Olsen X user manual

1. Choose EN for this English guide. The button names below match the English interface.
2. Check the environment before saving: YIKO is for customer records; Demo Setup is for practice. Demo visitors share the Demo Engineer identity and should take turns.
3. Open Time & activities. Check the name shown under Operator / mechanic recording time. Recorded time belongs to that signed-in person, not automatically to the assigned person on a WO.
4. Click Start shift when your working day begins. One person can have one open shift and one running activity.
5. Keep this guide in a separate tab. The green links below open the working screen in a new tab so you can switch back to these instructions.

What you should see: Your name and shift start are visible. If you already have an open shift, continue that shift.

1. Mechanics record work, named time periods, material quantities and returns without seeing prices. Financial pages, rate posting and billing exports also check the role on the server.
2. Only Michael can assign financial roles for the existing YIKO team accounts. Unassigned accounts use the mechanic view. These assignments do not invite anyone or change access to the YIKO site.
3. Supervisors and storemen can review rates, post material reports, view purchasing and billing, and close the shared WO.
4. In Demo Setup, switch Demo role on this page to practise both sides. The switch is a fictional training control for that browser; it grants no YIKO access. Demo Engineer time and records remain shared.

What you should see: Use the correct role for the task. Each worker’s hours remain attributable even when another person confirms their rate.

1. Planning: agree the scope, machine, priority, required controls and expected resources. Nominate the responsible supervisor and the lead worker; record the supervisor and agreed responsibility in the WO work description. The lead / assigned person is not the entire work party.
2. Stores: check actual available quantities and compatibility before issuing parts. A parts catalogue entry is not proof of stock availability. Record verified counts and approved purchase orders / receipts where parts are missing.
3. Supervisor and work party: agree readiness, the work location and responsibilities. Select everyone participating under Work party, SJA & LOTO and record the required on-site acknowledgements. The same worker may appear on both SJA and LOTO.
4. Execution: every signed-in worker clicks Start shift and Start job for their own activity. Several people may work on the same WO at the same time. Record actual issued and additional parts on that WO.
5. During the shift: End job when stopping, changing activity or leaving the task. Record waiting with its reason separately; an open WO does not mean a running labour timer.
6. End of each shift: every worker ends their activity and clicks End shift in Time & activities. Hours are retained without requiring the worker to see or enter a rate. Keep the WO open / in progress. Record the WO number, completed work, remaining work, parts status and isolation handover in the machine shift-handover notes using the site procedure.
7. Next shift or next day: reopen the same WO number. Review the handover and current site conditions; record new or renewed work-party acknowledgements as required by the site procedure. Each worker starts a new shift and a new job period. Earlier hours, parts and confirmations remain attached to the same WO.
8. Review: the supervisor checks progress and all participants’ entries across shifts. Ended periods stay recorded while the WO remains open. X-LCC personnel utilisation uses completed personal shifts; confirmed WO costs do not require the WO to be closed.
9. Completion: after the full scope is finished and site completion / return-to-service checks are satisfied, every worker stops their timer. A supervisor or storeman confirms all labour rates and reviews every material report, used and extra parts and physically returned unused parts. The planner or supervisor documents final checks and handover in the completion note.
10. Close once for the whole work party: a planner or supervisor clicks Complete work order after operational review and financial reconciliation by supervisor / stores. Closure is blocked while any WO period is running or awaits cost confirmation, or any material report is unresolved. End job and End shift never close the WO. Mechanics cannot view prices, confirm rates, download billing or close the shared order.

What you should see: One WO remains the common record for the entire task, regardless of the number of workers, shifts or days. Each person’s time remains separately attributable.

1. Click Work orders. Open the required saved WO and check its WO number, Asset and Assigned person before recording work.
2. For a new job, click New work order. Select the machine, Task category and a clear work description.
3. Review the proposed part and person. Use the override controls if needed; verify the exact machine model, serial range and part compatibility.
4. Choose the work location, required work controls, work type, priority and due date. Required fields must be filled before submission.
5. Click Create work order. Check the saved WO number and machine. Save the WO before opening another screen.

What you should see: A saved WO is available from Work orders. Creating the WO does not start a labour timer or issue stock.

