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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
    • Start/Finish time
    • 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.

Tip provided by: Management Resources Group, Inc.
Tel: +1 203.264.0500

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