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SHOP MANAGER

  • Schedule
    • ​Follow Company Schedules and Calendars
    • Meetings 
    • Equipment Inventories - Weekly
    • Equipment Service
    • Equipment Repairs
    • Shop Maintenance
    • Employee Training
  • ​Work Orders
    • ​Manage all work orders in UpKeep
    • Ensure all work order status is accurate
      • Open, on hold, in progress, complete
    • Complete, assign or hire to complete any repairs needed to be done with quality and in timely manner
    • Utilize Priority and due date features
      • Ensure work orders are filled out properly
        • ​​Parts used, notes, pictures

 

  • Preventative Maintenance
    • ​Draft maintenance schedule for each asset
    • Follow PM schedules for each individual asset
    • Ensure each service in asset manual maintenance schedule is a trigger in upkeep 
      • ​checklist for each type of equipment
      • Upload/maintain digital copy of manual(s) in Upkeep

 

  • Locations
    • ​Manage all Asset locations
    • Assign every asset to a location (crew/department)
      • ​M01
      • G01
      • G02
      • T01
      • C01
      • S01
      • I01
      • I02
      • I03
      • Spare
      • Shop
      • Missing
      • Owner
      • Admin

​

  • Assets
    • ​Manage all asset ID#s
      • Add, Delete, location
    • Ensure all asset information is accurate and up to date
      • Attach any necessary documents into system
        • Manuals, registration, etc.
    • Equipment Cleaning
      • Truck washing schedule
        • Ensure cleaning standards are met
      • Equipment power washing
        • Ensure cleaning standards are met
    • New asset process
    • Vendor

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  • ​​​Parts/Inventory​

    • ​Maintain “minimum” Uniform inventory

      • ​Order more when needed

      • ​​​​Distribute and update quantities & sizes

    • Parts Inventory

      • Maintain “minimum” parts inventory 

        • Order more when needed

      • Crew Inventories

        • Complete weekly crew inventories

          • Ensure all crews have good working equipment needed

          • *Physically inspect and test/run all equipment

          • Complete Lost, Stolen, Damaged reports

  • Meters

    • Enter meters for every asset per equipment manuals

    • Complete scheduled meter reads on time

  • Shop Operations

    • Ensure all shop procedures are followed by other employees

      • Work orders are submitted properly

      • work orders are completed properly

    • Know status of every asset in all locations 

      • Blue - Open

      • Yellow - on hold

      • Green - Completed

      • Red - part out / Junk

      • Black - Spare

    • Keep office and shop clean and organized

    • Maintain bathroom and office cleaning vendor and schedule

    • Maintain shop cleaning schedule

  • Vendors

    • Vendor Relationships

      • Maintain Master Vendor List

        • Maintain positive vendor relationships

      • Negotiate pricing and programs best for LandTech

      • Notify Accounting of new vendors

      • Add vendor info to upkeep to the asset its associated with

  • Files

    • Upload/maintain digital copy of manual(s) in Upkeep

    • Attach any necessary documents into system

      • Manuals, registration, etc.

  • Service/Employees

    • Develop positive relationships with all co-workers

    • Provide exceptional service when dealing with repairs or replacements of equipment

    • Respect, expectations, training, delegation, help, provide tools

  • ​Resources

Assets

ASSETS

  • Entering Assets

    • Name: 0000 (Last 4 digits of serial number)​

    • Description: Name of tool (hedger, blower, riding mower, push mower, square shovel, etc)

    • Barcode: Full serial number or autogenerated number for hand tools (the last 4 of this autogenerated number would be used as the name)

    • Image: Full picture of asset

    • Location: Crew number (inventory) (M01, M02, G01, Spare, Missing, etc.)

    • Additional Information: Website link to service manual

    • Upload files: PDF of manual, parts diagram, etc.

Inventory

INVENTORY

  • Performing Weekly crew inventories

    • Click on ASSETS tab

    • Filter by LOCATION: Select crew/location (M01, G01, C01, etc.)

    • Verify the following:

      1. It actually exists​

        • If missing:​

          • Look for it everywhere​

          • Fill out Lost Report

          • Turn report in to supervisor

          • Change location to "Missing"

      2. Check all markings (Crew paint color, serial/asset number is legible, etc.)​​

      3. It is in good condition

        • Visually not damaged, broken, inoperable, etc.​

        • Starts and operates properly

        • If it has any issues:​​

          • Create a work order​

          • Turn in to shop

          • Replace with "spare" for the crew

Parts

PARTS

  • How to Input Parts

    • Name: Make Model - Part Name (oil, oil filter, air filter, gas cap, blades, spark plug, etc.)

      • Example: Kubota B2650 - Oil Filter​​

    • Barcode:Part Number (10w30, BPM84, P-21052900, etc.)

      • Generate random barcode for parts without numbers​

    • Cost: Purchase price for one 
    • Image: Picture of part
    • Vendor: Place where we buy this part (Amazon, Home ​Depot, Horizon, Auto Zone, etc.)

    • Inventory:

      • "Non-Stock": Never select this​​​​
      • Available Quantity: How many we currently have on hand
      • Minimum Threshold Quantity: Ask Glen what is reasonable
    • Location: N/A for now
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