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Orders

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An order refers to a maintenance task that is scheduled for an individual device or system in the Building Service Structure, a component object in the Component Structure, or an object associated with another VertiGIS FM product. Orders can be generated programmatically as part of a maintenance strategy, based on the rules defined in the maintenance strategy's interval; or manually, as individual, standalone events.

Orders can be associated with devices and inherit the device's location data. This allows them to be viewed on integrated web maps.

The Orders section on the device or object details page lists the scheduled orders for that device or component.

maintenance-strategy-orders

Orders section on the device details page

Orders allow you to track the progress of any work efforts that are required on a device or component. At any given time, an order has a status of Planned, In progress, or Finished.

Orders can be associated with smaller tasks or work items in the form of checklist tasks, work orders, and subcontractions. You cannot manually change the status of an order to Finished until all of these smaller work items have themselves been marked as complete. When you change the status of the last outstanding checklist task, work order, or subcontraction to complete, the system programmatically changes the status of the order to Finished.

View Orders

You can view all existing orders in the Search menu.

To View Existing Orders

1.In the left pane, expand Maintenance and click Search.

maintenance-search

2.Under Search > Objects, click Orders.

The orders display in the table.

search-measures

Orders in Search Menu

Orders associated with a specific device can be viewed on the device details page, in the Orders section. The Orders section shows orders that are part of a maintenance strategy and those that are standalone.

device-details-orders

Orders Section on the Device Details Page

Individual Orders that are not associated with a maintenance strategy have no data in the Interval column.

Order Statuses

Orders always have one of the three statuses below, as indicated by the State field on the order details page.

Order Statuses

Status

Description

Planned

No work associated with the order has begun.

In progress

Work items associated with the order are underway.

Finished

All items associated with the order have been completed. An order cannot be marked as Finished if any checklist tasks, work orders, or subcontractions on the order details page have not themselves been marked as completed. When you mark the last outstanding checklist task, work order, or subcontraction is marked complete, the order's status programmatically updates to Finished.

When you view a list of orders on the search page or in the Orders section on the device details page, the table shows one of the symbols below that corresponds to the order's status.

Order Status Symbols

Symbol

Description

order-symbol-green

The intended deadline is in the future.

order-symbol-red

The intended deadline has passed, and the order is overdue.

order-symbol-yellow

The present time is between the lead time and the intended time, or the present time is between the intended time and the follow-up time.

order-symbol-tick

The order is complete. The table only displays these rows only display if you select the Include History filter in the Advanced search feature.

Filter

If you need additional criteria to sort a large number of individual orders, you can expand the Master Data tab and use any of the additional search fields.

individual-orders-advanced-search

Additional Search Fields Available

Rescheduling Orders

Orders can only be rescheduled by a user with administrative privileges.

Order Details

The Order details page is accessed by clicking double-clicking an order in the Orders section on the device details page.

The order details or component details page includes the sections and data points below.

Device/Component

The Device or Component section of the the order details page contains the general device details or component details of the device or component associated with the order.

Maintenance Strategy

If the order was generated as part of a maintenance strategy, the order details page contains a maintenance strategy section on the left side. This section contains information about the maintenance strategy that generated the order.

order-details-maintenance-strategy

Order Details Page for Order That Is Part of a Maintenance Strategy

If the order is a standalone measurement or inspection and is not associated with a maintenance strategy, this section is empty.

order-details-no-maintenance-strategy

Order Details Page for Standalone Order

Device/Component Order

The Device Order or Component Order section contains the information fields below. To edit these values, you must edit the order.

Device/Component Order Details

Detail

Description

Example

Type

The type of order required for the device or component. Selectable options are stored in the Type of Order catalog.

Check

Inspection

Malfunction

Screening

Service requirement

Servicing

Technical Inspection Authority

Trade

A field used to determine which people can be assigned to an order in the Responsible field. 

Brickwork

Cleaning

Electrician

Responsible

The employeecontact, or team responsible for the order. Must be selected from an entry created in VertiGIS FM Contact Management.

Obermeyer, Olaf

Intended deadline

The date the order should be completed on.

06/29/2026 00:00

Maintenance contract

Whether a maintenance contract exists for the device or component.

Yes

No

Maintenance contractor

The company that carries out the order.

Dienstleistungs GmbH

Pageable

Whether the appointment can be outsourced to another person or contractor if the responsible is unable to do it.

Yes

No

Estimated costs

The estimated cost for the implementation of the order.

5000

Number

The number of the order. This is generated programmatically and cannot be edited.

20220099

State

The current status of the order (Planned, In progress, or Finished).

Planned

In progress

Finished

Importance

How important processing the order is.

Immediately

Short-term

Long-term

Not carried out

A check box that can be selected if the order is being closed without the required work being completed.

Yes

No

Completed

A check box that can be selected if the order has been completed.

Yes

No

Start of execution

The date the order was started. This field is only visible if the Completed check box is selected.

06/26/2023 00:00

End of execution

Automatically filled with today's date. This field is only visible if the Completed check box is selected.

