Types of information per work order

Once you have added the various work orders, you need to go through them and make sure you have added all the necessary information.

When having selected a work order from the list, you will see its content displayed. If you want to edit any of the content, you need to first select the edit mode. There are two ways of doing this. There is a green edit-button on the top right of the page. Also, when hovering over a work order, you will see some shortcuts available, one of them is an edit button (the icon with the pen). This means that you can go go directly to the edit mode of a work order as you select it.

The shortcuts available are on the right side of the card as you hover over the work order.

When any edits are done, it’s important to save any changes before moving on. Otherwise, any edits will be lost.

Below is a list of some of the different sections you can add or edit on each work order:

General information

In the general section on top, you can edit the basic information. If you change the group in the drop-down menu, it will swiftly move the work orders position in the list of work orders. 

The SFI code doesn’t have to be a SFI code - it’s any type of coding structure/system you have applied in your company. The work orders positions within each group will also be sorted on this field.

There are two types of statuses per work order on Maindeck. Planning statuses and Execution statuses. The planning status is only to help you keep track of where you are in the process of specifying a work order. As such, you can choose statuses such as “Requires additional information” and “Approved”. The execution statuses on the other hand, is to help you define the status of the work that is to be done. As such, you have statuses such as “In progress”. Planning statuses appear while the project is in the pre-execution stage. As soon as you move the project to the execution stage, the execution statuses will appear. As such, when you move the project to the execution stage, all work orders will be shown as “Not started”. This doesn’t mean that the status has changed, instead it’s just showing you a different status than before. 

The start date can be added or changed at a later stage.

Description

Adding a description of the scope of work is very important. Try to be as detailed as possible. If several parties will be working on a work order together, such as the yard to provide assistance to the crew, then try to describe exactly what will be done by who.

You can add any type of formatting needed. You can also add tables, although please keep in mind that tables in description fields are not displayed properly when viewed on the mobile app.

Documents and images

You can add images and documents to a work order by dragging and dropping it over the Files area. Images will automatically be added to a gallery, and also be included in any PDF-exports you make. All files and images will also be automatically available in the Document center and any other place it will be useful (such as in reporting).

Tags

The tags section allows you to specify a variety of things. The tags on what is to be included covers the things that are to be included in the work order’s scope, and hence also the quotation.

Specify who is going to execute the job. Each job can be executed by the yard, a specialist, the crew, or any combination of the three. This is recommended to fill out for all work orders on the project. It will make it easier to filter the project and generally keep track of different aspects along the project.

Also include who, if any, are to survey the work order.

Connected owner's supply (POs)

Connecting POs and work orders allows you to categorize the owner supply costs. You can make this connection both from each work order as well as from the list of the owner's supply. The latter option is, however, a bit easier and quicker. Owner’s supply will be covered in more detail later in this guide.

Cost items

If you later want a smooth tendering process where shipyard’s can fill out a quotation form that you can quickly import, then you need to add cost items for each work order. 

In order to ensure that your project has all required flexibility on handling cost, you should make sure you add cost items for the work orders that are to be executed by the yard. For work orders that you add from the list of standard work orders, these will be included automatically. For any new work orders, you should make sure these are registered.

Each work order can contain one or more cost items, each being either a per unit cost or lump sum.

Cost items have always been around historically: People used to specify in the description field "Please provide lump sum cost on X and per unit cost on Y". The downside then was the unstructured format which made it impossible to track these later, both during the tender process as well as the execution phase.

Since we are in the planning phase, you are not adding any of the yard quotes at this stage. Instead, these cost items will together produce a template in which the yard can provide you with all the necessary price details. This will be the Excel file you export for the project, which is the next step.