wish to import into a database you may first need to manipulate or clean up your data The Excel file type allows you to format your report with for example formulas fonts or borders The Comma Separated Values file type is text only without any formatting You can use RTF Rich Text Format RTF in most word processing programs e g Microsoft Word or Word Perfect RTF supports text formatting such as font font size font color etc A Text file TXT is text only without any formatting You can view it in any word processing program but it usually opens in Notepad by default Use the HTML document HTM type to save the report as a Web page viewable in a Web browser such as Internet Explorer or Netscape Navigator You might choose this option it you want to post the report to your Internet or intranet site Preliminary User Manual 84 WinTen WorkOrder To Save a Report v Type a name for the file in the File Name field v If necessary tab or click to the Save As Type field and choose the file type v If necessary tab or click to the Save In field and choose the folder in which to save the report v To save the report press Enter or click the Save button v To cancel press Es
97. in a program Browse screens maintain screens and select screens make it easy for you to create find view and edit records A wizard is a special collection of screens Some wizards help you create certain types of records others help you process existing records This chapter will help you become familiar with the purpose and behavior of each type of screen and with some of the common icons and options found on them We will also discuss using these screens and the Work Order Detail screen a specialized browse screen to find your work orders Topics addressed include e Identify Types of Screens e Use Common Screen Icons e Use Browse and Select Screens Find Work Orders Identify Types of Screens The different types of screens have different purposes and for that reason different appearances and distinctive features You can use these features as well as the screen titles to help you identify screen types Menu Screens A menu screen allows you to navigate within a program Menu screens are easy to recognize because they show only a collection of buttons Each button takes you to a different area or function of the program There are two menu screens in WorkOrder the Main Menu screen and the Work Order Setup screen The Main Menu screen is the first thing you see when you start WorkOrder It gives you access to all of WorkOrder s functions The Setup button on the Main Menu screen takes you to the Work Order Setup screen It
98. inder The three options are Off Long Edge and Short Edge Duplex Long Edge if you will bind the document on its left edge like a book You will turn the pages normally from side to side Duplex Short Edge if you will bind the document on its top edge You will turn the pages vertically from bottom to top like a clipboard The default is Off This prints on only one side of the paper Hint Not all printers allow duplex printing To Print v If necessary select the Printer v If necessary tab or click to the Font Name field and select the Font v If necessary press Alt G or click the Pages radio button and type a number range in the From and To fields If necessary tab or click to the Number of Copies field and type or select a number If necessary tab or click to the Duplex field and select your duplexing option To print press Enter or click the OK button Sa eo es To cancel press Esc or click the Cancel button Preliminary User Manual 87 WinTen WorkOrder Part Ill Setup Preliminary User Manual 88 WinTen WorkOrder CHAPTER 13 Plan Setup Options All WinTen programs have a variety of Setup options that control the program environment and govern many aspects of program operation These options allow your agency to customize the programs to best meet your needs and make your job easier You should carefully plan and then implement your Setup options before using the WorkOrde
99. ip this section if you choose not to use them You can use the Browse Job Codes Screen to view and find your agency s job codes You can use the Maintain Job Codes Screen to maintain your job codes and to view detailed information about them To Open the Browse Job Codes Screen v Press C or click the Job Code button on the Work Order Setup screen Preliminary User Manual 113 WinTen Browse Job Codes Screen Browse Work Order Job Codes File Edit View Help B ab S05 Ordered by Class x Search for WorkOrder jess Na i PAS Code DRES Electrical Vacant Unit Make Ready E Vacant Unit Make Ready E Vacant Unit Make Ready Vacant Unit Make Ready E Vacant Unit Make Ready Broken Hot Water Heater Fix Leaking Faucet Replace Light Fixture Painting Vacant Unit Vac Unit Eval Vac Clean Carpets Vac General Repairs Grounds Upkeep Vac Repair Appliance Routine Maintenance Emergency Emergency Annual Maintenance Annual Maintenance None None None Routine Maintenance None Annual Inspection Non Emergency Resident Generated Emergency Resident Generated Emergency Resident Generated Non Emergency Vacancy Fix up Work Order Resident Generated Non Emergency None None None None The Browse Job Codes screen contains a table of your current job codes Hint For related general help on using a browse screen see Manage Work Orders with Browse Maintain and Select Scre
100. ish the process To Start the Complete Work Order Wizard v Open on the Main sub tab of the Maintain Work Orders screen the work order you wish to complete v Click the Wizards icon drop down arrow and then click Complete Work Order The Complete Work Order Wizard will guide you through three steps to mark a work order as completed e Step 1 Select Status and Date e Step 2 Select Date and Time e Step 3 Confirmation We will walk through these steps separately Preliminary User Manual 54 WinTen WorkOrder To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 3 you can go back and change any information you have entered Step 1 Select Status and Date This step allows you to enter completion information for this work order Step 1 contains five editable data fields Status End Date End Time Charge Date and Bill to Tenant Status End Date End Time and Bill to Tenant are required Bill to Tenant may be blank If you check the Bill to Tenant field Charge Date is also required This step also contains the non editable Tenant Charge field Status Select the status of the completed work order This field offers a subset of your agency defined statuses which you maintain in Setup This drop down list includ
101. ispatch Methods screen 119 Maintain Employees screen n 108 Maintain Job Classes screen 112 Maintain Job Codes screen 115 Job Code Item ob 117 Maintain Priorities screen eee 106 maintain SCFEENS ccccceeeeeeeeee eens 12 13 130 WinTen Maintain Standard Charges screen 120 Maintain Statuses screen 104 Maintain Unit Information screen 58 62 Activity Log tab ink iscerle eects aacelertecs 68 Amenities ab 67 Lease History ab 73 Main tab KE 64 Maintain Unit Notes screen 64 Maintain Work Orders Tuncton 18 Maintain Work Orders screen 20 37 41 43 46 Charges sub rab EEN 47 Employee Time sub iab 50 Main Sub tab jc eee 52 maintaining unit records cceeeees 57 Master Setup ssssssseseeeseeeeees 4 11 MENU SCOSS E 12 NGXDIGON Maa eae awe ees 14 ATTEN 64 Ordered By Ted 16 overview WorkOrder program 2 permission to enter EE 22 Eeer 35 PHAS Ee Eege 30 PHAS Heportmg kA 5 11 planning job EE 92 slefeee E 92 Priorities neir i 91 FOPOMS i a a a a ee 97 Standard charges 96 E ME 89 vacant unit make ready sessen 94 work order fOrmS weccesiheciinceseheviiecteceess 97 Preventive Maintenance 4 11 34 Preliminary User Manual WorkOrder Preview Report screen 81 Print Dialog BOX EE 75 Print Preview screen EE 74 Print Report dialog Dos 86 printing work orders 31 74 103 KREE eege EE 14 leed 30 maintaining andes o
102. k Orders screens You will usually search for work orders by work order number To find this information Press M or click the Maintain button on the Main Menu The Browse Work Orders screen opens with a list of your open work orders Type the work order number or at least the first few characters Press Enter If necessary press DownArrow to select the work order Ra D RR PR AS Press Ctrl E or click the Edit icon to open the work order on Maintain Work Orders screen View Work Orders by Tenant You will most often use the View Work Orders by Tenant option for research purposes Here are some tenant related questions you might have from time to time e A tenant moves out leaving a broken screen door Didn t she break the screen in the last three units she s been in e How many times have we replaced for this tenant e How many work orders have we done for this tenant in the last six months e What was the last work order this tenant requested In all of these cases you know the tenant s name and want to see all work orders for the tenant To find this information Press T or click the Tenants button on the Main Menu The Tenant Search screen opens with a list of your current tenants Type the first few letters of the tenant s last name Press Enter If necessary press DownArrow to select the tenant s record Press Ctrl E or click the Edit icon Rooke SRR he TR SS At this point the
103. key to move through a table as you add or edit data This feature is available in WorkOrder for entering tenant charges and employee time Security Enhanced user security roles allow managers greater flexibility in controlling security access across WinTen programs Custom Reports and Document Forms WinTen programs include built in reports with powerful filters to help track and manage your agency s data The Custom Report Writer program allows managers to create custom reports and make them available in specific programs Managers can restrict user access to custom reports based on user security roles Custom Report Writer also allows your agency to create custom forms for printed work orders Preliminary User Manual 125 WinTen WorkOrder APPENDIX B Keyboard Actions All WinTen programs offer expanded options for using the keyboard to speed data entry When working in WinTen programs many users prefer to point and click with the mouse to execute commands Those options are available if you wish to use them However as you become more comfortable with your computer in general and with WinTen programs in particular you may find it quicker and easier to use keyboard shortcuts to execute commands Here are a few things to remember when using keyboard shortcuts followed by a list of some of the more helpful keyboard options Pressing and Clicking When a WinTen user manual instructs you to press a key or keys
