Advanced Work Orders

Replacing bearings on a compressor can involve multiple steps that must happen in order: first the initial inspection, then the parts requisition, then the equipment shutdown with LOTO procedure, then the replacement, then the startup tests. Advanced work orders allow managing that kind of complex work: with tasks that depend on each other, actual time recorded per technician, spare part costs, and team communication within the task context.

What is it for?

Basic Kanban tasks are sufficient for simple jobs. For maintenance projects that involve multiple technicians, several days of work, imported parts, and a critical sequence of steps, advanced features allow you to:

• Define which task must be completed before another can begin
• Record exactly how much time each technician worked on each task
• Accumulate costs for labor, spare parts, and external services
• View the execution progress of a checklist in real time
• Communicate updates within the task without relying on WhatsApp or email
• Measure team performance with metrics like MTTR and rework rate

How does it work?

Each work order can have additional layers of information and control. Advanced features activate when needed — they do not add complexity to simple tasks, but they are available when the work requires it.

Dependencies guarantee that the execution order is correct. Time tracking generates data to calculate the actual labor cost. Costs accumulated per task allow comparison of preventive versus corrective cost. Comments and attachments create the complete record of work executed.

How to use it?

Configure dependencies between tasks

When one task cannot start until another finishes, define the dependency:

1. Open the task that needs to wait for another.
2. In the Dependencies section, click Add dependency.
3. Search for the task it depends on.
4. Define the relationship type:

A blocked task shows a visual indicator on the Kanban — the technician knows they cannot start it until the dependency is resolved.

Log time worked

Each technician can record the hours worked on a task:

1. Open the task on the Kanban.
2. Go to the Time tracking section.
3. Click Log time.
4. Enter the start time, end time, and a descriptive note of the work performed.
5. Save.

The system accumulates all time entries and calculates:

• Total hours worked on the task
• Difference compared to the estimated hours set when the task was created
• Who worked and how much time per technician

Log task costs

To understand the real cost of each intervention:

1. Open the task and go to the Costs section.
2. Click Add cost.
3. Select the category:

4. Enter the description, quantity, and unit price.
5. Save.

The system accumulates all costs and shows the total per category and the total cost of the intervention. Over time, this allows comparison of the real cost of preventive versus corrective maintenance for each equipment type.

Manage the execution checklist

Checklists are defined in the maintenance plan or when creating the task. During execution:

1. The technician opens the task and sees the full checklist.
2. They mark each completed step with a checkmark.
3. The progress percentage updates automatically (e.g., 3 of 8 steps = 37%).
4. The supervisor can see the progress in real time from the Kanban without calling the technician.

Example checklist for compressor maintenance:

• Verify initial oil pressure
• Drain and change oil
• Inspect air filter — record visual condition
• Check belts — measure tension and record value
• Clean oil cooler
• Verify all connections are properly tightened
• Run no-load test for 10 minutes
• Record temperature and vibration at completion

Communicate updates with comments

Comments on the task are the official work communication — more formal than WhatsApp and more traceable:

1. Open the task and go to the Comments section.
2. Write the update, observation, or request.
3. Attach photos, documents, or readings if necessary.
4. Task participants receive an automatic notification of the new comment.

Use comments to: report findings during inspection, request additional resources, document decisions made in the field, and record the root cause of the failure.

Review maintenance team metrics

Go to Tasks > Metrics to see team performance:

Key benefits

• Dependencies that guarantee the correct execution order for complex work
• Time tracking per technician to calculate actual labor cost
• Cost accumulation by category to compare preventive versus corrective
• Checklist progress visible in real time without follow-up calls
• Documented and traceable communication within the context of each task
• MTTR and completion rate metrics to evaluate team performance

Common use cases

Scenario 1: Scheduled compressor overhaul The quarterly overhaul of compressor C-01 involves 6 tasks in sequence: inspection → parts requisition → LOTO and shutdown → disassembly → component replacement → testing and startup. Each task is configured as blocked by the previous one. The coordinator sees the overall progress in the Kanban: 3 of 6 tasks completed, task 4 (disassembly) is in progress with 2 technicians logging time. The accumulated cost so far is $12,400. At completion, the total overhaul cost is recorded for comparison with the previous overhaul.

Scenario 2: Maintenance cost diagnosis The plant manager wants to know how much it actually costs to maintain compressors versus pumps. They open the metrics filtered by equipment type. Compressors have an average cost of $8,200 per corrective intervention versus $1,400 per preventive. Pumps have $3,100 corrective versus $650 preventive. The argument for increasing preventive maintenance frequency has a concrete numerical basis.

Scenario 3: Team communication during field work A technician is executing the impeller replacement on pump B-04. They need support because the equipment has special connections. They add a comment on the task with a photo of the problem and write: "Need a 2-inch hook spanner to remove the impeller. It is not in the area tool box. Does anyone know where it is?" The coordinator receives the notification, checks, and replies in the same comment: "It is in Storage A, shelf 3, row C." All communication stays in the task record.