How We Use Our Work Order Systems

Most cultural facility managers have some type of work order system to help manage the variety of scheduled and unscheduled tasks associated with keeping the physical plan running and supporting the building users.

Your input is desired to hear if and how your organization uses one of these systems. Take this short shared practice survey now - it only takes a couple minutes. Upon completion, you will go to the registration page for this month's shared practice meeting and receive a copy of the results whether you can attend the meeting or not.

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1. Your Work Order System show/hide

What kind of system do you use for reminder and tracking PMs or other scheduled maintenance?

What kind of system do you use for reminder and tracking service requests from building occupants?

Is your system...

Comments

2. If you do NOT have a software system intended to manage facility work orders... show/hide

If you have a system then skip this question

Why not?

Comments

3. If you have a software system intended to manage facility work orders.... show/hide

If you do not have a system then skip this question

What are the benefits to your organization (please rate from 1=little benefit to 5=major benefit.

	Ratings
	1	2	3	4	5	NA
Keep track of scheduled work
Manage list of service requests
Prioritize FM work
Document/log work performed
Document/log time and cost for work performed
Automate work flow process
Other (please describe in comments)

Comments

6. Some information about you show/hide

Your survey results are confidential and contact information is optional. However, if you wish to receive the results or are willing to answer questions from others, please provide your email.

Your Organization (just for our use to track responses)

Your Name (optional - only if you want us to contact you)

Your Email (optional - only used to send the results)

Corrective Maintenance Work Orders - Work done to restore the function of an asset after failure or when failure is imminent such as unscheduled or reactive work.
Scheduled Maintenance Work Orders - Work that is scheduled 1 week or more in advance, including follow-up WO to corrective or preventive WO.
Preventive Maintenance Work Orders - Work done as part of fixed interval maintenance.
Condition Based Maintenance Work Orders - Work done to measure the condition of equipment against known standards in order to assess whether it will fail during some future period and taking appropriate action to avoid the consequences of that failure.
Demand Maintenance Work Orders - Work done in response to building occupant requests, special cleaning, room setups, special events, or other occupant support (not work on the building/equipment)
Capital Maintenance Work Orders - Include capital (or non-capital project) expenditures directly related to end-of-life equipment replacement such as 1-for-1.
Standing Work Orders - WO used to log non wrench time work such as administration, training, safety meetings, and other company activities so that 100% of a workers time is in the work order system.

Quantity completed (or by status)
Completed on-time (within the expected response / completion time frame)
Hours to complete
Cost to complete
Who did the work
Work location
Equipment location (if equipment WO)
Parts used
Failure reasons/WO cause
Requestor satisfaction with WO completion
Other (please describe in comments)

Self-service web portal to take service requests
A chat bot on the web portal answers questions about facilities/work orders
Users get automated emails about the request/work order status and expected completion
System automatically generates scheduled maintenance work orders
System automatically assigns and routes work orders
System routes work orders that need approvals or quotes
Work orders (or alerts) automatically created based on sensor readings
Smart systems or machine learning used to diagnose likely equipment repairs based on sensor readings
Smart system used to balance work order assignments based on available staff
Smart system automatically responds to routine service requests that require department review
System automatically generates work orders for random inspection
System automatically generates time sheets for workers
System automatically generates invoices/approvals for contracted work performed
Other (please describe in comments)