1 BBM PROJECT Maintenance Operating Standards Project & Compliance Inspection PPM (main visit) PPM ANNUAL BUDGET RR CMI RR=Reactive Repair CMI=Premises.

1

BBM

PROJECT

Maintenance Operating Standards Project & Compliance Inspection

PPM(main visit)

PPM

PPM

ANNUAL BUDGET

RR

RR

RR

CMI

CMI

RR=Reactive Repair CMI=Premises Audit PPM=Planned Preventative Maintenance (i.e. servicing & testing)

REGULAR REPORTING

THE ANNUAL CYCLE….•Event frequency is indicative only•The sequence of events may differ from site to site.FY11

ABM

POLICY & STANDARDS

= Transfer of Data

2BMD INTERACTIVE DAISY WHEELS

PROJECT

CMI

BUDGETS

ABM INSPECTION

PPM

REACTIVE REPAIRS

REGULAR REPORTING

3

FRA

BBM/ ABMCA

FRA

BBM/ ABMCA

Outlet Fact File

BBM/ABM/ CA

Outlet Fact File

BBM/ABM/ CA

PROJECT

PROJECT PRE-BRIEF

PROJECT BRIEF

PROJECT APPROVAL

PROJECT HANDOVER

PDC MINUTE/APPROVAL

Strategic Planning

PDC MINUTE/APPROVAL

Strategic Planning

CONDITION INSPECTION REPORT/ FMR

BBM/ABM/CA


BBM/ABM/CA

Handover Document

BBM/ ABM/CA

Handover Document

BBM/ ABM/CA

PROJECT

OPERATIONAL STANDARDS PROJECT INFO PACK

BBM/ABM/CA

OPERATIONAL STANDARDS PROJECT INFO PACK

BBM/ABM/CA

Budget Report by Outlet

BCM


BCM

AMENITY UPGRADE/CONVERSION PROJECT INFO PACK

BBM/CA

AMENITY UPGRADE/CONVERSION PROJECT INFO PACK

BBM/CA

PROJECT FINALACCOUNT & CLOSEDOWN

4

AccomFRS

BBM

AccomFRS

BBM

Maximo Reactive Order List

BMD


BMD

JDE Order List

BMD

JDE Order List

BMD

PROJECT INFORMATION PACK- OPERATIONAL STANDARDS

Asbestos Report

BMD

Asbestos Report

BMD

Security Checklist

BMD

Security Checklist

BMD

LicenseConditions/Drawings

BMD


BMD

FRA

BMD

FRA

BMD

Condition Inspection Report

BBM


BBM

MINOR PROJECT BRIEF

BBM/ABM CA

MINOR PROJECT BRIEF

BBM/ABM CA

• Documents owner by BBM/ABM/CA

• PIP issued by BMC

•Documents assist the Project Brief to be completed by Contract Administrator and Cost Plan completed by QS.

• All information to be updated and returned to BMCor posted on to extranet

Duct Clean Survey

ABM

Duct Clean Survey

ABM

CMI Report

CMI

CMI Report

CMI

Outlet Fact File

BBM/ABM CA

Outlet Fact File

BBM/ABM CA

FMR/MAXIMO INPUT DOC

BMD


BMD

FORWARD MAINTENANCE REGISTER

BMD


BMD

PPM BY SITE REPORT

BMD

PPM BY SITE REPORT

BMD

PEST REPORT

BMD

PEST REPORT

BMD

BLANK OUTLET FACT FORM

BMD


BMD

BOYCE DRAWING (EDA’s)

BMD


BMD

MinimumFacilitiesStandards

BMD


BMD

5

JDE Order List

BMD

JDE Order List

BMD


BMD


BMD

Handover Document

BBM/CA

Handover Document

BBM/CA

PROJECT MATRIX

BMD

PROJECT MATRIX

BMD

Security Checklist

BMD

Security Checklist

BMD


BMD


BMD

FRA

BMD

FRA

BMD

AsbestosReport

BMD

AsbestosReport

BMD

PROJECT INFORMATION PACK- AMENITY UPGRADE/CONVERSION


BBM


BBM


BMD


BMD

MAJOR PROJECT BRIEF

BBM/CA

MAJOR PROJECT BRIEF

BBM/CA

AccomFRS

BBM

AccomFRS

BBM

• Documents owner by BBM/CA

• PIP issued by GAA

•Documents assist the Project Brief to be completed by Contract Administrator and Cost Plan completed by QS.

