Work Order Management

What is a Work Order?

A work order is a document that authorizes the execution of maintenance, repair, inspection, installation or other types of tasks carried out on an asset. The work order can create a facility (physical location or site), fixed or moving equipment, a linear asset like pipeline or for an instrument.

Work orders can generate manually, or system created. A work request made when the user department wants to communicate an application, problem or issue and the work order maintenance department reviews the request and upon approval converts into a work order. It can assign to an owner, and the progress of task completion is tracked over the timeline.

Work order brings a structured approach to addressing the job at hand. Work Order software consists of the specific post that needs to be completed and often breaks down of the post into multiple sub-tasks. It also tracks spare parts and labor consumed to compute the cost of maintenance.

What is the need for a work order?

•Defining the problem statement for the nature of work order management to be carried out.
•Detailing the tasks to be carried out in a structured and sequential manner to address the specific issue.
•Assign the resources and schedule the work order system to be carried out for balancing.
•Tracking the time and materials expended on a particular job to compute the cost of maintenance software.
•Track the downtime to calculate vital parameters like availability, reliability, mean time to repair (MTTR) and mean time between failure (MTBF).
•Track, all the failures, and restoration work being done on an asset to have a complete equipment history.
•Analyze the failures by the nature of occurrence and institute countermeasures to prevent their occurrence  Root cause analysis (why-why analysis).

What are the types of Work Order?

Breakdown Work Order: A work order generated on demand to restore equipment after an unexpected failure.
Preventive Work Order: A Preventive work order generated based on a planned maintenance schedule to carry out routine maintenance tasks.
Corrective Work Order: A work order generated when a potential failure is discovered. Remedial maintenance work order is planned maintenance and scheduled maintenance and carried out to resolve a possible failure before it occurred
Calibration Work Order: A work order generated on an instrument to recalibrate the measurements at specified periodicity to ensure statutory compliance
Service Order: A work order software made on an asset to carry out routine tasks while the asset is running, like cleaning, lubrication, inspection, tightening and adjustment related work.

Other types of work order management software include inspection orders, installation orders, change work orders (changing mold, dies, and another tooling), and job orders for outsourced work carried out by vendors.

Components of a Work Order

Work order details the who, what, when and how of carrying out the task at hand.

  • Owner: Work order software is assigned to a specific person who is responsible for completion.
  • Checklists: Detailed sub-tasks and the sequence in which the tasks needs to be carried out can be listed. Work order system also has provisions to capture any observations or abnormalities noticed during the execution of the mission.
  • Task Assignment: Owner can assign other resources that are required to carry out the individual tasks.
  • Spare Parts: Any spare parts that are required to replace for maintenance or restoration can capture for inventory control and accounting.
  • Completion Notes: Upon completion of work and hands over, the maintenance softaware team can express their viewpoint on what caused the issue and what was done to restore.
  • The root cause analysis determination: Maintenance team performs why-why analysis to ascertain the root cause analysis of the breakdown maintenance and to prevent recurrence.
  • Metrics: Work order software captures the downtime of the equipment and the labor time expended to restore. It can also achieve the startup loss associated with resuming the equipment back to the same production set up.

Apart from these, work order softwares can also contain information on safety permits, site controls, energy controls, job orders for outsourced work to vendors, etc., as per the industry and organizational needs.

Work Order Lifecycle

1.Problem Identification: Incidence of a breakdown or maintenance activity that needs to be carried out has identified.
2.Work Request: If the problem identification has been done external to the maintenance software department, say by the user department, an option work request can be generated.
3.Work Order: Approval of work request and acceptance of work execution results in a work order software created. The work order software will have tracking details, owner, work details etc.
4.Planning & Scheduling: Where feasible, work orders can be scheduled to be executed at a specified time in future. Breakdowns and other emergency maintenance are not scheduled and attended to, immediately. Complex activities like shutdown maintenance may involve multiple interdependent work orders that require meticulous planning and sequencing. Availability of equipment, labor, spare parts and the standard tools (e.g., Cranes) that are needed may also consider while optimizing schedules

MaintWiz Industry 4.0 CMMS supports the full work order life cycle.

