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Project Review <br /> Category: Human Resource Management <br /> Number: 2.36 <br /> Title: Work Crew Records <br /> Statement: A daily work crew record documents types of activities, repairs, costs and locations. <br /> Description: The daily record serves as a reference when investigating the repair history of an <br /> activity. A procedure is in place to retrieve the information. <br /> Assigned To: Tammy Donahue <br /> Date of Initial Review: 1/24/2003 <br /> Applicable to Agency: Yes <br /> Self Assessment <br /> Compliance Status: Full Compliance <br /> Date of Compliance: 1/24/2003 <br /> Completed By: Tammy Donahue <br /> ~irective/Documentation: Cassworks <br /> Fleet Management System <br /> MAXIMO <br /> GJN (Good Job Number) System <br /> Interview/Observation: <br /> Agency Compliance: Wastewater Division: work crews who perform repairs and support staff log <br /> information on daily activities, repairs, costs,?and locations in a computerized <br /> maintenance management system (CMMS) on a daily basis. The CMMS serves <br /> as the reference for repair history of an activity. The CMMS program includes <br /> information on how to access the information. The WW division also keeps <br /> detailed records of staff activities to comply with permit and other legal <br /> requirements such as those required for the lab testing and sampling methods. <br /> Maintenance activities such as asphalt work, concrete work, storm sewer <br /> maintenance, graffiti removal, and the removal of dead animals is tracked on a <br /> work order system called "Cassworks". The sanitary sewer system is also video <br /> taped and those tapes are kept on file for future reference. The NPDES Permit <br /> requires the permitted agency to keep records of all sanitary sewer maintenance <br /> activity to satisfy OR-DEQ regulations and requirements. <br /> The remaining activities are computer logged to create maintenance records and to <br /> be used as a reference source if there should be inquiries from property owners or <br /> future legal litigation. All files are kept for at least the amount of time required by <br /> the Oregon Public Record Retention laws. <br /> The Engineering activities are tracked by project job numbers and detailed time <br /> cards to ensure the activities, costs, and billings are accurately tracked and <br /> properly accounted. Engineering project records are retained for at least ten years <br /> to ensure the agency meets all of the grant and other legal requirements. <br /> In general, Time cards record employee's working and time off records, and <br /> supervisors and lead staff keep a diary logbook of routine daily work activities. The <br /> <br /> APWA Self Assessment - 4th Edition # 2.36 Page 7 of 2 <br /> <br />