GUIDELINE FOR WORKSHOP MANAGEMENT

MSF-OCA 2020
 Guideline for MSF Vehicle Workshop Management
This guideline is intended in helping logistics coordinators, fleet managers and logisticians in the set-up of vehicle
workshops and the subsequent administration mainly for the maintenance of MSF standard land cruisers.

Contents
Guideline for MSF Vehicle Workshop Management............................................................................... 1
1 Workshop Establishment requirements .................................................................................................... 2
2 Workshop Sizes and Requirements .......................................................................................................... 2
2.1 “Basic Workshop” .................................................................................................................................. 2
Tools & Equipment:...................................................................................................................................... 2
2.2 “Midsize Workshop”............................................................................................................................... 3
Tools & Equipment:...................................................................................................................................... 3
2.3 “Professional Workshop” ...................................................................................................................... 4
Tools & Equipment:...................................................................................................................................... 4
3 Workshop location and design considerations ........................................................................................ 4
4 Health and Safety ......................................................................................................................................... 5
BASIC WORKSHOP SAFETY .................................................................................................................. 6
5 Workshop administration............................................................................................................................. 7
5.1 Weekly check planning ......................................................................................................................... 7
5.2 Service planning .................................................................................................................................... 7
5.3 Documentation ....................................................................................................................................... 8
5.4 Performance Monitoring: ...................................................................................................................... 8
6 ANNEX ........................................................................................................................................................ 9
6.1 ANNEX: Example Workshop plans .................................................................................................... 9
6.1.1 workshop management guideline ANNEX 6.1.1 ....................................................................... 9
6.1.2 workshop management guideline ANNEX 6.1.2 ....................................................................... 9
6.2 ANNEX: Flowchart- Procedure vehicle maintenance and management .................................... 10
6.3 ANNEX: Example Vehicle Planning Board ...................................................................................... 11
6.4 ANNEX: Example Workshop Service Planning sheet ................................................................... 12
6.5 ANNEX: roles and Reponsibilities .................................................................................................... 13

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1 WORKSHOP ESTABLISHMENT REQUIREMENTS
If you could get a good external workshop around the corner, do not start your own! Either buy the service
from a commercial workshop or cooperate with an existing MSF or other NGO’s workshop. Remember that
costs should never be the guiding principle: quality is! Prefer a workshop that has a good quality over on e
that has the lowest price. If there is no good quality workshop with acceptable costs available, then start your
own.
In general, the choice between setting up an MSF workshop and using external sources is based on
considerations of:
 Quality of external service versus internal service;
 Availability of external service versus internal service;
 Cost of external service versus internal service.
For all three points, the size of fleet and the road condition (severe or normal) is an important determinant
as well as scope (what tasks need to be performed). In remote projects where MSF usually operates, the
availability of external workshops is very poor to non-existent. Therefore, setting up a MSF workshop is often
an operational necessity, even for small fleet.

The establishment of any vehicle workshop will need substantial investment particularly the midsize and
professional workshops, this should be brought to the attention of management teams in order to allocate
and approve sufficient budget for the set-up of the workshop facilities.

2 WORKSHOP SIZES AND REQUIREMENTS

There are three main categories of MSF workshop ranging from basic to professional. A proper facility and
provision of the correct tools & equipment is fundamental in order for mechanics to be able to perform their
duties. The following are the requirements and details for each type of workshop.

