Custodial Equipment Repair

Custodial Equipment Repair
June 2015
DSPO
Dianne Jones,
Director
Process Name:
Custodial Equipment Repair
Review Date:
June 2015
Responsible Unit:
Equipment Repair Shop
Description:
Repair of custodial equipment for interior
cleaning. Excludes grounds equipment.
Input Triggers:
Equipment that does not operate
Finish Line:
Equipment is back in service
Cycle Time (days):
10 Days
Customer(s):
BSM, BSAM and BSW’s
CTQ Standards:
Properly repaired equipment, timely return of
equipment
Performance Measures:
Percent of work orders completed vs. received
Performance Capability:
95%
Performance Period:
Annual
Goal:
90%
Actual (FY 2014):
92%
IGOE
Work Order
Submitted
DSPO Strategic Plan
Budget
Equipment Manuals and Technical Specifications
Equipment Manufacturer and Distributors
Work Order
Complete
GUIDES
INPUT
OUTPUT
Equipment Repair Work Orders
Equipment Repair Parts
Repaired Equipment
Custodial Equipment
Repair
Skilled, Technically
Knowledgeable
Repair Mechanics
DSPO KEY PROCESS CATEGORIES
ORGANIZATIONAL
EFFECTIVENESS
WORKFORCE
EXCELLENCE
FINANCIAL
MONITORING
CUSTOMER
SATISFACTION
Maximo Reports
Junked Equipment Report
Junked Equipment
ENABLERS
School Based Building Service Staff
Product Evaluation Team
Supply and Property Management
Division of Procurement
Budget
Vendors
Custodial Equipment Repair
June 2015
DSPO
Dianne Jones,
Director
yes
1
Equipment does
not work
3
Work order
received by shop
2
Enter work order
into Maximo
4
Is the equipment
tagged in Maximo
for replacement
no
2.1
Attach copy to
equipment
5
Is the equipment
a bid item
yes
6
Ticket is
authorized for
processing
7
Can the equipment be
repair on-site
no
yes
5.1
Equipment repair ticket
is rejected
7.1
Repaired on-site
Returned to service
no
8
Equip gets picked up
at the school
9
Is equipment worth
repairing
yes
11.6
Fiscal Specialist
received paperwork
for receiving
yes
11.4
Is the order
complete
11.2
Fiscal Specialist
process request /
purchase
11.3
Parts received
by shop
11.1
Shop prepares a
parts list request
10.1
Report sent to BSS,
Fiscal Specialist and
SPO ATD
yes
10
Has the equipment
been abused
no
10.2
ATD Schedules
meeting with BSS,
BSM. Emails BSM
& Principal.
11.5
Contact the Fiscal
Specialist
11.7
Vendor is paid
no
no
no
11
Are all the parts in
stock
15
Return to service
yes
14
Does equip. operate properly / it
is the same equip that school
send out (barcode)
9.8
Tag in Maximo
yes
12
Equipment gets fixed
at the shop
yes
14.1
Call the shop to
Return
Equipment
no
9.9
Replace equip at next
repair cycle
13
Return equip to
school
9.6
Is there any equipment to
be junk
no
9.7
end
9.5
Analysis of report
9.4
Generate Maxiomo
Equipment repair report
This is a control step executed by the
DFM financial team to determine if a
piece of equipment has reach a
threshold in repair cost.
9.2
Reports sent to
the Fiscal
Specialist
9.3
Salvage parts
9.1
Equipments gets
junk
Custodial Equipment Repair
DSPO
June 2015
Dianne Jones,
Director
Page 1 of 2
Process Steps
1.
The process starts with the custodial equipment being out of service.
2.
Create a work order in Maximo.
2.1.
A copy of the work order is attached to the equipment.
3.
Work order is received by the repair shop.
4.
Is the equipment tagged in Maximo for replacement?
4.1.
5.
Yes. Go to step 8
Is the equipment a bid item?
5.1.
No. Equipment repair ticket is declined
6.
Yes. Repair Ticket is authorized for processing
7.
Can the equipment be repair at the school?
7.1.
Yes. Repair is done at the school. Equipment is placed back in service.
8.
Equipment gets pick up from the school/facility
9.
Is equipment worth repairing?
9.1.
No. Equipment gets junked
9.2.
Report of junked equipment is sent to the Fiscal Specialist
9.3.
Parts are salvage form the equipment for recycling.
9.4.
A report from Maximo is generated by the Fiscal Specialist.
9.5.
The report is analyzed.
9.6.
Is there equipment that has reached the threshold of repairs? Equipment needs to be
junked?
10.
9.7.
No action is needed.
9.8.
Yes, tag/flag that equipment for replacement the next repair cycle.
9.9.
Replace the equipment at the next repair cycle.
Yes. Has the equipment been abused?
Custodial Equipment Repair
Page 2 of 2
DSPO
June 2015
Dianne Jones,
Director
Process Steps
10.1.
Yes. A report is sent to the BS Supervisor, Fiscal Specialist and to the Assistant to the
Director of SPO
10.2. Assistant to the Director of SP schedules and formally documents a meeting with the BS
Supervisor and BS Manager. Emails information to principal and BSM.
11.
No. Are all the parts in stock?
11.1. No. Shop prepares a parts list request.
11.2. Fiscal Specialist places a purchase order / request for parts
11.3.
Parts are received by the repair shop.
11.4.
Is the order complete?
11.5.
No. Shop contacts vendor for solution.
11.6.
Yes. Fiscal Specialist does the receiving.
11.7.
Vendor is paid.
12.
Yes. Equipment gets fixed at the shop
13.
Equipment is returned to the school/facility
14.
Does the equipment operate properly? Is the equipment the same one that the school/facility
sent out?
14.1.
15.
No. The school/facility calls the shop for solution.
Yes, Equipment is returned to service.
ERS Productivity
% of Completed Work Orders 94%
100%
95%
92%
89%
87%
90%
82%
80%
Productivity
70%
60%
50%
FY 10
FY 11
FY 12
FY 13
FY 14
FY 15