Work Orders, Maintenance & Asset Records

Water and wastewater systems depend on pumps, motors, valves, blowers, chemical-feed equipment, instrumentation, electrical systems, tanks, piping, and many other physical assets. Reliable maintenance requires more than repairing equipment when it fails. Facilities need records that show what equipment exists, what condition it is in, what work has been performed, and what problems are recurring.

Work orders and asset records help operations and maintenance personnel coordinate repairs, schedule preventive maintenance, track equipment history, manage spare parts, and make better decisions about replacement.

What Is an Asset?

An asset is a physical item that the facility owns, operates, maintains, or relies upon to provide service.

Examples include:

• pumps;
• motors;
• blowers;
• valves;
• chemical-feed systems;
• generators;
• mixers;
• filters;
• clarifiers;
• tanks;
• instrumentation;
• vehicles;
• buildings;
• collection or distribution system components.

Asset records organize information about these components so that maintenance history and current condition can be tracked over time.

Asset Identification

Each important asset should be identifiable in a consistent way.

Identification may include:

• equipment name;
• asset number;
• tag number;
• location;
• manufacturer;
• model;
• serial number;
• installation date;
• capacity;
• power rating;
• other important specifications.

Consistent identification prevents confusion when several similar pieces of equipment are installed at the same facility.

Why Asset Records Matter

Asset records help answer practical questions such as:

• How old is the pump?
• When was the motor last rebuilt?
• Which seal does this unit use?
• How often has the valve failed?
• Which spare part fits this equipment?
• Is this failure becoming more frequent?
• Should the unit be repaired again or replaced?

Without history, maintenance decisions depend heavily on memory.

What Is a Work Order?

A work order is a controlled record used to request, authorize, plan, document, and close maintenance work.

A work order may be created for:

• preventive maintenance;
• inspection;
• corrective repair;
• emergency repair;
• calibration;
• lubrication;
• equipment installation;
• modification;
• condition assessment.

The work order becomes part of the equipment's maintenance history.

Basic Work Order Information

A useful work order typically identifies:

• asset or equipment;
• location;
• date requested;
• person reporting the problem;
• problem description;
• priority;
• assigned person or crew;
• safety requirements;
• parts or materials needed;
• work performed;
• completion date;
• equipment status after work;
• follow-up required.

The exact format varies, but the record should show what was requested and what was actually done.

Describe the Problem Clearly

The initial work request should describe the observed condition rather than simply stating that the equipment is broken.

Useful information may include:

• unusual noise;
• vibration;
• leakage;
• high temperature;
• low pressure;
• low flow;
• alarm condition;
• electrical trip;
• intermittent operation;
• visible damage.

A clear problem description helps maintenance personnel prepare before beginning the work.

Record the Failure, Not Just the Repair

If a pump fails repeatedly, knowing only that the pump was repaired each time provides limited information.

A more useful maintenance history records:

• symptoms;
• failure mode;
• cause when known;
• parts replaced;
• corrective action;
• operating condition after repair.

This information helps identify recurring problems.

Preventive Maintenance Work Orders

Preventive maintenance is performed before failure based on time, operating hours, condition, or another planned interval.

Examples include:

• lubricating bearings;
• changing oil;
• inspecting belts;
• checking alignment;
• testing generators;
• calibrating instruments;
• exercising valves;
• cleaning equipment;
• inspecting electrical connections.

Scheduled work orders help ensure these tasks are not forgotten.

Corrective Maintenance Work Orders

Corrective maintenance addresses a defect or failure that has already been identified.

The work order should document:

• the problem;
• the operational effect;
• repair performed;
• parts used;
• testing after repair;
• whether the equipment was returned to normal service.

If additional work remains, the record should clearly identify that condition.

Emergency Work Orders

Emergency maintenance may begin before normal paperwork is completed because treatment, safety, or environmental protection requires immediate action.

However, emergency work should still be documented afterward.

The record should show:

• what failed;
• when it failed;
• what immediate action was taken;
• how treatment was maintained;
• what temporary repair was made;
• what permanent follow-up is required.

Prioritize Work Orders

Not every maintenance request has equal importance.

A practical priority system may consider:

• safety risk;
• public-health risk;
• environmental risk;
• effect on permit compliance;
• loss of treatment capacity;
• lack of backup equipment;
• likelihood of further damage;
• routine operational inconvenience.

