Work order management is an essential part of all equipment maintenance operations. The best way to manage job orders is through a work system system or CMMS software program. The benefits of the work program software are directly proportional to the level of use. This means that all company personnel are involved in the system at some level. This assumes that CMMS has role-based permissions, so users at different levels can access the system while protecting the integrity of the data
Obviously, CMMS must be used by maintenance staff. In addition, non-maintenance personnel (applicants) must use the work order system to submit repair marks (job searches). This provides direct maintenance for non-maintenance personnel and empowers them to formally communicate with the repair of maintenance related equipment.
The reluctance to use new software is a common problem. Here are some tips to help you troubleshoot maintenance and non-maintenance work solving software.
Setting and configuring the software is extremely important. Here are some elements to consider when setting up the workflow management system
Who are the users?
Who are the software users and how do these users interact with the software? Listed below are the potential users and their roles.
- Maintenance Managers: System Configuration, Work Execution and Verification, Reliability Analysis and Report
- Maintenance Professionals: View and End Job Order, Preventive Maintenance Tasks, Spare Parts and Parts Inspection.
- Operators: Repair Tickets, Analyzes and Reports
- Acquisition and Receipt of Purchase Configuration, Purchase Orders, Receipt and Billing Negotiations.
- Manufacturing Staff: Repair Tickets, Event Announcement (Recipients).
- Outsourcing: Job Orders, Purchasing Needs
- Database Administrators and IT Personnel: Configuration and Repair Tickets
Administrative and Office Staff: Repair Tickets, Analysis and Analysis reports  6) Determining the use of the software and the importance of the first step affecting roles, permissions, naming conventions, terminal access points, permission and support. This step can have the greatest impact on the initial investment of the software.
In some cases, it is advisable to group potential users. For example, in a given department in a given shift, each producer can be a group that shares the same login. The benefit is less than maintaining logins. The disadvantage is that the maintenance manager does not know who sent the patch.
Typically, it is best for each maintenance person to provide their own login information, so only the specific maintenance technician job list is displayed. This reduces screen confusion and focuses on technicians alone. It also prevents the closing or editing of an order from random or deliberate other technicians
Designing a database of initial equipment and tasks
Since equipment and tasks are the primary elements of the work order system, these elements must be designed before adding them. to CMMS.
- Determine how to group the equipment. Group your device class, location, process, or class? In this step, careful consideration will make it easier to filter the large equipment database later.
- Similarly, group tasks by task type
- Apply common and accepted naming rules to equipment. Unless you have already identified the devices with device numbers or other identifiers, it is best to name the equipment with the name of the largest population of users. For example, does the new maintenance professional understand "Carpenter Conveyor # 3" or "CONV3-998625TT" ?
- Please note what tools the software offers to the user. Grouping the equipment in alphabetical order leads to a more intuitive list of equipment. For example, perhaps all conveyors should begin with the word "conveyor". Here is an example: "Table Top Conveyor # 1" and "Conveyor Belt – Table Top # 1" or another example: "Conveyor # A" and "Conveyor Belt – Slope #A". Which case makes it easier to find the position of the conveyor belt in the list?
Finally, determine which users are eligible to add low-level or global data items, such as equipment, tasks, workflow status, work priority, job order types, and other reusable workflow-specific information. It is important to limit access to these low-level and global data elements to maintain consistency in the names, avoid copies, or converge, and accurately describe the data element.
Deciding on the Best Software Platform (s)
What platform does the organization offer? Windows based, web based or smart phone? Maybe all three combinations are good. If so, how does this affect licensing and support costs? More importantly, how does this affect user accessibility and encourage the use of software by as many people as possible?
Some Advantages Below:
- Desktop applications are generally more sensitive, powerful, and reliable
- Web-based software is available anywhere and is accessible.
- Smart phone applications are suitable for fast data entry on the operating floor.
- Desktop applications must request permission for each computer (unless an application server or cloud is used).
- The lost connection is the display of web-based software. Web-based software is usually slower than a desktop version.
- Smart phone applications are generally unable to support full CMMS.
Consult the IT department; then deal with system requirements, database backup strategy, and potential connectivity issues. Another important factor is the system access points of the software and they must be predefined. Possible access points are:
- Maintenance Shop
- Maintenance Management Office
- Operator Floor
- Front office
- Shipping Division
- Anywhere patches are filed
Consider default user settings for entering speed data  Default user settings provide consistency in data entry and speed up the data entry process. These settings must provide data based on the logged in user. For example, if a non-maintenance person sends a repair ticket, and fields may be filled with pseudo-task and equipment, such as "See Notes" ]. Although this group does not know the name of the equipment item, they are still able to upload these basic required fields somewhat, and then enter the problem in section . In addition, the applicant's user ID must automatically connect to the patch so that the maintenance manager can respond appropriately to this request.
Determine how you handle external files
External files files or file attachments are links to the workflow system. In the most basic workflow software, these files are images. Similarly, more advanced CMMS software offers the ability to link any type of document to a work order. Examples of document files include images, text documents, videos, websites, worksheets, OEM manuals, and AutoCAD drawings.
Usually, the best way to manage files is to place them in the dedicated folder on the server. Alternatively, classifying more folders than the document type or use makes more sense than placing all the documents in a folder. The important thing to do here is access to documents and protection on the server to be available when necessary