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RECR342 - Maint. Management
RECR342 - Maint. Management
108
Management
Undergraduate 4
10/28/2014

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Cards

Term
What was the main reason that early parks in the US were established?
Definition
Early parks and gardens were developed for aesthetic reasons.
Term
What do the authors of our textbook think was the most important change affecting park and recreation service over time in the US?
Definition
Maintenance
Term
Based on our textbook's definition, what is included in "maintenance"?
Definition
Maintenance includes routine, recurring work, repair work, and minor construction work.
Term
What is the difference between "directed" and "self-directed" programs?
Definition
Directed programs - Park and recreation agencies plan and organize programs and may provide direct leadership.

Self-directed programs - An area or facility is provided by a park and recreation agency and use is unplanned and unorganized.
Term
What 3 steps are involved in operating a self-directed recreation facility?
Definition
1) establish operating principles (who may use the facility, hours of operation, and under what conditions).

2) provide supervision to ensure that the established policies are carried out.

3) Maintain the facility according to established maintenance standards.
Term
What is a maintenance "standard"?
Definition
A yardstick or criterion by which particular maintenance practices may be gauged. The measurable objective that can be quantified.
Term
How do you properly write a maintenance "standard"?
Definition
To form general objectives, which are statements of the purposes and goals of the park and rec department.
Term
What's the difference between "outcome-based" and "process" standards
Definition
Outcome based standards focus on results rather than the process.

Process based standards are written on how the process is executed to achieve the maintenance standards of the agency.
Term
What is the main disadvantage of "outcome-based" standards?
Definition
They state what to do, not how to do it.
Term
Standards need to have 3 characteristics as represented by the acronym "R.A.M.", for what does R.A.M. stand for?
Definition
R-Reasonable: wise use of resources.

A-Attainable: do we have the resources to use it.

M-Measurable: can we see the progress from using these resources.
Term
For what elements of athletic fields, children's play areas, restrooms, and dog play areas should maintenance standards be written?
Definition
Safety of the park, aesthetics, cleanliness, functionality of structures, odor control, signage for dog parks: bag areas, how tall the grass is, signage.
Term
When developing maintenance standards for an area, you start by identifying KRAs. What are KRA's?
Definition
KRA's are key result areas, these are maintenance jobs considered basic and essential to effective maintenance program.
Term
What's the difference between Class A, B, C, and D parks?
Definition
A-Modern parks with green lush landscapes (ex. city park) fancy, artificial. RV park with hook-ups.
B- Secondary modern.
C- Secondary Primitive.
D- Primitive, wild, native plants (ex. upper park) refugee

They all have litter control.
Term
What common errors do people make when creating maintenance "standards"?
Definition
1) time period missing/inappropriate
2) good for other areas, but not here
3) immeasurable activity
4) doesn't indicate it is a "base" standard
5) set unrealistically low standard
6) set unrealistically high standard
Term
What % of the annual operating budget does maintenance often represent at a national vs. a state park?
Definition
Any typical state or national park with emphasis on outdoor facilities maintenance costs, may represent 60%-80% of the annual operating budget. Municipal is 50-60%
Term
Do park and recreation agencies tend to hire skilled or unskilled laborers for maintenance work?
Definition
Skilled
Term
Good management related to environmental protection should include what elements?
Definition
Good land use planning: careful allocation of resources for most appropriate use based on the ability of the resource to absorb that use must be considered.

Controlling level of development: must ensure protection of natural resources during design and construction phase.

consider appropriateness of development

Consider the quality of development: use of good materials and design to blend in

