Category Archives: 4 – ML Work Order Admin Functions

Step-by-step instructions for district admins and other managerial roles to perform ML Work Orders™ Software back-end functions including: setup of district sites, spaces and users; managing Work Orders; generating reports and invoices; and managing assets and preventative maintenance. Procedures are tagged by function and applicable user role. For procedural overviews, see the About ML Work Orders™category.

General Admin Functions

ML Work Orders™ offers a simple interface to configure the software to meet your needs. You will find these icons by selecting the Admin  menu in the header and then selecting District Setup and the area that you wish to manage.

Use these 3 steps to start configuring ML Work Orders

Every thing that you can modify uses icons that you can click to take a specific action:

Add IconThe Add Icon (Plus Sign) allows you to add an item to your district. This icon appears in every district setup menu.

Edit IconThe Edit Icon allows you to modify an existing item, such as a building, space, or user.

Delete IconThe Delete Icon allows you to remove items from ML Work Orders. You’ll need to click yes in the pop up message to confirm that you want to delete an item.

 

 

 

A. Manage District Settings

This section contains instruction on modifying the various settings in ML Work Orders. For descriptions of each setting, see 2-c Defining District Fields and Settings.

 Manage District Settings
  1.  Select District Setup from the Admin drop-down menu then select Manage District Settings.

A. Require Labor Hours Before Completing WO:

1. If you would like to it a requirement that labor hours are entered on each work order before the assigned to user is able to complete the job, then choose “Yes” from the drop down menu.

B. Show Requested Completion Date:

1. If you would like to allow all users to enter a “Requested Completion Date” when submitting a work order choose “All Users” from the drop down menu and click Save.

2. If you would only like admin users to have this ability then select “Admin Only” from the drop down menu and click Save.

Requested Completion Date

C. Show Time Room/Area is Available:

1. If you would like to allow users to enter a time when the room or area is available when submitting a work order, but not require this to be filled out, choose “Not Required” from the drop down menu and click Save.

2. If you would like to require users to enter a time when the room or area is available when submitting a work order, choose “Required” from the drop down menu and click Save.

3. If you do not want this field to show up on the request form select “No” from the drop down menu and click Save.

D. Show WO Description on Manage Work Orders Page:

1. If you would like to show the Work Order Description on the Manage Work Orders Page then select “Yes” from the drop down menu and click Save.

E. Show WO Description on My Work Orders Page:

1. If you would like to show the Work Order Description on the My Work Orders Page then select “Yes” from the drop down menu and click Save.

F. Show WO Description on WO Report Page:

1. If you would like to show the Work Order Description on the WO Report Page then select “Yes” from the drop down menu and click Save.

Description MLW

G. Use Generic Spaces:

1. Choose “Yes” from the drop down menu and click Save. Generic Spaces are now active.

Select "Yes" to turn on Generic Spaces
Select “Yes” to turn on Generic Spaces

2. To turn off generic spaces, follow steps 1-2 and select “No” from the drop down.

Generic Spaces

B. Manage Organizations, Campus/Locations, Buildings, and Building Spaces

Manage Organizations:

1. Select Admin > District Setup > Manage Organizations

Manage Orgs Add1

2. Select the (New Organization) Plus Icon to add a new Organization.

3. Enter the Organization Name and Address.

Organization Name

4. Select the Save button and repeat steps 1-3 for any new Organizations.

Manage Campus/Locations:

1. Select Admin > District Setup > Manage Campus / Locations

Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new Campus/Location.

Right click and select open in new tab to view full size

3. Enter the Campus/Location Name.

4. Select the Save button and repeat steps 1-3 for any new Campuses or Locations.

Manage Buildings:

1. Select Admin > District Setup > Manage Buildings

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new Building.

3. Enter the appropriate Campus/Location and the Building name.

Click the add button, select the campus/location, and enter the building name.

4. Select the Save button and repeat steps 1-3 for any new Buildings.

Manage Building Spaces:

1. Select Admin > District Setup > Manage Building Spaces

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new space.

Space Name MLW

3. Enter the appropriate building and space name.

4. Select the Save button and repeat steps 1-3 for any new spaces.

C. Manage Purposes, Trades, and Budget Codes

Manage Purposes (Optional):

1. Select Admin > District Setup > Manage Purposes

mlw-add-purpose

2. Select the (New Organization) Plus Icon to add a new Purpose.

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

3. Enter the Purpose name and select the Save button.

Examples of Purposes:

Repair
Vandalism
Inspection
Security
Inventory
Help
Event
Cleaning
Cosmetic
Maintenance

4. Repeat Steps 1-3 for any new Purposes.

Manage Trades:

1. Select Admin > District Setup > Manage Trades.

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new Trade.

