Master Work Order Management in Limble

Transcript

Thank you everyone for joining today's session on how to master work order management within Limble.

We're really glad, to see everybody who's joined today. And for those of you who are less familiar with Limble and what we do, we are a mobile friendly, just really easy to use maintenance management software or a CMMS, in other words.

So during this demo, you're going to see the desktop of Limble, and what that view looks like. And then on the right hand side of your screen, you're going to see what our mobile app looks like as well.

So Limble just really helps to empower maintenance teams so that they can easily manage request and track their work orders and requests, as well as extend asset lifetime and boost productivity.

And finally, Limble just really helps to reduce equipment downtime and really just gives you everything that you need to efficiently manage, your assets and your maintenance tasks.

So a bit of what we're going to cover today, we are going to look at, what organizing all your work orders, your work work requests, and, planned maintenance looks like in a single place.

And we're also going to see, what it looks like to assign and track work in real time within Lumble's mobile app. And finally, you'll see, how to automate all your planned maintenance programs so that you can reduce downtime.

And with that, I want to also introduce our speaker today. Skyler Rogers has been with Limble now for two years, and he is currently the manager of solutions engineering after he originally started on our customer success team.

Skyler has really grown up around mechanics his entire life, so he understands, you know, all the unique challenges that maintenance pros face as well as the long hours that they put in. And he just really loves to help our customers create more streamlined processes that help them to calm the chaos and just build more efficient maintenance operations.

As a as a friendly reminder, please feel free to pop in any of your questions, into the questions pane on the right hand side of your screen at any time during the demo.

And we'll be sure to try to address as many of them as possible at the end of the demo, during the q and a session.

And finally, I wanted to let everybody know that if you stick around till the end of the session today, we're going to be announcing a random winner for a fifty dollar Amazon gift card as well.

So stay tuned for that.

And now over to you, Skyler, for our demo.

Hello, everybody. Thanks for joining us today. I'm excited to cover with you work orders and preventative maintenance inside of Limble. So let's go ahead and get started.

On the left side, you'll see Limble's desktop. On the right, our mobile application.

I'll start over here on the desktop. We are in our location in the asset information page.

We'll go ahead and start explaining the plan maintenance. Right? So I'm gonna go ahead and look up my asset. We'll start with this asset by rooftop unit in my facilities building.

So if I wanted to set up a plan maintenance, Limble makes this very quick and easy. I can jump to my plan maintenance tab where then I can follow three steps really to set this up. Now the first step is going to be who it's assigned to, whether that is a team or an individual. I'll go ahead and sign this to the technician team.

Secondly, we can set schedules. Now these schedules can be based off, time, like days, month, yearly, or number of units such as hours or miles, just depending on the situation or even a threshold, right, in between or above or below a certain number there.

We'll go ahead and set this one up for every Friday because everybody loves a Friday.

And then third and lastly, we set up the SOPs with this plan maintenance. Now that I have the schedule and who it's going out to, I pull this piece up, and that is actually going to allow me to name the PM template, verify what it belongs to, add any parts I may need with my parts inventory here. So maybe we can add an air filter to that, make sure that we're prepared if we're going up on the roof and have that part with us. If there's any specialized tools required for the job, we also can add tools to that as well.

As far as the task building itself, we can actually see a preview of what the task is gonna look like as we build this out. But just do know, as far as the instruction sets, we're very dynamic here. If you want to keep it simple and straightforward with some check boxes, certainly can do that. If we need to get a little more advanced with conditional formatting like drop downs or reassigning task, request approvals, whatever you really need here in that workflow, we can accommodate that.

So what I'm going to do now to get a look and feel for completing one of these plan maintenance is go ahead and launch it out to myself.

So once this planned maintenance is open, some information that we're gonna see at the top is the type of task, which is a planned maintenance. The priority level, we can set that or customize whatever priorities that we need inside of this task.

We also can see quickly the asset information from whatever the task is being driven off of. And here's our part that we added with the location.

I've got my shelf and bin number. I can go grab that air filter.

Now a easy example here is some checkbox instructions to complete that task. We also have more of a dynamic instruction as an industry best practice. Hey. Do we need to create a work order when we're up there? Did we see a leak? If so, we say yes. That will actually allow us to create a work order within that planned maintenance.