Minimize environmental damage

Create natural beauty

Good facility maintenance
Term
Which department in a recreation agency has primary responsibility for public safety?
Definition
The maintenance department must assume the responsibility for public and employee safety. Although the maintenance department has primary responsibility for public safety, it should be shared by the entire park and recreation agency.
Term
Building material used in recreation facility construction should have what 4 characteristics?
Definition
1) durable
2) easy to maintain
3) easy to repair
4) easy to replace
Term
What role do maintenance employees have concerning the public image of a recreation agency?
Definition
As the public uses the park and rec facility, the only contact they may have with an agency staff person is with a maintenance employee, such as a janitor, or an employee raking or picking up trash. When this happens, it is important that the image presented to the public is a positive one. The maintenance crew can start by doing a good job in its routine work, such as clean well-kept facility. They should also have a clean, neat personal appearance, such as a uniform.
Term
When is the first "opportunity" that a maintenance manager has to prevent costly mistakes in terms of maintenance time and effort?
Definition
During the design phase.
Term
What is the most critical problem facing most park and rec agencies?
Definition
Inadequate funding for maintenance. Deferred maintenance inevitably results in gradual but accelerating deterioration, which goes unnoticed by the occasional visitor, until the condition becomes quite intolerable or dangerous to the user.
Term
What is a "maintenance impact statement"?
Definition
A technique for accomplishing a task. It details financial expenditure forecasts and maintenance level expectations that will serve as a guide during the decision-making process relative to proposed facilities.
Term
What is the first step in developing a maintenance plan?
Definition
A complete inventory of park and recreation areas, facilities, and equipment to be maintained.
Term
How does the work order system operate?
Definition
An effective maintenance program depends on a work order system that receives all requests, initiates action and follows the project through to completion.
Term
Work order form system:
Definition
- A request is accepted, the clerk or supervisor assign a number and complete the work order form.
- The work order provies an analysis of the proposed work and estimates the reqs in detail, serves as a means for coordinating various work elements within the maintenance division, collects cost estimates for labor, equipment and material and authorizes the work to be done.
Term
Where do work orders come from?
Definition
A variety of sources: building occupants, ops personnel, rec programmers, security officers, skilled workers, and preventative maintenance mechanics.
Term
How are work requests processed?
Definition
Work requests have several copies:
- one should be kept with the requesting person that will be charged for the work.
- one should be filed in the area or facility office.
- one filed in the maintenance division file.
Term
Which offices/departments within an org should have copies of work request forms?
Definition
All major operational and program offices to facilitate maintenance requests should receive work request forms; work control center, work control clerk, or maintenance manager.
Term
Is it a good idea to combine "work order request forms" with "work order forms"?
Definition
NO

This procedure results in improperly described work and fails to deal with complex wok requiring several trade crews and numerous work orders. When work requests come to the control desk via telephone, the work order clerk can, with well designed forms, take from the caller all necessary information in order to translate the laypersons work description into the language of the supervisor and workers on the work order form.
Term
What is "preventative maintenance"?
Definition
A system to minimize unscheduled shutdowns major breakdowns, and costly repairs that require systematic inspections. The adage "A stitch in time saves nine" describes the overall objective of preventative maintenance. The National Park Services defines preventative maintenance as: "Scheduled servicing repairs; inspections, adjustments; and replacements of parts that result in fewer breakdowns and fewer premature replacements that receive the expected life of facilities and equipment".
Term
How do "unit maintenance" and "specialized maintenance crew" differ?
Definition
Unit maintenance: each unit within the park and rec system would be responsible for its own maintenance; building, lawn and shrubbery care, maintenance of ball fields, etc.

Specialized maintenance: each crew is trained to do a job, such as grass cutting, shrubbery care, floor care, window cleaning, lighting fixture cleaning, or replacement, and other specialized work. The specialized crew is scheduled to move from one unit or park site to another to perform their specialized work.
Term
Advantages/Disadvantages of Preventative Maintenance:
Definition
Advantages: 1) maintenance personnel become familiar with the facility. 2) it is relatively easy to determine responsibility when maintenance service is not properly performed. 3) the director of the unit controls both the maintenance and program staff, resulting in a potentially better coordinated effort. 4) maintenance personnel tend to develop a loyalty to their particular unit and often take more pride in their work.

Disadvantages: 1) unit maintenance personnel must learn to perform a variety of jobs and use a variety of equipment in a satisfactory manner. 2) the supervisor must also be familiar with the various jobs and equipment necessary to perform these jobs. 3) unit maintenance does not make the most efficient use of expensive equipment.
Term
Advantages/Disadvantages of Specialized Maintenance:
Definition
Advantages: 1) the crew becomes extremely proficient in their specialized type of work. 2) expensive equipment is used on a regular basis so as to make the cost of the equipment justifiable.

