Purpose
To establish a consistent, repeatable process for creating, managing, and completing Work Orders (WOs) in FaciliWorks 8i to ensure accurate maintenance records, reliable KPIs, and effective preventive maintenance execution.
Scope
Applies to all facility maintenance personnel responsible for creating, executing, or closing work orders, including technicians, supervisors, and maintenance managers.
1. Accessing Work Orders
Navigation Path:
Work Orders → Work Order Manager
The Work Order Manager is the central hub for creating new WOs and managing existing ones.
2. Determine Work Order Type
Before creating a new WO, confirm whether one already exists.
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Existing WO: Use filters to locate and update the record.
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New WO: Select New to begin WO creation.
Avoid duplicate work orders to preserve asset history and reporting accuracy.
3. Asset Selection (Required)
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Select the Asset ID from the Asset lookup window.
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Ensure the correct asset is selected to maintain accurate maintenance history and performance data.
No asset selection = no valid reporting or trend analysis.
4. Task Assignment Decision
Determine whether the WO impacts a Preventive Maintenance (PM) schedule.
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PM-related work: Select the Scheduled PM Task.
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Corrective/Reactive work: Select a Repair Task.
Incorrect task selection may cause PM schedule drift or inaccurate compliance metrics.
5. Task ID Verification
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Confirm that the Task ID is visible and selected.
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If not visible, select Show All and choose the correct task from the Task lookup.
This step ensures PMs close correctly and schedules update as intended.
6. Work Order Detail Entry
Complete all applicable fields, including:
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Work description
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Priority level
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Assigned technician
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Scheduled and required dates
Populate relevant tabs:
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Labor: Actual time worked
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Parts: Parts issued or consumed
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Notes: Observations, findings, or corrective actions
7. Work Order Execution Status
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Not complete: Print or electronically distribute the WO to the technician.
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Ready to close: Proceed to completion steps.
Leaving WOs open preserves flexibility; closing WOs locks in performance data.
8. Work Order Completion (Critical Step)
To properly complete a WO:
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Enter actual labor hours
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Record parts used
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Verify maintenance completion date
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Select Completed
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Save the record
Incomplete closures result in inaccurate KPIs and unreliable maintenance analytics.
9. Operational Impact
Proper adherence to this SOP directly supports:
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PM compliance and scheduling accuracy
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Asset reliability analysis
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KPI calculation (MTTR, MTBF, PM vs CM ratios)
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Audit readiness and cost tracking
10. Responsibilities
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Technicians: Execute work and document labor, parts, and findings
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Supervisors: Verify task accuracy and WO completion quality
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Maintenance Managers: Monitor KPIs and enforce SOP compliance