Preventive Maintenance Work Order Audit

Audit template for reviewing preventive maintenance work orders in a CMMS, focusing on scheduling, completion percentage, technician notes, and parts usage.

Work Order Scheduling

• PM work order created before or on the scheduled due date
  Confirm the work order was generated in the CMMS on time and not created after the PM was already overdue.
• Work order release date aligns with maintenance planning requirements
  Verify the work order was released with enough lead time for planning, parts staging, and technician assignment.
• Scheduled date variance from PM plan
  Record the number of days early or late compared with the approved PM schedule.
• Asset and location information is complete and accurate
  Confirm the work order identifies the correct asset, system, and location for the preventive maintenance task.

Completion Status

• Work order completion percentage
  Enter the reported completion percentage for the work order.
• All required PM tasks were completed and recorded
  Confirm every checklist task, inspection point, and required measurement was completed in the CMMS.
• Deferred or incomplete tasks were documented with reason and follow-up
  Verify any incomplete work includes a clear reason, risk note, and follow-up plan or reschedule date.
• Completion date recorded in CMMS
  Confirm the actual completion date/time is entered and matches the closeout record.

Technician Notes

• Technician notes describe work performed in sufficient detail
  Notes should identify the work completed, findings, adjustments made, and any anomalies observed.
• Technician notes include abnormal conditions or defects found
  Verify the notes document leaks, wear, alarms, damage, calibration issues, or other non-conformances discovered during the PM.
• Corrective action or escalation documented for exceptions
  Confirm exceptions were routed to the appropriate follow-up work order, supervisor, or reliability review.

Parts and Materials

• Parts used are recorded in the CMMS
  Confirm all parts, consumables, and materials used on the job are listed against the work order.
• Recorded parts match the PM scope and technician notes
  Verify the parts consumed are consistent with the maintenance task performed and any repairs noted.
• Parts quantity variance from expected usage
  Record the number of parts over or under the expected quantity for the PM task.
• Inventory issue or stockout affected completion
  Indicate whether missing parts, stockouts, or incorrect issue quantities delayed or altered the PM work order.