CMMS Work Order System

CMMS Work Order Management System Maintenance Connection On Laptop

A Comprehensive CMMS Work Order Management System

Effectively manage incoming and existing tasks so you can streamline operations and make data-driven business decisions using Maintenance Connection’s CMMS work order system. You can submit work orders directly into the CMMS, sort and manage your data, and execute effective preventive maintenance strategies. This can reduce your emergency breakdowns, decrease downtime, prepare your business for inspection and more.




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Maintenance Connection allows you to optimize your work order management processes, streamline your workflows, make cost-saving business decisions and ultimately achieve your preventive maintenance goals.

 

 

Important Features of a CMMS Work Order Management System

 

Work Order Management Dashboard


Maintenance Connection’s fully customizable dashboards let you view and build your maintenance work order forms, manage work request completion, check key metrics, add relevant emails, attach notes and ultimately stay on top of your maintenance team’s tasks.

Customizable Reporting


Customizable reporting and at-a-glance insight into important metrics can help you track key metrics and pinpoint your preventive maintenance needs. Specifically, you can view key metrics like equipment usage or inventory costs to answer questions and streamline your maintenance operations. You can also look at specific reports like a work order status report or asset history to glean actionable insight.

Comprehensive Maintenance List


Get an at-a-glance view of all in-progress maintenance tasks so you can quickly sort, filter and shortcut to relevant work requests and tasks. This centralization can help you speed up daily tasks and gain at-a-glance insight into what’s actively being maintained in your facility.

Work Order Request Manager


It is essential that your relevant team members can submit, view and respond to work orders in a timely manner. With Maintenance Connection’s work request manager, you can easily view all key work request details – including order status, type, task, area, date created duration and more. You can also organize and prioritize work orders effectively for maximum efficiency and transparency.

Instant Notifications


Send instant and automated notifications – via email or text message – about any planned maintenance that needs attention. ,You can also schedule reports by email and export reports in PDF format to increase collaboration, facilitate work order management and ensure that all stakeholders have on-demand, real-time insight into your numbers.

Mobile Work Order Management


Using Maintenance Connection’s mobile app, your technicians can easily retrieve important documentation, update work orders, check parts availability and respond to requests on-the-go. This can not only reduce paper waste but also help emergency response time, eliminate siloes and decrease rework and costly inefficiencies.

Smart Work Order Duplication Checker


Are there duplicate work requests or multiple versions of the same work order in circulation? If so, it could mean mistakes, confusion and costly rework. Maintenance Connection can flag and integrate these duplicate requests to reduce such mistakes and increase trust in your maintenance management system.

Work Order Permitting


Eliminate permitting inefficiency or confusion by storing your work permits directly in your online records. That way, you will be able to easily access records, track work permit completion, edit work permits and more.

Integrations


The right CMMS maintenance management system will integrate with your existing systems so you can capture, analyze and use all your data. Use Maintenance Connection’s RESTful API to connect to key applications like your ERP or IoT applications.

Comprehensive Work Order Request Forms


Customizable, accessible and easy-to-submit forms can help make sure your technicians quickly access work order requests. It can also ensure that all key details – including area, task type, assignee and related documentation – are easily available via mobile phone, tablet or other web-enabled device.

A Comprehensive Look at Functions of Maintenance Management


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Work Order Management Software Benefits


Useful Reporting for Actionable Insight


The ability to effectively collect, analyze, access and apply your asset data can increase efficiency and productivity in your operations. The right CMMS work order management system can facilitate this reporting, allowing you to track equipment usage, create asset profiles and generate custom reports looking at cost of work requests, the tasks most likely to cause production delays and more.

Streamlined Compliance for Simplified Certifications


A CMMS solution can help your maintenance department comply with regulatory, industry, geographic and other audits by helping you:

  • Keep a searchable record of all maintenance tasks.
  • Maintain employee compliance through training and certifications.
  • Provide the proof required to achieve ISO certification.
  • Easily access important information about a particular asset.

Preventive Maintenance for Lower Downtime and Maximized Productivity


Effective scheduling and preventive maintenance practices can help your organization increase visibility, reduce equipment downtime, prioritize work requests, manage teams, organize assets across devices and more.

Simplified Project Management for Higher Efficiency


You shouldn’t even have to think about the technical side of project management – and with Maintenance Connection’s project management tool, you don’t have to. Create projects, assign work orders, add documentation and track its project all from one centralized source of truth.

Improved Safety Procedures for Compliance and Employee Safety


Facility safety can be improved with regular preventive maintenance, as this will decrease emergency breakouts and associated risks. Key safety documents and features – including attached standard operating procedures (SOPs), lockout tag out., and comprehensive work order details – also help.

On-Time, Preventive Work Completion


Many Maintenance Connection features – like mobile capabilities, complete work order documentation, automatic notifications and digital signatures – make it easier than ever for technicians to complete their work orders on time.



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FAQ: Work Order Management




What’s a work order?

