Maintenance SOP

Objective:

The objective of this Maintenance SOP is to ensure the smooth operation, safety, and efficiency of the
Param Foundation infrastructure, systems, and equipment.

Scope:

This SOP encompasses the maintenance procedures for mechanical, electrical, plumbing, IT
infrastructure, security systems, and other technical aspects of the corporate office.

Responsibilities:

​ Facility Manager/Supervisor: Responsible for overseeing the maintenance operations,

scheduling tasks, ensuring compliance with the SOP, and addressing any issues promptly.
​ Maintenance Staff/Technicians: Responsible for executing maintenance tasks according to
the SOP, conducting inspections, and reporting any abnormalities or malfunctions.

Materials and Equipment Required:

​ Basic toolkit (screwdrivers, wrenches, pliers, etc.).

​ Lubricants, cleaning agents, and other maintenance supplies.
​ Safety gear (gloves, helmets, safety glasses, etc.).
​ Diagnostic tools (multimeters, pressure gauges, etc.).
​

Procedure:

1. Maintenance and service:

● Schedule regular inspections of the office's infrastructure, systems, and equipment.

● Inspect HVAC systems, electrical panels, plumbing fixtures, fire safety equipment, IT
infrastructure, Diesel Generator (DG) , and security systems.
● Identify any signs of wear, damage, or malfunction during inspections.

3. Mechanical Systems:

● Inspect and maintain HVAC systems, including air conditioning units, boilers, chillers, and
ventilation systems.
● Clean or replace air filters regularly to maintain air quality and system efficiency.
● Check for leaks, corrosion, or other issues in plumbing systems and repair as needed.

4. Electrical Systems:
 ● Inspect electrical panels, switches, outlets, and wiring for signs of damage, overheating, or
loose connections.
● Check for tripped breakers or fuses and investigate the cause of any electrical faults.
● Test electrical outlets, switches, and circuits to ensure functionality.
● Replace light bulbs, ballasts, and fluorescent tubes as needed.
● Conduct regular testing of emergency lighting systems.

5. Uninterruptible Power Supply (UPS) Maintenance:

5.1 Battery Inspections:

● Inspect UPS batteries regularly for signs of corrosion, leaks, or physical damage.
● Check battery terminals for tightness and cleanliness.
● Measure battery voltage and internal resistance to assess battery health.

5.2 System Testing:

● Perform system tests to ensure the UPS can provide backup power as intended during power
outages.
● Test automatic transfer switches (ATS) and bypass switches for proper operation.
● Verify the functionality of alarms and indicators.

5.3 Firmware Updates and Calibration:

● Update UPS firmware as recommended by the manufacturer to ensure compatibility with the
latest features and improvements.
● Calibrate sensors and monitoring devices according to manufacturer specifications.
● Document firmware updates and calibration procedures for future reference.

6. Diesel Generator (DG) Maintenance:

● Conduct load testing periodically to verify the DG set's performance under full load conditions.
● Monitor voltage, frequency, and other parameters during load testing.
● Inspect fuel levels, oil levels, coolant levels, and battery condition.
● Adjust settings or perform adjustments as necessary to maintain optimal performance.
● Conduct visual inspections of the DG set regularly to check for leaks, corrosion, and signs of
wear.
● PPM as per the schedule.
● Verify the functionality of safety devices, such as alarms and shutdown systems.

7. IT Infrastructure:

● Inspect and maintain network infrastructure, including routers, switches, servers, and cabling.
● Test and troubleshoot network connectivity and performance issues.
● Perform software updates, patches, and security audits on IT systems.
● Address any IT-related issues promptly to minimize disruptions to business operations.

8. Security Systems:

● Test and maintain security systems such as access control systems, surveillance cameras,
and alarms.
 ● Inspect and replace batteries in security devices as needed.
● Conduct regular testing of security systems to ensure proper functioning.
● Review security protocols and procedures regularly to ensure compliance and effectiveness.

9. Elevator Maintenance:

9.1 Routine Inspections:

● Inspect elevator components, including doors, cables, and safety systems, for signs of wear
or damage.
● Test emergency communication systems and alarms for functionality.

9.2 Safety Testing:

● Conduct safety tests, including overload tests and emergency stop tests, to ensure
compliance with safety standards.
● Verify the functionality of emergency lighting and backup power systems.

11. Preventive Maintenance:

● Preventive maintenance as per schedule for all critical systems and equipment.
● Conduct routine maintenance tasks such as lubrication, filter replacement, calibration, and
testing to prevent breakdowns and ensure optimal performance.
● Keep detailed records of maintenance activities, including dates, tasks performed, and any
issues identified.
● If any equipment falls under scope of landlord reports of the service to be collected and
documented.
● If Landlord is failing to provide reports or services not conducted, it should be escalated to
management and finance.

12. Post-Maintenance Inspection:

● Supervisors should conduct post-maintenance inspections to ensure all maintenance tasks

have been completed satisfactorily.
● Address any issues or deficiencies immediately.
● Document any deviations from the SOP or unexpected findings.

12. New Installation:

● Any installation and addition of equipment should be informed to the Facility team in advance.
● Provide equipment details along with requirement for facility approval
○ Details such as Power consumption, Size, Capacity etc.
● Post evaluating the requirement and feasibility dedicated location and approval for installation would be
provided
● If there is discrepancy would be discussed and approval should be obtained from management.

Checklist: Kept on hold will be updated with detailed office equipment list