Manage Work Order Projects

Introduction

In D365FO Asset management, you can group work orders in work order pools. The work orders in a pool have something in common, for example, location or a particular job to be done.

We have added functionality that makes it possible to set up a specific project for a work order pool. You can use a work order pool project to get an overview of total costs on your Shutdown, Turnaround & Outage (STO) projects.

Prerequisite

Standard Asset management integrates with the Project management and accounting module in D365FO. Project integration is used to track costs on work orders.

Audience

Maintenance Manager

Overview

Work order projects are used to set up projects in Project management and accounting, which can be used in work order pools in Asset management. This means you can track and analyze all costs from all work orders associated with the work order pool in one project.

When you have completed the setup tasks, next steps are to create a work order pool and then create work orders associated with the work order pool.

The graphic overview below shows the workflow for work order pool projects and related work orders, integrating with the Project management and accounting module.

In work order projects you track costs on the entire project, meaning posted consumption on all work orders included in the work order pool.

Create a work order pool

Work order pools are part of standard Asset management in D365FO. Refer to Microsoft documentation regarding how to create a work order pool.

On the Work order pool card, we have added a Project setup section for work order project integration.

1. In Asset management, select Common > Work order pools > All work order pools or Active work order pools.
2. Open the work order pool you want to use for your STO project.
3. In the Project ID field, select the project you created as an STO project.
4. Activate the Use dimensions from project toggle button (shown in blue color) if you want to use dimension setup from the selected project for cost analysis.

In the lists All work order pools and Active work order pools > the Project ID field, you can easily get an overview of which project is assigned to a work order pool.

Create a work order for a pool

When you have created a work order pool to be used for your work order project, next step is to create work orders and add them to the pool.

Note: Work order pools with a project setup cannot be removed from or added to a work order containing work order jobs. This means that you cannot add an existing work order to a pool unless you remove the jobs from the work order - because a unique project ID (sub-project) is created for each work order job. Those sub-projects are children in the work order project hierarchy.

1. Refer to Microsoft documentation regarding Manually created work orders.
2. When you create a new work order in the Create work order dialog, select a work order pool in the Pool field, which is associated with a work order (STO) project.

Alternatively, you can open a work order pool and add work orders (without work order jobs) to the pool.

1. In Asset management > Work order pools > Active work order pools, select the work order pool.
2. On the Work orders FastTab, select Add line, then select a work order in the Work order field. Most fields on the line are automatically filled out.
3. In the Sort order field, you can enter a number for each work order line to sort the work orders in a specific sequence, if required. Save and update the screen to see the updated sequence.
4. To open a work order from the pool, select the work order, then select the work order ID in the Work order field.

A work order cannot be added to two work order pools with different projects.

The screenshot below shows an STO work order pool with work orders.

Add a work order pool to a request

You can add a work order pool to a maintenance request. If the request is converted to a work order, the work order is automatically included in the work order pool.

1. In Asset management > Maintenance requests, open one of the lists.
2. Select the maintenance request you want to add to a pool.
3. Select Work order pool in the ribbon. The Add to or remove from pool dialog opens.
4. In the Add/remove field, select Add.
5. In the Pool field, select a work order pool related to an STO project.
6. Select OK.

Refer to Microsoft documentation to learn more about standard use of Maintenance requests: Maintenance requests - Supply Chain Management | Dynamics 365 | Microsoft Docs.

Related work orders

In Asset management, you can create related work orders.

A related work order inherits the work order pool from the source work order. If the source work order does not have a work order pool relation, you can select a work order pool in the Pool field during creation of the related work order.

Cost analysis on a work order project

In work order projects you track costs on the entire project, including all consumption from all work orders added to the work order pool. This approach deviates from the standard use of cost tracking on work orders in Asset management where a project is created for each work order, and you track costs on work order jobs.

The focus when working with work order projects and work order pools is focusing on project costs. A work order project may be used for different purposes in your maintenance organization, for example, refurbishment, outages optimization, or vibration analysis.

Refer to Microsoft documentation: Project management and accounting overview | Microsoft Docs for information on how to work with cost analysis on your STO projects.