1. What is this module about

The Preventive maintenance work orders module in Workplace Management helps service teams create and manage work orders which can be planned for periodical maintenance. These work orders can be assigned to either internal or external contractors to execute the preventive maintenance.

For instance, the elevators in a building need to be checked and maintained every month. With a maintenance schedule, the corresponding preventive maintenance work orders can be generated periodically and automatically assigned to the internal or external contractor with the applicable elevators linked to it. The contractor can register the costs, and the work orders can be reviewed internally afterward.

2. High over process overview

In this chapter, a high-over overview of the process is described. For a detailed description of every step in the process, see the chapter further below: Process step by step

The Preventive maintenance work order module has several system groups related to it, allowing authorizing users for specific parts of, and tasks within this module. Below an overview of all relevant system groups and their role within the preventive maintenance work order workflow. Also other additional system groups without a task in the preventive maintenance work order workflow are mentioned.

Open

Preventive maintenance work orders can be created from a maintenance schedule. In the maintenance schedule the cycle of the preventive maintenance and the work order template is registered. The work order template contains information like the subject, the description, the applicable service group, the internal responsible, the contractor, and cost items, which will be included in every preventive maintenance work order generated from that maintenance schedule.

A preventive maintenance work order created from a maintenance schedule can be submitted first or can be directly assigned and forwarded to the applicable contractor. It is also possible to automatically submit the preventive work order via a general setting. In this case at least the service group has to be registered in the work order template.

After a preventive maintenance work order is submitted, the service group and the preventive work order manager can assign the work order to a contractor. This step can also be automated via a general setting. In this case the applicable contractor needs to be already registered in the work order template.

Once the work order is forwarded to the contractor, the contractor can execute the work. If the contractor (e.g. an external supplier) has access to Workplace Management, the contractor can directly handle the work order from the application, otherwise this task will remain at the responsible user. A work order email with more information about the work to be executed can also be emailed to the contractor.

If details of the work order are incorrect or the work order needs to be replanned, the service group and preventive work order manager can retract the work order and make the necessary changes before forwarding the work order to a contractor again.

Once the contractor is done and the work is finished, the work order can be reviewed by the responsible user. If the work is not executed as desired, the work order will again be forwarded to the contractor with additional remarks about why the work is not approved.

Depending on the clients settings, the work order can be financially handled after the work is approved by the responsible user. The financial administration around work orders usually consists of handling the invoice send by the contractor. If no financial handling is necessary, the work order will automatically be closed.

3. Navigation menu & Startboard

For the Preventive work orders module, the following navigation menu options become available:

Open

For the Preventive work orders module, the following starboard tab becomes available:

This tab is available for the following system groups:

• Preventive workorder manager

• Management dashboards requests

This startboard tab has some buttons that are similar to the navigation menu options with the same names. Next to that, this tab has the following includes (most are only visible if they contain data):

• Preventive work orders not yet submitted (planned until next month)

• Preventive work orders in progress without an internal responsible (planned until next month)

• Preventive work orders for my team, not assigned and not yet forwarded (planned until next month)

• Preventive work orders assigned to me and not yet forwarded (planned until next month)

• Preventive work orders assigned to me and in progress

• Preventive work orders to be reviewed by me

• Preventive work orders assigned to me, financial administration

• Preventive work orders for my team and not assigned to me

4. Process in details

4.1 Process step by step

Preventive maintenance work orders

In Workplace, Preventive maintenance is defined as periodical maintenance based on schedules. A preventive work order is always part of a maintenance schedule. Preventive work orders are generated periodically and can be assigned to internal or external executors.

Users with the required acces can create and manage maintenance schedules and thus create preventive maintenance work orders (for example by having the group “Preventive workorder manager” or 'create workorder schedulers”).

An example of preventive maintenance would be the yearly inspection of a heat pump or cooling system.

How to create a preventive work order from a maintenance schedule

1. Navigate to “Maintenance schedules” under “Maintenance” in the menu.

    

2. Select your schedule by clicking on it, or create a new one by clicking “Create new maintenance schedule“. A maintenance schedule is created and opened.

3. Fill in the (required) fields on the maintenance schedule:

   • Name of the schedule

   • The start and end time of the work order. The date is used as the starting date of the cycle, the times are the default start- and end time of all the work orders that are created.

