Planon Maintenance Standard Filters

The purpose of this document is to outline the standard filters made available to Planon users in the Role of either "Triage" or “Supervisor” across trades and groups. These filters are intended to provide FO&M and other Planon "Triage" and “Supervisor” users with a set of tools for reviewing, updating, and addressing Planon Work Orders and Preventive Maintenance Orders.

Jennifer Fullerton
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Dartmouth

Where to Access Order Filters

These filters and reports will be available within the following Navigation Items, based on user type:\ \ **Work Control Users:** - Work Administration > Orders - Work Control > Billing Lines > Orders **Supervisor Users:** - FO&M work orders > Work Administration > Orders - Resource Planner > Resource Planner > Unplanned - EP work orders > Work overview – EP > Orders - PM work orders > Work overview – PM > Orders **Technician/Tradesperson Users:** - Technician work orders > Work overview > Orders **Other Users:** - REO work orders > Work overview – REO > Orders - Tuck work orders > Work overview – Tuck > Orders - Conferences and events > Conferences and events > Orders

Click on the In Selection drop down to view a list of available filters.

About The Filters

The filters outlined below have been given numeric prefixes to force sorting within the In Selection list on the Planon orders layout. They are sorted in the following work order: 1. New 2. Active 3. Estimates 4. On Hold 5. Action Required 6. Cancelled/Closed/Complete An example of this numbering can be seen in the screenshot here.

Reported Work Filters

These filters are only available to Facilities Customer Service Center staff or other Triaging areas, such as REO.

### 1.0 The Bench **Purpose:** Displays all newly reported reactive and planned work orders for Facilities Customer Service Center to review before moving to supervisors. **Filter Criteria:** - Status in { WO10, Reported ; RQ10, Reported ; PM10, Reported } - Property <> REO - User-defined type = { Order **OR** PPM order }

### 1.0 Orders Bench (filter by property first) **Purpose:** Designed for REO to display all newly reported reactive and planned work orders and preventive maintenance orders for review before moving to supervisors and/or staff for action. Orders Bench will show users every new work order. Users can filter by property group and then view to see all new orders for say Sachem village. *When using this filter, users should filter by REO property area before navigating to work orders.* **Filter Criteria:** - Status in { WO10, Reported ; RQ10, Reported ; PM10, Reported } - User-defined type = Order

### REO Orders Bench **Purpose:** Designed for REO to display all newly reported reactive and planned work orders orders for REO Trades for review before moving to supervisors and/or staff for action. Users will see every new work order for the REO trades outlined below. **Filter Criteria:** - Status in { WO10, Reported ; RQ10, Reported ; PM10, Reported } - Trade in { REOOPS ; REOEM ; REOGR; REOMT ; REOPT } - User-defined type = Order

New Work Filters

### \[TRADE\] – New Work Orders **Purpose:** Displays a list of all newly submitted reactive and planned work orders ready for Supervisors to review, assign, and delegate work. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = Order - Work Order method <> { Contract ; Preventative Maintenance } - Order Type = STD, Standard - Status = WO30, Reviewed

### \[TRADE\] – New PM Orders **Purpose:** Displays a list of all newly submitted preventative maintenance orders ready for Supervisors to review, assign, and delegate work. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = PPM order - Work Order method = Preventative Maintenance - Order Type = PM, Preventative Maintenance - Status in { PM10, Reported ; PM20, Planned ; PM25, Unplanned }

Active Work Filters

### \[TRADE\] – Open Work Orders **Purpose:** Displays a list of all open reactive and planned work orders which have been assigned, are actively being worked on, or otherwise in progress. **Filter Criteria:** - Trade = \[Trade Code\] - Order Type = STD, Order - User-defined type = Order - Work Order method <> { Contract; Preventative Maintenance } - Status in { WO32, Assigned ; WO35, In progress }

### \[TRADE\] – Open PM Orders **Purpose:** Displays a list of all open preventative maintenance orders which have been assigned, are actively being worked on, or otherwise in progress. **Filter Criteria:** - Trade = \[Trade Code\] - Order Type <> STG, Standing - User-defined type = PPM order - Work Order method = Preventative Maintenance - Status in { PM30, Assigned ; PM40, In progress ; PM20,Planned ; PM25, Unplanned }

