Document Title: Effective

PREVENTIVE MAINTENANCE Date:

Feb. 6, 2019

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ECIS-002-ED-MS-001 PROCEDURE 000

PREVENTIVE MAINTENANCE

EAST CENTRAL INTEGRATED SCHOOL

 Document Title: Effective
PREVENTIVE MAINTENANCE Date:
Feb. 6, 2019

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ECIS-002-ED-MS-001 PROCEDURE 000

DOCUMENT HISTORY

Rev. No. Description of Change Rev. Date Originator Date of

Origination

000 Initial January 23, Dr. Reynardo C. Barrozo January 22,

2019 2019

Distribution:

All Units will be given a copy.

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1.0 PURPOSE

1.1 This document describes the policies and procedures in the preventive maintenance
of ICT equipment, school furniture and fixtures, and school buildings. These policies
and procedures are part of the quality management system.

1.2 The purpose of this procedure is to initiate a system where maintenance services
identify the equipment to make it from one planned service to the next planned
service without any failures caused by fatigue, neglect, or normal wear (preventable
items).

1.3 This document is designed to preserve and restore property reliability by identifying
and replacing worn units or components before they actually fail. It aims to ensure
that all equipment is available and in good running condition and is always in optimal
condition.

1.4 The procedure of maintenance activities includes partial or complete overhauls at

specified periods, depending on the nature of perceived or identified breakdowns.

2.0 SCOPE

2.1 This procedure covers preventive maintenance of ICT equipment, school

buildings and furniture and fixtures. It includes a schedule for periodic maintenance
and check-up to prevent breakdowns or other related problems occurring in the
future. It also covers actions to take to solve problems after they have occurred.

2.2 This procedure includes protection of equipment due to changes in electrical

supply, obsolescence, protection from environmental conditions such as flooding,
humidity, temperature variations and dusts.

3. 0 DEFINITION OF TERMS

3.1 Preventive maintenance is maintenance action that is regularly performed on a

piece of equipment to lessen the likelihood of it failing. It is performed while the
equipment is still working so that it does not break down unexpectedly.

3.2 Equipment - is a gadget or machine that performs a particular action necessary

for a particular purpose.

3.3 Preventive Maintenance System - a system that schedules and documents the
preventive maintenance activity required and performed on process
equipment.
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3.3.1 Preventive Maintenance Procedure – a description of required action to be

performed on equipment.

3.3 Preventive Maintenance- the care and servicing provided by personnel for the
purpose of maintaining equipment in satisfactory operating condition by
providing for systematic inspection, deletion and correction of incipient failure
either before they occur or before that develop into major defects.

3.3.1 Repairing equipment- restoration of a broken, damaged or failed

device.

3.4 Preventive Maintenance Coordinator - an employee who is responsible in

ensuring that the preventive maintenance activities are performed at the
appropriate time.

3.5 Software - is a general term for various kinds of programs or codes used to
operate computers and related devices.

3.6 Hardware - refers to the physical aspects of computers and related devices.

3.7 Malware or malicious software - is any program or file that is harmful to

computers. Malware includes computer viruses, worms, Trojan horses and
spyware. These malicious programs can perform a variety of functions such
as stealing, encrypting or deleting sensitive data, altering or hijacking core
computing functions and monitoring user’s computer activity without their
permission.

3.8 School furniture - large movable equipment, such as tables and chairs, used in
school, office or other space suitable for living or working. Fixture is an
equipment that is required so that the machine or system will properly
operate, such as a bulb or lamp fixture.

3.9 School buildings – a roofed, walled structures in school built for permanent use

4.0 REFERENCES

4.1 Quality System Manual

4.2 ISO 9000:2015 - Vocabulary and Fundamentals Standard
4.3 ISO 9001:2015-Quality Management System Standard
4.4 Division Memo No. 436 s. 2019

5.0 RESPONSIBILITIES

5.1 Preventive maintenance team

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The preventive maintenance team:

5.1.1 Shall be responsible for the upkeep and proper maintenance of all equipment
periodically and perform regular check-ups to ensure that all equipment is in good
condition.

5.1.2 Shall be responsible in storing and safekeeping of all equipment, furniture and
fixtures, and buildings.

5.1.3 Shall be responsible in fixing and requesting for the replacement of broken
parts of the equipment, furniture and buildings.

5.1.4 Shall be responsible in upgrading the equipment to minimize the level of risk to
business continuity.

5.1.5 Shall report problems to property custodian and the school principal for problems
that may arise.

5.2 Property Custodian

5.2.1 Shall be responsible in documenting and listing all equipment, furniture and
fixtures, and buildings by using serial numbers, specifications, and other applicable
descriptors. He/She shall keep the List of School Properties which should be updated
regularly or whenever needed.

