LifeWays Operating Procedure

Transcription

1 MAINTENANCE REPAIR AND FACILITIES COORDINATION PURPOSE: To provide light maintenance, after-hours security on-call coverage and Meeting Room set-up for 1200 N. West Avenue (Jackson), and 25 Care Drive (Hillsdale) ADMINISTRATION OF MAINTENANCE CONTRACTS The Facilities Management shall review all billing for maintenance service contracts. The Team shall review all reporting requirements including cleaning documentation, safety inspections, inventories, documentation required for government regulations and accreditation standards. FACILITIES COORDINATION The Facilities Management shall coordinate maintenance services, after-hours on-call security coverage, and meeting room set-ups. Maintenance Services - LifeWays Team Members and Tenants shall access needed maintenance services in the following manner according to the type of service required: Emergency services are defined as those requiring immediate attention. Examples of emergency maintenance services may include but are not limited to: Loss of electrical power Plumbing malfunction resulting in flooding Blood/body fluid spill In the event that emergency maintenance services are required the Team Member/Tenant shall issue a building page requesting Maintenance at the telephone number of the location assistance is required. Same day services are defined as tasks that need to be completed within a reasonable time frame the same day. Examples of same day maintenance services may include but are not limited to: Temperature adjustments Light tube/bulb replacement Restocking rest room paper supplies The Team Member/Tenant shall submit a Helpdesk Ticket and (if the issue is providing a significant disruption of services) may call the Facilities Manager at extension 2489, notifying the Facilities Manager of the desired service, the name of the person calling, and the location where the service is needed. Page 1 of 3

2 Helpdesk Tickets are to be used for maintenance services that require scheduling by the Maintenance Contractor. Examples of scheduled maintenance services may include but are not limited to: Office moves/assembling new furniture Moving bankers boxes/other items into storage Hanging pictures/performing minor repairs Meeting Room setup and supplies LifeWays Team Members shall submit a Helpdesk Ticket for all maintenance, housekeeping, and telecommunications needs. The LifeWays Facilities Manager shall forward approved Helpdesk Ticket to the Maintenance Contractor for completion. Helpdesk tickets that are not approved by the Facilities Manager shall receive proper documentation in the Resolution Field and Closed. The Team Member or Tenant that submitted the request will be notified by the Helpdesk software that their ticket has been closed. The Team Member or Tenant can then log into the Helpdesk software and view the results or status of their request. Tenants who wish to obtain scheduled services for Non-Common Areas of the facility shall arrange for such via submitting a helpdesk ticket. Costs incurred in the transaction for the service(s) shall be the sole responsibility of the Tenant. After-Hours On-Call Security Coverage - The Facilities Manager shall coordinate after-hours on-call security coverage for weekends and holidays with the Maintenance Contractor. The Facilities Manager shall establish and keep current an on-call list that establishes 24-hour 7-day per week coverage to be submitted to the Security System Contractor for emergency needs. Meeting Room Set-Ups - Team Members and Network Providers who wish to reserve a Conference Room may do so by logging into the LifeWays Helpdesk portal and submit a Meeting Room Request Form by clicking on New Request and then changing the request template at the upper right hand of the screen to Meeting Room Request Form. An event requiring a furniture move only shall be submitted no less than forty-eight (48) hours prior to the scheduled event. Conference Room Setup Requests requiring the auditorium walls to be opened shall be submitted no less than forty-eight (48) hours prior to the scheduled event. The Team shall review the request and forward approved requests to the Maintenance Contractor for completion. Requests that are not approved will receive proper documentation of not being approved in the Resolution Field and the ticket Closed. The Team Member or Tenant that submitted the request will be notified by the Helpdesk software that their ticket has been closed. The Team Member or Tenant can then log into the Helpdesk software and view the results or status of their request. Organizations using the facilities for non-agency activities shall contact Customer Services so that Customer Services can follow the process described above on their behalf. There is a nominal donation for the use of the LifeWays Meeting spaces for Organizations that do not office at the West Avenue or Page 2 of 3

