ISSUE NO: 1 PAGE: 1 of 8 ISSUE HISTORY DESCRIPTION OF CHANGE PROCESS PILOT EFFECTIVE DATE ISSUE. None, no change has been done.

Transcription

1 ISSUE NO: 1 PAGE: 1 of 8 ISSUE HISTORY ISSUE DESCRIPTION OF CHANGE PROCESS PILOT EFFECTIVE DATE 1 None, no change has been done. Care Taker 14 th June 2010 REFERENCED DOCUMENTS REF QPM QPM 6 PM WI TITLE Quality policy manual Resource Management Procedure Manual Work Instructions Forest Act COPY HOLDERS 1. Director 2. QMR 3. Care Taker 4. Strategic Plan APPROVED BY: DIRECTOR

2 DOCUMENT TITLE:CORRECTIVE MAINTENANCE ISSUE NO: 1 PAGE: 2 of 8 RECORDS / ANNEXES REC NO REC TITLE Job Cards Repair Requisition Form Inventory Register Complaints record book Petty cash voucher Receipt Quotation for spares Process Flow Chart APPROVED BY: DIRECTOR

3 ISSUE NO: 1 PAGE: 3 of 8 TABLE OF CONTENTS ISSUE HISTORY... 1 REFERENCED DOCUMENTS... 1 RECORDS / ANNEXES SCOPE PURPOSE RESPONSIBILITY AND AUTHORITY OBJECTIVES TERMS AND DEFINITIONS DETAILS OF PROCEDURE Repairs Maintenance of Fire Extinguishers Property Branding... 6 process flow chart (Corrective Maintenance)... 7 APPROVED BY: DIRECTOR

4

5 1. SCOPE ISSUE NO: 1 PAGE: 4 of 8 This procedure covers from receiving a complaint, to acquiring the necessary tools and spares, to resolving the complaint. 2. PURPOSE This is to ensure adequate control in the corrective maintenance process such that maintenance is carried out on time and as per customer expectations. 3. RESPONSIBILITY AND AUTHORITY 3.1 Deputy Director Head of human resources and administration division 3.2 Chief Administration Officer Overall incharge of all administrative operations Accounting officer of administrative transactions Advices human resource manger and Deputy Director accordingly. 3.3 Administration Assistant Assist the CAO Overall in charge of maintenance work Receives maintenance requests in the Administration department Approves Petty Cash Vouchers Secretariat to the housing committee Supervise casuals Incharge of office cleaning & fuel management. 3.4 Care Taker Assess the total cost of the repair to be undertaken Sources for required materials for the repair work Liaises with subcontracted maintenance personnel. 3.5 Departmental Heads Receive complaints from staff in their departments Approves imprest requests for repair work. 3.6 Artisans Assess the approximate cost of the repair to be undertaken Undertakes all repair works as assigned.

6 ISSUE NO: 1 PAGE: 5 of Store Keeper Gives out spares as required Stores spare parts. 3.8 Cashier Gives petty cash for purchase of spares Receives receipts of purchases and files them accordingly. 4. OBJECTIVES NB: Refer to the performance contract. CSF KPI TARGET(S) DUE 5. TERMS AND DEFINITIONS TERM KFS KPI CSF DD CAO CT DIR HRAD DIR DEFINITION(S) Kenya Forest Service Key Performance Indicator Critical Success Factor Deputy Director Chief Administration Officer Care Taker Director Human Resources & Administration Division Director

7 ISSUE NO: 1 PAGE: 6 of 8 6. DETAILS OF PROCEDURE 6.1 Repairs The maintenance officer receives requests for repairs in writing through the requisition form The Care Taker and the artisans assess the work to be done and make appropriate recommendations to the CAO An estimate of the repair work is done and the nature of the task is determined An approval is sought from the relevant authority If the task is minor, the artisans will undertake the repairs and if it is major it is done by outsourced contractors The artisans/outsourced contractor determine if there are materials to be purchased. If no purchase is required the repairs are undertaken If purchase of materials is required, the staff makes a requisition to the finance office or use petty cash and work commences as soon material are available The staff that requested for the repairs and artisans/outsourced contractors fill and sign the job cards. 6.2 Maintenance of Fire Extinguishers The Care Taker requests the contractor to do maintenance of fire extinguishers and air conditioning This is done on a quarterly basis as scheduled The Care Taker certifies that the work has been done to satisfaction The contractors prepare a report with recommendations. 6.3 Property Branding Note 1: Once equipment has been procured Office Services and Procurement distributes accordingly The equipment is recorded in the inventory register The artisan brands the new equipment as KFS property

8 ISSUE NO: 1 PAGE: 7 of 8 PROCESS FLOW CHART (Corrective Maintenance) ACTIVITY RESPONSIBILITY START Receives requests for repairs in writing CT Assess the work to be done and makes appropriate recommendations CT/Artisans Estimate of the repair work is done and the nature of the task is determined. Artisans Task minor? YES NO Outsourced contractors do the repairs CT Determines if there are materials to be purchased Artisan/Outsourced Contractors NO required? Repairs undertaken Artisan/Outsourced Contractors YES 1 REPARED BY:

9 ISSUE NO: 1 PAGE: 8 of 8 1 A requisition to the procurement office Staff Repairs done when materials are purchased Artisan/Outsourced Contractors Job cards duly signed by the staff who requested for the repairs and artisans /outsourced contractors is filled and signed Artisan/Outsourced Contractors/Respective Staff END