Standard Operating Procedure (SOP) for Effective Handling of Facility Management Services of an Institute/university/College Campus:

Standard Operating Procedure (SOP) for Effective Handling of Facility Management Services of an Institute/ College Campus:                                                                                                               

       

(A)  Institute’s Transport/Vehicles Management:

1.      Preparing duty schedule every month of Drivers & conductors/cleaners and making adjustments for their leaves and arranging the alternative arrangement as and when required.

2.      Looking for minor repairs of Institute vehicles whenever required, checking genuine repair requirements and basic tools & tackles availability in the vehicles & sourcing it locally under the supervision for quickly fixing the problems.

3.      Management of fleet relay of buses between Hostels to Academic campus on daily basis.

4.      Making chart for all vehicles service schedule & timely execution of it without fail and Co-coordinating the activity with Repairers/service centers.

5.      Checking records of due dates of all vehicles’ yearly insurances & RTO vehicle fitness deadlines, taxes & levies etc.

6.      Preparing individual vehicle’s monthly fuel consumption & Kilometer Run Records as well as the total cost of fuel expended in concerned months.

7.      To arrange Institute’s authorized officer/representative to be present at fuel filling station while filling the fuel to Institute vehicles and Record it.

8.      Checking drivers’ licenses time to time and its validity and keeping vigil on their movements while on duty and conducting Flying Checking once in a month for following Institute’s safety rules.

9.       In case of accident/mishap of any of Institute’s Vehicle, immediate on the spot inspection to be carried out and keep informed to competent authority (Director) and Call the Insurance company’s representative and lodge a F.I.R. in concerned Police station, thereafter other formalities like process of insurance claim and getting repaired the affected Vehicle should be done.

10.  The training to drivers & cleaners on vehicle safety and safe driving practices with a primary view of students’ safety to be conducted at least once in a 03 months period.

11.  Signing of log sheets/books, of all vehicles owned as well as rented one, once in a week, discrepancy found if any, to be reported and corrected.

(B)   Electrical Maintenance:

1. All Electric Junction Boxes/Power distribution Boards/Lighting Distribution Boards are to be checked for loose connection/over-heating once in a 03 months period and recorded with remarks/ remedial steps if any taken.

2.  Once in a month, an arrangement has to be made to clean the spider nets, dusts        settled on electrical panels using air blowers and checking the cable connections for proper tightness at all locations including sub station and DG set room.

3. Once in 06 months period, salt solution/water to be added at all locations’ earth pits for ensuring the proper earthing. The records of the intactness of earth connections to be maintained.

4. Ensuring that Neutral-grounding voltage never exceeds to 10 volts at any user locations electrical socket points in the campus. It should be ideally within 5 volts; however, up to 10 Volt is acceptable. This is to be checked and recorded once in a year.

5. Day to-day users’ electricity related complaints to be addressed using contracted manpower of Electrical contractor. A log sheet to be maintained showing the material consumption with date and user’s name and a similar separate log sheet for hostel electricity complaints and material consumed to be maintained.

6. Day to day hourly meter reading from main LT panel for all electrical power parameters to be maintained and records should be kept ready. A similar register for Institute’s DG Power should also be maintained.

7. Ensuring that all energy meters installed, on the basis of which, electricity charges are being raised every month to respective users of Institute provided accommodations, are working normal. A proper record of the same is to be maintained.

8. All the light fixtures/glasses of campus including street lights, corridor lights of the hostel and other common places should be cleaned once in a three months time for better visibility and enhanced illumination of the area concerned.

(C)  Water Coolers:

1. Besides getting day to day users’ complaints resolved, ensure that the PVC tanks of all water coolers installed in the campus are cleaned every month and all water coolers servicing should be done quarterly through AMC Contractors’ technicians and such reports should be kept in record.

2. TDS of all individual RO-cum-Water coolers should be recorded once in a month and if TDS of any Machine exceeds 150, The AMC contractor should be contacted for correction to bring down to the given limit.

3. 01 dedicated technician from Institute has to be trained on handling these machines that will responsible for keeping the machines operational at all time and ensuring the surrounding of machines are in hygienic condition and machines in built water tanks are properly cleaned and shield fortnightly and keeping the record of the same.

4. Institute’s technician will check all the machines including its incoming water line and tanks on daily basis and keep the record of the same. If any machine is not in working order, the complaint would be lodged by him directly to AMC contractor and follow ups to be made till that machine is up and functioning normal.

5. Institute’s technician will also check once in a month the condition like power connections/starters etc. of all pumps/submersible pumps installed at hostels meant for boosting water supply.

