Step 4: Organize and Schedule PM - whgsoho.comStep 4: Organize and Schedule PM Inspection Schedule A sample schedule is provided on the next page. Here are some guidelines on how to

40 Fall 2015 Preventative Maintenance—v.10.2015

Preventative Maintenance—Preserving the Value of Your Assets

Step 4: Organize and Schedule PM The next step is to prepare a schedule based on:

• Age of property

• Manufacturer’s guidelines

• Best practices

• First year of PM (where the focus is on bringing rooms up to par)

• After first year (where the focus is maintaining and proactively solving

problems)

• Popular practices (service rooms quarterly, service public areas every two

weeks)

• Staffing/labor availability Scheduling and allocating resources are critical to your success. Incorporate these

tools to help you schedule and allocate time and resources.

Tools: – Create a maintenance schedule

– Prepare inspection cart

– Establish a maintenance request system

– Determine staffing resources

– Determine daily room inspections

Create a Maintenance Schedule

Once you have an inventory of your equipment and know which areas of your property

you want to include in the PM program, create a maintenance schedule for those items.

© 2015 Wyndham Hotel Group 4

Step 4: Organize and Schedule PM

Inspection Schedule A sample schedule is provided on the next page. Here are some guidelines on how to

use this schedule:

1. Take page 1 of the spreadsheet. In the column under Jan. 01, enter the

letter Q (for quarterly) to identify guest rooms to be inspected the first

week.

2. Repeat the process of planning guest room inspections for the first 12

weeks. When you are finished, there should be a Q for each room, or

group of rooms.

3. For the remaining items listed below and starting with the 01 column,

enter the letter B (bi-weekly – every 2 weeks) for 12 weeks. If you want

to inspect some of the items in week 01, and the remainder in week 02 to

evenly distribute the workload, do so. The important thing is that

each public area is to be inspected every two weeks.

• Exterior

• Lobby/Front desk

• Restaurant

• Kitchen

• Lounge

• Banquet area

• Corridor

• Boiler (quarterly boiler inspections are recommended)

4. Repeat the quarterly and bi-weekly scheduling process, starting with

weeks 14, 27 and 40. Do not schedule inspections in weeks 13, 26, 39

and 52. These are the “catch-up” weeks.

PREVENTATIVE MAINTENANCE SCHEDULE Preventive Maintenance Frequency Codes: W = Weekly, B = Bi-Weekly, M = Monthly

Q = Quarterly, S = Semi-Annually, A = Annually

Directions: Enter Equip ID#, Room #, or Name of Equip in the in the description column (first column on the right). Then place a frequency code (W, B, M, Q etc.) in the date

columns for the weeks of the year. .

Year:

Description JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV

Weeks of the year

0 1

0 2

0 3

0 4

0 5

0 6

0 7

0 8

0 9

1 0

1 1

1 2

1 3

1 4

1 5

1 6

1 7

1 8

1 9

2 0

2 1

2 2

2 3

2 4

2 5

2 6

2 7

2 8

2 9

3 0

3 1

3 2

3 3

3 4

3 5

3 6

3 7

3 8

3 9

4 0

4 1

4 2

4 3

4 4

4 5

4 6

4 7

4 8

4 9

5 0

5 1

5 2

D C

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Sample Maintenance Schedule

Daily

x In the laundry room, clean dryer lint screens at least once each day.

x Clean swimming pool (in season) and check pH and chlorine levels.

Weekly

x Clean ice dispenser trays (of algae/slim build-up) on ice machines with a chlorine solution.

Monthly

x Have property treated for pest control, including guestrooms, common areas, storage rooms and employee break room.

x Check emergency and exit lighting (30 second test of battery and light).

x Check filters/air intake vents on hair dryers.

x Visually check fire extinguishers for damage and to ensure the pressure gauge needle is in the green zone.

Quarterly

x Clean condenser coils and filters on ice machines.

x Check sidewalks for broken and uneven concrete.

x Flip mattresses (alternate between end-over-end and side-over-side rotation).

x Check smoke and other detection alarm systems.

x Check sink and tub stoppers for hair and biofilm build-up; clean if necessary.

Semi- Annually

x Perform complete maintenance check and cleaning on ice machines. Replace water filters, if applicable.

x Check operating conditions of boilers and hot water systems.

x Remove dryer covers for cleaning.

x Perform roof inspections (typically in the spring and fall).

x Replace condensate tablets or strips in AC units to keep drains clear and algae free.

x Service gas boilers and waters heaters for greatest efficiency.

Annually

x Perform full functional (90 minute) test on emergency and exit lighting.

x Replace batteries and clean smoke detectors.

x Have sprinkler system inspected by professionally certified contractor.

x Clean carpets using hot water extraction.

x Have fire extinguishers professionally inspected and tagged; recharged, if necessary.

x Service AC units by cleaning coils, checking refrigerant levels, etc. For properties located in warmer climates, twice a year cleanings are recommended.


Prepare an Inspection Cart What are the benefits?

