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Preventive work orders are in general similar to al lot like corrective work orders. The difference between corrective- and preventive work orders is that corrective work orders are created (via a request) as a result of a request, which needs to be handled by the supplierdefect on an object. Preventive work orders are usually generated periodically upfront (for example, every 2 months) to do preventive maintenance on objects to prevent the object from breaking, stop functioning or becoming too dirty.
Preventive work orders for suppliers are specific requests issued by a company to its (external) supplierscontractors to maintain related to products, services, or equipment. These work orders are used to prevent important objects from stop functioning stopping to function correctly and ensure that day-to-day work is not disrupted.
The work order process gives transparency to the service teams about the progress of the work orders being handled by supplierscontractors. Overall, a work order system in facility management streamlines the process of reporting and resolving issues, leading to improved efficiency, better communication, and enhanced facility maintenance. It helps ensure that the facility remains safe, functional, and comfortable for its occupants.
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This module enables service teams to forward maintenance related work to (mostly external) supplierscontractors. Without proper maintenance on buildings and assets, the companies processes and day-to-day work can be disrupted, which could result in financial consequences. Generate preventive work orders upfront to keep your buildings and assets maintained on monthly, quarterly or yearly basis.
In preventive work orders the expected/planned costs can be registered, they can be manually or automatically submitted and manually or automatically assign/forward to the suppliercontractor.
3.1 Choices to be made within the module
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Approve the handled preventive work order: The internal responsible needs to review the executed work and can approve or reject the work order. This is a general setting applicable to all work order processes.
Financial processing step in the workflow: If this option is enabled, the workflow task to financially handle the work order becomes applicable for the internal responsible after the work order is handled and the work is approved. This is a general setting applicable to all work order processes.
Auto submit preventive work orders: If a service group is linked to the work order template which is used to generate all preventive work orders, the preventive work orders can be automatically submitted and assigned to the service group.
Auto assign preventive work orders: If a service group and pre defined contratcor is linked to the work order template which is used to generate all preventive work orders, the preventive work orders can be automatically assigned/forwarded to the contractor after the work order is submitted.
Use catalog items in preventive work orders. By default only generic cost items can be used, where the name, quantity, price, VAT percentage, etc. can be manually registered. It is also possible to enable pre defined cost items via catalog items. Relevant information (like the name and purchase price) from the catalog item is automatically transferred to the work order as a cost item. For example, if specific work has a fixed price, then these work activities can be pre defined via a catalog item and can be added to a work order without the need to add a generic cost item and having to add the name, price, etc. manually for every similar work order.
Link objects to preventive work orders: It is possible to link master data objects to preventive work orders. This can be used to be able to keep track of work orders linked to specific objects (e.g. assets) and keep track of the costs made per object. If this is desired, the relevant Master data modules should also be enabled.
4. How to activate this module
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The emails that are automatically sent via the workflow (e.g., the confirmation email to the requestor after the new request is submittedcontractor when a work order is assigned) are also generated and shown in the include on the module activation after the module activation is started. If the customer does not want to use one or more workflow emails, the emails can directly be deleted from the overview. For more information on workflow emails, Workflow emails
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Reference | Name | Description | License needed |
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FMB-G121 | View work orders | Group gives access to the navigation menu option 'Work orders' | Limited user |
FMB-G127 | Create workorder schedulers | Group gives access to create and edit the work order schedulers (with which automatically, periodically, work orders can be generated from the different maintenance schedules). | |
FMB-G024 | Preventive workorder manager | Group has the rights to create and edit preventative maintenance plans as well as the preventive work orders generated out of these plans | Full user |
FMB-G124 | Planner via planboard | Group gives rights to the work order planboard. | Full user |
FMB-G126 | Supplier work orders | This group can be assigned to external suppliers contractors who handle work orders in Workplace Management. | Full user |
FMB-G147 | Work order executor | This group can be manually assigned to users who handle work orders. This group gives access to the 'Work order executor dashboard' on the start board. | Full user |
FMB-G128 | Management dashboards work orders | Group gives access to the menu option ‘Management dashboards’ for the work orders, as well as access to the relevant objects to view this content of the dashboards. | Limited user |
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For some modules, other modules might be of importance, to be able to use this module fully.
For Preventive work orders, the Master data modules ‘Buildings and areas’ and ‘Assets' are relevant thereforeif these master data objects should be linked to Preventive workorders. Therefore, the following system groups could also need to be assigned to users (if not already done in the past), to be able to create and edit the relevant master data objects.
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Reference | Name | Description | License needed |
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GOB-G033 | Service groups | Parent group under which al client-specific ServiceDesk groups are created. Access rights and filter pages use this group and all child groups in lots of places to provide the client-specific ServiceDesk groups with the correct access rights and the possibility to select them. | Limited user |
When generating the user profiles, it is advised to also include these groups in the profiles or have dedicated profiles (and users) for these modules.
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Navigation menu option | Available to system groups | Description |
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Work orders |
| The option to search for all work orders. |
Maintenance schedules |
| The option to search and create work order schedulers and Maintenance schedules |
Planboard |
| The option to view already forwarded work orders and plan not yet forwarded work orders via drag and drop on a calendar view. |
Work orders dashboard |
| A management dashboard with overviews and graphs related to preventive work orders (Planned vs actual costs, Costs per building, etc.) |
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For the user manual with a more step-by-step explanation of the process itself, see: Preventive maintenance work orders for (end) users
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Q: Is it possible to do a mandate approval on preventive work orders?
A: No, there is no mandate approval step in the preventive work order workflow. This is because the preventive work orders are generated for the future, there are usually price agreements with the applicable supplier and mandate is already provided. Also the work to be done is also already known due to its preventative nature.