New Client Workshop Retail

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

ICloudfm Modules

• Will you be using the Purchase Order system and will this be for GNFR ?

  Yes

  No

  N/A

• 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 ? If Yes, where within the building do you require the plaques ?

  Yes

  No

  N/A

• Will you be using Location QR codes ?

  Yes

  No

  N/A

• Will you be using the Quotation system, and the auto benchmarking module ?

  Yes

  No

  N/A

• Will you be using the Odd Job and Equipment Request modules ?

  Yes

  No

  N/A

• Please identify what Portals are required.<br>Store Portal<br>Building Portal<br>Client Portal<br>Surveyor Portal<br>FM Portal

  Yes

  No

  N/A

The Portfolio

• Obtain a list (excel) of the portfolio together with Building names, addresses, postcodes, tel No, email addresses, operational times, regions, areas, surveyors and FM managed areas.

• What are the building operational times ?

• How many Floors exist in the building ?

• How many people operate in the building in total ?

• 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 ?

• Do any of the buildings reside in Shopping Centres ?

• Are there any access issues that could prevent fast access / Response ?

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 needs to manage

• 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

• Waste

  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. Obtain full and detailed list

• Would the Client be prepared to consider other suppliers ?

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

• Does the Client understand that QR codes require mandatory use of Smart Phones ?

Surveyors / Facility Managers

• Please explain the FMs role in detail.

  Yes

  No

  N/A

• Please explain the Surveyors role in detail.

  Yes

  No

  N/A

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

• What are the Clients requirements for Accrual reporting ?

• Does the Client require us to setup Cost centres, cost codes and nominal codes aligned with their accounts process ? If so, obtain a full list and explanation of their use.