Overview
The core record. A work order carries the job description, the asset it applies to, who owns it, the checklist to be worked through, the defects found, the materials consumed, the labour booked and the full audit history of every status change.
Step by step
Work through these in order the first time. After that, steps two to four are the daily loop.
Create the work order
New work order asks for a unique work-order number, a work type and a status. The number is what appears in every report and export, so use the numbering convention your station already runs on rather than inventing one per job.
Attach the asset
Search the registered asset by asset ID, local GSE number or asset type. Selecting it fills in asset type, GSE number and station automatically. Typing those fields by hand instead breaks the link between the job and the asset's maintenance history.
Set ownership
Rolled out to decides the rest of the form: choose in-house and you pick a technician or team; choose provider and you pick a service-provider company. Provider users only ever see work rolled out to their own company.
Describe the work properly
The description field takes up to 2,000 characters. Include the symptom, the work required, any safety concern and the expected outcome — enough that the technician does not need a handover call.
Work the checklist
Once saved, the Maintenance details tabs appear. Checklist items arrive pre-populated from the library for that work type and asset type. Mark each Pass, Fail or N/A. A Fail opens a failure-details box — fill it in; that text is what the reliability reports are built from.
Record defects and materials
Defects found during the job go on the Defects tab, and a defect can raise its own follow-on work order rather than being buried in a note. Parts consumed go on the Materials tab, which is what draws stock down in Inventory.
Book time and close
Enter labour hours, person hours and any meter reading, then move the status to Complete. Completion can require consent and a signature; once closed, the record stays readable and the audit history shows every state it passed through.
Notes from the field
Behaviour that is easy to miss from the interface alone.
Full capability list
Everything work orders can do, as shipped.
- Create, edit and close work orders with an eight-state lifecycle
- Attach a registered asset to auto-fill asset type, GSE number and station
- Assign to an in-house technician or roll out to a service provider company
- Per-work-order checklists, auto-populated from the checklist library by work type and asset type
- Ad-hoc checklist items added to a single work order without touching the library
- Defect capture, with a defect able to raise a follow-on work order
- Materials and spare-part consumption recorded against the job
- Labour hours, person hours, meter readings and meter units
- Purchase-order reference and PM type for commercial traceability
- Completion consent and technician signature capture
- Bulk selection for mass assignment or deletion
- Optimistic-concurrency version stamp so two editors cannot silently overwrite each other
- Full status-change audit history
- Filters for search, station, work type, status, rolled-out-to and assignee
Exports
Exports carry the filters currently applied on screen, so narrow the view before exporting rather than trimming the spreadsheet afterwards.
- Excel export of the filtered list
- PDF export of the filtered list
- Individual work-order PDF
- XLSX/CSV bulk import with a downloadable template