Water adds charm and life to any garden. Decorative fountains and pool are carefully designed to blend into the natural environment of the garden, and are to be maintained as to preserve the designer’s intent. In a clear water fountain or pool the water will have to be treated, either mechanically by filtration, chemically or in combination of both.
Chemical treatment usually precludes the presence of fish. Lagoon type ponds can be designed either with clear water or intentionally discolored water. No attempt should be made to purify originally colored water; it is in most cases, anyhow condemned to failure.
Usually such waters would be untreated, in which case the growth of aquatic plants should be encouraged. A careful balance of underwater vegetation, the correct type of fish and floating leaves or plant to cast enough shade to prevent excessive growth of algae.
Irrigation
Installation and maintenance of a functional irrigation system, optimizing the usage of water, particularly in locations of water scarcity, is to be observed. Trickle irrigation or similar water saving features are to be considered.
Illumination
This includes garden and tree lighting and constitutes an essential component of the overall aesthetic of the gardens during hours of dark.
Outdoor lights fall into several categories:
-decorative lights -marker lights -illuminating lights
MAINTENANCE OF GROUNDS (continued)
Careful selection of the correct type of lighting fixtures is essential to obtain the desired effect. Water fountains and waterfalls lend themselves best for illumination from below or behind. The most effective positions for all forms of garden lighting will be discovered only with some experimenting.
Boundaries
Hedges form good boundaries where security is not overriding concern. Wooden fences usually require substantially more maintenance than stone walls. Before replacing any existing type of boundary consult the original designer or a qualified gardening consultant.
items, etc. These services will be requested with a special form which will serve as a document for the allocation of expenditure to the respective Department.
ENGINEERING ADMINISTRATION (Continued)
Operational Functions (continued) Cost Control
All cost incurred by the other operational departments within the hotel shall be absorbed by the Engineering Budget. In order to provide for the necessary funds to cater for the year round maintenance and operational requirements of the hotel, the Chief Engineer will prepare the annual budget well in advance, in close cooperation with hotel and financial management. Detailed instructions for the compilation and control of the budget are contained in Section V
‘ENGINEERING BUDGET’
Manpower Control
Control of manpower utilization is an essential prerequisite for the efficient performance of the Department. Accurate records will enable the Chief Engineer
to assess correctly the performance of his employees. Strict control of the time spent by all members of the Department is therefore of paramount importance.
The work order system, in conjunction with the computerized processing of data, is designed to perform this task effectively. All manpower related data are transferred automatically to the manpower utilization file whenever a job performance is closed, be it from a maintenance request, job report, special services report, guestroom servicing or preventive maintenance task.
At the closure of each month, the computer provides a hard copy of all man hours separated by trades and areas.
SERVICES REQUEST
Objective
The standard of his this procedure is to implement a standardized computer assisted work request / order system that is self- auditing.
The procedure governs three forms of work request:- -Maintenance Request
-Work Report
-Special Services Report
The method described in this procedure is designed to provide an organized documented system with a running labor and material audit.
A maintenance request is defined as work performance request for jobs that are not expected to exceed two man hours of work and _____of material cost. If an original maintenance request exceeds this limit the order taker will transcribe it onto a Work Report form.
The Format
The maintenance request form contains one original and two copies, bound into a book of 50 copies yellow and second copy ink. Each maintenance request form shall be numbered consecutively. Booklets are to be distributed to the various Head of Department throughout the hotel. Each department will have only certified qualified personnel authorized to issue a maintenance request.
SERVICES REQUEST (continued)
Maintenance Request (continued) Request Generation
To request non-emergency work the authorized department member generates a maintenance request. Only designated staff members shall be authorized to generate a maintenance request. Maintenance request issued by non-authorized persons, unsigned request or those not indicating the Cost Centre will be rejected.
Repair Order And Work Report Procedures
The Engineering Department exists primarily to aid other departments in the safekeeping, maintenance and repair of existing facilities of the building and sustain
or back up the other departments in their commitments with the clients or customers in setting up props and any other requirements which are within the technical and physical means of the hotel.
In view of the above – mentioned functions of the Engineering Department, all other departments of the hotel have the right to request for jobs relevant to the needs of the hotel and these can be done through Repair and Work Report forms.
