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Outage Notification Training 1.Why do we do Outage Notifications ? 2.Key Personnel 3.Outage Policy 4.Outage Notification Form 5.Wrap-up 6.Questions and.

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Presentation on theme: "Outage Notification Training 1.Why do we do Outage Notifications ? 2.Key Personnel 3.Outage Policy 4.Outage Notification Form 5.Wrap-up 6.Questions and."— Presentation transcript:

1 Outage Notification Training 1.Why do we do Outage Notifications ? 2.Key Personnel 3.Outage Policy 4.Outage Notification Form 5.Wrap-up 6.Questions and your input

2 1.Why we do Outage Notifications To protect people, systems and research FM averages 30 outages a month between PD&C and Operations Collaboration between PM’s, Contractor’s, Trades/Shops and campus users Insurance Policy

3 2. Key Personnel Project Manager ( PD&C or Operations ) FO Outage Coordinator – Mary Romano – 303-492-1519 or cell 303-265-1382 Operations Review Team – Pipe Trades: Cort Strain – HVAC: Pat Lester – Electrical: Vaughn Ochs – Fire Systems/Elevators: Terry Swindell – Roof/Sheet metal: Mark Henson

4 2. Key Personnel - continued Service Center – 303-492-5522 – Manager, Sharon Rice - 303-492-1426 Building Proctor List - Can be found on the Internal Facilities Management webpage under Quick links

5 3. Outage Policy Purpose To assure that planned utility/service/access outage notifications are timely and accurate, and that all affected internal and external entities are notified. This is to allow for any tasks, issues, or events associated with the outage to be anticipated and adequately coordinated.

6 Definitions of Terms To clarify this document, included are definitions of a few of the terms that appear. These definitions are limited and for the purpose of this document only. “Outage Notification” The process by which a CU Project Manager requests and obtains approval to remove from service any utility, service, or access on the CU campus, and notifies all affected entities of this intent.

7 “Project Manager” or “PM” An individual overseeing any kind of construction or remodeling on the CU campus that employs workers who may need to have any utility, service, or access disabled or removed from service for a defined period of time. “Facilities Operations” or “FO” This is the division of Facilities Management responsible for the day-to-day operation and maintenance of buildings and systems on the CU campus. The divisions within Facilities Operations include the Trade Shops, Environmental Services, Work Management Systems, Recycling, Outdoor Services, and the Service Center.

8 “Shops” These are the Trade Shops that are located within Facilities Operations. They include Access Services, Structural Trades (Carpentry, Roofing, Concrete, Sheet metal and Welding), Electric, Elevators/Fire Systems, HVAC/Controls, Preventative Maintenance, Paint/Sign, and Pipe Trades. “Standard Outage Notification Form” or “SONF” The standard form, in Word format, that must be completed and sent to request an outage.

9 Outage Request vs Outage Notification An “Outage Request” is made when a completed SONF is submitted to the FO Outage Coordinator for review and approval. After an Outage Request is approved, returned to the Project Manager, and sent to the FO Service Center for scheduling, it becomes an “Outage Notification”.

10 Outage Calendar This is an online calendar of scheduled Outage Notifications accessed through your Outlook email account. It is presently found by going to: Public Folders  Facilities Management  PD & C  Outages FO Service Center A 24-hour communications center situated within Facilities Operations which serves as the distribution point for Outage Notifications. A PM will send an approved outage to this center (sdesk@colorado.edu and sharon.rice@colorado.edu) to have it scheduled and distributed to all affected entities.sdesk@colorado.edu sharon.rice@colorado.edu

11 Policy It is the responsibility of the FM division/work unit representative who initiates the planned outage to determine the specific dates, times and duration of the outage, the specific buildings or areas that will be affected, and the internal and external entities that must be notified. This policy and procedure also applies to roadway, sidewalk, and access closures, as well as roof penetrations.

12 Procedure 1.Project Manager/Client/Contractor determines an outage is necessary. Once the determination is made, the PM will review the Outage Calendar prior to requesting an outage to ensure a proposed outage can be scheduled on the requested date. If the requested outage falls at the same time as one already scheduled, and it is for the same type of service (i.e. Plumbing), then the requested time will need to be adjusted to accommodate Shop involvement.

13 Procedure 2. PM sends a completed Standard Outage Notification Form, via email, to the “Outages” email address (outage- request@colorado.edu). “Outage Request” is to appear in the subject line of the email. The date field in the outage request should include a specific proposed date and time when possible. If the outage cannot be scheduled as proposed, FO will explain the reasons in their review comments. If a TBD (to be determined), is listed in the date field, FO may require more than 48 hours notice before the scheduled outage date. These comments will be included in the FO review response. The requester needs to provide a brief explanation to support the TBD. Project Managers or Contractors may contact Shop employees directly to discuss a proposed outage. However, the official outage process must be followed.outage- request@colorado.edu

14 Procedure 3. Within one business day (24 hours), the FO Outage Coordinator will send the SONF back to the PM with a summary of comments from the Shops, including as much detailed information as possible regarding specifically what services/utilities/accesses the customer (and campus community) can expect to be affected. F O Review Team will contact the contractor for specific information when needed and collaborate directly with the contractors on an as needed basis prior to forwarding review comments. F O will include the specifics of the conversations with the contractors in their review comments. These comments may also include the need for additional time to investigate the specifics of the outage or further coordinate between the Shops, which will be executed as quickly as possible. This serves as Facilities Operations’ approval of the outage with the understanding that the comments are reconciled by the PM before the SONF is sent to the FO Service Center. The Service Center will not post outages that do not have Operations approval included.