1. Keep the saved WO open. Open Manuals in a separate tab and select the correct machine or document.
2. Open an Installed document and verify its model and applicability. Awaiting or OEM file required means a verified document is not yet available.
3. Return to the WO and find Work party, SJA & LOTO. The guidance links open in another tab, keeping your unsaved entries on the WO.
4. Select every participating worker. The same person can confirm both SJA and LOTO: tick each required acknowledgement for each selected person after the on-site checks and briefing.
5. Record the site notes and the separate SJA and LOTO evidence. Confirm the on-site declaration, then click Confirm on site & start work. These are recorded acknowledgements, not separate electronic signatures.
6. To add workers later, use the same section and click Save additional work-party confirmation. Earlier records remain visible with participants, evidence, recorder and time.

What you should see: The WO is ready for work recording. The timer is separate from the safety confirmation.

1. Open the saved WO. Under Job time — Start job / End job, check Operator / mechanic recording time.
2. Click Start shift if shown. Select Activity, such as Productive maintenance / WO work or Productive tool work.
3. Enter Task / waiting reason. For Productive tool work, enter the Tool name / equipment number.
4. Click Start job. Check Your job timer is running. It continues while you visit other pages.
5. Click End job before leaving the job, changing activity or taking a break. The hours are saved without closing the WO.
6. Mechanic: after End job, your hours show Awaiting supervisor / stores review. You do not enter or see hourly prices.
7. Supervisor / storeman: open Confirm labour rate for each worker’s ended period. Confirm currency and actual hourly cost, and any agreed billable rate, then click Add recorded hours to WO cost. The original worker and measured hours are retained; do not enter these hours again as manual labour.
8. Several signed-in workers can record their own time on the same WO simultaneously. Each worker has one running activity; the public demo shares one Demo Engineer login and is practised in turns.

What you should see: Each worker’s measured hours remain on the open WO. Financial review happens separately; work can resume in a new period before final closure.

1. Open Parts on this work order. Planned, Issued, Returned to stock and Net used show posted movements. Submitted quantities appear separately with the worker’s name.
2. Mechanic: expand Record planned part or Add extra parts used. Select the part, enter the actual quantity and work note, then click Report part issued or Report extra part. There are no price fields.
3. Check Submitted quantities — stores review. Awaiting stores review means the report is saved, but inventory and costs have not yet changed. Do not enter the same consumption again.
4. Supervisor / storeman: open Review for a pending report. Verify the quantity and evidence, enter currency, actual cost, ownership and any agreed billable rate, then click Approve and post once. Saved report quantities are used; posting updates inventory and WO usage once.
5. For a mistaken or duplicate report, use Reject report with reason. The original report remains in history and does not move stock. The mechanic can submit a corrected report.
6. Supervisors / storemen can also record a direct priced issue. Do not use direct entry to duplicate a pending report. Unknown stock must be counted in Planning before posting.

What you should see: Mechanics record quantities without prices; stock and WO costs change when an authorized supervisor or storeman posts the issue.

1. Before closing, find Unused parts returned to stock — before closing on the WO.
2. Expand Return for the original issue. Check the part number, reference and maximum return quantity.
3. Enter Unused quantity returned and Return reason / stores reference after the physical return has occurred.
4. Mechanic: click Report unused return. Supervisor / storeman: approve the saved return, or use Confirm return to stock for a direct return. The original posted rates are reversed automatically without being shown to mechanics. Inventory changes only on posting. Stores must first post a pending issue before its return can be reported.
5. Do not create a return for planned parts that were never issued. Donor-machine parts require maintenance-manager permission and a separate transfer record; a complete cannibalisation workflow is not yet available.

What you should see: Only net consumption remains charged to the WO. Returns cannot exceed the remaining issued quantity.

1. Supervisors and storemen handle financial review. Planners and supervisors can close the WO after that reconciliation and operational handover. Mechanics end their own job and shift; the shared WO remains open. Review all pending material reports and actual returns before closure.
2. Supervisor / storeman: open Parts used, labour & billing to reconcile recorded parts, returns, labour and external expenses. Manual labour or external work entries are for costs not already recorded by the timer. Planner: obtain confirmation of this reconciliation without seeing prices.
3. Return to the WO. End every running job period and confirm the labour rate for each finished period. Uncosted or running periods prevent closure.
4. Planner / supervisor: confirm the required Completion controls and reconciliation checkbox covering actual parts, extra consumption, unused returns, labour and external costs.
5. Explain planned parts not used or missing labour in Reconciliation note when required. Enter work performed, findings and test result in Completion note.
6. Click Complete work order. Check completed status. Ending a timer alone does not complete the WO.
7. Open Parts used, labour & billing and Download billing basis CSV when needed. This is an Excel-readable billing basis; it does not issue a tax invoice or post to Pronto.