Great part about that is that work order is going to be tied directly to this planned maintenance. So we're always in communication within the system of where things were created, and we have a source to go back to as well.

Now, for example sake, we'll say everything looked good here. Any additional comments or color we wanna add, we can attach files, attach photos. We even have a direct messaging where I can go, hey, Max.

I need help with this task. Right? If I submit that, what that's going to do is send a link directly to Max in this case, where then they'll be able to click on that, come right into this task, and see everything that's been done, really, really helping streamline communications within that task, especially in a team environment.

So next, we're actually going to look at completing this task. But before we do, you'll notice in the bottom right, there's a counter. That's actually going to automatically log our task time within Limble. So all we have to do as a technician is I hit complete.

It's gonna log the minute, and then we're gonna verify, hey. How many parts were actually used? We added that air filter, and kitted out our planned maintenance that way. It's just verifying, yes, we use this air filter.

As soon as we complete the task, it will actually deduct that out of the inventory for us, where then, of course, we could set our minimum and maximum threshold quantities. We'll go ahead and complete that task out, and it's that simple as far as completing and setting up a planned maintenance there. We definitely have some personality here at Limble as well and always wanna make you smile for a hard day's work.

As you can see, I have my PM template information set up right there. And now that I've completed the plan maintenance, you we can see that I have the time spent and who it can was completed by.

Next, what we'll wanna talk about is going to be more reactive maintenance. Right? Two trends of thought with reactive maintenance. Once, more or less, a ticketing system, the other really directly being created from that technician.

So if I go into the work order piece, I can see any completed work orders here, of course, but let's look at creating a work order directly for this asset.

Now a really easy way of doing that is Limble actually has QR codes that it generates every time you add your assets into the system. So I'll go ahead and click on this QR code. Now if I'm a technician and this QR code is up on the rooftop unit and I have my mobile app, something's not right. I can click start a work order, scan that QR code. The work order is actually generated and assigned very quickly to the correct asset, where then I can say, okay. I'm going to name this whatever I really need to name it here. We'll say that this is broken RTU.

Any instructions, if you have some instructions you'd like to start out with, you can, of course, add instructions there. Any pictures or documents, we can easily attach those on the go. Priority levels, if our technicians know what priority level this needs to be, hey. This roof's getting hot. Let's mark this as a high priority.

If a due date is known, we can add a due date. This will be an unplanned event, but we can also handle project management tracking where this could maybe be a planned work order, and we could go into that as well. So we're gonna go ahead and create this work order, assign it to ourselves as if we were Max, and at that point in time, the work order would be created.

Now we can see that it is an unplanned work order at a high priority level.

Any of the notes that I may need can be here. Now this is a simple instance where it's gonna show me just to complete the work. However, we do have the ability to have default work order templates in here. So if you have a certain SOP once a work order is created that you'd like to follow, you certainly can create that. So every time a work order is created, we'll help you, iron that out and have a streamlined workflow in here as well. We can keep it simple today. Of course, complete work there.

Again, add any picture or comments. You'll notice that it did automatically time and date stamp that open to in progress as well, and then add any completion notes.

Now as far as additional information, we may need here. Because this is a work order and reactive, there's a lot of instances where we may work with a vendor. We may work with consumed parts. We may wanna even request a purchase if we don't have an item for this work order.

Well, we have you covered in that as well. If you click that green plus button, it's gonna show you I can add a part, I can add an invoice, I can request a purchase, I can drive this straight into a PO if I need to, log time, and even add tools. So everything as far as information you wanna add, so it's reportable on the back end, you definitely can here on that work order as well. We'll go ahead and complete this work order.

You'll see that, yes, it did log that minute of time that we took to complete it. And now it's gonna ask us additional question.

Did this cause any unplanned downtime?

So because it is reactive maintenance, Limble's actually going to track that downtime automatically for you. So all we have to do is say, yes. We wanna count this as downtime.

This has been open for a total of one minute. It's gonna log that minute for me. And then on the back end, I can look at those important trends and data of is my downtime going up or down, and what's that truly costing our organization.

I'll go ahead and complete that work order out again.

Of course, get our great gift there.

