May 23, 2012
The What, When, How and Why of a Work Order
Remember back in the "good ole days" when you could simply create and complete a Work Order with no more than a few stray comments as sufficient documentation?
Of course nowadays our information-crazed society demands more, much more. This is especially true when ISO, OSHA and other state and federal regulatory organizations come into play. These days maintenance personnel must now thoroughly document what they did, when they did it, how they did it, and why. A system must be in place to capture this information and report on it at a moment’s notice. That’s why MAPCON’s premier Work Order Software was created.
When it comes to work orders, whether for preventive maintenance or repair, requiring the right documentation as a matter of policy can dramatically improve detailed accuracy about the work performed.
Similarly, whether your maintenance program is just starting out or, you already have a work order procedure(s) in place, the documentation process can always be improved. Specifically, periodic assessments of existing worksheets, procedures or other documentation that are normally printed with a work order are critical. It is also a good idea, if possible, to use your Work Order Software to assign these documents to PM Procedures, Assets, Inventory and other important records for easy review.
Finally, when a work order is completed, MAPCON recommends that you scan and attach any documentation to the work order record itself. Whether it’s an environmental worksheet, a lockout/tag out checklist, or even a thermal recording of the repaired equipment, we recommend that you add it into the system if at all possible. Someday, that information could help solve future problems. Beyond that such documentation can improve plant safety, support a warranty claim or possibly provide proof of evidence for an insurance or litigation claim. And if any of those not infrequent kinds of events should occur, you want to be sure you can prove you did what you said you did, when you did it, how you did it, and why!