104. l the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Enter the Activity Information This step allows you to enter all the information needed to add or edit the action Step 1 contains four editable data fields Activity Type Tenant Name Activity Date and Comments Activity Type and Activity Date are required The non editable Unit ID field identifies the current unit Use it to verify that you are adding or editing an action for the correct unit Activity Type Select the appropriate action This field offers your agency defined list of unit activity types which you maintain on the Maintain Unit Activity Types screen The non editable description to the right displays the HUD Preliminary User Manual 69 WinTen WorkOrder defined result of the selected action For information on unit activity types please see the user manual for WinTen Tenant Accounts Receivable Tenant Name Enter the name of the tenant if any who occupied the unit at the time of the action e g the tenant moving out or the tenant moving in If no tenant occupied the unit at this time enter something to the effect of vacant or N A Activity Date Enter the effective date of the action This field defaults to today s date You can change this default if necessary Comments Enter any comments that might be helpful for your
105. lect in the note table the row of the note you wish to edit v Press Ctrl E or click the Edit icon v Tab or click through the fields in the detail information section changing information as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 65 WinTen WorkOrder To Delete a Note v Select in the note table the row of the note you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion To Exit this Screen v Press Esc or click the Exit icon Maintain Unit Amenities Your agency has the option of maintaining a list of amenities for each unit Most agencies keep track of unit amenities for two primary reasons The first is simply so they can describe a unit more fully to a new tenant or applicant The second is so they can compare different units often with different amenities when making Fair Market Rent calculations You can maintain an agency defined list of possible unit amenities in the Setup area of the Tenant Accounts Receivable program and or the Rent Reasonableness program For information please see the user manual for one of those programs You can maintain amenities for any unit by editing the unit on the Maintain Unit Information Screen Amenities Tab To Open the Amenities Tab v Press Ctrl Tab or click the Amenities tab at the upper left on the Maint
106. lick the Exit icon Preliminary User Manual 121 WinTen WorkOrder Part IV Appendices Preliminary User Manual 122 WinTen WorkOrder APPENDIX A Program Changes for Existing Clients Tenmast clients who are upgrading to WinTen WorkOrder from the WinTen version of the program should take special note of the following changes Changes addressed in this appendix include e Changes to Tenant Charges for Employee Labor e Enhanced Options when Deferring for Contract Maintenance e Z Accounts Discontinued e List of New Features Changes to Tenant Charges for Employee Labor You will no longer use the Enter Tenant Charge function which previously appeared on the Labor tab of the work order Review screen to enter tenant charges for employee labor This function does not exist in WinTen WorkOrder Instead enter billable labor charges along with other tenant charges on the Charges sub tab of the Maintain Work Orders screen See Complete Work Orders and Enter Work Order Charges If you want to track your employees time spent on work orders enter their time on the Employee Time sub tab of the same screen See Complete Work Orders and Enter Employee Time Enhanced Options when Deferring for Contract Maintenance The Deferred for Contract Maintenance field which previously appeared on the Main tab of the work order Review screen does not exist in WinTen WorkOrder Instead of using this one field for deferring work
107. ly create the new work orders Preliminary User Manual 4 WinTen WorkOrder Grant Management If you use the Grant Management program you can create a work order for a grant work item Consumable Inventory and Purchase Order You can use the Consumable Inventory program to help track the items and supplies your maintenance workers use to complete work orders When you enter into WorkOrder items they have used the WorkOrder program informs the Consumable Inventory database which then reduces its quantities on hand for those items When an item falls below its minimum stock level Consumable Inventory sends a purchase request to the Purchase Order program in order to replenish the stock PHAS Reporting HUD s Real Estate Assessment Center REAC uses the Public Housing Assessment System PHAS to measure the performance of public housing authorities The WinTen PHAS Reporting program gathers all data necessary for the preparation and printing of Form HUD 50072 Management Operations Certification which HUD uses to calculate your PHAS score The PHAS Reporting program also acts as a management tool to help you review your agency s performance and identify potential problems How quickly you complete work orders is one of the factors affecting your agency s PHAS score PHAS Reporting uses data from the WorkOrder program to prepare Sub indicator 3 Work Orders of PHAS Indicator 3 Management Operations on Form HUD 50072 Custom
108. n Y Maintain Work Orders SEH xi Project E Unit 352 Building 415L wo Wwoo00033 Blt BO B0 r 4 Address 415 LEXINGTON DRIVE Apt 352 WO Type Grounds Upkeep x Tenant Charge City State Zip LEXINGTON KY 40510 Priority Routine Maintenance x I Tenant Billed Tenant CARNEY KATHY Phas Managemet Generated Non Emergency x T Printed Contact CARNEY KATHY Status New z IV Permission to Enter Residence Phone Contact Phone Charge To J None x bz Requested Date and Time Scheduled Date and Time Start Date and Time Completed Date and Tine Je Si 10 5200 ES 0373172005 E 10 5200 ES 1 E 00 00 00 ES E 00 00 00 ES Job Code Start Stop 03 31 2005 ffios700 H f E Grounds Upkeep m Work Requested Pick Up Trash Mow Grass Trim Hedges Work Performed Crew None k Employee None D Status z Employee Time The Maintain Work Orders screen has non editable fields at the top of the screen to identify the work order s location and work order number This screen also has three sub tabs at the lower left Main Charges and Employee Time You can use these sub tabs to enter completion information for a work order First use the Charges sub tab to enter work order charges optional See Enter Work Order Charges Second use the Employee Time sub tab to enter employee time optional See Enter Employee
109. nagement and analysis reports based on job code Warehouse You will use the Warehouse field only for Stock Items it indicates where your employees got the items As you select the Warehouse this drop down list also shows you how many of the selected item you currently have in inventory As with other Stock Item information you maintain warehouse and inventory information in the Consumable Inventory program For more information please see that program s user manual Note The following fields are not editable for Stock Items Description UM PHA Cost and Tenant Charge You must define these values in the Consumable Inventory program The following fields are not editable for Standard Charge Items Description and Tenant Charge You must define these values on the Maintain Standard Charges screen Standard Charges do not use the Warehouse UM and PHA Cost fields Non Stock Items and Service Items do not use the Item Code and Warehouse fields Hint Your agency has the option of setting default Charges Job Code Items based on Job Code See Plan Job Classes and Job Codes and Maintain Job Code tems Any default Charges will have populated automatically You may change these defaults if necessary To Add Edit or Delete a Charge v Open the work order you wish to edit on the Charges sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl E or click the
110. nd Assigned to Employee The two halves of the screen are separated by the Job Code Search field the Add Job Code button and the Remove Job Code button To complete this step you will select one or more job codes from the Available Job Codes field and add them to this work order If necessary you can edit the Actual Work Requested and or Actual Work Performed You may also assign the work order to a crew and or an employee Available Job Codes This field offers a list of your agency s custom defined Job Codes See Plan Job Classes and Job Codes Default Work Requested and Default Work Performed If your agency has defined default work requested or default work performed for any job code this information will appear when you select the job code in the Available Job Codes field If you add the job code to this work order the default information will also be added to the work order Selected Job Codes This field lists all the job codes you have added to this work order Actual Work Requested and Actual Work Performed Information in these fields will be assigned to the new work order These fields list any default information for the job code currently selected in the Selected Job Codes field You may edit these defaults if necessary Work Requested is a detailed list or description telling your employees what they need to do Work Performed provides default completion information which makes it easier to complete the work order
111. nit Information screen or on the Main tab of the Maintain Unit Information screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl E or click the Edit icon v Press Ctrl E or click the Edit icon a second time if you entered from the Browse Unit Information screen v Tab or click to the field you wish to edit and change it as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Maintain Unit Notes The Notes icon on the Main tab of the Maintain Unit Information screen gives you access to the Maintain Unit Notes Screen which you can use to maintain unit notes Unit notes can contain any information or comments that may be helpful for your agency You can view existing notes or enter additional ones at any time on the Maintain Unit Notes screen To Open the Maintain Unit Notes Screen v Locate the unit for which you wish to see or enter notes v Open this unit on the Main tab of the Maintain Unit Information screen See Manage Work Orders with Browse Maintain and Select Screens v Press Ctrl T or click the Notes icon OR Press Alt V to open the View menu and then press T Maintain Unit Notes Screen The Maintain Unit Notes screen contains non editable fields at the top of the screen to identify the current unit It also contains a note table and a detail information section The note table displays one row of information for e
112. nmast Software Making Your Job Easier Win Ten WorkOrder Preliminary User Manual User Manual Edition 3 30 2005 Your inside track for making your job easier e Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software Making Your Job Easier www tenmast com Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen WorkOrder Preliminary User Manual User Manual Edition 3 30 2005 Copyright 2005 Tenmast Software All rights reserved This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Tenmast Software Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to orga nizations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance and support of Tenmast
