AOE Machine Shop Job Queue System: Login

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Instructions for the AOE Machine Shop Job Queue System

The submission and completion of a work order to the AOE machine shop requires the following steps:

1. The Faculty advisor and the student contact talk to the Machine Shop personnel about their work order.
2. The Faculty advisor then logs into the AOE Shop Job Queue System and creates a 'New Work Order', by clicking on the respective button and filling out the Work Order Fields:
   
   • Sender and email address (preset to logged in user)
   • Job type (note that correctly classifying a job will avoid delays when the job is processed):

     Research	All research related jobs.
     Maintenance	Non-research maintenance.
     Instruction	Jobs for regularly scheduled lecture and lab courses.
     Emergency	Jobs addressing an immediate threat to safety or department property.

   • Job title
   • Detailed job description and materials required
   • Date needed by
   • Student contact email address
   • 6-Digit charge number for Job related supplies (REQUIRED FOR RESEARCH JOBS). This would normally be the FRS number of the related research project. This charge number will be used to charge machinist time (less any cost sharing) and purchase job specific supplies.
   • Requested department cost sharing of machinist time % (RESEARCH JOBS ONLY). Sponsored research projects originating from proposals submitted before 7/1/04 may request up to 100% cost sharing. Cost sharing of other research jobs requires prior agreement of the department.
3. The new created Work Order is saved in the system, with status 'Unprocessed'. The Faculty advisor must print the confirmation page and use it as the cover for any drawings or sketches to be submitted at the shop. Note that unprocessed work orders do not appear on the main (index) page. To view Unprocessed work orders click on the 'Unprocessed Jobs' button or the 'List My Jobs' button.
4. The shop staff, in consultation with Dr. Devenport, review the submitted Work Orders and drawings, and:
   • Assign an operator
   • Add a time estimate. It is the responsibility of the advisor or student to meet with the shop staff so they can make this estimate. Time estimates won't be made without this consultation, and such jobs will remain unprocessed.
   • Check the job type and correct it if necessary.
   • Based on the time estimate the system designates jobs as 'Small (<=8 Man Hours)' or 'Big (>8 Man Hours)'
   • Change the creation date to that of the drawings submission
   • Change the status of the complete Work Order to 'Accepted'
   The system then assigns a queue number to the Work Order, determined by the Job Type (priority) and Creation Date, then the Work Order appears in the main (index) page.
5. The assigned Operator changes the status of the Work Order to 'Being Processed' when the job is being processed. The Operator and Sender may add comments to the Work Order as needed. Any charges for job supplies will be reported back to the advisor in the case of Research Jobs.
6. The assigned Operator MAY change the status of the Work Order to 'Deferred' if the job may no longer be worked on because of a need of parts, material or specifications. A comment will be added to the Work Order to explain this change of status.
7. The assigned Operator changes the status of the Work Order to 'Done' when the job is finished, and logs the actual time spent on a job. Closed (Done) Work Orders are removed from the main (index) page, and can be viewed by clicking on the 'Finished Jobs' button. Faculty can view the actual time charged on a research job here. If adjustments or modifications are needed after a job has been closed, shop staff will re-open a work order and add the necessary time.
8. Job Type/Priority Definitions
   Emergency and Instruction jobs are considered highest priority and will therefore be queued before Maintenance and Research jobs.
   Maintenance and Research jobs are considered lower priority and will be queued after Emergency and Instruction jobs.
   The queue order within a priority level is determined by the Job's time estimate (Small jobs <8 Man hours are given preference over Big jobs >8 Man hours) and the Job's creation date (first come first served).
   

   Priority	Job Type	Queue Order
   High	- Emergency - Instruction	Small Jobs
   		Big Jobs
   Low	- Maintenance - Research	Small Jobs
   		Big Jobs

9. Status Definitions
   

   Status	Definition	View in
   Unprocessed	Work Order with incomplete information or unreviewed.	Unprocessed Jobs
   Accepted	Work Order and Drawings complete/reviewed; Time Estimate made.	Index
   Being Processed	Work Order is in process.	Index
   Done	Finished Work Order.	Finished Jobs
   Deferred	Unable to proceed because of lack of information and/or materials.	Index