PAM Manual Work Order V1.2.1 - Geraldton/Meeka

• PAM Work Order Number (Mandatory)

• HA Escalation Number (Where Applicable)

• Property Address (mandatory)
  Address

• Prepared by

• Attach screenshot of Call log of Appointment attempt with Tenant or Organisation Rep (Community Housing or NGO)

  Media

• Start Time

  Date

• Van Number
  XXX = First 3 Letters of Branch Location
  YY = Van Number
  [XXX][YY]
  

• Van Number (applicable to PAM only)

Calling cards (if applicable)

• Is this a Business as Usual (BAU) job or ESD Program job (ESD)?

  BAU

  ESD Program

• Maintenance Priority

  Select P1 P2R P2 P3 P4 P8 P9

  • P1
  • P2R
  • P2
  • P3
  • P4
  • P8
  • P9

• P1 / P2 / P3 - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible; call tenant again before leaving).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P1 / P2 / P3 - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible; call tenant again before leaving).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P1 / P2 / P3 - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible; call tenant again before leaving).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P1 / P2 / P3 - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible; call tenant again before leaving).
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P1 / P2 / P3 - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible; call tenant again before leaving).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P4 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 48hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin.
  Note: Special concession for AH remote community sites - Tradesperson must wait on site at least for 1 hr between leaving the 1st and 2nd calling card.
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P8 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 48hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin.
  Note: Special concession for AH remote community sites - Tradesperson must wait on site at least for 1 hr between leaving the 1st and 2nd calling card.
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• Maintenance Priority

  Select P1 P2R P2 P3 P4 P8 P9

  • P1
  • P2R
  • P2
  • P3
  • P4
  • P8
  • P9

• P1 / P2R - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P2 / P3 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 2 hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P1 / P2R - First visit no access - Wait for 15mins to allow HA to contact tenant - No Access confirmed - Complete "Emergency" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - followed by email iAuditor report to relevant Branch Admin - reject the job on tablet and leave site (make safe where possible).
  Tip: Call branch admin to inform "No Access" upon leaving calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P2 / P3 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 2 hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P4 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 48hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin.
  Note: Special concession for AH remote community sites - Tradesperson must wait on site at least for 1 hr between leaving the 1st and 2nd calling card.
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• P8 - First visit no access - Complete "sorry we missed you" section (calling card number ending with "/A" - Take photo before detaching - place calling card in letter box - Make 2nd attempt after 48hrs - Still No Access - complete remaining section (calling card number ending with "/B" - take photo before detaching and repeat the same steps as you did with 1st calling card - followed by email iAuditor report to relevant Branch Admin.
  Note: Special concession for AH remote community sites - Tradesperson must wait on site at least for 1 hr between leaving the 1st and 2nd calling card.
  Tip: Call branch admin to inform "No Access" upon leaving 2nd calling card to close out WO and claim travel .

• Image of Call Logs of attempts to contact tenant

  Media

• Image of Call Card on booklet and when placed at letter box

  Media

• Comments (if any)

• Upon 2nd unsuccessful attempt to gain access, proceed to the last section to sign off and "Mark as complete"; export this manual WO to PAMServiceDelivery@pindan.com.au and to the relevant branch admin to close out the WO on IFS. Call branch admin to inform of "No Access"
  

• Do You Have a Clear Plan in Mind?

  Yes

  No

  N/A

• Do You Understand the Task Scope?

  Yes

  No

  N/A

• Do You Understand the Steps Required to Do the Task?

  Yes

  No

  N/A

• Are Tools and Equipment in Good Order?

  Yes

  No

  N/A

• Can the Task Impact Others?

  Yes

  No

  N/A

• Is Your P.P.E. Appropriate for the Task?

  Yes

  No

  N/A

• Can The Environment or Surroundings Change?

  Yes

  No

  N/A

• Can Hazards from Associated Work Area impact On You?

  Yes

  No

  N/A

• LOOK CLOSE - LOOK WIDE - LOOK ABOVE - LOOK BELOW

• Note: If any of the following high risk works are involved with the job, works must carried out in accordance to a Safe Work Method Statement (SWMS) -
  Working at Heights over 2m
  Demolition
  Asbestos
  Alteration to a structure that requires the structure to be temporarily supported to prevent its collapse
  Confined space
  Excavation to a depth of more than 1.5 metres
  Energised pressurised gas pipes (including distribution mains)
  Chemical, fuel or refrigerant lines
  Energised electrical installations and lines (both overhead or underground)
  Work on or adjacent to roads that are in use
  Movement of powered mobile plant

• Select if hazards arise due to (select multiple):

  Select Electrical Machinery Tools & Equipment Pressure Energised Noise Chemicals Stored Energy Environment Ground Condition Gravity Hot/Cold Dust Heights Open Holes Sharpness Flying Objects Struck By Lifting Falls or Slips Ignition / Explosion

  • Electrical
  • Machinery
  • Tools & Equipment
  • Pressure
  • Energised
  • Noise
  • Chemicals
  • Stored Energy
  • Environment
  • Ground Condition
  • Gravity
  • Hot/Cold
  • Dust
  • Heights
  • Open Holes
  • Sharpness
  • Flying Objects
  • Struck By
  • Lifting
  • Falls or Slips
  • Ignition / Explosion

• What Is the Risk Rating?

