Examining Work Order Details

The following tables list and define the default fields available in the different interfaces you encounter when working with work orders.

Work Order Fields

Any of the fields listed below may be available in your Work Order form.

Table 1. Work Order Fields
Actual Prod. Units The actual production units for the work order.

Civic Platform generates a default value for this field from the “Default Production Unit” set up by the system administrator. If enabled, you may enter a range when searching, where the desired number of actual production units is between the upper (From) and lower (To) values.
Alt ID An alternate ID used to identify the application.
Assigned Date The date when work order assignment to a department or individual occurred.
Assigned To Department The department that is responsible for the work order.

Click the Selection icon to choose a department. If you are responsible, click the Current User link to enter your user name in the field. The associated department field then updates to reflect the correct department for the current user.
Assigned to Staff The individual within a department that is responsible for the work order.

Use the drop-down list to choose an individual within the selected department. If you are responsible, click Current User to enter your user name into the field. When you click Current User, the associated department field updates to show the department for the current user.
Brief Description A brief description that helps you to identify the work order.
Channel Reported The communication method used to submit a work order. For example, mail, email, a public internet site, or a phone call.
City The city associated with the work order.
Closed By The person who closed the request.
Closed Date The date when the work order closes. Click the calendar icon located next to the From and To fields to specify a date range. Civic Platform supplies these dates in the corresponding fields.
Closed Department The department responsible for closing the work order. Click the Selection icon to choose a department.
Closed Staff The individual within a department responsible for closing the work order.

Use the drop-down list to choose an individual. If you are responsible, click Current User to enter your user name into the field. When you click Current User, the associated department field updates to show your department.
Contact Email The email address of the primary contact associated with the work order.
Contact First Name The first name of the primary contact associated with the work order.
Contact Last Name The last name of the primary contact associated with the work order.
Contact Middle Name The middle name of the primary contact associated with the work order.
Contact Relationship The primary contact’s relationship to this work order. For example, choose “citizen.”
Contact Type The type of primary contact associated with the work order, such as “applicant.” If you are searching for a work order, use the drop-down list to choose a type.
Cost Per Unit Read-only field that displays the cost per unit.
Detailed Description A detailed work description of the work order.
Direction The street direction designation of the primary address associated with the work order.
Email The email address of the primary contact associated with the work order.
Est. Cost Per Unit Read-only field that displays the estimated cost per production unit, which is defined at the Application Type level by the system administrator.
Est. Job Cost Read-only field that displays the estimated job cost (Cost Per Unit” X “Est. Prod. Units). This value calculates automatically when you save a work order.
Est. Prod. Units The default value for estimated production units.
First Name The first name of the primary contact associated with the work order.
House # Alpha (end) The ending street number that makes up the address. You can enter alphanumeric characters in this field.
House # Alpha (start) The beginning street number that makes up the address. You can enter alphanumeric characters in this field.
Last Name The last name of the primary contact associated with the work order.
Level # (end) The ending level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-storey building/sub-complex.
Level # (start) The beginning level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-storey building/sub-complex.
Level Prefix The prefix for the level numbers (floor numbers) that make up the address.
Middle Name The middle name of the primary contact associated with the work order.
New Status Use the drop-down list to choose the status for the Work Order. See also the description of the Status field.
Opened Date The creation date of the work order record.
Opened Department The department responsible for creating the work order. Click the Selection icon to choose a department.
Opened Staff The individual within a department who is responsible for creating the work order. Use the drop-down list to choose an individual. If you are responsible, click Current User to enter your user name into the field.
Organization Name The name of the organization to which the primary contact associated with the work order belongs.
Owner Name The primary owner associated with the work order.
Parcel Number The primary parcel associated with the work order.
Parts & Costing This field displays the total cost for a work order, which is the sum of the total cost from the Parts tab, and the total cost from the Assignments and Costs tab.
PM Schedule ID The preventive maintenance schedule ID associated with the work order. If enabled, you may enter a range when searching where the desired PM Schedule ID number is between the upper (From) and lower (To) values.
Priority The priority level assigned to the work order. Use the drop-down list to choose the priority level.
Relationship The primary contact’s relationship to this work order.
Reported Date The date of the application report.
Reported Time The time of the application report.
Schedule Date The scheduled date for the work order.
Schedule Time The scheduled time for the work order.
Severity The severity of the work order. Your agency creates the severity levels.
State The state associated with the work order. If you are searching for a work order, use the drop-down list to choose a state.
Status The current status of the work order. If you are updating work order details, you can change this status.

