sops - improving facilities operations
TRANSCRIPT
SOPs – Improving Facilities Operations
Standard Operating Procedure
Preventative Maintenance Procedure
Facilities Operating Procedure
cGxP – current Good Manufacturing Practices
Guidelines / Handbook
Is it really that necessary?
Is it really that necessary?
Reduction in rework Used to train, hold accountable, remind team of
steps Used by planner for parts, tools, inventory Safety, required for compliance Consistency, regardless of employee, staff Eliminate outside contractors possibly Customer (user, member, congregant)
Satisfaction Lower long term cost / expense
Why have Procedures
Let’s discuss today how SOP’s should be:
Simple Organized Prioritized Accessible
Show some Examples Opportunities for Procedure Improvement
Discussion / Questions
SOPs
Simple
Clear Repeatable Facility / Campus specific Owner’s manual simplified Check list, check boxes, maps, color coded Wording / Language related to Reader / User Volunteers able to complete after reading Makes training easier
Simple
Simple
Simple
Simple
Organized
Inventory Begin folders / binders / naming system Calendar system Code system Consistent across campus Directly related or same as PM / attached to
PM
Organized
Organized
Organized
Prioritized
List and Audit Impact to people Impact to operations Impact to facility What have people missed in past or made
mistakes at Lessons learned / incident reports Overall cost (for not having a procedure)
Prioritized
Prioritized
Accessible
Easy to get to Overcomes Language barrier – Understanding difference Laminated posted clipboard not removable Pictures – posted on wall Maps included - visual On-line… connected with PM - attachments Like SDS – in custodial closet where chemicals exist Location relevant… to tools, cart, building, classroom,
equip
Accessible
Accessible
Accessible
Accessible
Facilities Specific: PM’s / Operational Procedures / Checklist Fly system Baptismal Trailer Use checklist Coffee Station Time sheet Sewage Pumping station Quarterly vs Semi-Annual HVAC cleaning and filter
change. Carpet Cleaning procedure and checklist Fire Alarm Testing
Examples
Campus Wide: Employee Handbook Benevolence Policy Vehicle Policy Vacation / Time off Request Policy Wedding Policy Facility Use Policy Kitchen Policy Security Policy Childcare Guidelines New Ministry Start-up Request
Examples
Example – Fly System
WC Stage Manual Rigging SystemDo Not Operate: Trained Authorized personnel only 1. Inspect area around winch
(winch mount, bolts, clew, wire rope clamps for signs of damage or loose connections)
2. Raise (clockwise) bar slightly to take load on to the winch and remove load from safety cables (Using 5/8” drive handle or strong electric drill with 5/8” socket drive)
3. Disconnect safety cables from Clew4. Lower bar (counterclockwise) checking
all areas clear – Ensure everyone stands clearBar height above floor should be no lower than 5’
Example - Baptismal
Example – Trailer Towing
Example - Coffee
Classroom
Laundry / Kitchen
Example - GFCI
Example – Complex… Sewage
List – Prioritize Numbering / Code System Template Approval or review step Training and communication / marketing Publishing Standardize / Institutionalize / New Normal Enforce / Audit / Review Improve / Report
Getting Started
Template Name / Title Tools / equipment / Safety Time Location Steps Map / drawing / picture Sign Offs
Getting Started
Standardizing In-Box or folder holders or posted calendar, e-
mail notifications of assignments Sign off Steps / checkboxes and supervisor
review Labor hours reported on as confirmation “Resolve” or “Execute” work in database with
login Training and practice with application Show benefits to team, have parts on hand
previously ordered per calendar, ease of use
Getting Started
What areas are the most critical / important What areas are the most urgent What events / incidents in past point to a
need for a procedure
What SOP can you create or improve on your campus starting today?
Questions