Policy on Planned Preventative Maintenance

Transcription

1 Policy on Planned Preventative Maintenance PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 1

2 Policy Title: Executive Summary: Planned Preventative Maintenance This policy provides guidance to ensure that a fit for purpose Planned Preventative maintenance (PPM) system is in place and carried out, which meets customer and statutory requirements in order to provide a safe environment. Supersedes: New Policy Description of N/A Amendment(s): This policy will impact on: Estates Officers, Team Leaders and Trade Staff. Financial Implications: There are financial implications when a new building or plant is purchased. Each funding stream is sought as part of business case. Policy Area: Corporate Document ECT Reference: Version Number: 1 Effective Date: October 2016 Issued By: Head of Estates Review Date: October 2018 Author: (Full Job title ) SLA & Buildings Maintenance Manager Impact Assessment Date: August 2016 APPROVAL RECORD Consultation: Estate Services Infection Control Committees / Group Date Estates Operations July 2016 Specialist Advice (if required) September 2016 Infection Control Approved by Director: Received for information: Head of Finance Estates Operations Infection Control September 2016 PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 2

3 Contents: Page Policy Statement Organisation Responsibilities Aim of the Policy Planning Implementation Measuring Performance Policy Review 8 Appendix 1 Equality and Human Rights Policy Screening Tool PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 3

4 EAST CHESHIRE NHS TRUST 1.0 Policy Statement Planned Preventative Maintenance (PPM) Planned preventive maintenance is regular, scheduled work carried out to keep equipment in good working order and to optimize its efficiency, cost effectiveness and availability. This activity involves regular routine cleaning, lubricating, testing, calibrating and adjusting, checking for wear and tear and eventually replacing components to avoid breakdown. Planned maintenance is carried out in accordance with schedules arranged by the Estates Operations Managers, Estates Operations Officers, Team Leaders and also manufacturer's recommendations and warranty criteria. This service is not usually requested by Heads of Departments, and the maintenance of the estate is carried out according to the annual programme which is reviewed annually or where there is a major service change. However Department/Ward will be informed of any planned maintenance that may affect their specific areas. PPM works are normally carried out during working hours to the agreed schedule. There are two types of PPM's: Statutory Maintenance is undertaken to comply with statutes and underpinning regulations relating to the building/engineering elements within a building and operations undertaken from the premises such as 5 yearly fixed wiring tests, portable appliance testing, asbestos management, management of water systems, lift inspections, pressure systems etc. Mandatory / Business Critical Maintenance is carried out under the recommendation made by organisations that are not enshrined in statute but will be referred to as best practice in a coroners court, a criminal or civil action for damages against the Trust or individual officers of the Trust. These include Approved Codes of Practice, British Standards, ISO Standards, Hospital Technical Memorandum(s) and manufacturers recommended instructions Organisational Responsibilities 2.1 The Chief Executive Has ultimate responsibility for the provision of safe environment for patients, staff and visitors. 2.2 The Director of Finance Is responsible for Estate Services 2.3 The Head of Estates Has responsibility for Estate Services and ensuring that they have sufficient resources. 2.4 The Estate Operations Manager Has responsibility for bidding for new resources and ensuring that existing resource is used in an efficient manner. PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 4

5 2.5 The Estate Engineering Manager Has responsibility for the management of existing resources & ensuring that all Mechanical & Electrical PPM s are carried out in an efficient, timely manner to the relevant standards. 2.6 The SLA & Buildings Maintenance Manager Has responsibility for updating and adapting the PPM system & ensuring that all Building PPM s are carried out in an efficient, timely manner to the relevant standards. 2.7 The Medical Engineering Manager Has responsibility for updating the medical equipment asset register & ensuring all relevant PPM s are in place, Also ensures Medical Equipment PPM s are carried out in an efficient, timely manner to the relevant standards. 2.8 The Compliance & Performance Officer Has responsibility for ensuring that the most up to date guidance is followed. 2.9 The Maintenance Team Leaders Have responsibility for planning, issuing and checking that PPM work is completed in a timely and efficient manner, ensuring all Health & safety Issues are instigated & that the work is carried out in a safe manner Estate Trades Staff Have a duty of care to ensure that all PPMs are carried out in a timely, efficient and competent manner complying with guidance provided. Also have responsibility for their own Health & Safety ensuring that the PPM is carried out in a safe manner. Medical Engineering Technician s Have a duty of care to ensure that all PPMs are carried out in a timely, efficient and competent manner complying with guidance provided. Also have responsibility for their own Health & Safety ensuring that the PPM is carried out in a safe manner Infection prevention and control provide advice as required The Senior Estates Manager (Capital & Property) Has Responsibility for ensuring that all information relating to new build or refurbishment projects is passed on to the SLA & Buildings Maintenance Manager. PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 5