A leaking pump seal and a failed critical disinfection pump should not necessarily receive the same priority.

Equipment Criticality

Facilities often classify assets according to how important they are to operation.

A critical asset is one whose failure can significantly affect:

• treatment;
• compliance;
• safety;
• public health;
• environmental protection;
• system reliability.

Critical assets may require more frequent inspection, preventive maintenance, spare parts, or backup equipment.

Redundancy Affects Maintenance Planning

Maintenance risk depends partly on whether backup equipment is available.

For example:

• a duty pump with an operational standby may be easier to remove from service;
• a single critical pump with no backup requires more careful planning;
• a generator should not be unavailable during a period of elevated outage risk without considering alternatives.

Asset records should help personnel understand redundancy and backup capability.

Coordinate Work Orders with Operations

Maintenance personnel should not assume equipment can be taken out of service whenever a work order is ready.

Operations should confirm:

• current process conditions;
• available backup capacity;
• tank or wet-well levels;
• expected demand or flow;
• other equipment already out of service;
• permit or treatment constraints.

Good coordination prevents maintenance from unintentionally reducing treatment below safe capacity.

Safety Information on Work Orders

Maintenance work may require specific safety controls.

Work orders can identify hazards such as:

• lockout/tagout;
• confined-space entry;
• chemical exposure;
• electrical hazards;
• lifting;
• hot work;
• excavation;
• traffic exposure.

A maintenance record does not replace the required safety procedure or permit, but it can alert personnel to the controls that must be addressed before work begins.

Parts and Materials

Work orders should document important parts and materials used during maintenance.

This helps with:

• inventory control;
• equipment history;
• cost tracking;
• future repair planning;
• identifying compatible replacement parts.

When an unusual replacement part is used, the record should be specific enough that the same part can be obtained later.

Spare Parts Inventory

Critical spare parts should be tracked in a way that allows operators and maintenance staff to know:

• what is in stock;
• where it is stored;
• which assets use it;
• minimum desired quantity;
• reorder point;
• supplier;
• lead time.

A spare part that exists but cannot be located during an emergency provides little benefit.

Use Failure History to Set Spare-Part Levels

Inventory decisions should consider:

• failure frequency;
• equipment criticality;
• cost;
• supplier lead time;
• availability of alternate equipment.

An inexpensive component with a six-week lead time may be more important to stock than a more expensive part that can be obtained locally the same day.

Record Labor and Downtime

Maintenance records may also track:

• labor hours;
• contractor hours;
• equipment downtime;
• production or treatment impact;
• repair cost.

These data can help determine the true cost of maintaining an aging asset.

Equipment History

A complete asset history combines multiple work orders into a long-term record.

History can show:

• frequency of failure;
• types of failure;
• maintenance cost;
• parts replaced;
• downtime;
• changes in operating condition.

This history supports repair-versus-replacement decisions.

Repair or Replace?

An asset should not automatically be repaired indefinitely.

Replacement may become appropriate when:

• failures become frequent;
• repair cost increases;
• replacement parts become unavailable;
• efficiency decreases;
• capacity no longer meets system needs;
• reliability affects compliance;
• safety concerns increase.

Asset records provide evidence for these decisions.

Manufacturer Information

Asset files should preserve important manufacturer information such as:

• manuals;
• parts lists;
• lubrication requirements;
• recommended maintenance intervals;
• performance curves;
• wiring diagrams;
• installation instructions.

This information becomes especially valuable years after equipment installation.

Calibration Records

Instruments are also assets.

Calibration records may include:

• instrument identification;
• calibration date;
• standard used;
• initial condition;
• adjustment made;
• final result;
• person performing the calibration;
• next due date.

Accurate instrumentation is important for both process control and compliance monitoring.

Valve and Hydrant Records

Distribution and collection systems contain assets spread across large geographic areas.

Records for valves, hydrants, manholes, lift stations, and similar assets may include:

• location;
• size;
• type;
• installation date;
• inspection date;
• condition;
• maintenance performed;
• access issues;
• special operating instructions.

Accurate location information can save significant time during an emergency.

Computerized Maintenance Management Systems

Many facilities use a Computerized Maintenance Management System, commonly called a CMMS.

A CMMS can help manage:

• asset lists;
• preventive maintenance schedules;
• work orders;
• maintenance history;
• labor;
• spare parts;
• inspection records.

