FM Project Files Management Procedures

Transcription

1 GUIDELINE: Applies to: All Facilities Management Employees PURPOSE: To establish a standardized process for the record keeping of documents related to all projects assigned to Facilities Management (FM). These records, whether electronic or hardcopy, are important records of the work performed by FM and must be organized for easy retrieval by authorized FM staff. By establishing a standardized folder, FM can facilitate consistency amongst projects, reduce workload by using a template and ease the alignment of electronic and hardcopy file structure. DEFINITIONS: A. Record Any document, device or item, regardless of physical form or characteristic, created or received, that serves to provide evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of a project. B. Non-Record Any document that does not document the function, policies, decisions, procedures, operations, and activities of a project. C. FAMIS Current software purchased by the University to manage the maintenance, repair and renovation of its facilities. D. Capital Renewal and Deferred Maintenance (CRDM) Projects for the maintenance and repair of public areas in buildings and grounds approved by the CRDM committee for execution. E. Job Order Contract (JOC) A University of Houston contract with select vendors as defined by the JOC Process. F. Continuing Services Agreement (CSA) A University of Houston contract with select professional services vendors as defined by the CSA process. G. Project Manager (PM) Any employee assigned to manage a project. H. Records Manager (RM) Any employee assigned by the Lead Senior Manager to oversee the proper execution of the Records Management Plan. BACKGROUND: It is the responsibility of the Project Manager to keep accurate records of projects to serve as a historical record for its real estate and for auditing purposes. These records serve as evidence of the decisions/approvals made throughout the project as well as serving as a benchmark for future projects. All documentation should be filed in a way to allow for quick and easy access by all employees and supervisors of FM. The project folder serves as the basis for organizing all project documents. By keeping both electronic and hard copies of these documents, it ensures all pertinent documents will be available. Facilities Management Project Files Management Procedures Page 1 of 5

2 GUIDELINES: A. Identifying Records If you answer yes to any of the questions below you may have a record: Was it created in the course of project business? (i.e., correspondence, agreements, contracts) Does it document project activities and actions? (i.e., change orders, purchase requests, approval memos) Is it mandated by statute or regulation? (i.e., asbestos manifest) Does it support financial obligations or legal claims? (i.e. invoicing, funding agreements) Does it communicate project requirements? (i.e., policies, procedures, drawings, specifications) Once a project is created, the following nomenclature must be utilized when referencing any project files. The Project Manager will be given a drop down option box that will limit the selection of specific categories. PeopleSoft Naming Convention: Building Number; Work Type: Location: Space Type; Work Order Number Ex: 518RenoW212Lab Project Folder Naming Convention: (Exterior Tab) Building Number; Work Type; Location; Space Type; Work Order Number; Project Number Ex: 518RenoW212Lab245458_M B. Project Folders 1. After a work order is assigned to MPP, the Principal Project Manager will direct the designated RM to build the project folder. The RM will be responsible to set up the initial electronic and hardcopy project file using the standard Project File Structure. Project Managers should consult with the RM to discuss projects where one project folder will not accommodate all needed information. The administrative staff will then build separate folders for each phase of the project. 2. Each work order will have its own folder which should be an eight part classification type folder. 3. The RM will label the folders in the following ways: Interior tabs: Work Order Estimate/Scope Contract Documents Invoices Meeting Minutes Transmittals/Drawings Correspondence Project Evaluation/Closeout Materials Interior Tab Location Exterior Tab Location Facilities Management Project Files Management Procedures Page 2 of 5

3 Interior tabs will be affixed from left to right starting from the inside cover and proceeding to the preformed tabs. Project Evaluation/Closeout Materials label should be affixed centered at the bottom of the folder due to conflict with the exterior tab label. If the Project Number is not known at the time of the folder creation, the RM should leave this space blank and the PM will be responsible for handwriting in the number once known. The PM should request that the RM make a new label to reflect the change. The RM will place a Project Summary Form under the Work Order Tab for the PM to fill out. C. Project Folder Filing Procedures 1. The PM will file all project documents in the project folder under the appropriate tab. It is the PM s responsibility to keep the folder orderly throughout the duration of the project. 2. The PM will store their project folders so that they are made easily available for management. The intent is that all project information is available to the delegated authority in the event that the PPM is not available. 3. Upon project close out, the PM will purge duplicate forms, correspondence and/or paperwork that adds no value. The PM will send the folder to the RM for filing. 4. RM will ensure that the project summary form (Attachment A) is completed. They will then batch scan all project documents, in the order of the Standardized File Structure, to the Archivist for uploading in the ADEPT system. The Project Summary Form should be the first document in the batch scan. 5. The RM will give the project folder and associated reports, surveys and operation and maintenance (O&M) manuals to the Archivist for permanent filing and retention. 6. The PM will ensure that copies of O&Ms are distributed to the Zoned Maintenance and/or Technical Trades Shops. D. Electronic Files Area 1. An area shall be designated on the Plant Operations shared drive for the electronic filing of project documents. The area shall have folders for each building (ex: 585 General Services Building). Within each building folder, RM shall make a folder titled with the year, project number, work order number and project title (ex: WO# Repair Roof Leak) 2. The RM will then add interior folders reflecting the Standardize File Structure. 3. PM s will save all electronic project documentation in the electronic file area. 4. Upon project close out, the PM will purge duplicate forms, correspondence and/or files that add no value. 5. The PM will transition the electronic file, via the Shared Drive, to Archivist for permanent retention. E. Management Facilities Management Project Files Management Procedures Page 3 of 5

4 1. All significant records are to be saved in a Outlook Data File (.pst). 2. When sending s, make sure the subject line is descriptive and brief. The subject line must include the project number, work order number, and topic. 3. Once the project is completed, the PM shall purge duplicate correspondence and copy the project folder into the electronic project folder. F. Facilities Management Software 1. All FM staff shall utilize the most current UH facilities management software to its fullest extent in the documentation of project events. Pertinent dates, events and costs shall be logged into the appropriate area as defined by the training sessions. 2. All employees shall be trained by the designated trainer no later than 20 working days after implementation of this regulation and/or hire. G. Consolidating Existing Project Records All existing project records will need to be consolidated into the main project file (hard and electronic) following the new Standardized File Structure by the end of FY This includes hardcopy and electronic documents. The assigned RM will assist the PMs in completing this transition. Facilities Management Project Files Management Procedures Page 4 of 5

5 Attachment A Project Summary Project Name: Project Number: Contract Number: Project Manager: Work Order Number: Completion Date: Building Number(s):,,,,, Building Name(s): Brief Description of the Project: Facilities Management Project Files Management Procedures Page 5 of 5