15 Procedure 4.PM sends the completed SONF to the FO Service Center for distribution (sdesk@colorado.edu and sharon.rice@colorado.edu), with a “cc” to the “Outages” email address (outage- request@colorado.edu). This serves as the formal notification to schedule the outage. The SONF must be sent to the Service Center no less than two working days (48 hours) before the beginning of the outage to allow FO Shops to schedule the outage and to notify the affected entities. The FO Outage Coordinator will edit the outage calendar daily to reflect all scheduled outages.sdesk@colorado.edu sharon.rice@colorado.eduoutage- request@colorado.edu).

16 Procedure 5.Outage occurs. The PM is responsible for informing the Contractor that they must notify the appropriate FO Shop personnel at the completion of the work and that they are ready for restart. ONLY FACILITIES OPERATIONS PERSONNEL OR THEIR DESIGNEE WILL ISOLATE THE APPLICABLE EQUIPMENT OR SYSTEM, AND RESTART IT AT THE COMPLETION OF THE OUTAGE.

17 Policy Notes and Clarifications Emergency Outage Notices must be electronically sent to the “Outages” address, (outage-request@colorado.edu) for approval and the determination of distribution scope. A phone call to the FO Outage Coordinator would be encouraged to help expedite the process.outage-request@colorado.edu

18 Outage Requests that require Facilities Operations review vs Outage Requests that require no review. Outage Requests that will require Facilities Operations review will be limited to those that impact critical systems and services, and/or their components. These requests are primarily related to electrical systems, mechanical systems and utility services. For example: water systems, storm systems, sanitary systems, gas systems, fume hoods, elevators, fire systems, electrical systems, steam systems, HVAC systems, temperature control systems, roofing systems (for roof penetrations), and heavy equipment set up (cranes), etc. Outage requests for various accesses such as sidewalks, ramps, loading docks, building entrances, parking spaces and other non- critical issues do not need to be reviewed by FO. These requests can be sent directly to the FO Service Center for issuance. However, the 48 hours prior notification does still apply.

19 Reissuance or rescheduling of an outage takes the PM back to Step 4 (“PM sends the completed SONF to the FO Service Center...”) of the procedure after coordinating the revisions with the affected building proctor/users and FO Shops.

20 Cancelling a scheduled outage is done by the PM sending a copy of the original outage back to the Service Center as “Cancelled”, with a “cc” to the FO Outage Coordinator at the outage e-mail address (outage-request@colorado.edu), and the Service center will send out a notification to cancel the outage. The F O Outage Coordinator will remove the outage from the Outage Calendar.outage-request@colorado.edu

21 Internal Operations Outages initiated by Shop personnel should be coordinated with other FO Shops and affected building proctor/users prior to forwarding the request to the FO Outage Coordinator at (outage- request@colorado.edu), with 48 hours notice prior to the beginning of the outage for notification of all affected entities. The FO Outage Coordinator will edit the outage for accuracy/consistency and send it to the FO Service Center for scheduling.outage- request@colorado.edu

22 4. Outage Notification Form Added PR/CP # at the top of the form for PD&C tracking TO section added - building proctors and any other individuals-please include e-mail addresses for specific individuals who are not building proctors FROM section – should be Facilities Management Planning, Design and Construction, or Facilities Operations – Your Shop Name, we are trying for consistency/accuracy in the appearance of the information DATE & TIME section – Please contact affected parties for scheduling before requesting a review when possible

23 4. Outage Notification Form CUSTOMER IMPACT section – Please contact Trades Shops as early as possible about an upcoming outage, even before request for review if possible. They need as much time as possible to research the outage and help clarify the potential Customer/System Impacts. We all need to do a better job of providing the most accurate Impact information we can. CONTACTS section – Both a Facilities Management and Contractor (if necessary) name and cell phone # are required to be able to contact a knowledgeable person during the outage should any issues arise. CUT & PASTE with care if you do so and review the outage for accuracy before you push send – I do not guess at conflicting information and waiting for clarification can eat up precious time.

24 Good and Bad examples of Outage Forms

25 5. Wrap-Up F O has a 24 hour goal to get comments back to the PM Facilities Management has agreed to give the Campus community 48 hours notice My top priority is to monitor the Outage Requests Trades Review, Service Center and Building proctor too Communication is really important with such tight timelines

26 6. Questions and any input from current PM’s


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