113. nt Accounts Receivable program and the Occupancy and Rent Calculation program as well as in WorkOrder Your agency has only one list of Public Housing units but an employee with proper security clearance can access and maintain that list from any of these programs Topics addressed in this chapter include e Add Units e Edit Units e Delete Units You can use the Browse Unit Information Screen to view and find your agency s unit records You can use the Maintain Unit Information Screen to maintain your unit records and to view their detailed information To Open the Browse Unit Information Screen v Press U or click the Units button on the Main Menu Preliminary User Manual 57 WinTen WorkOrder Browse Unit Information Screen X Browse Unit Information NNN xi File Edit View Help Hilt a eN View Jan D Ordered by Unit D Search for Filter Ter D uri Street e Street Name Bedrooms Development Building Occupied HEN LEXINGTON DRIVE 287 LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR LEXINGTON DR The Browse Unit Information screen contains a table of unit records Hint For related general help on using a browse screen see Manage Work Orders with Browse Maintain and Select
114. ntenance employees have abated the emergency and fully assessed the situation create a second non emergency work order to complete the task of replacing the furnace The current PHAS goal for non emergency work orders is that you complete them in an average of seven days Ibid Preliminary User Manual 36 WinTen WorkOrder CHAPTER 6 Edit Work Orders During the life of a work order you may have to edit it for any number of reasons Some of the more common reasons are changing the assigned Crew s or Employee s changing the Scheduled Date and Time entering the Start Date and Time and changing the Status You will enter this information by editing the work order on the Maintain Work Orders Screen To Open the Maintain Work Orders Screen v Edit a work order press Ctrl E or click the Edit icon on the Browse Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens Maintain Work Orders Screen Project 6 Unit 352 Building 415L wo Wwoo00033 Hle BO AB v lt rle Address 415 LEXINGTON DRIVE Apt 352 WO Type Grounds Upkeep zl ieren feel City State Zip LEXINGTON KY 40510 Priority Routine Maintenance zl I Tenant Billed Tenant CARNEY KATHY Phas Managemet Generated Non Emergency gt Printed Contact CARNEY KATHY Status New zl M Permission to Enter Residence Phone ContactPhone II Charge To None D Message PO Ez Date and Time Scheduled Date and Tim
115. ntry Crew Crew Leader Name None v Contractor Name HUFFER MARK Crew Assigned Employees The Maintain Crews screen has sub two tabs at the lower left Crew and Assigned Employees You can use the Crew sub tab to maintain identification information for the Crew You can use the Assigned Employees sub tab to maintain an optional list of employees on the Crew In addition to the optional list of Assigned Employees a work order Crew contains three data fields Crew Name Crew Leader Name and Contractor Name Crew Name is required if you wish to use Crews Hint If you use Crew Leader Names and Contractor Names one Crew will usually have either a Crew Leader Name or Contractor Name not both To Add a Crew v Press Ctrl A or click the Add icon v Tab or click through the fields entering the new Crew Crew Name is required v For information on assigning employees to this crew see Assigning Employees to a Crew below v To save this new Crew press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 110 WinTen WorkOrder Assigning Employees to a Crew v Press Ctrl Tab or click the Assigned Employees sub tab at the lower left on the Maintain Crews screen Fie Edt View Help D 82 80 lt gt z zi en Assigned Employees v Select an Employee in the Available Employees column on the left v P
116. numbers It can be up to sixty characters long but twenty or fewer usually works best e Here are some Priorities you might consider Priority Emergency Example 1 24 Hrs Yes 36 Hrs No 48 Hrs No 72 Hrs No Example 2 Routine No Emergency Yes Example 3 High Yes Med No Low No Example 4 1 Yes 2 No 3 No Misc Move Out No For help on setting up your Priorities in the WorkOrder program see Maintain Priorities For help on running reports based on Priority see Run Reports Plan Job Classes and Job Codes Job Classes and Job Codes allow you to categorize work orders so you can better analyze your maintenance operations The viewing and reporting features in WorkOrder give you great flexibility in managing your operations based on these Classes and Codes Typically Job Classes are broad categories of work and Job Codes are specific tasks or problems within those categories For example the Job Codes Mow Lawn and Pest Control might both be in the Job Class Grounds Upkeep The Job Codes Replace AC Filter and Replace Screen might be in the General Maintenance Job Class Your agency however has complete flexibility in deciding how you want to use Job Classes and Codes you can make them mean whatever you want them to mean You can use them to represent unrelated information so that Job Class and Job Code are independent from one Preliminary User Manual 92 WinTen WorkOrder another You can cho
117. o the next step of the Add Unit Wizard Step 2 Enter Other Unit Information Step 2 Enter Other Unit Information This step allows you to enter additional information for the unit Step 2 contains six editable data fields Bedrooms Bathrooms Square Footage Accessibility HUD Unit Type and Utility Profile Bedrooms and HUD Unit Type are required Your choices from Step 1 also appear at the top of the screen These fields are not editable on this step Bedrooms Bathrooms and Square Footage Enter the number of bedrooms and bathrooms in this unit and the unit s square footage Accessibility Select the option that best describes the features of this unit if any that make it more accessible for disabled and or handicapped residents HUD Unit Type Select the option that best describes the type of unit as used for HUD reporting purposes To Complete Step 2 v Tab or click through the fields entering the information Bedrooms and HUD Unit Type are required v Press PageDown or click the Next button to go to the next step of the Add Unit Wizard Step 3 Enter Rent Information Step 3 Enter Rent Information This step allows you to enter rent and utility allowance information for the unit Step 3 contains two editable data fields Flat Rent and Utility Allowance Neither is required Your choices from previous steps appear at the top of the screen These fields are not editable on this step Flat Rent Enter the amount
118. of the flat rent for this unit Preliminary User Manual 60 WinTen WorkOrder Flat rent is your best estimate of the amount for which you could rent a comparable unit on the private open market Some agencies base their flat rent determinations on the Fair Market Rent FMR values published by HUD for their localities If your agency pays utilities for this unit include utility costs in the flat rent If your agency does not pay utilities do not include them Hint A newly housed tenant in this unit would have the choice of paying this flat rent or an income based rent Utility Allowance Enter the amount if any of the utility allowance for this unit To Complete Step 3 v Tab or click through the fields entering the information Neither field is required v Press PageDown or click the Next button to go to the next step of the Add Unit Wizard Step 4 Select Unit Amenities Step 4 Select Unit Amenities This step allows you to select the amenities of the unit Step 4 contains one field Amenities It is optional This step also contains the Mark All and Unmark All functions Information from previous steps also appears at the top of the screen These fields are not editable on this step Amenities This field shows your agency defined list of possible unit amenities which your agency maintains in the Setup area of the Tenant Accounts Receivable program and or the Rent Reasonableness program For information please
119. on of Master Setup is to control security permissions which govern what any individual can see or do in the programs Tenant Accounts Receivable WorkOrder uses Tenant Accounts Receivable to access information on your projects buildings units and tenants Additionally when a work order is completed WorkOrder checks for billable costs incurred by the tenant for that work order and posts them to the tenant s account in Tenant Accounts Receivable Recommended Programs The following programs integrate directly or indirectly with WorkOrder to save time and effort for your staff Preventive Maintenance Public Housing Inspections Grant Management Consumable Inventory Purchase Order PHAS Reporting and Custom Report Writer Although they are optional we recommend you use them to take full advantage of WorkOrder s features Preventive Maintenance You can use the Preventive Maintenance program to create new work orders automatically for maintenance tasks These tasks could include maintaining everything from tractors and trucks to boilers to furnace filters You can even schedule annual inspections and have the work orders generated automatically Afterward WorkOrder will inform Preventive Maintenance when you have completed a Preventive Maintenance generated work order Public Housing Inspections When your inspectors find deficiencies you can streamline the repair process by having the Public Housing Inspections program automatical
120. on to protect the health and safety of your tenants Because HUD is also concerned about your tenants safety your completion times for emergency work orders make up a very important part of your PHAS Public Housing Assessment System score Hint HUD s Real Estate Assessment Center REAC uses PHAS to measure the performance of public housing authorities Work order completion is only one of many elements of your performance that PHAS evaluates See PHAS Reporting Topics addressed in this chapter include e PHAS Emergency Rules e Emergency Work Order Recommendation PHAS Emergency Rules HUD defines emergency work orders as follows Emergency work orders are those that address an immediate threat to life health safety to property or to the resident or are related to fire safety Examples include but are not limited to an unhealthy or undrinkable water supply gas leak broken blocked sanitary sewer line failed heating system hazardous electrical system uninhabitable unit as a result of a fire and situations causing an exposure to asbestos lead based paint or other toxic materials Under HUD s current PHAS assessment system your agency must abate or complete at least 96 of emergency work orders within twenty four hours to avoid receiving a grade of F for Component 1 Emergency Work Orders of Sub Indicator 3 Work Orders 1 Instruction Guidebook for Completing Public Housing Assessment System Management Operati
