01 Work Order Entry Form

8/3/2019 01 Work Order Entry Form

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FUNCTIONAL DESIGN

Modified eAM Work Order Entry Form

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Topical Essay

CSX Intermodal is a multi-modal form of transportation that uses rail and road to efficiently move consumer goods in containers and trailers throughdomestic and international supply chain. CSX pays for the repairs to equipment entering, exiting and stored in its facilities. The Repair Vendors evaluates

each repair and enter Work Order (WO) through Oracle eAM module. The out of the box Work Order entry form is lengthy with many unnecessary fields.

This document outlines the basic business needs and functional requirements for the customization of Work Order Entry form.

Current State

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Unnecessar y

Zones



Future State: Header Section of Work Order Entry Form

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Header Section of Work Order Entry Form: Field Definitions

Field Type DescriptionSupplier Name ReadOnly/

RequiredThis field will be auto-populated based on the supplier’s login.

If the user is internal, they will be able to select a Supplier and manually create invoicing on their behalf.

Address ReadOnly This field will be auto-populated based on the supplier.

Repair Equipment Type Required Dropdown LOV:- Container - Chassis- Trailer - Hostler - Lift Equipment

Depending which equipment type, is selected, certain fields are not active.

Business Type Required This field will a drop-down LOV based on Repair Equipment Type selection and user.

If the user is a member of the ISS Staff or CCT Maintenance User Group, then the LOV should includeboth “In Service” or “Termination.” Otherwise, the only option in the LOV should be “In Service.”

Service Location Required This f ield is the physical locat ion where the repair was made, based on values in the Supplier Table. I f only one option is present, that should be the default. If more than one value is present in the Supplier Table, the system should default as null; a drop-down LOV should display all options for that supplier.

Repair Equipment Mark / Repair Equipment Number

Required The Repaired Equipment is comprised of two segments: “Mark” and “Number.” The Repaired Equimentshould be a validation against eAM Asset Table for a match, else do not allow the work order to besubmitted.

Field is only active if the equipment type is ‘Container,’ ‘Chassis,’ or ‘Trailer.’

Load / Empty / Bare Required Dropdown LOV:- Load

- Empty- Bare


Pool Type ReadOnly Pool Type will auto-populated based on equipment identifier in Asset Table. Pool Type value will null if the equipment is not found in the eAM Asset Table.


Manufacturer Optional/ If the equipment type is ‘Container,’ ‘Chassis,’ or ‘trailer’…

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Field Type DescriptionRequired/ReadOnly

The ‘left column’ version of the field should be active (See screenshot)… the ‘center column’ versionshould be inactive.

If business type = ‘In Service’,and the estimate cost is greater than USD450, then this field will be

required (validated upon invoice submission).

Otherwise, the field is optional.

If the equipment type is ‘Lift’ or ‘Hostler’The ‘left column’ version of the field should be inactive (See screenshot)… the ‘center column’ versionshould be active.

Field will be populated based on the Repair Equipment ID, per the asset table.

Date Built Optional/Required/ReadOnly

If the equipment type is ‘Container,’ ‘Chassis,’ or ‘trailer’…The ‘left column’ version of the field should be active (See screenshot)… the ‘center column’ versionshould be inactive.

If business type = ‘In Service’,and the estimate cost is greater than USD450, then this field will berequired (validated upon invoice submission).

Otherwise, the field is optional.

If the equipment type is ‘Lift’ or ‘Hostler’The ‘left column’ version of the field should be inactive (See screenshot)… the ‘center column’ versionshould be active.

Field will be populated based on the Repair Equipment ID, per the asset table.

Associated Equipment Optional This f ie ld wi ll contain the associated unit . This f ie ld wil l be a combination of Mark and Number.


Foreign RR PO Number Optional/Required

This field will contain the foreign railroad’s PO; field is required if the Damage Responsibility line item is“Owner” and the Equipment Owner is not “CSX.” (Damage Responsibility is in the line items section,therefore, this validation should be evaluated upon attempt to process the work order)


Work Order Number ReadOnly Work Order Number is auto-assigned upon creat ion; generated in non-repeating sequence

Work Order Date ReadOnly (Current Date)

Work Order Status Required Defaults to values based on activity, but may be modified via LOV.