•

•

•

Fully-equipped carts are needed to implement and maintain the program efficiently,

correctly and in a timely manner. Each maintenance person needs a cart. A diagram

of the recommended cart is shown below. This cart, also known as the Kennedy cart,

breaks down into three pieces so it can be taken apart and moved from floor to floor if

an elevator is not available.

Another option is to convert a housekeeping cart. The cart should be designed to stock

tools on one side of the cart, and stock all parts on the other side. If you decide to

convert a housekeeping cart, you will need to consider how much time and money it will

cost you.

When feasible, keep the cart in the room where the work is being performed.

Regardless of whether you decide to convert a housekeeping cart or purchase a

different cart, check that it will fit through the guest room doors.

Example of an Inspection Cart

44 .10.2015

For illustration purposes only. Tools will vary depending on size, condition and type of property.



Maintenance Cart Suggested Tool Guidelines

1. 6” vise, permanently mounted to cart

2. Drill press attachment for 3/8” variable speed drill, permanently mounted to cart

3. 3/8” variable speed, reversible power drill

4. Complete set of power drill bits, 1/32” to 3/8”

5. Complete set of butterfly wood bits, 3/8” to 1”

6. Complete set of carbide tipped masonry drill bits, 3/16” to ½”

7. Countersink drill bit tool

8. Power sander for use on doors and drawers

9. 25’ extension cord

10. Electrical extension light

11. Flashlight

12. 16 oz. carpenter’s claw hammer

13. Mechanic’s hammer

14. Rubber mallet

15. Mechanic’s pliers

16. Channel lock pliers

17. Vise grips

18. Crescent wrench, 6”

19. Crescent wrench, 10”

20. Combination wrench set, 3/8” to ¾”

21. 3/8” drive ratchet set with sockets

22. Allen wrench, 3/32” to 3/8”

23. Assorted screwdrivers, straight blade and Phillips head including AWL, and screw starters

24. 18” pry bar

25. 6” flat bastard file with handle

26. Hack saw, with fine and coarse blades

27. Utility knife

28. 25’ tape measure

29. 24” aluminum level

30. Safety goggles

31. Dust mask

32. Staple gun

33. Carpet kicker

34. Caulking gun

35. Putty knife

36. 10” pipe wrench

37. 14” pipe wrench

38. Smooth jaw pipe wrench for chrome pipes

39. Wash basin plumbing wrench

40. Plumber’s tape

41. Plumber’s hand-held 25’ snake

42. Electrician’s pliers

43. Wire cutters/strippers

44. Tape: electrical, plastic, cloth and duct

45. Assorted paint brushes

46. Plastic tarp

47. Cleaning rags

48. Gloves

49. Paper and pencil


Fall 2015 Preventative Maintenance—v.10.2015 46


Example: Recommended Supplies for a Maintenance Cart

The following supplies should be stocked to quantity daily on each Maintenance Cart:

General Items

Description Quantity

1. Color coordinated wall switch cover plates and matching screws 6

2. Color coordinated outlet cover plates and matching screws 6

3. Single throw switches 6

4. Three-way throw switches 3

5. Outlet receptacles 6

6. Light bulbs, complete sets of each wattage Qty will vary

7. Fluorescent tubes, complete sets of each wattage Qty will vary

8. Electrical lamp cord 4

9. UL approved lamp plugs 4

10. Electrical lamp sockets and switches 1

11. Caulking compound 1

12. Small can spackling 1

13. Small can wood putty 1

14. Vinyl adhesive 1

15. Fast drying cement 1

16. Vinyl repair kit 1

17. Wax sticks for scratch touch-up Qty will vary

18. Lubricating spray (silicone) 1

19. Assorted screws, nuts, bolts and nails Qty will vary

20. Lead and plastic wall anchors Qty will vary

21. Picture hook-eyes and wire Qty will vary

22. Assorted toggle bolts Qty will vary

23. Door stops 2

24. Weather-stripping Qty will vary

25. Mirror clips 6

26. Assorted touch-up paints and stains Qty will vary

27. Furniture polish, small can 1

28. Empty can (brush/parts cleaning) 1

29. Wall vinyl covering Qty will vary

30. Tube of graphite 1

31. Plastic notice cover for door 2

32. Shop towels 6

33. Lampshades Qty will vary

Bath and Lavatory Area


1. Toilet seat Qty will vary

2. Toilet seat bumpers 4

3. Complete toilet flush mechanism 1

4. Complete flushometer 1

5. Assorted flushometer parts Qty will vary

6. Complete bathtub faucet assembly Qty will vary

7. Bathtub faucet washers, stems, packing and washer screws Qty will vary

8. Complete lavatory faucet assembly Qty will vary


Bath and Lavatory Area (continued)