• All information to be updated and returned to GAA or posted on to extranet

Duct Clean Survey

ABM

Duct Clean Survey

ABM

CMI Report

CMI

CMI Report

CMI

Outlet Fact File

BBM/CA

Outlet Fact File

BBM/CA

PEST REPORT

BMD

PEST REPORT

BMD


BMD


BMD


BMD


BMD

PPM BY SITE REPORT

BMD

PPM BY SITE REPORT

BMD


BMD


BMD


BMD


BMD

6

REACTIVE REVENUE CALLS

ReactiveRevenue

Calls

Contractor called and assess call

Contractor raises order on Maximo

Maximo generates Auto e-mail

Contractor attends to site and assess H&S and actions repair within parameters

A BMC approves work or e-mails Brand GAA to update CIR and aborts job.

JCC Issued

JCC Issued or Follow on order reviewed by ABM if value is questioned.

Maximo generates Auto e-mail for “best value” job

Contractor attends to site and assess H&S and actions repair

FOLLOW-ONORDER

ABM/BMC

FOLLOW-ONORDER

ABM/BMC

Job Completion Certificate

Contractor


Contractor


BMD


BMD

MAXIMOORDER

ABM/BMC

MAXIMOORDER

ABM/BMC

MAXIMOE-MAIL

ABM/BMC

MAXIMOE-MAIL

ABM/BMC

H&SCategoryAssessment

ABM

H&SCategoryAssessment

ABM

MAXIMOE-MAIL

ABM/BMC

MAXIMOE-MAIL

ABM/BMC

H&S Cat AssessOr SWP

ABM

H&S Cat AssessOr SWP

ABM


Contractor


Contractor

ABORTE-MAIL

ABM/BMC

ABORTE-MAIL

ABM/BMC

A BMC Request to Log E-mail

BMC


BMC

From FY11 contractor will assess call against MFS Checklist

7

PLANNED PREVENTATIVE MAINTENANCE

PPM

Maximo PPM programme for the FY

Programme Generated with Actual Dates downloaded from Maximo

Contractor Completes Testing/Service and downloads Certificate to Maximo

Follow-on works assessed by ABM for value.

Maximo

PMC

Maximo

PMC

Actual Dates and orders

PMC/ABM

Actual Dates and orders

PMC/ABM

Follow-on works Order

ABM/BMC


ABM/BMCCertificates

ABM /

Contractor

Certificates

ABM /

Contractor

Certificates

ABM /

Contractor

Works can be completed on site up to an agreed value To ensure a clean certificate is issued.

If work approved by ABM, BMC raises order. If not approved, BMC e-mails Brand GAA to update CIR and aborts job.


ABM/BMC


ABM/BMC


BMC


BMC

Check to establish if Legislation has changed

Schedules checked by ABM & BBM amended & feed back

Budget issued for approval by Brand and Company

Orders raised in Maximo

8

AccomFRS

BBM

AccomFRS

BBM

Maintenance Operating Standards Project & Compliance Visit

ABM MOS Project

&Compliance Visit

Contractor Pricing Document

OS MAINTENANCEPROJECT BRIEF

OS PROJECT Information Pack

ABM

OS PROJECT Information Pack

ABM

Managing QuantitySurveyor Pricing Check

OS Project Handover & Compliance Visit

Handover Document

ABM

Handover Document

ABM

Document Update

FRA

ABM

FRA

ABM

Outlet Fact File

ABM

Outlet Fact File

ABMCONDITION INSPECTION REPORT/ FMR

ABM


ABM

ABM Compliance Visit

ABM

OS PROJECT Priced Schedule of Rates

ABM

OS PROJECT Priced Schedule of Rates

ABM

OS PROJECT MQS Checked Document

ABM

OS PROJECT MQS Checked Document

ABMOS PROJECT Approved Document

BBM

OS PROJECT Approved Document

BBM

ApprovalMaint ProjectCompleted incPPM follow onWork

9

FRA

Click on this icon to take you to the form.

Firesafe Solutions

FRA


Firesafe Solutions

Fire Risk Assessment

• Document owner by ABM

• Input by ABM

•New Full FRA are completed on 20% of the estate every year.

•FRA are to be issued as part of OS PIP.

•FRA are updated following the completion of every project.

•ABM to type in amendments and e-mail to Fire Risk Controller

•All FRA are saved on FRA system and e-mailed to the house by FRC.

• FRA review date recorded against project on DES.

10

Condition Inspection Report/FMR


ABM



ABM

Condition Inspection Report/Forward Maintenance Register

•“LIVE DOCUMENT”

• Document owner by ABM

• Input by BBM/ABM/BMC/GAA

•All non-reactive/Non-essential works to be added to FMR/Maximo Input Doc and added to Maximo.