5Assignment: Based on the nature of the job, the sub-tasks can be assigned to one or more people, who have the requisite skills.
6.Execution: Execution of work is carried out as per the work order software details. Individual work may involve preliminary work like securing permits and safety procedures. Performance starts with troubleshooting in case of failures.
7.Resolution/Work Completion: Upon resolution or work completion, closing procedures may require like site handover or equipment configuration. The production team, at times, may need a specified period to confirm that the problem has not recurred.
8.Root Cause Analysis: For breakdown based on the nature of the problem, criticality of equipment and impact, a why-why analysis is performed to determine the root cause analysis and other contributing factors.
9.Recurrence Prevention: Suitable corrective and preventive maintenance actions are taken to prevent the recurrence of the same problem in future. Learning organizations also implement the equal corrective and preventive measures for all the equipment belonging to the same equipment class across the enterprise (Horizontal Deployment).

Benefits of Work Order Management

  1. Efficient work order management system strives for planned maintenance to reduce unexpected failures, thereby avoiding downtime loss.
  2. Increases effectiveness during breakdowns by enabling well-organized response and faster restoration.
  3. Extends the life of enterprise assets via proactive preventive maintenance
  4. Improves maintenance productivity through a structured approach and enabling access to all relevant information including equipment history, design documents, past failures, and response, etc.
  5. Streamlines operations via standardized process, thereby increasing the consistency
  6. Increases compliance with Safety, Health & Environmental Norms
  7. Optimizes total cost of ownership of the equipment
  8. Enables continuous improvement by tracking parameters and consistently improving them over time

Work Order Management System:

Organizations typically have various equipment spread over multiple sites. They need a structured approach to manage these diverse assets systematically. A work order system is a codified set of procedures designed to address the work requests in the most efficient and faster manner.

Work order management systems started manually and owed to growing complexity got computerized quickly. Computerized Maintenance Management Systems (CMMS) evolved to meet the enterprise needs that often exceeded work order management software. Modern CMMS includes features to support asset hierarchy over multiple sites, specific equipment details, past failures, performance history, operational parameters, financial impact and more.


Maintenance analytics is the application of math, statistics and modeling to work order related data to visualize and predict patterns. It is used to make better decisions about all aspects of asset management and fine tune maintenance strategy to business performance.

Maintenance analytics includes

  • Equipment Metrics: Availability, Overall Equipment Effectiveness
  • Failure Metrics: Downtime, MTTR, MTBF, Failure code analysis
  • Performance Metrics: Schedule compliance, work orders classification by priority, type or status, resource productivity
  • Financial Metrics: Cost of Maintenance, Total Cost of Ownership, Downtime loss

Aggregate analysis can do on a specific site, a group of equipment, nature of the issue, severity of impact or over a particular period of time. Analytics can help in detecting early warning symptoms of failures, planning, and scheduling maintenance activities, deploying learnings horizontally across peer equipment class and monitoring efficiency. Advanced CMMS can integrate with smart machines, sensors, and the internet of things to capture real-time parameter data and features built-in algorithms and intelligent models to predict failures.

Why is MaintWiz the best choice for managing your Work Orders?

MaintWiz is a new age industry 4.0 CMMS platform that helps you to digitize your maintenance operations and assist you in converting the routine maintenance transactions to management metrics. MaintWiz is offered as a Software-as-a-Service (SaaS) solution, with mobile enablement to facilitate data capture at the point of work by the operational staff.

MaintWiz is a Simple, Easy to use, Integrated, Cost effective and Scalable solution.

Principal advantages of the solution include:

1.Software as a Service: MaintWiz is accessible anywhere, anytime and over any device
2.Simple: Designed with easy-to-use and intuitive screens. Easy to learn and start using without any complex training
3.Comprehensive: Powerful features to manage different types of work orders viz. breakdown, preventive, corrective and service orders, to meet the unique needs.
4.One Click Maintenance: Mobile Application enables One Click Maintenance from the point of work. All the routine work can complete on the mobile.
5.Scheduling: Supports sophisticated time based, condition based and event-based scheduling activities with relaxed rules for set up. Excel templates for quick upload of schedules and checklists ensure shortest cycle time to go live
6.Root cause Analysis: Features why-why analysis to investigate root cause for breakdown work orders and implement corrective action, preventive action (CAPA)
7.Instrument Calibration: Set up instrument calibration schedule and generate calibration orders to meet statutory compliance
8.Action-oriented insights: Detailed analytics and interactive reports to support in-depth analysis and provide 360-degree insights on failures, productivity, schedule compliance, etc.

MaintWiz offers on a monthly subscription basis, and thus there is no upfront capital investment. Once you sign up, you can start using it on the same day to create work order software and setting up preventive maintenance schedules.

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