2.1 “BASIC WORKSHOP”

In a project with 5 cars or less a basic workshop is sufficient to do the required maintenance activities with
the following requirements:
 A competent mechanic or head driver capable of performing and supporting and executing weekly
checks and services
 The workshop should be enclosed with one pit and one working bay. This allows work to be carried
out on two vehicles at the same time
 The floor of the workshop should be made of concrete and be completely flat and level.
 In severe conditions 1 a ramp for cleaning the cars on the underside and a water pressure cleaner is
absolutely necessary
 The workshop need to have adequate rooms for mechanic & tools and store for keeping basic
spare parts, oils and lubricants
 Space for used spare parts and used oils

Tools & Equipment:

A basic workshop is designed to do basically “A” and “B” services and minor repairs. It should be equipped
with the following recommended list of tools and equipment.
 KPROKTOO29: KIT TOOLS, maintenance LAND CRUISER

1Severe conditions: average speed below 20km/h, frequent mud in the rainy season
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  KPROKTOO21: KIT CONSUMABLES for mechanical workshop
 PTOOLIFTJ0255: TROLLEY JACK, 2T <55cm, professional
 KPROZNL0047: KIT, SMALL COMPRESSOR + accessories
 PTOOVICES12: BENCH VICE swivel-base, 360°, 150mm, 1222.125
 Working bench (local made from wood boards or sheet metal)
 Bench grinder
 Battery charger
 Pressure cleaner

Note: When setting up a basic workshop, consider the possibility of a growing fleet size and ensure there will
be adequate free spaces for future extension/upgrading to “Midsize Workshop”.

2.2 “MIDSIZE WORKSHOP”

When the project is bigger and there are 6 to 15 vehicles, it is necessary to look for a more professional
workshop with the following requirements:
 The workshop should have one pit and two working bays.
 Need to have a full-time dedicated and responsible competent mechanic and as from 10 vehicles and
above having an assistant or junior mechanic.
 For the set up and the size of this type of workshop (see 6.1 ANNEX: Example Workshop plans). Here
you find a place for the spare-parts (grab stock), a small office for the mechanics and a place to store
the mechanic tools. Also, see below for design pictures of containerized workshops.
 The floor of the work shop should be made of concrete and completely flat and level.
 In severe conditions 2an additional ramp for cleaning the cars on the underside and a water pressure
cleaner is absolutely necessary.
 Also needs to have a space for used spare parts and used oils.

Tools & Equipment:

A midsize workshop is designed to do all type of services and repairs, the following are the recommend list
of tools and equipment.
 Tools & equipment for “Basic workshop” plus
 KPROKTOO23: KIT TOOLS, complementary for truck
 KPROKTOO3: KIT TOOLS, work material for mechanical workshop
 KPROKTOO35: TOOL KIT specific for GLUED WINDSHIELDTORQUE WRENCH (PTOOSOCKST08 and
PTOOSOCKT342)
 Additional 2 pairs of axle stand (PTOOVEHIA0664 ) and PTOOVEHIA1275 : axle stand 12T for truck
 Medium size compressor (100-200lts capacity)
 2 Working benches
 Bench drill (drill press)
 PTOOVEHIH30: HYDRAULIC PRESS workshop, 30T + accessories
 PTOOVEHIJH518: TROLLEY JACK workshop, 500kg, 85-180cm, for transmission
 PTOOPUMPH20: GREASE PUMP on wheels, for 20l bucket
 PTOOVEHID20 : TRANSMISSION OIL PUMP on wheels, for 20l bucket

2Severe conditions: average speed below 20km/h, frequent mud in the rainy season
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2.3 “PROFESSIONAL WORKSHOP”
With over 15 vehicles you need to have a professional workshop equipped with professional tools and
equipment with the following requirements.
 Minimum two pits, or car lifts, and three working bay which facilitates to work on three cars at the
same time.
 Staffing will be one workshop supervisor, 2 mechanics and 1 assistant mechanic (optional).
 Washing ramp for cars with pressure water cleaner,
 A washing servicing area for parts and other small equipment
 A separate screened off area for welding and metal work
 Spare-parts and tool store
 Workshop supervisor/mechanic office with desks + computer, for maintenance paper work process
(vehicle service report, job cards), storing vehicle file s, vehicle manuals etc…
 A changing room for the staff with lockers, toilet and washroom.