If the “Value Required to Close” error appears when trying to change the Status to close, this means that the system administrator defined that a value must be present in the “Actual Production Units” field to close the order.

Status Group If you are searching for a work order, you can specify what status group the work order status belongs to.
Street # The street number of the primary address associated with the work order (for example, the 150 in 150 N. Main Street).
Street Direction The street direction of the primary address associated with the work order (for example, the N in 150 N. Main Street).
Street Name The street name of the primary address associated with the work order.
Street # (Start/End) The street number(s) of the address associated with the work order.

If the address includes multiple street numbers (for example, a fourplex), you can use the Street # Start and Street # End fields to define the range of numbers. Otherwise, you can specify a singular street number in either field. Agencies can configure the Street # Start and End fields to support range search (adding To-From fields), allowing users to search for one or multiple street numbers within a user-defined range.
Street Suffix The street suffix designation of the primary address associated with the work order.
Street Type The street type designation of the primary address associated with the work order.
Sub Type A more specific classification for the work order. Select the desired sub type from the drop-down.
Total Job Cost Displays the total calculated job cost for the Work Order. If enabled, you may enter a range when searching where the desired total job cost is between the upper (From) and lower (To) values.
Undistributed Costs Displays the undistributed costs for this work order. If enabled, you may enter a range when searching where the desired undistributed cost amount is between the upper (From) and lower (To) values.
Unit Type The unit type designation of the primary address associated with the work order. Enter the unit type of the location associated with the work order. For example, CONDO, APT, or SUITE.
Work Order Description A brief description of the work order.
Work Order ID The number used to identify the work order. When you first create a work order, Civic Platform generates this number automatically. You cannot modify this number. You can however create an alternate ID if needed. You can enter the full or partial work order ID.
Work Order Name Enter the name of the work order.
Work Order Task Identify a work order task on a work order when recording costings. This is possible when the task is marked complete, or associated with a work order task that is complete or currently active.
Work Order Type The type of work order. The type may be a collection of module, type, subtype, and category. Select the desired type from the drop-down menus.
ZIP Code The postal code designation of the primary address associated with the work order.

Group Update Fields

Group Update can be used to update any of the fields listed below and apply the changes to multiple work orders as needed.

Table 2. Group Update Fields
Action By The person responsible for following up on the work orders.
Action By Department The department responsible for following up on the work orders.
Actual Prod. Units The actual production units for the work orders. The default value for this field is generated from the “Default Production Unit” set up by the system administrator.
Assigned Date The date when the work orders were assigned to a department or individual. Click the calendar icon located next to the field to specify a date range. Civic Platform supplies the date in the corresponding field.
Assigned to Department The department that is responsible for the work orders. Use the drop-down list to choose the department. If you are responsible, click the Current User link to enter your user name in the field.

When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Assigned to Staff The individual within a department that is responsible for assigning the work orders. Use the drop-down list to choose an individual within the selected department. If you are responsible, click the Current User link to enter your user name into the field.

When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Closed by Department The department responsible for closing the work orders.
Closed by Staff The individual within a department responsible for closing the work orders. Use the drop-down list to choose an individual. If you are responsible, click the Current User link to enter your user name into the field.