5.2.2 Shall be responsible in reporting and documenting equipment that are non-
serviceable.

5.2.3 Shall document the following: 1. Dates for the maintenance to occur; 2.The staff
member or technician responsible for maintenance; 3. Dates of completion; 4.
Notification that maintenance has been completed; and 5. Comments or notes where
problems are detected.

5.3 School Principal

5.3.1 Shall be responsible in contacting and contracting for external support with
regards to preventive maintenance.

5.3.2 Shall be provided with a complete record of all documents regarding preventive
maintenance.

5.3.3 Shall approve the maintenance agreement and job order of ICT technicians,
carpenters, plumbers, electricians, masons, and the like.
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6.0 PROCEDURE

6.1 Listing of all school properties

The property custodian shall list all school properties such as school buildings,
equipment and furniture and fixtures with serial numbers and specifications and the
year the property was acquired.

6.2 Creation of Preventive Maintenance Plan by the Preventive Maintenance

Team

The Preventive Maintenance Team shall create a work plan for the scheduling of
cleaning and updating of all the equipment whether it is on a daily, weekly, monthly or annually
basis. The work plan shall be approved by the school head.

6.3 Recording of Preventive Maintenance Details

The property custodian shall document the details of preventive maintenance to occur.
The date of the maintenance, the person responsible for the maintenance, the list of materials or
parts to be replaced, the expected cost/s, the date of completion, notice of completion and the
remarks or comments where problems are detected shall be properly documented.

6.4 Preventive Maintenance Schedule: Model Work Orders and Procedures Update
Preventive Maintenance Schedule

The PMT shall provide standard operation procedures to be followed and update
necessary actions and maintenance schedule.

6.5 Work Order: Technician Performs Maintenance and Update Maintenance

Schedule as Completed

The PMT shall call, upon the approval of the school head, skilled technician/s or
skilled laborers to perform the task and see if the work is completed.

6.5.1 Work Order for ICT Equipment

6.5.1a – Hardware (Central Processing Unit (CPU), Monitor, Keyboard, AVR and
Mouse and printer, and other peripherals)

1. Removal of dust, dirt and debris, degreasing

2. Wiping down with clean rags, and lubrication, if needed
3. Checking of cables or wires to see if they are properly connected, by using a tester

6.5.1b – Software
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1. Updating of antimalware and anti-virus, and other related programs
2. Executing disk clean-up function of the gadget, emptying the recycle bin
3. Deleting .tmp files and obsolete files
4. Checking of browser history and cache files
5. Backing up of all files, apps and documents

6.5.2 Work Order for School Buildings

6.5.2 a – Electrical

1. Visual check up of wiring, and other connections

2. Repairing or replacing frayed wires immediately.
3. Repairing or replacing non-functioning switches, receptacles and outlets
4. Replacing of burned out light bulbs
5. Removing of damaged extension cords

6.5.2 b Plumbing

1. Regular inspection of plumbing systems

2. Repairing of leaking faucets and fixtures
3. Declogging of sinks ,drainage ,toilet bowls and septic tanks
4. Replacing of damaged faucets and pipes

6.5.2 c Building Interior

1. Removing of all rubbish, boxes, debris and combustibles in the following locations:
a. Pathways
b. Doorways
c. Stairs
d. Under stairs
e. Utility rooms
f. Floors

6.5.2 d Building Exterior

1. Removing of any blockage in walk ways

2. Replacing of broken window glass as needed
3. Removing of any materials that are eye sores

6.5.2 e Comfort Rooms

1. Cleaning /brushing of toilet bowls, walls and floors

2. Removing of stains
3. Sanitizing or disinfecting the comfort room
4. Deodorizing the comfort room
5. Replacement of soap, tissue paper, other toiletries

6.5.3 Work Order for School Furniture and Fixtures

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1. Dusting and removing of dust, debris and other elements of wooden furniture
2. Polishing of leather couch and sofa set
3. Dry cleaning of furniture made from cloth or textile material
4. Checking and repair of missing parts or tear

6.6 Completed Preventive Maintenance

The PMT shall inspect if the equipment is now functioning properly and in good
condition. The property custodian shall record the activity in the logbook for finished job
orders.

7.0 PROCESS FLOW OF ILLUSTRATION

PROCESS FLOW PREVENTIVE MAINTENANCE MANAGEMENT PROCEDURE

Listing of all school properties

Creation of Preventive Maintenance Plan

by the Preventive Maintenance Team

Recording/Inventory of Preventive
Maintenance Details

Preventive Equipment Master/ Property

Custodian Work Plan Maintenance
Schedule

Preventive maintenance schedule

Model work orders and procedures
Update PM Status and generate work

Work Order
Technician Performs maintenance
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Completed PM

8. 0 RELATED RECORDS

8.1 Inventory List of all the Equipment;

8.2 List of Serviceable Equipment;
8.3 List of Non-Serviceable Equipment
8.4 Preventive Maintenance Policy;
8.5 Preventive Maintenance Work Plan including Costings and Budget; and
8.6 Preventive Maintenance Checklist