Template Work Orders

RTA recommends the use of templates to save time and keystrokes when adding like data into the system such as vehicles, vehicle warranties, and tires. The same goes for work orders. Every shop has repetitive work that is performed, so why not use template work orders to expedite the creation of work orders? Rather than adding work order lines one by one, you can use a template and all the work order lines will be added to the work order automatically. Repetitive or multi-line jobs such as PM services, inspections, brake jobs, engine tune-ups, engine rebuilds, tire repairs, putting a vehicle in-service, component rebuilding, and vehicle washes are ideal for templating. If you plan on using the Service Bulletins or the Auto-Create PM Work Orders feature, you'll need to create template work orders. Notes and checklists can be established in templates and brought forward to the work order when the template is applied. This is a great way to standardize jobs and make sure all steps are performedwithout having to reenter the information every time a work order is created!

Adding a Template

The process of adding a template is very similar to that of adding a work order. The work order switches apply to templates as well; therefore, you may or may not be prompted for some of the information described due to the settings in the system parameters. Data fields controlled by a switch will be noted (SSx, switch xx). To add a template work order, do the following:

  1. Select WOs > Template WOs from the RTA main menu (WT).
  2. Enter a template number and choose Add. The template number is a text field allowing up to seven characters.
  3. Add the work order header information.
  4. Add work order lines as needed.

Add Template Work Order: Header Field Descriptions

  • Template Number: Enter up to seven characters to identify the template. Use a naming scheme that easily identifies what the job(s) on the template such as PMA, PMB, TINSVC (put tractor in service), and RC12345 (recall campaign 12345). If your PM services vary depending on the type of vehicle, you can indicate the type or class of vehicle-PMACAR, PMATRK, PMABUS, etc.
  • Priority Code (SSI, Miscellaneous I tab, switch 36): Select a priority code from the drop down list. Priority codes help you to prioritize and schedule the shop. Open work order lookup lists are always sorted in priority code first and then by work order number so that work orders with the highest priority always display at the top of the list. This information is used only when service bulletin or auto-created PM work orders are added to the system.
  • Shop Code (SSI, Miscellaneous I tab, switch 17): Enter up to three characters to assign the work order to a specific shop. This shop code might be the equivalent to a "bay" in the shop or an area of the shop (e.g., paint bay or tire shop). Some work order reports allow the option of limiting the output to a specific shop. Be consistent and use the same abbreviation or description when entering shop IDs so the groupings come out as intended. This information is used only when service bulletin or auto-created PM work orders are added to the system.
  • Reason Code (SSM, switch 39-part 1): Select a reason code from the drop down list. Reason codes help you in tracking how many work orders were due to a specific problem in the fleet. Perhaps there is an abusive driver and more work orders are a result of bad driving habits. Perhaps a specific route is rougher on vehicles and therefore generates more work. Whatever the case, the use of reason codes can help you key in on any potential issues. Reason codes are user-definable (SSY). This information is used only when service bulletin or auto-created PM work orders are added to the system.
  • Description: Enter up to three lines of text describing the template. This information is displayed on template lookup lists to help you quickly locate the needed template.

Add Template Work Order: Add Line Field Descriptions

  • VMRS Code (SSM, switch 38): Enter the VMRS code or press F1 to make the selection from a lookup list. These codes describe different jobs that can be done on a vehicle. The number of digits required and the type of lookup list available depends on the setting of the "VMRS System Level" switch. A six-digit code works well for many fleets because it provides sufficient detail without getting too detailed. Refer to "VMRS Codes".
  • Repair Type Code: Select a repair type code from the drop down list to identify the type of repair to be performed by the mechanic. These codes are user-definable (SSY). The estimated hours to complete the job and how the costs are accounted for may vary depending on the repair type code selected. Refer to the following table for details.

    Code No.

    Code Abbr.

    VMRS Est. Hours From…

    Description

    1

    CHK

    CHECK

    Used for doing inspections or quick checks on a certain problem or part.

    2

    RPR

    REPAIR

    Used for doing repairs in certain areas or parts.

    3

    REP

    RPLC 1 – 5

    Used for replacing parts. The VMRS code contains five replacement times. The replacement time that gets used is determined by the vehicle difficulty factor. Vehicles can have a difficulty factor ranging from 1 – 5 for various repairs.

    4

    DAM

    RPLC 1 – 5

    Used for jobs due to damage or accidents as opposed to jobs from normal wear and tear. The system tracks the costs posted to these jobs in the regular cost categories (parts, labor, etc.) and also in a separate category for accident costs.

    5

    PM

    RPLC 1 – 5

    Used for doing preventive maintenance jobs.

    6

    OUT

    RPLC 1 – 5

    Used for jobs done by another company. The system tracks the costs posted to these jobs in outside cost categories.