   • The interval schedule

   • The end date or the max number of the cycle. You can fill in one or both, whatever setting is reached first is applicable.

   • If an external party executes the work, you can link a contract to the schedule.

    

    

4. Click on the “Work order template” button to open the template. All work orders that you generate from the schedule are based on this template.

5. Filling in the work order template. Read further down the article for more details about ‘Filling a work order template’.

6. Press “Save and return” to navigate back to the work order schedule.

7. To manually generate the preventive work order(s):

   • Press the “Generate Workorders” button;

   • You will get the question until which date you want to generate the work orders, fill in the date you want and;

   • Click the “Generate” button to generate the work orders.

      

     It is also possible to generate the work orders automatically. This is explained in the ‘Work order scheduler’ section of this article.

8. The work orders are now being generated and shown in a list.

9. If you now click ‘Ok’ you are returned to the maintenance schedule (MSC)

Filling in a work order template

The work order template exists of three tabs:

1. General

2. Checklist

3. Documents

    

The Tab “General”

You have four categories with details you need to fill or can adjust in the work order template.

• General
  The request date, this is already set automatically. But it can be adjusted when necessary.

• Work order data
  The subject of the work order and a short description.

• Schedule
  Fill in the start and end time of the work order

• Execution

  • Service group
    You can select the desired service, for example for regular check-up of the air conditioning system select Facility.

  • Internal Responsible
    Select the person who is responsible (internally) for this work order process

  • Contractor
    Here you can select which contractor will do the work

  • Send work order via email
    This is an yes/no option. If put on yes, the contractor will receive the work order via email

  • Remarks for contractor
    In this field you can enter remarks for the contractor.

Besides the above mentioned details, you also can add objects relevant for this work order.
To do this click on “Objects” in the include on the bottom of the screen.
You can add:

• Area
  press the “Add Area” button, search for the area, select it and press the “Ok” button.

• Asset
  press the “Add Asset” button, search for the asset, select it and press the “Ok” button.

• Property
  press the “Add Property” button, search for the property, select it and press the “Ok” button.

The tab “Checklists”

On this tab you can add checklist to the work order template.

1. Press the “Add checklists” button.

2. Select the checklist.

3. Press the button “Add selected checklists to workorder”

The tab “Documents”

On this tab you can add relevant documents regarding the work order.
For example, a manual or a photo.

To upload a file:

1. Press the “Upload” button. You will get new screen same as the include with the “Drag and drop field”and the “Select files” button.”

2. Drag and drop the file into the field or paste in it.

3. Use the “Select files” button.”

Work order scheduler

Work order schedulers can be created which automatically generate work orders from the different maintenance schedules.

To create/edit a work order scheduler:

1. Navigate to “Maintenance schedules” under the option “Maintenance” in the menu.

2. Click on “Work order schedulers”

3. Click on new to create a new scheduler click on the hyperlink of an existing schedule to open it.

4. After creating a new work order scheduler, fill in all the fields.

   • Make sure to change the field ‘Active = yes’.

   • Execute as: make sure this is an active system user with the required access rights. You can fill in a work order manager here.

   • Fill in a contact in the field ‘Notification’ to receive an email when the scheduler has run

5. By pressing the “Run” you can also manually run the schedule.

6. The schedule can be deactivated by setting “Active = no“ or deleted by clicking the delete icon on the top right of the page.

   • After deactivating or deleting a work order scheduler, work orders are not longer automatically generated. Existing work order are not affected.

Two examples of a work order schedule

How to handle a preventive work order

The preventive work order manager is assigned the task of submitting the work orders that are generated (depending on the settings for this). The work order process itself is similar to that of the corrective work orders and for more in depth details of handling a work order read the article about corrective work orders. After submitting the person (internally) assigned with the work order is responsible for the rest of the process.

4.2 Additional options and related modules

4.3 All fields

5. Automated emails

For the corrective work order module, the following default workflow emails are available:

6. Related articles

The following articles are aimed towards application managers and implementation consultants:

For more detailed implementation information (including how to activate the module), which system groups are involved, data imports, see: Preventive maintenance work orders module activation and information

For more information on the content of this module, including detailed descriptions of some of the core components, see: Preventive maintenance work orders module in the 'Application Managers' section.