Title Page
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Conducted on
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Prepared by
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Location
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To view our Loss Prevention Standard that supports this checklist visit the following link: https://broker.aviva.co.uk/documents/view/aviva_inspection_testing_and_maintenance_during_lockdown_and_the_coronavirus_pandemic_lps.pdf
COVID-19
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1. Has the impact of the COVID-19 pandemic on inspection testing, servicing and maintenance regimes been properly assessed?<br><br>Items to consider include, but are not limited to the following:<br>• Changes to buildings, premises or working environment, i.e. extending, relocating, mothballing or closing down areas, premises alterations, installing temporary buildings or new facilities to accommodate changes in working practices such as social distancing<br>• Changes to plant/machinery or processes, i.e. new equipment, alterations in configuration of existing equipment/guarding, idle equipment, increase/reduction in production, unattended processes, shift to online trading, etc.<br>• Changes to people and operations, i.e. reduction in staffing levels, working hours/shift patterns, alterations to workplace layout, working practices and procedures, increased reliance on external contractors, etc.<br>• Changes to existing maintenance regimes or contracts, e.g. breakdown only, pause in statutory inspections, etc.<br>• Changes to maintenance budgets or new restrictions on capex expenditure<br>• Problems with third party contractors or suppliers, i.e. availability of external maintenance contractors, sourcing of critical parts/spares, etc.
Risk Assessment
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2. Have the buildings/premises, people, processes, machinery, equipment, services and utilities on site been risk assessed to understand what is critical to the continued operation of the business?<br><br>Has the anticipated downtime, outage, replacement and recovery of these been assessed in line with the organisation's risk appetite and business continuity arrangements?
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3. Have you reviewed the adequacy of existing maintenance regimes, including:<br><br>• Overall provision, i.e. preventative, risk-based, condition-based or reactive?<br>• Maintenance frequencies?<br>• External maintenance contracts and SLAs currently in place?<br>• Legal/regulatory and contractual requirements, manufacturer warranties and/or recommended frequencies, industry standards, own site experience/learning and any insurance policy conditions?
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4. Have you evaluated the impact of COVID-19 upon the existing maintenance regimesand identified the obstacles to continuing to carryoutthe required inspection, testing, servicing and<br>maintenance schedules required, such as:<br><br>• Scaling back of maintenance provision or budgets?<br>• Loss or reduction of maintenance staff?<br>• Problems and/or availability of maintenancecontractors, e.g. cessation of maintenance contracts or reduction in service levels?<br>• Problems with suppliers, e.g. extended machinery replacement lead times, supply of critical spares, etc.?<br>• Process changes impeding the ability to carry out required maintenance provision, e.g. increased production, changes in working or shift patterns, etc.?<br>• Any specialist equipment and tooling required, including access equipment, PPE and safety equipment?<br>• Any changes to site security, access controlneeded for maintenance purposes?
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5. Do any existing maintenance schedules need to be altered in light of any changes; for example, being switched from preventative to risk-based or condition-based monitoring or reduced where equipment may have been mothballed?
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6. Will the risk assessment be regularly reviewed to ensure maintenance regimes continue to remain acceptable?
Planning
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7. Have insurers and all key stakeholders been notified of all significant changes (e.g. external maintenance contractors, suppliers and customers), particularly where maintenance frequencies have been reduced or stopped?
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8. Has an essential inspection, testing, servicing and maintenance plan been developed for all areas deemed critical to the operation and protection of the business including:<br><br>• Buildings/premises?<br>• Machinery and plant, including all associated safety equipment such asmachinery guarding, interlocks and emergency stops?<br>• Fire protection and detection systems?<br>• Security systems?<br>• Services and utilities?<br>• Critical IT infrastructure/SCADA systems, etc.?
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9. Does the proposed inspection, testing, servicing and maintenance regime meet legal/regulatory and contractual requirements, manufacturer warranties and/or recommended frequencies, industry standards, own site experience/learning and any insurance policy conditions?
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10. Have external contractors' SLAB been amended to incorporate changes to existing servicing and maintenance schedules?
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11. Are there nominated duty and backup personnel responsible for overseeing all inspection, testing, servicing and maintenance activities?
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12. Are appropriate systems in place for managing, recording, prioritising, tracking and auditing all required maintenance activities?
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13. Where maintenance activities will be undertaken in-house, do staff carrying out the workhave the appropriate level of experience, training and knowledge to carry out this work competently?<br><br>Will appropriate training be given, particularly where up-skilling or multi-skilling may be required to cover a wider variety of maintenance tasks/responsibilities?
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14. Where maintenance activities will be undertaken by external contractors is there a formal procedure for appointing, vetting and managing external contractors?
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15. Have maintenance contractors identified where they intend to utilise sub-contractors for inspection, testing, servicing and maintenance tasks and do contractor management procedures extend to these individuals?
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16. Have nominated staff appointed to manage and supervise external contractors been given appropriate training and deemed competent to do so, including:<br><br>• Reviewing external maintenance contractors risk assessments and method statements?<br>• Carrying out their own dynamic risk assessments?<br>• Issuingpermits to work?<br>• Supervising contractors work?<br>• Checking any equipment brought onto site?
