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)
Detailed description of work performed
Proper Failure Code information is documented (Failure/Cause/Remedy)
As Found/As Left conditions
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.
Labor hours for all craft
Job Plan feedback such as missing material, inaccurate procedures and improvements.
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.