Preventive Maintenance of Equipment Policy Template for Schools
1. Purpose --
The Preventive Maintenance Program as viewed by the TDCJ-ID has as its purpose
the goal of establishing an effective tracking system that will encompass all
equipment assigned to the ___________________________ School District, and the goal of reducing
the occurrence of equipment failure.
2. Reference --
The ___________________________ School Preventive Maintenance (PM) Program was adapted from the
Preventive Maintenance Program, (Administrative Directive 10.25) used by FacilitiesMaintenance and other departments of the TDCJ-ID.
3. Equipment to
be included -- All equipment assigned to the ___________________________ School District, in
vocational or academic areas, which, when in a state of disrepair, could
compromise the safety and/or health of employees or students, will be covered
under this policy. Also included is equipment belonging to contract vendors
for educational services, such as colleges and universities. Appropriate
documentation to satisfy the tracking system will be provided by the college
4. PM Records --
The following PM records will be established and kept on the equipment that
meets the criteria mentioned above.
Description Card -- Each piece of equipment that meets the above criteria
will have an Equipment Description Card completed by the supervisor or
vocational instructor in charge of using it. This card will contain
detailed information that will be used to identify and track the useful life
of the equipment, and will also include the frequency of recommended PM.
b. Maintenance Yearly Log -- The principal of each campus will cause a yearly log to be kept that reflects the repair history of each listed piece of equipment. Whenever a piece of equipment is sent in for repairs, or when a repairman comes to the unit to make a repair (as per the ___________________________ policy 11.10-2), the transaction will be recorded in the log. This is the same yearly log required by Administrative Directive 10.20. (See 11.10-1.2)
c. Daily PM
Reminder File -- From the Equipment Description Cards, the principal will
develop a Daily Reminder File. This file will be checked on a daily basis
to determine if there is any PM scheduled for that day. If there is PM
scheduled, the principal will inform the instructor in charge so that the PM
can be done. It is important that the PM is actually done in accordance
with the technical manual pertaining to each piece of equipment and not just
paper maintenance. (See 11.10-1.3)
Requisitions -- In the event that material must be ordered to repair a piece
of equipment, the normal ordering procedure outlined in Section 11.10-2 of
this manual will apply. The only addition to the procedure will be to
include the order number on the yearly maintenance log.
Equipment - ___________________________/TDCJ 11.10-2
There are three
methods of securing repair of equipment:
repaired by an outside source at vendor location (This procedure concerns
portable hand tools and small pieces of equipment)
principal, or his designee, completes the Temporary Fixed Asset Transfer
Form (BU-89), one form per item (See 11.10-2.1). The unit is responsible
for completing this form identifying the item by description, serial number,
and property number. A statement concerning the problem with the item is
required. The unit name, code number, and name of the class the item is
assigned to must be stated. A notation of this transaction will be made on
the ___________________________ yearly log and a copy of the BU-89 will be attached. (Note: Not
just vocational, but name of specific class such as welding.)
distribution of the BU-89 Form copies should be as indicated on the bottom
of the form.
received at the Warehouse, the form is checked for completion and filed in
that unit's folder. The item is then delivered to the appropriate repair
dealer who gives us a repair ticket.
d. The dealer
repair ticket is returned to the Warehouse and attached to the BU-89.
e. The repair
dealer notifies the Warehouse when repairs have been made or sends
notification that the item is irreparable.
f. The item is picked up after repair and returned to the Warehouse, correlating this with the Purchasing Office for payment.
Warehouse completes the BU-89 by adding the date the item was returned as
well as the given Purchase order number for future reference.
repaired item is then returned to the unit along with appropriate copies of
the BU-89 Form. The notation on the ___________________________ yearly log will be closed out
at this time. The completed copy of the BU-89 will be attached.
i. Should the
item in question need to be deleted, this is so stated on the copy. Upon
receiving this, the unit should initiate a deletion request to the Warehouse
so appropriate people can be contacted to finalize this procedure.
j. Six weeks
after transferring tools to the Warehouse for repairs, status checks can be
made by calling the Repair Coordinator - Education Warehouse.
repaired by an outside source at unit location (This is applicable to
equipment in need of repair which is considered stationary, i.e., air
compressors, table saws, planers, drill presses, etc.) --
a. If a
stationary piece of equipment needs to be repaired, the principal or his
designee will call the Repair Coordinator or the Warehouse Supervisor and
give the following information: Type of equipment, brand name, model number,
inventory number, serial number and location.
principal will fill out a ___________________________ maintenance work request and assign a
unique and sequential number.
appropriate vendor will be contacted and a specific date and time for him to
be on the unit will be established and unit personnel will be notified.
d. After work
has been completed, the principal or his designee will sign the work request
and forward a copy to the Education Warehouse so the accounting process can
e. Should a
vendor not be available for repair at unit location, you will be notified as
to what procedure to use for repair.
3. Minor repairs
to equipment performed by the instructor at the unit location.
a. If, during
the instructor's regular daily inspections, he discovers a minor deficiency
that can be corrected on the spot, the instructor is to do so and no entry
is needed on the daily log. (See AD-10.20). If, however, the repair is
more serious, the instructor is to ship the equipment for repair as per
___________________________ policy. This event will be noted on the instructor's daily log and
on the ___________________________ yearly maintenance log.
b. If during
any safety audit, a deficiency is noted by the Safety Officer, other actions
(1) If the
repair is minor, and the instructor elects to repair it on the spot, a
Work Order must be initiated by the instructor doing the work. This will
be done on a regular work request form and the request will be given a
unique and sequential number by the principal. All sections of this work
request must be completed, including the time and material used. The
information on this work request, including the number assigned, will be
noted on the ___________________________ yearly log.
Note: If the
repair is done on the spot by someone other than a member of the
staff, it is the responsibility of the instructor to make sure that the
repair person initiates a similar work request. It is the responsibility of
the principal to enter the work request generated on his yearly log.
(2) If the
repair is of a more serious nature and the instructor does not feel that
he is qualified to perform it, the equipment will be red tagged, taken
from service, and shipped in for repair as per ___________________________ Policy. This event
will be noted on the ___________________________ yearly log and the Departmental Invoice
number will be entered in place of the Work request number. It is
imperative that when the equipment is repaired or deleted, this event is
also entered on the log to close out the entry that reflected the original
Equipment - College/University 11.10-3
instructors are required to comply with all TDCJ and WSD administrative policies
in the area of repair and maintenance of vocational equipment and facilities.
1. The college instructors are expected to read and become familiar with TDCJ
10.25, and the ___________________________ Policy Manual.
procedures outlined in these documents will be discussed with the
Principal and strictly followed.
3. The specifics
of the physical repair procedure will remain the responsibility of the college
or university as long as they do not compromise the audit trail established by
the TDCJ and ___________________________ policies.
4. The college
instructors will be expected to furnish the same documentation required of the
___________________________ instructors. The college request for repair or maintenance will be
treated as if it were a TDCJ or ___________________________ Request for Maintenance regardless of
what it is labeled.
5. Any specific documentation required by the colleges or universities to satisfy their own accounting system will be in addition to the documentation required by the TDCJ and ___________________________ policies.