Understanding the Concept of Status and Gate in Work Order Management
Understanding the difference between a gate and a state and why it matters.
The efficiency and success of any work process, whether it's a manufacturing operation, a project in the service industry, or any other workflow, depends on well-established systems. Among these systems, the concepts of 'status' and 'gates' are paramount. A clear understanding of these two concepts and their roles in work order management is crucial for organizations to run their operations smoothly and efficiently.
Status and Gate
'Status' generally refers to the current condition or stage of a particular work order or task within the broader process. It serves as a descriptor used to indicate where a task or work order is situated in the overall process at any given time. For example, statuses might include "waiting for approval", "approved", "in progress", "under review", "completed", or "closed". The status of a task provides insights into the progress made.
On the other hand, 'gate' refers to key decision points in a process or lifecycle. Gates are checkpoints where specific criteria must be met before proceeding to the next phase. These points typically require approval from a designated authority, ensuring the task or project is on track and meeting its objectives before it moves to the next phase.
In essence, a status describes where a task or work order is in its lifecycle, while a gate is a control mechanism ensuring tasks meet specific requirements before advancing to the next phase. A task's status changes as it progresses through different gates in the process.
Standard Process Gates
In a standard work order process, gates typically include the following:
Request or Submission: This is the initial phase where a specific task or need is identified, and a work order request detailing the required task is submitted.
Evaluation or Approval: The submitted work order is evaluated, usually by a supervisor or manager. This stage involves assessing the feasibility, resources needed, and approving the request to proceed.
Scheduling: The approved work order is scheduled for execution, detailing when the work will occur, who will perform it, and what resources will be needed.
Assignment: The work order is assigned to a specific individual or team, providing all necessary details and resources to carry out the task.
Execution: This is the stage where the actual work is performed per the work order's specifications.
Review/Inspection: Upon completion, the work is reviewed or inspected to ensure it meets the required standards.
Closeout: After passing the inspection, the work order is closed out, typically involving documentation of the work done, any additional notes, and required follow-up actions.
Follow-up: Depending on the task, a follow-up stage may be included where the work order's results are monitored over time.
Process Gates with Safety in Mind
In industries where safety is paramount, the work order process incorporates additional gates. These additional stages are designed to ensure tasks are performed safely. They may include:
Request or Submission: A work order request is submitted, including an assessment of potential safety risks associated with the task.
Evaluation or Approval: The work order request is evaluated, emphasizing a preliminary safety analysis.
Permit to Work (PTW) and Lockout-Tagout (LOTO) Planning: If required, PTW and LOTO procedures are planned in detail.
Scheduling: The work order is scheduled, considering safety resources and gear in addition to the usual resources.
Assignment: The work order is assigned to an individual or team equipped with necessary safety information and resources.
PTW Issuance and LOTO Application: If needed, PTW is issued, and LOTO procedures are applied before work begins.
Execution: The work is carried out, adhering to the PTW and LOTO procedures.
Review/Inspection: The completed work is inspected for quality and adherence to all safety procedures.
LOTO Removal and PTW Closeout: Once the work is inspected and approved, LOTO procedures are reversed, and the PTW is closed out following safety guidelines.
Closeout: The work order is closed out, with all safety procedures finalized and any incidents recorded.
Follow-up: Follow-ups are conducted to monitor the results and ensure continued safety.
By understanding and implementing these status and gate stages in work order management, organizations can ensure more efficient, effective, and safer operations.
These concepts provide a roadmap for every task or project, guiding it from inception to completion, ensuring all necessary steps are taken, and all standards are met.
Having defined the process and established the gates, you can finally proceed to the important task of defining and mapping statuses and defining the workflow. This process involves assigning particular states or conditions to tasks at various stages in their lifecycle, providing real-time visibility and control over work order progression.