In every industry, MRO data (Maintenance, Repair & Operations) is critical for the smooth functioning of daily operations. These tasks can range from small activities like routine equipment checks to large-scale plant repairs that may last for one to two weeks.
To manage and monitor these tasks, work orders are created for each piece of equipment, outlining the scope, budget, time constraints, and the responsible parties.
Given the significance of MRO activities, one would expect these operations to be highly efficient. However, issues such as information loss, miscommunication, and inefficient processes are often encountered.
In this article, we will explore the concept of a work order, the step-by-step process of executing one, the challenges faced in traditional work order management, and how AI is revolutionizing this sector to make it more efficient and reliable.
What is a work order?
When a maintenance task is requested, a work order is issued as a formal request to complete the task.
Work orders can be categorized into various types depending on the nature of the work.
A work order must include at least the following components:
- Work order or task description
- The person who raised the work order request (Requestor)
- The individual responsible for approving the work order (Approver)
- The person to whom the work order is assigned (Assignee)
- Priority level of the work order
- Start and end dates for the work order
A robust work order management system is essential for ensuring the smooth execution of maintenance activities, minimizing unnecessary costs, and enabling timely repairs of critical equipment.
Types of work order
Work orders are classified into different categories based on factors such as urgency, planning time, equipment type, priority, and regulatory requirements.
|
Work Order Type |
Description |
Typical Use Cases |
Corrective Maintenance |
Generated after a failure or issue is reported |
Equipment breakdowns, emergency repairs |
Preventive Maintenance |
Scheduled regularly to prevent breakdowns |
HVAC filter replacement, routine inspections |
Inspection Work Orders |
Focused on safety, compliance, and performance audits |
Safety checks, regulatory compliance |
Emergency Work Orders |
For urgent issues that pose safety or operational risks |
Critical system failures, safety hazards |
Installation or Setup |
For deploying new equipment or systems |
New equipment commissioning, upgrades |
Calibration or Testing |
For quality assurance and compliance |
Instrument calibration, performance testing |
Current status of work order
In work order management, many industries continue to rely on traditional methods. Some of these include:
- ERP or legacy CMMS systems
- Manual work order tracking using Excel spreadsheets or Word documents
- Work orders written and distributed on paper
- Email tracking for task management
Several problems arise due to scenarios such as:
In work order management, many industries still depend on traditional methods. Some common approaches include:
- ERP or legacy CMMS systems
- Manual tracking of work orders using Excel spreadsheets or Word documents
- Work orders created and distributed on paper
- Email tracking for task management
Reactive Maintenance Culture
- Delayed response times due to manual triage processes
- Incomplete records of failure history and associated costs
- Limited preventive maintenance strategies
Resource Optimization Issues
- Suboptimal technician routing and scheduling
- Poor synchronization of inventory with work orders
- Limited integration between operational systems
Analytics and Improvement Gaps
- Insufficient data analysis for ongoing improvement
- Missed opportunities for predictive insights
- Lack of actionable intelligence derived from historical data
Companies have now started to adopt various technological advancements to improve said process:
CMMS (Computerized Maintenance Management Systems) help centralize maintenance planning by:
- Automating the creation and assignment of work orders
- Tracking detailed asset history and maintenance records
- Sending proactive alerts for preventive maintenance
- Efficiently managing inventory and spare parts
- Generating comprehensive compliance reports
ERP Systems (Enterprise Resource Planning) offer broader integration by:
- Linking maintenance costs directly to financial systems
- Automating parts procurement through inventory management
- Synchronizing technician availability with HR data
- Aligning maintenance KPIs with overall business objectives
Despite these advancements, significant gaps still exist in work order management.
After conducting extensive user interviews and market research, we identified three critical areas in the work order management process where gaps remain:
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Missing material information flow from work orders, leading to incomplete or inaccurate BOM (Bill of Materials) data.
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BOM data is either not linked to equipment or mismatched.
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Lack of automation across the work order management process, resulting in delays and extended downtimes.
To address these challenges, Moresco is leveraging AI-powered agents to transform and automate the BOM and work order management data processes.
The AI Revolution: Introducing WorkSync
WorkSync is Moresco’s latest product in our series of AI-powered agents, designed to transform the MRO industry, one step at a time.
Currently, valuable information such as BOM update data, material costs, repair times, equipment failure causes, parts procurement timelines, and more, is often lost within work orders.