### \[TRADE\] – Standing Work Orders **Purpose:** Displays a list of all active, open, or on hold standing work orders which can be used by all tradespeople within a shop. **Filter Criteria:** - Trade = \[Trade Code\] - Order Type = STG, Standing - Work Order method <> Contract - Status in { WO32, Assigned ; WO30, Reviewed ; WO35, In progress ; WO12, Waiting on Customer ; WO39, Waiting on Parts ; WO36, On hold ; WO38, Temporary Fix }

### \[TRADE\] – Contract Work Orders **Purpose:** Displays a list of all open reactive and planned work orders being completed by contractors which have been assigned, are actively being worked on, or otherwise in progress. Includes all active, on hold, or waiting statuses. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = Order - Work Order method = Contract - Status not in { WO10, Reported ; WO11, Rejected ; WO40, Technically complete ; WO45, Work complete ; WO50, Administratively complete ; WO60, Cancelled }

### \[TRADE\] – Contract PM Orders **Purpose:** Displays a list of all preventive maintenance orders being completed by contractors which have been assigned, are actively being worked on, or otherwise in progress. Includes all active, on hold, or waiting statuses. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = PPM order - Work Order method = Contract - Status not in { PM10, Reported ; PM80, Technically complete ; PM85, Work complete ; PM35, Administratively complete ; PM50, Cancelled }

### \[TRADE\] – Estimates **Purpose:** Displays a list of all estimate work orders either in an “estimates status” or which have been assigned the Order Group: 02.16, Estimates, which have been assigned, are actively being worked on, or otherwise in progress. Includes all active, on hold, or waiting statuses for both PM and WO codes and all order types for estimate statuses. **Filter Criteria:** - Trade = \[Trade Code\] - Order group = 02.16, Estimates - Status not in { WO10, Reported ; WO11, Rejected ; WO40, Technically complete ; WO45, Work complete ; WO50, Administratively complete ; WO60, Cancelled ; PM10, Reported ; PM80, Technically complete ; PM85, Work complete ; PM35, Administratively complete } - User-defined type in { Order ; PPM order } ***OR*** - Trade = \[Trade Code\] - Status in { WO22, Estimate costs ; WO21, Obtain approval ; WO31, Approved ; WO23, Costs rejected }

On Hold Work Filters

### \[TRADE\] – On Hold Work Orders **Purpose:** Displays a list of all open reactive and planned work orders which have been moved to an on hold or waiting status or have received a temporary fix. **Filter Criteria:** - Trade = \[Trade Code\] - Order Type = STD, Order - User-defined type = Order - Work Order method <> { Contract; Preventative Maintenance } - Status in { WO36, On hold ; WO12, Waiting on Customer ; WO39, Waiting on parts ; WO38, Temporary Fix }

### \[TRADE\] – On Hold PM Orders **Purpose:** Displays a list of all preventative maintenance orders which have been moved to an on hold or waiting status or have received a temporary fix. **Filter Criteria:** - Trade = \[Trade Code\] - Order Type = PM, Preventative Maintenance - User-defined type = PPM order - Work Order method <> Contract - Status in { PM70, On hold ; PM11, Waiting on Customer ; PM56, Waiting on parts ; PM75, Temporary Fix }

Action Required Filters

### \[TRADE\] – Technically Complete Orders to move to Work Complete **Purpose:** Displays a list of all open reactive and planned work orders and preventative maintenance orders which have been marked as tentatively complete by a tradesperson. These orders should be reviewed, and the work verified complete, then moved to a status of *WO45, Work complete* or *PM85, Work complete*. Once the status is updated, they will be removed from this filter and displayed on the Closed Work Orders filter. **Filter Criteria:** - Trade = \[Trade Code\] - Status in { WO40, Technically complete ; PM80, Technically complete }

### \[TRADE\] – 7 Days Aging Work Orders **Purpose:** Displays a list of all open, active, or on hold reactive and planned work orders which have a reported on date in the last 7 days prior to today. This filter is dynamic and will update at the start of each day automatically. Orders in a status of *WO40, Technically complete* are included in this filter and will not be removed until they are moved to a status of *WO45, Work complete*. This filter is intended to mirror the data displayed in the FO&M Dashboard Open Work Orders report available under FO&M Reports in Planon. **Filter Criteria:** - Trade = \[Trade Code\] - Order type <> STG, Standing - User-defined type = Order - Reported on Between { &STARTOFDAY &D-13 } and { &STARTOFDAY &D-7 } - Status not in { WO11, Rejected ; WO45, Work complete ; WO50, Administratively complete ; WO60, Cancelled }

