Site Visit Record for Entity

• Conducted on

  Date

• Prepared by

• Location
  Address

• Entity Name

• Date:

  Date

• Attendess Mashroat:

• Lead signature for the visit

  Sign

• Entity Attendess:

Section 1: ASSET REVIEW CHECKLIST

1.1 Asset Register (AR)

• Is there an asset register system and is it operating?

  Yes

  No

• Is there an up-to-date database for the asset register?

  Yes

  No

• Is the database computerized?

  Yes

  No

• Is there an asset tagging / labelling system?

  Yes

  No

• Do the supervisory personnel and contractors use the asset tagging system?

  Yes

  No

1.2 Condition Assessment (CA)

• Has a condition assessment been completed and when?

  Yes

  No

• Does the asset condition asset survey building facilities ?

  Yes

  No

• Does the asset condition survey cover FM MEP (Mechanical, Electrical, Plumbing etc.) systems ?

  Yes

  No

• Was the assest condition survey carried out by a 3rd Party ? If so obtain details

  Yes

  No

• Are the supervisor team and contractors aware of the conditional assessment results?

  Yes

  No

• Is there a standard form for completing / updating the condition assessment?

  Yes

  No

1.3 Critical Assets

• Is there a mechanism to identify critical assets?

  Yes

  No

• Is there an up to date list of critical assets?

  Yes

  No

• Are there contingency arrangements in place for failure of critical assets ?

  Yes

  No

• Is this covered under the scope of the O&M contract ?

  Yes

  No

• Are records kept to support maintenance of critical assets ?

  Yes

  No

1.4 Asset Management System (AMS)

• Is there an AMS system in place?

  Yes

  No

• Is the AMS operational and used to track maintenance activities?

  Yes

  No

• Does the AMS cover the Entity's Buildings ?

  Yes

  No

• Does the AMS cover the Building Systems ? (eg A/C, Lighting, etc)

  Yes

  No

• Does the AMS cover the components within the systems ? (eg pumps, compressors, etc)

  Yes

  No

2. O&M ORGANISATIONAL STRUCTURE CHECKLIST

2.1 Structure / O&M supervision

• Are O&M inspections performed by an Qualified / Competent engineer?

  Yes

  No

• Is there sufficient O&M inspections and supervisory personnel?

  Yes

  No

• Do Entity personnel make periodic inspections of the work of the O&M contractor?

  Yes

  No

• Are the inspections documented?

  Yes

  No

• Does the Entity have qualified technical staff on site to oversee Contractor O&M activities

  Yes

  No

• Is an O&M Organizational Structure available for the Facility covered by the Site Visit - Obtain Copy

  Yes

  No

• Does the Contractor have permanent O&M Management / supervisory staff on site ?

  Yes

  No

• Is an O&M Organizational Structure Available for the Contractor Staff?

  Yes

  No

• Do Standard Operating Procedures (S.O.P.s) exist for Maintenance activities on site ?

  Yes

  No

• Are copies of the SOPs available to be shared with Mashroat ? If so arrange for copies

  Yes

  No

• Are Entity staff and contractors trained to follow the SOPs

  Yes

  No

• Is the scope of the O&M contract understood by the Entity Management / Supervision / Staff on Site

  Yes

  No

• Is the scope of the O&M contract understood by the Contractor Management / Supervision on Site

  Yes

  No

• Is a copy of the O&M maintenance contract available to review ?

  Yes

  No

• Is a copy of the O&M maintenance contract available to share with Mashroat ?

  Yes

  No

• Is the contractor operating to defined KPIs within the O&M contract ?

  Yes

  No

• Is the contractor meeting the KPIs set out in the contract ?

  Yes

  No

• Are copies of Contractor O&M Performance available to share with Mashroat

  Yes

  No

• Does Site Management consider Contractor resources (headcount / skill-set / structure ) are adequate ?

  Yes

  No

3. Facility Management Systems Checklist

3.1 Risk Management & Safety Processes (1)

• Is there a fire alarm system for evacuation of personnel etc.?

  Yes

  No

• Are there fire suppression / fire fighting systems ?

  Yes

  No

• Is the fire suppression / fighting system operational and working?

  Yes

  No

• Are regular tests undertaken to the fire systems and recorded?

  Yes

  No

• Do the tests meet regulatory testing requirements?

  Yes

  No

• Is the fire system linked to a Building Management System (BMS)?

  Yes

  No

• Does regular testing of other systems (eg A/C, water systems) take place and are records kept ?

  Yes

  No

• Is the Uninterrupted Power Supply (UPS) system working?

  Yes

  No

• Is Emergency / Back Up equipment working, maintained and regularly tested?

