Managing the Migration – Work Order Processes

Implementing a Computerized Maintenance Management System (CMMS) can be an overwhelming task. I will be discussing this implementation in my upcoming blogs.

The first step is to settle on a process for managing work orders. When consulting new clients, I like to start by looking at their existing process. It doesn’t matter if it’s electronic or paper, there are reasons for the process. Here are my top 10 questions to ask…

1. Who submits work orders?
2. Who approves work orders before they are viewed
by maintenance?
3. Who, within maintenance, approves work orders?
4. Who assigns work orders?
5. Who prints the works?
6. How are work orders distributed?
7. What data is collected by the tradesmen?
8. How are work orders returned by tradesmen?
9. How are returned work orders reviewed?
10. Who enters/files the tradesmen completed work order data?

Once these steps are established, you will need to review each. Ask yourself, “why do we do this?” If the answer is “because we’ve always done it that way,” then seriously consider what, if any, value is there in that step. If there is no value, alter or eliminate it.

Once you’ve reviewed and narrowed down the steps, you will need to consider how to transition from your current process. Current, for example, the administrator of the building submits a paper work order via courier mail. We are replacing that step with an Internet work order request form with the same data.

You simply need to replace each step of the old system with each step of the new system and account for the changes you determined necessary earlier in this process.

There is a reason why you have your current processes in place. It is probably a good, tried and true process. Use what you must, build your new process then simply migrate the new technology into the existing process.


For more information contact:Randy McLean

7283 NC Hwy 42, #102-233
Raleigh, NC 27603

Cell: 919-538-6177
Tel: 866-892-0034 Fax: 910-892-0035