Checklist Template Regional Service Centre

• Document No.

• Audit Location

Title: Checklist Template - Regional Service Centre

• Name of Auditee

• Completed At:

• Audit Completed on:

  Date

• Audit Completed by:

  Sign

• Audit Findings Agreed By:

  Sign

1. Contract Management

1.1 Site Manual / File (Procedure reference OP1/OP3/SA2)

• Is there an office manual / file available

  Yes

  No

  N/A

• Has the manual / file been reviewed in the last 12 months

  Yes

  No

  N/A

• Is it accessible to all relevant personnel

  Yes

  No

  N/A

1.2 Site Manual / File Health & Safety (Procedure reference OP3/ SP1/SP6/RAP1/COSHH1/PTW1)

• Does the manual / file include the following documents / Information:

• Current Company policy statements

  Yes

  No

  N/A

• Site Specific H & S information including Risk , COSHH assessments and Method Statements, Site Accident Book (Confirm all site personnel are aware of the information)

  Yes

  No

  N/A

• Current Sub-Contractor Information

  Yes

  No

  N/A

• Site Specific Induction Procedure (Site personnel/ Sub-contractors)

  Yes

  No

  N/A

• Site Specific Fire, Evacuation & Emergency Procedures

  Yes

  No

  N/A

• Good housekeeping maintained throughout the site / office

  Yes

  No

  N/A

• Is recycling carried out from site / office

  Yes

  No

  N/A

1.3 Site Records (Procedures Reference OP3/QA3/SA2/SP4/SP6)

• Are the Following site records available and up to date:

• Planned Maintenance Planner & completed tasks (COFELY)

  Yes

  No

  N/A

• Planned Maintenance Planner & completed tasks (Sub-Contractor including insurance certification, RA, COSHH, MA , Calibration and training record etc as required )

  Yes

  No

  N/A

• Site Specific Environmental Aspects / Objectives and Targets

  Yes

  No

  N/A

• Site Specific Operational Disaster Recover Plan

  Yes

  No

  N/A

• Site Specific Signing in Procedure for all staff (Inc sub-contractors & visitors)

  Yes

  No

  N/A

• Site Utility readings

  Yes

  No

  N/A

• Completed toolbox talks

  Yes

  No

  N/A

• Site drainage plan

  Yes

  No

  N/A

• Site energy plan

  Yes

  No

  N/A

• Site fire risk assessment

  Yes

  No

  N/A

• Site asbestos register (where applicable)

  Yes

  No

  N/A

• Record of training / appointment for fire marshals

  Yes

  No

  N/A

• Record of training / appointment for first aiders

  Yes

  No

  N/A

• Engineer technical registration and training record available

  Yes

  No

  N/A

2. Administration

• Inc. correspondence, filing / archiving, Customer call handling (Procedures reference QA3, OP3, SP4)

• Incoming / outgoing correspondence appropriately managed

  Yes

  No

  N/A

• Appropriate security classifications applied to documentation

  Yes

  No

  N/A

• Files / filing cabinets appropriately marked to indicate contents

  Yes

  No

  N/A

• Archived documents / files correctly labeled and stored

  Yes

  No

  N/A

• Times sheet authorization procedure followed

  Yes

  No

  N/A

• All documentation (Inc. Technical data / standards) periodically reviewed

  Yes

  No

  N/A

• Local documentation and procedures registered

  Yes

  No

  N/A

• Customer call handling procedure in use

  Yes

  No

  N/A

• Calls appropriately logged and allocated

  Yes

  No

  N/A

• Are start and end of day procedures in use

  Yes

  No

  N/A

• Are forms MCL2 available and countersigned by RSM

  Yes

  No

  N/A

• Are forms MCR1 available as appropriate

  Yes

  No

  N/A

• Are periodic quality checks of sub-contractors works carried out using forms QAC1

  Yes

  No

  N/A

3. Procurement

• Order requisitions, receipt & handling of equipment / materials, invoicing (Procedures reference OP3, OP4, SP3)

• Material / services requisition and invoice procedure followed

  Yes

  No

  N/A

• Receipt, handling, storage procedure for material & equipment followed (Inc any special provision for chemicals and substances)

  Yes

  No

  N/A

• Stores area secured and kept in a clean & tidy condition

  Yes

  No

  N/A

• Are returned and quarantined material / equipment appropriately controlled

  Yes

  No

  N/A

4 Statutory Compliance

4.1 Emergency Lighting

• Are the Following site records available and up to date:

  Yes

  No

  N/A

• Appropriate security classifications applied to documentation

  Yes

  No

  N/A

• Is there current and up to date test schedule for emergency lighting installation on site

  Yes

  No

  N/A

• Has the installation been maintained and tested in accordance with the schedule produced

  Yes

  No

  N/A

• Is a current annual test certificate available for the installation

  Yes

  No

  N/A

• Have any defects reported as a result of testing been repaired and records amended to confirm corrective action

  Yes

  No

  N/A

• Local documentation and procedures registered

  Yes

  No

  N/A

4.2 Fire Alarm / Suppression Systems

• Are the Following site records available and up to date:

• Is a current site specific fire alarm logbook available (Inc records of periodic maintenance and test) in accordance with current legislation.