121. ons Certification Form HUD 50072 U S Department of Housing and Urban Development Real Estate Assessment Center October 2001 p 17 Preliminary User Manual 35 WinTen WorkOrder HUD offers the following note on abatement Abatement of the emergency condition means that although the work was not completed the threat to life health or safety has been removed Abating the situation allows you to change the status of the work order to non emergency giving more time to actually correct the problem Abatement may include moving the family to another unit until the situation can be corrected Emergency Work Order Recommendation The PHAS rules noted above lead to a simple but important recommendation for managing emergency work orders Create either one or two work orders for an emergency depending on how much time and effort is required to completely correct the problem If you can correct the entire problem quickly and easily e g replacing a broken switch plate one emergency work order will suffice If however the problem is more difficult to correct e g replacing a furnace create two work orders an emergency work order for abatement and a later non emergency work order for completion In our furnace replacement example create one emergency work order to abate the emergency which may involve moving the family temporarily to another unit You must complete this work order within twenty four hours After your mai
122. ord you are adding you will go to either a wizard or a maintain screen The WorkOrder program includes the Add Work Order Wizard to guide you step by step through creating new work orders Reading Screen Titles Every screen has a title which appears in the title bar the dark blue bar across the top of the screen The first word of the screen title often identifies the screen type The titles of browse screens usually begin with Browse maintain screens with Maintain and select screens with Select Not all Browse screens however have the word Browse in the title Those that do not usually do have Search or Detail somewhere in the title All wizards have the word Wizard somewhere in the title of each screen Use Common Screen Icons Icon bars appear near the top of browse maintain and select screens An icon bar is a collection of icons each of which performs some action We have already mentioned the Add Delete Edit and Wizards icons in this chapter Four other icons bear discussing here Prior Next Search and Show Hide Hint We will discuss other icons as needed throughout this manual For a complete list of icons and their keyboard shortcuts see Keyboard Actions Prior and Next The Prior and Next icons allow you to move from one record to another They appear on browse maintain and select screens To activate them click the icon or press Ctrl P or Ctrl N respectively Pr
123. order Charges for a single work order when you edit or complete it in the WorkOrder program If you do enter Job Code Items here you can still edit them manually when you edit or complete a work order See Enter Work Order Charges You will use the Maintain Job Codes Screen Job Code Item Tab to enter and maintain your agency s Job Code Items To Open the Job Code Item tab v Press Ctrl Tab or click the Job Code Item tab on the Maintain Job Codes screen Maintain Job Codes Screen Job Code Item Tab A Job Code Item contains seven data fields Item Type Stock Number Description Quantity UM Unit of Measure PHA Cost and Tenant Charge Item Type is required if you wish to use Job Code Items Other required fields vary based on your choice of item type Item Type There are four possible Item Types Stock Non Stock Service and Standard Charge Stock Items are items you have entered into the Consumable Inventory program You must have that program and enter the items there before you can assign them to Job Codes or charge them to individual work orders You will usually also enter Service Items in Consumable Inventory but you can enter them manually in WorkOrder For more information please see the user manual for WinTen Consumable Inventory Standard Charge Items are Standard Charges you have entered on WorkOrder s Maintain Standard Charges screen See Plan Standard Charges and Maintain Standard Charges You must enter th
124. ort The PHAS Worksheet is a detailed report of work orders organized by PHAS Code Use this report to locate irregularities or data entry errors in your work orders Preliminary User Manual 10 WinTen WorkOrder The PHAS Report is a summary report showing completion times for work orders Use it to review your agency s performance and identify areas where you may need improvement Both of these reports are on the PHAS tab of the Work Order Reports screen Annually At least annually verify that your setup options are correct Review Setup At least once each calendar year the administrator of your WinTen programs should review your Setup options for the WorkOrder Master Setup and Tenant Accounts Receivable programs See Plan Setup Options Implement Setup and Required Programs If you are running the WinTen Preventive Maintenance Public Housing Inspections Grant Management Consumable Inventory Purchase Order PHAS Reporting or Custom Report Writer programs please verify their Setup options as well to make sure they are working correctly with WorkOrder See Recommended Programs If you have any questions you may contact Tenmast Support at 877 359 5492 or support tenmast com Preliminary User Manual 11 WinTen WorkOrder CHAPTER 3 Manage Work Orders with Browse Maintain and Select Screens Several different types of screens appear throughout WinTen programs Menu screens allow you to navigate with
125. ory You can view a list of all leases that have been in effect for any given unit You can view this on the Maintain Unit Information Screen Lease History Tab To Open the Lease History Tab v Press Ctrl Tab or click the Lease History tab at the upper left on the Maintain Unit Information screen Preliminary User Manual 72 WinTen WorkOrder Maintain Unit Information Screen Lease History Tab Maintain Unit Information TRE xj File view Help Development 004 Rosemont Dev Entrance Building 1 415 LEXINGTON DRIVE 48 Unit Number 287 Project KY999P002 Garden Actes Main Amenities Activity Log Lease History H e 13 GODSEY SHIRLEY 789 67 8967 08 02 1999 08 14 1999 The Lease History tab contains a table of every lease that is or has been in effect for this unit This tab is for informational purposes only Nothing on this tab is editable Delete Units You may occasionally although very rarely wish to delete a unit record You can delete units from the Main tab of the Maintain Unit Information screen Note You cannot delete a unit record for which you have any leases or other activity You will usually delete only unit records that you have never used To Open the Main Tab v This tab appears by default when you open the Maintain Unit Information screen v Ifyou have left it press Ctrl Tab or click the Main tab at the upper left To Delete a Unit v Open the unit you wi
126. ose to use one of them but not the other one or you can choose to use neither of them There are additional benefits of using Job Codes To help speed data entry you can choose to set default values for many other work order fields based on Job Code You can choose to enter an estimated average time it should take to complete work for a Job Code and run management reports to show work orders that take longer than the average time You can also use Job Codes to help manage your vacant unit make readies See Plan for Vacant Unit Make Ready Here are a few things to keep in mind when planning and using your Job Classes and Codes You can create as many Job Classes and Job Codes as you want or none at all You can choose to designate one default Job Class for each Job Code You must create your Job Classes before you can choose this option Many different Job Codes can have the same default Job Class To speed data entry each Job Code can also have the following default options for other work order fields Any default options you set for a Job Code will automatically appear on a new work order when you select that Job Code You can then edit or add to these defaults in the new work order if necessary e Default Crew e Default Employee e Default Priority e Default PHAS Code e Default Remarks e Default Work Requested e Default Work Performed e Default Job Code Items Hint You should plan these defaults as you plan your Job Code
127. programs should review the planning and implementation of these Setup options at least annually You will use the Work Order Setup Screen to enter your options To Open the Work Order Setup Screen v Press S or click the Setup button on the Main Menu Preliminary User Manual 99 WinTen WorkOrder Work Order Setup Screen 1Y Work Order Setup ue x File Help See Maintain Default Settings Status Maintain Status Priority Maintain Priorities Employee Maintain Employees Crew Maintain Crews Job Class Maintain Job Classes Job Code Maintain Job Codes Dispatch Maintain Dispatch Methods Charges Maintain Standard Charges The Work Order Setup screen gives you access to nine different Setup areas each with its own screen They are e Maintain Default Settings e Maintain Statuses e Maintain Priorities e Maintain Employees e Maintain Crews e Maintain Job Classes e Maintain Job Codes e Maintain Dispatch Methods e Maintain Standard Charges We will also address job code items which relate to job codes See Maintain Job Code Items We will walk through these areas separately Preliminary User Manual 100 WinTen WorkOrder Maintain Default Settings WorkOrder s Default Settings contains your agency s contact or return address information and various high level options These options affect multiple areas of WorkOrder and how WorkOrder interacts with other WinTen programs You
128. ptions available for the report appear on the right side of the screen Note The available options vary depending on the report you have selected Note You cannot save your option choices for these reports If you select a different report or tab or leave the Work Order Reports screen all report options will return to their defaults Preliminary User Manual 79 WinTen WorkOrder Report options fall into three categories e Report Filter Options e Report Order and Report Groups Options e Report Type Options Report Filter Options Filter options allow you to narrow the results shown in your report There are six filter types Include Work Order Assigned To Date Job Priority and Project Hint Use filters to choose or describe what you do want to include in the report Only work orders that match your choices will appear on the report If you set all the filters to All or None all work orders will appear on the report Include Work Order Filter The Type field lets you choose Open Closed or All work orders Open is the default Type for most reports The Status field lets you filter based on your agency defined Statuses Assigned To Filter The Assigned To Filters let you filter based on the Employee and or Crew to whom the work order is assigned Date Filter Date Filters limit the scope of your report by date The Date Type field lets you choose the Completed Dispatched Received Scheduled or Start Date as the ba
