In our current project, we are exploring the option of streamlining work order management by automatically generating notifications when creating work orders. This 1:1 relationship between orders and notifications eliminates the need for separate management and simplifies the process. Users can still input important details like damage codes and malfunction data directly into the order. What are your thoughts on this streamlined approach? Thank you.
In our system, we follow a process where we raise notifications independently to document defects before converting them into PM orders. This ensures that we have the necessary resources in place to complete the work efficiently. By prioritizing and planning based on these notifications, we are able to effectively tackle a variety of issues that arise. With over 300 notifications received monthly, it is crucial for us to have this system in place. Your suggested approach would not be suitable for our high volume of work. The number of breakdowns we experience dictates the validity of using the notification route.
Our practice involves sending notifications only for tasks that need to be performed, meaning that it is not necessary to open the order if no resources are required. For example, if an operator tightens bolts to stop a small leak, they will then document their activities in the notification. This streamlined process ensures that only essential tasks are communicated and recorded efficiently.
Thank you for the responses. In every business, there may be occasions where work requests cannot be fulfilled due to resource limitations or other factors. In my opinion, a crucial aspect of effectively utilizing a CMMS is to regularly assess and address this backlog. Decisions should be made to either cancel requests with appropriate documentation or assign them priorities and scheduled dates if deemed valid. By consistently applying predefined criteria during reviews, the work order list can be kept relevant. For instance, SAP Work Orders at CRTD status can be closed through business closure, changing them to CLSD NCMP status to maintain a clean system history. This helps avoid issues with mismatched notifications and work orders, which often need separate management. During a migration project from a legacy CMMS to a new system, I encountered a situation where 50,000 incomplete work orders from the past 10 years were cancelled to prevent cluttering the new system with obsolete records. Such challenges are common among CMMS users, but efforts should be made to prevent them. Notably, some users leverage SAP notifications to track work that doesn't involve additional costs like labor or materials, providing a simpler alternative to work orders. Have you encountered other systems that utilize notifications in a similar manner? From my experience, most systems rely solely on work orders with appropriate status controls. Your insights are appreciated once again.
It appears that you have a grasp on the solutions to your queries. The final portion of your previous reply holds relevance for many businesses and could streamline your Maintenance Execution process. I suggest halting at the Notification phase unless there are cost implications, while also keeping track of Maintenance history and equipment availability. It is essential to establish a robust system for evaluating and prioritizing work to ensure that only identified items progress to the Work Order creation phase.
Managing work orders efficiently is crucial for preventing duplicates and errors. The notification system works best when overseen properly by a Planner/scheduler, who validates the work, ensures resource availability, and schedules tasks accordingly. Even in emergencies, written notifications should be utilized. Tracking reliability and reviewing completed work before validation is key. A growing backlog may indicate system mismanagement or inadequate resources (Work Center Capacity).
From an efficiency standpoint, this streamlined approach sounds very promising. Integrating notifications with work order creation will certainly minimize extra administrative steps, leaving more room for the real tasks at hand. However, it's crucial to ensure that this automation doesn't diminish the importance of each work order. The personalized review of each order and subsequent issuance of notifications were opportunities to catch errors or inconsistencies. I'd suggest incorporating a robust quality control mechanism in this automated system so as to not compromise on the quality of work orders.
✅ Work Order Management
✅ Asset Tracking
✅ Preventive Maintenance
✅ Inspection Report
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Answer: 1. How does automated notification help in streamlining work order management? Automated notifications help streamline work order management by creating a direct 1:1 relationship between work orders and notifications. This eliminates the need for separate management systems and simplifies the process for users.
Answer: Having a streamlined approach to work order management reduces complexity, improves efficiency, and ensures that important details like damage codes and malfunction data are directly inputted into the order. This helps in better organization and tracking of work orders.
Answer: Depending on the system in place, users may have the option to customize the notifications generated for each work order. This flexibility can further enhance the efficiency and effectiveness of the streamlined work order management process.
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