What information should technicians record when closing a work order?
A completed work order should explain what was found, what was done and whether the equipment returned to its required function. Good closeout makes the next repair faster and gives reliability analysis usable evidence.
Capture the difference between the complaint and the finding
Keep the original symptom as reported. Add the technician's observed condition, inspection measurements and verified failure mode. A request that says “pump noisy” should not be closed with only “fixed.” Record whether the cause was confirmed, suspected or still unknown.
Use a consistent minimum data set
- Identity: asset tag, work order, date, work type and equipment condition.
- Evidence: observations, measurements, alarms, photographs and relevant test results.
- Failure information: component, failure mode, effect and cause where evidence supports them.
- Execution: corrective action, parts used, actual labor and contractor involvement.
- Impact: downtime or production loss, with clear start and end definitions.
- Verification: post-repair checks, remaining defects and operations acceptance.
Do not force a root cause code when the cause is unknown
Failure mode describes how the item failed, such as leakage or loss of output. Cause explains why. A failed bearing does not by itself prove misalignment or lubrication error. Allow an “undetermined” cause and create follow-up analysis when risk or recurrence justifies it. False certainty degrades trend analysis.
Keep free text and structured fields together
Standardized codes make comparisons possible, while a short narrative explains context that codes miss. Use a small controlled vocabulary that technicians can apply consistently. Review “other” and blank values, then improve definitions and training rather than creating dozens of overlapping codes.
Example of useful closeout
Instead of “replaced seal, tested OK,” a technician records: “Pump P-204 seal leaked at the outboard gland; replaced seal kit per approved procedure; flush line strainer had debris; leak test passed at normal operating pressure; follow-up inspection requested.” The example is illustrative and does not establish the root cause.
Audit whether the record supports decisions
Sample closed work orders on critical assets. Ask whether another person could identify the failure mechanism, repeat the repair safely using approved procedures and determine whether a recurring problem deserves investigation. Track completeness and accuracy, not just the percentage closed on time.
Explore the assessment
KANE can assess CMMS data quality, closeout practices and repeat failure analysis.
View the related assessment →Related answer: How can a plant identify repeat equipment failures?
Technical references
NASA Reliability Centered Maintenance Guide · DOE O&M Best Practices · PNNL Maintenance Approaches