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, as wells as features. An example of a work order is shown below, followed by notes regarding each component of the work order. 

1. Details: This section shows where the work is to be completed, along with a brief description of the work. This information is input either by a user, or by the system in the case of rule-based work orders that come from Facilitron S&R reservations.
2. Tasks: 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. The recurring work order tasks are configured in the RWO profile under Inspection Tasks. Please see Creating Recurring Work Orders (RWO's) in Facilitron Works for more information.
3. Action Taken: This 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.
4. Files: Users may attach any relevant files in this area.
5. More Details: This area 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. Adding this detail is optional for site staff.
   • Priority: The Priority helps ensure that your work order is routed to the correct department or individual, in turn ensuring your work order is addressed as quickly and efficiently as possible.
   • Trade: The Trade is a more specific categorization of a work order. Trade can be used to create auto-assignments and share work orders. This is another optional detail for site staff.
   • Work Category: Work Category labels are used to report on specific work orders related to Trades and Purposes.
   • Site Based Worker: When this option is present, you may choose a specific custodian or worker at your site to complete the work order.
   • 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 the district or Property Owner and may include: Submitted, Approved, Closed Pending Review, Received, Changed, Duplicate, Locked, etc.
6. The Request Informationsection 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 notbe 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.
7. Cost Summarytracks all costs related to the work order including Labor Cost, Trade Rate Costs, any other Costs, costs of materials, Total Cost, Labor and Trade Hours, and a notes section.
   • Miscellaneous: Select a project as applicable, and click 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: This section will show any work orders that have been linked to the current one.
8. The black arrow “Back” 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 print button 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 Cost Summary, Cost Estimate, WO Details, or History of the work order as a .pdf file.
9. The number in blueat the top of this section is a link to this particular work order. Beneath that link, if the work order is rule-based, you will be able to click a link to the reservation associated with the work order, and click the Adobe symbol to take you to a .pdf file of the reservation permit. 
   • Beneath this, you can click open the Costs window. This allows you to store all work order related costs beyond what is listed in the Costs Summary section, i.e., 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 a user to email this work order to other Facilitron Works users. 
   • +Project/Dupe enables a you to create a project from the work order in one of two ways. You can duplicate the existing work order, which creates a parent child relationship between the two work orders (and any number of work orders you duplicate). Or, you can name the project, otherwise the system will default to naming the project the work order number if no name is given. 
   • Print Queue pushes the work order to the print queue, accessed from the Receive Screen. 
   • Assign Asset allows you to assign or “attach” an asset to this work order. This option will be present per the configuration of the account during implementation. Please reach out to your Account Manager for more information if this isn’t visible.

Finally, you can toggle to flag this work order to show on a follow-up report should any further action be needed during or after closing the work order. The very bottom of the right hand column will show a snapshot of Created Date and Time, time the work order was last printed, and who last modified the work order and at what time.