Recommendation
In order to avoid inconsistent work practice, management should establish a procedure regarding requested, returned, critical spare parts and work order priorities, the procedure should include the following, at a minimum:
Spare Parts
o Work flow/narrative of the related processes i.e. requisition and, borrow and return spare parts/consumables.
o Required supporting documents e.g. spare parts requisition form should be attached together with the work order in order to ensure that numbers/ specification/cost center of the requested spare parts are issued/recorded reasonably and accurately.
o Responsible persons and delegation of authorities
o Review and approval processes
o Identification and list of critical parts
Maintenance
We recommend that the maintenance work order priorities should be included in the maintenance policy/procedure. The priority level maybe classified as below:
o Emergency with Special Circumstances: require the immediate action
o Emergency: Every attempt will be made to address within 24 hours or as soon as an engineer can be dispatched
o Routine: Based on engineer availability