129. r Custom options available in WorkOrder include defining your own Job Codes Job Classes Statuses Priorities Maintenance Crews Dispatch Methods and Standard Charges Browse Screens and Drill down Browse screens with expanded sorting filtering and searching options help you find existing records more easily You can also drill down to find related records Expanded drill down features provide many different ways to get to the same data Preliminary User Manual 2 WinTen WorkOrder Wizards WinTen programs feature expanded use of wizards to guide you through complex processes and help ensure that you complete HUD mandated steps WorkOrder includes the Add Work Order Wizard to guide you step by step through creating new work orders Keyboarding Options With WinTen programs you can choose to use your computer s mouse or speed data entry by using expanded keyboard shortcuts You have the option of navigating through WorkOrder entering data and executing commands by using the keyboard almost exclusively In grid data entry allows you to use the Tab key to move through a table as you add or edit data This feature is available in WorkOrder for entering tenant charges and employee time Security Enhanced user security roles allow managers great flexibility in controlling security access across WinTen programs Custom Reports and Document Forms WinTen programs include built in reports with powerful filters to help tra
130. r program In addition the administrator of your WinTen programs should review your Setup options at least annually This chapter addresses some of the more important options you should consider Work order Statuses and Priorities are new to the WinTen WorkOrder program They are management tools that give you tremendous flexibility in viewing filtering and reporting on your data We will also look at some planning considerations for job coding vacant unit make ready standard tenant charges and reports Topics addressed in this chapter include e Plan Work Order Statuses e Plan Work Order Priorities e Plan Job Classes and Job Codes e Plan for Vacant Unit Make Ready e Plan Standard Charges Plan Reports and Printed Work Order Forms Plan Work Order Statuses A work order Status tells you what state a work order is in The simplest example of status is whether the work order is open or closed although there are many other possibilities The WorkOrder program has six Status Groups built into it They are New In Progress Deferred Cancelled Completed and Posted These Status Groups track a work order through its life cycle Typically most work orders go from New to In Progress to Completed to Posted You may defer some work orders put them on hold or cancel them altogether Note Once you create a work order you cannot delete it Cancel it instead Hint Posted means you have posted any tenant charges to Tenant Accoun
131. r is for a project the Project Name field will appear Like the Contact Phone field above these name fields populate automatically based on the work order location You may edit them if necessary If the work order is for a unit for example you may want to enter the name of a family member who will be at home Tenant The Tenant field appears when the Work Order For field is set to Unit which is the default This field serves two purposes First it offers an alternative way of associating the work order with a unit if a tenant is currently occupying the unit Use either the Unit lookup field if you know the unit number or the Tenant lookup field if you know the tenant s name whichever is more convenient Second it allows you to associate a work order with a tenant even if that tenant no longer occupies one of your units Hint If your agency has used the WinTen version of the WorkOrder program this is an important enhancement in WinTen WorkOrder See the Program Changes for Existing Clients appendix to this manual and Z Accounts Discontinued Permission to Enter The Permission to Enter field appears for work orders associated with units or buildings It flags whether or not your agency has permission to enter the unit or building when the tenant is not there Preliminary User Manual 22 WinTen WorkOrder This field is checked by default Remove the checkmark if you do not have this permission Grant
132. r or travel when you want to enter the date start time and stop time Use the Contractor Charge type for charges from independent contractors You will also enter the date start time and stop time for this type Use Flat Time any time you want to enter the total Elapsed time instead of the date start time and stop time Flat Time speeds data entry when your agency does not need to know exact start and stop times For example you might make one Flat Time entry of three hours instead of a Labor entry from 10 00 am to 12 00 pm and a second Labor entry from 1 00 pm to 2 00 pm Your use of Flat Time entries will depend on your agency s policies Note The Date Start Time and Stop Time fields are not editable for Flat Time entries The Elapsed field is not editable for Labor Travel or Contractor Charge entries Job Code This optional field allows you to assign any time entry to a specific job code within the work order This is helpful if your agency runs management and analysis reports based on job code Elapsed The Elapsed field indicates the total amount of time for an entry It will calculate automatically for Labor Travel and Contractor Charge entries You will enter it manually for Flat Time entries Rate Type There are four possible Rate Types Regular and Overtime Rates 1 2 and 3 They correspond to the Rate fields available on the Maintain Employees screen Rate Per Hour and Overtime Rates 1 2 and 3 You must en
133. rated Emergency Management Generated Non Emergency Resident Generated Emergency Resident Generated Non Emergency O5 700 1 el LS Ole E E e System Inspection Deficiency 10 Vacancy Fix up Work Order The purpose of Priorities on the other hand is to allow your agency to track manage and report on your work orders internally You have almost complete flexibility in choosing the Priorities you want to use Some agencies find the ten PHAS Code options enough for them If that is the case for you you can use PHAS Codes for your internal tracking and reporting You are required to define only two Priorities Emergency and Non Emergency Many agencies however want more options If you fall into that category here are a few things to keep in mind when planning and using your work order Priorities e You can create as many Priorities as you want or none at all e You must designate whether each Priority is an emergency or non emergency e You can designate one default PHAS Code for each Priority Use this option to speed data entry if you usually choose a particular PHAS Code for a given Priority Preliminary User Manual 91 WinTen WorkOrder Note An emergency Priority can have only an emergency PHAS Code a non emergency Priority can have only a non emergency PHAS Code For more information see PHAS Emergency Rules e Many different Priorities can have the same default PHAS Code e A Priority can contain letters and or
134. rd You can add edit or delete job code information from that screen WO Header All fields that are not in the WO Job Code category above are part of the work order header information You can edit these fields directly on the Main sub tab except address fields which are not editable Crew and Employee You can choose to assign any job code within a work order to a Crew an Employee or both Dispatched The Dispatched Method Date and Time indicate how and when you dispatched a work order Some agencies do not use dispatching Scheduled Date and Time The Scheduled Date and Time indicates when your employees should start work on a work order To Edit Crew or Employee Information v Open the work order you wish to edit on the Main sub tab of the Maintain Work Orders screen See Manage Work Orders with Browse Maintain and Select Screens v Click the Edit icon drop down arrow and then click Edit WO Job Code v The program opens a screen that corresponds to Step 2 of the Add Work Order Wizard For more information on using this screen please see Use the Add Work Order Wizard and Step 2 Select Job Code Preliminary User Manual 41 WinTen WorkOrder v v Click in the Selected Job Codes field near the lower left to select the job code whose Crew or Employee you wish to edit Tab or click to the Assigned to Crew and or Assigned to
135. reeisescvceetetereesateetiees 53 Browse Building Entrances screen 58 Browse Job Codes screen 114 DrOWSE screeng 12 13 Browse Unit Information screen 58 Browse Work Orders screen 18 20 37 40 43 45 Charge To account 53 charges eg ege deer 27 47 123 TAX tato eege oaee aeiiae ieee etna 103 color WorkOrder program 102 Complete Work Order Wizard 45 54 completing work order 45 51 Consumable Inventory 0 5 11 102 creating work orders 20 ei 25 38 40 maintaining EN 109 Custom Report Writer cee 5 11 e ele TEE 9 SE E 6 deferring work orders s s s 43 123 Delete ICOM E 13 deleting unit record 73 CISPALCHING vevicssseeet giereg ege E deu 2 31 40 Preliminary User Manual WorkOrder maintaining dispatch methods 118 Edit ICOM eegene Eden 13 editing Unit recorde AEN 62 editing Work orders AAA 37 emergency work orders sssssseseeeeeeese 35 employee Ume EEN 49 ermplovees EEN 25 38 40 maintaining BEE 107 features WorkOrder program 2 Filterfield EE 16 finding work Orders AAA 17 Grant Management 5 11 23 leefeg 25 maintaining EE 112 PLANTING E 92 job code items maintaining ME 116 JOD CODES tren ueeteoa tithe edie 2 25 maintaining BEE 113 E ul ee DEE 92 Keyboard actions ssssseererrrrrr nenna 3 126 leases monttoring 72 Load Report dialog box 85 Main Men 6 Maintain Crews screen 110 Maintain D
136. reen See Use Browse and Select Screens You can recognize select screens by a set of option fields often View Ordered By and Search For at the top of the screen and the Select and Cancel buttons at the bottom of the screen Preliminary User Manual 13 WinTen WorkOrder Wizards A wizard is a special collection of screens called steps Some wizards help you create certain types of records others help you process existing records To complete a wizard you must go step by step through each screen Wizards are very easy to recognize They have Start Back Next and or Finish buttons at the bottom of each screen The titles of wizard screens see Reading Screen Titles below all contain the word Wizard Each title also tells you which step you are on and how many steps are in the wizard e g Step 2 of 5 You can start some wizards manually from browse or maintain screens If a wizard is available you will see both a Wizards menu and a Wizards icon a blue wizard s hat near the top of the screen Hint The Wizards menu and Wizards icon provide duplicate functionality You can start any available wizard using either option If you prefer to use the keyboard press Alt Z to open the Wizards menu if you prefer using the mouse click the drop down arrow immediately after the Wizards icon Some wizards start automatically when you add a new record press Ctrl A or click an Add icon Depending on the kind of rec
