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UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Processing and Completing Life Safety Work Orders
FO SOP-W06
Page: 1 of 5
Last Modified: 4/7/2015
Approved: 4/8/15
PROCEDURE:
Processing and Completing Life Safety Work Orders
INTENDED AUDIENCE:
All Facilities & Safety personnel involved with submitting, processing
and completing Life Safety and State Fire Marshal work orders.
The purpose of this SOP is to standardize the procedure when
submitting, processing and completing Life Safety and State Fire
Marshal work orders.
PURPOSE:
1. Definitions:
WCC Work Control Center
EH&S Environment Health & Safety
LS
Life Safety
SFM
State Fire Marshal
PM
Preventive Maintenance
PMR Preventive Maintenance Repair
NOTE: ALL STATE FIRE MARSHAL WORK ORDERS WILL BE GIVEN THE JOB PRIORITY OF LIFE
SAFETY
NO SFM/LIFE SAFETY WORK ORDERS WILL BE CANCELLED. AUTHORITY IS GRANTED TO EH&S
DIRECTOR, EH&S ASSISTANT/ ASSOCIATE DIRECTORS AND THE LIFE SAFETY PLANNER ONLY.
2. EH&S Actions:
a. Submitting LS and SFM Customer Requests:
i. EH&S:
ii. When submitting LS and SFM customer requests in AiM follow FO SOP-13
Creating a new Customer Request, ensuring the request description
starts with LS and/or SFM.
iii. Other than EH&S:
iv. All Customer requests that come in as LS and/or SFM must be reviewed
by EH&S before processing the work. Forward the request via email to
EH&S at [email protected].
3. WCC Actions:
i. Processing LS and SFM Customer Requests:
ii. In the Customer Request Approval screen in AiM click on the transaction
number that is LS or SFM request.
UCF FO SOP version 1, Jun. 1, 14
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Processing and Completing Life Safety Work Orders
FO SOP-W06
Page: 2 of 5
Last Modified: 4/7/2015
Approved: 4/8/15
iii. At the Customer Request Approval screen click on the edit icon
iv. In edit ensure the description is in the proper format as outlined in FO
SOP-1:
Standardized Work Order/Phase description
If this is a LS or SFM
request the description
must start with LS
and/or SFM
LS/SFM, BXXXXX, RXXXX - ASSET - Problem,
NOTE: ALL LS AND SFM WORK ORDERS MUST BE COMPLETED WITHIN 30 DAYS.
v. Before approving the Customer Request there is one additional step for
LS and SFM requests. In the Job Priority field select LIFESAFETY.
UCF FO SOP version 1, Jun. 1, 14
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Processing and Completing Life Safety Work Orders
FO SOP-W06
Last Modified: 4/7/2015
Approved: 4/8/15
vi. You can now approve the customer request.
vii. Click on the Work Order number to access the work order.
viii. Click on Phase 001 to access the phase.
UCF FO SOP version 1, Jun. 1, 14
Page: 3 of 5
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Processing and Completing Life Safety Work Orders
FO SOP-W06
Page: 4 of 5
Last Modified: 4/7/2015
Approved: 4/8/15
ix. If this Work order falls in the Priority of 1or 3 the phase status will be
dispatched. All others leave as NEW
4. Planners actions:
NOTE: ENSURE THE WORK ORDER IS PLANNED AND SCHEDULED WITH ENOUGH TIME TO ALLOW
THE MAINTENANCE TEAM TO COMPLETE WITHIN 30 CALENDAR DAYS OF THE DATE CREATED. IF
WORK CANNOT BE COMPLETED WITHIN 30 CALENDAR DAYS DETAILED JUSTIFICATION MUST
BE ENTERED IN THE NOTES LOG ON THE PHASE. (Examples: material lead time, access,
contractor availability…)
a. Check “New” Life / Safety query daily
b. Process / Evaluate new work orders as follows:
i. Work orders requiring clarification or require particular code
requirements to be specified, submit email request to EH&S Director or
Assistant Directors. Place work order phase in “Hold” status, note reason
for hold. ie… Awaiting clarification and / or information from EH&S to
proceed. [email protected]
ii. Work order is not complicated, Planner & Supervisor communicate to
determine if status will be changed to Awaiting Supervisor Planning, or
Awaiting Planning. Decision should be made within 1 business day. Refer
to process guide 2.0 “PrioritIze Work order level 2”.
iii. Work order is complicated, refer to Process Guide 3.10 level 3
5. Scheduler Actions:
a. Check “Awaiting Scheduling” Life / Safety query daily
b. Prioritize scheduling based on facilitating earliest possible completion date. All
effort should be made to schedule Life /Safety phases within 3 business days
from receiving phase in “Awaiting Scheduling” status. Refer to Process Guide
4.0 “Scheduling Level 2”.
UCF FO SOP version 1, Jun. 1, 14
UNIVERSITY OF CENTRAL FLORIDA
FACILITIES OPERATIONS
STANDARD OPERATING PROCEDURE
Subject: Processing and Completing Life Safety Work Orders
FO SOP-W06
Page: 5 of 5
Last Modified: 4/7/2015
Approved: 4/8/15
c. Communicate with Supervisor to determine if work will need to be pulled in to
current week’s schedule to meet the 30 day compliance date.
6. Team Supervisor Actions:
a. Ensure the work order is scheduled and completed within 30 calendar days
from its date created.
b. If this is a repair needed resulting from a Life Safety PM the Team Supervisor will
initiate a PMR ensuring step 3.d is followed
NO SFM/LIFE SAFETY WORK ORDERS WILL BE CANCELLED. AUTHORITY IS GRANTED TO EH&S
DIRECTOR, ASSISTANT DIRECTORS AND THEIR DESIGNATED DELIGATES.
NOTE: FAILURE TO FOLLOW THIS PROCEDURE MAY RESULT IN DISCIPLINARY ACTION UP TO AND
INCLUDING TERMINATION FOR INSUBORDINATION.
<<<<End of Procedure>>>>
UCF FO SOP version 1, Jun. 1, 14