Trade MLW

3. Enter the name of the Trade, select the Trade Type (Maintenance of IT), and select the Save button.

Example of Maintenance Trades:

Cabling
Carpentry
Ceiling
Clocks/Bells
Custodial
Doors and Hardware
Electrical
Equipment Maintenance
Event Break Down
Event Setup
Flooring
General Maintenance
Glass/Window Repairs
Grounds
Hazmat/Waste
Heating/Cooling
Keys and Locks
Lighting
Moving
Painting
Pest Control
Plumbing
Pool
Supplies/Equipment
Walls

Example of IT Trades:

Audio/Visual
Email
Event Setup
Hard Drive
Interactive White Board
Internet Connection
Internet Filter
Laptop
Miscellaneous/Questions (IT)
Mouse
Internet Connection
Password
Printers
Projector
Server
Software Application
Student Database
Telephone Services
Virus

Website

4. Repeat Steps 1-3 for any new Trades.

Manage Budget Codes:

1. Select Admin > District Setup > Manage Budget Codes

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new Budget Code.

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

3. Enter the Budget Code name, description, and select the Save button.

4. Repeat Steps 1-3 for any new Budget Codes.

D. Manage Roles and Users

Manage Roles:

1. Select Admin > District Setup > Manage Roles

Add a new Role

2. Select the (New Organization) Plus Icon to add a new Role.

Manage Roles

3. Enter the name of the Role and select the appropriate permissions. The available permissions include:

1. Approve WOs – Can approve work order requests
2. Assign WOs to Others – Can assign work orders to other users
3. Bypass Approval – Can bypass the approval process when submitting work orders
4. Can be Assigned WOs – Can be assigned work orders to perform work
5. Close WOs – Can officially close out work orders
6. Complete WOs on Behalf of Others – Can complete work orders that are assigned to other users
7. Edit WOs – Can edit work order information
8. Enter Asset on WOs – Can link assets (Equipment) to work orders
9. Enter Budget Code on WOs – Can enter budget code information on work orders
10. Enter Labor on WOs – Can enter labor hours on work orders
11. Enter Purpose on WOs – Can enter a purpose for work orders
12. Manage Assets – Can add/edit assets within the system
13. Manage PMs – Can add/edit PMs within the system
14. View All WOs – Can view all work orders at a specific building
15. View Assets – Can view all assets within a specific building
16. View Labor Report – Can access the work order labor report
17. View PMs – Can view all PMs within a specific building
18. View WO Report – Can access the Work Order Report

4. Select the Save button and repeat steps 1-3 for any new Roles

Manage Users:

1. Select Admin > District Setup > Manage Users

Right click and select open in new tab to view full size
Right click and select open in new tab to view full size

2. Select the (New Organization) Plus Icon to add a new User.

 

3. Enter the user’s organization, first name, last name, phone number, and email address. You have the option to enter a labor rate for those users that will be entering labor hours on the work orders. You will also have the option to enter a default building and space for submitting work order requests.

4. If the user needs a specific role within the system, select the (New Organization) Plus Icon to add a new role.

Add a Role

5. Select the Role, Building, and Request type then select the Save Role Button to add the role.  Repeat this process for any additional roles you would like to grant the user.

You can also give the user Administrative Permissions such as the ability to manage users and permissions, the ability to manage site settings, and the ability to approve requests on behalf of other users.

6. Select the Save button and repeat steps 1-5 for any new users.

c. Setting up Approval Paths

Managing Approval Paths

1) Select the Add icon.

2) Choose the building for which the Work Order needs to be approved.

3) Select the type of Work Order request, this will determine who is approving the Work Order.

4) Add as many approval steps as needed, selecting the individual responsible for approval as appropriate.

Enter the building, type, and approver(s).
Enter the building, type, and approver(s).

 

5) Optional: you can select spaces or trades that will override this Approval path for this Building and Request Type. Overrides will have a different approval. For example a request for electrical work may require different approval than cleaning a spill.

Select Space or Trade for orverrides and the approval.
Select Space or Trade for orverrides and the approval.

6) Click Save to proceed.

To edit an Approval Path, click the Edit icon and follow the same process.

A. Vendors and Asset Overview

The ML Work Orders™ Asset module lets you track fixed and mobile assets and the vendors that you use to install or maintain them. You can track anything from a school’s boiler to a classroom teacher station including important documentation, warranty information, and any recurring preventative maintenance tasks needed to keep your facility running smoothly. Additionally, work order can be linked to your assets allowing you to see the full maintenance record of your district resources.

To learn how to configure ML Work Orders™ to manage your vendors and assets, please see the following sections.