Disadvantages: 1) the repetition of the job tends to make it monotonous for the crew. 2) there is loss of travel time from one area to another.
Term
What is "contract maintenance"?
Definition
It is an arrangement for a maintenance service by an outside contractor. An entire maintenance function could be handled by contractors that would perform the various maintenance jobs.
Term
What are the advantages/disadvantages of "contract maintenance"?
Definition
Advantages: 1) there is no capital investment in equipment. 2) well trained specialists for each job can be hired. 3) there are no in house personnel problems.

Disadvantages: 1) there is loss of control as to when and how well jobs will be completed. 2) the cost may be higher because the contracting firm must make a profit.
Term
Under what circumstances is "contract maintenance" most beneficial?
Definition
Very remote areas where travel time is excessive, with jobs that require specialized equipment, trained operators, job is not done routinely and when the agency has a relatively low demand for the job to be done.
Term
What 3 safeguards should be in place when contracting maintenance work?
Definition
1. Choose reputable firms. Recognize that the low bid does not necessarily represent the most competent contractor.

2. Develop complete and detailed specs. Bids may be received on an overall sum basis and/or on time and materials.

3. Inspect the contractor's work. Usually in house workers inspect the work of contractors to determine specification compliance before the final contract payment is made.

Few park and rec agencies exclusively use any one of the three basic methods of organizing the maintenance work. Rather a combination of each of the three methods of assigning maintenance work is most common.
Term
What is a "work order log"? What info should be included in such a log?
Definition
It is a work order log to keep track of work backlog. The record is simple to maintain and can reveal unusual delays, identify unproductive crews and show the dollar value of work done during any time period. The supervisor's work order log should include: work order number, date assigned, estimated completion date, and projected costs.
Term
What does "workload control" involve? What happens when you have perfect workload control?
Definition
Matches the workforce with the workload, if you have perfect workload you will have no work orders waiting for workers and no workers waiting for maintenance problems.
Term
Is a backlog of work orders necessarily a bad thing?
Definition
Shouldn't be regarded negatively, but as a necessary hedge against days when emergencies don't occur and extra work is need to complete work schedules
Term
What methods exist for estimating the time it will take to complete a maintenance task?
Definition
Having a work order system, analyze each problem according to job elements, and assign a time value for each. You can hypothetically get the estimated time by using informal "guestimates" or by creating a task time standard list.
Term
What is the difference between "job sampling" and "workload/cost tracking"?
Definition
Workload/cost tracking allows manager to collect, record and evaluate information about maintenance tasks, times, travel times to sites, this helps obtain bsic and accurate dta while job sampling provides data for analysis on the basis of randomly sampled work at certain times and location. What's the main difference between "GTT sampling" and "job sampling"? GTT.
Term
What 3 "priority policy classes" are needed for maintenance jobs at most maintenance sites?
Definition
Emergency: problems that create safety hazards or take from rec. operations, these go first.

Routine: problems that are less serious than emergencies, go on first come first serve basis

Standing: miscellaneous category, no specific work orders.
Term
With what is " cost control of maintenance" primarily concerned?
Definition
With the amount of money required for a maintenance operation that is in excess of that which would have been spent to get work done on a standard basis.
Term
What should be selected first for a maintenance program, the computer hardware or software?
Definition
Software
Term
What is "TCO"? What 6 factors are involved in determining TCO?
Definition
Total cost of ownership/operation