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Field Type Description

"In-Service" Work Order Statuses:- Pending Vendor Review

o Assigned upon Work Order creation if created by a member of the ISS Staff, CCT

Maintenance Staff or Lift Maintenance Staff

- Maintenance in Processo Assigned once vendor acknowledges work order created by CCT Maintenance Staff,

Lift Maintenance Staff, or ISS Staff, and adds an estimate under the thresholdo Assigned if Repair Vendor creates a work order directly with an estimate under the

thresholdo Assigned if CSX approves “Pending CSX Approval” Work Order

- Pending CSX Approvalo Assigned once vendor acknowledges work order created by CCT Maintenance Staff,

Lift Maintenance Staff, or ISS Staff, and adds an estimate over the thresholdo Assigned if Repair Vendor creates a work order directly with an estimate over the

threshold

- Declinedo Option available to CCT Maintenance Staff, Lift Maintenance Staff, ISS Staff users

- Complete

- Cancelledo May be manually set by Repair Vendors, if a declined Work Order will not be

corrected/resubmittedo May be manually set by ISS Staff or CCT Maintenance Staff

"Termination" Work Order Statuses- Complete

o Assigned immediately upon Work Order submission if business type = “Termination”.

This should be the only option available (no HOLD, etc)

Estimate Amount Required/ReadOnly

If the user is a member of the ISS Staff, CCT Maintenance, or Lift Maintenance Staff, this is anenterable field.

Else, the field is a ReadOnly sum of the line items.Lift/Hostler ID Required The Lift/Hostler ID should be a validated against eAM Asset Table for a match, else do not allow the

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Field Type Descriptionwork order to be submitted.

Field is only active if the equipment type is ‘Hostler’ or ‘Lift.’

Engine Hours Optional User input… Field is only active if the equipment type is ‘Lift’ or ‘Hostler.’

BPA Number ReadOnly Determined based on Supplier Project ID ReadOnly Expenditure Org will be auto-populated by system based on Project Accounting Logic.Task ID ReadOnly Expenditure Org will be auto-populated by system based on Project Accounting Logic.

Expenditure Type ReadOnly Expenditure Org will be auto-populated by system based on Project Account ing Logic.

Expenditure Org ReadOnly Expenditure Org will be auto-populated by system based on Project Accounting Logic.

Comments Optional Free-form text and/or populated by supplier (RV)

Approval Notes Optional Free-form text and/or populated when CSX updated Invoice status to ‘Approved’

Declination Codes / Description ReadOnly Populated based on code selected when CSX declines an invoiceDeclination Notes Optional Free-form text entered to support declination codes entered when CSX declines an invoice

Attachments Required/Optional

Add/update/r emovefunctionality

Required only if Equipment Type is ‘Container,’ ‘Chassis’ or ‘Trailer’ and the Estimate Amount >= repair threshold.

(Standard FND ATTACHMENTS feature)

Line Item Details SectionIf the user is a member of the ISS Staff, CCT Maintenance, or Lift Maintenance Staff, there is no requirement for a line item

section. Else, see the CCT Invoice MD-050 and Lift Invoice functional requirements… form section, field definition, andvalidation logic is identical.

See master templates for layout.

Audit Trail/Notes SectionSee the CCT Invoice functional requirements and Lift Invoice functional requirements… field definition is identical.

See master templates for layout.

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User Procedures

User groups include:

- Internal: CCT Maintenance Staff

- Internal: Lift Maintenance Staff

- External: ISS Staff

- External: Suppliers

The WO Entry form will be available to the External Suppliers via Portal where other related forms will also be available e.g. CCT

Invoice and LIFT/HOSTLER Invoice entry forms.

The Internal users will access the WO Entry form via Oracle.

Assumptions

This design assumes that the following statements are true:

The Suppliers will be assigned a custom responsibility to enter only their WOs.

ISS Staff, CCT Maintenance Staff and Lift Maintenance Staff can create WOs on behalf of any valid suppliers.

The Suppliers’ credentials to log on to the Portal will already be in place and communicated to the User(s).

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Documents

01 Work Order Entry Form