Work Order Request

NCAP Work Order Requests

It takes all of us to ensure that NCAP is safe for employees and the clients we serve.  To do this, we have created a new process to ensure that all employees have the ability to submit work order requests and allow for a tracking system to ensure that we are responsive to the request, communicate progress and ensure that work orders get completed in a timely manner.  

PURPOSE: This process ensures that NCAP is responding timely to work order, and provides a mechanism to ensure work gets completed. 

Work Order Identification - Most maintenance work and repairs unidentified will be the cause of an unplanned breakdown or potential safety issues. It’s important that everyone in the organization is able to identify these equipment breakdowns and out-of-the-ordinary issues so that they can alert the maintenance team.

Requesting a new work order - staff can submit requests in seconds using an easy form that can be accessed from the employee portal on ncap.info. From any device. Staff can upload a photo of the issue or other important information that pertains to the work order.  A submission will automatically create a task in the tracking software.  The best work orders will include the following: 

• Description of the issue: Providing as much context as possible is going to be most effective. What did you see, hear, smell, or feel when the problem arose? If you took any action since seeing the problem, this is a good place to note that action.
• Type of issue: By detailing the type of issue (electrical, plumbing, vehicle malfunction, IT issue), the request can be routed to the appropriate “Solver”.  
• Building or facility: Which location did the issue occur in? This is important information and can speed up response
• Requester name and contact information: It’s very important that the maintenance department is able to find the requesting user if they have additional questions and to let them know when the issue has been resolved. 
• Images: If possible, it’s great to attach an image of the issue to the work order so that the team can visualize the problem. 

Approve and prioritize the work order - Once the work order is submitted, it will alert the applicable Program Director. She/he will review, select the level of importance, approve and assign to a “solver”.  The Solver will gather additional information, communicate with the requester, document the work that is being done, parts on order, etc., complete the work, and mark it as “done”.  

Communication - Most importantly, Monday.com will act as a centralized hub for all communications regarding the work order —Directors, supervisors, site supervisors can instantly check on the progress and status of a work order, and communicate the status with staff. 

Please submit all Facility, Vehicle and IT work order requests by clicking the link below.  Once submitted, a Solver will be assigned to the work order and will begin working on it.    

Work Order Request Form