1097 Order”. • On delivery of the final part of the order, the Receiving copy of the Purchase Order should be marked “Complete” and sent to the Creditors Clerk for payment • In the event that an incomplete delivery is received with no indication that items are to follow, complete a Credit Note. Sign it and obtain the signature of the delivery person. Attach one copy to the documentation to be sent to the Creditors Clerk, and give one to the delivery person. • The Invoice must only be signed if all the goods charged were delivered in good condition. Returning Goods Reject all goods that are not of the required quality or specifications, as well as items with damaged or contaminated packaging. Do not accept items if labels cannot be read properly – particularly chemicals and food items with illegible sell-by and use-by dates. Any problems must be noted on the Invoice, and a Credit Note must be made out to be returned to the supplier with the details of damaged or missing stock. Transfer Goods to Storage Containers If the goods delivered are to be transferred to storage containers, this should be done in the Receiving area before moving the goods to the storage areas. This prevents hygiene problems that can arise if items are spilled while being transferred. In addition, by disposing of the original packaging before transferring the goods to storage, you also prevent the risk of introducing pests into the storage areas. The following items may be transferred to large covered storage containers: • Flour • Sugar • Rice • Maize meal • Salt By transferring goods to their containers while in the Receiving area, you prevent the risk of pest infestation in the storage areas – pests are often
1098 introduced via product packaging. Transfer of Goods to Storage Area As soon as each delivery has been signed off, remove the delivered goods to the appropriate storage area. Do not begin to process another delivery until this has been done. Remove as much packaging as possible before transferring goods to the storage areas, to prevent the risk of pest infestation. Frozen items must be transferred to the freezers before you transfer any other items to prevent them from defrosting. Then you may transfer refrigerated items to the fridges, and finally ambient (room temperature) items and dry goods. Handling Goods Procedures • Gas bottles must be checked to ensure that they are full, and the valves properly closed before being removed from the Goods Receiving areas and stored in the appropriate kitchen and bar storage areas. The Executive Chef or Store Keeper must supervise the storage of gas bottles. • Each type of gas bottle must be stored separately from each other type. Care must be taken with gas bottles to prevent explosions. They must be stored away from open flames. • Inflammable items must be stored under cool conditions, and away from anything that could ignite them, to prevent fires. • Chemicals must be stored separately from all other goods. The kitchen, housekeeping and maintenance departments will all have their own chemical storage areas. If they do not, chemicals must be stored in a central chemical storeroom. • Outer packaging must be removed in the Receiving area before transferring chemicals to the storeroom to prevent pest infestations. • Make sure that chemical containers are tightly sealed, and in good condition. • They must be stored the right way up with the labels facing forward so that they can be easily read. • Chemicals must be stored according to type so that they are easy to find and easy to count. Label the shelves so that items are always stored
1099 in the same place. This will make it quicker to pack deliveries away and easier to check stock levels. • Store dry chemicals away from liquid chemicals to avoid any dangerous combinations if items are spilled. Such combinations could cause an explosion or fire. • Use shelving to make the best possible use of the space available. • Chemical stores must be thoroughly cleaned at least once a week, and any spills must be cleaned up immediately. • Wear protective clothing is worn when handling open chemicals or spillage, e.g. gloves, gumboots etc. Handling Non Hazardous Goods • F&B Operating equipment is often stored in its original packaging – so this is one type of delivery from which you will not remove the outer packaging • The F&B Controller must supervise the storage of these items • Kitchen, Maintenance and Housekeeping Operating Equipment should be transferred to the relevant department for storage • Items are stored on shelves according to type. Shelves should be labeled to facilitate quick storage and counting of stock • Storerooms must be thoroughly cleaned at least once a week, and any spills must be cleaned up immediately Handling Perishable Goods • The storage of all perishable food items must be supervised by the Executive Chef or Store Keeper • Frozen items are stored in the freezer, and must be transferred from Receiving as quickly as possible to prevent them from thawing out • The freezer must not be overloaded, as this will prevent it from maintaining a sufficiently low temperature, so items will thaw and spoil • Work quickly to prevent the freezer temperature from rising • Wear protective clothing to protect you from the cold • Meat, poultry, fish and dairy products must all be stored in separate
1100 parts of the freezer, and different types of items must not be stored one above the other. So store meat items on one set of shelves, dairy items on another set of shelves, and so on • Observe the “First In, First Out” (FIFO) principle of stock rotation. That is, always store new deliveries behind or under previously delivered items, so that the older items are used before the newer items Handling Non Perishable Goods These include: • Canned • Bottled • Dry foodstuffs • The storage of all non-perishable food items must be supervised by the Executive Chef or Store Keeper • All outer packaging must be removed before they are transferred to the Kitchen Dry Stores. If items are transferred into covered bins (e. g. flour, sugar, etc.) this should be done in the Receiving area before they are taken to the Dry Store • Items must be stored according to type on labeled shelves • Items in sacks (such as flour, rice or sugar) must either be transferred into the appropriate covered bins, or stored in their sacks on pallets • Observe the “First In, First Out” (FIFO) principle of stock rotation. That is, always store new deliveries behind or under previously delivered items, so that the older items are used before the newer items • Check the use-by or expiry dates on the new deliveries to make sure that new deliveries are not older than existing stock Maintaining Storage Conditions There are three main types of storage areas: • Dry Storage – These are the storage areas in which items are stored at room temperature, and include the Cellar, F&B Dry Goods Store, Housekeeping Store. Equipment Stores, etc. These areas must be dry, cool and well ventilated. The Chemicals Store is another example.
1101 Chemicals must be stored separately from all other items. • Refrigerated Storage - Temperatures to be between 1°C and 5°C. In the case of walk-in fridges or freezers, a temperature gauge should be displayed outside on the door so that a check can be kept on the temperature. • Freezer Storage - Temperatures should be below -18°C. Dry Goods Storage Conditions • There must be no items on the floors. • The floor must be kept clean and free of spills. • The shelves must be clean. • Practice the FIFO principle. • The shelving must be away from the wall to allow for cleaning. • It must be dry and free from damp. • Chemicals and non-food products must be stored separately. • It must have metal or plasticized shelving. • Crates and sacks may be stored on pallets which can be moved for cleaning. Refrigeration Storage Conditions • Thermometers must be accurate. • The temperature must be between 1°C and 5°C. • Door seals, hinges and handles must be clean. • Light covers must be clean and rust-free. • Fans, grids and shelves must be clean. • Nothing must be stored on the floor, and metal or plasticized shelves must be 20 to 30 cm above the floor to allow for cleaning. • Practice the FIFO principle in stock rotation - first in, first out. • Do not overload. • Store raw foods separate from cooked foods. • Crates may be stored on pallets which can be moved for cleaning.