Six factors:
- the initial purchase price of hardware
- costs for training
- costs of software/application upgrades required for compatibility maintenance.
- Support staff costs to keep hardware/software operational.
- Costs of connectivity to existing network topology or required network upgrades.
- costs of ongoing technical support.
Term
What is "GIS"? How is it used in maintenance management?
Definition
Geographic information system. It is an organized collection of computer hardware, software, and geographic data designed to efficiently capture, store, update, manipulate, analyze, and display all forms of geographically referenced information. Managers use it to measure, map, manage, model, and monitor.
Term
What is "GPS"? How does a GPS system determine your actual position?
Definition
Global Positioning System. It is a radio-based navigation system based upon 24 satellites and their ground stations. By precisely measuring the time it takes for a radio signal from at least 3 satellites to reach an individual GPS receiver, one can triangulate their position on the face of the earth to within cm accuracy.
Term
What is "CAD"? How is it used in maintenance management?
Definition
Computer-Aided Design and Drafting. CAD programs permit a designer to create consistent, accurate, easy-to-read drawings. A maintenance manager can create and revise drawings, store drawings and plans for later use, scale and dimension all or part of any drawing, and many other uses. It would be a useful tool for park designers or landscapers.
Term
What is "CMSS" how is it used in maintenance management? What do project management software programs give managers the ability to do?
Definition
Computer Maintenance Management Systems. The CMSS application allows managers to control work, equipment, labor, purchasing and receiving, and reporting. Project management software programs give managers the ability to list and sequence activities, est. completion dates, and to track costs, personnel and resources.
Term
How does "redictive maintenance" differ from "preventative maintenance"?
Definition
Example: you replace your windshield wipers once a year, but since you live in the desert you know that sand degrades rubber so you need to change your windshield wipers sooner than once a year.
Term
What should an employee handbook contain?
Definition
Outline of duties of each staff person/position, the minimum qualifications for appointment to these positions, rules of employee conduct, what management expects from employees.
Term
According to the Dep. of Education, what has happened in recent years to English literacy rates among Whites, African Americans, Asian/Pacific Islanders, and Hispanics?
Definition
Increased
Term
What % of adult americans are not literate in English (according to the Dep. of Education)?
Definition
5%
Term
What are the 7 key elements a job description should cover? Should job descriptions be written in short, rather than long, factual statements?
Definition
They should be thorough, but written in short factual statements that minimize the need for interpretation.

The 7 elements are: 1) job description 2) nature of work 3) supervision 4) example of work 5) requirements of work 6) physical reqs 7) minimum education and experience.
Term
What 8 sources exist for recruiting skilled trades personnel for maintenance positions?
Definition
- Promoting from within
- Ask all staff personnel for assistance in recruiting candidates
- Recruit from the armed services
- Recruit trades personnel from the construction industry.
- recruit personnel from grounds maintenance, from those with a farming or ag background.
- Secure qualified maintenance personnel through the establishment and operation of apprenticeship training programs
- Hire from four year university park and rec professional education program
- park maintenance specialists from a two year college or trade school.
Term
How do government-sponsored salaries compare to private industry salaries?
Definition
Government sponsored salaries seldom match private industry salaries.
Term
Worker performance is primarily regulated by what 2 factors?
Definition
Competence and commitment. Competence in any job is recreated by experience, skills and knowledge. Motivation produces commitment and committed employees are always in demand because supervisors can depend on them to do their best.
Term
Is motivation always present?
Definition
Motivation is always present. Everyone is motivated all the time but not always in the direction desired by the supervisor or needed by an agency.
Term
What are the top factors that workers say motivate them to work?
Definition
Appreciation for work done, Feeling "in" on things, understanding of personal problems, job security and job wages.