When you click the Current User link, the associated department field is updated to reflect the correct department for the current user.
Closed Date The date when the work orders were closed. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Comments Comments about the work orders in this field.
Completed by Department The department responsible for completing the work orders.
Completed by Staff The individual within a department responsible for completing the work orders.
Completed Date The date when the work orders were completed. Click the calendar icon next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Detailed Description A description of the work required.
Est. Prod. Units This read-only field displays the estimated cost per production unit, which is defined by the system administrator.
New Status The status for the group of work orders.
Opened Date The date when the work order records were created in your system. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Priority The priority level assigned to the work orders.
Reported Date The date the work orders were reported. Click the calendar icon located next to the field to specify a date. Civic Platform supplies this date in the corresponding field.
Reported Time The time the work orders were reported.
Status Date The date the status was set for the work order group in this field.

Costing Fields

The table below lists and defines the fields that may be available when costing a work order.

Table 3. Costing Field Descriptions
Cost Account The appropriate cost account where the units should be added or subtracted from when associating with a work order.
Cost ID The identification number populates automatically when you click the Submit button.
Cost Item The name for the cost item.
Cost Type The appropriate cost type, such as: contract, employee, materials.
Current Asset Usage The current usage of the asset. This field displays only when you are assigning an asset as a cost to the work order, and the asset type is associated with usage types in the administrator portlet.

When you fill value in this field and save, Civic Platform adds a usage record for the asset in the Assets portlet.
Date The date
Description The description for the cost item.
End Time The end time of the assignment or cost item usage. Mark “All Day Event” if applicable.
Fixed Rate The fixed cost rate to be used for the cost item.
Quantity The quantity of items included in this type.

If your agency administrator did not configure the Standard Choice COST_FACTOR, when you add a new cost item to a work order, the Quantity section only allows you to specify one quantity for the cost item.

If your agency administrator configured the Standard Choice COST_FACTOR, when you add a new cost item to a work order, the Quantity section of the Cost Item New form provides several cost factors, for example, Regular, Overtime, and Holiday. You can enter quantities by cost factors.
Record Status This read-only field indicates whether the cost item record is active or inactive in the administrator portlet.
Start Time The end time of the assignment or cost item usage. Mark “All Day Event” if applicable.
Time Accounting Group The Time Accounting group for a human resource. This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting group.
Time Accounting Type The Time Accounting type for a human resource. This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting type.
Time Elapsed The actual work time of the cost item (human resource). It is updated automatically if either Start Time or End Time values are modified, or you can enter a value directly into this field.

This field displays only when you are assigning a human resource as a cost on the work order, and the selected user profile is associated with a Time Accounting type. After you enter values in Time Accounting Group, Time Accounting Type, and Time Elapsed and save, Civic Platform adds a time accounting record in the Time Accounting portlet.
Total Cost Automatically calculated according to the formula below.

If there are no cost factors for the cost items: 

Total Cost = Fixed Rate + Quantity * Unit Rate * Default Cost Factor
If there are multiple cost factors for the cost items: Total Cost = Fixed Rate + Unit Rate * (Cost Factor #1 * Quantity #1 + Cost Factor #2 * Quantity #2 +...+ Cost Factor #n * Quantity #n)
Type The type from assignment or cost.
Unit Rate The unit cost rate to be used for the cost item.
Unit of Measure The unit of measure for the cost item.
Updated Date This read-only field shows when the cost item is last updated in the administrator portlet.
Updated By This read-only field shows the user account that last updated the cost item in the administrator portlet.
Usage/Time Tracking This field contains three parts: Time Accounting Group, Time Accounting, and Time Elapsed.
Work Order Task The work order task associated with the cost. Only the active or completed work order tasks display in the list. This item is not required for a cost entry. Because users can add the same task in a work order more than once, each work order task name has the Task Suffix attached to it, for distinguishing which specific task is associated with the cost. For example, if the work order task of a cost is “on-site inspection-3”, the cost is associated with the “on-site inspection” task that is added the third time to the work order.

Work Order Task Fields

The table below lists and defines fields that may be available for Work Order tasks.

