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One question that often comes into Blue Mountain RAM Technical Support is: “Our Reviewers spend a lot of time sending work orders back for work plan completion. How can I ensure that the work plans we include with a work order are always completed before the work order is sent to the REVIEW status?” Sometimes the Work Plan Template “Required” checkbox is assumed to accomplish this, which leads to a second common question for our Technical Support team: “I have the Work Plan marked as required, but technicians are still advancing their work order to the REVIEW status without completing the Work Plan. What is wrong here?

This blog addresses both questions. Throughout this blog, I will cover:

  1. What the Work Plan Template “Required” Checkbox is
  2. What the Work Plan Template “Required” Checkbox does
  3. How you can ensure Work Plan completion before the Work Order is sent to REVIEW

Work Plan Template “Required” Checkbox: Where It Is & What It Does

The “Required” checkbox is only found on an Event’s Work Plan Template window. To open the Work Plan Templates Window, navigate to the View Menu and select Work Plan Templates. Each listing of a Work Plan Template has its own Required Checkbox. Check-marking it ensures the work plan listed on the work cannot be removed from the work. It does not ensure it is completed.

Here is a work order generated from the above event. The Work Plans Window has been opened by selecting Work Plans in the work order’s View Menu. Notice “Required” is a read-only display of what was chosen for the Event’s “Required” checkbox. When checked, it displays “On”. When unchecked, it displays “Off”. Again, Required displayingOn” prevents users from removing the listing of the Work Plan Template. It does not ensure users will complete the template.

How To Ensure Work Plan Completion Before A Work Order Is Sent To REVIEW

Work plans are lists of steps for an activity to be done in a job. A job – or work order – can contain multiple work plans if that is desired. A work plan’s steps can be any combination of simple reminders, a specified order in which to perform a task of the job, readings to be taken and their “Pass” criteria, sign-offs on individual steps, and/or formal procedures to follow from a Standard Operating Procedure (SOP). Organizations want to ensure the efficient performance of work plans at a certain point in the processing of the work order. In this example, it is desirable for work plans on a work order to be completed before the work order transitions to REVIEW. This alleviates Reviewers needing to ask technicians to complete work plans and resubmit for review.

The solution is achieved through manipulating the “Required for Transition” property in the work rule governing the work order. Bear in mind that this solution:

  • Must be applied to every work record rule that governs work orders on which you wish to ensure work plan completion.
  • Will be applied to every work order governed by a rule with this solution applied.

Please know that while some changes to a rule are not immediately “understood” by existing records governed by that rule, this change – specifying a field as being “Required for Transition” – is immediately understood. All records governed by the rule will immediately demonstrate this new behavior.

Here are steps for configuring a work rule to ensure work plans – if listed – are completed before the work order will make a transition to the REVIEW status:

NOTE: We strongly recommend testing all changes in a NON-PRODUCTION ENVIRONMENT, documenting changes and results, before applying them in Production.

1) Login Blue Mountain RAM as an Administrator with the right to edit Work Record Rules.

2) Expand: Sites > YourSite > Dataset Groups > YourDatasetGroup > Rules and highlight Work.

3) In the Record Type Picklist, select the type of work with which you wish to work.

4) Open the rule and put it in Design status so it can be edited (NOTE: Records belonging to a rule in the Design status cannot be processed until the rule returns to the Active status.).

5) Select the Transitions tab, and select the Properties sub tab.

6) Look at the intersection of the OPEN ~ REVIEW Row and the Required Fields Column.

7) Click the Wrench Icon to open the Required Fields Window for the transition of OPEN ~ REVIEW.  The window instructs, “Check the fields that are required for this transition”.

8) Scroll down to the section of Work Plans (Grid) fields & mark 6109 (Completed By) Work Plans (Grid) as being required for the transition of OPEN ~ REVIEW. This will ensure that all Work Plans listed on work governed by this rule cannot transition to the REVIEW until the Work Plan’s “Completed By” has data (the name of the person who completed the Work Plan). This works because data is only present in “Completed By” when the Work Plan’s “Completed” checkbox is check-marked by a user. (NOTE: Do not use “Completed”. A checkbox-control-type field always contains data (yes/no). Therefore, even though it is empty to our eyes, it contains “no” and will not stop a transition since it is empty.)

Showing the “Completed By” field on the Work Record’s Work Plan Window:

9) If desirable, this could as easily be applied to a different transition. For example, as a requirement to transition from OPEN ~ CLOSED if there is no REVIEW status.

10) Save the change to the rule and then change the rule’s status back to Active.

11) Test and verify that the new behavior is exactly what is desired before implementing it in the Production Environment.

When you have questions, consult the Blue Mountain RAM User and Administrator Manuals. If necessary, please contact our friendly Support Technicians at techsupport@coolblue.com with questions. Also, please enjoy calling and speaking with your Regional Sales Manager (RSM) at 800-982-2388 if you are interested in Blue Mountain RAM ideas, training, or services.