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.  

3. Terminology

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 maintenance task.  

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 from the 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 toolbar items                           

Input Data 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 toolbar items

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.        

19. Conclusion

 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.