Do involve the HQ technical referent in your design and set-up of such a workshop

Tools & Equipment:

A professional workshop is designed to do all type of services, repairs, bodywork and limited specialized
repairs and should be equipped with the following list of tools & equipment:
 Tools & equipment for “midsize workshop” plus
 Measuring tools such as dial gauges, micrometres
 Puller sets
 Mig welding machine 3
 Arc welding machine
 Oxy-acetylene bottles for gas welding
 Body painting equipment (if the workshop performing body works)
If you have trucks, coordinate with HQ for a tailored set up.
In many small projects where you do not plan to do C-services, the vehicles will drive anyways to the capital
where this service can be done and possibly the vehicle will be swapped temporarily. In small remote
projects, depending on security, road conditions and distances, you may have to send your capital mechanic
to the project to do C-services and repairs. In doubt, ask the HQ for advice.

3 WORKSHOP LOCATION AND DESIGN CONSIDERATIONS

If a decision has been made for MSF to operate its own workshop, a suitable workshop facility must be
constructed with fulfilling MSF standard workshop standards. The following are some considerations to be
born in mind when planning a suitable facility. (See 6.1 ANNEX: Example Workshop plans)
 The climate: tropical or cold weather? In high and intense rainfall areas it may be necessary to have a
substantial overhang on the roof and large storm drains to prevent flooding of the working area and pit.
During the initial construction of the workshop pit the nature of the soil to be carefully checked and the
pit needs to be constructed with the proper construction materials (iron bars, waterproofing, and
plastering) as to avoid cracks and water leakages during rainy seasons.
 Location: Ideally in the same compound of MSF office for close control and management. If this not
possible it should be in close proximity and have all weather access.

3Refer to your HQ if further advise required

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  The workshop and its surrounding compound must be secure. It must be safe for the vehicles to be
parked in the compound overnight.
 The workshop will need to be serviced with water and electricity. The electricity supply will need to be
capable of operating all the electrically operated workshop equipment. There must be appropriately
located power sockets and lights. The electrical installation should be made and checked by a qualified
electrician and conform to MSF standards of safety.
 Pits should be covered when they are not in use. An uncovered pit can quite easily become the site of
an accident, leading to a fall and serious injury.
 Covers can be made from hardwood boards or sheet metals.
 Areas around pit should be marked with high visibility (white or yellow) paint
 High visibility Safety barriers should be used as appropriate
 There should also be a space outside of the workshop to allow for the parking of vehicles and work to be
carried out on trucks that will not fit in to the workshop.
 In any size of a workshop the pit dimensions should be done as per MSF standard, the recommended
dimensions are:
Length: 6m (4.5m + 1,5m for the stairs) or 7.5/8m (6m+1.5 – 2m for the stairs)
Width: 0.80m
Depth: 1,50m

(see 6.1 ANNEX: Example Workshop plans)

Figure 1: Example of a 2 container set up Figure 2: example of a 3 container setup

4 HEALTH AND SAFETY

It is imperative that a clear health and safety procedure is followed and monitored. The risk of accidents in
a poorly run workshop is extremely high and MSF has a legal and moral obligation to ensure that these are
kept to an absolute minimum. The following should be taken into consideration:
 Safety from fire and explosion
 Staff training in safe practices.
 Remoteness from dwelling places
 Adequate ventilation
 Security from theft, and regular security checks
 Someone needs to be aware of the correct storage, handling and use of hazardous materials such as
compressed gases.
 Necessity for cleanliness and tidiness.

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  Personal Protective Equipment (PPE) must be made available
 Protective boots and overalls should be issued to all mechanics
 Protective gloves, eye goggles, welding masks, etc, should be available at all time for staff to
use as necessary.
 Compliance with local legislation concerning the correct disposal procedures for vehicle fluids
 If there are none then as a minimum the fluids should be captured, stored and then disposed
off doing utmost to ensure that there is no damage to the environment or people.
 Prevention of spills.
 Inspection pits to be closed off when not in use.
 Lifting equipment to be maintained to manufacturers’ guidelines and maximum weights not to be
exceeded.
 The form of lighting in use in and around the vehicle workshop must be checked for safety, e.g. no
naked lights, oil lamps or gas lanterns.
 Smoking must not be permitted inside a vehicle workshop.
 Accident reporting procedures must be established.
 First Aid and emergency health procedures must be established including staff training.
 First Aid kit and fire extinguishers to be kept in the workshop.
 Regular monitoring of health and safety procedures in vehicle workshops.

