What are some common challenges or pitfalls of using a paper-based or manual maintenance work order system?

Even if the company has well-defined Processes and Roles, there are still common challenges associated with manual WO system: PROCESS Inefficiency and Delays: Manual systems are inherently slower Data Inaccuracy: Manual data entry is prone to errors Limited Visibility: Lack of real-time updates can hinder decision-making processes PEOPLE Dependency on Individuals: The absence or turnover of key personnel who handle WO can disrupt the entire workflow Communication Barriers: Manual WO may be misinterpreted, leading to errors or incomplete work SYSTEMS Limited Accessibility: Manual WO are stored in physical files, making them inaccessible remotely Lack of Integration: Disjointed processes and redundant data entry. Scalability Issues

A utiliza??o de processos manuais e formulários em papel, além de permitir que ocorram diversos erros como a falta de informa??o, inelegibilidade ou até o próprio extravio das ordens de servi?o, gera lentid?o na transcri??o do texto ou digitaliza??o da informa??o para o CMMS, dificultando fortemente a implanta??o da estratégia de conserva??o dos ativos e tomada de decis?es assertivas. é de se destacar também a enorme dificuldade no acesso a registros e informa??es dos ativos numa condi??o de auditoria interna, fiscaliza??o, investiga??o de acidente ou falha funcional, onde além de se buscar o histórico do equipamento ou sistema, é verificada também a capacidade de rastreabilidade de informa??es e organiza??o do setor.

One key challenge is the difficulty in analyzing trends and insights. Unlike digital systems, paper records don't lend themselves easily to data aggregation and analysis. For example, imagine a manufacturing plant stuck with old-school record-keeping. Trying to spot patterns in equipment failures or figuring out how efficient their maintenance routines can be a nightmare. They can’t quickly sift through past data, which means they might miss chances to fix recurring issues or improve processes, directly impacting productivity and operational costs. Switching to a digital system could be a game-changer, making data easy to access and analyze, helping them make smarter, faster decisions.

Apart from Identification, Prioritisation, Planning, scheduling and Work closure; Backlog management, Work Order Status Control and Continuous Improvement are the other important elements of an effective work management process. A paper based system can no way take care of these critical elements.

I agree with all the comments about the need of having quick access to data to analyse and visualise common themes and failure pattern, biggest challenge is to change the culture and educate maintenance crew on the importance of their remarks and notes on equipment history, which usually end up in a note book or paper work order, in my opinion Reliability Engineers needs to show value of this Data and drive cultural change.

Better than the old fashioned process, prone errors as well as multiple hands causes much confusion. With this system the information is spread across to many systems.

Die Verwendung eines manuellen Instandhaltungsauftragssystems mag auf den ersten Blick einfacher erscheinen, der damit verbundene Mehraufwand ist meines Erachtens jedoch nicht zu vernachl?ssigen. Es stellt sich die Frage, ob menschliche Fehler, wie das fehlerhafte Ausfüllen von Checklisten und die manuelle Datenverarbeitung, im Widerspruch zur Sicherheit elektronischer Dateien stehen. Für mich stehen die Inflexibilit?t eines manuellen Systems und die manuelle Datenverarbeitung im Vordergrund. Durch den Einsatz der Datenprüfung kann ich beispielsweise Dubletten vermeiden. Ich bin fest davon überzeugt, dass moderne, automatisierte Wartungssysteme mit zentralen Dashboards unverzichtbar sind.

A manual process, like spreadsheets or similar, are a step up from paper, can be VERY effective, and is a start to digitizing maintenance activities. You see more of the picture, have records, and some accounting for maintenance, to make better decisions and improvements. This is typically the first stop on the road to true dgitization. The humans errors, lack of audit trails, and poor organization visibility often still exists in a way similar to paper-based systems. Someone needs to manage this and it's a full-time job. You'll need to spend time revising constantly and figure out how to report against the data. Is it accurate? Are the dates and details a reflection of the truth? You need the right data or it's useless.

While this is ‘better’ than the paper system, it is ineffective and usually causes a lot of double handling. Data gets lost, people save over already captured data, it is just a recipe for disaster. However, if it is a small operation with limited resources this is a good entry point into CMMS.

Common Challenges: Labor-Intensive: Manual entry and processing require significant human resources, which can be inefficient and lead to burnout. Inconsistency: Variations in how different personnel handle work orders can result in discrepancies and a lack of standardization. Delayed Communication: Information sharing relies on manual transmission, which can lead to delays in responding to maintenance needs. Risk of Loss: Work orders can easily be misplaced or lost, leading to incomplete tasks or forgotten maintenance needs. Difficulty in Prioritization: Without automated systems, it’s challenging to prioritize work orders effectively based on urgency or impact.

Let’s say you have a paper work order in your hand. Maybe it is new or maybe it is completed. Also imagine file cabinets. How will you file this paper work order? Will it be by the origination date, the requester name, location of work, the work order tracking number, asset number, or something else? So that is the problem - and the answer. When there hundreds of if not thousands of work orders, you gotta be able to update the folder. - - - - - - - If you have an Excel, Access, Word as a “database” then u can electronically search. Some techies become quite good at screens & reports. The downside is making table relationships or trying to create a full functioning CMMS is impossible. Eventually size will be a problem. What if owner leaves?

A CMMS, at the most basic level, allows you to see, track, and manage the people, places, and things you deal with when it comes to work orders. It's a single source for real-time data, a window into oversights as they happen, and a record of the past, present, and future (upcoming work). You're also reducing waste through loss of time, quicker response to work (demand work), and eliminate blind spots. Less guesswork, full documentation at your fingertips (regardless of your role), and data to support what has been done. This is an exciting stage on the maintenance management journey toward operational excellence. A CMMS is not a magic silver bullet! Get help from people that have done your job & know the world of maintenance!!

Earlier this morning I was looking at a presentation I gave a couple years ago about the fundamentals of information system structure. One of the key points I made was, “The beauty of a well structured and controlled digital information system is that you don’t have to rearrange the entire file cabinet, only modify your sort criteria for populated attributes.”

As a practitioner of no paper system, e.g., word of mouth, then a paper system and then a home grown, inhouse CMMS and then a commercially available EAM, I find it had to believe that there is anyone still using paper. With the number of CMMS offerings increasing on a daily basis from the very few that were available years past and accordingly the price coming down, as well as the improved implementation processes eliminating many of the former agonies, how can any organization continue justifying a paper system?