Operating Policy and Procedure

7/28/2019 Operating Policy and Procedure

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OPERATING POLICY & PROCEDUREPPPDMO-SMU


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OPP 01.01 Departmental Work CoordinatorsDATE June 06, 2013PURPOSE The purpose of this Operating Policy/Procedure (OPP) is to

define the role of the Departmental Work Coordinators for

building maintenance in campus buildings.REVIEW This OP will be reviewed by

___________________________________________________

___________________________________________________

___________________________________________________


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POLICY/PROCEDURE

Responsibilities of the campus departmental work

coordinator for the establishment, control, and

administration program are as follows:

The Departmental Work Coordinatoris normally

the single point of contact within each school/office

for facility matters, responsible for reporting work

requests to the PPPDMO and maintaining a status

of all requested work in their functional area.


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GENERAL

In facilities where more than one school/office

shares space, the coordinator with the majority

of the space is the primary building coordinator.


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GENERAL

In order to achieve better communication and

improve maintenance service in all campus

buildings, each school/office will appoint a work

coordinator from their staff.


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GENERAL

The work coordinator will furnish PPPDMO with

needed information as well as informing

department staff on the status of submitted work

requirements.


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DEANS, DIRECTORS, AND DEPARTMENT

HEADS

Deans, Directors, and Department Heads have the

authority and responsibility to establish a work

coordinator function within their area of

responsibility. These responsibilities include, but

are not limited to, the following:


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HEADS

Appoint a work coordinator for the department. The

work coordinator should coordinate all maintenance

work in building(s) assigned to the department and

be available during the normal workday (e.g., an

administrator, secretary, etc.). Facultyrepresentatives are often unavailable due to

classroom teaching schedules.


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HEADS

Notify PPPDMO when a new work coordinator is

appointed.


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HEADS

Ensure that the work coordinator maintains a record

of all work requirements submitted to PPPDMO.

This record should include the date of the request,

work description, locations, work order number

(obtained from PPDMO), and a completion date.Obtaining a work order number is essential for

follow-up on the status of work orders.


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HEADS

Ensure, unless it is an emergency (e.g., gas leak,

water line break, etc.), that department personnel

report building maintenance requirements to the

Departmental work coordinator. The work

coordinator will then report it to PPPDMO duringnormal duty hours (Intercom #167) or hold it for the

preventive maintenance crew on their next

scheduled visit.


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PPPDMO

PPPDMO is responsible for the overall administration

of the university work coordinator program. The Head

of PPPDMO is responsible for:

Achieving good communication with university

departments through the use of departmental work

coordinators and PPPDMO personnel.


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PPPDMO

Conducting training sessions as needed for all

assigned departmental work coordinators. These

sessions will provide a communication network to

keep work coordinators informed of their

responsibilities, changes in PPPDMO operationpolicies, and to answer any questions the work

coordinators might have. Incumbent work

coordinators are also encouraged to attend these

sessions.


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PPPDMO

Providing customer feedback opportunities through

the use of the PPPDMO Survey. These surveys are

sent to the work coordinator after work is completed

and the work order is closed.

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Operating Policy and Procedure