06/29/2023 01:37

Executed by

The person who completed the order. You must select a contact or company stored in the Contact Management module.  This field is only visible if the Completed check box is selected.

Obermeyer, Olaf

Protocol

How the order was completed or the result. This field is only visible if the Completed check box is selected. Selectable options are stored in the Protocol catalog.

Passed

Failed due to defect

Some of the information fields above are only displayed in the edit form if no values are selected or entered in them.

If the Map section is available on the order details page, the order's location is shown on one of two maps:

on a web map from a VertiGIS Studio application that has been integrated with VertiGIS FM.

on the Open Street Map (OSM), a basic map that shows the location of assets using location and address data stored in the VertiGIS FM database. The OSM is available for all clients who do not have any VertiGIS Studio projects.

open-street-map-4

Asset Location Shown Using the Open Street Map

If the OSM is activated and does not appear on the order's details page, ensure the order is associated with a street address. The location of a real estate, building, floor, construction stage, or room is displayed based on its street address in the VertiGIS FM database. The location of an object like a door, gate or window is displayed based on the address of the real estate, building, floor, construction stage, or room selected in the Installed In field on the object's details page. Refer to Buildings Hierarchy for more information.

Refer to Open Street Map Viewer for information about viewing your assets on the OSM.

web-map-1

Building and Maintenance Assets Shown on an Integrated VertiGIS Studio Web Map

If your organization has integrated its own VertiGIS Studio web map with VertiGIS FM and mapped a layer to orders, you can click the Locate (icon-locate) icon on the order details page to manage the GIS feature associated with the order.

studio-102

Locate Icon on the Device Details Page

Clicking the Locate button opens the Edit Object workflow. This allows you to move the location of the order's corresponding feature in the GIS, unlink the order and the feature so that changes to the item in the GIS are not reflected in the VertiGIS FM database (and vice-versa), or delete the GIS feature so that the order only exists as an object in VertiGIS FM.

The Maps section does not appear on the order details page if orders are not mapped to any layers in an integrated VertiGIS Studio web map and the Open Street Map (OSM) is not activated.

Checklists

The order details page includes a Checklist section if the checklist has been applied to the maintenance strategy interval that generated the order. All tasks in the checklist must be set to "yes" before the order can be marked Finished.

orders-checklists

Tasks in a Checklist Associated with the Order

Refer to Checklists for more information.

Work Orders

The Work Orders section lists the items to be carried out internally by an employee for the order. All items in this section must be marked as complete before the order can be closed.

work-orders

Work Orders Section on the Order Details Page

Refer to Work Orders for more information.

Subcontraction

The Subcontraction section lists the items to be carried out externally by a contractor for the order. All items in this section must be marked as complete before the order can be closed.

subcontraction-1

Subcontraction Section on the Order Details Page

Refer to Subcontraction for more information.

Time Recording

The Time Recording section lists time logs an employee has spent working on work orders within the order.

order-time-recording

Time Recording Section on the Order Details Page

Time recordings are added to this section when a work order is updated.

order-time-recording-3

Button to Add Time Recording when Adding or Updating a Work Order

Refer to Complete a Work Order for more information.

Invoices

In the Invoices section, you can log incoming invoices associated with the order. To add an invoice, click the Add (icon-add) icon and fill out the form with relevant information.

order-invoices

New Invoice Form

Removal of Material

The Removal of Material section lists the removals that have been logged as part of any work orders within the order. Like with Time Recordings, a Removal of Material is logged when you add or update an associated work order.

order-remove-of-material-3

Removal of Material Form When Updating a Work Order Associated with the Order

Orders

The Orders section (within the order details page) allows you to add notes about purchase orders, including payment and delivery information. You can add a purchase order note to the order by clicking the Add (icon-add) icon.

Defects

The Defects section lists the defects that have been logged against the order. Refer to Defects for more information.

Follow-up Orders

The Follow-up Orders section lists orders that were generated automatically because a task on the checklist associated with the maintenance strategy interval that generated the order was unable to be completed. Follow-up orders can also be created manually. Refer to Follow-up orders for more information.

Appointments

The Appointments section lists the scheduled appointments (a call or in-person meeting) that are associated with the order. Appointments are action items that can be scheduled for any object in VertiGIS FM and are not to be confused with maintenance strategy orders.

To add an appointment for the asset, click the Add (icon-add) icon in the Appointments section on the details page.

When an appointment is completed, it is converted to a note and shown in the Notes section.

Note

The Notes section lists notes that have been posted in relation to the order.

It also lists completed appointments as notes.

Finish Report

The Finish Report section allows a user to enter comments when the order has been completed. This section is only visible when the order status has been marked Finished.

History

The History section serves as a log of updates made to the order.

order-history

History Section on the Order Details Page

Documents

The Documents section lists the documents, including image files, associated with the order. Refer to the Document Management chapter for more information, including instructions on how to upload a document.

Any documents uploaded on the maintenance strategy details page for the maintenance strategy that generated the order display in this section. Additionally, you can attach documents specifically to the order by clicking the Add (icon-add) icon.

If any of the sections noted above do not appear on the details page, you may need to edit the section authorization to show them.

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Documentation Version 1.0