Dematerialize the management process of work orders

The landscape of maintenance is radically changing as paper gives way to digital records in the name of improved productivity. As a result, the digitalization of maintenance operations is a significant concern for people in the field.

Work management: the main activity of the maintenance technician

As a maintenance operator, you encounter various situations every day, including emergencies that can put you in danger.

A better work order management will allow you to streamline incoming requests.

The management of interventions central subject of the maintenance technician

The different types of maintenance

In a company that has adopted a digitalized CMMS solution, there are generally 5 types of maintenance.

Corrective Maintenance

Corrective maintenance deals with breakdowns that disrupt the production process. This type of maintenance has not been planned in advance: therefore, it tends to be time-consuming and disrupts the organization of the maintenance department.

Improvement maintenance

Improvement maintenance takes place before a breakdown occurs. It consists primarily of checking the availability of spare parts to allow for better reactivity in the event of asset overhaul.

Systematic preventive maintenance

It occurs more or less regularly to check the general condition of an asset. All elements are routinely and systematically inspected to avoid breakdowns.

Conditional preventive maintenance

It is based on the human monitoring of key indicators. If a variation is detected, a technician is alerted to schedule an improvement maintenance work to avoid breakdown.

Predictive maintenance or predictive maintenance

Based on artificial intelligence, predictive maintenance will be central to the industry of the future - otherwise known as Industry 4.0. It is based on the automatic analysis of critical asset data to predict breakdowns.

The CMMS allows the maintenance department to save time by having immediate access to work requests enriched with all the information necessary for a successful execution, without going through phone calls and e-mails as we did in the past.

Mr. Addis, property manager, project manager, and project owner for new and rehabilitation projects at the Incroyable – France

The work order management process

The DIMO Maint CMMS offers optimal traceability. Here is how it works, step by step:

The work request

When maintenance is to be performed, the maintenance department receives key information so that they know if the work requested is:

  • A quick troubleshooting
  • Corrective, to address a severe breakdown
  • A case of improvement maintenance
  • Preventive

All these requests must go through to the CMMS to ensure traceability. This limits the risk of requests being forgotten or simultaneously executed by two different technicians.

1. Factors to consider prior to a maintenance work

How urgent is this work request? What is the volume of work to be done?

This initial assessment is fundamental for the better management of work orders.

2. Preparatory works

What resources are required to carry out the maintenance? What protective equipment should the workers use? which spare parts or documentation are required?

3. Scheduling / planning

Will all the equipment be available at the time of the maintenance? Which key players (internal or external) should be present? How long will the maintenance take? These questions are critical to planning your field work. Our DIMO Maint CMMS solution will ensure no work request is lost, anticipate breakdowns and maintenance needs as well as possible, and guarantee the good progress of the maintenance works.

4. Performing the procedure and debriefing

Once the fieldwork has been completed, a report must be written.

GMAO DIMO Maint App, our mobile solution dedicated to maintenance technicians, allows for speech recognition and accepts pictures of key elements when producing a report. The following report is instrumental for updating the asset’s maintenance history, sharing asset knowledge, and capitalizing on feedback from others’ experiences to increase your efficiency consistently.

5. Closing a work order

Often done by the maintenance manager, closing a work order ensures that a maintenance technician has seen the asset in question and gone through the relevant control chain. The report is indispensable for the maintenance manager, who can, if necessary, plan a new maintenance work down the line, or organize a monitoring tour on the same type of asset to verify that they do not require any particular maintenance.

6. Keeping the requestor updated

The requestor, who initiated the work order, is notified of the maintenance team's progress on the asset.

The DIMO Maint CMMS streamlines the management of the information and decisions flow of the maintenance team. The agent, the maintenance technician, and his manager share a comprehensive view over work order management.

ROI of a CMMS: why digitalize work order management?

The calculation of the ROI (Return on Investment) of a CMMS is imperative to justify the decision to take on an offer or not.

According to a study conducted by the AFIM (French Association of Maintenance Engineers), the use of a CMMS solution has numerous and various impacts on maintenance:


The preparation time before the maintenance work is reduced by 20 to 30%

The duration of maintenance works is reduced by 10 to 30%

Asset life is increased by up to 50%

Inventory value drops by 10 to 20%

The purchasing cycle is improved by 5%

Production downtime is reduced by 10%

Subcontracts are optimized

Machine availability is improved

Let’s not forget that using a CMMS allows for a drastic reduction of accidents and the improvement of personnel safety during maintenance.

How to calculate the ROI of a CMMS

how to measure cmms roi

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