1102 Freezer Storage Conditions • Light covers must be free from dirt or rust. • The temperature must be -18° C. • All doors and seals must be clean. • Shelves, handles and hinges must be clean. • Practice the FIFO principle. • Do not overload. • Defrost when necessary. • Store raw foods away from cooked foods. • Keep fish, chicken and raw meat separate. • Shelves must be 20 to 30 cm above the floor to allow for cleaning. • It must have metal or plasticized shelving. Stock Rotation • Stock is rotated according to the “First In, First Out” (FIFO) principle in order to ensure that product quality is maintained by using older stocks before new stock. • The FIFO principle applies to all foodstuffs, beverages, some chemicals and some housekeeping consumables (guest supplies). • The FIFO process accommodates management of large and increasing stock volumes since the principles of FIFO apply to small and large stock volumes alike. • New deliveries are always stored behind or under older items, to ensure that the older items are used first. • Pull the older items to the front of shelves so that new deliveries can be packed behind them, and if necessary remove older items from the shelves so that the newer items can be placed behind or underneath them. This is a good opportunity to clean the shelves • Issue older stock items before newer deliveries. If you have stored your deliveries according to the FIFO principle, the older stock will be in front or on top. Issue these items first. • It is a good idea to check expiry dates again while you are preparing the requisitions. If an item has expired, do not issue it – rather return it to the supplier or have it disposed of.
1103 Quality Checks The quality of deliveries will have been checked when the goods were received. However, a second check when they are transferred to storage is a useful control. When storing stock, pay attention to various quality indicators such as: • Condition of the packaging • Sell-by, use-by or expiry dates • The look and smell of the product • Signs of pest infestation If items have deteriorated in storage, such as fresh vegetables or fruit, they must be discarded. The Executive Chef must sanction the disposal of food items. If items have expired because they have passed their use-by date, they should either be returned to the supplier (e.g. expired beers) or discarded – with the permission of the Head of Department. A requisition form should be raised and authorised for breakages and damaged goods or deteriorated items that are to be written off. This ensures that there is a control of items to be discarded. If items have deteriorated, you should investigate the following: • Were they stored under the correct conditions? If not, take action to ensure that this is not repeated. If it was someone else who stored the items, make sure that you give that person feedback about the problem. Make a record of this feedback in your Report Book. • Is there a fault with the climate control (temperature, ventilation, dryness) in the storage area? If so, report this to maintenance immediately so that action can be taken? • Were too many of these items ordered, meaning that they could not be used quickly enough? If so, give feedback to the person responsible for the original Purchase Order. Make a record of this feedback in your Report Book. • Are these items simply not moving or being used? If so, give feedback to the person responsible for the original Purchase Order. Make a record of this feedback in the Report Book.
1104 Stock Control Minimum / Maximum Stock Holdings In each department maximum and minimum stock levels will have been set. These stock levels are known as a “Par Stock”, and they indicate the maximum stock that should be held, and the minimum stock level that should be reached. Stock is ordered when the minimum stock level is reached. Maximum and minimum stock levels will either be set in terms of item quantities (e.g. maximum 4 cases J&B whisky, minimum 1 case J&B whisky) or in terms of days (e.g. maximum 3 days frozen produce, minimum 1 day). The purpose of determining these levels is to ensure that there is always enough stock to meet guest requirements, but that there is not too much money tied up in stock, rather than in the bank. Department requisitions are prepared according to the predetermined par stock levels for each department. When stock levels reach the minimum, requisitions are prepared in order to bring stock levels back up to the maximum par level. The central stores stock levels are managed on the same basis – and these stock levels are determined in order to enable each department to maintain its predetermined stock levels. Out of Stock Items • If a requisitioned item is out of stock, make a note of this in the Report Book, and follow up with the hotel purchasing department or the supplier. Try to get the supplier to commit to a delivery date. • Keep departments informed on progress in obtaining out of stock items.
1105 • If you have continuous trouble obtaining a stock item make enquiries with the hotel purchasing department or suppliers about substitute items and, inform the relevant Head of Department. • Be aware of items that are moving slowly, make a note in your Record Book and inform the relevant Heads of Department. This gives them the opportunity to consider special promotions as a way of moving these items. • At the end of each day, or at some other time during your shift, one copy of the requisition forms or invoices respectively, processed will be sent to the Food and Beverage Controller. File the other copy. Reconciling Stock Importance of reconciling physical and documented stock • Procedures involving requisitioning and re-issuing of goods are to be recorded, documented and filed appropriately. • Documentation of physical stock provides: • Assurance that the stock on hand matches the amount of stock that you paid for • Proof of the departments movements in terms of stock on hand, stock bought and stock used or re-issued, • An historic overview of the departments overall performance, • First-hand legal evidence of a transaction when, discrepancies arise. For example, price irregularities. • It is also necessary for the accounts department to have accurate record and verification of transactions within the department in order to reconcile the finances to the costs incurred and thereby discern the profit / loss of the department and the investment value in the stock on hand. Stock Reconciliation • It is imperative that you have copies of all transactions that take place and involve the movement of stock within the department • Movement is recorded manually on documentation as the transaction takes place
1106 • The Head of the Department should audit all requisitions, stock sheets, delivery notes, invoices, credit notes and any other paperwork related to the storage and movement of stock, on a daily and weekly basis to ensure that it is controlled and correct • When you are certain that all the information from the invoices, requisitions, credit notes, pass-out notes and any other paperwork relating to the storage and movement of stock in your company, is accurate and tallies with the information you have stating the closing stock on your stock sheet, it may then be captured onto a computer system. The physical documentation should be filed securely and in an organised manner for reference and legal back up • The documentation should accurately reflect the status of your stock up to date as well as match up to the relative financial records for the department Types of Documentation • The types of documentation with which you will have to be familiar for the requisition of goods are: • Requisition form Complete a requisition form each time items are required from another department. Ensure that the name and signature of the person collecting the goods is clearly written on the form and that the goods required are clearly itemized according to organizational procedure. • Order forms: (or Purchase Order). • The Head Chef or Duty Manager can complete this form when ordering stock to be delivered from suppliers outside of the company. Ensure that the items are specified correctly; that an authorised signature appears on the form and that the desired lead time is clearly stipulated. • The types of documentation with which you will have to be familiar for the re-issuing of goods are: • Credit notes: • Issued by Accounts department of the Supplier when goods have been returned to them. • Pass-Out Notes / Book or Transfers: • Issued when goods leave the department or company to be given to someone else within another department or company. Ensure that the items being transferred are clearly itemized and that the Head of Department or Duty Manager has authorized the transfer with his signature on the form.
