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Work Input Control 47

CHAPTER 6

WORK INPUT CONTROL

ork input control is the reception, classifica-tion, identification, recording, processingand control of all maintenance work includ-ing emergency and service work and the

work generated by Continuous Inspection, maintenancework requests and other sources.

SCOPE

All work for maintenance department accomplish-ment, from its inception to its reviewed completion,should be processed in accordance with the suggestedprocedures and governing criteria set forth in this chapter.

WORK RECEPTION CONTROLS

To achieve the maximum control of work input, allwork must be channeled through a central work reception

center located in the maintenance department.The work reception center accomplishes two related

W

Copyright 2002 by The Fairmont Press.

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but distinct functions: The processing of all emergency andservice work requests and the processing of all other work.

I. Work reception center (trouble desk)All emergency and service work is processed throughthe work reception center. The processed work falls intotwo categories: Work for which standing work orders have

been established and funded and work chargeable tomaintenance and operations accounts.

A. Source and Method of Request

1. Maintenance and Operations Support WorkThis work can be requested by anyone in writing,in person or by telephone.

B. Method of Authorization

Emergency and service work which does not exceedthe man-hour/material cost limitations established isauthorized for accomplishment on an emergency/ser-vice or minor work authorization. Emergency andservice work is processed in the following manner.

1. The request is received at the work reception cen-

ter and all essential information is written on theorder. The information must be checked at thetime of the request to assure accuracy, complete-ness and legitimacy.

The requestors name and phone number isalways taken for reference purposes. In addition,when applicable, the name of the individual to

contact and phone number should also be ob-tained.


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2. An emergency, service or minor work authoriza-tion is prepared providing all of the informationnecessary for the shop forces to perform the

work. The appropriate account number is as-signed at this time.

3. The work reception center can approve emer-gency or service work involving maintenancefunds.

C. Accomplishment of workThe emergency, service or minor work authorizationis issued to the shop concerned. The shop supervisorwill assure that the work is performed, complete theform and return it to the work reception center.

D. Records

The work reception center will, upon receipt of theoriginal work authorization, destroy any suspensecopies and record the original in the manner pre-scribed for the following.

1. Work performed on installed equipment will berecorded in the respective equipment history file.

2. Work performed on plant facilities, utilities orsystems will be recorded in the appropriate file.

When the work requested exceeds the establishedlimitations for emergency and service work, it should

be processed in the manner prescribed for minor and

specific work.


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II. Work reception center

All work must be processed through the work recep-tion center for record keeping purposes. Record keeping of

work requests will eliminate issuing duplicate work or-ders and wasted time of maintenance personnel. It is a keyelement in maintaining control of the work force.

A. SourceThe work can be generated by continuous inspectiondeficiency reports, maintenance work requests or

other ways such as special engineering reports, rec-ommendations, etc.

B. The work reception center should maintain a log bookfor recording work and controlling the transactionsinvolved in its processing. The minimum require-ments for a log book include columns and spaces forthe following items.

1. A control or work identification number.2. Date of receipt.3. A brief description of the work.4. The name of the requestor.

5. The initials of the Planner having estimating re-sponsibility.6. The number of estimated man-hours.7. The estimated material costs.8. The total estimated cost of the work.9. The date of issue to the shops.

10. The date the work order was returned and action

completed by the shop(s).11. A remarks section.


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The work reception clerk, upon receipt of the request,records the work description, date of receipt, thename of the requestor and assigns a work identifica-

tion number. The clerk dates the document and passesit to the maintenance supervisor.

C. The supervisor screens the work and assigns a prior-ity code to the work.

D. Planning, estimating and engineering: The work is

planned, estimated and engineered in accordancewith the governing criteria and procedures. The entirepackage is then returned to the supervisor for review,inspection and approval of the estimate.

E. The work reception clerk then prepares a maintenancework order for issue to the maintenance shop(s). A

work order is not prepared until the request has beenapproved as required.

F. The supervisor reviews the work order to assure thatit is complete and comprehensive, authorizes workaccomplishment and approves it for scheduling. Onecopy of each pertinent sketch is sent to engineering to

reflect changes, if any, for as-built drawings.

G. The scheduler takes the necessary action to obtain thematerials and equipment required and backlogs orschedules the work as appropriate.

