Work Order Management

The IFS Cloud work order is the central container for planned and unplanned maintenance/service against equipment/maintenance objects; type behaviour is driven by Work Type basic data and the order origin.

Preparing WOs (tasks, resource/material demands, budgets) then scheduling them via one of three engines: manual/Gantt, the Maintenance Planning Board (MPB), or Maintenance Planning & Scheduling (MPS) on PSO. MPB and PSO/MPS are mutually exclusive.

Performing work tasks/assignments in the web client (Execute Work Order/Work Task) or in the field via IFS Maintenance MWO and Service MWO, moving assignments through a status chain and reporting time, materials, measurements, eForms and documents.

IFS Structured Failure Management captures failure data on WOs via an Item Class hierarchy (Functions, Fault Types, Symptoms, Causes, Failing Components, Corrective Actions); a dedicated FMECA module (new in 24R2) drives maintenance-strategy decisions.

IFS Cloud core EAM delivers permit to work through the native Permit object with Isolation Order/Work Clearance and Isolation Templates; a WO cannot start unless its connected permit is Released. IFS Ultimo offers a separately-branded Work Permit/LOTO suite - a different product.

Two distinct IFS Cloud pathways for maintenance WOs with external contractors: B2B Contracting (tender-based, EAM lineage) and Service Contractor Management (SM module - agreements, contractor orders, portal, new in 25R1).

Drives the pre-completion quality process in IFS Cloud, from inspection and test plan hold points through snag capture, rectification and re-inspection to a clear snag position at practical completion. Each snag is raised as a Work Task under a snagging Work Order, carrying location, system, responsible subcontractor and evidence Documents. Cost of rectification is attributed to the responsible Supplier so contra-charges and retention decisions are grounded in the record.

Executes depot and workshop maintenance through the IFS Cloud Work Order and Work Task objects, where the work order carries the scope and the work task is the schedulable unit holding resource demands, material reservations, work task steps and work assignments. Labour is captured against the work task while it is in Work Started, with time, causes and work-done description recorded at Work Done status, after which no further transactions are permitted. Status progression through Released, Work Started, Work Done, Reported and Finished gives the auditable execution trail a depot needs.

Captures failures and faults found during operation or maintenance of a vehicle or serial using the IFS Cloud fault reporting flow, where a fault registered with the Pending Fault action creates a pending maintenance event and a fault registered as Already Repaired creates a serial fault history record. Faults are classified against a product model function breakdown with a fault code valid for that breakdown, and permitted faults can be deferred using fault deferral rules. In the EAM flow the equivalent entry point is a work order created at Fault Report status, which is then prepared and executed as corrective work.

Capex work order lifecycle: design, planning and SAP Finance approval, budget tracking against material and labor cost, and completion/invoicing.

Contractor invoice sub-process: on work-order completion, return balance and pulled-out material, reconcile inventory, SEC review/approval and completion certificate before invoice.

Integration Plan Preparation is an electric distribution utility planning process executed across FSM/FSM Connect/FSM Mobile with SAP ISU and GIS integration. It is mapped to IFS Work Order Management and comprises 27 extracted steps covering request intake, validation, site/technical work and cost/work-order handling. Provenance is the client To-Be draw.io planning flows.

Manages the condition of the building fabric - roofs, envelope, windows, floors, internal finishes and external works - across the estate in IFS Cloud. Periodic condition surveys grade each element against a Functional Object, defects and backlog are registered with cost and priority, and items are triaged between reactive repair, planned fabric maintenance and lifecycle replacement. Approved programmes are delivered as Work Orders or Projects and procured against Supplier Agreements, with condition grades updated on acceptance.

Maintains external grounds, soft landscaping, hard standing and winter resilience across the estate. Grounds areas are registered as Functional Objects with seasonal PM Actions generating recurring Work Orders for grass cutting, planting, pruning and gritting, while storm damage and trip hazards arrive as Service Requests. Seasonal frequency variation and weather-triggered call-out are the defining scheduling characteristics of this process in IFS Cloud.

Measures how well the workplace supports the people who use it and converts that insight into a prioritised, funded FM improvement backlog. Occupant feedback from structured surveys is blended with continuous signals such as Service Request volumes by location, then translated into Service Requests, Work Orders or a Project where change is needed. Survey scores have no standard IFS Cloud object and remain in the survey platform, with only the resulting actions carried in IFS Cloud.

Runs the full commercial cycle for chargeable reactive HVAC work that is executed on a time-and-materials or schedule-of-rates basis rather than under a fixed contract fee. Captures labour, travel, parts, subcontract and access costs against the work order, applies the contractual pricing basis, and produces a substantiated invoice fast enough to protect cash flow. Includes the WIP review that separates genuinely chargeable work from work already covered by the maintenance contract or warranty.

