Skip to main content

Work Order Management

Work orders are the heart of your CMMS operations. Learn how to create, assign, track, and complete maintenance tasks efficiently using Factory AI Prevent.

What are Work Orders?​

Work orders are formal requests for maintenance work that need to be completed. They contain all the information a technician needs to perform the task, including:

  • Task description and detailed instructions
  • Asset or location where work needs to be performed
  • Priority level and deadline
  • Required parts and materials
  • Assigned technician or team
  • Estimated time and actual completion time
  • Safety requirements and procedures

Work Order Lifecycle​

1. Request/Creation​

  • Work orders can be created by anyone with appropriate permissions
  • Requests can come from inspections, employee reports, or scheduled maintenance
  • System can auto-generate work orders from preventive maintenance schedules

2. Planning & Scheduling​

  • Maintenance planner reviews and prioritizes requests
  • Resources (technicians, parts, tools) are allocated
  • Work is scheduled based on priority and resource availability

3. Assignment​

  • Work orders are assigned to specific technicians or teams
  • Technicians receive notifications and can access work orders on mobile devices
  • All required information is provided before work begins

4. Execution​

  • Technicians perform the maintenance work
  • Progress updates and time tracking are recorded
  • Photos and notes can be added during execution

5. Completion & Review​

  • Work is completed and documented
  • Parts usage and labor time are recorded
  • Quality control review may be performed before closing

Creating Work Orders​

Manual Work Order Creation​

  1. Navigate to Work Orders

    • Go to Work Orders → Create New
    • Or use the quick create button (+) from the dashboard

  2. Basic Information

    • Title: Brief description of the work needed
    • Description: Detailed explanation of the task
    • Priority: Critical, High, Medium, Low
    • Type: Corrective, Preventive, Emergency, Project

  3. Asset & Location

    • Asset: Select the equipment that needs maintenance
    • Location: Choose specific area or room
    • System: Identify the system (HVAC, Electrical, etc.)

  4. Scheduling

    • Due Date: When work should be completed
    • Estimated Duration: Expected time to complete
    • Preferred Start Date: When work should begin

  5. Assignment

    • Assignee: Select technician or team
    • Department: Maintenance, Facilities, External
    • Skills Required: Special certifications or expertise needed

  6. Parts & Materials

    • Add required parts from inventory
    • Specify quantities needed
    • Include any special tools or equipment

  7. Instructions & Safety

    • Detailed step-by-step procedures
    • Safety requirements and PPE
    • Attach documents, manuals, or diagrams

Quick Work Order Templates​

Create templates for common maintenance tasks:

  • Equipment Inspection: Standard checklists for routine inspections
  • Filter Replacement: Parts lists and procedures for HVAC filters
  • Lubrication: Schedules and specifications for equipment lubrication
  • Safety Checks: Compliance inspections and testing procedures

Work Order Priorities​

Critical (Red)​

  • Safety hazards or dangerous conditions
  • Production down - equipment failure affecting operations
  • Regulatory compliance issues
  • 24-hour response required

High (Orange)​

  • Major equipment malfunctions
  • Comfort systems affecting large areas
  • Preventive maintenance overdue
  • 48-72 hour response target

Medium (Yellow)​

  • Minor repairs and adjustments
  • Routine maintenance tasks
  • Aesthetic issues in public areas
  • 1-week response acceptable

Low (Green)​

  • Improvement projects and upgrades
  • Non-essential repairs
  • Convenience items
  • Schedule when convenient

Managing Work Orders​

Work Order Dashboard​

View and manage all work orders from the central dashboard:

  • Open Work Orders: Currently active and assigned tasks
  • Pending Approval: Work orders awaiting authorization
  • Scheduled: Future work orders with assigned dates
  • Overdue: Work orders past their due date
  • Completed: Recently finished work orders

Filtering and Searching​

Find specific work orders using various filters:

