Demand Work Order
Introduction
This guide instructs a User on how to submit a Demand Work Order. A Demand Work Order is one of two types of Work Orders in the Hippo. A Demand Work Order is anything ad-hoc, unplanned, or unscheduled.
Definitions
Submit Work Order Form: contains details of maintenance related to a Facility
Enterprise Level: provides access to details related to all facilities
Facility Level: provides access to details specific to a facility
Resource: an individual who performs maintenance work
Instructions
The Submit Work Order form is always accessible via the Submit Work Order Panel located in the top left corner of Hippo CMMS. A User can submit a Work Order at either the Enterprise level or the Facility level.
- Click on the “Submit Work Order Panel”. The “Submit Work Order” form will pop up.
Note: Any field on the form that is outlined in red is mandatory.
- Click in the “Work Order Name” field. Type in the name of the Work Order. We suggest naming a Work Order based on what needs to be completed. For example, “A/C Filter Check”.
If a User submits a Demand Work Order from the Enterprise level, the next mandatory field requires the user to select a Facility from the Facility field’s drop-down menu. This field does not appear if a work order is being submitted at the Facility level.
- Click in the Type field, to select if a Work Order is Location, Equipment, or Vehicle type.
The additional fields that appear are based on the Type of Work Order the User selects.
If a User selects Location, it is possible to:- Find Location by Floor Plan
- View the drop-down menu of the facility floor plans, then click on the “floor plan” name.
- Select the Location from the Locations drop-down menu.
- Find Location by Keyword
- Type in the keyword in the “Search” field
- Select the Location from the Locations drop-down menu
If you select Equipment, it is possible to:
- Find Equipment by Floor plan
- View the drop-down menu of the facility floor plans, then click on the “floor plan” name.
- Select the Equipment from the Equipment drop-down menu or use the keyword search
- Model Type
- View the drop-down menu of the Equipment model types, then click on the “model type” name.
- Select the Equipment from the Equipment drop-down menu or use the keyword search
- Asset ID
- Type in the Asset ID in the “Asset ID” field
- Select the Equipment from the Equipment drop-down menu or use the keyword search
- Find Location by Floor Plan
If Vehicle is selected:
- Select the Vehicle from the Vehicle-drop down menu or use the keyword search
- Next, click on the Description field. Type in a description of what needs to be completed. Generally, this information is directed to the Resource.
- Based on User permissions, a User may be required to complete other mandatory fields. If the “Submit” button is grey, hover the cursor over the button. It will indicate what fields must be entered to submit the Work Order.
- Any other field outlined in grey is optional. Most commonly used are the Resources and Documents fields.
Resources - To associate a Resource with a Demand Work Order, click on the “Resource” field. Click in the Select a Resource field to select the resource name assigned to the Work Order. You can select multiple Resources.
Documents - Click on the dropdown arrow in the field to select a document from the menu. Documents displayed are loaded on the Documents grid at either the Enterprise or Facility level. A User can also upload a document directly to the work order by clicking the blue add (+) icon:
- Name – Type in the name of the document that will appear on the work order
- Description – Type in a description of the document
- Expiration date – Select a date that the document expires
- Add document by:
Web Page - Type in the URL. Click on “view” to open the Web page.
Online Document – Click “browse” and upload a document from the computer. - Click on “OK” to save details.
Other optional fields on the Work Order form include:
Work Category – Contains a list of Work Categories. Work Categories are used to categorize Work Orders. Including information in this field allows a User to do a Work Order Search and Report based on the selected Work Category. For example, a User can run a Report on all Demand Work Orders associated with HVAC. A set of Work Categories are included with the Hippo system. Additional Work Categories can be added by System Admins in Enterprise Admin – Categories and Types.
Subcategory – Contains a list of Subcategories. Including information in this field allows Users to compare different types of work such as seasonal work or insourcing vs. outsourcing. For example, HVAC Summer vs. HVAC Winter. Subcategories can be added in Enterprise Admin – Categories and Types.
Company Category – This contains a list of Company Categories. A User can group Companies into a specific category. Company Categories can be added in Enterprise Admin – Categories and Types.
Company – Contains a list of companies. Adding a Company to the Work Order indicates any outside contractors or vendors that should be used for this Demand Work Order.
Due Date – This is the date the Demand Work Order is due. If the Work Order is not completed before this date, it automatically becomes overdue.
Priority – Set a priority level to the Demand Work Order. Each priority level can automatically have a default number of days to complete. This is setting can be made by a System Admin in Enterprise Admin – Global Settings. Priority can be Low, Medium, High, Urgent, or Critical.
Requested By - The person who is requesting the Demand Work Order if it is other than the User who creates the Demand work order.
Contact Information – The contact information of the person who requested the work order. If an email address is entered, Hippo sends the address a notification once the work order is submitted and completed.
Company Contacts – Contains a list of a Company’s contacts. If a User selects a Company on the Work Order field, this list contains a list of Contacts associated with that company. Contacts are added to companies in Enterprise Admin – Contacts or Facility Admin – Contacts.
Email Contacts – A User can manually add an email address in the Email Contacts field. Type in the e-mail address and click on the blue “Add” button. Address in this field receives all the details of the one particular work order.
Send Email to Contacts – Click to send an email with details of this Demand Work Order to the email contacts added to the Work Order.
Email Status Updates – After adding an email contact, choose to have the contact receive an email for status updates of this Work Order
- Finally, click on “Submit” to submit a Demand Work Order.