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Work Order Management

 

A simpler way to create, complete, and track work orders. Stop struggling with paper work orders. sMnt’s AI-powered work order software makes it easier to submit and respond to requests, keep your records in one place, and automatically analyze 1000s of work orders. Craft the perfect work order. Stop work from falling through the cracks and help your team find, understand, and get started on tasks with fewer headaches. Run your maintenance like clockwork. Create schedules you can stick to, reduce unexpected repairs, and make the most of your resources. Take your work orders mobile. Manage maintenance on the go and work uninterrupted with the sMnt mobile app. Complete your work orders flawlessly. Get the job done without losing time to data entry and administrative tasks. Track and report on work orders. Stay informed on what is and isn’t working for your team with solid work order data.

 

 
 

Make it easy to submit work requests 

Design your own work request form through the work request portal and allow users and guests to search, sort, and track requests on mobile or desktop.

 

 

Set up work orders that help you pass audits

Add inspection-type tasks to work orders, automate follow-up activities if the inspection fails, and link everything back to the original work order.

 

 

Know exactly what’s happening and when it’s happening

Get a full view of your team’s workload, set their schedules, and assign individuals or user groups to an asset or task. Alert staff by email or mobile notification when you trigger a work order that belongs to them.

 

 

 

Automatically trigger work orders based on asset condition

Trigger maintenance based on the real-time condition of equipment using integrated sensors. Conditions include vibration, temperature, pressure, and more.

 

 

Send notifications to mobile devices

Send a notification to a user’s mobile device when a task in a work order is assigned to them. The assigned users will also receive an email notification for the task.

 

 

Search for and prioritize work orders in seconds

Prioritize your work orders and search for them by priority, code, asset, location, assigned user, project, completion date, or other identifying details. Refine your searches and flag filters you use most.

 

 

Generate failure codes for easier troubleshooting

Set up your CMMS with common failure codes so technicians can quickly select a pre-set code, understand possible causes, and get to the bottom of breakdowns once and for all.

 

 

Get a complete view of your work

Use the dashboard to get an overview of your work orders, including high-priority tasks, overdue work orders, and KPIs. Share the dashboard with your team so everyone is on the same page.

 

 

Use AI to spot work orders that are causing delays, failures, and more

The work order insights report, powered by sMnt, analyzes 1000s of work orders so you don’t have to. Immediately see how closed work has impacted your business, and get a short-list of upcoming tasks most likely to cause production delays, compliance issues, and extra costs so you can fix these problems fast.

 
 

Import work order information in a few clicks

Easily upload and edit multiple work orders from a CSV file with greater accuracy so you don’t have to spend hours updating each task.

 

 

Schedule and streamline your workflows

Schedule maintenance using date, time, meter, or event-based triggers. Roll several scheduled work orders into one with nested PMs and indicate extra tasks to perform at certain cadences.

 

 

Standardize work with a library of templates and resources

Create a library of checklists, standard procedures, manuals, diagrams, and more for tasks and task groups.

 

Access work orders without an internet connection

See and update all work order details even when your internet connection is spotty or nonexistent. Any updates you make are synced as soon as you are back online.

 

Pull up work orders in a snap

Create, customize, and attach QR codes or barcodes to any work order, asset, or part. Scan with your mobile device to instantly see the details you need to complete the task.

 

Attach photos to a work order straight from your mobile device

Add images to work orders and asset records from your camera or image gallery. Flag issues, prepare for audits, and make clearer notes without breaking a sweat.

Reduce duplicate tasks with multi-asset work orders

Apply work orders with the same tasks to multiple assets. Assign one technician to complete these activities so you can reduce piecemeal work.

Build work orders to fit the way your team operates

Add, rearrange, and hide fields on your work order forms to match the processes and workflows your team already uses. You can also make fields mandatory so you never miss out on key information.

 

Collect and calculate the cost of your work orders

See all your costs for each work order and calculate the total cost of work on an asset or group of assets. Log the money you spent on labor, parts, supplies, and more.