BASIC WORKSHOP SAFETY

There is no good reason for anyone to suffer injuries caused by unsafe work practices regardless of who
and where they are!
 NEVER ALLOW ANYONE TO TRANSFER FUEL WHILE SMOKING OR IN THE PRESENCE OF NAKED FLAMES.
 ALWAYS ENSURE A VEHICLE IS SECURELY SUPPORTED BEFORE ALLOWING ANYONE TO WORK UNDER ANY PART IT.
JACKS ARE NOT SECURE SUPPORTS! AT THE VERY LEAST, REMOVE THE SPARE WHEELS AND STACK THEM UP UNDER
A RAISED VEHICLE SUCH THAT IT CANNOT POSSIBLY FALL.
 MAKE SURE EXTREME CARE IS TAKEN WHEN WORKING ON ANY MOVING PARTS OR A RUNNING ENGINE.
 MAKE SURE ALSO THAT NO ONE CAN TRY TO START AN ENGINE OR OPERATE CONTROLS THAT MAY ENDANGER
ANYONE WORKING ON THE VEHICLE. IF NECESSARY, REMOVE THE KEYS, LOCK THE DOORS AND/OR DISCONNECT THE
BATTERY.
 CONTACT WITH EXHAUST PIPES WILL CAUSE EXTREMELY SERIOUS BURNS AS WILL CONTACT WITH HOT ENGINE OIL
OR COOLING FLUID. NEVER REMOVE THE RADIATOR CAP FROM AN OVER HEATED ENGINE UNTIL IT HAS BEEN
ALLOWED TO COOL DOWN AND EVEN THEN PROCEED TO DO SO WITH CARE.
 BATTERY ACID WILL BURN THE SKIN AND DO IRREPARABLE DAMAGE TO THE EYES.
 SHORTING OUT THE BATTERY WILL CAUSE SPARKS, BURNS AND POSSIBLY FIRE.
 BE VERY CAREFUL WITH HEAVY PARTS WHICH CAN TRAP FINGERS AND DAMAGE BACKS.
 CONSIDER WHERE SHARP TOOLS LIKE SCREWDRIVERS WILL END UP IF THEY SLIP OR WHERE YOUR KNUCKLES WILL
GO IF A SPANNER SLIPS OR THE BOLT RELEASES MORE EASILY THAN YOU EXPECT.
 THERE IS AN ENDLESS LIST OF WHAT NOT TO DO.
 THINK! BE CAREFUL! LOOK OUT FOR YOUR OWN SAFETY AND THAT OF OTHERS!
 TAKE YOUR TIME!

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5 WORKSHOP ADMINISTRATION
5.1 WEEKLY CHECK PLANNING
 Weekly checks are considerably more detailed than the daily checks and should be done every week for
severe road conditions
o Sufficient time (recommended 3-4 hrs) should be allocated in order to the mechanics and drivers
perform the tasks properly
o For normal road conditions, checks can be done every 2 weeks
 Weekly checks should be planned during the workdays and need to be integrated in the weekly movement
planning and reflected in the movement planning whiteboard
o Avoid doing weekly checks in the weekends as there is possibility of the mechanics/drivers doing it
in a rush which leads to problems not being seen and rectified
 Remember that in severe road conditions weekly checks accounts for up to 70% of the workshop time
because minor repairs (changing suspension bushes, re placing brake pads/shoes etc) frequently take place
 Properly done weekly checks significantly reduce unexpected breakdowns, increasing both safety and
vehicles availability for operations
5.2 SERVICE PLANNING
In addition to weekly checks there is a planned service schedules for each vehicle and generators. In MSF
standards, vehicles must be serviced every 3000km for severe condition and 5000kms for normal condition.
In very good conditions, service intervals may be longer. As servicing vehicles take place at regular intervals
it can be easily planned a month in advance. There are a number of ways to improve this planning and
ensure that service requirements are met with minimum disruption to operations. The following should be
considered:

