1. Purpose

Provide a clear, repeatable process for small and medium sized businesses when creating, triaging, planning, executing, and closing work orders (WOs) in Zoidii so that:

1. Safety and asset uptime are prioritized
2. Data quality enables reliability analysis and PM optimization
3. KPIs (Downtime hours, backlog health, schedule compliance, wrench time, cost accuracy) can be trusted

2. Roles and ownership

• Requester: Reports the problem or need.
• Supervisor/Coordinator: Clarifies scope, materials, skills, and time estimate. Prioritizes and assigns resources.
• Technician: Executes the job and records results.
• Stores/Buyer (as needed): Prepares parts and coordinates vendors.

3. Definitions

• Work Request (WR): Unscreened request submitted by users.

• Work Order (WO): Approved and planned job with a unique ID and status lifecycle.

• Priority (P#): Defines urgency.

4. Prerequisites (System & Data)

• Asset registry with a hierarchy (Site > Area > Line > Asset) and asset criticality levels.

• Solid asset naming convention that helps quickly identify assets

• Standard status model configured in Zoidii

• Standardized defaults: maintenance type, failure codes, downtime reason, teams, or shifts.

• Parts catalog with part-asset relationships configured through Attributes; min/max levels.

5. Simplified End-to-End Process

Simple work order flow: Request → Triage & Assign → Execute → Close

Suggestion: add a "waiting part" work order status to park work orders you cannot address due to inventory shortages.

6. Intake: start with a good work request

Capture only the essentials so nothing important is missing:

1. Asset/equipment and location
2. Symptom/issue (avoid diagnosing in the request)
3. Type of work (breakdown, safety, clean etc)
4. Operational impact & urgency (safety, production, compliance)
5. Photos/attachments if helpful

Do: One asset and issue per request.

Don’t: Write “ASAP/urgent” without impact details.

For more information, see the best practices for creating a work request in Zoidii.

7. Triage & Assign

For approved requests, the maintenance supervisor/coordinator prepares the work order:

Work Order Details Tab

• Work Order Details / Scope: What’s in/out; attach procedures or job steps
• Assign Resources: Skills, estimated labor hours, tools
• Priority: Review/adjust Priority Use a simple, shared scale (e.g., P1–P4) based on risk & impact:
• P1 – Critical: Safety or major production stop
• P2 – High: Significant degradation or regulatory risk
• P3 – Medium: Normal corrective work
• P4 – Low/Planned: Minor or improvement tasks
• Time window: Add estimated duration and due by date

Work Order Tasks Tab

• Checks: Add forms/checklists to standardize quality
• Safety & permits: Add Lockout/tagout, PPE, isolations checklists

Work Orfer Parts Tab:

• Parts & materials: Add parts to the work order parts tab if known

8. Execute with discipline

Technicians should:

• Review the WO, hazards, and checklist before starting.
• Record start/stop times, labor, and parts used.
• Capture notes, photos, readings, and downtime (if any).
• Use failure/cause codes where applicable.
• Flag anything that needs a follow‑up WO.

9. Closeout & quality

Before closing, ensure the WO has:

• Actual labor hours and parts consumed
• Completion notes and test results
• Root cause/failure code (when known)
• Attachments (photos, permits, as‑found/as‑left)
• Follow‑ups created (e.g., condition recheck, PM change)

Use an approval step for critical/safety work or contractor jobs.

10. Continuous improvement & reporting

Review weekly:

• Backlog health: age and weeks of backlog by priority
• Schedule compliance: planned vs. completed
• On‑time completion and response time by priority
• Recurring failures by asset/class and top downtime drivers
• MTTR/MTBF (where data supports it)

Take action:

• Convert repeated corrective work into PM/inspection tasks.
• Update checklists and standard jobs after RCAs.
• Tidy old or duplicate work orders; keep data clean.