(D)  Other Maintenance Services:

1. Two common complaint registers have to be installed, one at Admin Office, Academic Campus, and another one at Institute, Guest House, Based on users’ complaints and its nature of complaint, a concerned officer will visit the location, prepare rough estimate based on the informal quotation & market survey, and keep informed the reporting authorities and take approval for the work before actual execution, barring emergency works which may be carried out by keeping informed to authorities by phone/e-mail.

2. The hostel complaints usually are being received through Hostel Manager/hostel supervisor and from secretary in case of Faculty members and Director’s office.

3. All water storage tanks of the campus should be cleaned quarterly and should be recorded in a log sheet.

4. All the terraces of the campus and Hostels must be cleaned before the start of rains every year and should be kept in record.

(E)  Air-conditioning system:

1. Institute’s all air-conditioning installations, major ones are at Academic Campus and Guest House. These installations have to be serviced quarterly; accordingly a service report of each and every installation has to be prepared separately for records. A separate file has to be maintained in this regard.

2. The Comprehensive Annual Maintenance Contract (AMC) for all AC installations has to be done, preferably, with a local vendor for a prompt service delivery.

3. 01 electrical technician of the Institute, who remain present in the campus on all working days, will attend day to day operational problems of ACs and also look after water cooler problems and maintain a record and if required will call AMC contractor for Solution of the problem.

(F)  Fire Fighting system:

1. All fire-fighting equipments installations have to be checked and serviced quarterly by RC (Rate Contract) Vendor under the supervision of a Institute’s representative.

2. All Fire cylinders will bear invariably a tag mentioning the checking date and next due date for checking/inspecting the same.

3. Reports in this regard shall be submitted by the RC vendor to institute along with replacement of faulty spares/materials consumed if any by the RC vendor. This report is to be presented before the auditors in case they demand to examine and co-ordinate the physical inspection of fire-fighting equipments installed in the campus by the auditors.

(G)  Diesel Generators on rent or Owned:

1. Two separate registers for Institute’s own DG set of 125 KVA and 15 KVA capacities have to be installed. These registers should carry DG sets’ operational parameters like date wise running hour, fuel consumption, voltage and running load.

2. These DG sets should be serviced in normal course in every 500 running hours or in a 2 months’ period whichever is first. A maintenance record in this regard to be maintained.

3. 01 General Electrician manned at Academic Campus will handle the Auto operation of DG sets too, and apart from checking coolant, water and fuel level on daily basis, he will also check DG sets’ battery condition, cable connections intactness etc. on weekly basis. A record in this regard to be maintained.

4. Rented DG sets’ service/repair responsibility is with service provider; still Institute’s representative will ensure for timely service/maintenance of the sets and inspect the record once in a month.

5.  Rented DG sets will be checked for safe operation and Running Records by Institute’s representative on weekly basis.

(H) Annual Stock Taking:

1.      Maintaining Vendors’ Bill Register containing the records of bill received date with amount and bill payment/disbursement date with description of work, party’s names etc. on daily basis.

2.      Entry to Asset Register as and when capital items purchased-to be maintained & updated daily basis.

3.      Capital Asset code generation as entered in Asset Register and physically writing the same on Assets at site.

4.      A separate register has to be installed containing the details about Works and service Contracts (AMCs) with their Award and completion dates- to be updated time to time.

5.      EMD, Security Deposits collected from Vendors/Contractors-entry to make as and when required in a separate register installed.

6.      A separate advance register has to be maintained containing the complete details like date of advance given, amount of advance given, nature of job for which advance given, name of party to whom the advance given and date of settlement. This should be signed by an authorized signatory.

(I)    Manpower Supply & Housekeeping Services:

1. 03 nos. attendance registers have to be installed, 02 nos. at Academic Campus ( 01 no. for Manpower + 1 no. for Housekeeping services) and 01 no. at Hostel Area under Hostel Manager/Hostel Supervisor for Housekeeping services.

2. The attendance register should be signed by respective employees on daily basis and checked by Institute representative.

3. A Monthly record of quantity of consumable sanitary items supplied by Housekeeping service provider every month for monthly consumption, to be maintained and verified by hostel supervisor at Hostel Area and Store keeper at Academic campus.

4. The Daily supervision by an identified Institute representative for quality housekeeping and manpower services who apart from Academic campus, will also visit once in a day to Hostel, Guest house and VFA for ensuring effective services being offered by the contractor.

5. Institute representative will also ensure that service provider follows all statutory conditions as per PO, like issuing pay slips to all their employees, disbursing payment through cheques, giving compensation as per Minimum wages etc., depositing Employees PF and ESI fund to concerned offices etc.

 Thank you