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Uploaded byTimothy L. Butler, H.C.C.P.
HH Centralized Maintenance-Work Order Processing Cross Functional Workflow
The document describes two workflows for processing work orders - the standard workflow and a sub-process for delayed work orders. The standard workflow involves a participant reporting an issue, a work order being created and assigned, repairs being made, and the work order being closed. For delayed work orders, additional steps are involved such as determining if a vendor is needed, obtaining bids, approving the request, ordering parts, scheduling the vendor, and documenting the process.
HH Centralized Maintenance-Work Order Processing Cross Functional Workflow
- 1. Centralized Maintenance: WorkOrder Processing Cross Functional Workflow WorkOrderDeskParticipants Maintenance Technition DRAFT Start Participant reports physical issue with unit and/or property Does issue require maintenance attention? PM staff provides explanation to participant as to why no work order entered On-Site Maintenance Staff visit unit to assess repairs to see if additional parts or outside vendor required Participant provides signature that work order was completed W/O Clerk assigns work orders to On- Site Maintenance Staff based upon availability Work Order entered into Yardi 7S Can work order be completed? DELAYED WORK ORDER FULFILLMENT SUB PROCESS On-Site Maintenance Staff makes repairs Work Order closed out in Yardi 7S END No Yes Can work be performed on-site? No Yes PM Staff provides Work Order Desk Contact Number Maintenance Staff organizes requests by priority Yes No
- 2. Centralized Maintenance: DelayedWork Order Fulfillment (Sub-Process Workflow) Maintenance Technition WorkOrderDesk Maintenance Manager AreaManager Property Manager DRAFT Start End Gathers information as to why work order is delayed Can vendor do work within NTE contract terms? Contact Vendor, to schedule work, considering Maintenance Staff schedule Tech meets vendor during scheduled appointment and and escorts to work site Applicable bid gathered and submitted to Regional Leadership Area Manager Reviews Request Scope of work reviewed and formal recommendation submitted to Area Manager Is request approved? PM researches alternatives to address needs PM submits alternatives to Area Manager Was work completed? Work Order closed in Yardi 7S Needed part or outside vendor? Property Manager orders needed part from approved distributor; monitors shipment Once package is received, PM supplies to Maintenance Tech Maintenance Technician completes work Applicable Memo entered into Yardi 7S with explanation Prepares notification to Property Manager of needed part Part Vendor Yes No Yes Follow-up visit scheduled with vendor; all parties notified No Yes No PM discusses alternatives with Regional Maintenance Manager