HORIZON CARE AND EDUCATION GROUP - Maintenance Policy

Transcription

1 HORIZON CARE AND EDUCATION GROUP - Maintenance Policy March

2 TABLE OF CONTENTS HORIZON CARE AND EDUCATION GROUP - Maintenance Policy... 1 TABLE OF CONTENTS... 2 MAINTENANCE POLICIES AND PROCEDURES MANUAL... 3 ORGANISATION CHART... 3 COMPONENTS OF A MAINTENANCE SYSTEM... 4 PRIORITISATION OF WORK... 5 COMPREHENSIVE WORK PROCEDURES... 5 PERFORMANCE STANDARDS AND GOALS... 5 WORK PROCESSING SYSTEM... 7 SERVICE DELIVERY... 7 SKILLS UPDATES AND TRAINING... 8 LONG RANGE PLANNING... 8 MAINTAINING THE PROPERTY... 9 RESPONDING TO EMERGENCIES... 9 PREPARE VACANT ROOMS FOR REOCCUPANCY... 9 PREVENTATIVE MAINTENANCE PROGRAM... 9 INSPECTION PROGRAM... 9 SCHEDULED ROUTINE MAINTENANCE... 9 CONTRACTING FOR SERVICES

3 MAINTENANCE POLICY AND PROCEDURES MANUAL ORGANISATION CHART The Facilities Department of Horizon Care and Education Group Limited (HORIZON CARE) is responsible for managing the maintenance function in the most cost effective manner possible while maximizing the useful life of business assets and properties while striving to provide the best service to the end users. The following policy statements are designed to establish the structure of an effective and efficient maintenance system FACILIITIES SERVICES Financial Director Facilities Manager Facilities Administrator Maintenance Supervisors School Site Operatives External Contractors North West Midlands North Midlands South East Midlands South East 3

4 COMPONENTS OF A MAINTENANCE SYSTEM Prioritisation of work Comprehensive work procedures Performance standards and goals Work processing system Service Delivery Skills Updates and Training program Long-range planning 4

5 PRIORITISATION OF WORK The work priorities adopted by HORIZON CARE exemplify its philosophy of delivering maintenance services. This priority system ensures that the most important maintenance work is done at a time it can be performed most costeffectively. Minimizing site disruption is part of the cost-effectiveness calculation. The maintenance priorities are the following: 1. Emergency Repairs i) Health & Safety ii) Safeguarding 2. Ofsted and Regulation 33 i) Requirements ii) Recommendations 3. Resident Turnover 4. Home Requests 5. Preventative Maintenance 6. Investment Projects Where possible the above is to be incorporated into the attendance schedule of visiting each Home at least twice a month on a regular rotation basis. Reactive maintenance is to be minimized to extreme situations. The Company policy is to decrease on-demand work and maintain the property in a timescale and manner that will provide a good environment for existing and potential residents. COMPREHENSIVE WORK PROCEDURES The Facilities Manager will ensure that there are sufficient clear procedures in place to allow the Maintenance Team to implement this maintenance policy statement. All procedures will include the following: 1. A statement of purpose This Policy 2. The job title(s) of the staff member(s) responsible for carrying out the activities in the procedure; 3. Any forms needed to carry out the activities; and 4. The frequency of any specified activities. 5. After their adoption, maintenance procedures will be reviewed and updated at least annually. 6. Consideration and interpretation of relative regulations PERFORMANCE STANDARDS AND GOALS The Facilities Manager and/or the Maintenance Supervisors will establish measures that will allow the effectiveness of maintenance systems and activities to be evaluated. In establishing these standards the Company will take into consideration certain factors: 1. Building and Fire Safety Regulations 2. Planning Regulations 3. National Minimum Standards (NMS) 4. Working Time Regulations HSE Regulations (PUWER, Health & Safety at Work Acts, etc.) 6. HORIZON CARE job descriptions 5

6 6

7 Nothing in the documents listed above will prevent HORIZON CARE from setting a standard that is higher than that contained in the documents. These standards and goals will be used to evaluate current operations and performance and to develop strategies to improve performance and meet the standards that have been set. WORK PROCESSING SYSTEM HORIZON CARE will process requests for maintenance via the Clearcare reporting system on a weekly alert or one off demand which requests information: source of work, description of work, priority, cost to complete, date requested, date completed. This information is required by HORIZON CARE to plan for the delivery of maintenance services as well as evaluate performance. To obtain the greatest effectiveness from the work processing system, all work requests and activities performed by maintenance staff must be recorded on Clearcare. Work orders will contain, at a minimum, the following information: 1. Sequential log number 2. Source of request (planned, inspection, resident, etc.) 3. Priority assigned 4. Location of work 5. Date and time received 6. Date and time assigned 7. Description of work requested (with task number) 8. Date and time completed 9. Materials used to complete work SERVICE DELIVERY HORIZON CARE will deliver a comprehensive maintenance support service incorporating skills and quality factors consistent with Company Policies and ethos. 1. Qualified and competent Maintenance Team and contractors 2. Polite, considerate and confidential Maintenance Team and contractors 3. Clean, safe and timely working process 4. Liaison with Home care staff and Home timetable 5. Inspection and sign off with Home or Facilities Manager 7