H. The scheduler, in accordance with the priority code,

schedules the date for beginning the work and thedate for completion. The scheduled beginning date


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will be a Monday and the scheduled completion datewill be Friday. Example: Scheduled start date - Mon-day, February 12. Scheduled completion date - Friday,

February 23. If more than one shop is involved, a leadshop will be indicated on the work order.

I. The shop supervisor schedules the accomplishment ofthe work for the shop within the time frame of theschedule. If more than one shop is involved in thework order, the lead shop supervisor coordinates the

work with the other shop(s). Upon completion of thework, the completed, signed and dated work order isreturned to the work reception center. If the workorder cannot be completed by the scheduled comple-tion date, the shop supervisor will submit the reasonin writing, with a new completion date, to the workreception center. The work reception clerk then as-

signs the new completion date.

J. Upon receiving the completed, dated and signedwork order, the clerk closes the work order to anyfurther charges.

III. IdentificationA. PurposeThe purpose of a work order numbering system is toidentify the type of work being accomplished, thedepartment the work is performed for, the originatorof the work, to provide a method of work request andwork order reference and to effect positive control

over the work in the shops. A properly developedwork order identification system will, in addition to


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the above, provide accurate processing and accom-plishment data essential to controlled maintenancemanagement.

B. ScopeEvery work order (whether minor, specific or stand-ing) is identified by a work order number which is

both for reference purposes and for classifying andaccumulating man-hour/material/equipmentcharges.

C. MethodThe work order number is assigned by the work re-ception center and consists of eight (8) digits com-

bined in the following example.

0 00 0 0000

The first digit represents the fiscal year.It is the final digit of the fiscal year, i.e.,fiscal year 2001 would be shown as 1.

The second and third digits representthe labor class code which classifies thetype of work being accomplished.

The fourth digit represents the depart-ment for which the work is being per-formed.

The last four digits are the sequentialnumber of the work order.


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IV. Labor class and department codes

A. PurposeLabor class codes are two digit figures that represent

the various categories of productive and indirect/overhead work on which manpower and materialsare expended. They are the means for gathering accu-rate data on manpower utilization within the mainte-nance department.

B. Structure

The suggested numerical designations for labor classcodes are:

Productive:01 Service work02 Emergency work03 Maintenance work - minor04 Maintenance work - specific05 Preventive maintenance inspections/service06 Alteration or new construction - minor07 Alteration or new construction - specific

Indirect/Overhead:20 Rework 21 Shop supervision

22 Shop Indirect23 Allowed time24 General office supervision and clerical25 Leave

C. Definitions of labor classesThe following clarification of the labor class codes is

provided to assist in the determination and applica-tion of the proper labor class code to maintenancemanpower expenditures.


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1. Service work (labor class code 01) includes allproductive work of a non-emergency nature thatis minor in scope and does not exceed a predeter-

mined dollar limitation.

2. Emergency work (labor class code 02) includes allproductive work requiring immediate action toprevent loss or damage to property, to restoreessential services or to eliminate an extreme haz-ard to health or personnel.

3. Preventive maintenance inspection (labor classcode 05) includes all time expended in perform-ing PMI.

4. Minor work (labor class codes 03 and 06) in-cludes all productive work authorized by a minor

work order.

5. Specific work (labor class codes 04 and 07) in-cludes all productive work authorized by a spe-cific work order.

6. Rework (labor class code 20) includes all labor

used to correct faulty work.

7. Supervision (labor class code 21) includes allshop supervisory personnel and includes all timespent in supervisory duties by working foremen.

8. Shop Indirect (labor class code 22) includes per-

sonnel not chargeable to productive labor such asscheduler, planner/estimator, parts and material


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issue personnel, labor engaged in the repair andmaintenance of shop equipment and shopcleanup.

9. Allowed time (labor class code 23) includes non-productive time such as attending trainingclasses, meetings, medical examination or atten-tion, personal time and morning and afternoon

breaks.

10. General office supervision and clerical (labor

class code 24) includes plant engineer and otherengineers, plant maintenance supervisor andclerical personnel assigned to the maintenancedepartment.

11. Leave time (labor class code 25) includes timeallowed for authorized and company paid leave,

holidays and sick leave.

Note: Productive time is the time actually spent inperforming assigned tasks. Time spent traveling tothe job site from the shop, going after materials orparts and returning to the shop after completing anassigned task is NOT productive time.

D. Sample department codesDepartment codes are used to designate the depart-ment for which the work is performed. Sample de-partment codes are:

1. Administration

2. Finance3. Production4. Maintenance

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