New Client Workshop 1

• Audit Title

• Document No.

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

ICloudfm Modules

• Will you be using the Full ICloudfm system which includes.... <br>Helpdesk Call logging, <br>Planned Maintenance using our iPlanner<br>Asset management using iQR code<br>Check in and Check out systems.

  Yes

  No

  N/A

• Will you be using Heldesk for reactive only ?

  Yes

  No

  N/A

• Will you be using the PPM iPlanner system for scheduling all PPMs ?

  Yes

  No

  N/A

• Will you be Asset tagging using our iQR code system ?

  Yes

  No

  N/A

• Will you be using the Check in and Check out module ?

  Yes

  No

  N/A

Building Tenants

• Take a photo of the entrance and area of each tennant

• Photos of Tenant area and internal

  Media

• Who are the Tenants in the Building ? And detail where they reside within the building.

• How many people operate in the building per tenant ?

• Are the tenants responsible for their own Compliance ? .. Give details.

• Is there a current planner for the tenant, or is this controlled by the building planner ? (Take a photo and take a copy if applicable)

• When the tenant has a failure of services, who do they call ?

• Sketch the process

  Drawing

• How are these Tenants managed in terms of FM ? (ie who is responsible for managing their services ?)

• Identify critical areas of the building for each tenant. (ie Comms rooms, lifts etc)

• What service failures would require a fast response ?

• Will these Tenants be given a Log Call facility ?

• Who is responsible for carrying out PPM in the tenants demise ? Please add details

The Building

• Take a photo of each aspect of the building

• Photos of building (all angles) exterior

  Media

• What are the building operational times ?

• How many Floors exist in the building ?

• How many people operate in the building in total (including all tenants) ?

• Sketch where the tenants sit in the building

  Drawing

• Is there a current planner available for the PPM in the building ? (Please take a photo and take a copy)

• Identify critical areas of the building. (ie Comms rooms, lifts etc)

• What service failures would require a fast response ?

• Does the building operate a work permit system ? What are the procedures for access to the building to carry out repairs ?

• Does the building enjoy wireless Internet ?

The Client

• Who is the Client ? (The company purchasing the iCloudfm process)

• Detail the current process from start to finish (ie from call log, to dispatch engineer, to works carried out, to invoice, to payment.

• Sketch the process from start to finish

  Drawing

• Who pays for the services.

• Name the people currently managing this whole process and their titles.

• What is the process for checking works and checking costs, and who carries out this function ?

• Does the Client and the tenants (where applicable) have unrestricted access to the Internet ?

• If Internet is restricted, what are the contact details for discussing access to iCloudfm

• In the event of problems, what would be the escalation process ? (details names and positions)

• Does the client operate a 24/7 service ?

• Please name the people that would require access to iCloudfm for operating the system, together with the function they would operate and their titles.

Services the Client is responsible for

• Air conditioning / Refrigeration

  Yes

  No

  N/A

• Asbestos management

  Yes

  No

  N/A

• Automatic doors

  Yes

  No

  N/A

• Barriers and pedestrian entrance

  Yes

  No

  N/A

• Building and Fabric

  Yes

  No

  N/A

• CCTV

  Yes

  No

  N/A

• Cleaning

  Yes

  No

  N/A

• Controls (BMS)

  Yes

  No

  N/A

• Decoration

  Yes

  No

  N/A

• Door Access

  Yes

  No

  N/A

• Drainage

  Yes

  No

  N/A

• Electrical services

  Yes

  No

  N/A

• Emergency Lighting

  Yes

  No

  N/A

• Extinguishers

  Yes

  No

  N/A

• Fire Alarms

  Yes

  No

  N/A

• Gas Leak Detection

  Yes

  No

  N/A

• Generators

  Yes

  No

  N/A

• Glazing

  Yes

  No

  N/A

• Guarding and security

  Yes

  No

  N/A

• Handy Man services

  Yes

  No

  N/A

• Heating (including gas boilers)

  Yes

  No

  N/A

• High and low voltage

  Yes

  No

  N/A

• Lifts

  Yes

  No

  N/A

• Lighting (general)

  Yes

  No

  N/A

• Locksmiths

  Yes

  No

  N/A

• Mechanical Services

  Yes

  No

  N/A

• Media Systems (Tannoy etc)

  Yes

  No

  N/A

• PAT testing

  Yes

  No

  N/A

• Periodic inspections (PIR)

  Yes

  No

  N/A

• Pest Control

  Yes

  No

  N/A

• Plumbing

  Yes

  No

  N/A

• Roofing

  Yes

  No

  N/A

• Security Alarms

  Yes

  No

  N/A

• Shutters

  Yes

  No

  N/A

• Signage

  Yes

  No

  N/A

• Sprinklers

  Yes

  No

  N/A

• Tagging Systems

  Yes

  No

  N/A

• UPS systems

  Yes

  No

  N/A

• Water Treatment

  Yes

  No

  N/A

• Detail any other disciplines not mentioned above.

The Supply Chain

• Detail the current Supply Chain, their skill sets, and how they were selected. Also request the Clients comments on their performance

• Would the Client be prepared to consider other suppliers ?

• Is there a current process for monitoring SLAs and KPIs ?

Financial process

• Do you receive a separate invoice for every task ?

  Yes

  No

  N/A

• Do you receive a monthly consolidated invoice for all tasks ?

  Yes

  No

  N/A

• Detail the current process from receiving an invoice, the supporting documents demanded, the checks carried out, the people involved through to payment.

• Sketch this process.

  Drawing