How to make an Admin Manual?

Practically, you should first outline the task involve.  Outline and Procedure may depend on how big or small the company is.  These days, there are consultancy firm that offer effective systems and procedure fit to every type of business (e.g. SAP, etc.) 

Suggested Outline:

I.           ORGANIZATION

 A.    OBJECTIVES

 B.    FUNCTIONS 

  1. MANAGEMENT RESPONSIBILITY
  2. ORGANIZATION
  3. ADMINISTRATION
  4. AUTHORITY
  5. ENGINEERING
  6. INTERDEPARTMENTAL RELATIONS
  7. MAINTENANCE
  8. WORK CONTROL
  9. SAFETY
  10. FACILITIES PROTECTION
  11. UTILITIES
  12. ENVIRONMENT
  13. MAINTENANCE ASSESSMENT

C.  ORGANIZATIONAL CHART 

D.  MAINTENANCE SECTION 

II.        FINANCIAL

A.  BUDGET 

B.  CAPITALIZATION 

C.  PURCHASE ORDER 

D.  EQUIPMENT ACQUISITION 

E.   LEASING 

F.   SERVICE CONTRACTS

 
III.     PERSONNEL (HUMAN RESOURCES) 
 

 

A.  EMPLOYEE ORIENTATION 

B.  JOB DESCRIPTIONS 

C.  HOURS OF WORK 

D.  OVERTIME 

E.   VACATION/TIME OFF 

F.   APPRAISALS 

G.  TRAINING 

H.  WORK RULES AND PERSONAL SAFETY 

 

 

IV.       OPERATIONS 

A.  ADMINISTRATION 

B.  FACILITY INSPECTIONS 

C.  ENGINEERING 

D.  MAINTENANCE RESPONSIBILITIES 

E.   WORK CONTROL 

  1. PREVENTIVE MAINTENANCE PLAN
  2. PREDICTIVE MAINTENANCE PLAN
  3. CONTRACTOR SERVICES PLAN
  4. SHIFT WORK LOG
  5. MAINTENANCE WORK REQUEST
  6. MAINTENANCE WORK ORDER
  7. WORK ORDER CODES
  8. PRIORITY CODES

F.   MAINTENANCE STORES AND SPARES ORGANIZATION 

G.  ENVIRONMENTAL CONCERNS 

H.  SAFETY PROGRAM 

  1. MAINTENANCE SAFETY PROGRAM
  2. ILLNESS & INJURY SAFETY PROGRAM
  3. SAFETY TRAINING PLAN
  4. SAFETY COMMITTEE
  5. ELEVATORS
  6. CRANES & HOISTS
  7. LADDERS, PORTABLE
  8. STAIRWAYS & LADDERS, PERMANENT
  9. PORTABLE POWER TOOLS, LIGHTS, & EXT. CORDS
     

I.   FACILITIES PROTECTION 

  1. FACILITY SECURITY
  2. COMPUTER SECURITY
  3. FIRE PROTECTION SYSTEM
     

J.   UTILITIES 

K.  BUDGET 

  1. OTHER DEPARTMENT MAINTENANCE BUDGETS
  2. CAPITAL PROJECTS BUDGET
  3. MAINTENANCE DEPARTMENT BUDGET

L.   CMMS JUSTIFICATION AND RECOMMENDATIONS 

  1. MACHINERY HISTORY
  2. WORK ORDERS
  3. PREVENTIVE MAINTENANCE
  4. OTHER FEATURES
     

Others: 

  1. JOB DESCRIPTIONS
  2. CONFINED SPACE
  3. RESPIRATORY PROTECTION
  4. Maintenance Audit
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