Maintenance

Managing Repair Request

(10.0-01)
Maintenance Department
Revision No. : 1
Date: 06/06/19
D. Casteneda
Prepared by :
General Operations Manager

D. Casteneda
Approved by :
General Operations Manager

Revision History
Revision
Description Sections Affected Revised By Approved By
Date
12/12/17 First Issue -- -- D. Casteneda
All sections where Maintenance Lead position
06/06/19 Second D. Casteneda D. Casteneda
was located.

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 Document Number:
Managing Repair Request 10.0-01
Revision: 0
Maintenance Department – General Operations Manager Date: 12/12/17

1.0 Purpose
This procedure provides guidance in how the Maintenance Department will respond to repair
requests.

2.0 Scope
Repair requests are used to identify planned, scheduled, and reactive work. That work is
tracked for the assets and systems throughout Total Reclaim and EcoLights. Once completed,
a Repair Requests provide records of activities performed at and on TRI/EcoLights’ locations,
assets, and systems.

3.0 Reference Documents

Nil.

4.0 Definitions
See Appendix 1 – Work Type

5.0 Responsibilities
Manager Ensure the staff is trained on how to fill out the Repair Request
appropriately.
Supervisor/Manger Completes the Repair Request with as much information to assit the
Maintenance Mechinic and forwards onto the General Manager for
initiation of the job.
General Operation The General Manager is responsible for tracking, managing, assigning,
Manager scheduling, checking jobs on completion and entering information into
the tracking log. Directs, administer, and approve the operational steps
of this procedure and maintain all documentation.
Maintenance The Maintenance Mechanic is responsible for performing the work
Mechanic detailed through the Repair Request, charging labor & material against
the Repair Request and reporting.

6.0 Health and Safety

There are no physical hazards specifically identified in this process. All safety practices must be
followed in each department when procedure takes place.

7.0 Required Equipment

Materials Required Special Tools

 N/A  Repair Request Database

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Managing Repair Request 10.0-01
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Maintenance Department – General Operations Manager
Date: 12/12/17

8.0 Process Flow

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Managing Repair Request 10.0-01
Revision: 0
Maintenance Department – General Operations Manager Date: 12/12/17

9.0 Procedure

9.1 Repair Request is Generated by Requestor

Access the Repair Request Database

on the U:\Operational & Maintenance
Procedures\10.0 Maintenance

The Requestor completes, at a minumim, the follow information:

 Repair Request Number – Automatically generated
 Date of Request - The current day is the default date; however, the field can also be
changed manually by clicking the calendar icon.
 Urgent Request – Is a 1 through 4 rating, 1 being ugrgent.
 Reference Number – This can be used for referencing a nonconformance number or any
other idenifyer.
 Work Type – See Section 10.0 Work Type
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Maintenance Department – General Operations Manager Date: 12/12/17

 Type – There are 5 types, Production, Building Maintenance, Safety & Health,
Nonconformance and Other.
 Equipment Number
 Requestor
 Description or Repairs Needed

9.2 Printing Repair Request

The Repair request can be printed out before or after
completion of the repair for your files. The database will
be used as a history for all repairs made.

9.3 Task Planning

The General Manager reviews all Repair Request and determines whether there is available
resouses to perform the job, also the size of the job, if the job is too large, the job can be made
into a planned minor project (MP), at this time the Repair Request should be closed and a MP
inicated.

9.4 Recourses Availability

If resourses are not avaliable the work is resceduled pending available resourses, unless the job
is Safety & Health, Environmental, DOT related or critical equipment is down, resourses must be
allocated.

9.5 Repair Request is Assigned

The General Manager assigns the Repair Request to a Maintenance Mechanic and logs the
information into the Repair Request Database.

9.6 Materials and Parts Required

The Maintenance Mechanic determines whether materials/parts are needed. If materials/parts
are needed are required the Maintenance Mechanic follows Sections 9.9. If not materials/parts
are required move to Section 9.7

9.7 Awaiting Materials/Parts

If awaiting materials/parts the Maintenance Mechanic will inform the General Manager and the job
will be rescheduled until they arrive. The General Manager will inform the requestor and reassign
work to the Maintenance Mechanic.

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Managing Repair Request 10.0-01
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Maintenance Department – General Operations Manager Date: 12/12/17

9.8 Materials are Received

Materials/parts received the Maintenance Mechanic will inform the General Manager the parts
have arrived. The Maintenance Mechanic will subsequently schedule the job.

9.9 Work is Performed

The work is performed based on the details on the Repair Request. If the scope of the job is
larger than anticipated, the Maintenance Mechanic will inform the General Manager. Revisions to
the job/scope will be made as necessary.

9.10 Purchase Order (PO)

POs are generated for purchasing materials/parts. The PO can be obtained from the receptionist
or the accounting department.
The Maintenance Mechanic must have all necessary information before obtaining a PO; cost and
vendor name, the vendor must be in the accounting system in order to obtain a PO and purchase
parts. If the vendor is not in the system the parts may have to be paid by credit card (see a
manager to do so).
 The PO is to be use to purchasing materials/parts only for that specific job.
 Vendor invoiced for purchased materials/parts must be turned into acounting

9.11 Work Completed Validated

The Maintenance Mechanic will ensure work was performed acceptably. The Maintenance
Mechanic will get with the requestor to sign off that work was completed is satisfactorly. If the
work was not satisfactory the work will be reworked until work is satisfactory, then determined
whether the Repair Request / project should be closed.

10.0 Update/Edit
To edit a request at any time, you have the option from
the Main Menu or in the Open Repair Request page. In
the Open Repair Request page type in the repair request
number or use the drop down box to find a Repair
Request. Please do not edit the Repair Request when
the repair is in progress.

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Managing Repair Request 10.0-01
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Maintenance Department – General Operations Manager Date: 12/12/17

11.0 Repair Request - Repair Request is Closed

The Maintenance Mechanic completes the Repair Request including labor hours, date complete,
PO for materials/parts purchased costs that are charged against the job, and a signature.
All information will be entered onto the Repair Request Database. The original Repair Request
will be signed off and returned to the requestor. The database will be used for machine/job
history.

12.0 Records

Retention Responsibility/
Record Description
Record Location Minimum Retention Time
General Manager /
Repair Request Database N/A
U Drive

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Managing Repair Request 10.0-01
Revision: 0
Maintenance Department – General Operations Manager Date: 12/12/17

13.0 Appendix 1
The following describes each work type use in the database.

Work Type Abbr. Definition

Repair Request RR Work that does not affect the reliability or maintenance history of not
related to a failure. Typically driven by any assets/locations and is customer
request.
Minor Project MP Smaller changes, enhancements, and upgrades to assets/locations that do
not require a contract. May require some design assistance and level 1
permitting, but limited to work with a single funding source.

Preventive PM Proactive work to maintain an asset/location in performance of its designed

Maintenance intent.

Job JOB Larger changes, enhancements, and upgrades to assets/locations that

require a design assistance, engineering and involve funding sources.

Fixed Task FT Routine, recurring, operational work. (Also known as Standing Orders.)

Safety SA All jobs related to employee safety or safety to the facility

Environmental EN All jobs related to regulatory compliance

DOT DOT DOT fleet maintenance jobs

Nonconformity NC ISO related jobs

Building Maintenance BM All building related jobs, including upgrades

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