137. reporting features give you great flexibility in tracking and analyzing work order labor You have many different options for analyzing labor per work order How many hours of labor did it take to complete work orders and or per employee How much time did an employee spend on work orders If you use the hourly rate options you can also track and analyze costs of work order labor Note You may or may not enter employee time depending on your agency s policies Note Employee time entries use information from the Maintain Employees screen You must enter your maintenance employees and contractors and their hourly rates on that screen before you can enter their time on a work order See Maintain Employees You will use the Employee Time sub tab to enter employee time To Open the Employee Time Sub tab v Press Ctrl Tab or click the Employee Time sub tab on the Maintain Work Orders screen Preliminary User Manual 49 WinTen WorkOrder Maintain Work Orders Screen Employee Time Sub tab 7 Maintain Work Orders F EA xj Project 4 Unit 007 Building 510w wo Wwoo00036 Hle WO 80 lt gt Statt Date Stop Date Rate Type Labo LI reese gas S Ce zs TE ne ORAE Se 03 31 2 2005 10 00 03 i 2005 11 00 z 1 De eguiar E Charges Employee Time An employee time entry contains nine editable data fields Type Employee Job Code Start Date and Time Stop Date and Time Elapsed and Rate Type You
138. ress Alt DownArrow or click the Add Employee button to assign this Employee to the Crew v Repeat for each Employee The Crew s Assigned Employees appear in the right column S To remove an Employee from the Crew select the Employee in the right column and press Alt UpArrow or click the Remove Employee button Hint To add all Employees press Alt RightArrow or click the Add All Employees button To remove all Employees press Alt LeftArrow or click the Remove All Employees button v To save press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Crew v Select the Crew you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Crew To Delete a Crew v Select the Crew you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Crew if you have any work orders assigned to that Crew Note Deleting a Crew will not delete its Employees from your work order Employees list To Exit this Screen v Press Esc or click the Exit icon Preliminary User Manual 111 WinTen WorkOrder Maintain Job Classes Most agencies use Job Classes to assign work orders to broad categories of work See Plan Job Classes and Job Codes Note Job Classes are optional in WorkOrder Skip this section if you choose not to use them You will use the Maintain Job Classes S
139. ry tab or click through the remaining fields entering or changing the information v Press Page Down or click the Start button to go to the next step of the Add Work Order Wizard Step 2 Select Job Code To Associate the Work Order with a Grant v Tab or click to the Work Order For field Select Grant v Tab or click through the remaining fields entering the information Grant and Grant Work Item are required v Press Page Down or click the Start button to go to the next step of the Add Work Order Wizard Step 2 Select Job Code Preliminary User Manual 23 WinTen WorkOrder Using a Lookup Field on Step 1 v Verify your choice for the Work Order For field v Verify that your cursor is flashing in the Unit Building Project field or tab or click to the Tenant field and then press F4 OR Click the lookup icon after the Unit Building Project field or the Tenant field v A select screen opens with a table of active records v Type the first few letters of the record you are searching for and then press Enter Hint For other options and related general help on using a select screen see Manage Work Orders with Browse Maintain and Select Screens v If necessary press DownArrow to highlight the correct record v Press Alt T or click the Select button to make your choice and close the select screen Hint You can also double click the record to select it and close the select screen v To cancel the selec
140. s Job Classes and Job Codes can contain letters and or numbers Each can be up to sixty characters long but twenty three or fewer usually works best Here are some Job Classes and Job Codes you might consider Job Class Job Code Electrical Major Replace AC Unit Electrical Minor Replace Light Fixture Replace Light Switch General Maintenance Replace AC Filter Replace Screen Tenant Lockout Tenant Lockout OT Preliminary User Manual 93 WinTen WorkOrder Grounds Upkeep Mow Lawn Pest Control Plumbing Major Broken Hot Water Heater Plumbing Minor Fix Leaking Faucet Vacant Unit Make Ready See Plan for Vacant Unit Make Ready One other default option bears mentioning here If you ask your maintenance employees to check smoke detectors each time they enter a unit you may want to enter this as a default for each Job Code Here are two possible ways to handle this e Enter Smoke detector okay Yes __ No as the Default Remarks for each Job Code OR e Enter Check smoke detector as the Default Remarks and Smoke detector okay Yes _ No as the Default Work Performed for each Job Code For help on setting up your Job Classes and Job Codes in the WorkOrder program see Maintain Job Classes and Maintain Job Codes For help on running reports based on Job Classes and Codes see Run Reports Plan for Vacant Unit Make Ready When a tenant moves out of a unit your agency will often need to do a lot of cleanin
141. s i Select Items Back Cancel This step allows you to select one or more inventory items or charges used for this work order Preliminary User Manual 26 WinTen WorkOrder Note Step 3 is used by housing authorities that do not add work orders in the WorkOrder program until after their employees have completed them If that is not your agency s practice skip this step Work order charges are typically hardware items or supplies your maintenance employees used to complete the work order They can also be labor or service charges Work order charges help you manage your inventory and track your costs for work orders You can choose whether to charge your tenants for all or part of the cost of these items You will select from a table of items at the top of the screen The items you select will appear in the Selected Items table at the bottom of the screen The two tables are separated by the Search field the Add Item button and the Remove Item button The items you select each contain three editable data fields Job Code Qty Used and Tenant Charge Search This field makes it easier for you to locate a specific item in the top table If you know the item you want to add simply type its first few letters As you type the program will select the first item that matches what you have typed Please note that you will search by either stock number or item description whichever is selected in the Order By f
142. s dialog box opens v Enter the date range for which you wish to view unit turnaround information v Press Enter or click the OK button Preliminary User Manual 71 WinTen WorkOrder View Unit Turnaround Screen B view Unit Turnaround H x File Help Total Number of turnaround days Total number of vacancy days exempted for Capital Funds Total number of vacancy days exempted for other reasons Total number of vacant units turned around and leased in the PHA s immediate past fiscal year Average number of calendar days units were in down time Average number of calendar days units were in makeready time Average number of calendar days units were in lease up time The View Unit Turnaround screen contains a table of vacancy turnaround statistics that correspond to Sub indicator 1 Vacant Unit Turnaround Time of PHAS Indicator 3 Management Operations on Form HUD 50072 For more information including how these statistics are calculated please see nstruction Guidebook for Completing Public Housing Assessment System Management Operations Certification Form HUD 50072 October 2001 See Sub Indicator 1 Vacant Unit Turnaround Time This document is available from HUD s Web site at the following address http www hud gov offices reac pdf guidebook_oct01 pdf This screen is for informational purposes only Nothing on this screen is editable To Exit this Screen v Press Esc or click the Exit icon Monitor Unit Lease Hist
143. s many standard reporting options If you use Custom Report Writer you can also plan the formatting of your custom reports and printed work orders We recommend developing a schedule of reports your agency will run on a regular basis including which report options you will choose each time For additional information see Cyclical Actions and Run Reports Standard Reports WorkOrder includes many built in reports with powerful filters to help track and manage your data Your agency s management should review these reports and plan how you will use them and which combinations of report options you will choose Custom Report Writer Custom Report Writer is a powerful program that gives managers almost complete flexibility in creating and formatting custom reports A custom report can contain any data field in WinTen After creating a custom report a manager can publish it make it available to one or more programs and can restrict user access to the report based on user security roles Custom reports available in WorkOrder appear on the Custom Reports tab of the Work Order Reports screen See Run Reports For help on creating and publishing custom reports please see the user manual for WinTen Custom Report Writer Preliminary User Manual 97 WinTen WorkOrder Printed Work Order Forms Custom Report Writer also allows your agency to create one or more custom formats for your printed work orders You can choose what inform
144. se different kinds of records contain different fields of information maintain screens vary greatly from one to another You can recognize them because they have many different fields for one record Maintain screens do not have the View Ordered By Filter or Search For option fields at the top of the screen Maintain screens have tabs and or sub tabs when a certain kind of record has more information fields than will fit on the screen at one time Tabs appear near the upper left of the screen just below the title bar and menu bar If a tab has sub tabs they appear at the lower left Not all Maintain screens have tabs or sub tabs You can sometimes open a maintain screen directly from a menu screen e g for some Setup options but you will open most maintain screens by first editing or adding a record from a browse screen Note Some types of records use wizards to walk you through the creation of a new record In those instances you will create new records in the wizard but view and edit individual records on a maintain screen Select Screens Select screens are very similar to browse screens but have a different purpose Select screens help you select the value of a specific field when adding or editing records Whenever you see a field with a lookup icon on a maintain screen or in a wizard you will use a select screen to choose the value of that field Pressing F4 from the field or clicking its lookup icon will open its select sc
