Departments

Setting up departments

A department is the center or area that is responsible for the maintenance of equipment, such as an asset, a position, a system, or a location. The department coordinates the work, assigns the appropriate crew, plans the work, and approves respective work orders.

When defining equipment, assign it to a department. The department can be modified if needed on work orders. When creating work orders for maintenance or repairs to equipment, the system rolls up the associated costs to the department of the work order.

Set up a default store for each department as well as a default supervisor. When reserving parts for a work order, the system stores them in the specified store.

To set up departments (see screenshots below):

Select Equipment > Setup > Departments.
Click "New Record".
Specify the "Department" name and description.
Specifiy the "Organisation" for this department.
Specify the "Class", "Default Supervisor", and "Default Store".
"Screener": Specify the user responsible for screening work requests for the department.
"Account Segment Value": Specify the general ledger account code segment that represents the department in your accounting structure.
Click "Save Record".

Delete / Deactivate a department

You cannot delete departments if they have already been used elsewhere in the system. If previously used, a department can however be deactivated so that it no longer appears in the list of departments to choose from.

To delete a department (see screenshot below):

Select Equipment > Setup > Departments.
Select the Department to delete
Click "Delete Record" (litter bin symbol).

To deactivate a department (see screenshot below):

Select Equipment > Setup > Departments.
Select the Department to deactivate
Select the "Out of Service" check box to indicate the department is no longer in use.
Click "Save Record" (floppy disc symbol).

Associating tools with departments

Associate tools with departments for scheduling purposes. Once you have associated a tool with a department, the system allows you to schedule the tool on a work order for the department.

To associate tools with departments:

Select Equipment > Setup > Departments.
Select the department with which to associate a tool, and then click the "Tools" tab.
Click "Add Tool" ([+] symbol).
Specify the "Organisation" to which the tool belongs
Select the "Tool" to associate with this Department.
"Quantity": Specify the available quantity of the tool.
"Rate": Specify the hourly rate for the tool.
"Hours": Specify the number of hours the tool is available.
Click "Submit" (floppy disc symbol).