Sustainability & Risk / Compliance

Concept: Use Cases for Linking Maintenance Work to Compliance

Linking Compliance regulatory requirements, contracts, and events to your maintenance work greatly facilitates coordination and communication with maintenance managers in order to verify that the work was done. It also provides access to supporting documentation and evidence when needed, such as for internal or external audits.

The following use cases are examples of areas in which this coordination and access to information would be important.

Also see Linking Maintenance to Compliance

Lifecycle Compliance

The Compliance Manager needs to synchronize the status of Life Safety equipment-related requirements with the status of all related work performed by Maintenance staff, in order to spot any issues such as missed or overdue preventive maintenance.

For example, knowing the status of preventive maintenance work requests is critical to avoid missing due dates for life safety equipment maintenance, such as:

• Fire Extinguisher Preventative Maintenance Procedures
• Fire Safety System Testing / Certifications
• Emergency Power System Testing

The Compliance Manager would need to notify the responsible person and manager when PMs are missed or overdue, but to do this they need real-time access to information about which work is overdue.

By creating requirements that links to this preventive maintenance, the Compliance Manager will know

• When this work has been completed, as the Event Status is updated with the status of the maintenance work.
• What work is overdue. See the report Programs with Overdue PM Schedules.
• The history of all work performed for this requirement's events. See Reviewing Work History.

ADA Compliance

When the Compliance department receives reports of ADA or other Compliance violations, or discovers them during routine surveys, they need to request remediation from the Maintenance department:

• Create work requests for On-Demand Work
• Link work requests to requirement(s) for tracking compliance
• Notify responsible person and maintenance manager if work is missed or overdue

Provide supporting documentation for an audit

During a regulatory compliance audit, a Compliance Officer might need to show maintenance history. For example, if a problem is found for a fume hood, the Compliance Manager must have fast and easy access to the maintenance history, including documentation for PMs and On-Demand Work for this fume hood.

To help with audits, the Compliance Manager has access to:

• All data for work related to any requirement over any time period
• All documents attached to the service and work requests linked to Compliance

Using Compliance reports, such as Compliance Work History, you can export the data that meets your criteria to XLS, DOCX, or PDF file format. See Compliance Work History.

Elevator Maintenance Compliance

The Compliance Department must track compliance with elevator regulations by closely monitoring and tracking maintenance work (inspections, diagnostics, etc.). This can be set up by linking PM procedures to the elevator maintenance requirement. See Linking PM Procedures to Requirements.

Boiler Compliance

The Compliance Department must track compliance with boiler regulations by closely monitoring and tracking maintenance work (inspections, diagnostics, scheduled PM, etc.) See Linking PM Procedures to Requirements.