Maintenance Request and Work Report (EXHIBIT A)
Work that requires rectification and/or repair of existing facilities of the hotel can be requested by simply filling up the Repair Order Form in three (3) copies, two (2) copies go to the Engineering Department, and one copy (triplicate) is retained by the requesting Department. Upon receipt of the Repair Order, the Engineering Department indicates date and time it was received and the recipient initials the acceptance.
Internally, the Engineering Department has devised a system whereby all requests through the Repair Order will have to be acted upon within twenty four (24) hours upon receipt of the complaints.
SERVICES REQUEST (continued)
Job Order
Capital expenditures works are those that required addition, alteration and/or relocation of the building facilities which require the accomplishment of a Job Order Form.
The following list indicates the nature of the items to be done included in this category:
a. Shelving
b. Relocation of doors or partitions
h. Building dance floors i. Building displays j. Building carts k. Building bars
l. Construction of sunshades
In this type of work, all expenses (labor, materials, etc) incurred plus contractors profit will be charged to the requesting department. It will be observed that when a department request for work, the triplicate is retained by the requesting department and the two (2) copies are sent to Accounting for budget reference. Accounting will then send these copies to Engineering submit the two copies to the General Manager.
Upon approval, the General Manager sends these back to Engineering for execution, and upon completion, one copy is sent back to Accounting.
Emergency Request
Request for emergency work must be phoned in immediately. Generation of request will be prepared after disseminating and responding to the emergencies classified as:
-Flood -Blood Storm -Fire
-guest trapped in elevator -guest related emergencies
SERVICES REQUEST (continued)
Request by telephone must be strictly limited to emergencies only. Telephone requests must be followed up by a properly completed maintenance request.
After proper completion of the Maintenance Request the original and first copy will be forwarded to the Engineering Order taker for processing and execution.
Requests that are considered unessential or cost more to execute than would cost commercially are to be returned to the originator with an explanation.
The order taker shall, upon receipt of the Maintenance Request, review the contents and assign it in accord with prevailing priorities. In case of doubt he will consult the Chief Engineer.
All relevant information on the request will then be entered into the computer.
Work Execution
When a request originates from a guest complaint or is otherwise guest related, this request must be given top priority. The work must be done quickly and efficiently and the work site must be left clean.
All requests should be assigned to an individual tradesman, who will be handed the Maintenance Instruction printed out by the computer, provided for this purpose. The order taker will mark the original Maintenance Request accordingly and transfer it, together with the copy, to a pending tray or clip.
The tradesman should familiarize himself with the contents of the maintenance instruction, clarify any queries he may have and proceed with the execution of the work.
Job Completion
After completion of the work, the tradesman fills out the Maintenance Instruction form with all job related data, such as time spent on the job and material consumed, in the appropriate space and returns it to the order taker.
The order taker shall transfer the essential data to the original, rubber stamp it
‘completed’ and return to the originator who will verify work execution and report any discrepancies.
At the end of the day the order taker shall transfer all pertinent data of completed requests from the Maintenance Instruction forms to the computer.
SERVICES REQUEST (continued)
Maintenance Request (continued) Job Inspection
Shift Engineer / Supervisors should, at regular intervals, inspect the work performance of the maintenance technicians.
Any work deemed of a more difficult and complicated nature should be supervised directly by the Shift Engineer / Supervisor.
The building supervisor should periodically pick a completed request at a random
Work Report Description
The Work Report is used to request the execution of maintenance work that does not fall into the category of a Maintenance Request. The distinction between a Maintenance Request and a Work Report is defined by the cost involved. Any job requiring more than two hours of work and exceeding ___ . In material is classified as work report. The work report is normally compiled with one original and one copy, the copy to be kept for reference purposes by the requesting department.
(Reference attached example Work Report) Procedure
After the work report has been filled in and signed by the requesting Head of Department, the Financial Controller and the General Manager, the Chief Engineer will compile the cost calculation. This will then be returned to the issuing department for acceptance or, if the cost appears unacceptable, discussion with the Engineering Department and re-adjustment of costs or cancelation of the work order.
Work order forms that do not contain all signatures and clear indication of the issuing department and Cost Centre will be returned to the originator.
SERVICES REQUEST (continued) Work Report (continued)
Work Execution
Once agreement has been reached the work order should be processed according the standard Engineering procedures.