145. sh to delete on the Main tab of the Maintain Unit Information screen v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Preliminary User Manual 73 WinTen WorkOrder CHAPTER 17 Print Work Orders You have various options for printing your work orders You can print a work order automatically when you create it See Use the Add Work Order Wizard and Step 5 Work Order Dates You can choose at any time to manually print individual work orders or batch print unprinted ones If your agency uses the Custom Report Writer program you can create one or more custom formats for your printed work orders See Plan Reports and Printed Work Order Forms Topics addressed in this chapter include e Manage Printing e Print a Single Work Order e Batch Print Work Orders Manage Printing The Print Preview screen and the Print dialog box allow you to view and print your work orders Topics addressed in this section include e Preview a Work Order e Printa Work Order Preview a Work Order You may choose to preview a work order before you print it or even if you are not printing it you may choose just to view it on screen You can use the Print Preview Screen to preview your printed work orders To Open the Print Preview Screen v Select the work order you wish to view on either the Browse Work Orders screen or the Maintain Work Orders screen See Manage Work Orders with Browse Maintain
146. sis of the filter The From and To fields set the date range to include in the report Job Filter The Job Class and Job Code fields filter based on your agency defined Job Classes and or Job Codes Priority Filter The Priority field lets you filter based on your agency defined Priorities Project Filter The Project Number field filters based on your agency s projects Your agency defines your projects in the Tenant Accounts Receivable program For more information please see the user manual for that program Report Order and Report Groups Options The Report Order and Report Groups options let you group related work orders together and choose the sort order for the report Report Order The Print Order By field sets the sort order of the items on the report You can order by PHAS Code Priority Project Number Tenant Name or Work Order Number Preliminary User Manual 80 WinTen WorkOrder Report Groups The Group By field lets you group related work orders together You can group by Crew Employee Job Class Job Code PHAS Code Priority or Project For example if you Group By PHAS Code all work orders with the Resident Generated Emergency PHAS Code will be grouped together under the heading Resident Generated Emergency all work orders with the Resident Generated Non Emergency PHAS Code will be grouped together under that heading etc Within each group the report will sort work orders by your choice for the
147. step of the Add Work Order Wizard Step 4 Select Employees Step 4 Select Employees Select Empoyee Labor Type Labor ha Employee Name Rawal Bhoj Lewis Mark Popov Dmitriy Karney Kathy Batts John Search Employee A Employee Name Elapsed Time R Labo Batts p ES No ne 03 7317 2005 a 03 317 2005 11 00 Mlnstructions Select Employee Back Cancel This step allows you to enter employee time used to complete this work order Note Step 4 is used by housing authorities that do not add work orders in the WorkOrder program until after their employees have completed them If that is not your agency s practice skip this step The Labor Type option field appears at the top of the screen You will select from a table of employees in the top half of the screen The employee s you select will appear in the selected employees table at the bottom of the screen The two tables are separated by the Search Employee field the Add Employee button and the Remove Employee button The employees you select each contain nine editable data fields Type Employee Name Job Code Start Date and Time End Date and Time Elapsed Time and Rate Type Preliminary User Manual 28 WinTen WorkOrder Labor Type There are four possible types of labor time entries Contractor Charge Flat Time Labor and Travel Use the Labor or Travel type for ordinary employee labo
148. t screen press Esc press Alt C or click the Cancel button Step 2 Select Job Code 12 Add Work Order Wizard Step 2 of 6 i E xj Select Job Code Available Job Codes Default Work Requested Broken Hot Water Heater Pick Up Trash Mow Grass Fix Leaking Faucet Trim Hedges Fixed work code Grounds Upkeep z Painting Vacant Unit Default Work Performed Replace Light Fixture Vac Clean Carpets Vac General Repairs Pick Up Trash Mow Grass Trim Hedges Grounds Upkeep Actual Work Performed Assigned To Crew iN one hed Assigned To Employee None zl Mlnstructions Select Employees Enter the dates for the work order and press the Next button Kea This step allows you to enter information about the work your employees need to do It also allows you to assign the work order to a crew and or an employee Although this step is not required you will usually complete it when you create the work order Preliminary User Manual 24 WinTen WorkOrder The screen for Step 2 is divided into a top half and a bottom half The top half contains three non editable fields Available Job Codes Default Work Requested and Default Work Performed The bottom half of the screen contains five editable fields Selected Job Codes Actual Work Requested Actual Work Performed Assigned to Crew a
149. ter your maintenance employees and contractors and their hourly rates on that screen before you can enter their time on a work order See Maintain Employees To Complete Step 4 v Choose the Labor Type at the top of the screen for the employee time you wish to add Hint For related general help on using a browse screen see Manage Work Orders with Browse Maintain and Select Screens v Tab or click to the Search Employee field and type the first letter or letters of the employee you wish to add optional R Click in the top table to select the employee you wish to add v Press F2 or click the Add Employee button v If necessary repeat the two previous steps to add additional employees v To remove an employee select the employee in the bottom table and then press F3 or click the Remove Employee button Preliminary User Manual 29 WinTen WorkOrder v As necessary tab or click to the Job Code Start Date or Time End Date or Time Elapsed Time and or Rate Type field for any selected employee and edit the value v Press Page Down or click the Next button to go to the next step of the Add Work Order Wizard Step 5 Work Order Dates Step 5 Work Order Dates Work Order Dates Unit O07 Address 510 WILD CAT CT Apt Tenant Name MYKYTUK MICHELE City State Zip LEXINGTON KY 40510 Contact Name MYKYTUK MICHELE Permission to Enter Yes Priority Routine Maintenance DI al WO Type Grounds Upkeep oO P
150. tes Labor 8 YARD Clean Yard per Hour i KEY Door Key Replace E LABOR General Labor 15 Minutes UNLOCK AFTER Unlock Door Non work Hours JUNLOCK Unlock Door JuNcLog Unclag Sink TIOLET Unstop Toilet MOW Mow Grass 5 00 25 00 5 00 3 00 10 00 5 00 7 00 10 00 50 00 Stock Number FOOT Description Light Fixture Hallway Tenant Charges 5 00 A work order Standard Charge contains three data fields Standard Charge Code Description and Tenant Charge Standard Charge Code and Description are required if you wish to use Standard Charges Preliminary User Manual 120 WinTen WorkOrder To Add a Standard Charge v Press Ctrl A or click the Add icon v Tab or click through the fields entering the new Standard Charge Standard Charge Code and Description are required v To save this new Standard Charge press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Edit a Standard Charge v Select the Standard Charge you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Standard Charge To Delete a Standard Charge v Select the Standard Charge you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a Standard Charge you have currently assigned to a work order To Exit this Screen v Press Esc or c
151. the Add Amenity button to assign this amenity to the unit SOS e SS Repeat for each amenity The unit s assigned amenities appear in the Selected Amenities column on the right lt S To remove an amenity from the unit select the amenity in the right column and press Alt UpArrow or click the Remove Amenity button Preliminary User Manual 67 WinTen WorkOrder Hint To add all Amenities press Alt RightArrow or click the Add All Amenities button To remove all Amenities press Alt LeftArrow or click the Remove All Amenities button v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Maintain Unit Activity You can view and maintain unit PHAS actions on the Maintain Unit Information Screen Activity Log Tab The Tenant Accounts Receivable program creates most unit action records automatically as you move tenants into and out of units You can also add edit or delete actions manually if necessary To Open the Activity Log Tab v Press Ctrl Tab or click the Activity Log tab at the upper left on the Maintain Unit Information screen Maintain Unit Information Screen Activity Log Tab by Maintain Unit Information ci x Fie Edit View Tools Help Development 004 Rosemont Dev Entrance Building 1 415 LEXINGTON DRIVE 48 Unit Number 287 Project KYS99P002 G arden Acres Main Amenities Activity Log Lease History Hit eN view Ac
152. this Screen v Press Esc or click the Exit icon Preliminary User Manual 103 WinTen WorkOrder Maintain Statuses Work order Statuses let you track work orders through their life cycles See Plan Work Order Statuses You will use the Maintain Statuses Screen to enter and maintain your agency s Statuses To Open the Maintain Statuses Screen v Press T or click the Status button on the Work Order Setup screen Maintain Statuses Screen 7 Maintain Work Order Status 2 E File Edit View Help Hie 00 80 7 Deferred E Deferred for Contract Maintenance Deferred New PHA Cancelled Cancelled Posted E Review Tenant Charge Completed InProgress E Tenant Cancelled Cancelled E Tenant Contested Posted E Unassigned New E Waiting for Contractor Deferred Waiting for Materials Deferred InProgress Work Order Status Completed Status Groups Completed x A work order Status contains two data fields Work Order Status and Status Group Both are required To Add a Status v Press Ctrl A or click the Add icon v Enter the Work Order Status and Status Group Both are required v To save this new Status press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 104 WinTen WorkOrder To Edit a Status v Select the Status you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the Status To Delete a Status v
