QSI Facilities Blog

A Guide to What to Ask When It Comes to Facility Management Work Orders

Posted by QSI Facilities on March 14 , 2018

Do you know what your facilities management work orders actually say? Not the actual problem they describe or need they request, but what do the whole of your facilities management work orders reveal about your operation? In addition, how detailed are your work orders? Do they provide adequate information to ensure the right vendor corrects the issue, and if so, do they ensure vendors bring the right equipment, parts, and tools to get the job finished?

Detailed facility management work orders are the first step in maintaining a quality facilities management strategy. To guarantee faster, more cost-effective results, evaluate the state of your facilities management work orders. You can start by asking these questions about how your organization handles facilities management work orders.

Does the Work Order Make It Easy to Find the Best Contractor for Use?

Your organization’s current CMMS should have a feature that identifies the appropriate contractor for the work order type. Furthermore, the system should ask intuitive questions, comparable to a drop-down menu, to ensure a work order is routed appropriately to the correct field service vendor. If your system does not allow for this possibility, you could be losing money by selecting a higher-cost contractor to perform work needs.

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Does Your System Enable Automatic Reporting of Problems?

And quality CMMS should enable automatic reporting problems, as well as accomplishments. This allows you to measure actual performance versus expected performance of your CMMS, which can be useful in identifying key areas of facilities spend and analyzing average work order values.

Can the System Streamline and Combine Preventative, Scheduled Maintenance With On-Demand Needs?

Your CMMS should also contain the ability to streamline and combine preventative, scheduled maintenance and with on-demand. This reduces overall facilities spend by reducing the number of trips necessary to complete a work order, and it can also help with agile budgeting by allowing for the combination of upcoming scheduled maintenance items with work orders relating to on-demand maintenance. If a problem arises unexpectedly, upcoming work in the next few days may be moved forward to be completed at the same time as the on-the amount request.

 How Does Your System Handle Payment Processing?

Part of the problem with managing incidents of vendor networks lies in understanding and adhering to payment processing and ensuring all work meet strict quality standards. As a result, the best CMMS systems will enable automated payment processing. Since payment processing is based on both time build and cost per service, automated payment processing should be included in the use detailed, fact-based means of verifying field service technician arrival and departure times. For example, an interactive voice response (IVR) compliance system should be in place to track field service technician performance.

Does It Include Mobile Access?

Facilities management is no longer a processor business practice taking place in the back of an office. It may spend hundreds if not thousands of square miles, and for large-scale organizations, remote access is an absolute necessity. Ask yourself, “does your system allow for the use of mobile access, including mobile dashboards, reporting, and business intelligence tools?” If not, it may be necessary to upgrade your system to stay in line with industry best practices.

Does the System Track Compliance and Inventory?

As mentioned previously, tracking compliance of facility field service vendors and technicians is a key component of an effective CMMS, but it must go further than just tracking technician performance and clock in and clock out times. It should track inventory used for maintenance purposes. This will provide greater visibility into facilities spend and identify potential areas of loss resulting from manufacturing defects or inadequate quality within existing supplies, or parts necessary during facilities management maintenance.

Use These Questions to Refine Your Work Order Process Now

Quality facilities management work orders support effective facilities management. All work orders must be thorough and give the right parties, like vendors, managers or employees, the information necessary to complete the request. After evaluating the state of your facilities management work order system, leave nothing to chance by upgrading to a cloud-based, analytics-driven system. Visit QSI Facilities to get started on your upgrade now.