Maintenance Notification Practices

Toronto District School Board
Administrative Guideline
GU.FAC.025 - Version 1.1
For Team Leader and Project
Supervisor
Authorized by FS Leadership
Team, May 22, 2013
Revised: April 30, 2014
Definitions
SAP Plant Maintenance (SAP
PM) is a module of SAP used to
track and cost maintenance work.
A Notification is an electronic
form created in SAP PM to
document and track requests for
maintenance work.
Work Order (WO) is an electronic
document in SAP PM created from
a Notification to track costs of
maintenance work, including
labour, material, or contractual
services.
Technically Complete
(TECO): When all the physical
work related to a WO order has
been completed, status of the WO
will be updated to Technically
Complete (TECO). TECO status
remains for 60 days to allow any
late invoices to be posted.
Facility Services
Maintenance Notification Practices
This guideline outlines how requests for emergency and nonemergency maintenance work should be initiated, and the
process that follows until the work is complete.
This guideline applies to maintenance emergencies reported to
the Call Centre, and to site-initiated non-emergency Notifications
created for maintenance work within SAP Plant Maintenance (SAP
PM).
Responsibilities
Family Team Leader (FTL) or Designate reviews all
Notifications for his or her Planner Group and directs Notifications
appropriately.
Call Centre takes calls for emergency work, creates Notifications
and phones the appropriate Project Supervisor or Team Leader,
e.g., Maintenance Team Leader (MTL), Grounds Team Leader (GTL)
or Duty Team Leader.
MTL/GTL/Project Supervisor reviews Notifications directed to
his or her Planner Group by the FTL or Designate and takes
appropriate action.
Procedures for Initiating, Tracking, and
Completing Maintenance Notifications
Emergency Notifications
—————————————–
The FTL is the single point of
contact for communications with
the school and Facility Services. If
the if the FTL determines that the
emergency could affect building
occupancy he or she will send an
email to the FS distribution group
[email protected]
.ca and include the Principal,
Superintendent, and others to
update everyone of the potential
impact on school operations and
the condition of the site.
—————————————–
1. The site contacts the Call Centre (416-395-4620) with a
maintenance emergency. The person reporting the
emergency will provide as many details as possible about
the nature of the emergency.
2. The Call Centre creates an emergency Notification, which
defaults to the Planner Group of the Family Team Leader
(FTL) for that site.
3. The Call Centre phones the Maintenance Team Leader
(MTL), the Grounds Team Leader (GTL), or the Duty Team
Leader (after hours) responsible for dealing with the
emergency.
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Toronto District School Board
Facility Services
4. In the “long text” box of the Notification in SAP PM, the Call
Centre will note details of the emergency and who they
have dispatched to address the emergency (including the
name of the tradesperson and/or contractor) for the TLs’
information. The Call Centre has procedures to follow
regarding who to call to address specific types of
emergencies.
Definitions
An emergency maintenance
defect is any condition that
threatens the health or safety of
people, the integrity of the facility
or has a major disruptive impact
on normal operations (e.g., no
heat, gas leak, flood, racial/hate/
gang graffiti). Response time:
within 2 hours, emergency will be
contained within 24 hours.
5. The MTL/GTL or the Duty Team Leader contacts the FTL to
inform him or her about the emergency.
Urgent work is repair work that
will not immediately affect the
operation of the school, but if left
unfixed over time will compromise
health and safety or inhibit
operation of the school (e.g., loose
shelving, roof drain caps).
Response time: service within five
(5) working days.
Routine maintenance involves
minor repairs (e.g., loose door
sweeps, missing floor tiles).
Response time: Service within
thirty (30) working days.
Scheduled maintenance is repair
work that has special scheduling
requirements or that may interfere
with normal school operations
(e.g., hydro vault servicing).
Scheduled maintenance work will
normally be done outside of school
operating hours.
Preventative maintenance is the
regular servicing/inspection of
mechanical equipment and systems
to ensure optimal performance and
to maximize life expectancy (e.g.,
boiler servicing, filter changes).
—————————————–
Some emergency situations have
their own specific procedures for
Notifications, for example broken
water mains and elevator
emergencies.
—————————————–
6. The FTL will redirect the Notification to the Planner Group of
the relevant Team Leader (e.g., MTL, GTL, or Project
Supervisor), as noted in the long text.
7. MTL/GTL or Duty Team Leader arranges for emergency
work to be done based on the following order:
Order
Decision
MTL/GTL/ Duty TL Action
1
Do work with Area
staff.
Create a Work Order (WO).
2
Do work with other
Operations staff outside of the Area (if
required).
Change the Planner Group to
redirect the Notification to the
Group doing the work, who will
create the WO.
3
Do work through
Construction.
Change the Planner Group on
Notification to the appropriate
Construction Project Group, who
will create a WO.
4
Do work with
contractors.
Create a WO.
8. Follow practices for creating, completing and technically
completing (TECO) a WO.
9. For follow-up repairs after the emergency repair work, the
relevant Team Leader or Designate (usually either the FTL,
Caretaking Team Leader [CTL], or Head Caretaker) will
create a new Notification, if required.
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Toronto District School Board
Facility Services
Non-Emergency Notifications
1. The Head Caretaker or Designate creates a non-emergency
Notification which defaults to the Planner Group of the
Family Team Leader (FTL) for that site.
Site-initiated non-emergency
Notifications may include urgent or
routine maintenance work such as
leaking taps or toilets, broken light
switches, or loose/missing floor
tiles.
2. The FTL or Designate reviews the Notification to determine
if the work should be done.
3. If the work will not be done, the FTL or Designate will
update the Notification activities and close the Notification.
4. If the work is to be done, the FTL or Designate will redirect
the Notification to the relevant Team Leader (e.g., MTL or
GTL).
If the relevant Team Leader or
Project Supervisor believes the
work will cost over $3000, he or
she must consult with the Family
Team Leader (FTL) before the work
can begin.
5. The relevant Team Leader or Designate will schedule the
work to be done and take action based on the following
order:
Order
Decision
Appropriate TL or Designate
Action
To plan and schedule nonemergency work more efficiently,
the TL will turn all notifications
that they are responsible for
into unreleased Work Orders
with planned hours included.
The work will be assigned to staff
on a daily/weekly basis with the
expectation that all work will be
complete by week’s end.
1
Do work with own
staff.
Create a work order (WO).
2
Do work with other
Operations staff
outside of the Area (if
required).
Change the Planner Group to
redirect the Notification to the
Group doing the work, who will
create the WO.
3
Do work through
Construction.
a)
Change the Planner Group in
Notification to the appropriate
Construction Planner Group.
b)
Project Supervisor (PS) or
Designate will review
Outstanding Notifications.
c)
PS will accept work by
converting to a WO.
d)
PS will decline the work by
returning the Notification to
originating MTL/GTL and
updating the activities.
4
Do work with
contractors.
Create a work order.
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Toronto District School Board
Facility Services
6. Follow practices for creating, completing and technically
completing (TECO) a WO.
Onsite Repairs
Onsite caretaking staff are allowed to complete minor repairs on an
as-needed basis in accordance with the agreement between the
TDSB, CUPE Local 4400 and the Maintenance, Construction and
Skilled Trades Council. Head Caretakers have received training on
completing this work. The list of tasks that can be completed by
onsite caretaking staff can be found in the Caretaking Handbook
section D-1 Maintenance Defects Appendix 3.
Related documents


Section D-1 Maintenance Defects
Gu.Fac.009 Requesting Work for School-funded Projects
(coming soon)
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