•All outstanding/follow-on works MUST BE transferred from this document to FMR to ensure they are captured by the budget process and the next project.

• BMC will update following any project.

• FMR date recorded on DES.

11

Area Building Manager Compliance Visit

ABMCompliance Visit

Click on this icon to take you to the checklist.

ABM

ABMCompliance Visit


ABM

• Document owned by ABM

• Input by ABM

•The ABM Compliance Checklist allows the ABM to confirm that PPM & Statutory works are complete and satisfactory.

•All Statutory Checklists to be down loaded on to the BMD Data Warehouse Outlet File.

12

OS Project Brief

OS Project Brief Information Pack

Click on this icon to take you to a report.

ABM

OS Project Brief Information Pack


ABM


• Input by ABM/Contract Administrator

•The document contains a Contractor schedule of rates and allows works to be coded to a Project Expenditure Summary.

•The document also contains a Expenditure Request Form & a Matrix.

•The document provides the basis for Project Costing & Approval.

•All completed briefs to be down loaded onto the Extranet

• Brief date/approval recorded against project on DES.

13

OS Project Pricing

OS Project Pricing Schedule of Rate


ABM

OS Project Pricing Schedule of Rate


ABM


• Input by Contract Administrator


•The Contractor must complete and return the document to the Managing QS within 14 days.

•The document also contains a Expenditure Request Form, a Matrix and a reference sheet for the Health and Safety Plan.

•The document provides the basis for Project Approval.

•All completed briefs to be down loaded onto the Extranet

14

OS Project QS Check

OS Project MQS Checked Document


ABM

OS Project MQS Checked Document


ABM


•The MQS checks the priced document for rates, rouge items, & % adjustments.

• The document is emailed to the ABM who checks the brief.


•The checked document is to be forwarded by ABM to the Channel aligned BCC.

•All completed briefs to be down loaded onto the Extranet and recorded on DES.

15

OS Project Approval

OS Project Approved Document


BBM

OS Project Approved Document


BBM

• Document owned by BBM

•The checked document should then be forwarded by the BCC to the BBM.

•The BBM will then seek approval for the Maintenance Project dependant of value.

•ROD < £30k, CPE > £30k, PDC > £100k

•All Approved Project Cost Summaries to be down loaded onto the Extranet and recorded on DES.

•BCC issues approved PCS to BBM/ABM/QS/Contractor.

•Maintenance Cost Manager, on a period basis, confirms ROD approvals to the Channel Exec and seeks approval for projects above threshold.

•The MCM will report on overall Project Budget spend to date.

•QS issues approved orders to suppliers and send matrix to ABM to arrange HoB signature, before budget is loaded and project started.

16

Outlet Fact File

Outlet Fact File

Doc Ref: P07


ABM

Outlet Fact File

Doc Ref: P07


ABM


• Issued in PIP.

• Data Collection by ABM/BBM/CA

• Input by ABM/GAA/BMC

• A capture of site specific data on an outlet following the completion of a OS, Amenity, Conversion or Acquisition Project.

• All completed reports to be updated on the MFS Property Data collection site by GAA/BMC

• Updated OFF recorded against project on DES.

•All Exception Reports depend on good data.

17

Maintenance Project Completed inc PPM Follow-on Work

•Document owned by ABM

•All PPM inspections are completed prior to the Maintenance Project taking place.

•All Follow-on works identified on the various PPM inspections to be completed on the Maintenance Project unless deemed urgent.

•All works to be checked for statutory compliance on the Handover of the Project by the ABM as part of the compliance visit.

18

BUDGET

ANNUAL BUDGET



BCM


BCM

Current PPM schedules downloaded from Maximo

PPMCheck to see if legislation has changed

Schedules checked by ABM & BBM amended and fed back.

Budget issued for approval by Brand & Company

PPM report by order, site and brand

PPM team

PPM report by order, site and brand

PPM team

19

PREMISES AUDIT (CMI)

CMI

Essential BRAG rated itemsIdentified on CMI Report

Print off of Black, Red & Amber items.LHM to make immediate reactive callouts made

Monthly CMI Report issued to BMCTo audit that Black and Red items haveBeen actioned

Green items issued to Brand GAA for input on to the Condition Inspection Report

Monthly CMI Report

CMI

Monthly CMI Report

CMI

CMI Report

CMI

CMI Report

CMI

CMI Print off Black Red Amber Items

CMI

CMI Print off Black Red Amber Items

CMI


Contractor


Contractor

Where there are a large number ofworks, the ABM will review for value

Monthly CMI Report

CMI

Monthly CMI Report

CMI

20

DATA STORAGE

Outlet FactFile

ConditionReport

MinimumFacilitiesStandardsChecklist

ABMStatutoryChecklist

Certificate Of Inspection

Certificate Of Inspection

Data is to be filedand recorded via the BUN number / Outlet name and reference number on to the BMD Data Warehouse and the Extranet.

