Work Order Management System

Published 11/09/2022

Work Order Management System: Guide, Tips and Setup

A work order management system is the collection of processes, steps and tools for managing maintenance work orders across a workplace, building, site, property portfolio or facility and often is reported by tenants, residents, customers, staff or from audits. The work order starts with the maintenance request which might range from a cleaning task, electrical work or repair job and then will be logged and assigned to a preferred contractor to action. The work order management system will be the series of steps and processes that manage this journey starting with the logging of the work order through to assigning it to the preferred contractors to action and then managing quotes, authorised job tasks, progress updates, actions and finally closing the work order when all work is completed and the job is actioned. Work Orders might be recurring in nature or just once off i.e. regular scheduled maintenance on plant and equipment or a one off issue reported by a tenant or staff member.

Commonly this process consists of:

- Work Request form
- Work Order Software
- Maintenance Management
- Preventative Maintenance
- Defect Management

Work Order Management Steps

- Logging a Work Order
It all starts with logging a work order. This is where the job is reported that needs action. It might be a fault with plant and equipment that requires logging to identify what happened, when, how and the actions needed. Or it might be a minor issue like a flicking light or bins needing emptying. It could be a spill that requires cleaning or a door that is cracked that requires repair. Depending on the urgency of the task, a registry of work orders is logged and the facility or property manager will next assign a contractor in order of priority to action the work order.

- Assigning to a Contractor
In this part, the management assign the work order to a preferred contractor. This should be an inducted and fully compliant contractor who holds the correct valid licenses, tickets and insurances to do their work and has gone throught he appropriate checks such as a contractor prequalification. When they receive the work order, the contractor can provide updates on what actions they are undertaking, expected completion time, parts they are awaiting on or other progress updates. Multiple contractors might be assigned a work order at the same time and have different stages of completion in relation to the work order. If there are any high risk task involved, a permit to work might also be required by the contractor and they may need to provide a JSA or a Safe Work Method Statement.

- Organise Quotes, Progress Updates, Job Close
In this stage, quotes are organised, often if the cost is above an approved ratio and this will have its own review and approve process. Progress updates could be provided by both contractors or management as job tasks are completed. When all progress updates are finalised, the job will be flagged as completed and ready to be closed. This is when it then moves to the closed work order registry.

Ongoing or Recurring Work Orders

This is where work orders will be scheduled often for recurring works such as scheduled maintenance on plant and equipment. In this process, the work order is automatically triggered and sent to the preferred contractor to action when the due date approaches. Jobs might be weekly, fortnightly, monthly, 3 monthly or yearly as examples. This might be for things like certifications or audits, inspections or preventative maintenance on assets, plant and equipment and may include asset tracking or be part of your overall maintenance plan.

Using an Online Work Order Management System

With a work order management system, all these workflows can be automated, streamlined and systemised to ensure that actions are triggered, reminders and nudges sent and registries are real-time for what work order activity is going on across a site, project, property or building. Enable your staff, customers, residents or other roles to access and submit work orders when maintenance requests arise and give them the access to view and see progress updates on previous work orders in order to avoid follow up questions.

Try setting up a Work Order Management system using our online platform

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