And that's it. As far as a workflow in a work order, again, we make Limble very easy and straightforward to use.

Most of the time when you're looking at this work order, work request management as a technician at the ground level, I'm gonna be using a my task, start a work order, look up an asset, run basically my whole day with those three buttons from our mobile app.

When it comes to work requests, I know that this is very big as far as a need for, most organizations in our industry.

We do have a QR code for a work request, and the great thing is anyone could submit a work request here. So I'll actually go ahead and back out of my Limble app here on my mobile device.

And you can do this too. If you want to follow along with me, feel free. Jokes are always appreciated if you are going to submit a work request here. But I'm gonna go ahead and pop up the camera on this, and you'll see that when I scan it, it didn't log me into the Limble app. It actually just pulled up this is a work request portal.

So now all I have to do is fill out this information. This work request portal is one hundred percent customizable.

So whatever you want this to look like, if you need additional drop downs, if you wanna add color, require fields, remove fields, we really can tailor this to your organization needs. We'll make this quick and easy. Title, broken broken broken RTU.

Now what I just did actually is a great example of why our next next feature is important. How can we help you? So if we want to get some more color, this is a big ask that a lot of our technicians have had. Let's get some accuracy in the notes. Let's get some better descriptions.

All I have to do is really click my voice to text.

The building is getting hot.

Now that requester can simply speech to text any information that they need. What type of issue is this?

Mechanical safety, in this case, I have this set up where that's gonna drive my priority level based off their answer. We can say we think this is a mechanical issue, require the name if needed, and then I have my email here. If they do provide an email, there's gonna be some benefits to that. The first benefit is we'll actually alert them automatically when this is completed. We have two way communication between the requester and the technician working on the ticket, And then, of course, they can add a picture. So we'll go ahead and add a picture to this.

Say, okay. I don't think that that AC unit looks right, and they can even annotate on that picture as well. So not only are we getting better descriptions with our talk to text, I could come here and say, I'm not sure if those fans should be taped to that unit.

And that's really gonna help on the back end figure out what's wrong.

Before we submit this work request, you will also see we have a feature where you can check work requests you've submitted previously.

So if I've submitted a work request and I wanna know, is it completed, what's the status of it, I can check that. It will send them an email with a link and give them all of their historical data based off the email they provided.

We'll go ahead and submit that work request, and that's it. As far as the work request submission, very easy and straightforward to get those submitted over to and, again, anybody can submit these work requests.

Now a little bit more on the work management end, we're gonna go ahead and close out our RTU and get out of the asset portion. In my location, in my Limble location, I'm gonna go ahead and jump to my manage work screen. Now the manage work screen is basically going to be where you can see whoever has what task, essentially.

Right now, I have all of my tasks directly going to my manager.

At that point in time, I can decide what I need to do with those tasks. If the manager says, okay. Max with this rooftop unit, he's our guy. He's the one that does it.

I can drop it over to Max and assign that work request to get completed. As far as the completion of the work request, again, on the back end, when it comes in, I'm gonna have all of that critical information that we collected in here, the picture, the description, what the priority level is, who submitted it, all of those great notes that they have. And now just like the work order, I have full functionality of this work request to move forward in it. Whether that's coming in here and adding, again, my parts, my invoices, or requesting a purchase, tracking that downtime as well.

We can go ahead and resolve the problem.

Again, put any completion notes, colorful context.

We do also allow you to have these custom in progress statuses as well. So if I get to a work request, hey. We need parts. This has gotta go on hold.

We say parts are on hold. Whatever I need to do there as well. Some great functionality to really know between the priority and the status what's going on at all times with the task. Then, of course, we have comments, making sure everyone stays in great communication for this task.

We'll go ahead and complete this out.

Yes. It caused downtime. We can track our downtime as well.

Then we'll allow you to even send out, if you want a a note to that requester. Right? Thanks, Skyler. Appreciate it. We handled it. Everything looks great type of thing. We'll go ahead and close that out.

Of course, get our wonderful gifts there. Now that pretty much concludes today, the high level of the work orders, work requests, and plan maintenance functions in Limble. So we'll go ahead and switch over to the q and a's. Looks like we have a few in here, and we'll get answering these. Thanks, everybody.

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