MAINTENANCE REQUEST OPERATION PROCEDURE

Purpose: 

Facilitating timely, correctly handle Maintenance Request, improving maintenance quality

Procedure:

1. The Maintenance Request is in triplet, respectively in white, red, and yellow.

2. The Maintenance Request should be filled in and signed by the requested department, in which indicated Priority No. (A- As soon as possible, E- Emergency, N- Normal), then be sent to the Duty Engineer Office. Receiver should sign his name, time and date on the red sheet and to be taken back to the requested Department.

3. Duty Engineer/Supervisor should register and keep yellow sheet in Duty Office upon the receipt of the Request. Only white sheet is used for processing the Request. 

4. Upon the assignment is completed, the operator should record name of the replaced spare parts and the reason of damage in the logbook.

5. Upon the assignment is completed, the operator should sign on white sheet, e.g.: starting date & time and completion time, and the requested Department should sign on the Request, too. The operator should submit white sheet to Duty Engineer/Supervisor, if there is no signature or inspection from the requested Department available. 

6. Duty engineer / supervisor should check result of repairing. 

7. If one work Request need to be processed by more than one staff, Duty Engineer / Supervisor should coordinate correctly and make sure that the repair is in smooth progress till finished.   

8. If the work Request need be canceled, it should be signed by Director of Engineering. If receiving the same work Request, should register until work finish.

9. If work Request not being clear, duty engineer/supervisor should ask the requested dept to re-filling the work Request sheet again.

10. Every day, duty engineer/supervisor should check work Request and repairing items involved higher cost should be reported to Director of Engineering immediately.  

11. Completed work Request sheets should be handed in duty engineer/supervisor, who will sort out and priorities work Requests then recorded work Requests about name of worker and items of repairing in the log book one by one. 

12. After checking work Request sheets, duty engineer / supervisor should send them back to ENG office and it should be completed collected by Engineering Department at the end of every month for check.

13. If tasks haven’t been finished, work Request sheet cannot be admitted to take out of duty office.  

14. Must give a reasonable account of uncompleted work Request sheets. 

15. The form is only used for daily maintenance; some important action should be approved by dept. head.

16. Make/Purchase something new which cost more than Rp.XX should be approved by GM. 

17. It is concerned department that forwards the feedbacks on repair & maintenance info, status to Engineering Department every month (Please see the attached ‘Work Order’ and ‘Flow Chart’).