A CMMS work order is a request made to replace, restore or repair a particular asset. Typically, work orders are assigned to particular technicians, and they can be generated as part of scheduled maintenance, in response to an emergency, or in response to an audit or inspection. When building maintenance work order forms, you should includekey work order details like:

  • The requester’s name.
  • Who is authorizing the work order.
  • The name of the technician completing the work order.
  • The details of the task, including relevant documentation or spare parts.
  • The requested date of completion.

Today, work order requests are becoming digitized in computerized maintenance management systems or EAM software. This can help ensure that the work order is seen and completed in a timely manner. It can also help users be sure to include all important details.

 

What kinds of work orders are there?

There are many types of work orders and service orders, though the term “service order” generally refers to work completed for external entities, while a “work order” is more frequently in-house or internal. The types of work orders include:

  • Standard: A standard work order is generally issued for non-critical, routine maintenance tasks. For example, setting up a new piece of equipment or hauling away an old asset would fall under the standard work order category.
  • Preventive maintenance: Preventive maintenance work orders are forward-thinking work orders that focus on scheduled tasks and repairs. The ultimate goal with preventive work orders is to address maintenance needs before they become concerns, thereby extending asset life, reducing equipment downtime and decreasing expensive repairs over time.
  • Reactive: A reactive work order, in the other hand, is generated when there is a breakdown or an emergency with a piece of equipment. The issue needs to be addressed ASAP when a reactive work order is issued.
  • Corrective maintenance: A corrective maintenance work order aims to resolve flaws or asset issues that are not emergencies by nature.
  • Prepare for inspections: A prepare for inspections work order is a work order that uses predetermined inspection parameters to help ensure that assets – and your facility as a whole – remain compliant with inspections.

 

What are the benefits of IT enabled maintenance management?

Effective work order management using a CMMS work order management system, or IT enabled maintenance management, can allow for preventive maintenance strategies. This can lead to measurable business benefits, including:

  • Increased technician efficiency
  • Reduced equipment downtime
  • Improved facility safety
  • More connected systems
  • Organization of assets across devices
  • Better team management

 

Why is it important to generate work orders? What is their purpose?

Work orders are crucial to the operation of any asset-heavy business. They are used to initiate tasks, explain what needs to be done, establish start and end dates and ultimately keep an asset running. With an effective work order software, organizations can maximize uptime, control labor costs, remain compliant and make incremental improvements to their operations.

 

What is a work order management system?

A work order management system like a computerized maintenance management software (CMMS) or an enterprise asset management (EAM) system is a tool that streamlines work order management and automates key processes. Tasks that are managed using a work order management system include:

  • Downtime tracking
  • The processing and management of work order requests
  • Data mining
  • Inventory management
  • Warranty tracking
  • Compliance tracking

 

What is CMMS maintenance software?

A computerized maintenance management system (CMMS) is an enterprise business system that helps companies automate, digitize and optimize their maintenance operations. More specifically, a robust CMMS software will allow your business to effectively budget, prioritize work orders, reduce downtime, increase efficiency and more – all from one centralized, customizable solution.

 

What is the difference between CMMS and EAM?

While both computerized maintenance management systems (CMMS) and enterprise asset management (EAM) systems work to help organizations move from reactive to preventive maintenance strategies, there are key differences between the tools. In general, a CMMS work order software can fit under the EAM system umbrella as CMMS systems tend to focus on asset and facility maintenance during the operational part of an asset’s lifecycle. An EAM, on the other hand, provides a broader range of capabilities that allow organizations to track, manage and analyze their asset performance throughout the entire asset lifecycle.

That said, many modern and robust CMMS solutions like Maintenance Connection have EAM functionalities – and the system can be upgraded or downgraded as needed over time.

 

What are the 4 CMMS work order types, or the 4 types of maintenance?

There are four general types of maintenance philosophies, though there is some flexibility when it comes to descriptions and naming conventions. These include:

  • Corrective maintenance: This type of maintenance is carried out when an anomaly or flaw is detected. The goal of this maintenance practice is to fix the flaw and maintain uptime. Corrective maintenance tasks may be more cost-effective than preventive maintenance in the short-term, but its short-sighted nature makes it an ineffective long-term strategy.
  • Preventive maintenance: Preventive maintenance strategy involves scheduled, forward-thinking maintenance based on key metrics and data points. An effective preventive maintenance strategy can ultimately increase asset life, maximize revenue and decrease equipment downtime.
  • Condition-based maintenance: Condition-based maintenance aims to prevent failure through regular asset-check-ups and performance monitoring. In other words, equipment is constantly assessed and maintained, which requires significantly more coordination and manpower than other strategies.
  • Predictive maintenance: Predictive maintenance, as the name suggests, aims to preemptively predict asset failures before they arise using data, sensors and IoT technology. Because it relies so intrinsically on data and technology, predictive maintenance comes with a higher up-front cost, and it is not yet feasible for many organizations.

 

Why should routine maintenance be conducted within specific timeframes?

Routine maintenance should be conducted within specific timeframes and on a regular schedule to prevent the common pain points that come with reactive maintenance practices, including asset breakdowns, unplanned downtime, high instance of emergency repairs and equipment failure.