Table 4. Work Order Task Fields
Actual The actual amount of time needed to complete the task, as opposed to the estimated amount of time.
Comments Comments associated with the work order task. Default comments can be entered on the work order template so that they appear with the tasks on the work order when the template is used.
Complete By The worker who completed the task.
Complete Date The date the task is completed.
Cost The total work order cost that is recorded against each specific task. Depending on user permissions, Values in the cost column or the actual may be masked, depending on permissions.
Default Estimate The anticipated number of units of time, such as 3 weeks, that is needed to complete the task. If this field is not marked when adding the task to a work order template, the Duration unit option is disabled.
Description Description associated with the work order task.
Duration Unit The anticipated unit of time needed to complete the task, such as day or week. This field is used in conjunction with the Default Estimate field.
Effective Date The date the task was first active in the software. Administrators can create tasks ahead of time to prepare for use in Civic Platform. The Effective Date must occur before the Expire Date.
Allow Estimate Change The option of whether to allow changes to be made to the estimate.
Expire Date The date the task is inactive in the software. This allows administrators to remove tasks while still maintaining history. The Expire Date selected must occur after the Effective Date.
Order The order of the task in comparison to the other tasks in the work order. This allows for the tasks to be organized in sequential order.
Record Status New work order tasks are automatically set to Active when created. When a task is deleted, it is inactivated in the software. To reactivate a task, look up inactive tasks and use the drop-down list to select the active status.
Standard Operating Procedures The established or prescribed method to be followed routinely for the performance of the task. For example, “Clean sample tube with brush.” To see or modify the SOP, click the link in the work order task tab, as described in Updating a Work Order Task.
Task Code The identification code number for a work order task.
Task Suffix This read-only field displays the number of times that the same task is added in a work order. When a task is first added in a work order, its task suffix is 1; when it is added the second time, the task suffix is 2; and so on.
Updated By The user who last updated the work order task.
Updated Date The most current date the work order task record is updated.
Workflow Task The workflow task that you want to associate with the work order task.
Workflow Task Status The workflow task status that activates this Work Order Task.

Work Order-Related Asset Fields

The following table defines the default work order-related asset fields.

Table 5. Work Order-Related Asset Fields
Comments Comments associated with the asset.
Current Value This read-only field shows the current value of the asset. The value is the result of the asset depreciation calculation that takes the current date as the depreciation end date.
Date of Service The date the asset was initially placed into service.
Depr. Amt This read-only field shows the decline in the asset value by the asset depreciation calculation.
Depr. End Date The end date for the asset depreciation calculation.
Depr. Start Date The start date for the asset depreciation calculation.
Depr. Value This read-only field displays the asset value after the asset depreciation calculation.
Description A description of the asset.
End Location The distance between the start of a linear asset and the end of the work against the asset. If you leave this field blank, Mobile Office takes the end of the asset as the end location of the work. The unit of the end location is the same as that of the asset size.

This field is available only when you edit a linear asset.
ID The identification number used to identify the asset.
Last Update This read-only field indicates when the asset was last updated.
Name The name of the asset.
Salvage Value The residual value of the asset at the end of its useful life.
Short Notes This field displays a link. If you click the link, an Edit Short Notes window displays. You can enter, view, or edit the note for the asset in the Edit Short Notes window.
Size The size of the asset. This field may be required for asset types that belong to the Linear, Node-Link Linear, or Polygon class types, depending on your agency’s settings. Enter the unit of measure in the Unit field.
Start Location The distance between the start of a linear asset and the start of the work against the asset. If you leave this field blank, Mobile Office takes the start of the asset as the start location of the work. The unit of the start location is the same as that of the asset size.

This field is available only when you edit a linear asset.
Start Value The beginning value or purchase price of the asset.
Status The status of the asset. The status will default to active when a new asset is created. Changing the status of the asset will effect the maintenance, availability, and deprecation calculation of the asset.
Status Date The date the asset status changed.
Type The type of asset.
Note:

After you select an asset type, some asset attributes or attribute tables may display below the standard asset fields. The attributes and attribute tables are defined by your agency administrator in the asset template that associates with the asset type. You can enter more information about the asset in the attributes or attribute tables.
Unit The unit of measure for the value entered in the Size field. Your system administrator determines which units are available in this menu.
Useful Life The number of years the asset is expected to be used.