Root Causes of Information Loss:
- Work orders are not consistently updated: Over time, equipment changes have resulted in critical information being lost in work orders or SAP systems.
- Missing BOM data in older equipment: BOM information was either never updated or extracted from engineering drawings.
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Presence of independent silos: Many companies operate isolated silos to manage MRO activities. A lack of communication between these silos leads to information gaps.
Additionally, the current work order creation process is manual, time-consuming, and prone to errors. To address both of these challenges, we have introduced our latest AI agent, WorkSync.
Solution 1: BOM Update
WorkSync leverages AI to extract BOM details from work orders, long text in notifications, and goods movement data. It delivers actionable insights on missing BOM data and establishes linkages to the end user.
After client approval, it directly updates the BOM data in the ERP or CMMS system.
Let’s take a closer look at the BOM update process flow for WorkSync:
Step 1: WorkSync automatically extracts and parses work order information for all equipment installed at your plant or site.
Step 2: Any part replacement that results in a material code or spare part number change is mapped to a specific piece of equipment (Please refer to Image 3 for a detailed view). Additionally, any free text within the work order is parsed to capture material change information.
Key details such as BOM data updates, repair costs, and repair times are also extracted from the task information.
Step 3: A chronological timeline is created for each piece of equipment, tracking its history from installation to the present. This includes BOM versions, which reflect changes in the BOM data over time.
Step 4: Updated BOM versions are created and sent for approval, before being merged into the ERP system.
Solution 2: Automated creation and assignment of work orders
WorkSync utilizes AI to analyze historical work order data, asset criticality, and notification data, automatically generating schedules and tracking work orders.
Additionally, WorkSync assists users with asset data management, inventory optimization, work order prioritization, and resource allocation.
Learn more about how work orders are created and managed in a typical MRO environment.
Adopting an AI-driven solution like WorkSync offers significant advantages over traditional work order management methods:
AI-driven instant work order creation: As soon as a notification is received from the operations engineer or supervisor, WorkSync analyzes the notification details, along with equipment historical data (such as failure rates, frequency, priority, work order completion times, and criticality), to instantly generate a work order.
The Maintenance HOD or admin can review, edit, and approve multiple work orders at once, eliminating the need to spend hours analyzing data and manually creating work orders.
Automated extraction and scheduling of preventive/scheduled work orders: Manually extracting and creating preventive maintenance schedules for new equipment in your plant can be time-consuming and prone to errors or scheduling conflicts.
With WorkSync, users can easily upload equipment manuals, catalogs, or OEM guidelines. Once uploaded, the system automatically extracts and schedules preventive maintenance (pending user approval), streamlining the entire process without complications.
Automatic prioritization of work orders: WorkSync utilizes an AI-driven system to prioritize work orders based on historical data, issue severity, equipment criticality, and available resources.
Step-by-step equipment repair guidance: WorkSync generates comprehensive repair instructions tailored to each equipment type, leveraging historical data, proven repair techniques, and the relevant equipment manuals or OEM specifications.
Work order tracking and customization: WorkSync offers various options for maintenance engineers and department heads to track and update ongoing work orders. Additionally, users can customize the entire workflow for work orders, with specific rules defined for each entity involved.
Conclusion: Embracing the Intelligent Future
WorkSync integrates effortlessly with other ERP or CMMS systems, enabling users to manage assets and work orders more efficiently and automatically.
The evolution of work order management goes beyond technological progress; it marks a strategic shift towards smarter, data-driven maintenance practices.
Organizations adopting AI-powered solutions like WorkSync are better positioned to:
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Maximize Asset Value: By optimizing maintenance practices and extending the lifespan of equipment.
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Minimize Operational Risk: Through predictive analytics and proactive maintenance strategies.
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Enhance Competitive Advantage: Through greater efficiency, cost savings, and superior asset performance.
Work orders are shifting from simple documents to dynamic, intelligent tools that drive operational excellence. By addressing current challenges, embracing AI-driven solutions, and adopting comprehensive transformation strategies, organizations can unlock unprecedented levels of maintenance efficiency and effectiveness.
The future of work order management is not just about digitalization—it’s about intelligent, predictive, and transformative capabilities. Organizations that adopt these advanced features today will lead their industries in operational excellence and gain a competitive edge.
Ready to transform your work order management with AI? Explore how WorkSync can revolutionize your MRO operations and help you harness the full potential of intelligent maintenance management.
