Technology+Work+Orders

End User Work Orders.docx Entering a CMCSS Technology Work Order **There are two ways to submit technology work orders.** *Step by step directions are provided below.
 *  If you have reserved the technology (such as a mobile lab) using Resource Reservation, you will receive a confirmation email immediately after you reserve the devices. Save that confirmation email! If any of the reserved devices are not working properly, you can simply REPLY ALL to that email and LIST any specific devices and the associated specific problem. The one email will be translated into work orders by the technology team.
 *  If the problematic device is not a reserved item, turn in a work order through the Technology Work Order System.
 * Direct Link - __ [|http://techworkorders.cmcss.net] __ ( The address will NOT work with a WWW on the front.)
 *  Or from the CMCSS website - __ [|http://www.cmcss.net] __ . Click on the “Faculty & Staff” tab at the top of the page. Click on the “Technology Work Orders” link at the left.

__Work Order Login Screen__ __Create a Workorder__ __Detailed Directions for Creating a Work Order__ 1. Click the “Create A Work Order” link to fill in your work order. 2. Fill in these items (or, when possible, select them from the dropdown menu by clicking on the triangle at the end of the line) on the first section of the page: __LOCATION:__ Choose the location where the technician will actually have to go. __AREA:__ Clicking the “Child Nutrition / Cafeteria employee” check box routes the work order directly to Louis Lee. (for Cafeteria Equipment only) __CONTACT PHONE:__ This is your school phone number. __CONTACT EMAIL:__ The “Contact Email” field is auto populated to the current user’s email address. You may change it if you want somebody else to get notifications. __PROBLEM DESCRIPTION:__ Enter a detailed problem description as accurately as possible. __PROBLEM CATEGORIES:__ There are three problem categories. The most common one, “Equipment / Device” issue requires entering equipment details in the next section. The other two, “Network / Infrastructure Issue” and “Server Setup / Configuration” should be used when appropriate. The next section must be filled in or selected from available dropdown menus if you chose Equipment or Device Issue: __PRIMARLY USED BY:__ Choose from the dropdown menu to identify the primary users of the equipment. __EQUIPMENT TYPE:__ Choose the equipment type from the dropdown menu. __MAKE:__ Once you have selected an equipment type, only available Makes will show as options. Choose the “Make” of your equipment from the dropdown menu. __MODEL:__ Once you have selected the “Make,” only available models will show as options. Choose the “model” of your equipment from the dropdown menu. __SERIAL #:__ Some devices, particularly Dell and Apple computers, will require a serial number. Click in the box to get an active cursor and then type in the serial number. The page checks for acceptable format. If you get an error message, double check the SN for accuracy. __COMPUTER USERNAME, PASSWORD, CONFIRM PASSWORD:__ The fields are not required, but are useful if the user may not be present when the technician arrives.
 *  Sign in with your MyLogIn credentials.
 *  Click “Log In”
 *  Click “Create a Work Order” in the green box.
 *  Fill in all required information (see detailed directions below)
 *  Click the “Submit Work Order” button

Attachment Section - It is not required.
The final section is rarely used, but could be helpful in some situations. File attachments can be used when you would like to take a screen shot of a message you are getting and attach it to the work order. This works just like attaching a file to an email. Just take a screen shot of the error message, click Browse and find the image, and click Add. You will then see the filename in the attachments section.

Submit Work Order
When all areas of the work order have been completed, click the Submit Work Order button to process the work order. *If any errors are present, you will see red text describing the problem. Correct any issues and click Submit Work Order again. After you have submitted your work order you will see the screen shot below. This indicates your work order has been successfully completed. __Additional Work Order Resources__ __Printing the Work Order__ In order to help the technician locate the malfunctioning computer, it is often helpful to tape a printed copy of the work order on the equipment to be repaired. __Viewing Your Work Orders__ A listing of all of your submitted work orders appears on your home screen. If no work orders have been submitted then your home screen will be blank. __Cloning the Work Order__ Cloning work orders might be useful if you have multiple computers with very similar issues. Example - You have a mobile lab with 10 computers that need replacement batteries. It is possible to complete a work order on the first computer, then clone the work order 9 more times. This will copy information into all fields and then the user would change only the serial numbers and computer identification number in each cloned work order before submitting. This would eliminate the time required to type in all of the description and equipment information 10 separate times.
 *  Simply click the link to print a hard copy of the work order and tape it to the computer that is not working properly.
 *  From this Work Order list you can see the status of all work orders you have submitted. When repairs for a specific work order are complete, the status will be changed to Closed.
 *  Detailed information for any work order may be viewed by clicking the “View” link beside the work order description. The following information and options are available once “View” has been clicked:
 *  General Information / Problem Description
 *  All History and Technician Comments
 *  Update Option - *If a work order is still open, a teacher can update information, change information or cancel the work order.
 *  Clone Option - *This is not a frequently used feature, but it can be helpful in some situations. (See detailed directions for Cloning Work Orders below)
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Comment Option - Users can add comments for a technician at any time in this process by clicking in the comments box and then updating.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> The list may be printed by clicking the “Print” link. The printed version of the list shows the complete comment history. [[image:https://lh3.googleusercontent.com/L7qxh6ydap-g0dioPMH-F8qE1vYlsZdYkVrXVoGlbP89XiQ8L1YQtc5JLZL8kWRR_8DU3orqiVG3yC-br1k1o7f2KU0SzrST51-apcK9wspljDWhnfZI-RMWWm8ffOXz]]
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Create and Submit the Work Order for the first computer in your similar group.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> From the Home screen, find the work order you just created, and click “View” at the end of the description.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> On this screen, you will see the CLONE option.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Click the Clone button.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> You will see a template window with all information included from your master work order.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> CHANGE necessary information ( Serial Number, location, etc...)
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Click “Submit Work Order” (a new work order number will be assigned)
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Repeat the steps until all similar work orders have been created.

*Notes
__Contact Us__ <span style="background-color: #f0f0f0; display: block; font-family: arial,sans,sans-serif;">Published by Google Drive – [|Report Abuse] – Updated automatically every 5 minutes
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Once a work order has been assigned to a technician, the user will no longer be able to change the details. The user can always add additional comments or file attachments. Just enter text in the “Comment” box or file attachments area and then click the “Update” button.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Important: The comments box is the best way to communicate with your technician concerning the work order. This is where folks often use the “Contact Us” link in error.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> The “Clone” function is available on every work order you’ve ever entered. This has the potential to be a real time saver. Just click the button, modify any fields as necessary and submit. You could enter twenty work orders in less than a minute.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> Finally, the entire history of the work order is available in the “History” section. Every action on the work order is recorded: assigned to tech, updated by tech, updated by user, etc. Each has a date and time, and indicate the user who took action.
 * <span style="font-family: 'Times New Roman'; font-family: arial,sans,sans-serif; font-size: 11pt; text-align: left;"> The “Contact Us” link is only for submitting questions or concerns regarding the Technology Work Order WEBSITE! __Do not use this feature to communicate with technicians about a work order.__ That feature is available from the View section of each individual work order.