Quantcast Facility History Files - mo3210014

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that the elements of control described need to be sacrificed or eliminated.
What is required is a careful review of the methods and procedures contained
in this manual with a view toward adaptation to Public Works Department size
and local conditions.  These changes should be minimized. Modifications are
generally based on workload considerations.  For example, a requirement for a
part-time scheduler and part-time shop planner would lend itself to a combined
position.  A similar philosophy could occur in the planner/estimator and
facility inspector positions.
c.  FUNDAMENTAL  REQUIREMENTS.  Except at very small activities,
organizational realignment should in no way violate a fundamental
organizational design requirement, that is, separate and equal administrative
control of work generation and work performance.  Specifically, this means
that personnel performing facilities management engineering duties such as
inspection, job prioritization, job planning and estimating, and job
authorization are not to be under the supervision of Maintenance Division
personnel.
9.  INVENTORY.  A complete inventory of all facilities, systems, and equipment
is required for accounting and planning purposes.  This will help determine
the magnitude and detail of the total program.  The Commanding Officer and key
staff officers should receive accurate, current, and complete information
concerning the facilities and property for which they are held accountable. A
knowledge of what is to be maintained is essential to effective management.
Data must be sufficiently extensive to answer detailed questions such as:
What is to be maintained?  Just how large is the job that must be done? How
many electric motors, transformers, miles of track, and so forth must be
maintained?  What are their vital dimensions, specifications, locations, and
characteristics?
Much of this information is readily available.  It is essential that a
complete inventory be established during the earliest stages of the
installation or reinstallation of the Facility Management System.  Existing
plant account records must be kept up-to-date by reflecting facility
additions, deletions, and/or alterations.
10. FACILITY HISTORY FILES.  It is not only necessary to know what assets are
to be maintained, but also to record a history of maintenance and repairs
accomplished to date.  These records need not be extensive, but should be of
sufficient detail to provide managers with information required to make
facilities management decisions. For example, numerous repairs to a
distribution system over a period of time could indicate the need for system
replacement instead of additional stop-gap measures.  It is also important to
have complete as-built drawings initially and updates as changes occur.
11. LEVEL OF MAINTENANCE.  The level at which a facility should be maintained
must be directly related to the basic facilities requirements of the activity
and the applicable level of maintenance classification (see NAVFAC MO-322,
Volume I, Inspection of Shore Activities).  For example, a warehouse in excess
of an activity's requirement, or scheduled for removal within several years
after completion of a new warehouse, should not be maintained at the same
level of maintenance as a warehouse scheduled for retention for 25 years.
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