Understanding the Components of a Work Order

This article further explains the parts of a work order covered in How To Create a Work Order for greater understanding of its components. 

The Work Order and its Features

Work orders contain sections where you can specify details, tasks, actions, and other items related to the work order. Here, we will go through each section to identify its primary function and features. To jump to a specific section of the work order, click the corresponding link below:

• Details
• Tasks
• Action Taken
• Files
• More Details
• Request Information
• Cost Summary
• Miscellaneous
• Linked Work Orders

Details

The Details section summarizes the work order information which includes:

• Property
• Building / Location
• Budget (if applicable)
• Description
  • The description is information submitted either by a user, or by the system in the case of rule-based work orders that come from reservations submitted in S&R.

To the right of the Details section, you’ll see the following navigation icons above the work order number. The work order number here functions as a link to this particular work order.

• The black “Back”arrow will take you to the previous page. This will likely be the Receive Screen or Active Work Order page.
• The people symbol can be clicked to show the followers of the work order, who  receive email updates on the work order’s status. 
• The printbutton allows you to print a paper copy or export a .pdf version of the work order. 
• The down arrow and box symbol allows you to download the cost summary, cost estimate, work order details, or the history of the work order as a PDF file.

The work order number here also serves as a link to the work order itself. Below this you’ll see +Add Project, which will allow you to add the work order to a specific project in WORKS.

If the work order is rule-based, you will be able to click the reservation ID to access the reservation associated with the work order. Clicking the PDF icon next to the reservation ID will take you to the corresponding reservation permit. 

• Clicking Costs will open the Costs window. This allows you to store all work order related costs beyond what is listed in the Costs Summary section (further down the work order form), such as labor, material, contractor in one place. 
• History links to a page that shows a date/time stamp for each time a change was made to the work order, the person who made the change, and what change was made. 
• Forward allows you to forward the work order to an email address. 
• Duplicate allows you to duplicate the work order.
• Print Queue pushes the work order to the print queue, accessed from the Receive Screen. 
• Follow Up flags work order for follow up via filter on active screen or the Flag for Follow Up report.

Tasks

If you’re creating a rule-based or recurring work order (RWO), you may see a Tasks section below the Details section. 

The task list appears for rule-based work orders and recurring work orders (RWO). The rule-based work order tasks are pulled from Facilitron S&R event times for a reservation. RWO tasks are configured in the RWO profile under Inspection Tasks. Please see Creating Recurring Work Orders (RWO's) in Facilitron WORKS for more information.

Action Taken

The Action Taken section will list anything written by the maintenance worker to describe their work. The History tab will show all activity on the work order from creation to completion. 

• Action Taken: Documentation and updates regarding the work getting done for the work order
• Comments: Communication with other users regarding the work order
• History: Log of all updates or changes to the work order and who is email notified

Files

Users may attach any relevant files in the Files section.

More Details

The More Details section highlights the Purpose, Trade, Worker and requested date of a work order, among other things.

• Purpose: The Purpose is the most general categorization of a work order, primarily used to route work orders to the correct department. This can be mandatory or optional for site staff to select,  however a default purpose is required in your system configuration settings.
• Priority: The Priority helps identify the urgency of the work order, ensuring the work order is addressed as quickly and efficiently as possible. A default is required for your system settings, however it’s optional to make this required for site staff. Typically M&O adjusts the priority upon receiving the work order.
• Trade: The Trade determines which type of staff will be getting the work done (e.g. grounds, custodial, etc). Trade can be used to create auto-assignments and allow shared work orders among workers if configured in the system. The Trade is a more specific categorization of a work order. Trade can be used to create auto-assignments and share work orders.
• Work Category: Work category is a specific label to categorize the type of work getting done related to the Trade and Purpose.
• Worker Name: The Maintenance Technician assigned to the work order.
• Contractor: If a contractor is working on the work order, this is noted accordingly.
• Equipment: When this option is present, you may select a piece of equipment from a pre-configured list for which work will be completed via the work order.
• Requested Date: Date on which the work order was requested.
• Schedule Date: Date on which the work order will be scheduled.
• Schedule Time: Time at which the work order is scheduled to start.
• Closed Date: Automated time stamp that appears once a work order is in a closed status.
• Current Status: Options are configured by your organization and may include: Submitted, Approved, Closed Pending Review, Received, Changed, Duplicate, Locked, etc.

Request Information

The Request Information section provides information about the requestor, approver, and liaison.

• Requested by: This area allows you to input details of the requestor if they asked someone else to input the work order, such as a teacher or custodian asking the front office staff. This section may not be filled out for rule-based work orders. 
  • Requested by Email will show the email address of the person who made the request, and the Requested by Phone Number field may or may not populate depending on the details in a user’s profile. Utilize the bell symbol to provide notifications to this user on the work order status or to remove notifications.
• Approver: This will provide the name of the approver, their email address and the date of approval. Use the bell symbol to provide notifications to this user on the work order status or to remove notifications.
• Created by: Name of the user who created the work order. This may not always be the requestor.
• Receive Notes: Order Administrators and Processors may record any notes in this section upon receiving the work order.
• Liaison: This signifies which account all emails from the system are routed through. This is pre-configured during account implementation.
  
  

Cost Summary

The Cost Summary summarizes all the costs associated to the work order. The data is populated from the Cost button.

Miscellaneous

Under Miscellaneous, you can select a project if applicable, or check Is Estimate? to identify the work order as an estimate by its purpose. By selecting a purpose that is marked as Is Estimate when submitting a request for an estimate, that setting in the Purpose profile causes any work orders with that purpose to be ignored from the various expense/cost reports. 

Linked Work Orders

You can link new work orders or edit the existing list as needed in the Linked Work Orders section. 

For additional assistance, please reach out to Facilitron Support at (800) 272-2962, or email us at support@facilitron.com.