When is a work order truly complete? There's more to work order completion than simply performing the actual maintenance tasks and changing the WO status to "Complete" within the CMMS/SAP. Although tasks will vary depending on the type of work performed, consider the following activities to ensure a successful WO completion.
• Perform general housekeeping activities and return the work area to an operating condition. Work area should be clean of rags, grease/oil, trash, etc. and all items have been properly disposed. Scaffolding, safety barrier tape, etc. is removed as required.
• The Craft have notified Operations personnel that the equipment is ready for Post Maintenance Testing (PMT). Job related LOTO is removed and equipment PMT is satisfactorily performed.
• All unused job material/parts are returned to stores.
• All specialty tools and equipment are returned to their proper location.
• All work permits are closed-out as required.
• WO completion information is captured (hardcopy/electronically in CMMS)
o Detailed description of work performed
o Proper Failure Code information is documented (Failure/Cause/Remedy)
o As Found/As Left conditions
o Any materials not originally issued/purchased against the WO. Compare against the asset BOM and Job Plan to see if these materials should be added.
o Labor hours for all craft
o Start/Finish time
o Job Plan feedback such as missing material, inaccurate procedures and improvements.
o Recommendations for adjusting PM frequency
• If follow-up work is required (additional repairs, modifications, etc.), a separate WO should be entered into the CMMS.
• If the nature of the work met the requirements to trigger a Root Cause Failure Analysis (RCFA), all documentation, failed parts, etc. should be provided to individuals responsible for conducting the RCFA.
• If a repairable spare was removed, ensure the spare is returned to the appropriate location for repairs and the "move" history of this spare is captured using the CMMS rotating item/asset functionality.
• If a new asset was installed, ensure all related information is captured and updated in the CMMS including nameplate information, the asset BOM, Job Plan and PM/PdM information, etc.
• New PdM baseline readings are taken as required.
• Drawings and schematics are updated to reflect any changes.
• All change control documentation is completed as required.
A properly completed work order will benefit many departments within an organization. For example, good housekeeping practices align with a facility's safety and environmental directives. Storeroom & purchasing personnel will use this information to streamline their inventories and improve their services to the craft person. Detailed and accurate job plan feedback will improve the planning & scheduling process. Reliability engineering personnel will use this information to improve asset reliability. Incorporating the aforementioned work order closeout activities as a part of the work control process is crucial for a facility if they're to achieve their overall asset management and reliability initiatives.
Tip provided by Steve Cyr, Management Resources Group, Inc. (MRG)