Term
Do supervisors' rankings of motivating factors mirror workers' rankings?
Definition
No. Supervisors rank the first five as good wages, job security, promotion and growth, good work condition and interesting work.
Term
What is a "Realistic Job Preview (RJP)"?
Definition
RJP provides potential new hires with an accurate picture of the job for which they are interviewed before making a job offer.
Term
What does a "Pre-Employment Screening" (PES) involve?
Definition
Screening potential employees include identity validations, criminal records, driving records, gov registries, worker compensation records, reference verification and substance abuse testing.
Term
What % of applicants falsify information on their resumes or job applications (according to OPENonline)?
Definition
40%
Term
What % of job applicants have a criminal background (according to OPENoline)?
Definition
5%
Term
According to Spherion's Emerging Workforce Study, do employers and employees tend to agree about factors that keep workers in their current positions?
Definition
no. there is a troubling gap.
Term
Does a person's age influence the reasons they give for staying in their current position?
Definition
Yes
Term
For example, would a person in their 20s rank "challenging and satisfying work" as high as a person in their 50s?
Definition
No
Term
What 3 things do full-time maintenance positions with government recreation agencies tend to offer better than full-time maintenance positions with commercial businesses?
Definition
Better health care, retirement, and vacation benefits.
Term
What approaches did Swanson suggest for motivating workers in low-paying positions?
Definition
- let employee participate in decision making
- let employee see your concern
- motivate with positive reinforcement
- try participating leadership
- use a mentor-ship
- recognize good performance
Term
Why is listening to workers so important? According to Weber and Eastman, do most people prefer to talk or listen? What techniques can you apply to enhance your listening?
Definition
- check your understanding of what the speaker said, by restating to the speaker
- give your full attention
- let the speaker finish before you talk
- exhibit an interest in what the speaker is saying
- ask questions
- don't talk to o much
- think before you speak
- clarify any misunderstandings
Term
What are the 5 key principles of active listening?
Definition
- Listening is a matter of choice
- A good listener takes 51% of the responsibility to make sure communication has occurred.
- A good listener respects the right of the speaker to be heard
- A good listener is confident enough to listen.
- Communication occurs in the mind of the listener.
Term
Why is saying "Do you understand?" to a worker under your supervision often not the best approach for determining if your communication is understood?
Definition
In society it is polite to just say that you understand even when you don't.
Term
According to Miller, what happens with learners as they age with respect to vision, hearing, short-term and long-term memory, energy, and reaction speed?
Definition
It gets more difficult to listen and all these areas decrease.
Term
What are the 4 steps in the instructional (training) method developed for industrial purposes during World War II?
Definition
- Prepare trainee
- Present training and stress the key points
- Try out the trainee's performance
- Follow up on the trainee
Term
During the performance appraisal process, should employees be asked to complete a self-evaluation?
Definition
Yes, it allows for comparisons between the supervisors rating and allows for open discussion.
Term
When evaluating an employee, common rating errors often arise. What is meant by Leniency? Halo rating effect? Central tendency? Contrast? Association?
Definition
Leniency - overrate
Halo- one trait rules
Central Tendency - standard rating due to unfamiliarity
Contrast - compare to yourself
Association - rate adjacent traits similarly
Term
What steps are involved in the four step approach for handling grievances?
Definition
- receive grievance properly
- get the facts
- take action
- follow up
Term
What is the "doctrine of preemption"?
Definition
When there is a federal law that covers an employment situation, it takes precedence over state laws which attempt to regulate the same conduct.
Term
What did each of the following acts cover? Civil Rights Act? Age Discrimination in Employment Act? Americans with Disabilities Act? Occupational Safety and Health Act? Fair Labor Standards Act? quality Pay Act? Family and Medical Leave Act? Drug Free Workplace Act?
Definition
Civil Rights Act: prohibits discrimination in employment based on race, sex, religion, national origin, and color.

