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.
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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.
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
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.
Preventative Maintenance—Preserving the Value of Your Assets
Prepare an Inspection Cart What are the benefits?
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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.