1107 Requisition & Issuing of Stock In order for any items to be released from stores to any of the departments, it is necessary for a Requisition Form to be presented. Goods will only be issued against a signed requisition form. The requisition forms are completed in triplicate in a requisition book and must contain the following information: • The name of the required item as it appears on the Stock Sheet; • How many / how much of the item is required; • The name of the department requisitioning the item; • The name of the person compiling the requisition; • The date of the requisition. The Head of Department from the department requiring the goods must sign the requisition form. All issues must be written up on a requisition – do not allow any items to leave the storage areas unless they have been written up on a requisition form. There should be specific times at which Stores will be open for issues. These times should be publicised and adhered to. Exceptions should only be made in emergencies. This enables Stores to work in an efficient manner, and makes it easier to control deliveries and issues. In addition, in some cases it is helpful if there is a specific time by which requisitions should have been submitted. This enables the storekeeper and his or her team to prepare the requisitions in advance, which speeds up the process of moving the requisitions to the relevant departments. Only one requisition should be handled at a time in order to prevent any confusion or the mixing up of requisitions. Check that the requisition has been completed correctly before collecting the items required. If there are any problems with the requisition form, get these corrected before preparing it Work through the requisition in an orderly fashion, placing all the items on one requisition in one place or in one container (a trolley, handcart or box). If any of the items requisitioned are not available, cross them out on the form, and write when they are expected to be available. Do not leave them on the form and undertake to deliver them later – if you do not receive them the department records will be wrong and this will affect their financial results. If the items are no longer on the stock list, make sure that the relevant department is informed. Make sure that you sign any changes
1108 you make on the requisition form. If you are unable to meet the exact specifications required on the requisition form (e.g. product size) but do have the same product in a different size, check with the department concerned before making a substitution. If you are given permission to make a substitution, change the specifications written on the requisition form, and sign the change. Once all the items have been collected, check them and sign the requisition form. When the representative of the requisitioning department comes to collect the requisition, make sure that he or she checks the items against the requisition and signs the form. Retain two copies of the requisition form and return the requisition book to the requisitioning department with the items. When issuing bottles of spirits proceed as follows: • Bottles of spirits should be stamped and dated to identify to which outlet the bottle was issued. • To obtain a replacement the outlet must produce the empty bottle with the correct stamp. • The empty bottles should be discarded after the stamp has been cancelled. This is done to try to prevent the unmonitored transfer of bottles between bars and also as a deterrent to the sale of non-hotel goods through the hotel bars. In addition, it is a useful tool for monitoring items that are not moving. • If beers and soft drinks are stored separately from the cellar in cold storage, prepare the cellar stocks, and then go with the bar attendant to collect the items in cold storage Stock Taking Stock taking is an ordered procedure which reflects the following results: • A stock break down account of current stock versus income and expenditure in the department, • Open stock or part used stock • Sales and purchases Opening and closing stock on hand in storage Clean the entire stock-take area. Make sure it is free of rubbish, dirt and foreign items All stock is to be counted and recorded by item and tallied to a stock sheet. Details should be recorded on stock sheet as follows: • Stock type
1109 • Number of stock items • Reference number or code (if any) • Position of storage within the stock room or other storage area, e.g. fridge, freezer or storeroom etc,. All information from the stock tallies must be recorded and completed on the stock sheet to produce a stock report The items are to be counted by TWO suitably qualified people to be sure that the procedure is correct the first time around Loose items are to be weighed on a scale, and weight recorded. Measure / weigh each item down to the nearest 10th, if the item in stock is not full Stock sheets must be signed by both parties who assisted with the stock take The Food and Beverage Department must deliver the information on the stock sheet to the Finance Department for data capture and analysis If the stock take proves incorrect against the values in the Finance department, a retake is done immediately Do not start packing during stock takes Do not be disturbed during a stock take. Do the procedure after hours if necessary Stock takes should take place at least three times each month Damaged Stock • Ensure that the supervisor completes a goods returned form and that the Delivery driver signs it • Note the item returned on the invoice and attach a copy of the goods returned note to the invoice • The Delivery driver must take the damaged stock away immediately • Await credit note from the accounts department Transfers Branch or Department Transfers Otherwise referred to as a, ‘Pass out note / book or system’, these are utilized when transferring stock items from one department (or affiliated company in the area) to another. The following regulations regarding Transfers apply: • No stock item (even left over food) may leave the company to be given to someone without the correct issuing of a pass-out note or transfer,
1110 • The Head of Department or General Manager must authorize and sign the pass-out book / form when the item leaves his/her department • The H.O.D or General Manager of the company receiving the item has to sign acknowledgement of receipt of it, in the pass out book or on the pass out form • An invoice is issued accordingly from your accounts department and is consistent with the details in the pass out book / system, Passes Sell-By Date & Written off Stock Expired Stock The regulations surrounding stock in your storage areas which is not utilized because it passes the expiry date or is written off, is as follows: • All stock that passes expiry date or is spoiled, becomes useless to the company and may not be used, • The Head of Department authorizes disposal. No documentation is necessary, provided the items are not ‘put into someone’s hands’. As soon as it is given to someone, it becomes necessary to authorize this procedure with a Transfer note / Pass out note. • Regulations in the Health and Safety Act require the company to dispose of the stock completely by destroying it and ensuring that no one can take the items for private consumption without proper authorization because this could result in an individual getting food poisoning and then assuming legal action in accusation of the company. This causes the company a lot unnecessary cost and stress. • In the following assessment you will be required to answer all questions. • You are required to obtain 100% to pass. • Obtain feedback from your Assessor on the accuracy of your answers. • If you do not obtain the pass mark, revise all the learning material and redo the question.
1111 Lead Times from Suppliers Lead times are the actual times agreed upon and specified o the Purchase Order form, for the arrival and delivery of goods. It is important for suppliers to honour lead times so that the company can plan to accommodate the delivery according to Organizational Standards and the Occupational Health and Safety Act. The company may have to add additional costs onto stock or products due to extra expense incurred in acquiring the stock. This generally happens when: • Stock is delivered over a long distance, in which case, petrol costs are high, • Stock has to be couriered in a hurry to reach the company when given short notice periods, • Stock is flown in from another region, which incurs high delivery costs. Effective & Efficient Work Practices • Complete one task before moving on to another one. Do not attempt to handle the storage of more than one delivery at a time. • Keep the storage areas tidy at all times so that items can be easily found. • Keep paperwork up to date, and record any feedback given on stock storage problems immediately, so that you do not forget. • Keep your work area tidy, and make sure that requisition forms that have been completed are filed correctly. • Only handle one requisition at a time. If you try to handle several you run the risk of making mistakes. • Do not allow more than one person at a time into stores to collect requisitions. While one person is collecting the requisitions for his or her department, other people must wait outside. This is in the interests of security. • Make sure that your stores assistant, if you have one, is well trained so that he or she can assist you with the preparation of requisitions. This makes his or her job more interesting and increases the efficiency of the
1112 department. • If you have accidents which result in spills or breakages, clean them up immediately. Any breakages must be documented in your Record Book so that they can be accounted for in the stock take. Types of books and statements used in stores control 1) Bin Card: There must be an individual bin card for each item in the stock and the following details must be there on the card:- Bin Card UNITS: _______________________ PRICE: ________________ COMMODITY: ________________ MAX. STOCK: ____________ CODE NO.:_____________________ MIN. STOCK: _____________ DATE RECEIVED ISSUED BALANCE INITIAL 2) Stores Ledger: This is usually found in the form of a loose leaf file giving one ledger sheet to each item held in stock. The following details are found on a sheet:- BIN NO DISCRIPTION CLASSIFICATION CODE UNIT MAXIMUM MINIMUM DATE DETAIL INVOICE NO. QUANTITY UNIT VALUE RECEIVED BALANCE
1113 Every time goods are received or issued the appropriate entries should be made on the necessary stores ledger sheets and bin cards. In this manner the balance of your bin cards should be the same as the balance in the stores ledger sheet. 3) Department Requisition Book: Such books should be issued to each department in catering establishment which finds it necessary to draw goods from the store. DEPARTMENTAL REQUISITION BOOK DATE: DISCRIPTION QUANTITY UNIT PRICE ISSUED IF DIFFERENT QTY UNIT 4) Order Book: This is in duplicate and has to be filled in by the storekeeper every time he wishes to have goods delivered. When ever goods are ordered an order sheet has to be filled in and sent to the Purchase Department. On receipts they must be checked against the delivery note and duplicate of the order sheet. 5) Stock Sheet: Stock Take must be taken at regular intervals of a week or month. Spot checks are advisable once in three months. The details followed on the stock sheet are as follows:- 1 Description of goods 2 Quantity received issued and balance 3 Price per unit 4 Cash columns 6) Commercial Documents: The essential part of a control system of any catering establishment are delivery notes, invoices, credit notes and statements. a) Delivery notes: Are sent with the goods supplied as a means that everything ordered has been delivered. The delivery note should also be checked against the duplicate order sheet. b) Invoice: They are bills sent to clients setting out the cost of goods supplied. An invoice must be sent on the day the goods are dispatched or the services are rendered or as soon as possible. At lest one copy of each invoice is made and used for posting up the books of account, stock records and so on.
