PAM Manual Work Order V1.4 - Port Hedland

• PAM Work Order Number (Mandatory)

• HA Escalation Number or HA Work Ref Number (Where Applicable)

• Property Address (mandatory)
  Address

• Prepared by

• Start Time

  Date

• Have you made contact with Tenant by phone?

  Yes

  No

  N/A

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

  Media

• Do you need to leave a calling card?

  Yes

  No

  N/A

• Proceed to the next section

• 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 door

  Media

• Proceed to close out Work Order after issuing 1st calling card

• 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 door

  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 door

  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 door

  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 door

  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 door

  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 door

  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 door

  Media

• Proceed to close out Work Order after issuing 1st calling card

• 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 door

  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 door

  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 door

  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 door

  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 door

  Media

• (Apart from P1) 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"
  

• Comments (if any)

STOP & THINK

• 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

DETERMINE ACTION

• 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

• Enter SOR Code

• 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 Photos should also assist with justification for potential variations or Extension of Time.

• Before Photos

  Media

• Is Variation required?

  Yes

  No

  N/A

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

• 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)

Variation Request (if any)

• During Business Hours - call Service Support Team to update Variation work details on IFS - Contact: (08) 62747300

For After Hours - Add Variation Request(s) If any

• SOR Codes to be Removed

• Why?

• Add SOR Codes?

  Yes

  No

  N/A

• Proceed to the next section

SOR Code

• SOR Code

• Why?

• QTY requested

• Description of Non Scheduled Labour (if applicable)

• Description of Non Scheduled Material (if applicable)

Extension of Time (EOT)

• It is essential that this work order is completed by the due date. If you are unable to complete the work by this date/time, you are required to immediately contact your local Pindan Manager to discuss an EOT request.

• EOT Requested?

  Yes

  No

  N/A

• Whom did you discuss the EOT with?

• Proceed to the next section

• 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? (mandatory)

  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 (N/A if no access)

  Sign

• Actual Finish Time

  Date

• COMMS Notes: Additional Comments ( cause for repair; description of work done etc)

• 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