Maintenance & Construction Shutdowns

Shutdown coordination is responsible for coordinating and communicating critical utility and service outages supporting the hospital environment. Hospital Building Managers, Construction Managers, Hospital Maintenance Foreman, Hospital Maintenance Scheduler/Planners and anyone else involved in arranging hospital utility system shutdowns at UMHS can submit their shutdown request through the web using our on-line form.

For More Information

All requests require a minimal 10 business day notice. Submit a shutdown request document when working on hospital systems including, but not limited to:
  • Elevators
  • Corridors and egress
  • Drilling, Hammering (i.e. any work that creates noise and vibration)
  • Exterior Traffic areas
  • Fire Alarm
  • Fire Suppression
  • Fume Hoods
  • HVAC
  • Lighting
  • Med Gas
  • Nurse Call
  • Plumbing
  • Pneumatic Tube
  • Power
  • Security

Construction Shutdowns

Construction Shutdown Procedures, Roles and Responsibilities

General Guidelines

  1. All construction related shutdowns of building systems and equipment must be submitted and coordinated via the online submission process at this link.
  2. There are three types of requests related to construction shutdowns:
  • “Notification Only” is a request that does not require investigation or on-site support by Maintenance (corridor/room, noise/vibration, odors, room pressure modifications, final fire alarm inspections).
  • “Investigation Only” is a request to identify impacts of a formal shutdown that will be submitted and coordinated in the future.  Investigation Only requests can be beneficial for shutdowns that will require extensive coordination with significant operational impacts.
  • “Formal Shutdown” is a request for Maintenance support to shutdown down and/or restore services to mechanical, electrical, plumbing, medical gas and other related services.  
  1. All requests must be submitted ten (10) business days in advance.  For the majority of formal shutdowns, 10 business days is an appropriate length of time needed for the entire process, from submission to the scheduled shutdown date.
  2. The time needed for Maintenance investigation of “Investigation Only and “Formal Shutdowns” requests depends on the complexity, impact and location of the work.
  3. For formal shutdowns that require approval from Building Occupants, the day and/or time requested by the Contactor may not always be approved depending on the length of time needed for the investigation, operational impacts, and the time needed to coordinate the activities related to the shutdown with the building occupants and Maintenance.
  4. The contractor must submit accurate and detailed information for formal shutdowns, including the duration and anticipated start and end times of the shutdown (not general timeframes).  As an example, a shutdown that is expected to take one hour should not list a duration of the 8 hour shift it will be completed in.  Notes can be included in the comments section with additional details as required.
  5. For shutdowns that are needed sooner that the minimum ten (10) business day advance notice, the project Contractor must review the situation surrounding the request with the AEC PM.  If the request is the result of an emergent situation that was unavoidable AND not doing the shutdown would have a significant and unavoidable impact on operations or the delivery of a critical project or phase of work, the AEC PM will request approval to submit the shutdown from the AEC Project Director. If approved, the AEC Project Director will provide authorization to process the shutdown request to the FPD Facilities Manager.  The request can be submitted by the Contractor concurrently with the request for approval from AEC.  The Facilities Manager will process the request when approval is provided by the AEC Project Director.  Shutdowns that are requested with less than 10 business days’ notice are not guaranteed due to potential complexity of investigation, and operational impacts, but the FM will expedite and prioritize the request for investigation.
  6. Shutdowns with building-wide impact (eg. substations, critical air handlers, steam etc) or work in the emergency power system (ATS, generators, etc.) must be submitted a minimum of 3 months in advance due to special provisions and planning required to accommodate these types of shutdowns.
  7. Contractors are requested to upload relevant drawings (Electrical, HVAC, etc) and sketches related to the shutdown, and provide as much description and detail as possible (i.e. panels, breakers, bar codes, etc.) to assist Maintenance with the investigation.
  8. Maintenance will group all shutdowns in a particular space or area whenever possible. 

Submission

  1. The General Contractor or Subcontractor must submit a shutdown request no less than 10 business days in advance of desired shutdown date via the online form.
  2. When a request is submitted, the Contractor and Facilities Manager will receive an automated email notification from the shutdown system with the details of the request.
  3. The Contractor will not be copied on any additional correspondence in this process until the requests is approved and scheduled.  The Contractor can check on the status of a notification at any time at this link.
  4. If a contractor has files/photos to include with the request, they can respond to the automatic email and attach the documents, which will be sent to the FM’s Outlook email inbox.
  5. If the request is not complete, the Facilities Manager will reach out to the contractor to request additional information.
  6. If/when the request is submitted with all required information, the Facilities Manager will create a work order in Maximo which will be sent to the appropriate Maintenance shop for investigation.