1114 Invoices contain the following information: 1. The name, address, telephone No etc. 2. Name and address of whom the goods are supplied. 3. The word- INVOICE. 4. The date on which the goods or services were supplied with the price. 5. Terms of settlement (eg. term 5% one month) which indicates a discount of 5% if the bill is settled within a month. c) Credit Notes: Credit notes are advices to clients, setting out allowances made for goods returned or adjustments made through errors of overcharging on invoices. They should also be issued when crates, boxes or containers are returned. Credit notes are exactly the same form as invoices except that the word "Credit note" appears in place of the ward/invoice. To make them more easily distinguishable they are usually printed in red, whereas Invoices are always printed in black.
1115 Engineering and Maintenance The role of a property engineering(Maintenance) department is the protection of the building’s/owner’s assets; the physical structure or the building to the integrity of the floors, walls, ceilings and all of the furniture, fixtures, and equipment (FF&E) contained therein. This includes: ¾ Electrical transformers and the distribution throughout including Generators. ¾ Domestic water distribution and sewage ¾ Heating-ventilation-air conditioning system, (HVAC) ¾ Fire alarm system and fire safety components ¾ Vertical transportation system (Elevators/Lift), ¾ Parking and landscaping and pest control. ¾ Utility management: Electrical, Gas, Steam, Water. Kitchen and laundry equipment. ¾ Lighting and sound systems The engineering department has the responsibility for everything in the building. Depending on the organizational structure of the hotel, some elements are assigned to other departments. The Security or Loss Prevention department may take on the task of fire systems but ultimately this is the responsibility of the engineering department as the building operators to monitor for regulatory compliance.
1116 Chief Engineer Duties and Responsibilities ¾ Development, maintenance of preventative maintenance schedule ¾ Timely completion of maintenance to ensure product quality ¾ Assistance in execution of Maintenance Agreements ¾ Completion of quarterly inspection requirement from Fire Department ¾ Record keeping of Room Maintenance History ¾ Record keeping and filing ¾ Completion of weekly room inspections & documentation of deficiencies with Housekeeping ¾ Development of Maintenance Manual ¾ Attendance and participation at weekly Department Head Meeting ¾ Development, maintenance and record keeping of key control ¾ Timely maintenance of incremental units ¾ Development, maintenance of a Health and Safety Committee, assuring that it is operating to standards as set by the Government of ? ¾ Completion of preventative maintenance schedule to avoid unnecessary breakdowns ¾ Participation towards overall hotel cleanliness ¾ Responsible for running the Health and Safety Committee Meetings ¾ Completion of Health and Safety deficiencies ¾ Fire Department standards maintained at all times ¾ Health Department standards maintained at all times ¾ Minimize pest problems Types of Maintenance A plan to do maintenance work is of the following types: Scheduled Maintenance, Preventive Maintenance, Breakdown Maintenance and Contract Maintenance.
1117 Scheduled maintenance Scheduled maintenance is that type of work that requires longer durations to complete, planning of manpower and tools and materials required co-ordination with other trades and possibly outside contractors. The timely replacement or maintenance on a major piece of equipment could involve shut downs of other departments or blocks of guest rooms. Projects such as building of walls or complete painting of areas could also come under scheduled maintenance. Indeed, any project requires scheduling and planning. Preventive Maintenance Preventive Maintenance, as its name implies is the intent to perform timed inspections, minor adjustments, lubrication based on manufacture’s recommendations with the ultimate goal of preventing unscheduled breakdowns and prolonging the life and efficiency of the equipment. During the course of the inspection if it is determined that major work may be required, then work orders are generated to schedule the maintenance. Room Maintenance, both guest and meeting rooms again follows the above with inspections and generating work orders to schedule and correct deficiencies. The frequency of inspections should be determined to happen sometime before the area slow periods. If guest room’s occupancy is peak, then schedule the inspection just prior to the downturn as it will give time to order necessary materials and schedule the labor to accomplish the tasks. The importance of inspections cannot be over emphasized because we are yet to see room attendants or banquet staff adequately report deficiencies.