 

 

 

Feature

Functionality

Benefit

  Work request portal
  1. Unlimited guest access to submit work requests and receive automatic updates
  2. Guest users can sort and track all submitted requests
  1. Cut down on requests for status updates and avoid duplicate requests
  2. Get better clarity on requests with a customized form and mandatory fields
  Work order form
  1. Indicate maintenance type, priority, status, and more
  2. Attach files and images to the work order such as manuals or an image of the issue
  3. Suggest parts needed for repair
  1. Include supporting information with a work order so technicians know what to expect and can resolve the issue faster
  2. Classify work orders to make it easy to search, group, and report on work orders
  Time tracking
  1. Set work order due dates
  2. Indicate estimated hours on work orders and labour tasks to compare actual completion time against estimates 
  1. Understand how long it takes to complete work orders to improve planning and understand cost of repair
  2. Determine KPIs such as overdue work orders, scheduled compliance, and more
  Work assignment
  1. Assign, batch assign, and automatically assign work orders to a user, multiple users, or a group of users
  1. Build accountability and know exactly who is responsible for what work
  2. Cut down on admin time
  Cost tracking
  1. Track parts usage, labor hours, and other miscellaneous costs to calculate total work order cost
  1. Know how much your assets and work orders are costing you to make better repair/replace and budgeting decisions
  Multi-asset work orders
  1. Create multi-asset work orders and repurpose task lists
  1.   Reduce clutter and simplify work order
  Work order tagging and scanning
  1. Each work order is automatically tagged with a printable QR code
  1. Quickly find and pull up work orders on the mobile app with a QR code scan
  E-signature
  1. Collect electronic signatures on work orders
  2. Sign work orders with a touchscreen on the sMnt app
  1. Increase accountability and improve quality assurance with required work orders
  2. Show compliance with industry regulations
  Custom fields
  1. Create your own custom field to track additional information
  1. Customize your work orders based on the way you run your operations
  Scheduled maintenance
  1. Create scheduled maintenance templates and configure triggers to launch preventive maintenance work
  2. Visualize a list of upcoming preventive maintenance and inventory consumption
  1. Track scheduled maintenance in one place and plan ahead with an understanding of upcoming work and inventory needs
  2. Simplify the admin process by using pre-set templates
  Time-based, meter reading, and event-based triggers
  1. Trigger preventive maintenance work orders from date, time, meter reading, or events
  1. Optimize your preventive maintenance and avoid over- or under-PMing by using accurate work order triggers
  Condition based maintenance 
  1. Trigger maintenance based on the real-time condition of equipment using integrated sensors
  1. Automatically triggering work orders based on real-time asset condition
  Nested scheduled maintenance
  1. Stack preventive maintenance tasks based on the frequency of triggers 
  1. Organize work orders and streamline work by grouping multiple work orders for the same asset together
  Tasks and task groups
  1. Create a library of tasks and task lists for scheduled maintenance, checklists, standard repair procedures, and visual operating procedures
  2. Assign task groups to assets to automatically associate task lists to work orders
  1. Standardize work practices
  2. Cut down on administrative work by repurposing task groups and automatically associating task lists to work orders
  Pass/fail inspection tasks
  1. Add inspection-style tasks to scheduled maintenances and work orders
  2. Configure failed inspections to automatically trigger follow-on work orders
  1. Clearly trace failed inspection rounds to follow-up work
  2. Easily pull up a report to demonstrate corrective work for auditors
  Calendar
  1. View scheduled work orders by users on a calendar in real-time
  2. Set schedule work orders to quickly schedule and assign work
  1. Visualize your team’s workload in one centralized calendar to ensure no-one is over- or underworked
  2. View upcoming work
  Projects
  1. Group scheduled maintenances and work orders as projects
  1. Keep tabs on work being carried out across the team, and run analyses such as understanding total cost of project
  Import tool
  1. Batch upload and mass edit work orders from a csv file
  1. Import data into sMnt with one click  when transitioning CMMS system
  Internal and external notifications
  1. Automatically send and receive notifications through email, mobile notifications, or the web app when a work order is assigned
  1. Immediately notify team members when work is assigned to them
  Work order history and work log
  1. Track all work order updates in one central location
  2. View asset work order history
  1. See asset work order history to be informed on what actions to take
  2. Better visibility into work order history
  3. Quickly pass audits by knowing exactly when a work order was updated and by whom
  Failure codes
  1. Set up most common failure codes and quickly select a preset problem code to understand possible causes and actions
  1. Simplify troubleshooting with pre-setfailure codes
  2. Run reports on common problem and cause codes to determine if there is a recurring issue
  Mobile work orders
  1. Access, manage, and complete work orders on a mobile app, even without an internet connection
  1. Save time and work uninterrupted with maintenance information on the go

 

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