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Last edited 01 Mar 2021
Work order management system
Work order management systems use a dashboard-based software approach to track and manage relevant maintenance projects and processes for facilities management departments. Work orders are typically related to the upkeep of equipment and can incorporate both simple and complex tasks such as changing an air filter or replacing an entire HVAC (heating ventilation and air conditioning) system.
Work order management systems are suitable for multi-site organisations and can be integrated with enterprise asset management (EAM) software or computerised maintenance management systems (CMMS). EAM and CMMS are different types of work order management systems.
Work order management systems document basic processes - create work orders, request updates, track task completions - which are then broken down into smaller tasks. These systems can be tailored to incorporate requirements necessary for auditing purposes, regulatory requirements or other business-specific concerns.
- Prioritise requests (emergency request or planned repair).
- Provide details of the task, including safety requirements and special tools needed for the job.
- Gather job costing and billing information.
- Track time for task completion (including projected downtime).
- Summarise tasks by trade or job type.
- Create summaries for managers based on department requests.
- Monitor supplies, costs and warranties (including inventory management).
- Generate preventive maintenance schedules.
With a computerised work order management approach to maintenance, work orders are created in real time. They are then assigned and sent directly to the appropriate tradesperson to complete based on the information provided. It is possible to order replacement parts simultaneously with the creation of the work order.
Work orders are typically generated when an internal request is made, but they can also come about after a general facility inspection or safety audit. Property inspections may reveal maintenance issues with electrical systems, roofing or other site features. Safety audits can trigger repairs for signage, lighting, waste management and other hazardous situations.
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