Purpose Statement

The Work Order Boards within the Assets module provide a centralized Kanban-style interface for creating, tracking, and managing maintenance work orders across all department assets. 

Background Information

Work Order Boards serve as the primary hub for maintenance management within Fire/EMS operations, utilizing a visual card-based system that allows personnel to track work orders from creation through completion. The interface supports multiple boards for different organizational needs, advanced filtering for efficient navigation, and integrated communication tools for coordinating maintenance activities. This system is essential for maintaining apparatus readiness, managing preventative maintenance schedules, and ensuring compliance with equipment safety standards.

Required Permissions

Users must have appropriate permissions within the Assets module to access Work Order Boards functionality. Required permissions typically include:

• Assets module access
• Work Order viewing permissions
• Work Order creation permissions (for creating new orders)
• Work Order editing permissions (for modifying existing orders)
• Board management permissions (for accessing different boards)

Contact your system administrator if you cannot access specific Work Order Boards functions.

Video

Step-by-Step Guide

1. Click on Work Order Boards within the Assets module.

2. Work Order Boards can be filtered by utilizing the search filters.

3. Utilize the dropdown to select the appropriate work order board.

4. To create a new work order, Click on the New Work Order button.

5. The tile cards will display basic information regarding the Work Order.

6. Selecting the edit pencil will open the Work Order.

7. Once inside a saved Work Order, users will have the option to:

• Close - Closes the Work Order from the edit view.

• Print - Prints a PDF copy of the Work Order in addition to an option to print a hard copy.

• Archive - removes the Work Order from the Board but is still retained in the Work Order history.

• Send Email - Sends an email to selected users with a link and PDF of the Work Order.

• Save - Saves any edits made within the Work Order.

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Best Practices

Do:

• Use descriptive work order titles and detailed descriptions
• Apply appropriate filters to efficiently navigate large work order volumes
• Regularly review and update work order status as work progresses
• Utilize the email function to keep relevant personnel informed
• Archive completed work orders to maintain clean, active boards

Don't:

• Create duplicate work orders for the same issue
• Leave work orders in pending status without regular updates
• Delete work orders that may be needed for historical reference
• Ignore priority classifications when managing workload
• Forget to save changes when editing work order information

Troubleshooting & FAQs

Q: Why can't I see certain work order boards? A: Access to specific boards depends on your user permissions and organizational configuration. Contact your administrator if you need access to additional boards.

Q: What's the difference between archiving and deleting a work order? A: Archiving removes the work order from active boards but preserves it in history for reporting and reference. Deletion permanently removes the record.

Q: Can multiple users work on the same work order simultaneously? A: Yes, the system supports collaborative work order management, but users should coordinate to avoid conflicting changes.

Q: How do I know when a work order has been updated by someone else? A: The system typically provides notifications and timestamps showing recent activity. Check the work order history for detailed change logs.

Q: Why isn't the email function working for work order notifications? A: Email functionality depends on system configuration and user email settings. Verify email addresses are correct and check with your administrator.

Additional Considerations

Board Organization Strategies

Consider organizing work order boards by:

• Asset type (apparatus, equipment, facilities)
• Priority level (emergency, routine, preventative)
• Department or station assignment
• Maintenance category (mechanical, electrical, safety)

Workflow Management

Use the Kanban-style boards to:

• Track work order progression through different stages
• Identify bottlenecks in maintenance processes
• Balance workload across maintenance personnel
• Prioritize critical repairs and preventative maintenance

Communication and Documentation

Leverage work order features for:

• Clear documentation of maintenance activities
• Communication with vendors and contractors
• Compliance reporting and audit trails
• Historical analysis of maintenance patterns

Integration Considerations

Work Order Boards integrate with:

• Asset management for equipment tracking
• Inventory systems for parts management
• Scheduling systems for maintenance planning
• Reporting systems for performance analysis

Performance Monitoring

Use work order data to track:

• Average completion times by work order type
• Maintenance costs and resource allocation
• Equipment reliability and failure patterns
• Compliance with maintenance schedules