HomeMy WebLinkAboutSOG 600.01 NEW 3-2012_FH Work Orders600.01 — Creating & Processing Work Orders & Test Records
Effective: 3/5/2012
Revised:
Replaces:
I. Guiding Philosophy
Properly managing assets is vital to any organization. It is critical that each and every
member foster principles of good stewardship, including effective management of resources. To
this end we strive to efficiently and accurately document the purchase, distribution, care,
maintenance, testing and disposal of department assets.
II. Purpose
The purpose of this policy is to define the process and responsibilities for creating
maintenance and test records in Firehouse software that document asset receipt, distribution,
checks, maintenance, testing and disposal.
III. Goals
The goals of this policy are to:
A. Identify members responsible for creating, monitoring, and completing inventory
maintenance/test records.
B. Describe the information to be documented in maintenance/test records.
C. Detail responsibilities for monitoring records and processing incomplete
(scheduled) records.
D. Describe actions to be taken if an asset record has not been created in Firehouse.
IV. Definitions
A. Generic Inventory — A general inventory record that is NOT specific to a single
item. Examples include small hand tools, supplies, and replacement parts.
B. Non -Generic Inventory — A specific inventory record that refers to a single item.
Usually these items have models and serial numbers and should be tested,
certified, calibrated, or maintained periodically. Examples include apparatus,
ladders, PPE, fire hose, SCBA, appliances, office equipment, and communication
equipment.
C. Inventory Type — A general group that describes an inventory item. Inventory
types are Apparatus, Consumable, Hose, Ladder, PPE, Pump, SCBA, and
Other. This field is NOT customizable.
D. Inventory Class — A defined group of inventory items. This field is customizable.
E. Maintenance/Test Record — A set of data that describes actions that were taken
or need to be taken with an inventory item. Maintenance/Test Records are linked
to inventory items.
F. Job Code — A code that describes the type of work that was done, or needs to be
done on an inventory item.
G. Work Order — A maintenance/test record for an inventory item that is usually not
complete. An auto -generated number can be used for tracking or reference
purposes.
H. Notes — Firehouse memo field that is used to document the pertinent facts of an
event, action, or need in narrative format.
V. Processina and Retrievina Work Orders and Test Records
A. Maintenance/test records should be entered by:
1. Staff members who discover a repair or maintenance need.
2. Staff members who test or certify inventory items.
3. Staff members who process inventory maintenance/test details from
vendors.
4. Staff members responsible for scheduling equipment maintenance,
testing or certification.
B. Staff members responsible for entering maintenance/test records should:
1. Report the maintenance/test need to a supervisor immediately if the
maintenance need is a safety issue or is a critical piece of inventory that
is out of service.
2. Enter records into Firehouse within 24 hours of discovering a
maintenance/test need for an inventory item.
3. Enter the appropriate date, start time, shift, station, job code, and priority
code for the work done or to be done on the inventory item.
4. Enter the Staff ID for the person who is requesting work to be done
and/or who completed the work.
5. Enter all appropriate information in the Details tab of the record.
6. Enter a sufficient narrative in the Notes tab to explain needs to be done
or what was done to the inventory item.
C. Inventory maintenance/test records should be regularly monitored by supervisory
personnel responsible for managing programs that pertain to assets. The purpose
of monitoring shall include, but is not limited to:
1. Insuring that repairs are completed in a satisfactory and timely manner.
2. Insuring that equipment test and certifications are in compliance with
national and state standards.
3. Insuring that perishable assets are not out of date.
4. Insuring that inventory that has a life cycle established by the
manufacturer, recognized standards, or state law, is not out of life cycle
date.
5. Identifying inventory items to be scheduled for maintenance, testing, or
calibration.
D. In most cases, inventory maintenance/test records will be closed out (completed)
by the Staff member who actually completed the maintenance, test or check of the
inventory item.
E. Program Managers, Branch Directors and Section Chiefs will complete (or insure
proper completion/close out) of records for the following:
1. The Logistics Section Chief or desi ee for inspections and/or repairs
completed internally by the Support Branch or by external providers
(including, but not limited to, advanced PPE inspections,
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tools/equipment repairs, facilities repairs by contractors or Building
Services personnel.)
2. The PPE Program Manager or desi Yee for routine inspections and
cleaning of personal protective equipment.
3. The Services Branch Director or desi nee for communications
equipment such as radios, mobile data computers, and Knox key secure
equipment.
4. The Fire Administrator or designee for office equipment, including
office computers, fax machines, computer monitors, and printers.
5. The Fire Fleet Manager or designee for apparatus, fire pumps, and
ladders. Program Managers in these areas share responsibility for proper
completion/close out of records.)
6. The Medical Response Program Manager or designee for medical
equipment.
7. The Hazmat Response Program Manager or designee for hazmat tools
and equipment.
8. The Water Response Program Manager or designee for water response
tools and equipment (shares responsibility with SCBA Program
Manager for SCUBA equipment.)
9. The Technical Rescue Program Manager or designee for rescue tools
and equipment.
10. The SCBA Maintenance & Testing Program Manager or designee for
SCBA or SCUBA equipment, face pieces, and cylinders.
11. The Hose Maintenance & Testing Program Manager or designee for
fire hose.
12. The _Hydrant Maintenance & Testing Program Manager or designee for
fire hydrants.
13. The Health & Wellness Program Manager or designee for fitness
equipment.
F. In the event that an asset has not yet been entered into the Firehouse database, the
person responsible for entering the work order or maintenance/test record shall
email the following information to the Fire Administrator:
1. Asset make, model, and serial number.
2. Asset description.
3. Asset location.
4. Problems with asset or work that needs to be done.
G. The Fire Administrator or designee shall enter the asset record into Firehouse and
create the work order or maintenance/test record.
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