Bernalillo County Fire & Rescue Facility and Fleet Work Orders Policy PDF

**PURPOSE** The purpose of this policy is to standardize the way facility and fleet work orders are created, addressed, and followed through to completion. **POLICY** It is the policy of Bernalillo County Fire and Rescue (BCFR) that all fire department personnel follow these procedures in order t...

**PURPOSE** The purpose of this policy is to standardize the way facility and fleet work orders are created, addressed, and followed through to completion. **POLICY** It is the policy of Bernalillo County Fire and Rescue (BCFR) that all fire department personnel follow these procedures in order to ensure that an accurate process is followed in the creation and completion of work orders. **PROCEDURE** I. **ROLES AND RESPONSIBILITIES** A. Logistics Division 1. When a work order is received it will be processed and addressed to the appropriate department or vendor for completion. 2. Upon receipt, and throughout the process until the job is completed (or denied), logistics will update the work order when changes occur. This will keep the stations notified of delays or other issues with the work order. 3. They will work with the Battalion Commanders on getting issues resolved and communicate any delay in projects. 4. Once a month, logistics will be responsible for performing an audit for each station, going through outstanding work orders and communicating with the station Captain the need to close out all completed work orders that may have been overlooked. 5. Fleet work orders will be assigned to fire fleet shops. All further processing of fleet work orders will come from them. 6. Logistics will be the go between for issues with fire fleet and the field crews. B. Fire Fleet Shop -- "The Shops" 7. The Shops receives all fire fleet work orders and will process, assign, and complete them as appropriate. 8. Once the work order goes to the shops, they are responsible for updating, closing and finalizing those work orders. C. Battalion Commanders 1. Work with the officers under your direct supervision each month to ensure that facility and fleet work orders have been verified, updated, or finalized so that issues are taken care of in a timely manner or removed if they have been completed. 2. Contact logistics on-call personnel for after-hours facility emergencies. 3. Contact ogistics to notify fire fleet shop supervisor to resolve fleet issues. 4. After hours, weekends, and holidays the battalion commander will contact the on-call mechanic to resolve fleet issues. a. If no response is achieved after multiple attempts, the battalion commander will contact the on-call logistics person. D. Captains 9. Are responsible for submitting facility work orders for their station. 10. Review all fleet and facility work orders the first shift of the month. 11. They will update facility work orders as they are completed. 12. Contact the regional battalion commander for any emergent facility or fleet issues. 13. Maintain oversight and updating status of station and vehicle work orders. a. Updating of facility and vehicle work order status and status inquiries. b. All non-emergent facility work orders are to be submitted by the captain. c. Emergency facility work orders may be submitted by respective on duty officer. d. When a work order has been resolved, the station captain will close out the work order. Before closing out the work order the following must be completed: a. In the station comments section: what was done to resolve the issue, who came to fix the issue, and any information provided by the crew that worked on resolving the problem. b. If the work order status has not been updated; update to appropriate status (open, in process, on hold, complete, denied). c. Provide the date the work order is completed. d. Place your name in the submitted area. e. Click approve to close out work order. E. Lieutenants 14. Complete fleet work orders. 15. Report all non-emergent facility issues to the station captain. 16. Contact the regional battalion commander for any emergent facility or fleet issues. 17. When a work order has been resolved the station officer shall: a. In the station comments section: what was done to resolve the issue, who came to fix the issue, and any information provided by the crew that worked on resolving the problem. b. If the work order status has not been updated; update to appropriate status (open, in process, on hold, complete, denied). c. Email the station captain of the updates done to the work order. F. Engineers 18. Are responsible for communicating all issues with apparatus or equipment to the station officer. 19. They are to submit fleet work orders for issues with any of the apparatus in the station. 20. They are not solely responsible for checking the apparatus; however, the other personnel are to relay any issues with the units to the Engineer so that proper paperwork may be completed. 21. Equipment issues are to be reported to the station officer. 22. Engineers shall review the work orders for their units each week and update the work orders as appropriate. 23. Submissions of Fleet Work Orders for routine Preventive Maintenance (PM) d. A fleet work order is to be submitted by the engineer notifying the need for PM. Work order should be submitted approximately 100 miles prior to the mileage stated on the PM sticker affixed to the windshield e. If mileage sticker is missing, contact fire shops via email for replacement sticker (BCFR Fleet Shops) - Include unit number, unit designation, and current location in your request. f. Include all officers and engineers at the respective station in these work orders and requests. II. **CREATING A WORK ORDER** A. Work Orders will be completed in the appropriate system for submission. a. Facility work orders are completed using the power app in the BCFR SharePoint site. b. Fleet work orders are to be completed in the ticketing system in Vector Check-iT. B. For emergent issues, contact the commander on duty and follow up with a work order as soon as possible. 1. Facility a. Facility work orders shall be addressed to all regularly assigned officers of the station. b. If a float is assigned to the station/region on a semi-permanent basis; that Lieutenant or Captain should be included as well. c. **When entering a new work order enter the necessary information:** d. Date -- Enter the current date e. Station -- Enter the station at which the repair is needed, or the apparatus is assigned to. If the unit is a spare, this designation should be noted as SPARE. f. Shift -- Enter the letter for the shift that the work order is being submitted on. If your work location is at the Atrium, Training, or the Shops you will choose "M-F". g. Prepared By -- Enter the name of the person submitting the work order. h. Copied To -- Personnel that would need to know about the issue i. Work order type j. Explain issue k. Attach other documents as needed l. Select the submit facility work order requests button to complete 2. Fleet a. Fleet work orders shall be addressed to all of the regularly assigned station Engineers and officers. b. If a float is assigned to the station/region on a semi-permanent basis; that Engineer, Lieutenant, or Captain should be included as well. c. **Entering fleet work orders through Vector Check-iT** d. **Select tickets** e. **Select create ticket** f. **Fill out create ticket form** g. **Submit the form by clicking the create button on the bottom of the form.