Life of a Work Order

Before the Work Order

Getting properly set up in Umbrava will make your ability to manage your work and facilities a simple and smooth process.

To get started, you will need to make sure you have your account properly set up. Check your user and company settings to review permissions and company information.

You can find more information on Permissions here.

Check the priorities that you have set for work orders. Priorities are passed along to give a timeframe on when work is expected to be addressed and completed.

You can find more information on Priorities here.

Make sure your Service Locations are up to date in Umbrava, and you are good to get work started!

A great tool to use throughout your Work Orders life is the Work Summary Dashboard. The Work Summary Dashboard will tell you when a work order has any actions that need to be taken, or when you have pending proposals or invoices. Use it to keep track of what needs to be addressed in the moment.

Creating the Work Order

Once your information has been put into Umbrava, creating a Work Order becomes simple.

Creating the work order uses the information that you've already put into Umbrava. Select your location Describe your issue in the Scope of Work Select the trades that this issue relates to Input your work order Type Select your Priority for work order completion Once that information is set, you are able to create the work order. For more information on creating a work order, click here. If you have set up a vendor to be auto-assigned, the vendor will automatically fill in the Assign Vendor field. Auto-Assign details can be found here. Hitting the 'Create' button will create the work order and get the work going.

Running the Work Order

Now that the Work Order has been created, the issues can start getting fixed. 

The work order contains all information that is needed to fix the issue.  You can keep notes and documents in the work order, and share them to any vendor that gets assigned to the work order. For a deeper dive of the everything inside of a Work Order, please click here.

Assigning a Vendor

Taking all of the information that was entered during creation, we want to assign a vendor to fulfill the purpose of the work order and complete the work.

If you need to add your vendor to Umbrava, you can create a vendor and assign that created vendor the work order. You will be able to track any work done with that vendor through Umbrava.

For information on Creating a Vendor, click here.

To assign a vendor, you will want to create a Purchase Order to assign and send to a vendor. A purchase order is a document that outlines a buyer's need for a good or service. A purchase order gives work to a vendor and shares the information that is needed to complete the work that you have put in your work order.  

When selecting a vendor, there is information that should be checked to give the vendor the work.

1. Check the information in the vendor profile.
2. Check the vendors service areas to make sure they service your area.
3. Check the vendors rates to make sure they can operate within budget.

This information can be gathered while looking to assign a work order. From the work order, you go to the Purchase Orders section below the work order details, and add a purchase order. Search for your vendor, and assign them to the purchase order. Set the Vendor NTE (Not To Exceed) and save. This will pass your work order information along so that the vendor can view and accept the work.

The process of assigning a vendor is explained in more detail here.

Work Order Progress

Once the purchase order is assigned, the vendor can get started on the work. The vendor will go to your location of the work order by the First Trip SLA and in an ideal situation, resolve the problem within the costs of the Vendor NTE. 

In the situation where that is not what happens, the vendor can assess the situation and provide a proposal to complete the work. 

The Vendor will submit a proposal on the work order. This proposal will contain the costs to complete the work remaining on the work order.

For more information on Proposals, please click here. You can review the proposal and if it is acceptable, you can approve the proposal.  This automatically changes the vendors NTE, sends the vendor the approval, and allows them to get started on completing the repairs.

Completing the Work Order

After the work has been completed, its time to verify the work and close out the work order. Verify that the problem defined in the work order has been completed and confirm the Purchase Orders are complete. Once all of your purchase orders are completed, your work order will move to the 'Work Complete' phase.

Reviewing and Approving Invoices

Invoices that have been submitted by a vendor will appear in the Work Order as well. Any invoice that has been submitted to you will be in the invoices tab of the work order. Once the invoice is reviewed and ready to be billed, it can be approved. You can mark a payment on an invoice to track any action on the invoice.

More information on invoicing in Umbrava can be found here.

Closing Work Out

Once the above is complete, you can close the Purchase Order and the Work Order is done!