1118 Breakdown maintenance Breakdown maintenance can be both negative and positive. Negative if it has an impact on guest comfort, safety, or is detrimental to the smooth flow of production that keeps other departments operational. Breakdowns can be very expensive if it happens after hours and outside contractors are required, or if say the main chiller shuts down and all your guests walk out. Positive as you would not want to spend $100 a year on preventive maintenance on a blender worth $50. Also, in maintenance repairs don’t waste $20 worth of time to repair something only worth $10.00. Contract maintenance Contract maintenance is mandated in some instances such as for elevator service, kitchen hood exhaust cleaning and fire systems. The reasoning behind this is to ensure that the work is performed by qualified technicians, and may also require licenses and special knowledge. Local regulations and insurance companies usually require these contracts. It also serves the purpose of making sure the work gets done irregardless of budget restraints. Maintenance contracts or contracting out is almost always necessary to complement an engineering department that is undersized. Inspection Schedule Developing an Inspection Schedule The supervisor should carry out regular inspections and audits on each staff members’ areas of responsibility to ensure that the preventative maintenance procedures have been complied with. Guidelines Refer to table below: Step Action
1119 1. Schedule ad-hoc, formal inspections and audits preventative into the Maintenance Programme also maintain daily inspection checks 2. Inspection checklist should include: • Name and designation of responsible • Area of responsibility • Equipment in each area • Servicing details/reports • Comments block for out of line areas • Report Book • Preventative Maintenance work schedules 3. Record the results of the inspections and draw up a report and give feedback to staff 4. Arrange corrective measures with relevant staff if needed Preventative Maintenance Programme Failure to take preventative measures can result in injury to guests and staff which has a huge impact on costs in: • Damage repairs • Guest dissatisfaction • Down time operational This presents 2 problems: • The guest is going to be unhappy resulting in lose of business. • Attendance to the injury means serious down time, which is costly to the company. Every guest needs to feel safe when they are staying at the company. Create a sense of safety by taking the proper care of the environment they are stay in. Why implement a Maintenance Programme? When harm comes to a guest, it is very likely to result in lose of the guests’ business in the future. This represents a considerable cost to the company. Equipment hazards that are unattended and could have been prevented may cause extensive damage to that piece of equipment, which results in expensive repair costs or replacement. Damaged equipment, especially where electrical appliances
1120 are concerned, can cause repercussion damage on other equipment or infrastructure. Damaged equipment that results from the failure to report hazards and potential hazards can result in expensive ‘down time’. Preventative Maintenance Principles The principles for Preventative Maintenance are: • Compliance with the law: It is required by law to maintain a work environment that meets the requirements of standards stipulated in the Occupation Health and Safety Act and Organizational Standards. This means that all equipment and work areas are to be closely monitored and checked for potentially hazardous situations. • Precautionary Prevention Measures The company is under moral obligation to guests to do the very best to ensure their safety on the premises and that every precaution and preventative measure is taken to eliminate any risk of injury to them or damage to property. • Cost Effective Prevention and Maintenance Procedures are also cost effective measures. Implementation of Preventative Maintenance is less costly than having to repair and replace equipment promptly in the event of a disaster. Implementing a Preventative Maintenance Programme Guidelines Below find guidelines for implementing Preventative Maintenance measures: Step Action 1. Staff and colleagues should be trained in procedures in order to initiate corrective action in the event of a hazard 2. All staff must be trained to look out for and report any hazards immediately 3. Ensure that maintenance check lists are available for each respective area of responsibility and are given to the responsible staff member in order for them
1121 to carry out and record daily routine checks accordingly. Ensure that the checklists contain all the relevant information about what needs to be checked within the given area 4. Ensure that a comprehensive checklist is available to the supervisor and Deputy Manager to conduct ‘ad hoc’ and formal inspections of the work that has been done by the staff. These types of inspections should be included in developing the maintenance programme 5. Ensure that work schedules are made available to staff members. Work schedules should include the following information: • Appointment of responsible person • Area of responsibility • Equipment in each area to be checked. • Servicing requirements for each item of equipment, i.e., quarterly servicing, daily servicing, bi-annual servicing, monitoring on an on going daily basis etc. • Time frames in which maintenance checks are to be completed 6. Ensure that there are daily meetings for briefings with respective staff for updates and reports on daily programme 7. Staff should be made aware of their accountability in ensuring that procedures are implemented according to expected standards. Potential Hazards Potential Hazards A hazard is anything that could possibly cause damage, harm or injury to people or to property in the work place. Therefore, ALWAYS take note of and report any incident or anything that may pose a danger to guests, colleagues and any visitors. While it is not possible to predict everything that could happen, the safety and security procedures are designed to cover as many eventualities as possible. When one is in an emergency situation, it is difficult to think clearly and make good decisions on the spur of the moment. Safety and security procedures help to make appropriate decisions which reduces the risks of further endangering guests and colleagues. Potential Hazards and Appropriate Actions Introduction It is critical to be aware of all the potential hazards that could occur in the work environment so that procedures for their prevention can be implemented.
1122 Below are some of the various hazards relative to the work place that could endanger guests and staff. Examples of Potential Hazards Precautionary measures Wet floors Ensure that Maintenance Personnel carry signage with them while mopping to warn passers-by of the potential danger of slipping, always place signage to warn of wet floors – even when it rains, and the stairs outside are wet. Wet Paint Ensure that sufficient signage is placed where guests and staff can easily see it to warn them that painting is being done and that therefore leaning against or touching the paint could damage property or clothing. Electrical Wiring Ensure that all: • loose wiring is secured out of the way. • insulation is in tact and that there is no dampness around the wiring. • circuits are not overloaded with too many electrical appliances plugged into the same socket. People Loitering Politely ask if you may be of assistance. If the person does not want assistance, inform Security and the H.O.D immediately. Lifts Lifts should be serviced monthly by a registered outsourced company. If the lifts are not working, ensure that signage is posted clearly outside so that guests do not use them until the problem has been repaired. Ensure that the problem is recorded accurately in the report book and reported to the Maintenance Manager immediately. Airconditioning Regularly checking the air-conditioners as follows:: • Check that the chillers have been serviced according to the schedule (as instructed on installation), or when otherwise required. • Check that the servicing of pumps is maintained and that the chemicals distributed through the Air-conditioning Water Treatment System to eliminate bacterial diseases, have been tested daily for correct chemical levels and continuity of flow. • Any problems with the air-conditioners, must be reported to the Maintenance Manager. Boilers Ensure that boilers are checked on an ongoing daily basis and serviced on a monthly basis to ensure that the temperatures do no exceed 65 degrees Celsius. If the water is too hot, it may scorch the guests and the Hotel would be held responsible for any injury caused. Regulate the temperatures immediately if need be. Water Water pipes are to be checked on an ongoing basis and the status recorded in a report book to monitor condition and prevent burst pipes.