The software is only useful when asset data and completed work information are entered accurately.

Closing a Work Order

A work order should not be closed simply because someone stopped working on it.

Before closure, confirm:

• the requested work was completed;
• equipment was tested;
• safety devices were restored;
• temporary conditions were removed or documented;
• operations was informed;
• follow-up work was identified;
• the maintenance record is complete.

If the equipment cannot return to normal service, the work order should show its actual status.

Post-Maintenance Testing

After maintenance, equipment should be checked before being returned to normal operation.

Testing may include:

• checking leaks;
• observing vibration;
• checking rotation;
• confirming flow or pressure;
• testing alarms;
• verifying instrument readings;
• confirming automatic controls.

The specific test depends on the equipment and work performed.

Document Temporary Repairs

Temporary repairs can be necessary during emergencies, but they should not disappear into normal operation.

The record should identify:

• that the repair is temporary;
• limitations of the repair;
• monitoring required;
• permanent corrective work needed;
• target completion date.

Without documentation, a temporary repair can remain in service much longer than intended.

Deferred Maintenance

Sometimes maintenance must be postponed because equipment cannot safely be removed from service.

Deferred work should remain visible in the maintenance system.

The record should explain:

• why work was deferred;
• risk of continued operation;
• temporary controls;
• new planned date;
• responsible person.

Deferred maintenance should not simply disappear from the work-order list.

Backlog Management

A maintenance backlog is the collection of open work that has not yet been completed.

Backlogs should be reviewed for:

• high-priority open work;
• overdue preventive maintenance;
• repeat failures;
• critical assets;
• long-standing temporary repairs.

A large backlog may indicate insufficient staffing, poor prioritization, or chronic equipment problems.

Use Records for Root-Cause Analysis

When the same failure occurs repeatedly, maintenance records can help identify the underlying cause.

For example, repeated bearing failures may result from:

• misalignment;
• incorrect lubrication;
• excessive vibration;
• overloading;
• contamination;
• installation problems.

Replacing the bearing repeatedly without addressing the cause treats the symptom rather than the failure mechanism.

Common Work Order and Asset Record Mistakes

• Using vague equipment descriptions instead of asset identifiers.
• Recording only that equipment was repaired without documenting the failure.
• Closing a work order before equipment is tested.
• Failing to record parts used.
• Allowing preventive maintenance to become overdue without review.
• Failing to identify temporary repairs.
• Removing equipment from service without coordinating with operations.
• Failing to update asset records after equipment replacement.
• Keeping spare parts without identifying which equipment they fit.
• Allowing maintenance backlog to grow without prioritization.
• Relying on employee memory instead of equipment history.
• Repeating the same repair without investigating the root cause.

A Practical Work Order Sequence

1. Identify the asset clearly.
2. Describe the observed problem.
3. Assign an appropriate priority.
4. Coordinate with operations before removing equipment from service.
5. Identify safety requirements.
6. Gather required parts, tools, and information.
7. Perform the work.
8. Document the failure and corrective action.
9. Record important parts and materials used.
10. Test the equipment.
11. Return the unit to service or document its actual status.
12. Identify any follow-up work.
13. Close the work order only after the record is complete.

What to Remember for the Exam

• Asset records identify equipment and preserve maintenance history.
• Work orders document requested, planned, completed, and follow-up maintenance work.
• Equipment should be identified consistently by name, number, tag, or other traceable identifier.
• Work orders should record the observed problem, not merely state that equipment is broken.
• Preventive maintenance is planned before failure.
• Corrective maintenance addresses an identified defect or failure.
• Emergency maintenance should still be documented after immediate conditions are controlled.
• Maintenance priorities should consider safety, treatment, compliance, and equipment criticality.
• Operations and maintenance should coordinate before critical equipment is removed from service.
• Critical assets may require greater preventive maintenance, redundancy, and spare-parts support.
• Spare-parts records should identify quantity, location, applicable equipment, and reorder needs.
• Maintenance history helps identify recurring failures and supports repair-versus-replacement decisions.
• Temporary repairs and deferred maintenance should remain clearly documented.
• Equipment should be tested before a work order is closed and the unit is returned to normal operation.
• A CMMS can organize work orders and asset records, but the information must still be entered accurately.
• Repeated failures should be investigated for root causes rather than repaired the same way indefinitely.