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Work order insights FAQs

This article lists the frequently asked questions about work order insights. Use the links below to jump to a specific question:

Who can use work order insights?

Work order insights are available to customers on the Professional and Enterprise tiers who meet the following requirements:

  • You must have at least 500 closed work orders in your CMMS.

  • Your work orders must consistently have the the description field (also called the Summary of Issue field in the web app) filled out.

  • At least 2 work order fields must be filled in, at least 30% of the time.

Note

The majority of our customers already meet these requirements. If you're not sure whether you do, please check with a Fiix representative.

 

How do I get access?

Complete our form to request access. To learn more about signing up, see How to sign up for work order insights.

If you have additional questions, or if you want help signing up, please contact a Fiix representative. We'd be happy to tell you more and help you through the process!

 

Can I forward the report?

Due to limitations in some email services, forwarding the report can break its formatting. We recommend requesting to add these users as recipients, rather than forwarding the report to them.

 

How do you determine which work orders are similar?

We use work order descriptions to group or "cluster" similar work orders across sites. This functionality is language agnostic, meaning that it can cluster work orders across different languages. It also ignores “bad” data, such as work orders that weren’t completed correctly.

But don't worry if you don't use certain fields, or if different departments don't use the CMMS in exactly the same way: the tool uses your historical work order data to learn how you operate and identifies anomalies based on the way you typically work.

 

What's the difference between the closed and open work order reports?

The closed work order report includes work orders that have been closed since the last time the report was run. It uses anomaly detection to identify differences between work orders and score them based on their relative risk.

The open work order report includes insights for work orders that are currently open (i.e. that have not been completed yet). It does this by comparing open work orders to similar closed work orders. Essentially, it uses the work order’s information to predict what the work order will look like when it’s closed, and then compares that prediction with the similar closed work orders to identify risks.

The reports contain the same main sections, but with slightly different information. To learn more about what's included in the reports, see How to read the work order insights report for closed work orders and How to read the work order insights report for open work orders.

The reports also differ slightly when looking at specific fields such as tasks. For the closed work order report, it looks at completed tasks, and compares them to the expected completed tasks; for the open work order report, it looks at to-do tasks and compares them to the expected to-do tasks.

 

What does the risk score mean?

A work order’s risk score is a number between 0-1000 that represents its risk relative to other work orders in your CMMS.l

Risk scores correspond to risk levels as follows:

  • High-risk work orders have a risk score of 666 or higher.

  • Medium-risk work orders have a risk score of 334-665.

  • Low-risk work orders have a risk score of 333 or lower.

 

What's included in abnormal configuration?

Abnormal configuration can include differences in the following work order fields:

  • Asset count (the number of assets in the work order)

  • Estimated time (the amount of time the work order was estimated to take)

  • Maintenance type (the maintenance type associated with the work order)

  • Site (the site associated with the work order)

  • Spent time (the number of hours logged against the work order)

  • Step count (the number of times labor was logged against a task in the work order)

  • Task count (the number of tasks in the work order)

  • Tech count (the number of technicians assigned to the work order)

 

What's the difference between duration, delay, and spent time?

To calculate duration, we subtract the start date from the completion date. This shows how many days the work order took to complete.

To calculate delay, we compare the actual completion date to the estimated completion date to see how long the work order was overdue. This means that only work orders with an estimated completion date assigned can be flagged for abnormal delay.

To calculate spent time, we look at the labor hours logged against the work order. This shows how much time (i.e. how many hours) was spent on the work order

 

How is an asset failure determined to have been caused by a certain work order?

We look for work orders that occurred before the mean time between failures (MTBF) and list them in the Contributing Work Orders column in the CSV file. To learn more about the data included in the CSV file, see Data dictionary for work order insights.

 

Where are all my other work orders?

You might notice that you actually worked on more work orders than the number we analyzed (i.e. the number listed in the report header). A work order can be excluded for one of two reasons:

  • We identified the work order as having zero risk. In other words, that work was completed so well that you don't need to worry about it.

  • The work order didn't have enough information for the algorithm to process. For example, if the work order only has a description filled out, but no other fields, we wouldn't have enough information to identify any risks.

 

Why didn't I receive my report?

In the vast majority of cases, this means that we couldn't identify risks for any of the work orders in that reporting period. You can contact our Fiix support team, who will be able to verify whether this is the case.

 
 
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