Work Orders · Intermediate
Finish and Close a Work Order
Learn to review a completed work order, terminate it and then close it in ManWinWin Desktop. Understand why termination and closure are separate actions and how closure prevents further editing.
Properly finishing and closing work orders is a critical step in the maintenance management lifecycle. It ensures that all performed actions, resources consumed, and associated costs are accurately recorded, providing invaluable data for future analysis and decision-making. This process guarantees data integrity, which is essential for effective asset performance tracking and continuous improvement.
Where it's available and step by step
Step by step in ManWinWin Desktop
- 1
Select the Work Orders tab and open the work order to be finished.
- 2
Review the recorded work performed and confirm that it accurately describes the completed intervention.
- 3
Verify the Man-Hours, Stock Items and Other services charged to the work order, including their recorded costs, and resolve any omissions before proceeding.
- 4
Review the final technical information and the documents on the Documents tab, ensuring that no further corrections are needed.
- 5
Use the work order termination action and click OK to save the finished work order.
- 6
If the work order is systematic, check that the next work order has been created according to the periodicity defined in its maintenance schedule.
- 7
Open the terminated work order and click Closing only when the record is final, as this blocks editing of all its fields.
- 8
Click OK to save, then check that the work order is closed and its fields can no longer be edited.
Theory and technical background
The Importance of Accurate Work Order Data
Accurate and complete work order data is the foundation of effective maintenance management. It provides the input for key performance indicators (KPIs) such as Mean Time Between Failures (MTBF), Mean Time To Repair (MTTR), and overall maintenance costs. Inaccurate data can lead to skewed performance metrics, flawed maintenance strategies, and suboptimal resource allocation, hindering efforts to achieve operational excellence and compliance with standards like ISO 55000. Each piece of information, from labor hours to spare parts, contributes to a holistic view of asset health and maintenance effectiveness.
Termination vs. Closure: Understanding the Distinction
In a robust CMMS like ManWinWin, 'termination' signifies that the physical work on the asset is complete and all immediate data (e.g., labor, parts) has been recorded. However, the work order may still be editable for final adjustments or administrative tasks. 'Closure,' on the other hand, represents the final archival stage, locking the work order to prevent any further changes. This two-step process ensures a window for thorough review and verification before sealing the record, preventing accidental alterations to historical data critical for auditing and future planning, aligning with EN 13306 principles.
Impact on Maintenance KPIs and Asset History
The accurate closure of a work order directly impacts the reliability and integrity of maintenance KPIs and the asset's historical record. Data from closed work orders feeds into calculations for asset availability, OEE (Overall Equipment Effectiveness), and component failure rates as per ISO 14224. A complete and immutable work order history is vital for compliance, warranty tracking, root cause analysis, and predicting future maintenance needs, contributing significantly to a comprehensive asset management strategy. It forms the basis for lifecycle costing and informed capital expenditure decisions.
Best practices
- Establish a clear internal workflow for work order review and approval before final closure.
- Always verify all cost-related entries (man-hours, parts) before terminating the work order to ensure financial accuracy.
- Use the 'Documents' tab to attach relevant reports, photos, or certifications for a complete record.
- Only close work orders when all parties agree the data is final and no further changes are expected.
Frequently asked questions
Why can't I edit a work order after it's closed?
Once a work order is closed, it becomes a permanent record to ensure data integrity and auditability. This prevents accidental changes to historical maintenance data, which is crucial for accurate KPI calculations and asset performance analysis.
What is the difference between terminating and closing a work order?
Termination indicates that the work is physically complete and initial data recorded, allowing for final edits. Closure is the final step, locking the work order completely to prevent any further modifications, making it a permanent historical record.
What information should always be verified before closing?
Before closing, always verify the recorded work performed, man-hours, spare parts and other services consumed, their associated costs, and any attached technical documents or notes for completeness and accuracy.
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