9. Lavatory faucet washers, stems, aerator packing and washer screws Qty will vary

10. Shower head (Water Pik, Super Saver or equivalent) 1

11. Towel bar and shelf (shelf 8” x 24”, bar 24”) 2

12. Color coordinated shower curtain hooks 6

13. Color coordinated bathtub no-slip strips Qty will vary

14. Mildew-resistant caulking compound 1

15. Chrome Kleenex cover plate 1

16. Silicone tub sealant 1

17. Bottle opener 2

18. Rope hooks 2

19. Mirror clips and screws 6

20. Soap dish 2

21. Toilet base caps Qty will vary

HVAC


1. Assorted knobs Qty will vary

2. Filters 2

3. Limit switches 2

4. Fungicide spray 1

5. Coil cleaner 1

6. Stick-on operational directions (if required) Qty will vary

7. Condensation pan Qty will vary

Living Area


1. Entrance threshold and assorted parts (sweep, vinyl seal insert, screws) Qty will vary

2. Assorted door hardware including striker plate Qty will vary

3. Complete lock assembly 1

4. Door security chains/latches 2

5. Door viewers 2

6. Assorted sliding door/window hardware Qty will vary

7. Sliding door/window hardware Qty will vary

8. Sliding door/window casters/locks Qty will vary

9. Drape hooks 6

10. Drape batons 4

11. Drape track mounting brackets/tension springs for traverse cords 2

12. Drape restraining brackets 4

13. Television 75 ohm coaxial cable 2

14. Assorted television knobs Qty will vary

15. Antennae connectors 2

16. Television wall receptacles 2

17. Stick-on channel directories/anchor screws Qty will vary

18. Bed casters and/or glide plates 4

19. Assorted drawer knobs and handles Qty will vary

20. Telephone message lights 4

21. Telephone wall plates 2

22. Telephone dialing information cards 2

23. Remote control and batteries 1




Establish a Maintenance Request System

How to Request Maintenance

No matter how effective a preventative maintenance program is, problems can and will

occur. To deal with such problems, a maintenance request system has been developed.

The system centers on the maintenance request forms, shown below. These forms are

used whenever there is a problem.

Two Types of Request Forms:

• General Work Order: A form that is utilized by staff or guests to record

maintenance deficiencies.

• Extensive Work Order: A form that is utilized by the maintenance staff

whenever there is a problem that will:

—Take more than an hour to repair

—Require the services of an outside contractor

—Require parts that need to be ordered

Example of General Work Order Form Example of Extensive Work Order Form

EXTENSIVE WORK ORDER FORM PRIORITY

Room Number/Equipment Number: Date Time

Other Location:

Request:

Requested By:

Task Assigned to:

Work Done:

Date: Time Spent: Completed By:

Material (s): Amount:

Total Cost:

Benefits: These can be used to: assign work, measure productivity, track common

problems and keep records.




Determine Staffing Resources Who should perform maintenance?

Most maintenance should be handled by your internal

maintenance staff. Specialized jobs, however, such as pest

control and water treatment are best handled by an outside

service contractor.

Internal Maintenance Staff

The person who performs maintenance should be a jack-of-

all-trades—someone who can do:

• a little bit of carpentry

• painting

• electrical work, and

• has some general repair working knowledge. The person should also:

• like to see things done properly

• be efficient, and

• be able to work without supervision.

• Both men and women can qualify to perform this job, and should be considered

for it. It is recommended that each property have at least one back-up person who can take

over when the regular maintenance manager is ill or on vacation.

How many employees are needed to perform maintenance?

We recommend that a property have one maintenance employee for every fifty rooms.

Properties that use this ratio have been more successful in implementing the program,

and have benefited with fewer guest complaints and better maintained rooms.

We realize that there are number of properties that cannot have one maintenance

employee for every fifty rooms. Adjust this ratio based on your property’s budget and

human resource constraints.



How many rooms should be inspected each day?

Here’s a way to look at your property to determine the number of guest rooms that must

be inspected each day to ensure all rooms are inspected at least once a quarter.

Exercise: Determine How Many Rooms Must be Inspected

Each Day

Enter the number of rooms at your property: (A)

Since rooms should be maintained quarterly,

multiply the value for (A) by 4:

(B)

Divide the value for (B) by 48: (C)

(48 represents the number of weeks in the year allotted for maintenance,

one week is reserved each quarter for catch up)

Finally, divide the value for (C) by 5:

(5 represents for the days of the work week)

(D)

The value (D) is the number of rooms to inspect each day at your property.



Outside Contractors & Service Contracts It is recommended that you assign specialized jobs such as pest control, water

treatment and elevator and chiller repair to outside service contractors. At a minimum, it

is suggested that you outsource the following:

• Pest control contracts

• Water treatment contracts

• Elevator and escalator contracts

• Chiller contracts Recommendations

When securing bids from outside contractors:

• Seek new bids approximately three months in advance of your current

contract’s expiration to avoid a potential lapse in the service.

• Accept no less than three bids per contract.

• Remove automatic renewal clauses from contracts.

• Ensure that contracts include the option for a 30-day cancellation.

• Ensure that contracts include a clause permitting the contract to be

terminated if the contractor provides poor quality service.


Documents

Step 4: Organize and Schedule PM - whgsoho.comStep 4: Organize and Schedule PM Inspection Schedule A sample schedule is provided on the next page. Here are some guidelines on how to