 Implementation of service planning board that to be updated on weekly basis . An example template
can be found in 6.3 ANNEX: Example Vehicle Planning Board
 In addition to the planning board it also highly recommended to maintain electronic service planning
form using Excel sheet in a computer particularly for midsize and professional workshops. An example
is shown in ANNEX and an example file at the logistic expertise website.
 By monitoring the number of kilometre’s travelled each week and month it will be easier to predict on
approximately which date the next service will be due.
 Once there is a good prediction of when the next service is due, then the mechanics/head drivers and
logisticians should coordinate so as to cause no or minimal disruption to operational activities.
 Have a “next service” sticker, and attached in a clear position (e.g. windscreen, dashboard) as a clear
reminder to the driver. Drivers take responsibility to ensure that the next scheduled service is not
missed.

It is often difficult to coordinate a vehicle’s availability for regular maintenance, the time to perform a good
quality job, and ensure the necessary spare-parts will be on hand. To reduce work burden on the supply
team and ensure parts are on hand, it can be useful to have a “grab stock” of frequently needed parts.
Please refer to the Logistics Expertise Website and the document “Guideline for internal spare parts order
management at project level”. For a workshop in severe conditions some larger over-hauled parts could be
kept on hand. For a large workshop this could be a complete front axle and for smaller workshops this could
be a set of lower arms where the bushes are difficult to replace without a hydraulic press.

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5.3 DOCUMENTATION
It is imperative to keep accurate maintenance & repair records in the workshop. Individual vehicles files for
keeping the records of vehicle service reports or job cards, weekly checks copies of invoices/receipts for
outsourced works (body repairs, injection pump repairs etc..) should be established.
 Vehicle log books must always be completed for services and any maintenance interventions done
between services
 Log books must be checked prior to any service or repair commencing in the workshop.
 For every weekly check carried out in the workshop the standard form should be filled in and filed for
individual vehicles. Use the following forms 4 located in the log admin kit (LAK):
 1P Weekly checks severe conditions land cruiser
 1P-1 Weekly checks normal conditions land cruiser
 A record should be made for every service carried out in the workshop with: details of the work
carried out, the number of hours worked, the person preforming the work, the spare parts used, and
their cost. Use the service report form or the job card (use job card for midsize and professional
workshop)
 1H vehicle service report (2011).doc
 Vehicle Service & Repair Job Card
 Ensure that all the documentation is done (service reports/job cards, Log books, service sticker) before
releasing the vehicles from the workshop
 Separate filed documentation by vehicle to avoid confusion
 Keep accurate inventory of workshop tools & equipment, and carry out physical count on regular basis,
to identify lost and damaged tools

5.4 PERFORMANCE MONITORING:

Finally, because of the significant costs and resources involved in establishing a workshop, the performance
of the workshop as a whole needs to be monitored. The main performance indicator is availability of
vehicles for operational needs. If the vehicles downtime is high in a workshop (>30%) 5 the following factors
to be investigated:
 Lack or delay of spare parts
 Lack of human resources (competent mechanics and adequate numbers)
 Lack of appropriate tools and equipment
 Poor planning and time use

4Ensure to check the logistics website regularly for any updated documents
5Bench mark of 10% vehicle downtown is recommended
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6 ANNEX