What you should see: The completed WO retains its entries and evidence. Cost-entry forms are locked after closure.

1. Open Time & activities and check the operator name. Click Start shift if a shift is not already open.
2. Under Start job / machine activity, select Machine. The complete equipment list includes machines without a previous WO.
3. Select Productive machine operation. Enter the task in Task / waiting reason, for example loading a stockpile, hauling material, grading or drilling.
4. Click Start job / activity. Check the running activity, machine number and start time.
5. Click End job / activity when that activity ends or before changing machines. Select the next machine or activity and start a new period.
6. For maintenance charged to a WO, open that WO and start its timer there. A general machine-activity period does not create a WO labour charge.

What you should see: The operator time is linked to the selected machine. It is recorded person time, not automatically measured engine runtime.

1. End the running activity before recording another activity. The system prevents overlapping timers for the same person.
2. To record waiting, choose Waiting / unproductive time and enter the reason, such as awaiting parts or machine availability. Click Start job / activity, then End job / activity when waiting ends.
3. Choose Travel / mobilisation or Planning / administration for those activities. Record Productive tool work with its tool name or number.
4. Choose Unpaid break only for a break excluded from available working hours. Record it on Time & activities, outside a WO.
5. At the end of the working day, stop the current activity and click End shift. Check that Start shift is shown again.
6. Open X-LCC to review completed shifts. Gaps without an activity remain Unallocated; they are not automatically classified as unproductive.

What you should see: The closed shift is included in the time-utilisation report for the selected period.

1. Click X-LCC in the dashboard menu. Select daily, weekly or monthly.
2. Review Operator & mechanic time. Rubrics remain visible before any figures exist; a dash means no completed-shift data.
3. Find Operator / mechanic name in Hours by operator / mechanic. Scroll the table sideways to view every column.
4. Read available, productive, machine, tool, waiting, travel/admin, unpaid-break and unallocated hours. Time utilisation is productive hours divided by available hours; tool and machine time are already part of productive time.
5. Supervisors and storemen can review actual WO maintenance costs by machine and currency. Mechanics see operational quantities and time performance without financial totals. Cost/output ratios require production recorded for the same machine and period.
6. For machine handover, fill New shift handover: machine, Operator name, date, shift, counters, operating/available/downtime hours, fuel and handover notes. Click Save shift & handover.
7. Check Latest handovers. This machine handover is separate from End shift for the person. Do not re-enter WO parts in the legacy shift-cost field.

What you should see: You can explain both personnel time use and machine performance without mixing operator hours, engine readings or currencies.

1. In Planning, record verified stock counts where quantities are unknown; click Update stock. Use the approved physical count.
2. Open Purchasing & goods received. Review stock, remaining WO demand, minimum stock, on order and suggested new order.
3. After a purchase is approved and placed outside Olsen X, fill Record placed purchase order with part, supplier, order reference, quantity, cost and currency. Click Save record.
4. On delivery, use Receive owned stock. Select Outstanding order, enter Quantity received and Delivery note reference, then click Save record.
5. Check received and remaining quantities. A partial receipt keeps the remainder outstanding and does not charge a WO again.
6. Consignment settlement, automatic supplier ordering and live Pronto posting are not connected by this screen.

What you should see: Stock and outstanding purchase quantities reflect recorded transactions.

1. Fleet: select an asset number to confirm its type, make, model and serial number. Use Manuals for OEM documents; User manual explains Olsen X itself.
2. Inspections: select the machine, complete the applicable checks and save the inspection. Machine-operation time does not replace inspection or operating authorization.
3. Fleet GPS: review device and connection status. Live locations require the customer provider to be connected; an equipment register alone does not supply GPS.
4. Cannot start: check that your shift is open, no other timer is running, the machine/tool and task are filled, and the WO pre-start controls are complete.
5. Cannot close WO: only a planner or supervisor can close. End all timers, confirm labour rates, resolve submitted parts and returns, complete required controls and enter the completion note. Follow the displayed error.
6. Cannot see figures: select the correct X-LCC period and finish the personal shift. Refresh after a successful save. The public demo uses one shared identity; coordinate training turns.
7. If a timer was forgotten or a cost entered incorrectly, tell the supervisor with the WO number and timestamps. Do not duplicate entries to correct it; a dedicated correction screen is not yet available.

What you should see: Keep the saved WO tab open while referring to this guide. Use its WO number and machine number to confirm you returned to the correct job.