Converts every finding from a statutory inspection into a tracked remedial action with the right urgency path, drives it through quoting, approval and execution where it falls outside contract scope, and closes it with evidence that flows back to the original compliance record. The urgency path is dictated by the regime: immediate cessation of use, remediation within the period specified on the examination report, or a mandated re-test after repair. Jurisdiction-specific rules are configured per regime rather than as a single generic SLA.

Executes the frozen turnaround scope in IFS Cloud through Work Orders and Work Tasks organised into discipline work packs. Each Work Order is prepared, material-kitted and resource-loaded before being released, then executed under permit-to-work with daily progress and punch-list control. IFS Cloud Work Task statuses from Under Preparation through Prepared, Released, Work Started, Work Done, Reported and Finished give the shutdown its execution spine.

Identifies structurally defective, dead or dying trees inside and outside the right-of-way that could fall into an applicable line, and drives their prioritised removal. In IFS Cloud the finding is raised as a Fault Report or high-criticality Work Order against the Linear Asset span, with landowner consent, permits and crew qualifications tracked as supporting Documents. Immediate-risk conditions trigger the FAC-003-5 R4 control centre notification, and constrained removals trigger R5 corrective action.

Plans and executes selective herbicide and cultural control work that converts transmission and distribution rights-of-way to stable low-growing plant cover, under an integrated vegetation management plan. In IFS Cloud the treatment is issued as a Work Order and Work Tasks against Linear Asset spans, with product drawn as Inventory Part, procurement through Purchase Order and Supplier, and applicator certification held as Competency/Qualification. Application records are retained as regulatory evidence alongside NERC work plan evidence.

Handles the highest-urgency work in the network: a fibre break detected by the NOC, localised by OTDR against the cable route, and restored by a mobilised splicing crew under an emergency Work Order. Wayleave, permit and traffic-management clearance is confirmed before excavation, and optical loss is verified end to end before traffic is restored. As-built updates to the fibre Linear Asset and a logged outage record close the loop for root-cause analysis.

Manages leak repairs per compliance and O&M procedures. The repair WO is auto-created with compliance dates in EAM, prepared with permits (street-opening, 811 dig-safe) based on leak grade, and assigned to a field crew who document repair details and asset condition. Completion feeds EAM which auto-generates the repair-recheck WO and posts costs to a financial WO.

Corrective repair of leaks on distribution mains (O&M-CM-09) triggered by survey findings, executed under permits with crew excavation, repair/replacement and restoration documentation.

Manage non-emergency corrective work on distribution assets from fault identification (inspection findings, customer reports via CIS/311, PM follow-ups, leak survey results) through prioritization, planning, scheduling, field execution, and closure with cause/remedy coding. Distinct from emergency main break response (A3.W07) by lead time and triage rules.

Respond to water main failures end-to-end: receive and confirm the break, trace and operate isolation valves, notify affected customers and authorities, excavate and repair under AWWA C651 hygienic procedures (clean/disinfect exposed pipe and fittings with 1% chlorine solution, control trench water), flush until clear with measurable chlorine residual, sample where required, restore service and surface, and capture failure data (cause, pipe material/age, photos) for condition and renewal analytics. Depressurization events may trigger regulatory notification and boil-water advisories.

Administration and field inspection of a FOG control program under the National Pretreatment Program: maintaining the food service establishment (FSE) inventory, permitting/registration, routine inspections of grease interceptors and traps, review of pumping/cleaning records (typically minimum every six months or as needed), enforcement escalation, and coordination with sewer cleaning hot spots.

Covers the full reactive and corrective loop at a treatment plant: an operator or a condition alert raises a Fault Report against a Functional Object, maintenance screens and prioritises it against criticality and permit risk, a Work Order is planned, materials and crew are secured, the job is executed under permit and isolation, and the Work Order is closed with failure cause, labour and cost captured. This history is what makes the PM programme tunable and feeds the AWWA corrective versus planned maintenance indicators.

The plant thickens, digests, dewaters and dispatches wastewater solids, with each stage operated to a target dry solids and volatile solids destruction performance and recorded in IFS Cloud against the process Functional Objects. Where anaerobic digestion is used, the digestate produced at a water resource recovery facility is biosolids, and its quantity, quality and destination must be tracked to the point of offtake. Polymer and conditioning chemical consumption, cake production and haulage movements are captured so cost per tonne and compliance evidence are available.

Runs the POTW obligation to inspect and sample industrial users to determine compliance with pretreatment standards, independent of information supplied by the users themselves. Industrial users are held as Functional Objects with their discharge permits as controlled Documents, the inspection cycle is scheduled through Maintenance Plans, and each visit is executed as a Work Order with sampling results captured as Measurement / Parameter readings. Findings roll up into the Pretreatment Program Annual Report, which is a Phase 2 electronic report under the NPDES eRule.