    7-10

    USER-DEFINED

     

    N/A

  • Quantity: Accept the default value of 1 or enter a new number indicating the number of times this job is to be performed. For example, if you need to do brake jobs on the right and left front wheels, enter 2 as the quantity. The estimated hours will be adjusted accordingly. Line notes can be added to instruct the mechanic on which wheels to do the brake jobs. This saves you from having to add two work order lines for the same job.
  • Estimated Hours (SSI, Miscellaneous I tab, switch 42-part 2): This field is filled in with the estimated hours from the VMRS code. If the estimated hours are 0.0, you'll have a chance to change it; otherwise, this field is skipped. The estimated hours shown varies depending on the job (VMRS code) and repair type. When the template is applied to a work order, the vehicle difficulty factor may be checked and the estimated hours number may be adjusted accordingly. Refer to "How the System Determines the Estimated Time for a Job" for additional information.

If Non-Zero Labor Hours is set to YES in the "Use Flat Labor/Valid Hours" switch, this field must contain a non-zero value. This information is compared to the actual completion time for mechanic productivity purposes. Refer to "Mechanic Productivity".

  • Cause Code (SSM, switch 39-part 2): Select a cause code from the drop down list. Cause codes allow you to track the cause for the repairs-driver reports, accidents, PMs, etc. These codes are user-definable (SSY).
  • Vendor Number (if this is an outside job): Enter the number of the vendor who will perform the work or press F1 to select a vendor from the lookup list (optional).
  • Template Line Notes (SSI, Miscellaneous I tab, switch 15): Enter text to describe the job. These notes are brought forward to the work order when the template is used.

Add Template Work Order: Add Notes and Checklists
After all jobs have been added to the template work order, you can add or modify line notes, add checklists, or add work order master notes by selecting the appropriate option from the Edit menu or clicking on the corresponding icon in the toolbar. Line notes pertain to a specific job on the template. Master notes and checklists pertain to the entire template work order.
When templates are applied, line notes are always brought forward to the work order; master notes may or may not be brought forward depending on how the "Replace Notes" switch is set (SSI, Miscellaneous I tab, switch 43); checklists will be brought forward only if a checklist does not already exist on the work order.

Changing a Template

Changes can be made to templates at any time without affecting work orders already created. To change a template work order, do the following:

  1. Select WOs > Template WOs from the RTA main menu (WW).
  2. Enter a template number or press F1 to select a template from the lookup list.
  3. Make changes to the work order header as needed.
  4. To edit a work order line, highlight the work order line to change and then select Edit > Edit Line from the menu or click on the Edit Line icon in the toolbar.
  5. Make changes to the notes or checklist by selecting the appropriate option from the Edit menu or clicking on the corresponding icon in the toolbar.

Deleting a Job from a Template

  1. Select WOs > Template WOs from the RTA main menu (WW).
  2. Enter a template work order number or press F1 to select a template from the lookup list.
  3. Highlight the work order line to delete and then select Edit > Edit Line from the menu or click on the Edit Line icon in the toolbar.
  4. Choose Delete.
  5. Choose Yes to confirm the deletion.

The deleted line remains in the template, marked DELETED, but is not added to work orders when applied. Deleting a line from a template does not affect existing work orders.

Deleting a Template

It's a good idea to delete templates when they are no longer needed so the template file only contains active templates. For example, templates created for one-time service bulletins can be deleted from the system immediately after the service bulletin work orders have been generated. Deleting unnecessary templates shortens up the lookup list and makes it easier and quicker to find the needed template.

  1. Select WOs > Template WOs from the RTA main menu (WW).
  2. Enter a template work order number or press F1 to select a template from the lookup list.
  3. Highlight the work order line to delete and then select Edit > Delete Template from the menu or click on the Delete icon in the toolbar.
  4. Choose Yes to confirm the deletion.

Applying a Template

Templates can be applied to work orders in three areas of the RTA system.

  • Work Orders: Templates can be applied when adding jobs in work orders and batch work orders (WW, WB, WPL).
  • PM Reports: PM work orders can be auto-created for due PMs by using templates. Refer to "Auto-Creating PM Work Orders" for instructions.
  • Service Bulletins: Service bulletin work orders can be auto-created for special campaigns such as recall work by using templates. Refer to "Service Bulletins" later in this chapter for instructions.

Applying a Template to Work Orders

To apply a template when adding a job to a work order, do the following:

  1. Create a new work order or bring up an existing work order in the usual manner.
  2. Bring up the Add Line window. If you're creating a new work order, this will come up automatically during the process. If you're adding to an existing work order, select Edit > Add Line from the work order menu or click on the Add line icon in the toolbar.
  3. Choose Template.
  4. Enter the template facility and number or press F1 to make the selection from the lookup list.