Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Maintenance Audit topic
No spam. Unsubscribe anytime.
Maintenance outlines fixes after RSM audit: digital work orders, new regional alignment and training
Summary
Maintenance and operations leaders described steps taken after an RSM audit: digitizing technician notes, new priority codes, shifting service regions to match academic regions, revised technician shifts to extend coverage, and an interactive building‑supervisor training program aimed at reducing past long work‑order completion times.
Scott Cook, maintenance director, told the board Tuesday that the department has adopted a set of operational changes to address findings from an RSM audit issued earlier this year. The moves are intended to shorten prior work‑order backlogs and increase transparency for principals and district leaders.
What changed: Cook said the department digitized technician notes and moved away from paper clipboards and multiple paper queues. The district reworked PeopleSoft access and added a dashboard for schools and maintenance so principals and region managers can see service‑request status in real time. The department also redefined service priorities (critical/urgent/standard/low) and created a new service‑manager visit calendar to log proactive visits.
Key numbers: Under the older reporting, RSM’s summary reflected an average 104‑day completion for some requests that counted capital and long‑running items. Cook said a more operational KPI now shows average turnaround times for standard, actionable maintenance work orders averaging roughly 30 days after process changes. Critical and urgent requests are now tracked to same‑day or next‑day response in most cases.
Training and structure: Maintenance realigned supervisors so each academic region has one maintenance service adviser, and the department changed technician shifts to provide later coverage. Staff piloted in‑person, hands‑on trainings for building supervisors to expand their capacity for routine fixes.
Board response: Members who visited campuses said restrooms and common‑area repairs are visibly improved; Member Persons reported positive feedback from principals. Members asked for continued updates on KPIs and vendor management.
Attribution: Presentation by Maintenance Director Scott Cook and Chief of Facilities Donald Neece. RSM was discussed as the external auditor whose March audit prompted the changes.