  Yes

  No

• Do records exist for the testing and are they available to share ?

  Yes

  No

• Is there a list of Hard FM systems on site (eg Fire, Water, Electrical, A/C) ? Obtain a copy if available

  Yes

  No

• Are these systems under a planned maintenace programme?

  Yes

  No

3.2 Risk Management & Safety Processes (2)

• Does the Entity have HSE Policies and procedures - are these available to share if required?

  Yes

  No

• Does the Site provide an Induction process for Entity Staff?

  Yes

  No

• Does the Site provide an Induction process for Contractor Staff?

  Yes

  No

• Does this induction process cover Health and Safety Requirements ?

  Yes

  No

• Does the Entity / Site operate a Permit to Work system for selective O&M activities

  Yes

  No

• Are written Method Statements available and in use to support Permit to Work O&M activities

  Yes

  No

• Are records kept to demonstrate permit to work, methods statements, risk assessments?

  Yes

  No

• Does the Entity conduct regular evacuation procedures with the approval of civil defence ?

  Yes

  No

• Are Health and Safety Audits performed on the site and are records kept ?

  Yes

  No

4. O&M MAINTENANCE ACTIVITY CHECKLIST

4.1 Planned Preventive Maintenance (PPM)

• Is there a PPM schedule for maintenace activities?

  Yes

  No

• Is the PPM documented and records kept ?

  Yes

  No

• Does the PPM schedule cover 100% of Facilities Management Assets?

  Yes

  No

• Does the PPM schedule cover more than 50% of Facilities Management Assets?

  Yes

  No

• Does the PPM schedule cover less than 50% of Facilities Management Assets?

  Yes

  No

• Is the PPM schedule (if it exists) on schedule or behind schedule?

  Yes

  No

4.2 Maintenance Work System

• Is there a system for receiving a job order?

  Yes

  No

• Is there a priority classification for each job?

  Yes

  No

• Is there a system for tracking jobs?

  Yes

  No

• Is the maintenance work completed documented?

  Yes

  No

• Is there a system to measure jobs raised against jobs completed?

  Yes

  No

4.3 Customer Satisfaction

• Is there a framework / approach to measure customer / end user satisfaction of O&M activity?

  Yes

  No

• Does the customer / user feedback result in O&M improvement?

  Yes

  No

4.4 Maintenance Reports

• Do Enity / Site Staff make regular audits of the work done by the O&M Contractor

  Yes

  No

• Do Review meetings of O&M activity take place between Entity staff and Contractor Management ?

  Yes

  No

4.5 Maintenance Manual

• Is there a periodic report for maintenance works completed?

  Yes

  No

• Are there maintenance manuals for equipment / assets ?

  Yes

  No

• Do the maintenance manuals cover 100% of equipment / assets ?

  Yes

  No

4.6 Maintenace / O&M Stores

• Are there defined material stores on site for O&M spares and equipment?

  Yes

  No

• Are critical spares kept on site or easily available to ensure service disruption is minimized ?

  Yes

  No

• Are the O&M spares and equipment stores under the control of the Contractor ?

  Yes

  No

• Is there a stores record keeping system and is it operating?

  Yes

  No

• Is there an inventory management system in place ?

  Yes

  No

• Are hazardous materials stored correctly on site / in the store?

  Yes

  No

5. O&M PERSONNEL CHECKLIST

5. Staff Technical / O&M Competences

• Do Job Descriptions exist for Entity staff

  Yes

  No

• Are Entity's O&M staff skills & capabilities validated against job requirements

  Yes

  No

• Do Training records exist for Entity's Technical / O&M staff ?

  Yes

  No

• Do you train your Entity O&M staff internally ?

  Yes

  No

• Is this training accredited ?

  Yes

  No

• Do you use external training providers ?

  Yes

  No

• Is this training accredited ?

  Yes

  No

• Are performance reviews undertaken for entity's staff and do records exist?

  Yes

  No

• Do job descriptions exist for Contractor staff ?

  Yes

  No

• Are Contractor O&M skills & capabilities validated against job requirements?

  Yes

  No

• Can the Entity access training / competency records for Contractor staff ?

  Yes

  No

5.2 Staff Health & Safety Competences

• Do the Entity's staff receive Health & Safety Training and do records exist ?

  Yes

  No

• Do the Contractor's staff receive Health & Safety Training and do records exist ?

  Yes

  No

• Is there a Health and Safety Committee on site ?

  Yes

  No

• Is there a Qualified Health and Safety Professional on site ?

  Yes

  No

• If not are designated individuals assigned Health & Safety roles?

  Yes

  No