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17. Have contractor management procedures been reviewed and updated, incorporating any changes, particularly in respect of protocols for reducing the spread of coronavirus, such as access controls, lone working, social distancing, hygiene and PPE requirements?<br><br>Have the updated procedures been communicated to all external contractors?
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18. Have you ensured risks associated with phased return, sickness absence and reduced maintenance staffing levels will be managed, including:<br><br>• Avoiding/reducing lone working?<br>• Reduced maintenance management and supervision (including supervision of external contractors)?<br>• Reduced monitoring, tracking, auditing maintenance tasks?<br>• Suitable backup/alternative staff or external maintenance contractors?<br>• Contingency plans such as remote maintenance or condition based monitoring for specific plant and equipment?
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19. Have appropriate maintenance budgets been set aside for all essential inspection, testing, servicing and maintenance tasks and given capex approval?
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20. Is there an established protocol for obtaining capex approval for any unforeseen/reactive maintenance or emergency repairs?
Management & Implementation
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21. Is there an asset register, detailing maintenance requirements in place?
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22. Is there a maintenance log for all essential inspection, testing, servicing and maintenance?
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23. Have all maintenance frequencies been planned into current operation/production schedules?
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24. Have you completed a staffing plan/rota to ensure adequate cover and ensure all maintenance can be completed within the required timescales?
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25. Is there a coronavirus (COVID-19) policy in place defining protocols for reducing the spread of coronavirus, such as social distancing, PPE, health screening and other infection control measures?<br><br>Is this subject to regular review?
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26. Have any new maintenance contractors been approved and vetted (e.g. checking qualifications, insurances, etc.)?
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27. Are external contractors required to submit their own risk assessments and method statements (RAMS) in advance for review and approval prior to carrying out work?
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28. Are all external maintenance contractors required to complete a formal induction procedure upon arrival, which includes coronavirus risk management protocols, which they sign to confirm receipt and understanding?
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29. Are all hazardous maintenance activities, e.g. hot work, work at height, lone working, electrical, confined spaces, etc, being controlled using a formal permit to work system?<br><br>Does it comply with the Aviva Permit to Work Systems Loss Prevention Standard?
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30. Do hot works comply with the Aviva Hot Work Operations Loss Prevention Standard?
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31. Have you checked contractors working onyour site are able to fully comply with social distancing, PPE and other infection control procedures?
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32. Have you established and communicated to employees, procedures and protocols they must follow should they feel ill at work or at home?<br><br>Similarly, is appropriate health screening in place for external maintenance contractors coming on to site?
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33. Is a formal fire protection impairment system in place to ensure fire protection/detection systems are maintained fully operational?<br><br>Does it comply with the Aviva Property Impairment Loss Prevention Standard?
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34. Does the learning from any near misses, accidents, injury, breakdowns, failures and incidents feed into the inspection, testing, servicing and maintenance management system?
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35. Are external contractors aware of the need to report such occurrences?
Returning to 'Normal' Following the Pandemic
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36. Will changes implemented during the pandemic and any learnings be formally reviewed as part of a management of change process, including:<br><br>• Impacts of operating procedures- has the business got used to plant being more available?<br>• Impacts of reduced maintenance- lifespan of plant/machinery and frequency of failure/breakdown?<br>• Impacts on staff training/skills-can more maintenance work be undertaken in-house?<br>• Reviewing use of contractors?<br>• What worked and what didn't?
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37. Have you implemented plans for the safe reinstatement of buildings and premises?
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38. Have you implemented plans for the safe reinstatement of plant, equipment and processes?
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39. Have you implemented plans for the safe management of people and operations?
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40. Have routine planned preventative maintenance regimes been restored for all non-essential plant and equipment?
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41. Has any additional predictive or condition-based maintenance regimes be re-established, e.g. thermal imaging, vibration monitoring, etc.?
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42. Have relevant risk assessments, procedures and documents been updated to reflect any changes, including:<br>• Risk register?<br>• Fire risk assessment?<br>• Planned preventative maintenance regimes?<br>• Asset register/critical spares list?<br>• Workplace risk assessments?<br>• Standard operating procedures (SOPs)?<br>• Emergency action plans (EAPs)?
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43. Have insurers and all key stakeholders been notified of all significant changes?
Completion
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Additional Comments
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Completed by
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Please Note:
This document contains general information and guidance only and may be superseded and/or subject to amendment without further notice. Aviva has no liability to any third parties arising out of ARMS' communications whatsoever (including Loss Prevention Standards), and nor shall any third party rely on them. Other than liability which cannot be excluded by law, Aviva shall not be liable to any person for any indirect, special, consequential or other losses or damages of whatsoever kind arising out of access to, or use of, or reliance on anything contained in ARMS' communications. The document may not cover every risk, exposure or hazard that may arise and Aviva recommend that you obtain specific advice relevant to the circumstances.