6.1 ANNEX: EXAMPLE WORKSHOP PLANS

Refer to the logistic expertise – fleet website for full plans

6.1.1 workshop management guideline ANNEX 6.1.1

workshop
management guideline ANNEX 6.1.1.pdf

6.1.2 workshop management guideline ANNEX 6.1.2

workshop management guideline ANNEX 6.1.2.zip

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6.2 ANNEX: FLOWCHART- PROCEDURE VEHICLE MAINTENANCE AND MANAGEMENT

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6.3 ANNEX: EXAMPLE VEHICLE PLANNING BOARD
Vehicle Service Planning Board
Planned
Last Next Remaining date for
KM done Service Km Service Km Km for Next next
Vehicle No. Date Current KM this week & Type & Type Service service Remark

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6.4 ANNEX: EXAMPLE WORKSHOP SERVICE PLANNING SHEET
File found in Fleet Management - Documents\templates and with this document as workshop management guideline ANNEX 6.4
SEIRRA LEONE VEHICLES & GENERATORS SERVICE PLANNING
Updated: 05-06-2012 FREETWON AND MAGBURAKA
MM-DD-YYYY

LAST SERVICE NEXT SERVICE AVERAGE TYPE OF LAST TYPE OF NEXT KM/HR REMAINING DAYS REMAINING EXPECTED DATE OF
PROJET MOBILE MODEL ACTUAL KM/HR REMARK
KM/HR KM/HR KM/MONTH SERVICE DONE SERVICE FOR NEXT SERVICE FOR NEXT SERVICE NEXT SERVICE
FREETOWN H01 HZJ78L-RJMRSV Hard Top Mk3 64,990 60,543 65,543 3200 B A2 553 5 10-Jun-12
FREETOWN H02 HZJ78L-RJMRS Hard Top Mk3 67,230 65,315 70,315 3200 A2 C 3,085 29 4-Jul-12
MAGBURAKA H03 DAF YA 4440 DT405 45,271 44,725 49,725 1000 C A1 4,454 135 18-Oct-12
MAGBURAKA H04 HZJ79L-TJMRS Pick-Up Mk3 33,450 30,204 35,204 2,000 A2 C 1,754 27 1-Jul-12
MAGBURAKA H05 HZJ78L-RJMRS Hard Top Mk3 42,408 41,109 46,109 2,000 A2 Special 3,701 56 31-Jul-12
FREETOWN H06 HZJ78L-RJMRS Hard Top Mk3 40,890 39,461 44,461 1500 C A1 3,571 72 16-Aug-12
FREETOWN H07 HZJ78L-RJMRS Hard Top Mk3 56,655 54,418 59,418 1500 Special A1 2,763 56 31-Jul-12
MAGBURAKA H08 HZJ78L-RJMRS Hard Top Mk3 49,426 49,426 54,426 2,500 Special A1 5,000 61 4-Aug-12
FREETOWN H10 HZJ78L-RJMRS Hard Top Mk3 39,062 38,517 43,517 2,500 A2 Special 4,455 54 29-Jul-12
MAGBURAKA H11 HZJ78L-RJMRS Hard Top Mk3 56,404 55,388 60,388 2,000 A1 B 3,984 61 4-Aug-12
MAGBURAKA H12 HZJ79L-TJMRSV Pick-Up Mk3 24,943 19,777 24,777 2,000 A1 B -166 0 5-Jun-12
FREETOWN H13 LH202L-REMDE HAICE MINIBUS, 5LE 53,258 51,436 56,436 2,500 B A2 3,178 39 13-Jul-12
MAGBURAKA H14 HZJ78L-RJMRS Hard Top Mk3 43,481 38,007 43,007 3,000 A2 Special -474 0 5-Jun-12
MAGBURAKA H15 HZJ78L-RJMRS Hard Top Mk3 54,952 50,082 55,082 3,000 Special A1 130 1 6-Jun-12
FREETOWN H17 HZJ79L-TJMRSV Pick-Up Mk3 21,449 21,207 26,207 1,500 A1 B 4,758 96 9-Sep-12
FREETOWN H18 HZJ79L-TJMRSV Pick-Up Mk3 26,725 25,410 30,410 1,500 B A2 3,685 75 18-Aug-12
MAGBURAKA H19 LH202L-REMDE HAICE MINIBUS, 5LE 73,815 70,111 75,111 4,500 A2 C 1,296 9 13-Jun-12
MAGBURAKA Gen 2 Office SDMO T16K 967 800 1,050 270 A2 C 83 9 14-Jun-12
MAGBURAKA Gen 4 Office SDMO T16K 1,158 1,063 1,313 270 C A1 155 17 22-Jun-12
MAGBURAKA Gen 1 Warehouse SDMO T16K 4,607 4,468 4,718 60 A1 B 111 56 31-Jul-12
MAGBURAKA Gen 3 Warhouse SDMO T16K 4794 4780 5,030 60 A2 C 236 120 2-Oct-12
MAGBURAKA Gen 5 Hospital SDMO T6KM 5364 5269 5,519 360 A2 C 155 13 18-Jun-12
MAGBURAKA Gen 6 Hospital SDMO T6KM 1335 1255 1,505 360 C A1 170 14 19-Jun-12
FREETOWN Gen 23 House1 FG WILSON
FREETOWN Gen 25 Office PERKINS
FREETOWN Gen 27 House6 LISTER PETTER

