Published: June 12, 2023 | Updated: June 11, 2025
Published: June 12, 2023 | Updated: June 11, 2025
Optimizing Operations: The Crucial Role of Work Orders Within a CMMS
A Computerized Maintenance Management System (CMMS) forms the operational organization for many maintenance departments. At its core, a CMMS handles work orders and maintenance tasks. Let's look at the crucial role of work orders within a CMMS. Understanding the mechanics of work orders reveals how organizations maintain assets and execute essential repairs.
The Foundation of Maintenance: Work Orders
Preparing asset and inventory listings on a spreadsheet constitutes an initial step. However, conveying job assignments to workers presents a distinct challenge. One might consider creating word document templates, printing them, and distributing them physically. Alternatively, converting these documents to PDF and emailing them offers a digital, yet still fragmented, approach.
A primary advantage of a CMMS lies in its centralized nature. Users perform nearly every maintenance-related function within a single system. When planning for a CMMS, the work order module requires significant attention. Companies should seek systems providing extensive options, as these depend on the size and nature of the operation. A large religious institution, for instance, requires work order information different from that of a sprawling resort. Exploring various aspects of work orders proves beneficial for many businesses.
Initiating Tasks: Work Requests
Work requests, though not technically dispatched jobs, serve as crucial entry points for new tasks. These requests arise when individuals identify problems requiring attention. They often involve unforeseen issues, unlike regularly scheduled maintenance. Examples include de-icing a parking lot, repairing a loose light fixture, or cleaning up a spill in a hallway. The discovery of overgrown vegetation along a property line also constitutes a common work request.
A quality CMMS facilitates work request submission by non-system users. Company administrators, staff members, volunteers, and part-time personnel can all participate. The CMMS administrator typically provides an HTML link, allowing direct submission into the system. This capability stands as a highly desirable feature for any organization considering a CMMS.
Key Work Order Attributes
Beyond initial requests, standard work orders possess several critical attributes that guide maintenance personnel. These features contribute significantly to task clarity and efficient execution.
Type Classification
Categorizing work orders by type helps workers understand the task's nature. This classification directs attention to the specific requirements of the job, whether it involves a repair, an inspection, or a general service.
Priority Assignment
Assigning priority indicates the urgency of a task. A job might require immediate attention, or it could wait until later in the week. While an "emergency" priority exists for work orders, exercising restraint when assigning this status to work requests is advisable. Overuse of the emergency designation can lead to a perception that every request demands immediate action.
Purpose and Location Details
Defining the work order's purpose helps focus the technician. Is the job for a piece of equipment, associated with a specific cost center, or at a particular location? Does it involve an equipment relocation or form part of a larger route? Providing these details ensures technicians arrive prepared and understand the context of their assignment.
Including Routes in Work Orders
Integrating routes into a single work order offers substantial advantages for efficiency. Consider fire extinguisher inspections as an example. A facility with multiple buildings, each containing at least one extinguisher, presents an opportunity for consolidation. Instead of creating separate work orders for each extinguisher in different buildings, a single work order can encompass a route covering all inspection points. This approach conserves time and labor by reducing redundant administrative tasks and travel.
Site and Zone Designations
Companies operating across multiple physical sites or distinct zones benefit from these designations. A manufacturing enterprise might maintain facilities in different cities, such as Omaha and Miami. The same CMMS can effectively manage maintenance operations at both locations. Similarly, a resort complex could designate its golf course, hotel, and casino as separate zones within the CMMS. This organizational structure supports targeted maintenance efforts across diverse areas.
Detailed Descriptions
The description field on a work order provides a clear explanation of the required task. This self-explanatory field ensures that maintenance personnel understand what needs completion.
Failure Codes
Adding equipment failure codes offers further clarification for maintenance personnel. These codes help identify the underlying reason for a repair, providing valuable diagnostic information that aids in effective problem-solving and future preventive strategies.
Checklists for Completeness
Incorporating checklists into work orders ensures all steps of a job receive completion. These handy lists guide technicians through procedures, preventing omissions and promoting thoroughness in maintenance activities.
Bill of Material (BOM) Inclusion
Attaching a Bill of Material (BOM) to a work order lists all necessary inventory items. This prepares the worker with the correct parts and supplies before arriving at the job site, minimizing delays and multiple trips to the storeroom.
Attachments for Visual Aid
Attachments provide additional support for workers. Images of the equipment, diagrams, or links to instructional videos demonstrate maintenance procedures, aiding comprehension and execution. This visual guidance proves invaluable, especially for complex or unfamiliar tasks.
Post-Job Work Order Submission
Sometimes, while performing one job, a worker identifies another quick repair or maintenance task they can complete immediately. A quality CMMS provides an option for submitting new work orders after completing the initial job. This flexibility captures additional maintenance needs that arise during active work.
Smaller companies may not require all the aforementioned information for their jobs. A significant advantage of a quality CMMS lies in its scalability. Organizations can initiate a work order and dispatch it later, or assign detailed planning to another individual. When selecting a CMMS, considering these work order features becomes essential. Many of these capabilities aim for operational effectiveness, ensuring that a worker's understanding of a job directly correlates with the ease and speed of its completion.
The thoughtful application of CMMS work order functionalities transforms maintenance operations from reactive responses to well-coordinated strategic efforts. This comprehensive approach enhances productivity and extends the lifespan of critical assets.
Mapcon / 800-922-4336
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