Work Order Management System
1. In this document we will explore the Work Order functionality in TreeWorks and
how you can use the maintenance task information collected for each tree to
create and complete work orders.
2. Why use the Work Order System in TreeWorks?
TreeWorks is tree management software as opposed to simply an inventory
collection tool. By using the TreeWorks Work Order system you can organize and
complete work while simultaneously updating your inventory database. In other
words, by using the Work Order system in TreeWorks you accomplish two
objectives. One, you organize field observations into actual assigned work
orders that can be printed out with maps and given to a work crew o complete.
Second, by completing a work order you’ve now updated the site history of
several trees; ultimately keeping your database current.
TreeWorks uses terms such as “Maintenance Task” and “Work
Order”. Chances are these terms are already in use by your organization so let’s
redefine these two terms as they are used in TreeWorks. TreeWorks
Term Definition Example Maintenance Task A single action required for an
individual tree, stump, or planting site Prune Inspection Fertilize Remove Plant
Work Order A collection of Maintenance tasks assigned to a crew for completion
of work. WO 1: Includes all trees on Main St. that have an associated fertilize
4. What is the difference between a Maintenance Task and a Work Order?
Let’s answer this question by looking at few simple examples that illustrate the
relationship between Maintenance Tasks and Work Orders. In the diagram below,
notice there are three trees listed. Each tree in the diagram has associated
maintenance tasks information. Now let’s look at how we can group maintenance
tasks information into work orders theoretically.
Figure 1 Sample
inventory with associated maintenance task
Note: Work Orders are created by querying the
available maintenance tasks associated with trees in your inventory.
5. Example Work Order
Let’s say you want to create a Work Order that includes
all trees which have a planned pruning task in the maintenance task window.
Based on Figure 1, answer the following questions.
What Tree Sites would be
included in the Example Work Order? Answer: Tree Sites 1 & 3.
If you look at Figure 1, Tree Site 2 does not have an associated pruning task
therefore would not be included in the Example Work Order
Tree Site 1 has an
“inspect task” is this task included in the work order? Answer: No. However
later we will see how you can add other tasks into your search query, but for
this example we’re only interested in pruning tasks.
6. Creating a Work Order by Querying
Using the query tool, select sites which
currently have a pruning scheduled in planned maintenance tasks. After
identifying the individual sites within your query, select the ‘Mass Update’ tab
and click ‘Create Work Order’. (Click on the image to see full size)
7. Creating a Work Order Based on Geography
Users may also want to establish a
work order based on a geographic area rather than just a ‘query by maintenance
info.’ Users can also select the trees to include in their Work Order by using
the ‘Select Features’ tool located in the ‘general tools’ toolbar.
8. With the ‘select features’ tool activated, use your mouse to draw a square
around the proposed work order area. This highlights the individual trees within
area of focus. Then clicking the ‘query’ tool we see our selected records based
on geography. Clicking the ‘Mass Update’ tab, select ‘create new work order,’
just as we would do in a query maintenance info search.
Note: Users can also create a geographically based Work Order by querying
the ‘street’ or ‘park’ fields on which to focus.
9. Logging a Work Order
After creating your work order exit the ‘query’ window
and select the ‘Log Work Order’ tool
TreeWorks toolbar. This initiates the view / log work order window and displays
past and present work orders created in TreeWorks.
10. Double-click ‘Work Order #4,’ the pruning project we recently initiated on
Franklin Drive. This initiates the work order list in which we see each
individual tree site with a maintenance task assigned as part of this work
order. Selecting ‘Show Work Order on Map’ will zoom to the extent of the work
order and create a new layer file with unique symbology. We can now display site
ID #’s to assist field staff in identifying which trees have been completed. In
turn they will reference this information with the database.
11. Updating Task Changes to your Work Order Checking a box in the status field
indicates the work for that specific tree has been completed and updates the
‘maintenance tasks’ pane without closing the work order. Clicking save stores
your changes to the Work Order as it progresses over time.
12.After the status box is checked as complete the tree data turns gray and the
maintenance task is automatically completed in the tree site information window.
13. The following screen shots identify a thematic description of the process
from entering data to completing a work order. Figure 4 .Descriptions and
Add trees and maintanence tasks from the desktop or field
Create Work Order
Select the trees you want included in your work order
Log Existing Work Orders
Print, update, and close out existing wor orders
Figure 4 .Descriptions and
14. Now we understand the process involved in defining the components of a work
order using two different strategies. Having those features selected we
understand how to ‘Create a Work Order’ and view its contents by selecting the
‘Log Work Orders’ tool
in the TreeWorks toolbar. A simple ‘right click’ of the
appropriate Work Order and we can select to view / edit Work Order. In this
window we learned how to select individual trees (components of the greater Work
Order) and identify them as completed.
15. Creating Work Order Reports
Clicking the ‘Print Work Order’ button at the
bottom of the window initiates an itemized, detailed report of the Work Order
identifying specific tree attributes and related work order progress
information. This is a printable report which displays information about one
specific Work Order.
16. Closing a Work Order
Over time our crews have been making progress on this
Work Order. After each individual ‘Maintenance Task’ has been completed and
checked off in the ‘Work Order’ the project has been completed. Click ‘Close Out
Work Order’. This function marks the work order as ‘Completed’ when users select
the ‘Log Work Order’ tool in the future. Users can specify to ‘Hide Closed Work
Order’ to render those previously completed work orders invisible.
17. Generating TreeWorks Reports
Now at the end of the fiscal year we can
generate ‘TreeWorks Reports’ based on Work Orders over a specific time frame.
Select your ‘Generate Reports’
tool from the TreeWorks toolbar.
18. Click the TreeWorks Professional tab followed by ‘Work Order Progress’. This
keystroke will query the user to specify the appropriate time frame. This
selection generates a report which itemizes the work orders over a specified
period of time. The graph display indicates those Work Orders which have been
completed vs. those which are still open.
In this document you learn how tasks can be completed directly
from the Log Work Order form. When tasks are completed in a work order, the
invenory history is also updated. The individual trees will retain a history of
work completed. Using the work order utilities in TreeWorks you are essential
maintaining and updating your database. Street tree inventories are time
consuming and costly, by updating your inventory with regular field observations
and logging work orders you’re keeping your database current. Over time your
tree inventory database will be more valuable then they day the inventory was
finished because now you are building historical records of maintenance
preformed on each tree. Over time you’ll have a wealth of information about your
urban forest that can be used to identify trends and ultimately confirm or deny
the effectiveness of current management practices.