8 SKILLS UPDATES AND TRAINING In order to allow the Maintenance Team to perform to the best of their abilities, HORIZON CARE recognizes the importance of providing the Team with opportunities to refine technical skills, increase and expand craft skills, and learn new procedures. Each employee must participate in at least 24 hours of training annually. Suggested training subjects may include (but not limited to) 1. Health & Safety Procedures 2. PAT Testing 3. Hazardous materials - Asbestos 4. Health and Safety Standards 5. Trade specific skills updates 6. Building Code updates The Facilities Manager is responsible for developing a training agenda/curriculum for the departmental staff and working with personnel department staff to identify the means of delivering the training. LONG RANGE PLANNING HORIZON CARE will put in place and maintain a long-range maintenance planning capability in order to ensure the most cost-effective use of Company assets and resources and the maximum useful life of Company properties. The Facilities Manager and/or Maintenance Supervisor will develop a property-specific long-range planning process that includes the following components: 1. A property maintenance standard; 2. An estimate of the work required to bring the property to the maintenance standard; 3. An estimate of the work required to keep the property at the maintenance standard including routine and preventive maintenance workloads, vacant room turn-around, inspection requirements and resident on-demand work; 4. An estimate of the on-going cost of operating the property at the maintenance standard; 5. A market analysis of the property to determine if there are any capital improvements needed to make the property more competitive; 6. A cost estimate to provide the specified capital improvements; and 7. A revised work plan and cost estimate of maintaining property at the improved standard. By developing a work plan, the Company will be able to anticipate its staff, equipment and materials needs. It will also be possible to determine need for contracting particular services. 8

9 MAINTAINING THE PROPERTY All maintenance work performed can be categorized by the source of the work. Each piece of work originates from a particular source -- an emergency, the routine maintenance schedule, the preventive maintenance schedule, an Ofsted or Regulation 33 inspection, a resident turnover, or a resident request. RESPONDING TO EMERGENCIES Emergencies are the highest priority source of work. HORIZON CARE will consider a work item to be an emergency if the following occur: 1. The situation constitutes a serious threat to the life, safety or health of residents or staff; or 2. The situation will cause serious damage to the property structure or systems if not repaired within twenty-four (24) hours 3. The situation diminishes the safeguarding of residents to an unacceptable level of risk which cannot be managed. PREPARE VACANT ROOMS FOR REOCCUPANCY It is the policy of HORIZON CARE to refill vacancies as soon as possible. This policy allows HORIZON CARE to optimize the income produced by its properties and operate attractive and safe properties. PREVENTATIVE MAINTENANCE PROGRAM Preventive maintenance is part of the planned or scheduled maintenance program of HORIZON CARE. The purpose of the scheduled maintenance program is to allow the Company to anticipate maintenance requirements and make sure the Company can address them in the most cost-effective manner. General Operating Systems Security and facilities Roof Repairs/ Replacement Equipment Maintenance Hazardous Substances Life Safety Systems INSPECTION PROGRAM HORIZON CARE goals of efficiency and cost-effectiveness are achieved through insuring that our properties are maintained in a manner that is safe, clean and in good repair. SCHEDULED ROUTINE MAINTENANCE HORIZON CARE includes in this work category all tasks that can be anticipated and put on a regular timetable for completion. Pest Control/Extermination Landscaping and Grounds Building Exteriors and Interior Areas Interior Painting 9

10 CONTRACTING FOR SERVICES HORIZON CARE will contract for maintenance services when it is in the best interests of the Company to do so. When the Maintenance Team have the time and skills to perform the work at hand, they will be the first choice to perform a given task. When the Maintenance Team have the skills to do the work required, but there is more work than there is time available to complete it, HORIZON CARE will determine whether it is more cost effective to use a contractor to complete the work. If the Maintenance Team do not have the skills to complete the work, a contractor will be chosen. In the last instance, the Company will decide whether it will be cost effective to train a Maintenance Team member to complete the work. Once the decision has been made to hire a contractor, the Facilities Manager will work with the Executive Directors to facilitate the contract award. The Financial Director will be responsible for the contribution of the Facilities Department to this process. 10