** C. 1. Facility work order types -- Choose the most appropriate category from the drop down menu that best suits your work order. - - - - - - 1. Fleet work order types -- Choose the most appropriate category from the drop-down menu that best suits your work order. 1. - - - - - - - - - - 2. Station item deficiencies not listed above should be handled by submitting a detailed email to BCFR Logistics. The email should be cc'd to the other station officers. D. 1. Please describe the issue with as much detail as you possibly can. a. Please be professional and courteous, other entities are viewing the work orders as well. 2. Give descriptions, locations, troubleshooting attempts, and things you have ruled out. If pictures will help in the determination or resolution of the problem attach them to the forms b. Facility work order attachments need to be applied prior to the submission c. Fleet work order attachments can be applied after submitting the work order at any time while the work order is open 3. Only one issue per work order. If you have multiple deficiencies/problems/issues you must fill out a separate work order for each issue. III. **PROCESSING OF WORK ORDERS** A. Once the facility work order has been submitted it is automatically addressed to the appropriate division. A fleet work orderwill go directly to fire shops and if it is a facility work order it will go directly to Logistics. B. 1. C. 1. d. All other vehicles (small fleet) go through the Broadway shops and do not require a work order to be submitted. For small fleet issues contact logistics directly. 2. A member of the shops will issue a work order number for that specific Item. IV. **COMMENTS** A. 1. This area is to be used by all personnel to make notes, ask questions/clarification, and give status updates on the issue for that work order. B. Logistics Comments 1. This area in the facility work order form is to be used by members of the logistics division to make notes, ask questions/clarification, and give status updates on the issue that the work order was created for and communicate between Facility Maintenance Shop (FMS) and the station personnel. C. Station Comments 1. This area in the facility work order form is to be used by any station officer (or Engineer for Fleet work orders) that is on duty when the work is performed a. b. c. D. FMS Help Comments 1. This area in the facility work order form is to be used by FMS to give any updates, ask questions, or send any information pertaining to the issue that is addressed by the work order. V. **WORK ORDER STATUS** A. 1. Once given a work order number, and the issue has been investigated, the issue may be assigned a "Status". Possible choices for "Status" include: a. Open -- this is an active work order and will be addressed as soon as they are able to get to it on their list. b. In Process -- this is an active work order and is in the process of being worked on by facilities, or a vendor. They may have to come back to finish working on the issue. Will be back to finish working on issue in less than two weeks c. On Hold -- there are other factors that have to come together before this item can be addressed. It may have to go through a different entity or it may be waiting on money to be allocated to take care of the work order. Parts may be on order and have an extended delivery time. Extended on hold times may result in the work order being closed out. d. Complete -- the work order and been completed and the work order can be closed out. e. Denied -- it has been determined that the request that was submitted will not be addressed for one reason or another. 2. If a status of on-hold or denied is entered, a brief explanation may be entered into the logistics comments area by the logistics personnel 3. a. It will be marked as denied, b. An explanation will be entered into the comments sections, c. The Work Order will be moved over to the Archive Folder as "Complete" because it will not be addressed further. E. Fleet d. Fleet work order status is displayed in the ticket dashboard 1. Initial findings 2. In process 3. On-hold, at vendor, RM, parts 4. In Repair 5. Completed e. Once completed the work order will stay for ten days then go into archive. VI. **WORK ORDER UPDATES** A. - Who came to work on the project? - What was done, - Was it was completed, - The name and badge number of the person making the note, - The date the note was entered. B. Work orders are to be gone through weekly by the station officer (or a designee) to verify and update all facility and fleet work orders. 1. Update the work order with any repair status changes. A description of partial work completed, or request for work order status will be entered in the "Station Comments" section. 2. Note is to be followed by the date, name, badge number, and date of the person entering the comment. VII. **WORK ORDER COMPLETION** A. 1. When the work order is completed by fleet personnel, the Fire Shops Administrative Assistant will complete the remaining fields of the section: a. 2. Once completed, the work order will stay in the completed folder for a specified time then archive within Vector Check-iT. B. 1. a. In the station comments section: what was done to resolve the issue, who came to fix the issue, and any information provided by the crew that worked on resolving the problem. 1. Work Order Status: b. If the work order status has not been updated; update to appropriate status (open, in process, on hold, complete, denied). 2. Work Order Completed: c. Provide the date the work order is completed. d. Place your name in the submitted by field. e. Click approve to close out work order. 2. a. b. c. When a work order is reported to be complete, a member from Logistics will enter the remaining fields of the section. 1. Switch the "Order Status" to "Complete" 2. In the "Submitted by" section, the name of the person who is closing out Work Order is selected. a. Once completed, the work order will be moved to the Facility Work Order Archive folder. If you wish to follow up or see any further information on this item, you will have to find it in the Archive folder. **REVIEWED/REVISED** [06/20/2024] - Complete re-write.