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Maintenance

Frequently Asked Questions

How do I Request Maintenance Services

Submit a work request using the Megamation Work Order System, except in the case of an Emergency when you should call the maintenance department directly at 905 890 0708 extension 23290 or 23216. You must also submit a request through the system. When reporting maintenance needs, please provide clear information so we can respond in a timely and efficient manner. Make sure that the room number or location where the problem exists is stated and give a specific explanation of the problem

What is Repaired

The Maintenance operating budget is not funded to cover major building systems maintenance such as entire roof replacements, HVAC system renovations, or electrical system upgrades. This work (deferred maintenance) is covered by the capital betterment funding and is placed on the Plant Maintenance Departments request list and addressed based on priority need and available funding. At this time, the department deferred maintenance backlog is estimated to be more than $60,000,000.

Are requests affected by Maintenance Priorities

Yes. Maintenance priority lists ensure the effective use of scarce resources. The priorities represent the relative importance of various maintenance activities.

For example, activities that affect the life safety of the Staff and Students are considered more important than routine maintenance that only affects aesthetics, such as painting. The categories, in priority order, are:

Fire, Life Safety; Environmental health, Regulatory Maintenance of building systems involving life safety and mandated regulatory compliance.

Building Preservation Maintenance; required to avoid deterioration of our facilities, such as roof leaks, plumbing leaks, broken windows and heating system.

Program Support; Lighting, electrical service, air conditioning, lock repair, lavatory plumbing, sewers, general building maintenance, and furniture repair.

Special School Requests (usually at schools expense); Requests from schools that do not fall into one of the above categories such as maintenance of School owned equipment, moveable furniture and specialized systems not part of the building infrastructure.

Aesthetic; Interior surface finishes such as ceiling tile, drywall, painting and floor coverings, unless item has a safety implication.

How do I access the Megamation System

If you are an authorized user (usually Principal, Vice principals, Senior Administrators, Head Sectrtaries, Head Custodians, Lead hands and Building Operators) you should have been given a Megamation System username and a password. If you do not have these and believe you should, contact Kathy Smyth on Extension 23206. The Megamation System can be accessed at http://142.176.4.6/dufferin.htm. through any computer with internet service. We suggest that for convience you add this site to you favorites list or place an icon on your dest top as follows:

Click on the following internet address http://142.176.4.6/dufferin.htm.

Click File - Save As - in the "Save in" box select "Desktop" - change file name to Megamation - click "Save".

How do I Submit a Work Order Request

· Double click on the desktop icon that was created for the work order system.

The following screen will appear

· Enter the username that you have been assigned

· Enter the password that you have been assigned

· Click once on enter

The following screen will appear

You will note that your user name and your School have already been entered

· The outstanding items coloured RED must now be completed

· Click the down arrow for “Type of Request” and select the appropriate code. Note codes for Vandalism are at the bottom of the selection

· Click in the box below “Work Request Description” and then type in details of the Work Required.

· If you are requesting work that is to be paid from School funds enter your Budget code in the box title “Account #”

· If you make a mistake Click Reset and this will clear all Red entries on the page

· To complete this request click Submit once

· The following screen will appear

· If you wish to submit another Work Request Entry click on the box

Enter a New Work Request and repeat the above procedure.

· Note a separate Work Request Entry must be submitted for each “Type of Request”

· You have successfully submitted a Work Request Entry which has been given a Work Order # and can now close the application by clicking on Exit

How do I Search and View Work Order

This function allows you to look up and find the status of any current work orders submitted by your school. A fully closed work order cannot be viewed with this function.

Double click on the desktop icon that was created for the work order system., enter your username and password and click enter

Your screen should be displaying:

· Click on Search and View a Work Order

The following screen will appear:

· If you now click on Start Search all current Work Orders for your School will be displayed.

Example screen:

· This screen provides the Work Order Number, Date it was requested and Description of the work. The “Type” field refers to the Type of Request selected on the original “Work Request Entry”

· The “Status” fields give you the current status of your request. The codes definitions are:-

CA

Cancelled

Work Request has been cancelled by Maintenance

D

Deferred Work

Work has been Deferred to future date

I

Initiated

Work request made but not action take todate

IP

In Progress

Job in Progress

P

Planned

Project Planned, Contact Maintenance for info.

RC

Ready to Close

Physical work complete

RO

Reopened Work Order

Old Work order has been reopen of further action

S

Scheduled

Work Scheduled for Specific Date

SU

Summer Work Order

Project deferred until summer shutdown

V

Viewed

Request has been viewed but no action taken

WP

Waiting Parts

Work cannot be completed until part are received

You may also narrow or define your search by use of the wild cards given. However we suggest that this function not be used as an undefined search will display all current Work Orders for your School.

Double clicking on the Actual Work Order Number will display the original request submitted.

CA	Cancelled	Work Request has been cancelled by Maintenance
D	Deferred Work	Work has been Deferred to future date
I	Initiated	Work request made but not action take todate
IP	In Progress	Job in Progress
P	Planned	Project Planned, Contact Maintenance for info.
RC	Ready to Close	Physical work complete
RO	Reopened Work Order	Old Work order has been reopen of further action
S	Scheduled	Work Scheduled for Specific Date
SU	Summer Work Order	Project deferred until summer shutdown
V	Viewed	Request has been viewed but no action taken
WP	Waiting Parts	Work cannot be completed until part are received