Reporting and Documentation

Proper Reporting and Documentation are a critical component of any professional technical services program. Tolin maintains the highest standards for documentation and reporting in the industry. Our documentation is thorough and up to date with the latest regulatory, code, legal requirements.

Policy and Procedures

Tolin maintains a complete library of Policy and Procedures Manuals to outline the responsibilities, tasks and requirement of each employee’s position.
Manuals incorporate a written procedure to assure the quality of consistent performance is achieved for each client by every Tolin employee.
Manuals include procedures for operations, administration and management personnel. Review of these manuals is made available to every client.
Standard procedures are modified or customized to achieve the unique requirements of individual clients.
Updating procedures is an ongoing practice to assure the most up to date technology and requirements are maintained by every employee.
All policy and procedures are customized and utilized for the clients use to minimize risks and improve accountability for services.

Documentation

Tolin will develop, implement and update all documentation and reporting requirements for the operations and maintenance services included in your program, including but not limited to:

Predictive Maintenance Records
Preventive Maintenance Records
Inspection Records
Equipment Repair History
Shift Reports
Work Request Documents
Log Sheets
Emergency Procedures
Safety Procedures
Energy Analysis
Operating Instructions
Performance Reports
Service Reports
Refrigerant Reports
Equipment Data Files

Computerized Maintenance Management

Tolin utilizes a computerized maintenance management system to skill level task and document all preventive maintenance activities. These records are maintained in the equipment data file are available for review at any time.
Skill level tasking is used to ensure the job is performed by a qualified technician or engineer at the right time.
Tolin maintains equipment data files to record maintenance and repair history of each component.
All legally required inspections are documented, filed and reviewed with the owner/manager.

Automated Work Order System

Tolin Mechanical Systems Company's Automated Work Order System is utilized by the administrative and engineering staff. This system has been developed to provide an efficient method of receiving and recording tenant work requests as they are submitted, assign the work to the appropriate staff member, and record the completion of the work assigned. The Automated Work Order System monitors our staff's ability to respond to the tenant work requests in timely manner as well as track any reoccurring problems that may exist within a given space. Examples of the following reports are available through the Automated Work Order System:

Work Orders by Tenant
Work Order by Suite
Work Orders by Engineer
Work Orders by Type
Work Orders by Property
Work Order Comparatives
Work Order trend Analysis

Benefits

Provides an efficient method of receiving and recording tenant work requests as they are submitted.
Monitors the staffs ability to respond to work requests in a timely manner.
Functional database that logs recurring problems for management action.
System can be customized for a clients particular needs or requirements.
Provides reports specific to tenants, the property, and to performance metrics.

Performance Reporting

Tolin designs and utilizes a quarterly reporting system that is prepared at the end of each quarter based on the information outlined in the documentation system requirements for each facility staffing agreement. Tolin formally presents to the Owner/Management, an annual report summarizing this information.
Tolin customizes all reporting requirements based on the Owner’s/Management’s policies and procedures. Custom performance indicators are utilized to evaluate the effectiveness of Tolin’s improvement process against the Owner's/Manager's base line expectations.

<< Back