What are work packages?

What are work packages?

A work package is a delimited delivery: a set of tags, tasks and documentation that belong together and are to be completed and handed over as a whole. It can be a room, a system, a floor, a partial delivery or a completion area.

TABLE OF CONTENTS

• What is a work package?
• What challenges does the module solve?
• Functional overview
• Typical workflow
• Interaction with other modules
• Work package, deviation point and case
• Key concepts

What is a work package?

Without work packages, whoever is handing over has to locate the tags, check that the checklists are filled in, gather the files and assemble the documentation manually. With work packages, the connection is made in advance, and both the progress and the documentation can be pulled out at package level.

The last link in the chain is the transmittal – the formal cover letter that accompanies the documentation out to the recipient, with reference number, revision, signatures and tracking of when it was opened and accepted.

NOTE: Work packages require that the tags and their checklists are already in use. The module requires a licence that must be activated by Telaris; transmittals require an additional separate licence.

What challenges does the module solve?

Typical problems that work packages address:

• Unclear what remains before a delimited part of the delivery is finished
• Documentation that must be gathered manually from many tags at handover
• No shared overview of the progress in an area or a system
• Handovers sent by email with no record of what was sent when
• Disagreement with the client about which revision has been received
• Lack of overview of which deviations are inside a package
  
  

Work packages solve this by:

• gathering the tags, tasks and documentation that belong to the delivery
• showing the progress at package level instead of tag by tag
• building finished document bundles automatically
• sending the documentation as a formal transmittal with reference number and revision
• recording when the recipient opened and accepted the transmittal
• showing the deviation points inside the package

Functional overview

Typical workflow

1. Create the work package with type, customer and system
2. Add the tags the delivery comprises
3. Follow the tasks and checklists on the tags while the work is ongoing
4. Clear up the deviation points registered in the package
5. Sign the package when the work is finished
6. Build the document bundle
7. Create the transmittal, fill in recipient and reason for issue, and send
8. Keep track of when the recipient opens and accepts

Interaction with other modules

• Tags – the tags the package gathers
• Tags – reports and checklists – the documentation to be included
• Punch lists – the deviation points in the package
• Projects – the project the package belongs to
• Tasks – the tasks in the package
• Order – order linking to the work package
• Customers / suppliers – the recipient of the transmittal

Work package, deviation point and case

Work packages, deviation points and cases are built on the same underlying structure in the system. They differ from one another through their type, not through being entirely different things. That is why they behave alike in many areas – they all have a responsible person, status, priority, deadline, files, timeline and signatures.

In daily use they are nonetheless three different tools: the work package delimits a delivery, the deviation point is a finding to be rectified, and the case is an enquiry to be followed up.

Key concepts