Investigation

  1. The assigned Maintenance Investigator will review the shutdown request to validate and verify the scope of the request, and investigate the impact of the shutdown.
  2. The Maintenance Investigator will provide the Facilities Manager with the scope of areas and services that will be impacted by the proposed shutdown.

Approval

  1. If Building Occupant approval is required, the Facilities Manager will coordinate the impacts of the shutdown to receive approval of the proposed date and time, or to collaborate on a revised date and time that limits the impact on operations.
  2. If an alternate day and/or time is required to accommodate building operations, the Facilities Manager will contact the Contractor to discuss the Operational requirements to come to agreement on when the shutdown will occur.
  3. If overtime is required for Maintenance to perform the shutdown, the Facilities Manager will send the request for overtime via the Maintenance online system.  The overtime approval process takes a minimum of four (4) days, and the shutdown will not be approved until Maintenance personnel are assigned to the shutdown.
  4. When the date is finalized, the Facilities Manager will create a calendar appointment on the Shutdown Calendar with the details of the shutdown.
  5. The Facilities Manager will send a copy of the calendar appointment to the Requestor, Contractor, Subcontractor, AEC PM, Pharmacy, and the Maintenance shop who will be performing the shutdown as confirmation of the approved date and time of the shutdown. A shutdown is not finalized until written notification if received from the Facilities Manager.
  6. The Facilities Manager will work with Maintenance and the Building Occupants to arrange for activities that need to be completed ahead of time in support of a shutdown (Move-N-Cools, extension cords, etc.)
  7. The Facilities Manager will send reminder of the date and time of the shutdown with the building occupants depending on the impacts of the shutdown.
  8. Maintenance will perform the interruption of services and return to service at the scheduled date and time of the shutdown.
  9. If a UM employee insists the shutdown cannot take place at the scheduled time, the Maintenance employee sent to perform the shutdown will obtain the name of the employee, UMID#, and a brief explanation as to the reason for the cancellation and forward this information on to the Facilities Manager.
  10. If Maintenance does not arrive to support the shutdown at the scheduled time, the Contractor must contact the Maintenance Call Center/Systems Monitoring at 734.936.5054, who will contact the appropriate shop(s) to respond.
  11. If a shutdown must be cancelled or rescheduled, or if the shutdown does not occur as scheduled, the Contractor must provide notice to the Facilities Manager as soon as possible.  If the shutdown will be rescheduled, the Facilities Manager will work through the existing request – an additional request does not need to be submitted via the online form.
  12. Maintenance will update existing panel schedules and labeling if a discrepancy is discovered in the field.

This calendar currently shows SCHEDULED CONSTRUCTION & MAINTENANCE SHUTDOWNS ONLY. For UM health employees, to request access to the combined Maintenance and Construction Outlook calendar, please request view access to the Outlook shared calendar "FAC-Hospital_shutdowns". See links below for Shutdown Calendars

All Scheduled Shutdowns
All Completed and/or Cancelled Shutdowns

Maintenance Shutdowns

Construction Shutdown Procedures, Roles and Responsibilities

General Guidelines

  1. All construction related shutdowns of building systems and equipment must be submitted and coordinated via the online submission process at this link.
  2. There are three types of requests related to construction shutdowns:
  • “Notification Only” is a request that does not require investigation or on-site support by Maintenance (corridor/room, noise/vibration, odors, room pressure modifications, final fire alarm inspections).
  • “Investigation Only” is a request to identify impacts of a formal shutdown that will be submitted and coordinated in the future.  Investigation Only requests can be beneficial for shutdowns that will require extensive coordination with significant operational impacts.
  • “Formal Shutdown” is a request for Maintenance support to shutdown down and/or restore services to mechanical, electrical, plumbing, medical gas and other related services.  
  1. All requests must be submitted ten (10) business days in advance.  For the majority of formal shutdowns, 10 business days is an appropriate length of time needed for the entire process, from submission to the scheduled shutdown date.
  2. The time needed for Maintenance investigation of “Investigation Only and “Formal Shutdowns” requests depends on the complexity, impact and location of the work.
  3. For formal shutdowns that require approval from Building Occupants, the day and/or time requested by the Contactor may not always be approved depending on the length of time needed for the investigation, operational impacts, and the time needed to coordinate the activities related to the shutdown with the building occupants and Maintenance.
  4. The contractor must submit accurate and detailed information for formal shutdowns, including the duration and anticipated start and end times of the shutdown (not general timeframes).  As an example, a shutdown that is expected to take one hour should not list a duration of the 8 hour shift it will be completed in.  Notes can be included in the comments section with additional details as required.
  5. For shutdowns that are needed sooner that the minimum ten (10) business day advance notice, the project Contractor must review the situation surrounding the request with the AEC PM.  If the request is the result of an emergent situation that was unavoidable AND not doing the shutdown would have a significant and unavoidable impact on operations or the delivery of a critical project or phase of work, the AEC PM will request approval to submit the shutdown from the AEC Project Director. If approved, the AEC Project Director will provide authorization to process the shutdown request to the FPD Facilities Manager.  The request can be submitted by the Contractor concurrently with the request for approval from AEC.  The Facilities Manager will process the request when approval is provided by the AEC Project Director.  Shutdowns that are requested with less than 10 business days’ notice are not guaranteed due to potential complexity of investigation, and operational impacts, but the FM will expedite and prioritize the request for investigation.
  6. Shutdowns with building-wide impact (eg. substations, critical air handlers, steam etc) or work in the emergency power system (ATS, generators, etc.) must be submitted a minimum of 3 months in advance due to special provisions and planning required to accommodate these types of shutdowns.
  7. Contractors are requested to upload relevant drawings (Electrical, HVAC, etc) and sketches related to the shutdown, and provide as much description and detail as possible (i.e. panels, breakers, bar codes, etc.) to assist Maintenance with the investigation.
  8. Maintenance will group all shutdowns in a particular space or area whenever possible. 

