iMaint Help - WO AP Resource sub

Work Order Asset Procedure Resource Sub Tab

Resources represent your labor force, and can be employees and contracted workers. The upper grid on this tab is for maintaining estimates and the lower grid is for maintaining actuals. These two grids are not linked to each other. The estimates show all the estimated items while the actuals show all the actual items for the asset/procedure combination.

There may be estimates with no actuals and actuals with no estimates. If information on an actual line item matches that supplied with an estimate, then the estimated line item’s remaining field and actual read-only values are updated to reflect the issues on the actual line item. They are kept in sync as long as the information between the lines matches.

Checking the complete box has functionality behind it to keep the hours in sync as well. When the user checks the completed box on the estimated line item, the system will automatically create a line item under the actual grid for the user. The new actual line item will have the date the estimated line item was marked complete, use the default labor costs and use the remaining hours that were expected to be applied to the work order. Please note, this functionality will only apply to Resources and not Parts or Misc. Costs.

For example, if the estimated grid says the work order expected the resource to work 3 hours, and the actual grid already has a line item that reads you have used 2 of those three hours already, a new actual line item will be created. When the user checks the completed box, the new actual line item will be added to represent the resources has worked the remaining 1 hour as estimated.

If you have entered a Craft ID first, the system will then only display the valid resources for that craft when you try to look up a resource. Any change (add, edit, delete) to an estimated line item will update the Date Amended and Amended By ID fields with the current date/time and the logged in user ID.

Note: When a line item is created and an estimated hour is entered, it is immediately placed in the Remaining Hours field. You may change the remaining hours, independent of the estimated hours to affect committed hours in the event they need more or less than what was originally estimated.

The actuals grid represents the hours/costs that have been applied to the asset/procedure line item on the work order. The same resources can be issued to the same asset/procedure combination any number of times. You can add, edit and delete an actual line item while the work order is still editable. The resource is issued to the work order asset/procedure line item and the cost transaction log is updated. If deleted, the cost transactions are backed out and the associated totals re-calculated.

Tip: If you have estimated line items that you wish to add to the actual grid, highlight the estimated line and then drag and drop it down into the actual grid.

Upper Estimates Grid:

Field	Description
Completed	A check box indicating if a Resource line item is considered complete. If checked, the resource is considered complete and the remaining hours are considered to be zero in all calculations. If unchecked, the line item is considered open and the remaining hours are expected to be applied. When the user checks the completed box on the estimated line item, the system will automatically create a line item under the actual grid for the user. The new actual line item will have the date the estimated line item was marked complete, use the default labor costs and use the remaining hours that were expected to be applied to the work order.
Line No.	Read-only field indicating the line number of the craft estimate.
Craft ID	A unique identifier for the craft . Examples include Electrical, Mechanical, Inspection, etc. This field accepts numbers or letters (alphanumeric) up to 25 characters, including spaces.
Resource ID	A unique identifier of a resource estimated for an asset/procedure line item. This may not be the person who actually does the work, but the person who is expected to do the work.
Planned Work Date	This date will default from the "Scheduled Start Date" on the work order primary tab. Use the calendar button, which displays when you click in the field, to change the date. The date entered in this field should be the date you plan to start the procedure on the work order.
Estimated Hours	The number of estimated resource hours that a resource will need to spend on the work order for an asset/procedure combination. This field accepts numbers in numeric format (000,000.00) and cannot be negative.
Estimated Hourly Rate	The hourly rate for a Craft line item. This value can be changed if, for example, the work must be done as overtime. Information in this field must be entered in currency format ($000,000,000.00) and cannot be negative. This field is invisible to the user.
Estimated Extended Costs	The estimated extended costs, calculated by multiplying the Estimated Hours by the Estimated Hourly Rate. This field is automatically calculated by the system and is read-only.
Remaining Hours	The number of hours that have not yet been applied on a line item. This is normally the difference between the hours estimated and used, but the user may change the number of hours remaining. Once over-ridden by the user, the new value is used and reduced as hours continue to be applied. When the value reaches zero (or is set to zero) no more hours are expected to be used and the line item is considered closed. This field accepts numbers (000,000.00) and cannot be negative.
Actual Hours	The number of actual resource hours that a line item has applied to a work order for an asset/procedure combination. This field is automatically generated by the system and is read-only.
Actual Extended Costs	The actual extended cost of a line item. This field accepts numbers in currency format ($000,000,000.00) and cannot be negative. This field is read-only.

Lower Actual Grid:

Field	Description
Date	The date a resource worked on a work order asset/procedure combination. The default for this field is the current system date and time, but can be changed by the user.
Craft ID	The type of resource actually used on this work order. Examples include Electrical, mechanical, inspection, etc.
Resource ID	A unique identifier for the person (a resource) who is actually used for an asset/procedure combination. This is the person who actually does the work.
Actual Hours	The number of actual resource hours that a resource has applied to a work order for an asset/procedure combination. The number of hours issued to a work order cannot initially be zero, but may be edited down to zero when making corrections.
Line No.	The line number for the asset/procedure combination. It links line items to estimates.
Shift ID	Indicates the shift during which work is done. This field accepts numbers or letters (alphanumeric) up to 25 characters, including spaces. The value is used in hourly rate calculations.
Pay Type ID	The pay type for a resource. Required only if Actual Hours are specified. Pay Type ID defaults to the pay type marked as 'Primary' in the Pay Type form. This field accepts numbers or letters (alphanumeric) up to 25 characters, including spaces. An example of pay types could include Regular and Overtime. If you have more than one Pay Type ID, for the actual hours worked, you will need to enter multiple lines. Add a line to represent the Regular Pay Type hours and another line to represent any Overtime hours worked.
Hourly Rate	The base hourly rate for the hours on the resource. This field accepts numbers in currency format ($000,000,000.00) and cannot be negative. Zero can be entered, indicating that there is no tracked cost for the hours applied.
Charge Rate	The actual hourly rate applied to a resource. This is the rate actually used when creating cost transactions. This field is automatically generated by the system and is read-only.
Extended Cost	The extended cost for a resource (Actual Hours x Charge Rate). This field is automatically generated by the system and is read-only.
GL Account ID	A unique identifier of the General Ledger Account to use for this transaction. This field can hold a single GL Account ID, in which case all costs go to one account. To enter more than one GL Account, right mouse click on the field and select "Split". Users can then enter any number of GL accounts and a percentage for each in the pop-up window. The percentage must add up to 100. If the user has split costs, then this field displays "-Split-". The user must again right mouse click and select "Split" to see the intended cost breakdown. This field accepts numbers or letters (alphanumeric) up to 40 characters, including spaces.
Comments	Additional comments related to the asset/procedure combination. This field accepts numbers or letters (alphanumeric) up to 40,000, including spaces.

The following fields appear under the grid for Resources Totals. These are the same values which display on the Asset/Procedure Totals tab, and are included here for user reference.

Field	Description
Estimated Resource Hours	The estimated resource hours for an asset/procedure line item. This field is automatically calculated by the system and is read-only.
Estimated Resource Costs	The estimated resource costs for an asset/procedure line item. This field is automatically calculated by the system and is read-only.
Actual Resource Hours	The actual resource hours for all issues of a work order (all line items). This field is automatically calculated by the system and is read-only.
Actual Resource Costs	The actual resource costs for all issues of a work order (all line items). This field is automatically calculated by the system and is read-only.

Click below to continue to other Asset/Procedure sub tab: