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Scenario 2: How to place a Work Order on hold and resume it with the same Servicer - by Facility Coordinator

How to place a Work Order on hold and resume it: by Facility Coordinator

Scenario 2 : If a Work Order is placed on hold by Facility Coordinator and resumed with the same Servicer...

This article is primarily for Facility Coordinators.

This scenario explains how a Facility Coordinator can place a work order on hold and then resume it and proceed with the same Servicer.

e.g.If some additional raw material has to be ordered and cannot continue without it. Then Facility Coordinator can place the work order on hold and later resume once the required raw material is purchased.

This scenario is done in two steps;

1. Place the Work Order on hold

2. Resume the Work Order and proceed with the same Servicer

 

Work Order Process with placing Work Order on hold by Facility Coordinator and resuming it (scenario 2)

Let’s take a quick look at the overall Work Order process when the Facility Coordinator places the Work Order on hold and then resumes it with the same Servicer.

After a work order is created,

  • Facility Coordinator will receive the work order via Workspace portal on Work Order app.
  • Facility Coordinator will assign a Servicer along with Servicer’s  Supervisor and Coordinator (assigning a Servicer Supervisor and Servicer Coordinator is optional here) to the work order.
  •  Facility Coordinator places the Work Order on hold
    On Workspace Work Order app, the Facility Coordinator will put the work order on hold by adding the purpose as a comment.
  • Facility Coordinator resumes the Work Order with the same Servicer
    After some time period, the Facility Coordinator may resume the work order.
  • Next, the Servicer Supervisor/Servicer Coordinator will access the work order and if technicians are not yet assigned, then they will assign technicians and work schedule to carry out the assigned work.
  • The assigned Technicians will receive work orders on their Workspace to acknowledge the work orders.
  • Technicians/Servicer Supervisor will complete the work order.
  • Facility Coordinator will verify the work done and close.

1. How to place a Work Order on hold?

This article is primarily for Facility Coordinators.

This short article explains how you can place a Work Order on hold.

Typical Actors

  • Facility Coordinators

Stage before the Action: Assignment
Stage after the Action   :On Hold

The Facility Coordinator, may place the work order on hold for a certain period of time due to some reason.

On the Workspace-Work Order app,

  1. Hover over My WO Taskson the left bar
  2. Click CWOs Supervised by Me to filter your work orders at Assignment stage
  3. Click on the relevant Work order record to open its detail page
  4. Hover over Assignment dropdown and click ‘Put On Hold
  5. Add your Comment related to the purpose of placing the work order on hold
  6. Finally, click Hold Work Order

Once you placed your work order on hold, the work order stage will move from ‘Assignmentto On Holdstage.

2. How to resume a Work Order with the same Servicer?

This article is primarily for Facility Coordinator.

This quick article explains how a Facility Coordinator can resume a work order that was put on hold and continue with the same Servicer.

Typical Actors

  • Facility Coordinators

Stage before the Action: On Hold
Stage after the Action   : Assignment

Workspace-Work Order app facilitates to resume the Work Order once the urgent task is completed and get back to Work Order processing.

 

To resume a Work Order which is on hold at the moment and proceed with the same Servicer,

  1. Go to the Workspace-Work Order app
  2. Hover over My WO Taskson the left bar
  3. Click CWOs Supervised by Me to filter your work orders at On Hold stage
  4. Click on the relevant Work order record to open its detail page
  5. Hover over On Hold drop-down and click ‘Resume from Hold
  6. Finally, click Resume

Once you resume the work order, the work order stage will move from ‘On Holdto Assignment’.

Table of Content

  • Work Order Process with placing WO on hold and resuming it
  • How to place a Work Order on hold
  • How to resume a Work Order with the same Servicer
 

Reduce Facility Management Costs

  • Automate mundane maintenance tasks;
    Save time for value-adding tasks
  • Increase your task force’s efficiency;
    Reduce cost of manpower
  • Optimally manage your inventory;
    Restock only when you need to
  • Measure facility management process efficiency;
    Optimise your operations
  • Implement preventive maintenance;
    Increase asset reliability
  • Digitalize end to end business processes;
    Go paperless
 

Manage Your Work Centrally or Remotely

  • Powerful and flexible duty roster;
    Manage maintenance backlog efficiently
  • Multi-platform mobile access;
    Manage operations from anywhere, on any device
  • Monitor work centrally through dashboards;
    Receive technician updates sent from the mobile app
  • Add-ons to integrate building systems;
    Automate work order creation based on critical alarms
 

Improve Occupant Satisfaction

  • Empower occupants with web portal and mobile app access;
    Eliminate calls and emails
  • Automate service level reporting & management;
    Increase transparency of ongoing job requests
  • Receive ratings and reviews upon work completion;
    Quantify requester satisfaction
  • Optimally maintain building systems;
    Ensure a comfortable working environment
  • Run compliance audits frequently;
    Ensure occupants’ health and safety
 

Manage Service Provider Contracts and Performance

  • Measure SLA adherence;
    Track contractor performance and efficiency
  • Create work orders and assign to contractors;
    Receive quotes for additional work online
  • Track service contract expiry;
    Plan renewals well in advance
 

Be More Resilient In The Face of a Disaster

  • Access your data anytime, anywhere;
    Even when your building is inaccessible
  • All-in-cloud with redundancy and high availability;
    Rest assured your data is safe and always online
  • No more paper-based work allocation or approval processes;
    Continue business in a virtual world
  • 100% cloud-based SaaS solution;
    No on-premises servers to worry about

REQUESTERS

These users can only submit work requests, view status of the requests, follow-up on work requests, provide feedback on resolved work requests Typically, these users represent occupants of a facility.

ADMIN USERS

These users manage the account and have the ability of adding other users to account.

POWER USERS

Power Users represent the internal and external personnel who are responsible for ‘facility management’ function. All technicians/supervisors/vendor users/facility coordinators/managers fall into this category. They can plan, create, dispatch, monitor, update and close work orders.