  • Status: Open, In Progress, Completed, On Hold
  • Priority: Critical, High, Medium, Low
  • Assignee: Specific technician or team
  • Asset: Equipment or location
  • Date Range: Created, due, or completed dates
  • Department: Maintenance type or responsible team

Bulk Operations​

Perform actions on multiple work orders:

  • Assign multiple work orders to a technician
  • Update priority for related work orders
  • Schedule multiple tasks for the same time period
  • Export work order data for analysis

Mobile Work Order Management​

Technician Mobile App​

Field technicians can manage work orders on mobile devices:

  • Receive notifications for new assignments
  • View work order details including instructions and parts
  • Update status and log progress in real-time
  • Capture photos and add notes during work
  • Record time spent on each task
  • Request additional parts or assistance
  • Complete work orders with electronic signatures

Offline Capabilities​

Work even without internet connection:

  • Download work orders for offline access
  • Capture data and photos while disconnected
  • Sync automatically when connection is restored
  • Access asset information and procedures offline

Work Order Status Tracking​

Status Options​

  • Requested: Work order created, awaiting approval
  • Approved: Authorized and ready for scheduling
  • Scheduled: Assigned to technician with planned date
  • In Progress: Work actively being performed
  • Waiting: On hold for parts, permits, or other resources
  • Completed: Work finished, awaiting review
  • Closed: Fully completed and reviewed

Automated Notifications​

Stay informed with automatic updates:

  • Assignment notifications to technicians
  • Status change alerts to requesters
  • Overdue reminders for delayed work
  • Completion confirmations to managers
  • Escalation alerts for critical work

Reporting and Analytics​

Work Order Metrics​

Track key performance indicators:

  • Completion Rate: Percentage of work orders finished on time
  • Average Response Time: How quickly work orders are started
  • Mean Time to Repair (MTTR): Average time to complete repairs
  • Backlog Size: Number of pending work orders
  • Cost per Work Order: Labor and materials costs

Performance Reports​

Generate reports for analysis:

  • Technician Performance: Individual productivity and efficiency
  • Asset Reliability: Equipment failure patterns and trends
  • Maintenance Costs: Budget tracking and cost analysis
  • Compliance Reports: Regulatory and safety requirement completion

Best Practices​

Creating Effective Work Orders​

  • Be specific: Provide clear, detailed descriptions
  • Include photos: Visual information helps technicians prepare
  • Set realistic priorities: Don't mark everything as critical
  • Estimate accurately: Help with planning and scheduling
  • Reference standards: Include procedure codes or specifications

Workflow Optimization​

  • Use templates: Standardize common maintenance tasks
  • Plan ahead: Schedule preventive maintenance during downtime
  • Batch similar work: Group tasks by location or skill set
  • Track everything: Record all time, parts, and activities
  • Review regularly: Analyze performance and improve processes

Quality Control​

  • Require photos: Before and after pictures for verification
  • Use checklists: Ensure all steps are completed
  • Peer review: Have complex work verified by supervisors
  • Document thoroughly: Maintain detailed records for compliance
  • Follow up: Verify work quality after completion

Integration Features​

Asset Management Integration​

Work orders automatically connect to:

  • Asset history: View all maintenance performed on equipment
  • Warranty tracking: Ensure warranty compliance
  • Parts association: Link work orders to asset parts lists
  • Performance impact: Track how maintenance affects asset reliability

Inventory Integration​

Streamline parts management:

  • Automatic reservations: Reserve parts when work orders are created
  • Stock level updates: Reduce inventory when parts are used
  • Reorder triggers: Generate purchase requests for low stock
  • Cost tracking: Accurately track material costs per work order

Preventive Maintenance Integration​

Connect corrective and preventive work:

  • Schedule adjustments: Modify PM schedules based on repair history
  • Condition indicators: Use work order data to optimize PM frequency
  • Failure analysis: Identify patterns requiring procedure updates
  • Resource planning: Balance corrective and preventive workloads

Work orders are the foundation of effective maintenance management. Master these features to improve efficiency, reduce downtime, and optimize your maintenance operations.