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SOP Maintenance

The document outlines an 8-step standard operating procedure for maintenance requests and tasks. It involves users submitting maintenance request forms that are delegated to maintenance staff, who then schedule tasks, execute them internally or by outsourcing, and report completion. The general administrator manages the process by inserting tasks into a calendar, notifying users, and filing documentation and reporting expenses. The goal is to efficiently address maintenance needs based on priority level.

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Titien Hermansyah
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229 views4 pages

SOP Maintenance

The document outlines an 8-step standard operating procedure for maintenance requests and tasks. It involves users submitting maintenance request forms that are delegated to maintenance staff, who then schedule tasks, execute them internally or by outsourcing, and report completion. The general administrator manages the process by inserting tasks into a calendar, notifying users, and filing documentation and reporting expenses. The goal is to efficiently address maintenance needs based on priority level.

Uploaded by

Titien Hermansyah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SOP MAINTENANCE

STEP 1

Users (Teachers & Staff) to request for maintenance by filling a MAINTENANCE FORM

- Communication can be done using google+, email, text messages or verbal


communication. But MAINTENANCE FORM still has to be filled prior the job
execution.
- MAINTENANCE FORM is available at the office.
- Task has to be determined by code: TOP (top priority), MED (medium priority),
LOW (low priority).
- TOP: Immediate health & safety concern.
- MED: Likely to become an immediate health & safety concern within a week or a
task required by a set date.
- LOW: Comfort rather than health & safety.

STEP 2

General Admin to delegate the MAINTENANCE FORM to the Maintenance Staff

- Maintenance Staff to determine: WHEN to do (based on code TOP, MED, LOW),


WHO to do (Self “S” or Outsourced “O”).
- Maintenance Staff to make a further advice to General Admin on price, length,
sources etc.
- Maintenance Staff to keep the MAINTENANCE FORM.
- Maintenance Staff to insert the maintenance task into the Maintenance Calendar
(Hard Copy).

STEP 3

General Admin to insert the maintenance task to the Google Calendar

- Code 1: TOP – S/O - Maintenance Task – Location


- Code 2: MED – S/O – Maintenance Task – Location
- Code 3: LOW – S/O – Maintenance Task – Location
- General Admin to make a calendar invite Users who requested the maintenance.
- General Admin to make a PO for the maintenance expenses.
- When dates/priorities result in overload on maintenance, General Admin will
decide to delegate of non-technical tasks to other staff/teachers or outsource.
STEP 4

The maintenance tasks execution

- Execution by Maintenance Staff


- Execution by outsource vendor, supervised by Maintenance Staff or delegated to
trusted staff/family.
- Maintenance Staff to report as much as possible info on changes.
- General Admin report to User any changes in schedule.

STEP 5

Completion of maintenance task

- Maintenance Staff to make a final check.


- Maintenance Staff to make a report to General Admin
- General Admin to inform Users

STEP 6

Users to make a final check

- Final Check by users


- Users to confirm the completion of maintenance task
- Users to make further request if needed (back to STEP 4)
- Users to sign the MAINTENANCE FORM

STEP 7

Filing

- Maintenance Staff to hand the signed MAINTENANCE FORM back to General


Admin
- General Admin to file the MAINTENANCE FORM per class, per school & per
house.
- General Admin to report the maintenance expenses to Finance Officer per class,
per school & per house.
STEP 8

Reporting

- Finance Staff to make the finance & budget reporting.


- General Admin to make a maintenance report.
Maintenance List

1. Roof and ceiling leaking


2. AC
3. Plumbing and toilet problem
4. Generator
5. Internet
6. Lamp
7. Electricity
8. Broken furniture

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