FAMIS – Maintenance Projects

Table of Contents

Project Configuration
Project Tracking
Cost Tracking
Payment Tracking
Change Order Tracking

Project Configuration

 

Create Project:
Define Standard Work

Define Maintenance Project

Define Maintenance Project

Go to Attributes Tab and enter the proper fund source FAS000021 = INFRASTRUCTURE MAINTENANCE ASSESSMENT
FAS000022 = PLANT FUNDED ASSESSMENT

attributes

Project Tracking

 

Project without existing work order
Access the Project Work Bench from FAMIS. The easiest method is clicking the MP Work Bench Quickpick button famis-xi-home
Select the proper Fund Project and click the view-plan button. project-workbench
Click thephases-button

button

project-plan
On the Phase Summary Form, Click the add button phase-summary
On the Phase Form, enter the description in the top line phase
Enter the Status as SCHEDULED phase1
On the Phase Form click the override button to enter a specific location for this work. When the location is specified click the OK button on the Override form. If known type the building number shown

project-override

Or click the lookup button next to the Building text box and use the Building lookup form. Type part of the name of the building in the text box next to “Find…” then click the Find button.

buildings

Select the proper building from the results and click the OK button

building results
If outside, use “9900SU” as the building id.

Upon Clicking the Ok button FAMIS will present a message about setting the status to SCHEDULED causing a work order to generate. Click the Yes button. forms
On the Phase form click the estimate button. Enter the estimated amount of the work in the Invoice field of the Estimates form. Click the OK button. estimates
A shortcut to the Work Order Form is to right click in the WO Number text field and access the View/Edit… menu item. phase2
Or, when the data is complete on the Phase form click the OK button. The new work is shown in the phase list. Make note of the Work Order Number form-work-order-number
Next, assign a project manager and crew on the Work Order. This is necessary to do Cost Tracking later. Access the Work Order Form. In the General Information section of the in the Work Order form click the Assigned To LOV – search and choose as described below. This will be the Project Manager. (This image represents the completed form after data input)

work-order

On the Find Employee form search for the project manager and the results will also display the crew. Pick a valid crew. In the Primary Labor section enter this crew. Note that this crew is the crew that needs to be chosed on POs so that the POs properly attach to the work orders. In addition, the “Requester” to be entered on the Purchase Order form will need to be a member of whatever crew is assigned in the Primary Labor section of the Work Order form. find-employee
If it is desirable to track the Requester of the work then specify that here by selecting the Request button and enter the Requester name Last, First MI. request-information
Next click the Attributes Tab and enter the Work Type from the MP Intake form work-order4
PLEASE NOTE:If a phase and/or work order is accidentally applied to the incorrect project then the work order should be closed and the phase should be canceled. A new phase and work order should be created. Find the wo-closing Quickpick. This launches the Work Order Closing form. Query in the form for the Work Order and set the status to CANCELED
work-order-closing
Project with existing work order
Verify that there are no costs associated with the existing work order before continuing with this section. If there are new costs create a new Work order. work-order1
Change the Assigned to to be the Project Manager. Change the Crew to be the PM’s Crew, using the lookup if necessary. Clear out the location information except for the Site. Change the Type to CORRECTIVE. Click the Conv to Proj… button work-order2
Select the add to existing project option. Use the lookup to find the proper project if necessary. work-order3
Click the Ok button on the CONV_PROJ form. famis-xi-portal
Results display on the Conversion Information form famis-xi-portal2
Go to the Project Plan form and select the work order that is now a phase in the plan. Click the Override button. Set the location information here. famis-xi-portal3
PLEASE NOTE:If a phase and/or work order is accidentally applied to the incorrect project then the work order should be closed and the phase should be canceled. A new phase and work order should be created. Find the wo-closing Quickpick. This launches the Work Order Closing form. Query in the form for the Work Order and set the status to CANCELED work-order-closing2

Cost Tracking

 

Access the Purchase Order Form using the Quickpick button or the drop down menu. purchasing
Enter the following data:
Enter the PO Number from KFS
Place a description in the top text field
Enter the Vendor No as the Supplier. (The Vendor No. can be found using the LOV button or by typing the first five digits of the vendor number on the PO in KFS)
Set the Purchase type to SERVICE
Set the Resquestor to the PM’s netid.
Click the Lines tab
purchase-order
Enter the Work Order number associated with the work.
Enter the Quantity as 1
Enter the PO Amount in the Original Unit Price text field.
Click the OK buttonReturn to the Purchase Order form and place the PO.
detail

 

Payment Tracking

 

Make sure to have the following information from KFS:

  • Invoice Number
  • Invoice Date
  • Invoice Amount

Access the Invoice Form. Locate or enter the PO Number. Enter the Invoice ID and Invoice date from KFS

invoice
Click the Line Items tab. Choose the line item tab to enter the invoice amount. If the invoice amount is less than the PO amount and this is due to a discount or change in price then a purchase change order will need to be done to decrease the PO.
invoice1

Change Order Tracking

 

Access the Change Order Form. Enter the PO Number. Enter the reason for the change in the CO Description field.

Enter 1 in the CO Line field.
Enter “VARIOUS CR” in the Reason Code field.
Enter the $ Change (+/-) field.

Click the Approved button.

Change the PO CO Status to “PLACED”.

Save.

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Keywords: famis, fobs, maintenance, projects