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6.5 ANNEX: ROLES AND REPONSIBILITIES

Activity Responsibility Executed by Documents Action and Follow Up

PLANNING DAILY
Head-Driver (if - Planning board
MOVEMENTS AND To be decided by the Head driver is directly responsible for daily movements and planning for regular
available), if not
REGULAR MAINTENACE project, e.g. the Head driver - Log book’s maintenance and w eekly checks.
Project Log
A,B,C,

WEEKLY CHECKS Head Driver/Project Log Driver w ith Mechanics Weekly check list 1. Driver w ith mechanic is direct responsible for doing w eekly checks

Head driver 2. Driver comes to Head-Driver w ith problem they fill in the Log-Book.
- VSR/Job card
DIAGNOSTIC Driver report of failures Mechanic/Workshop 3. Make an appointment w ith the Workshop supervisor
- Log book
supervisor 4. Call Fleet manager for consult if necessary

Mechanic - VSR/Job card 5. Head Driver fill in VSR w ith the w orkshop supervisor and make an appointment for
Workshop supervisor/ repair.
REPAIR Assistant- - Log book
Mechanic
Mechanic/Driver - Planning board 6. The driver needs to stay w ith the car and help the mechanic w hen requested.

Grab stock sheet

Workshop Workshop - VSR/Job card 7. Workshop supervisor make a list of spares, material or jobs outside MSF w ork-shop and
GET PARTS – Grab stock
supervisor/Mechanic supervisor/Mechanic - Log book checks the grab stock and if need be w ith storekeeper availability in spare part store.

- Request form

8. Workshop supervisor/mechanics makes a Request for parts or materials authorized by

Store-keeper - Request form TechLog/Supply-Log.
SPARE PART – FROM
Supply-Log
LOG STORE Supply Department - Stock card
9. Store-Keeper releases parts and fills in stock card.

10. Workshop supervisor/mechanic makes external Request for job or materials authorized
OUSIDE JOBS OR PARTS Workshop supervisor Purchase-Responsible External request form
by Supply-Log. Workshop supervisor checks the quality of spare parts and outside jobs

Log book updated, Once the w ork is completed the mechanic should take the vehicle for a test drive w ith the
Workshop Workshop
driver. If satisfied the both should sign on the service report/ job card then the vehicle
Supervisor/Mechanic Supervisor/Mechanic VSR or Job cards
ANALYSE TERMINATION released from the w orkshop
completed
OF WORK and Driver (sometimes
Workshop supervisor/Mechanic verifies that the w ork has been completed satisfactorily
accompanied by Head
Fleet-manager and new spare parts and materials w ith prices, time spent on the job, and all the required
driver).
information filled-out on the service report/job card and vehicle log book.

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