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Work Order Management

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How iviva simplifies maintainence.
  • Improves productivity by automating & digitalizing the entire maintenance business process workflow
  • Easy reporting and tracking of faults by occupants increasing their satisfaction
  • Reduces downtime of equipment, systems and services
  • Better workforce management reducing idle time and improved human resource usage
  • Reduce maintenance costs, optimize return on asset and increase lifetime
  • Empowers facility management staff to improve their processes continuously by
    • Business process performance tracking
    • Service level tracking
    • Exception reporting
How iviva Work Order Management helps your workplace
  • Seamless access via both desktop and mobile
  • Fully integrated work request and corrective Work Order Management
  • Comprehensive planned preventive maintenance management for time based and usage based servicing
  • Notifications to all stakeholders with regard to progress and exceptions via email/SMS/push notifications
  • Ability to fine tune the ‘out of the box’ workflows to meet your organization’s needs
  • Service provider performance reporting
  • Service level tracking and reporting
  • Seamless integration with iviva Inventory management for inventory reservations for Work Orders
iviva /Work Request
Additional functionality with integrations.
  • Work request registration can be automated by listening to a trigger from an external system. Integration to the external system is required
iviva /Corrective Work Order
Additional functionality with integrations
  • Work Order can be created automatically and dispatched to appropriate personnel in response to an external event
It could be an alarm from a critical system that needs attention or it could be an energy over consumption alert from an energy management system
  • Need integration to external system
iviva /Planned Preventive Maintainence
Managing planned Preventive Work Orders
  • Defines maintenance tasks and creates ‘Job Plans’ by combining tasks. e.g. ‘AHU Maintenance Quarterly’ job plan
  • Allows creation of ‘service groups’, by combining assets or locations. Service groups are maintained as individual collections
  • Create ‘Master Work Orders’ by associating ‘job plans’ & ‘ service groups’
  • Master Work Order becomes the template for PPM Work Orders
  • Automatic generation of ‘Planned Preventive Maintenance Work Orders’ based on ‘Master Work Order’ using either TIME lapsed or USAGE reached after last service as conditions
  • Automatic calculation of human resource requirement and duration of Work Orders. This is useful for manpower planning and scheduling of Work Order
  • Allows associating ‘cost centre’ with Work Orders for purpose of allocating costs to correct cost centre
  • Allows assignment of service provider and service auditor for Work Order
Additional functionality with integrations.
  • Condition based maintenance by integrating with building systems
  • Usage based planned preventive maintenance by integrating with building systems
  • Need integration to external systems

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


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.


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


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.