6 EAST CHESHIRE NHS TRUST 3.0 Aim of the Policy The aim of this policy is to instigate a system of planned preventative maintenance that when fully implemented will ensure that all properties owned, maintained by or on behalf of East Cheshire NHS Trust, are operated and maintained in a safe and reliable condition and to realise the full life expectancy of the Trust s estates assets. The Trust will endeavour to provide and maintain safe and healthy working conditions, equipment and systems of work for all staff and visitors, and to provide such resources, information, training and supervision, as they need for this purpose. The Trust aims to do all that is reasonable practicable to manage and to follow the steps laid out in this policy. 4.0 Planning & Implementation 4.1 Instigation/Removal of PPM Work PPM s from time to time will need deleting/raising. These PPM s could result from any of the following reasons New building acquired by East Cheshire NHS Trust for which Estate Services has maintenance responsibility New items of equipment acquired for use in new or existing buildings/departments Alteration, upgrading or extension built for East Cheshire NHS Trust Items of equipment for which the initial warranty maintenance contract has expired Introduction of new, or tightening of existing legislation Disposal or cessation of use of equipment or buildings. PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 6

7 EAST CHESHIRE NHS TRUST 5.0 Implementation 5.1 The Head of Estates is a member of the Capital Forum and has delegated responsibility to manage the medical equipment capital budgets. Using the above the Medical Engineering Manager shall devise and implement all new PPMs onto the bespoke computer system, ensuring manufacturer guidance, statutes and good practice is adhered to. 5.2 Appropriate frequency will be set and adhered to. 5.3 The SLA & Buildings Maintenance Manager Will implement and adapt PPMs onto the Estates computer system, ensuring that information from the Compliance & Performance Officer is applied. The Medical Engineering Manager Will implement and adapt PPMs onto the Medical Engineering computer system ensuring they meet the relevant standards. 5.4 In addition Manufacturer guidance, statutes and good practice is adhered to. 6.0 Measuring Performance PPM activity will be assessed and discussed on a Quarterly basis at the Estates. Operations Meeting. 7.0 Policy Review This policy will be reviewed on a two-yearly basis. PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 7

8 Equality Analysis (Impact assessment) Please START this assessment BEFORE writing your policy, procedure, proposal, strategy or service so that you can identify any adverse impacts and include action to mitigate these in your finished policy, procedure, proposal, strategy or service. Use it to help you develop fair and equal services. Eg. If there is an impact on Deaf people, then include in the policy how Deaf people will have equal access. 1. What is being assessed? Planned Preventive maintenance Policy Details of person responsible for completing the assessment: Name: K Dunkley Position: SLA & Buildings Maintenance Manager Team/service: Estate Services State main purpose or aim of the policy, procedure, proposal, strategy or service: (usually the first paragraph of what you are writing. Also include details of legislation, guidance, regulations etc which have shaped or informed the document) Planned preventive maintenance is regular, scheduled work carried out to keep equipment in good working order and to optimize its efficiency, cost effectiveness and availability. This activity involves regular routine cleaning, lubricating, testing, calibrating and adjusting, checking for wear and tear and eventually replacing components to avoid breakdown. Planned maintenance is carried out in accordance with schedules arranged by the Estates Operations Managers, Estates Operations Officers, Team Leaders and also manufacturer's recommendations and warranty criteria. 2. Consideration of Data and Research To carry out the equality analysis you will need to consider information about the people who use the service and the staff that provide it. Think about the information below how does this apply to your policy, procedure, proposal, strategy or service 2.1 Give details of RELEVANT information available that gives you an understanding of who will be affected by this document Cheshire East (CE) covers Eastern Cheshire CCG and South Cheshire CCG. Cheshire West & Chester (CWAC) covers Vale Royal CCG and Cheshire West CCG. In 2011, 370,100 people resided in CE and 329,608 people resided in CWAC. PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 8

