Work Order (WO) management

The work order could implement multiple processes

  • Corrective maintenance
    • The WO is requested by customers when an asset is malfunctioning or not working.
    • The WO is created by customers or operators to do minor services like replacing parts, cleaning etc…
  • Preventive maintenance
    • Maintenance tasks planned and scheduled in advance (PPM), often based on predetermined timelines or usage patterns to prevent disruptions
    • Regular maintenance activities performed to ensure cleanliness, functionality, and safety, often handled by on-site staff.
    • Maintenance tasks performed on assets that are still under warranty and contract terms to ensure compliance with warranty terms and conditions
    • The WO is automatically created by the system and assigned to appropriate technicians on a scheduled basis.
    • Technicians optionally scan QR codes tags on the asset to make sure he/she checked the right one.
    • Upon completion of any WO, a report is automatically generated by the system to include all job details and signed, digitally, by both the technician and the end-user.
  • Emergency maintenance
    • Immediate and critical maintenance undertaken to address urgent issues that pose safety risks, affect operations, or cause significant damage.
  • Inspection maintenance
    • The inspection maintenance serves the purpose of inspecting a new site before entering into a contract with the customer.
    • It is imperative that technicians or engineers capture inspection data accurately to identify issues or defects, determine necessary corrective actions, assess risks, ensure regulatory compliance, and document any associated information.
    • Inspection maintenance is initiated in response to a customer's request to inspect an asset outside of a contract. The back-office team creates the inspection maintenance task, assigns it to technician(s) or engineer(s), who then visit the designated location to conduct the inspection. Subsequently, they provide a report to the back-office team, enabling them to proceed with negotiations with the customer regarding the next steps.
  • Mission WO
    • The purpose of a mission work order (WO) extends beyond customer contracts, encompassing tasks related to internal or external assets within the organization.
    • Mission work orders are also utilized for administrative duties within the organization, including team member training.
    • Moreover, they facilitate the uploading of fuel consumption meter readings in Excel format to aid Key Performance Indicators (KPIs).
    • Technicians or workers are responsible for recording fuel consumption and meter readings within the work order.

Work Order Workflow

A WO shall be created by either the user or the system and linked to a workflow to streamline approval and the execution of WO by technician/engineer/worker.

Technician/Engineer

The technician/engineer shall have a list of spare parts utilized, along with their quantities, which will be stored within the respective WO.

The technician/engineer shall provide a comprehensive final report for the assigned WO, including

  • Details of spare parts used with the quantities
  • Customer notes (optional)
  • Customer sign-of
  • Technician/worker notes and sign of
  • Additional info

WO logs

The system tracks the full actions log of any job created, from the moment it is created until it is closed.

Management

The back-office team based on their roles/permission can have full access to jobs to re-assign, reschedule, or update details.

KPIs

  • The system tracks different KPIs for different types of jobs.
  • For corrective maintenance, it tracks response time (Time a technician arrives on location after a breakdown is reported) and intervention time (Time it took the technician to fix the issue after arrival on site).
  • For preventive maintenance, it tracks the % of QR codes scanned (parts checked, along with the total working hours a technician took to complete the maintenance).

Notification

The system notifies end users, technicians and operators in real time about changes or updates on jobs they are following or are assigned to.

Reports & History

  • The system keeps a full history of all the jobs recorded in the system
  • The back-office team can easily export completed jobs reports or use their web portal to navigate the full history of jobs with all kinds of filters