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Templates for Preventive Maintenance for Schools & Educational Facilities

Dude Solutions
  • Dec 16, 2016
  • 1 minute

A question I often hear preventive maintenance schedules is "What should I set up?", "How detailed should it be?", "What is out there that I can use?". 

First, crawl before walking, much less running. Mission-critical PMs should be first to keep occupants safe, buildings in compliance and to keep operations running. 

Details depend on the skill of your crews, but don't assume they know everything and don't let what's in someone's brain leave with them if they retire. 

For "what is out there", there is information online and in the Dude's variety of PM Template libraries (did you know we have around 20 libraries?!?), but you often want to know what people actually use. Thanks to Terry Naylor from Vancouver School Board School District #39 for addressing such questions for his peers through a variety of communications and presenting this course at our Dude University, and a massive thanks to him for providing his preventive maintenance templates to share what VSB has implemented.  

Electrical 

Building Engineer Fire Alarm Test PM 

Weekly on Every 2 week(s) on Monday. 

Safety Points 

As defined in the Operations Handbook, all safe work procedures, personal protective equipment, and other safety-related equipment provided to the engineer/head custodian must be used when required (see handbook for additional information). 

All regulations are to be followed. 

Lock-out procedures to be followed when required. 

Tasks and Procedures 

1 - Fire alarm system must be tested at least once every 2 weeks, if possible with only the engineer/custodial staff in the building. 

a. School fire alarm system must be placed on 'test'. 

b. Call the alarm monitoring station and identify yourself by name and passcard number. Identify the school by name and give the operator the fire alarm system account number. Ask for the system to be placed on test for as long as is required to complete the test. 

c. The fire alarm must be rung from a break glass station or smoke detector; do not test heat detectors. The bells must be rung for not less than 10 seconds but not more than 30 seconds. 

d. A different device should be tested each time so that as many devices as possible are tested in the course of the school year. A school fire drill is recognized as a valid test and may be recorded on the log sheet as such. 

e. After the test is complete and the system has been reset, contact the alarm monitoring station, have the system put back on line, and confirm that the test signal was received. 

f. The test must then be recorded as local procedures require. 

Distribution Panel PM

Yearly on First Monday of February of every 2 years. 

Job Startup Procedures 

Arrange with Engineer. 

Job Tools 

Lock-out tags. 

Proper tools for working on electrical panels. Infra-red camera. 

Copy of key plan and panel list. 

Safety Points 

All safety procedures and regulations are to be followed. 

Lock-out procedures are to be followed. 

Safety pertaining to removing protective shielding is paramount. 

Tasks and Procedures 

1 - Use IR camera to scan components in the building. 

2 - Where there is an elevated heat source take 2 pictures - one regular and one infrared. 

3 - Where pictures have been taken, note the location, specific equipment and component. 

4 - Record maximum temperature rise above reference temperature. 

5 - Note any comments on condition. 

6 - Repair as able. Lock out as required. 

7 - Add repair comments - what was done and what is still required. 

8 - For panels - record the feeder panel and number of free slots. 

9 - Note any changes or additions to the inventory and mark up key plan with location of panels. 

10 - Submit report to Electrical Supervisor. 

Electrical Vault PM

Yearly on Second Monday of August of every 3 years. 

Job Startup Procedures 

Arrange with contractor, school engineer, and necessary parties. 

Job Tools 

Ensure that all tools are rated and approved to work in the vault environment. 

Safety Points 

All safety procedures and regulations are to be followed. 

Lock-out procedures to be followed. 

Tasks and Procedures 

1 - Lock out all equipment to be serviced. 

2 - Oil breakers - test, inspect & procure oil sample for dielectric analysis. 

3 - Protective Relays - calibrate and trip test. 

4 - Transformers - clean, test, inspect and procure oil samples from state-owned transformers for lab analysis. 

5 - Load Break Switches - test, clean & inspect. 

6 - Isolation Switches - test, clean, inspect & check interlocking. 

7 - Switchgear & Insulators - clean & inspect. 

8 - Vault room - clean & inspect grounding and ventilation systems. 

9 - Supply detailed test report per local requirements. 

Fire Panel Annual PM 

Yearly on First Wednesday of January of every 1 years. 

Job Startup Procedures 

Report to the Building Engineer - inform them that the Electrical Department is here to perform the Annual Fire Alarm survey. 

Report to the Main Office & inform the Principal or Vice Principal & the Office Staff Representative (Head Secretary). 

Ask that they inform the staff that Fire Alarm testing is in progress and instructions in the event of an Actual Fire - Call 911. 

Give the School an approximate duration for the testing and provide an update at the beginning of each week. 

Inform the Principal or Vice Principal, Engineer & the Office that: 

> If for any reason we leave the site that the system will be put into full operation. This means bells ringing and dispatch contacting the Fire Department. 

> During lunch or coffee breaks that if leaving, the Fire Alarm Panel the system will be functional - the bells will ring. However the Fire Department will not be contacted. Call 911 if there is an actual fire. 

Job Tools 

Take all specialized tools for the job. 

Safety Points 

All safety procedures and regulations are to be followed. 

Lock-out procedures are to be followed. 

Tasks and Procedures 

1 - All Fire Alarm Devices Will Be Tested As Per Local Codes/Guidelines 

a. This is the annual test and ALL devices will be tested by the Electrical Department. 

b. School fire alarm system must be placed on 'test'. 

c. Call the alarm monitoring station and identify yourself by name and pass card number. Identify the school by name and give the operator the fire alarm system account number. Ask for the system to be placed on test for as long as is required to complete the test. 

d. Test all devices per Local Codes/Guidelines. 

e. Note the detectors that were fixed or replaced during the testing. 

f. On the work order note any areas where the testing could not be done this year. 

2 - Note any changes to the equipment list. 

 

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