Required Documentation, and Photos for Kitchen Exhaust Cleaning and Repair Job Approvals August 2014

Transcription

1 There are two major components to the information received on each cleaning that are reviewed to approve the work performed: 1. CASR Courtesy After Service Report and/or KEC Kitchen Assessment if required. 2. Critical and other photos to validate the system was cleaned, all services were performed and show any deficiency issues discovered during the cleaning. Page 1

2 Requirements of Completing the Courtesy After Service Report (CASR) SERVICE RESULTS Service Date & Job Number The service results portion of the CASR (Courtesy After Service Report) provides the customer with an overall condition by system. The information you provide protects the customer and you as a professional. Be accurate and specific in your status selection. You must mark a status for each system. This Status has nothing to do with the quality of cleaning, only the deficiencies in the system. FULLY COMPLIANT? Kitchen exhaust systems should only be marked as fully compliant if there are no deficiencies present. It means that the system is fully compliant to NFPA#96 standards, it has all the necessary access panels, hinge kits, the wiring is fully intact, is fully water/greasetight, has adequate grease containment, and it has been completely cleaned to bare metal. CAUTION Designating a system as fully compliant releases the customer from all liability from this system, and communicates that there are no issues. It should be a RARE occurrence that a system is ever Fully Compliant. SATISFACTORY? This category is the status that describes most kitchen exhaust systems. The fire hazard was able to be removed from the system, but compliance issues are present that should be addressed. Details of the compliance issues should be documented on the CASR. It should always be accompanied by Compliance Issues checked off in the lower section of this document. UNSATISFACTORY? This system is non-compliant to NFPA#96 standards. We were unable to satisfactorily remove the fire hazard from the system. Details of the compliance issues should be documented on the CASR. This would apply if deficiencies make the system a serious hazard. This status requires that you DO NOT place a Certificate of Performance on this system. Page 2

3 COMPLIANCE AREA OF CASR THE SPECIFICS OF WHAT S WRONG This document is the official report of the service. You MUST mark the boxes on the form for the system you are indicating. It must be clearly marked which system is affected, as well as the issue. This is the information to the customer. The boxes must also be selected when you enter the data, as this puts the issue on our radar to validate and communicate to the corporate customer. Put any further details in the comments section. Mark other if the issue doesn t fit in any of the categories. Supporting pictures should be provided for each deficiency. If you forget to mark something, please call or Cintas, with more information and photos so it can be added to communications. This form protects YOU and Cintas from damage claims, and liability, and informs the customer of issues in their system. It is to your benefit to be complete and correct every service. Page 3

4 PHOTO VALIDATION AND DOCUMENTATION FOR COMPLIANCE ISSUES No safe access to roof or fan Photo Requirement: Picture of unsafe issue, recommendation to resolve. Written Documentation Marked on CASR Compliance area by system and description of issue with recommendation to resolve. *This should not be used when roof access isn t granted by a third party or manager, as it s not a deficiency but an access issue. Unable to tip/remove fan Photo Requirement: Picture of issue. Written Documentation: Marked on CASR Compliance area by system, recommendation to resolve (example: hinge kit needed, conduit too short, fan base broken)*this should only be used if the fan cannot be tipped or removed to clean properly. This includes safety reasons* Ductwork not properly welded/leaky ductwork/type II ductwork Photo Requirement: Picture of inappropriate duct, and/or leak and damage if applicable. Written Documentation: Marked on CASR Compliance area by system, description of issue and a recommendation to resolve. *This should not be used for fans that leak, or type 2 ductwork unless there is grease in the duct. If only steam and heat vents, it is compliant), it should be noted on an assessment, so the proper cleaning method can be noted-- this box should only be used for deficiencies, or corrections needed Inaccessible portions of ductwork exist Photo Requirement: Picture of area that is inaccessible or obstructions to duct or access panel. Written Documentation: System should be marked on CASR Compliance area by system, and more information included in comments. This should be used when you physically cannot get to the ductwork, regardless if access panels are present or not. Grease Containment Not Working/Grease on the roof Photo Requirement: Picture of fan and surrounding roof area. Make sure the source of the grease from the fan is visible. Written Documentation: Marked on CASR Compliance area by system, including any additional information in comments area. Page 4

5 Ductwork requires additional access panels Photo Requirement: Picture of outside of duct clearly showing the area where access is needed. Some technicians have found it beneficial to spray paint an X on the duct where the new panel is needed prior to taking the picture. Written Documentation: Marked on CASR Compliance area by system, diagram of ductwork with location of existing panels indicated, and where new panels are needed. Explanation of what is needed, size of panel needed, and how many are needed. *If requesting larger panels be installed over the existing panels, we will not report this as a deficiency if the current panels are of standard cleanout size of 7x10 or larger* Frequency of Service Inadequate Photo Requirement: Picture validation with identifying notes with before and after pictures, and IKECA frequency comb test. Written Documentation: Marked on CASR compliance area by system, indicate the frequency you suggest. *Issue cannot be reported if the comb test is done improperly.* Baffle filters missing/damage/need replacement Photo Requirement: Pictures of gaps in hood, broken, or clogged filters. Written Documentation: Marked on CASR compliance area by system, measurements if possible with number of filters needing replaced. Fan exposed wiring/electrical issues Photo Requirement: Pictures of electrical wiring issue with system information on photo notes. Written Documentation: Marked on CASR compliance area by system. *Please take precautions to protect exposed wires from water and use all proper safety precautions.* Other -Use this area for anything that needs to be reported but does not fall into the other categories Photo Requirement: Pictures of issue with system information on photo notes. Written Documentation: Marked on CASR compliance area under Other by system and explain in Comment section. Page 5