Cost Control and Allocation
Before commencement of any work requested by an operating department within the hotel, for which the cost will be chargeable to the requesting Department , a cost estimate shall be submitted to the respective Head of Department for approval.
Close control of costs during execution of the work is essential, in order not to exceed the original estimate. Should there be any indication that this is likely to occur, and the originally indicated amount will be overrun by more than 10% this
will have to be brought to the attention of the requesting Head of Department and the Financial Controller.
After completion of the work all data will be entered on the form , the related costs posted to the respective Department and the form filed away in the specific Work Report File.
SERVICES REQUEST (continued)
Special Service Report The Format
The special service report is used for requesting all forms of Engineering assistance not classified as Maintenance Request or Work Report such as setup for Food &
Beverage Functions, banquets, exhibition and the like. It is normally compiled with one original and one copy, the copy to be kept for reference purposes by the requesting department.
After the Special Service Report has been filled in and signed by the requesting Head of Department, the Financial Controller and the General Manager, the Chief Engineer will compile the cost calculation for labor material and utilities to be consumed. The report will then be returned to the issuing department for acceptance or if the cost appears unacceptable, discussion with the Engineering Department and re-adjustment of costs. Special Services forms that do not contain all signatures and clear indication of the issuing department and Cost Centre will be returned to the originator.
Work Originator
Once agreement has been reached the Special Services Report will be processed according the standard engineering procedures.
SERVICES REQUEST (continued)
Special Service Report (continued) Cost Control and Allocation
Close control of cost during execution of the work is essential, in order to not to exceed the original estimate. Should there be any indication that this is likely to occur and the originally indicated amount will be overrun by more than 10% this will have to be brought to the attention of the requesting Head of Department and the Financial Controller.
After completion of the work all data should be entered on the form, the related costs posted to the respective originating Department, and the form filed away in the specific Special Services Report file.
Midas Hotel and Casino
Maintenance Request
Requesting Department:__________________________________________________
Worl Item (Carpentry, A/C,
Electrical,Plumbing/Sanitary)______________________________________________
Location:_______________________________________________________________
Specific Work:___________________________________________________________
Received________________________________Date/Time_______________________
By (Eng’g
Staff)___________________________________Signature_______________________
Repair Assigned
To:____________________________________________________________________
Date Time
Actual Date / Time Started:________________________________________________
Actual Date/Time Completed:__________________Time Consumed:_________HRS Work Completed by__________________ __________________________________
Name Signature
Verified and Validated by:_______________________________________________
Shift Engr. / Asst Chief Engr./Chief Engr.
Midas Hotel and Casino Work Report
Work Permit No._____________ Date__________________
Issuing Department______________________________________________________________
Description of
Work_________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Estimated Cost (By Engineer) __________________________________________________________________
Charge Allocation______________________________________________________________________________
Signatures:_________________________ ________________________________ __________________________
Requisition Department Financial Controller General Manager
COST CALCULATION:
Material Description Unit Price Quantity Cost
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
____
Total Material:________________________________
Labour Trade Hourly Rate No. of Hours Cost
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
______
Total Labor:_____________________________________
Total Cost:_______________________________________
To Accounting Department: Please charge the total cost as per allocation above ________________________________________
______________________________________________________
Date Chief Engineer
Midas Hotel and Casino
JOB REQUEST
Date_________________________ J.R. No._________________________
Description of Job Requested
______________________________________________________________________________
______________________________________________________________________________
MATERIALS
Descrip. Unit Cost Est. Time Est. Cost Actual Qty. Actual Cost ______________________________________________________________________________
______________________________________________________________________________
Labour Trade Hourly Rate Est. Time Est. Cost Actual Time Actual Cost ______________________________________________________________________________
UTILITIES
Unit Cost Est. Cons. Est. Cost Actual Cons Actual Cost _____________________________________________________________________________
Total Estimated Cost____________________________ Total Actual Cost_______________
Estimated Cost Accepted___________________________ Date_________________________
Requesting Head of Dept.
Charging Instruction To: Comptroller
Please charge the amount of _____________________ as total cost for above specified services to _________________________________________Department and credit POMEC with_______________________________________
EC with_________________________________________
Total___________________________________________
Chief Engineer:_____________________________Date:_______________________________
REPORTING PROCEDURES
Reporting Procedures General