### \[TRADE\] – 14 Days Aging Work Orders **Purpose:** Displays a list of all open, active, or on hold reactive and planned work orders which have a reported on date between 14 and 29 days prior to today. This filter is dynamic and will update at the start of each day automatically. Orders in a status of *WO40, Technically complete* are included in this filter and will not be removed until they are moved to a status of *WO45, Work complete*. This filter is intended to mirror the data displayed in the FO&M Dashboard Open Work Orders report available under FO&M Reports in Planon. **Filter Criteria:** - Trade = \[Trade Code\] - Order type <> STG, Standing - User-defined type = Order - Reported on Between { &STARTOFDAY &D-29 } and { &STARTOFDAY &D-14 } - Status not in { WO11, Rejected ; WO45, Work complete ; WO50, Administratively complete ; WO60, Cancelled }

### \[TRADE\] – 30 Days Aging Work Orders **Purpose:** Displays a list of all open, active, or on hold reactive and planned work orders which have a reported on date greater than or equal to 30 days prior to today. This filter is dynamic and will update at the start of each day automatically. Orders in a status of *WO40, Technically complete* are included in this filter and will not be removed until they are moved to a status of *WO45, Work complete*. This filter is intended to mirror the data displayed in the FO&M Dashboard Open Work Orders report available under FO&M Reports in Planon. **Filter Criteria:** - Trade = \[Trade Code\] - Order type <> STG, Standing - User-defined type = Order - Reported on <= { &STARTOFDAY &D-30 } - Status not in { WO11, Rejected ; WO45, Work complete ; WO50, Administratively complete ; WO60, Cancelled }

Cancelled and Closed/Complete Work Filters

### \[TRADE\] – Cancelled Work Orders **Purpose:** Displays a list of all cancelled reactive and planned work orders. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = Order - Work Order method <> Preventative Maintenance - Order Type = STD, Order - Status = WO60, Cancelled

### \[TRADE\] – Cancelled PM Orders **Purpose:** Displays a list of all cancelled preventative maintenance orders. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = PPM order - Work Order method = Preventative Maintenance - Order Type <> STD, Order - Status = PM50, Cancelled

### \[TRADE\] – Closed Work Orders **Purpose:** Displays a list of all closed and completed reactive and planned work orders. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = Order - Work Order method <> Preventative Maintenance - Order Type = STD, Order - Status = WO45, Work Complete

### \[TRADE\] – Closed PM Orders **Purpose:** Displays a list of all closed and completed preventative maintenance orders. **Filter Criteria:** - Trade = \[Trade Code\] - User-defined type = PPM order - Work Order method = Preventative Maintenance - Order Type = PM, Preventative Maintenance - Status = PM85, Work Complete

Modifications to Standard Filters

## Heating Plant For all filters for the trade HP, Heating Plant, additional criteria are applied that exclude all orders related to Metering. The meter technician is billed at the HP rate and therefore a member of the HP trade, but reports to a member of Engineering, rather than to the Heat Plant supervisor. Work orders and preventative maintenance orders for this technician are given an order group of **01.18.06, Metering.** Therefore this order group is excluded from the HP filters. Add additional criteria: Order Group <> 01.18.06, Metering

## Real Estate Office The Real Estate Office has multiple trades: REOOPS- REO Administration, REOEM- REO Equipment Maintenance, REOGR- REO Grounds Workers, REOMT- REO Maintenance Workers, REOPT- REO Painters. All filters for this group include all of these trades. Replace Trade = \[Trade Code\] with Trade in { REOOPS ; REOEM ; REOGR; REOMT ; REOPT }

## ORL The Office of Residential Life includes several trades: ORLOPS- ORL Dorm Administration, and ORLMT- ORL Dorm Maintenance. All filters for this group include both trades. Replace Trade = \[Trade Code\] with Trade in { ORLOPS ; ORLMT }

## Project Management The Project Management office consists of three individual trades: PMA, PMB, and PMC. Filters for this group include all three trades. Replace Trade = \[Trade Code\] with Trade in { PMA ; PMB ; PMC }

## FO&M An additional set of filters has been created for FO&M leadership and users who support all trades. These filters include all FO&M trades in the trades filter.