Age Discrimination in Employment Act: prohibits discrimination in employment based on age against persons who are 40 years or older.

Americans with Disabilities Act: prohibits discrimination in employment against persons with disabilities y requiring employers to make reasonable accomodations.

Occupational Safety and Health Act: requires employers to have a healthy environment.

Fair Labor Standards Act: minimum wage requirements and overtime pay.

Equal Pay Act: males and females make equal wages for equal jobs.

Family and Medical Leave Act: 12 weeks unpaid leave for pregnancy, sickness, family death, etc.

Drug Free Workplace Act: having a drug fee work zone for safety and other reasons.
Term
Why are BFOQs critically important for setting criteria for hiring someone?
Definition
- BFOQs (Bona Fide Occupational Qualifications) are qualifications that are directly related to job performance. It is not a wishlist or description of the perfect candidate - they are grounded in a realistic job analysis which has determined that each requirement is directly related to the job.

- BFOQs are important for setting criteria for hiring someone because it presumes that the hiring agency has looked a the job and knows exactly what the duties and responsibilities will be. They help in avoiding lawsuits based on discrimination.
Term
You can only ask a job applicant:
Definition
- if they speak another language
- What professional affiliations they have
Term
What law protects an employee's right to report unsafe working conditions (without being dismissed from their job)?
Definition
OSHA
Term
What does the Hatch Act address?
Definition
It prevents members of the fed gov who do not have explicitly political roles - like the president or vp - from engaging in political activity.
Term
According to the National Safety Council, do park and recreation employees receive about the same number of injuries as other industries?
Definition
No. they receive over 3 times more the average number of injuries for all other industries.
Term
About what % of park and rec occupational injuries involve maintenance personnel?
Definition
66%
Term
What are the trends in recent years concerning workplace injuries and illnesses? Up? Stable? Down?
Definition
We've been on a downward trend for the past 13 years.
Term
What is OSHA?
Definition
Occupational Health and Safety Administration (OSHA) assists employers and employees in reducing injuries, illnesses, and deaths on the job.
Term
Has the fed OSHA Act been effective at reducing workplace fatalities? Occupational injuries and illness?
Definition
It has been very effective- since its inception in 1971, OHSA has helped cut workplace fatalities by over 60% and occupational injury and illness rates by 40%. At the same time, US employment has doubled.
Term
What employees are covered by the fed OSHA Act?
Definition
Private sector workers
Term
What did Executive Order 11612 do?
Definition
Development and enforcement of standards to assure safe and healthful working conditions for employees in the private sector
Term
Is fed funding available to implement state OSHA plans?
Definition
Yes
Term
when an OSHA violation exists, who ca be prescribed a penalty?
Definition
Any employer or person who violates the standards
Term
Does the fed OSHA act protect employees who express concern about job safety?
Definition
Yes, any employee that feels there is an imminent danger to themselves or others with safety, they can request an inspection.
Term
Who created most of the fed OSHA standards?
Definition
Nationally recognized standards
Term
What do OSHA's reporting and recordkeeping regulations require employers to do? Must all employers keep such records?
Definition
Yes b/c it is important for employers, workers and OSHA in evaluating the safety of a workplace, understanding industry hazards, and implementing worker protections to reduce and eliminate hazards.
Term
Do fed OSHA compliance officers have the right to free entry into work establishments and to go where s/he chooses?
Definition
Yes. they inform and have a conference with the business and get to choose how long the inspection will be, and what route they want to take.
Term
Can an employee be fined/jailed for alerting an employer of a pending OSHA inspection?
Definition
OSHA generally conducts inspections without advance notice. Anyone who alerts an employer of a pending OSHA inspection can receive a fine of up to $1,000. and/or a six-month jail term.
Term
Does OSHA require that at least one company employee be involved in a federal OSHA inspection?
Definition
OSHA allows, but does not require an employee to participate in the inspection.
Term
What's the significance of the "It's the Law" poster?
Definition
This poster must be displayed in a prominent location.
Term
What are the 3 categories of OSHA citations?
Definition
- Other than serious: A violation that has a direct relationship to job safety and health, but probably would not cause death or serious physical harm. OSHA may propose a penalty of up to $7,000 for each.

- Serous: A violation where there is substantial probability that death or serious physical harm could result and that the employer knew, or should have known, of the hazard. OSHA may propose a mandatory penalty of up to $7k for each seriously violation.

- Willful: A violation that the employer intentionally and knowingly commits or a violation that the employer commits with plain indifference to the law. OSHA may propose penalties of up to $70,000 each for willful violations, with a minimum penalty of $5k for each willful violation (OSHA 2056-07R, 2003)
Term
What are the 2 objectives of a "job safety analysis (JSA)"?
Definition
- to provide a method to identify existing and potential hazards associated with each job step.
- to establish safe work practices for controlling and/or avoiding these hazards.
Term
What are the 4 steps of Job Instruction Training (JIT)?
Definition
- get ready to instruct
- prepare the learner
- present the learning
- try out learner performance
- follow up
Term
According to the US census bureau, where will most population growth in the US come from over the next 45 years?
Definition
Project to increase by 2.6 million people all coming from less developed regions.
Term
What is the most common work-related medical problem?
Definition
Noise induced hearing loss
Term
How loud must a sound be to be in the "risk range"?
Definition
Decibels - Noise source/safe range
60 - normal conversation, bird song
80 - heavy traffic, ringing phone

RISK RANGE
85 to 90 - motorcycle, snowmobile
90 - hair dryer, power lawn mower
95 to 105 - hand drill, spray painter, bulldozer
110 - chain saw

INJURY RANGE
120 - Ambulance siren
140 - Jet engine at takeoff
165 - Shotgun blast
Term
What should the capacity of a refuse container be limited to if it will be handled by only one person? By two people?
Definition
One person: no more than 22 gallons
Two people: 55 gallons
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