Work orders

A work order carries the asset, work type, description, request date, due date, assigned person, completion date and current status. The facility manager can see what has been requested, what has been authorized, which jobs are scheduled and what still awaits inspection. The Work Order State Board groups the active queue by status, while the register retains the full sequence including closed and cancelled work.

Planning is a real decision. The authorization action verifies the work order and its asset, then requires an approved safety permit whose validity covers today. Only then does it move the work to approved and scheduled, with an assignee and due date. A permit for another job, or one outside its valid interval, cannot support the decision.

• Request. Identify the asset and describe the preventive, corrective or inspection work.
• Authorize. Check the linked permit and decide who will do the work by when.
• Complete. Record technician work, review the result and preserve service history.

For a failed air-handling unit, the facility manager selects the exact unit and records the corrective work. The permit issuer approves the relevant safety permit for a valid interval. The manager then assigns a technician and due date. The technician records an actual work interval and description. An inspector accepts the result before the order closes.

Decide who enters requests, who may schedule them and who accepts inspections. The team should agree how it describes work clearly enough for the permit issuer and technician to identify the same physical task. Set a due-date rule that reflects the campus calendar, especially for work that crosses weekends or building closures.

Agree how the team handles cancelled requests and when a new order is preferable to editing an existing one. Review assignment against the People directory so the assigned person and technician work log can be reconciled. If work requires material, establish who records the part usage and who checks the stock effect.

Run one request from start to finish. First try to authorize it with no approved current permit and confirm it stays unscheduled. Approve a permit linked to that order within a valid interval, then schedule the work and confirm the assignee and due date. Start the job, record the technician’s actual work, and move the job to inspection. Accept the result and confirm the order is closed, the service entry is linked and the asset is active again.

Repeat the permit check with a permit linked to a different work order. That should not allow the job to advance. The facility manager should be able to explain the queue from the order status and supporting records, without relying on a separate message thread.

• Open Work Orders — Requested through inspection work with its asset, assignee and due date.
• Work Order State Board — Active work grouped by current status for the daily review.
• Closed Work Orders — Finished jobs with their completion dates.

See the maintenance work order for the complete handoff, and parts and stock for material used during execution.