1123 Check the water in the pool for bacteria and other diseases on an ongoing basis so that treatment can be administered timeously by the Outsourced Personnel. Problems with the water treatment should be reported immediately to the Maintenance Manager and details recorded in the report book. Freezers & Fidges Ensure that the freezing and cooling equipment is serviced regularly to prevent food spoilage and subsequent food poisoning. Temperatures are to be maintained as follows • Fridges: +/- -4 degrees Celsius, • Freezers: +/- - 18 degrees Celsius. Ensure that any fault with this equipment is reported to Management and recorded in the report book. If the maintenance team is unable to sort the problem out, contact the Suppliers immediately. Generator Check the generator on a monthly basis. Allow the generator to carry the load of the entire hotel once a month to ensure that it is not just in running order, but can cope with the hotel at full capacity. Fire Equipment Ensure that all fire equipment (namely: Fire hoses, Extinguishers, Smoke detectors and Sprinkler systems) are serviced and physically tested quarterly during the year by an outsourced expert team. The single biggest cause of hotels burning down is attributed to the deep frier in the kitchens. Ensure that the ducting above the deep friers is checked daily for grease build up which could ignite easily with just one spark from the frier, and set the ducting alight through all the floors above! Ensure that the stoves, friers and other kitchen equipment is serviced by the respective outsourced companies or internally by the maintenance department on a quarterly basis during the year. Maintaining Equipment The Life-Span of Equipment Life-span The supplier of the equipment would have given the company some idea of it’s projected life expectancy given the work load it carries within the company. Review the purchase or hiring documentation regularly to keep up to date with equipment that is nearing this projected date. Ensure that the log book is kept up to date and audit it on a regular basis. The log book is where all servicing documentation and reports of incidents are recorded regarding the history of a specific piece of equipment. This
1124 information also gives an indication of condition of the equipment and whether or not it will continue to function optimally and for how long. Replacement Schedule Equipment does not last indefinitely and will at some point require replacement. Report poor functional operating to the Maintenance Manager and record it in the log book. The Maintenance Manager is responsible for evaluating the risks involved in keeping the machine, i.e. replacing a part, versus the cost to replace the entire piece of equipment. Twenty-four hour Use Equipment 24-hour equipment Twenty-four hour equipment is equipment that is in constant use and cannot be completely shut down or rested at any point, for any length of time. Examples of twenty four hour operational equipment are: • Electricity • Airconditioning • Water systems Guidelines Below are guidelines for scheduling maintenance of 24hour operational equipment: Step Action 1. Maintenance must take place during an hour when guests are least likely to be aware of the disturbance. For example, service the boilers at midday when guests are more than likely not going to require hot water 2. Make use of back-up equipment, where possible, to tide over when the main equipment is being serviced. For example: Generators are used when electricity must be switched off completely 3. Normally there are two chillers for the air-conditioning purposes but are not normally used simultaneously all year round. Try to schedule servicing during cooler months when lack of air-conditioning is not as noticeable, but failing that, shut only one chiller down and service the other 4. Isolate the section of the equipment with the problem and work on the specific parts so as not to incapacitate the entire facility, where ever possible, and only shut down the part that is being serviced
1125 Instructions • In the following assessment you will be required to answer all questions. • You are required to obtain 100% to pass. • Obtain feedback from your Assessor on the accuracy of your answers. • If you do not obtain the pass mark, revise all the learning material and redo the question.
1126 Maintenance Tracking and Follow-up Week: Mainten. Slip # Date Issued Location of Problem Problem Description Completed By Date 1. Maintenance Request Forms must be issued for all repairs 2. Every Maintenance Request Form must be entered onto this summary sheet 3. Items not completed by the end of the week must be entered at the top of next weeks sheet 4. Copies to be submitted weekly to the Executive Housekeeper and to the General Manager
1127 Yearly Maintenance Plan Engineering Department Daily Jan-09 Feb-09 Mar-09 Description Weekly 1 2 3 4 1 2 3 4 1 2 3 4 Generator #1,2,3,4 D/C/C/R M M M Maindistibution Board D/C/C/R 3M Desalination system D/C/C/R M M M Water Treathment system D/C/R M M M Raw Water tank D/C/R 3M Incinerator system D/C/C/R M M M Laundry system W/C/C/R 3M PABX system W/C/C/R Fire Alarm system D/C/C/R #Fire Hose cabinet W/C/C/R M M M #Fire Extinguisher W/C/C/R M M M #Smoke and Heat Detector M M M #Graphic annunciator D/C/C/R M M M SMATV system Computer system (Hard ware) 3M Wase water system D/C/R 3M Top water tanks W/C/R 3M Winch Machine D/C/C/R M M M Tracktor W/C/R 3M Swimming Pool D/C/C/R M M M Pond 3M Cold Water Pump#1,2,3,4 D/C/R 3M Submersible Pump#1,2,3,4 D/C/R 3M Sprinkler system W/C/R 3M Walkie Talkie Kitchen Equipment #Walk in cold room D/C/R M M M #Freezer D/C/R M M M #Refrigerator D/C/R M M M #Hood & Exhaust duct W/C/R M M M #Cooking Stove M M M #Grease tap W/C/R M M M D = Every day M = Every Month W = Every week 3M = Every 3 months C = Check 6M = Every 6 Months C = Clean R = Record Prepared By : Chief Engineer Daily Jan-09 Feb-09 Mar-09 Description Weekly 1 2 3 4 1 2 3 4 1 2 3 4 Villa #Roof #Wood work 3M
1128 #Air condition system 3M #Hot water system 3M #Electric Junction Box 3M #In&Out door Lighting 3M #Septic tank 3M #Curtain / Motor 3M #TV & DVD Player, Refrigerator 3M #Bed side control 3M #Fence Staff House #Air condition system 3M #Hot water system 3M #Out side lighting 3M #Septic tank 3M Canteen #Kitchen Equipment 3M #Hood Exhaust duct 3M #Grease tap 3M #Septic tank 3M Restaurant & Beach bar #Air condition system 3M #Refrigeraor M M M #Electric Equipment M M M #Drainage system 3M #Septic tank 3M Back of House #Office Equipment 3M #Air condition system 3M #Ventilation fan 3M #Lighting and Receptacle system 3M D = Every day M = Every Month W = Every week 3M = Every 3 months C = Check 6M = Every 6 Months C = Clean R = Record Prepared By : Chief Engineer Daily Jan-09 Feb-09 Mar-09 Description Weekly 1 2 3 4 1 2 3 4 1 2 3 4 Guest Service Area #Lan system 3M #Electric Equipment 3M #Lighting and Receptacle system 3M #Telephone & Fax Machine 3M #Computer PC & Printer+UPS 3M #Wood work (Furniture) 3M #Guest toilet 3M #Septic tank 3M #Electric Fan M M M Landscape #Walk way 3M #Lighting & Receptacle 3M #Main Hole (EE,EL,PP) 3M #Main Hole (Drainage) 3M
1129 #EE. Panel Board 3M #Ground and Earth Protection 3M #Lightning arrester system 3M Spa Complex #Steam system M M M #Sauna system M M M #Hot water system M M M #Lighting system M M M #Sound system 3M #Office Equipment 3M #Electric Fan M M M #Refrigeraor M M M #water system and drainage pipe M M M #Wood work (Furniture) 3M #Wood work (wall, floor, ceiling) 3M #Air condition system 3M #Wase water system M M M D = Every day M = Every Month W = Every week 3M = Every 3 months C = Check 6M = Every 6 Months C = Clean R = Record
1130 Preventive Maintenance Kitchen Equipment: Gas Burner • Follow up on the preventive maintenance schedule by preparing the required materials, equipment and spare parts two (2) weeks in advance. • Inform all parties concerned, especially the Executive Chef, at least three (3) days in advance when a preventive maintenance session is to be conducted. • The work shall preferably be carried out after midnight during the off peak period. • Shut off the gas supply line completely before commencing work. • Clear all the dirt particles from the small openings of the burner carefully with a wire brush. • Repeat the same steps for all the burner openings. • Check and tighten all loose handles. • Turn on the gas supply. • Test the burner flame and if the flame is blue in colour, the burner openings are clear of dust particles. • Where the flame is not blue, resume the cleaning task. • Clean and tidy up the site and make sure all gas lines and valves are in a safe condition. • The valves must be closed when there is no cooking being performed.