  Yes

  No

  N/A

• Is there a site record of fire evacuation drills

  Yes

  No

  N/A

• Date of last fire evacuation drill completed

  Yes

  No

  N/A

• Does the site have a current fire risk assessment

  Yes

  No

  N/A

• Date of last review of fire risk assessment

  Yes

  No

  N/A

• Are records for fire extinguisher and suppression systems available and up to date (including confirmation of any completed repairs)

  Yes

  No

  N/A

4.3 REFCOM / F Gas

• Are the Following records available and up to date:

• Does the site have a up to date REFCOM / F Gas logbook available

  Yes

  No

  N/A

• Where required are all records being maintained in accordance with current legislation

  Yes

  No

  N/A

• Where COFELY engineers maintain refrigeration equipment is there evidence to confirm the COFELY REFOM database has been updated

  Yes

  No

  N/A

4.4 Water Treatment / Hygiene

• Are the Following records available and up to date:

• Are there current and up to date logbooks for water treatment and water hygiene

  Yes

  No

  N/A

• Do the logbooks include records of system TVC and legionella sampling including periodic certification of chlorination

  Yes

  No

  N/A

• Do the records include periodic testing of hot and cold water taps, shower, calorifier,stored water heater, CWS storage tank temperatures

  Yes

  No

  N/A

4.5 Control of Asbestos

• Are the Following records available and up to date:

• Is there a Asbestos register on site to confirm the presence of Asbestos

  Yes

  No

  N/A

• Is the register made freely available to all site based and visiting personnel (Inc Sub-contractors)

  Yes

  No

  N/A

• Date of last review

  Yes

  No

  N/A

• Are site and visiting personnel aware of the COFELY policy for working with Asbestos

  Yes

  No

  N/A

4.6 Heating Installations and Plant

• Are the Following records available and up to date:

• Are we responsible for boilers and heating appliance and plant on site including pressure systems.

  Yes

  No

  N/A

• Are service records available

  Yes

  No

  N/A

• Date of last service

  Yes

  No

  N/A

• Is a Landlords Safety Certificate required

  Yes

  No

  N/A

• Date of last certificate issued if applicable

  Yes

  No

  N/A

4.7 Electrical Installation Testing

• Is there a current fixed wiring electrical test certificate available for site

• Date last certificate issued

  Yes

  No

  N/A

• Is lightening protection installation and maintenance COFELY responsibility

  Yes

  No

  N/A

• Is a current installation test certificate available

  Yes

  No

  N/A

• Date last certificate issued

  Yes

  No

  N/A

• Where COFELY engineers maintain refrigeration equipment is there evidence to confirm the COFELY REFOM database has been updated

  Yes

  No

  N/A

4.8 Lifting Equipment

• Are the Following records available and up to date:

• Date last certificate issued

  Yes

  No

  N/A

• Are COFELY responsible for any lifting equipment including, lifting appliance, passenger carrying lifts, slings, shackles and harnesses

  Yes

  No

  N/A

• Are there current test insurance certificates available

  Yes

  No

  N/A

• Date of last periodic test / insurance inspection

  Yes

  No

  N/A

4.9 Control of Waste

• Are the Following records available and up to date:

• Date last certificate issued

  Yes

  No

  N/A

• Are COFELY responsible for any lifting equipment including, lifting appliance, passenger carrying lifts, slings, shackles and harnesses

  Yes

  No

  N/A

• Are there current test insurance certificates available

  Yes

  No

  N/A

• Date of last periodic test / insurance inspection

  Yes

  No

  N/A

4.10 DSE Assessments

• Are the Following records available and up to date:

• Date last certificate issued

  Yes

  No

  N/A

• Do any of our staff have any special requirements relating to work stations

  Yes

  No

  N/A

• Has a form DSE1 been completed

  Yes

  No

  N/A

4.11 Expectant Mothers

• Are the Following records available and up to date:

• Do we have any expectant mothers on site

  Yes

  No

  N/A

• Has a form NEMRA1 been completed

  Yes

  No

  N/A

4.12 Young Person / Trainee Management

• Are there any young persons or trainees on site

  Yes

  No

  N/A

• Do these persons work under supervision at all times

  Yes

  No

  N/A

• Has form YPRA1 been completed

  Yes

  No

  N/A

5. Miscellaneous

• Are the Following records available and up to date:

• Are records of completed SPV visits available

  Yes

  No

  N/A

• Have records been forwarded to SHEQ Administrator

  Yes

  No

  N/A

• Do all participants in the audit process have a "Take 5"card available

  Yes

  No

  N/A