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MEMORANDUM <br />To: Department Heads <br />From: Wilbert McAdoo, Public Works Director <br />Date: 02/09/98 <br />Re: Work Order Process and Computerized Maintenance Management System <br />The Orange County Public Works Department has revised the work order process and <br />has designed a new service request form. We will discuss this information at the <br />February 12th Department Heads meeting. Following are highlights of the work order <br />process for your review and comment: <br />• Please designate a person in your department to serve as a liaison with the <br />- Public Works Department. That person will be responsible for requesting all <br />service for your department via a-mail, fax, or courier using the Service <br />Request Form. You will also be asked to see that your entire department is <br />informed of the revisions to the work order process. *Note: Maintenance <br />staff are authorized to perform additional functions not described in the work <br />order if the tasks can be completed in less than thirty minutes. <br />Other important changes include: <br />• The Building and Grounds Supervisor (BGS) will contact departments / <br />customers within two (2) work days for non-emergency work orders which will <br />require more than one (1) week before response. The BGS will confirm <br />service needed and provide an anticipated completion date. <br />• Emergency Work Orders. Definition: Emergency -Incidents that could result <br />in loss of property, bodily harm or injury, interfere with the ability to conduct <br />county business, pose a safety risk or property loss risk. <br />1. During operational hours, departments /customers will call Public Works <br />Department. Staff receiving calls will refer service request to the BGS or <br />in his or her absence, to the Assistant Public Works Director (APWD). <br />BGS or APWD will contact department and provide estimated service. <br />2. After hours, departments /customers will call 911 to request emergency <br />service. BGS will respond to service requester within 30 minutes by <br />phone and develop a plan of action after receiving pertinent information <br />regarding the problem. <br />• A project is considered to be any task that takes more than an estimated 8 <br />staff hours to complete. In an outside contract situation, the BGS shall <br />communicate plans and coordinate projects with department <br />