Submission

  1. The General Contractor or Subcontractor must submit a shutdown request no less than 10 business days in advance of desired shutdown date via the online form.
  2. When a request is submitted, the Contractor and Facilities Manager will receive an automated email notification from the shutdown system with the details of the request.
  3. The Contractor will not be copied on any additional correspondence in this process until the requests is approved and scheduled.  The Contractor can check on the status of a notification at any time at this link.
  4. If a contractor has files/photos to include with the request, they can respond to the automatic email and attach the documents, which will be sent to the FM’s Outlook email inbox.
  5. If the request is not complete, the Facilities Manager will reach out to the contractor to request additional information.
  6. If/when the request is submitted with all required information, the Facilities Manager will create a work order in Maximo which will be sent to the appropriate Maintenance shop for investigation.

Investigation

  1. The assigned Maintenance Investigator will review the shutdown request to validate and verify the scope of the request, and investigate the impact of the shutdown.
  2. The Maintenance Investigator will provide the Facilities Manager with the scope of areas and services that will be impacted by the proposed shutdown.

Approval

  1. If Building Occupant approval is required, the Facilities Manager will coordinate the impacts of the shutdown to receive approval of the proposed date and time, or to collaborate on a revised date and time that limits the impact on operations.
  2. If an alternate day and/or time is required to accommodate building operations, the Facilities Manager will contact the Contractor to discuss the Operational requirements to come to agreement on when the shutdown will occur.
  3. If overtime is required for Maintenance to perform the shutdown, the Facilities Manager will send the request for overtime via the Maintenance online system.  The overtime approval process takes a minimum of four (4) days, and the shutdown will not be approved until Maintenance personnel are assigned to the shutdown.
  4. When the date is finalized, the Facilities Manager will create a calendar appointment on the Shutdown Calendar with the details of the shutdown.
  5. The Facilities Manager will send a copy of the calendar appointment to the Requestor, Contractor, Subcontractor, AEC PM, Pharmacy, and the Maintenance shop who will be performing the shutdown as confirmation of the approved date and time of the shutdown. A shutdown is not finalized until written notification if received from the Facilities Manager.
  6. The Facilities Manager will work with Maintenance and the Building Occupants to arrange for activities that need to be completed ahead of time in support of a shutdown (Move-N-Cools, extension cords, etc.)
  7. The Facilities Manager will send reminder of the date and time of the shutdown with the building occupants depending on the impacts of the shutdown.
  8. Maintenance will perform the interruption of services and return to service at the scheduled date and time of the shutdown.
  9. If a UM employee insists the shutdown cannot take place at the scheduled time, the Maintenance employee sent to perform the shutdown will obtain the name of the employee, UMID#, and a brief explanation as to the reason for the cancellation and forward this information on to the Facilities Manager.
  10. If Maintenance does not arrive to support the shutdown at the scheduled time, the Contractor must contact the Maintenance Call Center/Systems Monitoring at 734.936.5054, who will contact the appropriate shop(s) to respond.
  11. If a shutdown must be cancelled or rescheduled, or if the shutdown does not occur as scheduled, the Contractor must provide notice to the Facilities Manager as soon as possible.  If the shutdown will be rescheduled, the Facilities Manager will work through the existing request – an additional request does not need to be submitted via the online form.
  12. Maintenance will update existing panel schedules and labeling if a discrepancy is discovered in the field.

This calendar currently shows SCHEDULED CONSTRUCTION & MAINTENANCE SHUTDOWNS ONLY. For UMHS employees, to request access to the combined Maintenance and Construction Outlook calendar, please request view access to the Outlook shared calendar "FAC-Hospital_shutdowns". See links below for Shutdown Calendars