Repairs & Maintenance Manual - Introduction & Contents

Introduction

This manual is an in house guidance manual on policy and procedures for the use of Housing and Property Services staff during the normal course of their duties.

The purpose of this manual is to provide basic information on the Housing Repair and Maintenance function, identifying the key components of the various tasks carried out by Clerks, Maintenance Officers, and Managers. In addition, a brief section is included identifying the regular reports which should be reviewed and monitored by the Manager (Property Services).

Any changes in policy or procedures shall be issued and the manual updated accordingly.

Contents

1.	Clerk		Date Issue/ Amend (denotes amendment date)
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10	Receiving Repair Requests Direct Issue Create Pre Inspection Completing Pre Inspections/Issuing Orders Cancelling Of Orders Invoice Entry for Non Linked Contractors Disputing Non Linked Contractor Invoices Invoice Production for Non Linked Contractors Report Printing Repairs By Appointment		(11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (09.02.2005) (11.06.2003) (11.06.2003) (11.06.2003) (04.04.2005)
2.	Maintenance Officer, Services Manager and Assistants Services Manager
2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14.1 2.14.2 2.14.3 2.15 2.16.1 2.16.2 2.16.3 2.16.4 2.16.5 2.17 2.18 2.19 2.20 2.21 2.22 2.23.1 2.23.2 2.24.1 2.24.1 2.25 2.26 2.27 2.28 2.29 2.30 2.31 2.32 2.33 2.34 2.35 2.36 2.37 2.38 2.39		Pre-Inspections Repairs by Appointment Additional Work/Variations Obtaining Quotations from Non Linked Contractors Obtaining Quotations from Linked Contractors Cancellations/Amendment Requests from Linked Contractors Cancelling Orders Narrative Orders Post Inspections Invoice Processing for Non Linked Contractors Disputing Payments for Linked Contractor Disputing Invoices for Non Linked Contractor Procuring Works to Non MTC Contractors Void Procedures Void Procedures(2) Void Procedures(3) - Orbis Security Accompanied Viewing of Void Properties Planned Works - Fencing Planned Works - Footpaths Planned Works - Rhone Cleaning Planned Works - Painterwork Planned Works - Re-Render Capital Works Aids and Adaptations Fire Damage Insurance Claims Insurance Claims Third Party Alterations and Improvements Compensation for Improvements Re-chargeable Repairs – Tenants Re-chargeable Repairs - Tenants(2) Re-chargeable Repairs – Owners Re-chargeable Repairs - Owners(2) Tenant Discount Scheme Decoration Allowance Scheme Out of Hours Emergency Service Right to Repair Customer Satisfaction Survey Complaints Procedure Gas and Solid Fuel Heating Improvements Grants Insurance Claims, Storm Damage Asbestos Management Sharp Removal Rot/Dampness Works On Line Budget Monitoring Local Area Liaison Meetings New Gas Supply To Void Change in Heating Type	(11.06.2003) (04.04.2005) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (04.04.2005) (11.06.2003) (09.02.2005) (11.06.2003) (04.04.2005) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (07.02.2005) (11.06.2003)(11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (04.04.2005) (04.04.2005) (09.02.2005) (09.02.2005) (09.02.2005) (09.02.2005) (04.04.2005) (09.08.2005)
3.		Browsers to be Monitored By Maintenance Officers
3.1 3.2		Pre Inspection Browser Process Job Cancellation/Amendment Requests	(11.06.2003) (11.06.2003)
4.		Browsers to be Monitored By Assistant Services Manager/ Services Manger
4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 5.		Job Maintenance Browser Property Job Browser Job Completion Browser Process Job Cancellation Requests Post Inspection Job Defaults Default Browser Charges Browser Non Link Contractor Non Comp/Charge Jobs Expenditure Statement Charges Awaiting Response Browser KPI Reports to be Monitored By Service/Asst Service Managers	(11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (11.06.2003) (04.04.2005)
6.		Terminology & Abbreviations
7. 8.		Repairs Priorities & Responsibilities Repairs & Maintenance Manual - Original Version 1996