3 Care Drive facilities. Expenses incurred, as a result of the activity shall be the sole responsibility of the organization using the facilities. REFERENCES Form LifeWays Security Incident Report (#146) Workspace Decorating Guidelines for LifeWays Staff HISTORY Effective 04/01/2001 Rev. 12/02, 8/04, 9/05, 5/07 Page 3 of 3

4 LIFEWAYS SECURITY INCIDENT REPORT FORM Complete the form as soon as possible post-incident. Submit to LifeWays Safety Officer within 24-hours. Your Name: Date of Incident: Your Employer is: Time of Incident: a.m./ p.m. Location of Incident (be as specific as possible office numbers, security partition, etc.) Was the Building: open to the public closed operational staff present unsecured closed - unoccupied closed maintenance staff present What Type of Incident Occurred: unauthorized access to area security alarm sounding security system not armed attempted/actual theft attempted/actual act of violence threat attempted/actual property destruction person(s) wandering in building fire alarm pulled computer related other (identify circumstance): Were you notified by Safety Systems: no yes explain circumstances: Who was involved: stranger(s) consumer(s) consumer s family/significant other employee employee s family/significant other Police Fire Department other: If you know the person(s) name write it here: Describe the Incident (if you need additional space use the back of this form and additional sheets if necessary. Indicate, if possible, who was responsible. Also indicate if Safety Systems, Police, Fire Department, etc. were involved and response times): Personal injury : no yes/describe: Property loss/ damage: no yes describe: Witnesses: no yes please identify if possible, describe if needed: Follow-up you conducted: Further follow-up action required: Your signature: Date: LW# 146 Revised

5 Workspace Decorating Guidelines for Staff The decision to update the interior of LifeWays is happening for a variety of reasons, with the most important being the need to create a welcoming environment for our consumers and community, while maintaining a professional atmosphere. Along with this comes the need to create rules for decor that would assist in maintaining an atmosphere that is appealing to visitors, as well as, provides a realistic workspace for staff. A Decor Committee has been created to evaluate, as well as, make suggestions regarding changes to the overall surroundings at LifeWays. The following guidelines for decorating and organizing your workspace were developed as a part of the committee s tasks, through consultations with an interior designer, and may ultimately lead to some reconfiguration of work space. Common and Reception Areas 1. Workstations in common areas should be neat and organized. 2. Boxes should not be stored on visible floor areas, but rather in a designated storage location. LifeWays can assist with finding locations for these items. 3. Decor placed on desktops is limited to framed pictures, plants, calendars and limited personal effects. 4. Informational pamphlets and other marketing materials should be displayed in the appropriate location. Lobby tables should be clear and free from these materials. 5. There should be no decorations or items hanging from the ceiling. 6. Any items for display on walls must be pre-approved by the interior decor committee. In most instances, this will be limited to framed art, business related items and required safety and human resource information. Paper items should not be tacked or taped to walls for any reason. Plastic wall mounts have been provided in designated areas. 7. Holiday decorations may be tastefully displayed on office doors and mailboxes in your immediate area. 8. Holiday decor for lobby areas can be displayed once approved. Office Areas 1. Offices will be painted colors that coordinate with the overall color scheme of the interior of the building. A selection of colors is available for you to choose from. 2. Paper items should not be tacked or taped to walls for any reason. A corkboard can be purchased for the displaying of paper items, at LifeWays expense, and mounted on the wall with the appropriate brackets. 3. PUSH PINS and TAPE on walls and doors is strictly prohibited. 4. Decor placed on desktops and in offices must be tasteful and minimize the appearance of clutter. 5. Floors must be free from debris and clutter. 6. The use of electrical items must have prior approval of the facilities manager. No extension cords can be used. Only power strips will be allowed. 7. White boards are not permitted on doors as the marker ink stains the door over time. An interior decor committee will exist to assist staff in choosing paint colors for offices, making decisions about holiday decorations, and to discuss any special requests. The committee must also review any deviations from the guidelines above. This committee will consult the CEO in the event that the decision warrants the CEO s involvement.