UpKeep Computerized Maintenance Management System

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UpKeep Computerized Maintenance Management System (CMMS). 1I. UpKeep Data Storage and Access . 1II. Creating an UpKeep Work Order Request . 1III. Maintenance use of UpKeep . 2A. Types of UpKeep users . 2B. Work Order Priority . 4C. Work Order Status . 4D. Work Order Appearance . 5E. Preventive Maintenance (PM) . 6IV. Notice . 8VI. Action . 8Section-15 Physical PlantOP-150203Page: 1Use of UpKeep CMMSACA Standards: 5-ACI-3B-08, 5-ACI-3B-09Scott Crow, DirectorOklahoma Department of CorrectionsEffective Date: 10/22/2020Signature on FileUpKeep Computerized Maintenance Management System (CMMS)The Oklahoma Department of Corrections (ODOC) has contracted with UpKeep toprovide an agency-wide standard for computerized maintenance management. UpKeepis an internet-based maintenance management software that processes work ordersand maintains a live inventory of assets and parts. UpKeep promotes collaboration ofagency maintenance technicians and encourages transparency within facilitymaintenance departments.UpKeep will serve as the facility maintenance department’s preventive maintenanceprogram for the systematic scheduling of routine upkeep of equipment, buildings, andstructures thereby reducing emergency repairs.This procedure will direct agency staff how to access UpKeep, submit work orderrequests, process work orders, and the rules governing the system.I.UpKeep Data Storage and AccessEach facility will have an UpKeep account for their maintenance department andaccess will be provided to facility administration via the UpKeep Enterprisedashboard as outlined in this policy. Maintenance staff and administration will beissued individual account credentials for UpKeep accounts.All agency employees will be trained on the proper work order requestprocedure, utilizing the unique request portal and submission of an UpKeep workorder request.Agency maintenance staff will be provided individual one-on-one training by theODOC UpKeep administrator.II.Creating an UpKeep Work Order Request

Section-15 Physical PlantOP-150203Page: 2Effective Date: 10/22/2020To create an UpKeep work order request, the following instructions apply.A.Click on the unique “UpKeep Work Request” link on the ODOC UpKeeppage that corresponds with the maintenance department fulfilling therequest.B.The “Request Title of the Work Request” will state the location of the issueand a two-three word description of the work requested.C.The “Request Description of the Work Request” will be a very detaileddescription of the problem and what, if any, steps have been taken todiscover and verify the issue.The location of the work request will be selected by a drop-down menu.D.III.E.For proper processing of the work request, the employee submitting thework request must ensure the name, telephone number and email issubmitted correctly.F.If available, attach an image or Portable Document Format (pdf) file to ther orPM, with the exception of monthly vehicle inspections whichwill require the completion of OP-120401 Attachment Kentitled “State Vehicle Monthly Safety Inspection.” Once PMwork orders are set up in UpKeep, it maintains a historicalrecord of all PM work;b.Establishing priorities, scheduling, and preparation ofworkflow;c.Maintaining a spare parts inventory in UpKeep to ensure theproper stock of needed items are available whileunnecessary overstocking is eliminated; andd.Provisions for emergency repairs or replacements during lifethreatening situations. (5-ACI-3B-08)PreparationThe facility maintenance supervisor will identify all equipmentrequiring PM and enter that information into UpKeep as an assetand a recurring work order associated with it.3.Buildings and StructuresThe facility maintenance administrator will maintain copies of the“As-Built” engineering plans/drawings for buildings as they exist. Ifan electronic version is available, this will be uploaded into thefacility’s UpKeep file storage section for digital storage.4.Record KeepingThe facility UpKeep assets section will be maintained on eachpiece of equipment identified by the facility maintenanceadministrator as requiring PM for statistical information during thecalendar year. This will aid in maintaining parts, inventories, andbudget planning.5.Emergency Equipment/Generator TestingEmergency equipment and systems will be tested quarterly.Generators are inspected and run tested weekly, and load testedquarterly or in accordance with manufacturer recommendations. (5ACI-3B-09)

Section-15 Physical PlantOP-150203Page: 8Effective Date: 10/22/2020The director of Fleet Management is responsible for ensuring PM isconducted on all generators. The “Generator PreventativeMaintenance Checklist,” (Attachment C, attached) will be utilized torecord these events. Upon completion, the checklist will be sent tothe director of Fleet Management, with a copy retained by thefacility/unit maintenance administrator, who will be responsible forensuring those records are retained in UpKeep.IV.NoticeAll staff directly included in the maintenance process will ensure that allequipment, assets, and inventories are entered into UpKeep and that UpKeepremains current. Doing so allows for the timely and efficient maintenance ofsecurity and life safety systems.V.ReferencesP-020700 entitled “Oklahoma Department ofManagement”Corrections Data SystemP-130100 entitled “Oklahoma Department of Corrections Annual Inspections andMonitoring”OP-120401 entitled “Fleet Management”VI.ActionAll affected facilities/units and the director of Construction and Maintenance isresponsible for compliance with this procedure.The director of General Services is responsible for the annual review andrevisions.Any exceptions to this procedure will require prior written approval from theagency director.This procedure is effective as indicated.Replaced:Operations Memorandum No. OP-150203 entitled “PreventiveMaintenance Program” dated August 28, 2019Distribution: Policy and Operations ManualAgency Website

Section-15 Physical PlantOP-150203Page: 9Effective Date: 10/22/2020AttachmentsTitleLocationAttachment A“Use of UpKeep ComputerizedAttachedMaintenance Management System (CMMS)”Attachment B“Preventive Maintenance EquipmentList”AttachedAttachment C“Generator Preventative MaintenanceChecklist”AttachedAttachment K“State Vehicle Monthly Safety Inspection”OP-120401

The facility maintenance supervisor will identify all equipment requiring PM and enter that information into UpKeep as an asset and a recurring work order associated with it. 3. Buildings and Structures The facility maintenance administrator will maintain

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