9 Age: East Cheshire and South Cheshire CCG s serve a predominantly older population than the national average, with 19.3% aged over 65 (71,400 people) and 2.6% aged over 85 (9,700 people). Vale Royal CCGs registered population in general has a younger age profile compared to the CWAC average, with 14% aged over 65 (14,561 people) and 2% aged over 85 (2,111 people). Since the 2001 census the number of over 65s has increased by 26% compared with 20% nationally. The number of over 85s has increased by 35% compared with 24% nationally. Race: In 2011, 93.6% of CE residents, and 94.7% of CWAC residents were White British 5.1% of CE residents, and 4.9% of CWAC residents were born outside the UK Poland and India being the most common 3% of CE households have members for whom English is not the main language (11,103 people) and 1.2% of CWAC households have no people for whom English is their main language. Gypsies & travellers estimated 18,600 in England in Gender: In 2011, c. 49% of the population in both CE and CWAC were male and 51% female. For CE, the assumption from national figures is that 20 per 100,000 are likely to be transgender and for CWAC 1,500 transgender people will be living in the CWAC area. Disability: In 2011, 7.9% of the population in CE and 8.7% in CWAC had a long term health problem or disability In CE, there are c.4500 people aged 65+ with dementia, and c.1430 aged 65+ with dementia in CWAC. 1 in 20 people over 65 has a form of dementia Over 10 million (c. 1 in 6) people in the UK have a degree of hearing impairment or deafness. C. 2 million people in the UK have visual impairment, of these around 365,000 are registered as blind or partially sighted. In CE, it is estimated that around 7000 people have learning disabilities and 6500 people in CWAC. Mental health 1 in 4 will have mental health problems at some time in their lives. Sexual Orientation: CE - In 2011, the lesbian, gay, bisexual and transgender (LGBT) population in CE was estimated at18,700, based on assumptions that 5-7% of the population are likely to be lesbian, gay or bisexual and 20 per 100,000 are likely to be transgender (The Lesbian & Gay Foundation). CWAC - In 2011, the LGBT population in CWAC is unknown, but in 2010 there were c. 20,000 LGB people in the area and as many as 1,500 transgender people residing in CWAC. Religion/Belief: The proportion of CE people classing themselves as Christian has fallen from 80.3% in 2001 to 68.9% In 2011 and in CWAC a similar picture from 80.7% to 70.1%, the proportion saying they had no religion doubled in both areas from around 11%-22%. Christian: 68.9% of Cheshire East and 70.1% of Cheshire West & Chester PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 9

10 Sikh: 0.07% of Cheshire East and 0.1% of Cheshire West & Chester Buddhist: 0.24% of Cheshire East and 0.2% of Cheshire West & Chester Hindu: 0.36% of Cheshire East and 0.2% of Cheshire West & Chester Jewish: 0.16% of Cheshire East and 0.1% of Cheshire West & Chester Muslim: 0.66% of Cheshire East and 0.5% of Cheshire West & Chester Other: 0.29% of Cheshire East and 0.3% of Cheshire West & Chester None: 22.69%of Cheshire East and 22.0% of Cheshire West & Chester Not stated: 6.66% of Cheshire East and 6.5% of Cheshire West & Chester No Carers: In 2011, nearly 11% (40,000) of the population in CE are unpaid carers and just over 11% (37,000) of the population in CWAC. 2.2 Evidence of complaints on grounds of discrimination: (Are there any complaints or concerns raised either from patients or staff (grievance) relating to the policy, procedure, proposal, strategy or service or its effects on different groups?) No 2.3 Does the information gathered from indicate any negative impact as a result of this document? 3. Assessment of Impact Now that you have looked at the purpose, etc. of the policy, procedure, proposal, strategy or service (part 1) and looked at the data and research you have (part 2), this section asks you to assess the impact of the policy, procedure, proposal, strategy or service on each of the strands listed below. RACE: or have the potential to affect, racial groups differently? Yes No PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 10

11 GENDER (INCLUDING TRANSGENDER): or have the potential to affect, different gender groups differently? Yes No Policy applies equally to both men and women DISABILITY or have the potential to affect, disabled people differently? Yes No AGE: From the evidence available does the policy, procedure, proposal, strategy or service, affect, or have the potential to affect, age groups differently? Yes No LESBIAN, GAY, BISEXUAL: or have the potential to affect, lesbian, gay or bisexual groups differently? Yes No - RELIGION/BELIEF: or have the potential to affect, religious belief groups differently? Yes No PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 11

12 CARERS: or have the potential to affect, carers differently? Yes No OTHER: EG Pregnant women, people in civil partnerships, human rights issues. or have the potential to affect any other groups differently? Yes No - 4. Safeguarding Assessment - CHILDREN a. Is there a direct or indirect impact upon children? Yes No b. If yes please describe the nature and level of the impact (consideration to be given to all children; children in a specific group or area, or individual children. As well as consideration of impact now or in the future; competing / conflicting impact between different groups of children and young people: c. If no please describe why there is considered to be no impact / significant impact on children No impacts identified, this policy concerns a planned programme of maintenance that would not require patient involvement or liaison - Internal Estates working Policy only 5. Relevant consultation Having identified key groups, how have you consulted with them to find out their views and that the made sure that the policy, procedure, proposal, strategy or service will affect them in the way that you intend? Have you spoken to staff groups, charities, national organisations etc? PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 12

13 Discussed with relevant personnel in Estates 6. Date completed: 30/08/2016 Review Date: August Any actions identified: Have you identified any work which you will need to do in the future to ensure that the document has no adverse impact? Action Lead Date to be Achieved 8. Approval At this point, you should forward the template to the Trust Equality and Diversity Lead Approved by Trust Equality and Diversity Lead: Date: PPM Policy SLA & Buildings Maintenance Manager v1 Oct 2016 Page 13