Work Order From Technician / Vendor

Introduction/Purpose

The Work Orders From Technician/Vendor module in the Smart Maintenance System serves as a platform where technicians or vendors can initiate and submit work orders based on the tasks they identify during maintenance or repair activities. This module empowers technicians or vendors to actively contribute to the maintenance process by reporting issues, suggesting repairs, and creating work orders with all necessary details.

These work orders include key information such as the work title, department, location, associated assets, and procedures, along with priority levels and time details. Additionally, technicians or vendors can provide specific start and end times for their activities, attach relevant files, and list required parts for completing the job. This streamlined submission process enables accurate documentation, efficient task allocation, and better resource management.

By integrating this module, organizations can ensure that work orders are promptly addressed and appropriately managed, improving maintenance workflows, enhancing response times, and reducing operational disruptions.

Dependency

The Work Orders From Technician/Vendor module relies on the following dependencies:

• System Performance: The system must efficiently handle the creation and storage of work order details in the database.
• Valid User Access: Only authorized technicians or vendors with access to this module should be able to create work orders.
• Department: At least one department must be added to the user’s account to assign the work order to the correct team.
• Location: At least one location is required to associate the work order with the place where the task needs to be performed.
• Asset: At least one asset must be added to the user’s account to ensure the work order is linked to the relevant equipment.
• Procedure: A defined procedure must exist to provide clear guidelines for completing the work order.
• Work Title: A descriptive title summarizing the maintenance or repair task is required for clarity and identification.
• Priority: The urgency level of the task must be specified to facilitate proper task prioritization.
• Due Date: The deadline for completing the work order must be defined to ensure timely execution.
• Start & End Time: The timeframe during which the work order activities should commence and conclude must be specified.
• Technician Start & End Time: Specific time entries from the technician or vendor to track their activity duration.
• WO Request Files: Relevant files or documents supporting the work order must be attached for reference.
• Work Order Parts: A detailed list of parts required for the work order should be included to streamline planning and execution.

Key Notes:

• The module enhances collaboration between the organization and external vendors/technicians by enabling direct work order submissions.
• Detailed information in work orders ensures transparency and facilitates efficient decision-making.
• This functionality is critical for ensuring that tasks initiated by technicians or vendors are promptly addressed and integrated into the overall maintenance workflow.

By leveraging the Work Orders From Technician/Vendor module, organizations can streamline maintenance operations, improve task tracking, and enhance overall productivity.

How To Navigate To Work Order From Technician

The navigation includes the following step for viewing the work order in the computerized maintenance management system.

• Click on the Work Order tab: The work order can be accessed by clicking it from the work order section.

Work Order From Technician Tab Listing

A technician specific work order listing in a computerized maintenance management system is a feature that provides a list of all work orders with specific technicians.

• Technicians can view the following information in the work order listing page
  • Order code
  • Work Title
  • Location
  • Asset
  • Due Date
  • Status
    • Open
    • Pending
    • Overdue
    • Completed

• Technicians can view the status of assigned work orders and complete them directly from the work order listing page.
• For work orders assigned to a specific technician, they can access open or pending work orders. Once completed, the status updates to “Completed.” If the completion date exceeds the scheduled timeline, the status will automatically update to “Overdue.”

Technician specific – Work Order – Add Form

 Add new: The “Add new” function allows you to create and add new work orders to the system as shown in the below screen.

• User will be able to add the work order with the following fields
  • Work Title (Required) :
    • This is specifying the work title for the work order.
  • Description : 
    • This is specifying the description of the work order.
  • Department (Required) : 
    • This is specifying to choose the department name of the work order using the dropdown list.
  • Location (Required) : 
    • This is specifying to choose the location of the work order using the dropdown list.
  • Asset (Required) : 
    • This is specifying to choose the asset of the work order using the dropdown list.
  • Procedure :
    • This is specifying to choose the procedure of the work order using the dropdown list. This data will be coming from the procedures in the maintenance section. 
  • Due Date (Required) : 
    • This is specifying to choose the due date of the work order using the calendar.
  • Start & End Time (Required):
    • This is specifying to select the start and end time of the work order.
  • Work Order Image : 
    • Upload the work order images.
  • Work Order Files : 
    • Upload the work order request files.
  • Work Order Parts (Required) : 
    • This is specifying to choose the required parts with the quantity of the work order.

<<Add image here (WORK ORDER Add form from technician login) >>

User can perform the following actions

• Search :  The “Search” function enables searching using multiple field names such as work orders, asset, location. to find specific data.

• Refresh : The “Refresh” function allows technicians to refresh the work order listing page.

• Sort By : The “Sort By” function allows technicians to sort the data either in ascending or in descending order for different fields such as due date, priority, work title.

• Filter (Show left panel search)  : This “Filter” feature allows technicians to  search the data from individual fields.

View Form – Work Order (Technician login)

• Technicians will be able to view the details of the existing technician specific work order with the details as shown in the below screen.

• Technicians can view the following details from the work order details page.
  • Work Title
  • Priority
  • Asset
  • Procedure
  • Department
  • Status 
  • Due Date
  • Department
  • Location
  • Parts
  • View procedure
  • comments
• Technicians can send the any comments in the work order view form

Work Order (Technician login)  – Recording & Update

• Technicians will be able to edit and update the work order details as shown in below screen.

Note :

• Technicians can update a work order only under the following condition:
  • The approval status remains unchanged.
• If the technician sets the approval status to either “Approved” or  “Rejected” or “Cancelled,” or if the work order is completed. Then, the work order cannot be updated.

<<Add image here (WORK ORDER Edit form from technician login) >>

Technicians can perform the following actions: 

• Submit: The “Submit” function allows the technician to submit the required information while creating a new work order.
  
• Discard: The “Discard” function allows the technician to cancel the submission of information provided at the time of creating a new work order.