6 PICTURE REQUIREMENTS FOR KEC JOB APPROVALS In the event of an unapproved job due to missing pictures or unsatisfactory pictures, a redo will be created, and the appropriate pictures will need to be submitted within 14 days, or the account may be reassigned without payment. *Critical Pictures A job will not be approved without these photos AFTER - HOOD This should show the hood grease free and shined. We would like to see the condition of the lights as well as the suppression piping to assist in documenting their condition upon departure in the event of a damage claim. The hood picture should always be taken with the filters out The job will be unapproved if excessive build up is shown in the hood picture that is provided. *AFTER DUCT FROM BELOW Under no circumstances will a job be approved without this picture. It is important that the angle of this picture show all four sides of the ductwork free of grease. If you cannot confirm that the area is free of grease (or less than 50 microns or the thickness of 5 sheets of paper), it will not be accepted. If the picture is not satisfactory, and deficiencies not marked on paperwork to explain why, the job will not be approved and a redo will be required. *AFTER DUCT FROM ABOVE Under no circumstances will a job be approved without this picture. It should show all four sides of the ductwork free of grease or at 50 microns or less. If the picture is not satisfactory, and deficiencies not marked on paperwork to explain why, this job will not be approved. *AFTER HORIZONTAL Under no circumstances will a job be approved without this picture if required. It should show all four sides of the ductwork free of grease or at 50 microns or less. If there is no access panel to provide the inside of the ductwork, a picture of the outside of the ductwork, showing where a panel should be placed should be provided and the paperwork should indicate that the system is non-compliant due to the need for an access panel. If the picture is not satisfactory, and deficiencies not marked on paperwork to explain why, this job will not be approved. Page 6

7 AFTER FAN BLADE The fan blade pictures should show the blades cleaned to bare metal. Buildup on fan blades can cause the fan to malfunction and shorten the life of the exhaust fan The job will be unapproved if excessive build up is shown in the fan blade picture that is provided. AFTER FAN BOWL Fan bowl pictures should show the bowls cleaned to bare metal. The job will be unapproved if excessive build up is shown in the fan bowl picture that is provided. *AFTER GREASE TROUGH The grease trough is very close to the heat source and can easily ignite a fire if not properly cleaned. In the event that a grease trough shows buildup or is missing, the service will be unapproved. AFTER ROOF AROUND THE FAN The Roof around fan picture should be taken from approximately 6-10 feet away showing the general condition of the exhaust fan and the roof condition surrounding the fan. You may provide one roof condition picture showing all exhaust fans, if it can be seen that the roof is free of grease and cleaning residue. *WRAPPED/REMOVED GREASE GUARD IF APPLICABLE Label as Roof around fan- After Show the Grease Guard being protected by wrapping or removed during your service, and any grease coming from the containment system before you clean the roof area. Failure to provide this picture may result in a return trip to clean the roof or monetary charges from the grease guard maintenance provider. Page 7

8 PICTURE REQUIREMENTS FOR KEC REPAIR JOBS Hinge Kit Installation #1 Validate that fan tips properly Photo should show fan hinged, opened with stop chains visible and hinges present. Each photo labeled with the system number. Hinge Kit Installation #2 Validate that each new hinge was installed. You must provide the photo of the new hinge labeled with system number. Access Panel Install - #1 Photo shows cut opening, Photo is to be provided for every panel installed, and should be labeled with system number. Access Panel Install Wide shot #2 Access panel installed, with wide shot of the duct so we can validate where it was installed. If more than one panel installed in one system, both panels should be in the picture if possible. Photo should be labeled with system number. Other Repair Types Photos should show before and after to validate the service performed. Photos should be labeled with system number if applicable. Page 8

9 REQUIREMENTS FOR KEC SERVICE ASSESSMENT When a KEC Assessment is attached to a job, it is required to be completed fully, accurately and with photo validation to approve the job. This document is not visible to the customer; it is used to validate the exhaust system for use in pricing, system information, and approval requirements. Remember when completing, one system is defined as one fan. KEC Service Assessment Guidelines This information is crucial in the preparation of services with the customer, and working through issues with landlords, and corporate contacts. Page 9

10 KEC SERVICE ASSESSMENT REQUIRED PICTURES The required photos are necessary to validate the system information and to communicate deficiencies to the customer. EXAMPLE OF PHOTOS AND DIAGRAMS NEEDED FOR DUCTWORK/ACCESS PANEL VALIDATION See System information on following page. Page 10

11 *Remember, one system is defined as one fan. Your pictures must support the written information on the survey. Correct documentation of system shown on previous page. Page 11