1131 COLD ROOMS Weekly maintenance • Check for any ice build up and tray overflow in the freezer room. • Monitor the electrical controls, the pressure and the temperature. Monthly maintenance • Check the compressor status for any temperature increase and/or vibration and, if any occurs, correct it as per the manufacturer’s instructions. • Check for any vibration, noise and misalignment. • Maintain the condenser by regularly servicing it. Semester maintenance • Perform the refrigerant cycle control every six (6) months. • Check defrost cycle operation. • Check defrost door heating elements. • Check drain defrosting heating elements.
1132 GAS STORAGE & DISTRIBUTION Daily maintenance • Check the gas bottle and the gas bank for any leak and, if any occurs, have it fixed immediately thereby ensuring 100% safety. • Monitor the in/out pressure of the pressure regulators for the actual performance. Weekly maintenance • Check the pressure gauges. Monthly maintenance • Check thoroughly the emergency stop valve. • Check thoroughly the piping distribution and maintain them by painting. • Check the manual shut-off valve for each piece of equipment. Semester maintenance • Check the foam extinguisher(s) system for kitchen hoods. • Perform the pressure test of the LPG tank(s) and the safety valve(s) every 5 (five) years. • Check gas detector sensors in kitchen.
1133 • Check deludge valve system every 6 months. LAUNDRY EQUIPMENT Laundry utility dry-clean press Weekly maintenance • Use high temperature grease on all bearings with a grease fitting. • Check the automatic air filter regulator drain. • Clean the air filter when the pressure drops below 50 PSI. • Clean the mufflers. Monthly maintenance • Check the oil in the shock absorber and fill it accordingly if the actual level is lower than the manufacturer’s specification. • Lubricate all the valves. • Adjust the shock absorber if necessary. • Check the head return springs. • Adjust the reed switch if the air valve is not working properly. Yearly maintenance • Check the steam piping and repair or replace accordingly if any leak occurs. • Check the steam valve. • Check the steam trap and repair or replace accordingly if any leak occurs. • Check the steam piping insulator.
1134 Laundry Washer Extractor Monthly maintenance • Check and lubricate the door interlock pin for proper operation. • Check the shell door hinge for excessive clearance. • Clean the air filter and replace it if necessary. • Check the oil in the oil bowl and add more if the actual level is lower than the manufacturer’s specification. • Observe all indicator stems on the injectors moving in and out during the lubrication cycle. • Clean the fill-strainer of the ram pump periodically as needed and remove all the dust around the pump. TELEPHONE SYSTEM • Check P.S.T.N. / E1 / ISDN junction box monthly for defective line connections. • Check MDF for loose connections and temporary connection monthly. • Check lightning arrestors quarterly. • Check telephone system UPS / battery back up monthly. • Control card, CPU, TRK cards, analog cards and digital cards to be checked yearly. • Billing terminal / data monitoring / interphase connections to PMS and PABX to be checked yearly. • Voice mail system, to be checked yearly for undeleted messages and it should be cleaned.
1135 AUDIO VISUAL EQUIPMENT • Check the sound level with the dB meter on the control panel. • Adjust the volume control if the sound level is above or below the designated level. • Clean all the sound system external structure with an air blower. • Check the temperature of the power amplifier. • Replace or repair if the measured temperature is too high. • Check the ventilation fan if any. • Record the jobs done in the appropriate logbook. The following is checked together with the outlet manager on monthly basis for inventory control and for defects. • Portable A/V rack for caterings. • Loose PA system equipment such as MIC, cables, speakers and OHP’s. • Portable karaoke equipment. • Fixed ballroom multifunctional AV equipment. • Fixed ballroom control center equipment. • Fixed discotheque and health club AV equipment.
1136 SMOKE DETECTOR NETWORK • Physically check and clean the terminal of each smoke detector on a yearly basis. • Check each smoke detector terminal and circuit for detection by smoke on a monthly basis. • Check the fire panel for detection on a monthly basis. • Check the cable continuity in the panel board on a yearly basis. • Check for any eventual cable fault at the fire panel on a yearly basis. HEAT DETECTOR NETWORK • Physically check and clean the terminal of each heat detector on a yearly basis. • Check each heat detector terminal and circuit for detection by heat on a monthly basis. • Check the fire panel for detection on a monthly basis. • Check the cable continuity in the panel board on a yearly basis. • Check for any eventual cable fault at the fire panel on a yearly basis. SPRINKLER NETWORK • The test drain line valve is to be opened on a yearly basis for each sprinkler distribution branch to check the flow switch indication. • The flow switch is to be cleaned on a yearly basis in order to maintain the contact quality. • The supervisory flow gate valve is to checked for the open / close condition corresponding to the indication in the supervisory flow control valve panel.
1137 • The water pressure in the sprinkler network is to be monitored on a daily basis. • Random selected sprinklers in each branch shall be checked once a year for accurate sensitivity. HOSE CABINET • Check the housing paint and repaint if necessary. • Check the door lock and immediately replace if deficient. • Check the glass and change if cracked. • Check the valves. • Check the hydrant hose and the hose reel, and change if any leaking occurs, even if minor. • Check the nozzle and the handle / handling condition. • Check the fire extinguisher whether inside or not. • Record the job done in the appropriate preventive maintenance form. MANUAL CALL POINT • Each circuit is to checked on a monthly basis by opening the break glass. • Its activation is to be checked for indication on the fire control panel. • Each time a break glass is being checked, the related zone alarm bell shall ring first and then, the one of the sandwiched floors shall ring at their turn. • The key shall also be used to check the system without removing the glass. • The key for the general alarm shall also be used in order to simultaneously ensure that the smoke extraction dampers and the stair pressurization system are effective.
1138 FIRE EXTINGUISHER • Be sure that the extinguisher(s) is/are at the proper location so that there will be no delay in case of fire. • Check if the pointer of the pressure gauge is in the green area and if the pointer is in the red area, have it recharged as per instructions. • Check if the nozzle opening has not been closed/obstructed with any extraneous object. • Check whether the ring pull pin is provided to prevent from any accidental discharge. • Weight the extinguisher and if it reveals to be below the designated weight, have it recharged. • Record the date of checking on the fire extinguisher. FIRE CONTROL PANEL • The fire alarm panel located in the Security Control Office and/or at the Security Office Department / Telecom Section shall be permanently monitored for any fire indication. • The buzzer shall be tested on a monthly basis for effective functioning. • The test lamp shall be checked every day for any fused indicator. • The panel shall be physically cleaned on a monthly basis with an air blower to eliminate any dirt and thus avoid any bad contact. • The voltage of each detector (heat & smoke), flow switch and supervisory flow valve circuit shall be thoroughly checked every six (6) months. • The panel shall be technically checked for any cable shot or loose connection every six (6) months.
