RTA recommends the use of templates to save time and keystrokes when adding like data into the system such as vehicles, vehicle warranties, and tires. The same goes for work orders. Every shop has repetitive work that is performed, so why not use template work orders to expedite the creation of work orders? Rather than adding work order lines one by one, you can use a template and all the work order lines will be added to the work order automatically. Repetitive or multi-line jobs such as PM services, inspections, brake jobs, engine tune-ups, engine rebuilds, tire repairs, putting a vehicle in-service, component rebuilding, and vehicle washes are ideal for templating. If you plan on using the Service Bulletins or the Auto-Create PM Work Orders feature, you'll need to create template work orders. Notes and checklists can be established in templates and brought forward to the work order when the template is applied. This is a great way to standardize jobs and make sure all steps are performedwithout having to reenter the information every time a work order is created!
The process of adding a template is very similar to that of adding a work order. The work order switches apply to templates as well; therefore, you may or may not be prompted for some of the information described due to the settings in the system parameters. Data fields controlled by a switch will be noted (SSx, switch xx). To add a template work order, do the following:
Add Template Work Order: Header Field Descriptions
Add Template Work Order: Add Line Field Descriptions
Repair Type Code: Select a repair type code from the drop down list to identify the type of repair to be performed by the mechanic. These codes are user-definable (SSY). The estimated hours to complete the job and how the costs are accounted for may vary depending on the repair type code selected. Refer to the following table for details.
Code No. | Code Abbr. | VMRS Est. Hours From… | Description |
1 | CHK | CHECK | Used for doing inspections or quick checks on a certain problem or part. |
2 | RPR | REPAIR | Used for doing repairs in certain areas or parts. |
3 | REP | RPLC 1 – 5 | Used for replacing parts. The VMRS code contains five replacement times. The replacement time that gets used is determined by the vehicle difficulty factor. Vehicles can have a difficulty factor ranging from 1 – 5 for various repairs. |
4 | DAM | RPLC 1 – 5 | Used for jobs due to damage or accidents as opposed to jobs from normal wear and tear. The system tracks the costs posted to these jobs in the regular cost categories (parts, labor, etc.) and also in a separate category for accident costs. |
5 | PM | RPLC 1 – 5 | Used for doing preventive maintenance jobs. |
6 | OUT | RPLC 1 – 5 | Used for jobs done by another company. The system tracks the costs posted to these jobs in outside cost categories. |
7-10 | USER-DEFINED | N/A |
If Non-Zero Labor Hours is set to YES in the "Use Flat Labor/Valid Hours" switch, this field must contain a non-zero value. This information is compared to the actual completion time for mechanic productivity purposes. Refer to "Mechanic Productivity".
Add Template Work Order: Add Notes and Checklists
After all jobs have been added to the template work order, you can add or modify line notes, add checklists, or add work order master notes by selecting the appropriate option from the Edit menu or clicking on the corresponding icon in the toolbar. Line notes pertain to a specific job on the template. Master notes and checklists pertain to the entire template work order.
When templates are applied, line notes are always brought forward to the work order; master notes may or may not be brought forward depending on how the "Replace Notes" switch is set (SSI, Miscellaneous I tab, switch 43); checklists will be brought forward only if a checklist does not already exist on the work order.
Changes can be made to templates at any time without affecting work orders already created. To change a template work order, do the following:
The deleted line remains in the template, marked DELETED, but is not added to work orders when applied. Deleting a line from a template does not affect existing work orders.
It's a good idea to delete templates when they are no longer needed so the template file only contains active templates. For example, templates created for one-time service bulletins can be deleted from the system immediately after the service bulletin work orders have been generated. Deleting unnecessary templates shortens up the lookup list and makes it easier and quicker to find the needed template.
Templates can be applied to work orders in three areas of the RTA system.
To apply a template when adding a job to a work order, do the following: