Relocation / Remodel / Reconstruction Forms & Work Orders

We have been receiving many requests for remodels or modifications of work areas on both Work Order forms and Relocation/Remodel/Reconstruction Request forms.  Please use the explanation below is a guide as to what goes on which form.  If there are gray areas or you have questions about a remodel, move or construction, give me a call; we want this process to be as smooth as possible for both you and Maintenance. A blank Remodel Request form is attached to this e-mail.

Use a REMODEL REQUEST FORM when:

          You need to have your office or work area modified (new in-house built furniture, new windows or doors, new walls, lighting)

Fill out the Relocation/Remodel/Reconstruction Request form with as much information as possible.  If this is a large or complex remodel, please let me know so that we can meet and discuss in detail your needs.  Meeting will help move the process along much smoother.  Once the details have been worked out, the Relocation/Remodel/Reconstruction Request form can be submitted; it will be routed to several Departments for information and then to Senior Staff for final approval. Once the project has been approved, work orders will need to be filled out for the work required. 

          You plan to move offices

Fill out the Relocation/Remodel/Reconstruction Request form with as much information as possible. Requests for relocation will also go through the same process as a remodel except it will not have to go to Senior Staff.  Requests to move can be submitted at any time. Once the move has been approved, a work order will need to be filled out for the work required.

Use a WORK ORDER FORM when:

- Something in your area needs to be “repaired,” not modified, but just repaired; the exception would be equipment modification

- If doors, windows, lock, lights, electrical switches, signs or furniture need repair

- Installation of one or two electrical outlets or lights, etc.

- Installation of newly purchased equipment and furniture

- If you need your existing office furniture rearranged

- If you have to move to a new area with your existing furniture without any modifications

- If you have items to be discarded or stored

- If you need your area painted or carpeted with no modifications

The Work Order System is an integral part of the Maintenance and Operations (M&O) department of any business, college or school.  It gives staff a vehicle by which to report concerns to the M&O department.  Work Orders are then used by M&O to identify by number, assign staff, schedule work, and track the progress of the work, track types of repairs as well as the costs associated with the specific Work Order.

This is the process used with the Work Order System at College of the Redwoods:

-           Originator completes the form with as much information about the request as possible and the time frame in which the work is needed, and has the Work Order approved by their department supervisors.  Forms are located in department offices.

          The Work Order is received at the M&O office.  Here it is date stamped and forwarded to the Supervisor of Maintenance to be prioritized and assigned (see Prioritization in the section below).

          Data about the Work Order, including the assigned number, craft and priority is entered into a database.

          The Work Order is then separated and distributed (our forms consist of four parts):

The original is kept in the M&O office, filed by number in descending order.

The second and third copies are given to the assigned craft or person to do the work.

The fourth copy is sent back to the originator date stamped, prioritized, assigned to a person or craft and the Work Order requisition number.

          Once the work is complete, the assigned craft or person who did the work completes their portion of the Work Order with the completion date, who did the work, time and costs associated with the work, and any pertinent notes.

          The craft or person who completed the work returns their copies (second and third) to their Supervisor for review and to initial; those copies are then returned to the M&O office, where the second copy is attached to the front of the original, the information regarding who did the work, the date completed, and the time and costs associated with the Work Order are entered into the database, and then are filed by number.  The third copy is sent to the originator showing that the work is complete.

Frequently Asked Questions

What do I do if I want to know where my Work Order is on the schedule?

The best way to check on a Work Order is to call or e-mail the M&O office (476-4380), and they can assist you.  Please have the Requisition Number assigned to the request for reference, upper right corner.  Calling the M&O Office helps keep work on track, rather than the originator calling the assigned craft or person individually.  When this happens, it slows all the work down and schedules are not met.

Why is it taking so long to complete?

There are many reasons for a slowdown in work.  As work progresses, we may get an emergency call for immediate repairs to a vital piece of equipment, a new Work Order with a higher priority may come in which requires immediate attention, or simply the craft or person assigned calls in sick.  Remember you can call or e-mail M&O to find out where your project is on the schedule anytime.  Please provide the requisition number with your inquiry.

Prioritization

A frequent question asked of us at Maintenance Facilities Use, is how do we determine priorities? There is a specific document Board of Trustees Policy No. 705 that we use to determine who’s on 1st, first.

Board of Trustees Policy No. 705

Priority of Use

Priority 1.  RCCD classes and activities, college-sponsored clubs, and student body organizations.

Priority 2.  College-related groups (e.g., booster clubs, employee bargaining units and/or organizations).

Priority 3.  Departments and agencies of local governmental entities, other schools and colleges, when the purpose of the use is educational.

Priority 4.  District-based non-profit community organizations formed for educational, political, economic, artistic, and moral interests of the community.

Priority 5.   Other approved groups.

We try our best to work the priorities like this:  2 is scheduled in such a way not to conflict with 1; 3 is scheduled if it doesn't conflict with 1-2; etc.4 is scheduled if it doesn't conflict with 1-3.

The Board Policy later states all applications shall be made at least thirty days in advance of the first date of use being requested. Late applications may be considered. Unless unusual scheduling problems are involved, the College will not schedule use of facilities for more than 6 months in advance.

I can’t say it often enough to get your paper work in early—even when an event is a thought. We can erase an early request, but find it more difficult to fit you in a facility/room late.

Should anyone have any other questions I welcome any discussion or suggestions.  You can learn more about Board Policies via the CR home page at the bottom, where you click on About CR to get to a page with Board of Trustees on a list—you then click on Board of Trustees to get to the policies. 

Thanks…

All work must be prioritized.  We use the following system, which has been developed and revised over many years.

Priority 1A      - Emergency - to protect the Health and Safety of people

Priority 1B      - Emergency - to protect the Physical Plant from damage

Priority 2A      - Install new equipment provided for use by Students and Staff in educational activities

Priority 2B      - Foundation - repair of Bookstore, Cafeteria, Residence Halls, CDC

Priority 3A      - Maintenance - to maintain equipment and facilities used Directly in Classrooms, Labs and Instructional locations

Priority 3B      - Maintenance - to maintain equipment and facilities used by activities providing support services

Priority 4A      - Construction - to make modifications to existing facilities

Priority 4B      - Construction - to construct new facilities

Priority 5A      - Aesthetics - to increase the beauty or attractiveness of existing facilities

Priority 5B      - Support for receptions, campus groups and functions on or off campus

1/14/2005