1139 FIRE ENGINE PUMPS • Check the engine oil level and the pressure reading. • Check the coolant level and add if below the instructed level. • Check the distilled water level in the battery and add if below the instructed level. • Check the diesel oil in the day tank and add if below the instructed level. • Check for any water leakage. • Check for any noise and/or vibration. • Check the valves for free travel and grease if necessary. • Test the pressure switch. • Check the control panel, clean and spray it with the electrical contractor cleaner if necessary. • Record the job done in the appropriate preventive maintenance form. FIRE STAIRS EVACUATION SYSTEM • The fire stairs must be free from any obstruction: consequently, a thorough control of all the fire stairs is to be conducted on a daily basis. • The fire stairs must be well lighted under the emergency circuit: consequently, a thorough control of the fire stairs emergency light system is to be conducted on a weekly basis. • All the exit signs are to be properly lit : consequently, a thorough control of all the exit signs is to be conducted on a weekly basis. • The stair pressurization system and smoke ventilation system shall be checked on a monthly basis by operating them on the Manual Mode.
1140 • The extraction and fresh air in/out dampers are to be checked every six (6) months under the Auto Operation Mode and the motor is to be simultaneously thoroughly checked. ALARM ACTIVATED DEVICES • The fire doors which are operated relatively to the fire alarm panel signal are to be checked on a monthly basis for any loose connection/termination. • The exit doors which are actuating a fire alarm signal are to be checked on a monthly basis for any loose connection/termination. • The alarm actuated tripping of elevators bringing the elevators to the ground level after a specific time of sensing shall be checked every six (6) months. • The alarm operated gas solenoid valves and tripping of air handling units are to be checked operationally every six (6) months. • Gas detectors connected to gas solenoid to be checked. ELEVATORS It is The Hotel policy to contract out with the manufacturer for regular checking of the following parameters: 1. Machine room status, A/C, ventilation 2. Motors 3. Speed transmission system 4. Electrical controls and safeties. 5. Lift car vibrations, doors, control panel and ropes.
1141 STEAM GENERATION Steam Boilers Physical Status The boilers are to be checked on a daily basis for any leakage of the following: 1. Steam 2. Fuel CO2 / O2 combustion efficiency • The combustion efficiency control is to be monitored every six (6) months. • The desired level ranges from 11 to 13 %. Feed water pumps / strainers / feed water softener / water quality • The TDS is to be checked on a daily basis. • The hardness should range from 0 to 3 PPM. • The softener regeneration is to be performed on a daily basis. Electrical control • The electrical system is to be checked every six (6) months. Safety aspects / certificates / boiler operators • The relief valve and the other safety devices are to be checked on a yearly basis. Diesel feed pump / filters / strainers / storage • The strainers are to be cleaned on a daily basis. • The water is to be drained from the main storage. STEAM DISTRIBUTION PRV station / gauges • These are to be checked on a yearly basis.
1142 Steam relief valve • This is to be checked on a yearly basis. Steam supply header / return header • These are to be checked for any leakage on a daily basis. Ogden pump • An operational check is to be performed every six (6) months. Aerator tank • This is to be drained and cleaned every six (6) months. Blow down tank • The temperature controller is to be checked on a monthly basis. Feed water balancing tank • This is to be cleaned on a yearly basis. Steam traps / sight glass / valves • These are to be serviced every six (6) months. Steam temperature • This is to be checked on a daily basis. Steam pipe insulation • The insulation status is to be checked on a yearly basis.
1143 PUMP Monthly • Check the condition of the inlet and the outlet pipes for any leakage. • Check the inlet and the outlet valves for free travel and grease them if necessary. • Check the motor. • Check the motor control panel for proper operation and clean if it is dusty. • Check all wiring and tighten the loose wires. • Check the condition of the pressure switch condition. • Record the jobs done on the appropriate preventive maintenance form. Quarterly • Check the glands for leakage. • Check for any abnormal noise on a monthly basis. • Check for shaft seal leakage, pump casing and impellers for vibration. Yearly • Check current drawn against rated to verify efficiency of pumps. • Check the pump bases for corrosion and paint them. FAN COIL UNIT Complete overhaul covers the following: • Remove the fan coil motor, check the bearing and grease if necessary.
1144 • Clean all dirt and dust from the motor. • Check the motor speed and its amperage. • Clean the fan coil with an appropriate chemical spray and water, and ensure any chemical residue on the coil has been completely removed by using the high pressure air machine. • Remove the air filter, soak it with water and dry it. • Clean and dust all around the fan coil unit. • Check the fan speeds at the high, medium and low levels for proper operation. • Check the three-way valves and the thermostat. • Check the fan coil unit tray and the piping insulation. • Check the tray drainage and the pipe slopes, and adjust if necessary. • Check for air infiltration around the plenum and close all the accesses. AIR HANDLING UNITS Weekly maintenance • Check the physical condition of the bearings, the belts and the plumber block and check for any vibration and/or noise. • Clean all the air filters and the drain tray. Monthly maintenance and record • The Air Handling Unit supply, Air Cube Feet per Minute, the velocity and the temperature are to be measured and recorded accordingly. • The Return Air Opening, the velocity, the quantity and the temperature are to be measured and recorded accordingly. • Check the coil inlet, the outlet pressure and the flow control valve. Half yearly maintenance and record
1145 • Measure the water inlet and the outlet temperature and pressure verify against rated capacity. • Check the modulator valve and the return air thermostat. Yearly maintenance and record • Service on a yearly basis according to the condition of the coil and the blower. • Check the room insulation. • Check the air-tightness of the room. PACKAGE SYSTEM / SPLIT UNITS Weekly maintenance • Clean the filters. Monthly maintenance and record • Check the physical condition of the condensing unit. • Check and rectify any vibration and/or noise that may occur concerning the bearings, the belts, the plumber block and the anti-vibration mountings. • Clean the drain tray and the drain of evaporator. • Check the electrical controls. • Check the blower status. Trimester record • The return air velocity, quantity and temperature are to be accordingly recorded every three (3) months. • The supply air quantity, velocity and temperature are to be accordingly recorded every three (3) months. Yearly maintenance • Check the acoustic status of the room and the openings.
1146 • Check the coil status of condenser, evaporator and perform a yearly cleaning. • Check the refrigerant cycle. LEGIONELLA & WATER QUALITY CONTROL What is Legionella? Legionella is a bacteria which can cause Legionnaires disease, a form of pneumonia, or Pontiac fever, when inhaled. Legionnaires disease has an incubation period of 2 - 10 days and is usually associated with a low attack rate (up to 5%), but a high mortality rate (15-20%). There are more than 20 species and many subgroups of the bacteria. How does it grow? Legionella bacteria grow naturally in the environment. It can be found in most fresh and salt water environments at temperatures ranging from about 5-60°C and has also been isolated from the mud and sandy soil of river banks. Warm water promotes its growth. It will grow in temperatures between 20 – 45°C if nutrients from sediments and other micro-organisms are present. Laboratory tests has shown that the survival time for Legionella decrease from hours at 50°C to minutes at 60°C and seconds at 70°C Unlike other bacteria, Legionella can survive a wide range of pH values. Legionella can be found in soil amoebae and this provides a means of dispersion and survival in open air conditions. Water contaminated with Legionella presents a risk of Legionnaires disease only when it is dispersed into the air as an aerosol. Common growth habitats In general the sources of Legionella implicated in outbreaks of Legionnaires’ disease have been traced to cooling towers of large air conditioning plants or to