Maintenance _ Supplies request Procedure
Maintenance & Supplies Procedure
1. Maintenance Request
1.1. When a maintenance request arises, a message should be sent to the Maintenance Team through the designated WhatsApp group, and the task should be added to the “To Do” list.
1.2. The Maintenance Department will fill out the requisition form and provide quotes/estimated costs.
1.3. If the cost is less than Rs 5,000, the form should be presented to the administrators for approval. If the cost exceeds Rs 5,000 but is less than Rs 20,000, the form should be presented to the management for approval. If the cost exceeds Rs 20,000, three quotes are required.
2. Supplies Request
2.1. When a request for supplies arises, a message should be sent to the Store Manager.
2.2. The Store Manager will fill out the requisition form and get it approved. If the cost is less than Rs 5,000, the form should be signed by the administrator. If the cost exceeds Rs 5,000, the form should be approved by the management. The supplies should be procedure from approved vendors.
3. Post-Approval Process
3.1. Once the requisition is signed, the Maintenance Team or the Store Manager should keep the relevant team updated on when the maintenance work will be carried out or when the items will be procured.
3.2. Once the maintenance or procurement is completed, the Maintenance Team or the Store Manager should inform the person who requested the work/supplies in the relevant group.
4.1. A copy of the signed requisition form, along with the estimates/quotes, should be filed for future reference and audit purposes.
This procedure ensures that all maintenance and supplies requests are handled efficiently, in a timely manner, and with the appropriate approval and transparency.