  Extreme

  High

  Medium

  Low

• What could happen as a result of theses hazards?

• What will I do to remove or control the hazards in order to reduce the risk to as low as reasonably practicable?

Before and After Photos

SOR Code(s)

• Work Order SOR Code(s) applicable (multiple selections permitted)

  Select Yes No N/A

  • Yes
  • No
  • N/A

• Before Photos - of existing component / hardware to be replaced or serviced; where applicable, dilapidation photo of site before any digging or site alteration/demolition etc

• Before Photos

  Media

• In Progress Photos - of parts replaced and new parts prior to installation (e.g. threads of spindles, seats of concealed sets, worn out O-rings and washers etc) or any works to be concealed upon completion such as waterproofing to wet areas. .
  Tip: if site needs to be left unattended for works to be carried out on the following day(s), take photos of site being safely secured from any potential hazards (e.g. barricades; hoarding; clean site- no trip hazards etc)

• In Progress Photos

  Media

• After Photos - of newly installed component / hardware in working condition; where applicable, final installed of components (e.g. new conceal set or leach drain or new part installed etc) prior to concealment.
  Tip: take photos of the work site handed over in clean and safe condition.

• After Photos

  Media

• Comments (if any)

• Proceed to the next section for any variations to be added

Variation Request (if any)

Add Variation Request(s) If any

• Reasons(s) for Variation request (Multiple selections permitted)

  Select Yes No N/A

  • Yes
  • No
  • N/A

• Provide Further Details if "Others" is selected

• Justification Photo(s) for Variation

  Media

• SOR Code to be added

  Yes

  No

  N/A

• Location

  Yes

  No

  N/A

• Classification

  Yes

  No

  N/A

• Where multiple solutions are possible for the variation work, the responsible tradeperson should record this onto the Variation Request Form.
  For example: WO issued to repair a door due to impact damage may be repaired by patching up the impact damage as solution 1.
  However the condition of the door is in a state of beyond repair (e.g. hardware malfunction, frame badly damaged etc).
  Such situations may warrant for the whole door to be replaced completely as a proposed solution 2.

• Possible Solution Number 1: Explain why this is or is not the best solution

• Justification Photos / Sketch for Solution 1

  Media

• Possible Solution Number 2: Explain why this is or is not the best solution

• Justification Photos / Sketch for Solution 2

  Media

• SOR Codes and Quantities Requested

• SOR Code to be added

  Yes

  No

  N/A

• QTY requested

• Description of Non Scheduled Labour (if applicable)

• Description of Non Scheduled Material (if applicable)

• SOR Code(s) to be removed (Multiple selections permitted)

  Yes

  No

  N/A

• Variation Approved?

  Yes

  No

  N/A

• Other Possible Solutions (if Any)

• Recommendation

• Proposed Solution to Proceed

  Proposed Solution 1

  Proposed Solution 2

  Proposed Other Solution

• How long will the job take to be completed if the variation is approved?

• Do You Require an Extension of Time (EOT)?

  Yes

  No

  N/A

• If Yes, Please Send EOT Request to Pindan Contract Manager

• Tradesperson confirm He/She Understands the Technical Requirements of the New SOR Codes requested?

  Yes

  No

  N/A

• Call variations Team to update Variation works details on IFS - Contact: (08) 62747300

• Approach tenant for consent to participate in tenant survey. Tenant Sign off as acceptance of work. Tip: remember to Input name of signee

• Are you (tenant) willing to participate in tenant survey?

  Yes

  No

  N/A

• Are you (tenant) happy with the overall level of service

  1 - Poor

  2 - Below Average

  3 - Average

  4 - Above Average

  5 - Excellent

• Was workmanship of the maintenance work carried out to your (tenant) satisfaction?

  1 - Poor

  2 - Below Average

  3 - Average

  4 - Above Average

  5 - Excellent

• Did the tradesperson introduce themselves and explain the purpose of their visit?

  Yes

  No

  N/A

• Was the tradesperson wearing his ID badge?

  Yes

  No

  N/A

• Do you (tenant) have any other additional comments?

• Tenant Sign Off

  Sign

• Actual Finish Time

  Date

• COMMS Notes; Description of Work Done

• COMMS Notes: Comments on cause of the repair:

• COMMS Notes: Additional Comments

• Do you suspect works performed due to possible Abuse / Vandalism?

  Yes

  No

  N/A

• Should works performed be replacements rather than repairs?

  Yes

  No

  N/A

• Recommendation for additional works:

• Record any Improvement Opportunities:

Add Photo(s) of Required Documents

• Required Documents

  Media

Add Details of Parts used (only applicable to PAM)

• IFS Part Number (PAM Only)

• Part Description

• Quantity Used:

• Any Other Additional Comments:

• Sign off:

  Sign