WORK ORDER SYSTEM
By : Ver C. Bautista
Healthcare Technology
Management Cycle
Maintenance Request
Query to and confirmation from
Maintenance Processing to create a
maintenance request.
A request to do maintenance work.
SUMMARY OF THE USE OF THE
MAINTENANCE REQUEST
Maintenance Processing
Maintenance Processing handles the
complete operative process for
preventive and inspection maintenance
of technical objects from request
through order to confirmation.
Use of Maintenance
Processing
The Maintenance Processing process
component covers breakdown
maintenance, which comprises the
steps requesting maintenance tasks,
planning and executing them, and
completing them.
MAINTENANCE PROCESS
WORK ORDER
Work orders are written records of
maintenance activities. They are used
to assign maintenance to the areas and
equipment that make up the
maintenance facility.
Work Orders are created for two
primary reasons:
. Unscheduled work that is requested
by customers, employees, and
supervisors (requester).
· Regularly scheduled or preventive
maintenance that is performed on a
routine basis.
Work orders contain information about a maintenance
activity, such as where and how it is to be done, who
is supposed to do it and any supplies needed to
complete it. They keep track of the maintenance
activities and store valuable time and cost information
that is used in reports. All tracked maintenance
history are based on the information stored in the
work order records.
Creating work orders for all maintenance activities is
the key to an efficient maintenance facility. Use work
orders to assign work quickly and in a format that
helps improve the efficiency of the facility.
WORK ORDER PRIORITY
Priority of Work
Generally, requests for basic corrective services take priority over
other requests, except emergencies. When the time factor is
critical, Physical Plant may use outside contractors to complete
all or part of the work. The Work Order Control prioritizes each
request for services received. Priorities have been developed to
ensure that Physical Plant responds appropriately to a request.
Therefore, the assistance of a department in detailing the
nature or seriousness of the problem is important. Some
conditions in Priority 1 may override others in case of
emergency or disaster. The priority system is as follows:
Priority 1
Emergency conditions that affect the safety or health of persons or property, for example,
broken glass, ruptured pipes, inoperable exterior locks, interior locks on sensitive space,
blocked or malfunctioning toilets.
Conditions that immediately affect the continued performance of administrative services,
the same day non-resolution of which would impact use or performance in the space, for
example, blown circuit breakers, an outlet without power (where only one is available),
inoperable doors, or hot or cold offices.
Conditions that, if not immediately attended to, could damage the physical plant or further
damage the item in question, for example, ceiling drips, leaking toilets, unfastened
windows.
Work that should be completed within eight (8) hours.
Conditions which must be attended to during the day (or night) they are reported.
Work that requires overtime or night shift, if not completed during normal work hours.
Priority 2
Conditions that represent a potential safety or health hazard -- danger, damage, or
breakage that is not an immediate hazard but could become one with more use or stress.
For example, a loose handrail, loose doorknob, damaged stair tread, or cracked door glass.
Nuisance conditions that do not require extensive work, but which, if not remedied, would
reflect poorly on Physical Plant, for example, paint, offensive graffiti, follow-up of one
trade's work by another trade.
Valid, dated requests by customers, which must be completed by a certain date.
Debris or garbage accumulations.
Work that should be completed within three (3) workdays or less.
Work that is the highest priority for non-Daily Service Team personnel.
Work that can be worked into existing schedules.
Employee Damage Work Orders.
Priority 3
Work that should be completed within five (5) to ten (10)
workdays.
Work that may be scheduled in advance.
Work that represents most routine maintenance.
Resolution of "temporary fixes."
Work identified by building surveys, tours, other than long-
range or major improvements.
Priority 4
Work that should be completed within one (1) month.
Work that can be scheduled in advance.
Work that represents improvements or additions to facilities such as
building shelves or installing air-conditioning units work covered by
most service requests.
Work that requires outside vendors, contractors, or procurement of
materials (not off-the-shelf items).
Work that requires a coordinated and planned schedule between a
client and shop(s).
Priority 5
Work that can be programmed for the next season.
Work that has been identified in advance but cannot
be done at the time of identification because facilities
are in use.
Jobs requiring several shops and long-range
planning.
FLOWCHART OF WORK ORDER
Advisory
Maintenance
Request For : For
Engineering & Schedules the Work
approval by
1. Corrective Maintenance work to be Implementation End User
the Admin.
Maintenance Repair implemented
Officer
2. Construction
3. Installation
4. Preventive
Maintenance For Facility Maintenance:
Prepare a program of Request for
From concerned works repair and
Sections and materials
Department
For Medical Equipments :
Check if Engineering and
Request for
Maintenance personnel can
repair and
repair, if not, certify for
materials
outside repair
Advisory to Service
If under warranty and for
Supply Section
outside repair Repair
for Service
Repair
SPARE PART INVENTORY AND
PROCESS
SPARE PART REORDERING
INVENTORY
SPARE PARTS SPARE PART SPARE PART
REQUEST APPROVAL DELIVERY
ORDER SPARE ORDER
PARTS RECEIVING
MEDICAL EQUIPMENT WORK
ORDER PROCESS
JOB CARD SPARE PART
REQUEST
REQUEST A.O. BIOMED WORK JOB CARD EQUIPMENT
APPROVAL DEPT. ORDER APPROVAL DISPATCH
RECEIVING
EXTERNAL
MAINTENANCE
REQUEST
SCHEDULE VENDOR
RECEIVING
DISPATCH
THANK YOU