153. tivity Date From 03 14 2005 E to 03 14 2005 EI Y Apply Activity Date Phas Event 09 14 2004 Insurance claim water fire etc Joe Smith Slight flooding damage from broken pipes Other Reasons The Activity Log tab contains three option fields and a table of PHAS actions for the current unit This tab also gives you access to the Calculate Vacancy Turnaround function and to the Maintain Unit Activity Types screen For information on unit activity types please see the user manual for WinTen Tenant Accounts Receivable Preliminary User Manual 68 WinTen WorkOrder Topics addressed in this section include e Add Unit Actions e Edit Unit Actions e Delete Unit Actions e Calculate Vacancy Turnaround Add Unit Actions You will use the Add Unit Activity Log Wizard to add unit actions manually and or to edit unit actions To Start the Add Unit Activity Log Wizard v Press Ctrl A or click the Add icon on the Activity Log tab of the Maintain Unit Information screen v See Use the Add Unit Activity Log Wizard Use the Add Unit Activity Log Wizard The Add Unit Activity Log Wizard will guide you through two steps to add or edit a unit action e Step 1 Enter the Activity Information e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cance
154. ts Receivable See Cyclical Actions and Print Work Order Bills from Tenant Accounts Receivable WorkOrder uses the six Status Groups when you choose options for viewing or reporting on your data Because they are built into the program you cannot change or add to them Preliminary User Manual 89 WinTen WorkOrder However your agency can subdivide each Status Group into as many different Statuses as you want The purpose of Statuses is to allow you much greater flexibility in managing viewing and reporting on your data Some agencies find the six Status Groups enough for them If that is the case for you you can simply use those for your internal tracking and reporting You should still define six Statuses one for each Status Group you can even use the same names Many agencies however want more options If you fall into that category here are a few things to keep in mind when planning and using your work order Statuses You can create as many Statuses as you want You must assign each Status to a Status Group Many different Statuses can be in the same Status Group You should create at least one Status per Status Group There should be no empty Groups If your agency would prefer not to use Statuses you should still create six Statuses one for each Status Group Use the same names as the Status Groups A Status can contain letters and or numbers It can be up to sixty characters long but twenty or fewer us
155. ually works best Here are some Statuses you Status Group might consider Status New New Unassigned New Assigned New Dispatched New Working In Progress Waiting on Tenant In Progress Waiting on Materials Deferred Waiting on Contractor Deferred Cancelled by Tenant Cancelled Cancelled by Agency Cancelled Work Completed Completed Abated Completed Posted Posted We recommend the Abated Status to complete emergencies you have abated See Manage Emergency Work Orders For help on setting up your Statuses in the WorkOrder program see Maintain Statuses For help on running reports based on Status see Run Reports Preliminary User Manual 90 WinTen WorkOrder Plan Work Order Priorities A work order Priority typically tells you the source of a work order Where or how did it originate and or how important or urgent it is Is it an emergency You will usually choose a Priority for each work order when you create it At first glance Priorities may look a lot like PHAS Codes However while they are similar they serve very different purposes Ultimately the sole purpose of PHAS Codes is to complete Form HUD 50072 HUD defines what codes it allows there is no flexibility in changing them See PHAS Reporting and Manage Emergency Work Orders There are ten options for PHAS Codes 1 Annual Inspection Emergency Annual Inspection Non Emergency Cyclically Generated Work Order Deferred for Modernization Management Gene
156. uld type a capital letter A but if you press and hold A before pressing Shift you might type something like aaaaaaaA However if you press and hold Shift first you will just type A The same holds true for issuing commands with key combinations that include Alt or Ctrl Focus Using Tab and Enter When you first enter a screen focus is on a particular button or data field The program shows focus with a dotted line around the inside of a button or a flashing cursor in a data field Preliminary User Manual 126 WinTen WorkOrder You can move focus to the next field or option by pressing Tab This usually moves focus down or to the left Move focus to the previous field or option usually up or to the right by pressing Shift Tab Hint If you are in a menu you can also move focus by pressing the arrow keys When a button has focus you can activate it by pressing Enter which has the same effect as if you had clicked the button When a data field has focus you can type data into it On Screen Hints There are three types of on screen hints you can use to help you remember keyboard shortcuts underlined letters tool tips and menu prompts The names of many commands and fields have one letter underlined Whenever you see an underlined letter you can activate that choice by pressing and holding Alt and then pressing the underlined letter If it is for an icon button or menu choice you will execute that command
157. use the Print Report Dialog Box to print a report To Open the Print Report Dialog Box v Select the report you wish to print on the Work Order Reports screen v Choose any filters for the report v Click the Print icon Or click the Print icon on the Preview Report screen Print Report Dialog Box Printer Name faaea E Type HP LaserJet 5 Where IP_10 0 0 240 Font Name Arial DI Restore Report Font Paper Orientation Portrait Paper Size Letter Print Range opies Ze All Number of copies H C Pages from to IV Collate Output Options Paper source Default DI Duplex Jon D e There are five primary fields on the Print Report dialog box Printer Font Name Print Range Copies and Duplex Preliminary User Manual 86 WinTen WorkOrder Font Name The Font Name field shows the default font for the printer you have chosen Changing this field will change the font for all text on the report Hint Available fonts may vary depending on the printer you have chosen and on the fonts installed on your computer To Change the Font v Tab or click to the Font Name field and select the Font To Restore the Default Font v Click the Restore Report Font button Duplex Duplexing prints on both sides of the paper This affects only multiple page printouts You might choose to duplex if you plan to bind the report in some way e g putting it in a three ring b
158. vidual work orders See Enter Work Order Charges A work order Standard Charge contains a Standard Charge Code a text description and the dollar amount of the tenant charge A Standard Charge Code can contain up to twenty letters and or numbers The description can also contain letters and or numbers It can be up to sixty characters long but thirty or fewer usually works best You can make your job easier still by entering some or all of your Standard Charges as default Job Code Items This causes them to appear automatically on new work orders based on Job Code See Plan Job Classes and Job Codes and Maintain Job Code Items If you do not already have a policy on Standard Charges here are some examples you might consider Preliminary User Manual 96 WinTen WorkOrder Description Tenant Charge 8 Globes Replace 7 00 Air filter replace 10 00 Door Key Replace 5 00 Interior door replace 50 00 Unlock Door 5 00 Unlock Door Non work Hours 10 00 Window Screen 1 2 Window 7 00 Window Screen Full Window 8 00 Hint This is only a small sample list most agencies have many more Standard Charges Please contact Tenmast if you would like to see a more comprehensive list For help on setting up your Standard Charges in the WorkOrder program see Maintain Standard Charges Plan Reports and Printed Work Order Forms Before using WorkOrder your agency s management should plan how you will use the program
159. will use the Work Order Settings Screen to enter and maintain this information To Open the Work Order Settings Screen v Press S or click the Settings button on the Work Order Setup screen Work Order Settings Screen 1Y Work Order Settings E puey xj File Edit Help Default Settings MEALA Organization Name TENMAST HOUSING AUTHORITY Street Address 132 VENTURE CT City State amp Zip LEXINGTON KY D Jaren Telephone 877 359 5492 Fax Number 859 367 7480 E mail Address V Post Work Order s with Tenant Charges To Tenant Account Receivable JV Automatically Generate Work Order Number J Remove Consumable Inventory Items Automatically Fiscal Year Begin Month Janay zl Number of Copies to Print 4 Work Order Tax Rate 2 Printed Work Order Format ODemo D Default Unit Search TENSNT NAME e The Work Order Settings screen gives you access to nine different settings Change Color Agency Contact Information Post Work Orders with Tenant Charges to Accounts Receivable Automatically Generate Work Order Numbers Remove Consumable Inventory Items Automatically Number of Copies to Print Work Order Tax Rate Printed Work Order Format and Default Unit Search Verify your choice for each To Change Color you must not be in Edit mode To make any other changes you must be in Edit mode To Enter Edit Mode v Press Ctrl E or click the Edit icon To Save Changes and Leave Edit Mode v Press Ctrl S or click the S
160. yee Time Charges A work order charge contains nine data fields Item Type Stock Number Description Job Code Warehouse Quantity UM Unit of Measure PHA Cost and Tenant Charge You cannot enter or edit charge information directly on the Charges sub tab Instead the program will open a screen that corresponds to Step 3 of the Add Work Order Wizard You can add edit or delete charge information from that screen Preliminary User Manual 47 WinTen WorkOrder Item Type There are four possible Item Types Stock Non Stock Service and Standard Charge Stock Items are items you have entered into the Consumable Inventory program You must have that program and enter the items there before you can charge them to a work order You can choose to enter Service Items in Consumable Inventory or enter them manually in WorkOrder For more information please see the user manual for WinTen Consumable Inventory Standard Charge Items are Standard Charges you have entered on WorkOrder s Maintain Standard Charges screen See Plan Standard Charges and Maintain Standard Charges You must enter them there before you can charge them to a work order You can manually enter Service Items and Non Stock Items regardless of whether or not you use Standard Charges or the Consumable Inventory program Job Code This optional field allows you to assign any charge to a specific job code within the work order This is helpful if your agency runs ma

WinTen² WorkOrder - Tenmast Software

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WinTen² WorkOrder - Tenmast Software