Outlet Project A Project B

Photos

Drawings

Bldg Regs

Brief

Planning Approv

Drawings

Photos

Brief

Planning Approv

Bldg RegsClick for Files

21

Franchise, Estates And NTP

FRANCHISE, ESTATES AND NTP

Reactive Repair

Franchise Change of ownership

Project Approval

PPM

ABM Statutory Inspection

Data Collection

22

AMENITY UPGRADE PROJECT BRIEF

Doc. Ref: P01

Click on this icon to take you to the form

BBM/CA

AMENITY UPGRADE PROJECT BRIEF

Doc. Ref: P01


BBM/CA

Amenity Upgrade Project Brief

• Document owner by BBM/BM

• Input by BBM/Contract Administrator/QS/Designer/GAA

•Document consists of Project Brief to be completed by Contract Administrator and Cost Plan completed by QS.

• All Project Briefs to be down loaded to Outlet File on the Extranet and recorded on DES.

AMENITY UPGRADE PROJECT COST PLAN

Doc. Ref: P02


BBM/CA

AMENITY UPGRADE PROJECT COST PLAN

Doc. Ref: P02


BBM/CA

23

Minimum Facilities Standards Checklist

Doc Ref: P04


BBM/ABM/CA


Doc Ref: P04


BBM/ABM/CA


• Document owner by BBM/ABM/CA

• Input by BMD

• This is an aide memoir checklist.

• All projects must ensure that all items on this list are repaired/replaced and brought up to standard on completion of any project.

24

PDC Minute/Approval

Doc Ref: P05


Strategic Planning

PDC Minute/Approval

Doc Ref: P05


Strategic Planning

Project Approval

• Document owner by PDC

• Input by Strategic Planning/BCM

• All PDC Minutes and approvals to be down loaded to Outlet File on the Extranet and approval date recorded on DES.

•Matrix signed by Head of Building Development before budget is leaded and project started and recorded on DES.

25

Amenity Upgrade Project Handover Document

Doc Ref: P06


BBM/CA


Doc Ref: P06


BBM/CA


• Document owner by BBM/CA

• Input by BBM/Contract Administrator/GAA

• All Amenity Upgrdade Projects to have a Handover Document which must be down loaded to Outlet File on the Extranet and recorded on DES.

26

Asbestos Report

Asbestos Report

Doc Ref: P09


BBM/ABM

Asbestos Report

Doc Ref: P09


BBM/ABM

• Document owned by BBM/ABM

• Input by GAA Asbestos

• Forms part of the PIP.

• A summary of asbestos on any given site and risk category

• All completed reports to be held on Asbestos Database and used on every project to identify risks

27

FRA

Doc Ref: P08


Firesafe Solutions

FRA

Doc Ref: P08


Firesafe Solutions

Fire Risk Assessment

• Document owner by BBM/CA

• Input by BBM/Contract Administrator /GAA

• FRA are completed on 20% of the estate every year.

• FRA are to be issued as part of PIP.

• FRA are updated following the completion of every project.

• FRA will be checked and updated at the ABM Compliance Visit

• Contract Administrator/GAA to type in amendments and e-mail to FR Controller

• All FRA are saved on FRA system and e-mailed to the house by FRC.

• FRA review date to be recorded on DES.

28


Doc Ref: P10


BBM


Doc Ref: P10


BBM

Condition Inspection Report/Forward Maintenance Register •“LIVE DOCUMENT”

• Document owner by BBM

• Input by BBM/CA/GAA

•The CIR is to held at the individual Outlet File on this database.

• All non-reactive/Non-essential works to be added to FMR/Maximo Input Doc and added to Maximo.

• All outstanding/follow-on works MUST BE transferred from this document to FMR to ensure they are captured by the budget process and the next project.

• GAA will update following project.

• FMR date recorded on DES.

29

BSD Invoice Approval Process

QS fees submitted to Building Cost Manager (BCM) for approval. QS raises invoice

Invoice received by Property Accounts & logged on Invoice Report

INVOICE APPROVAL

QS FEE Approval Form.xls

BCM

QS FEE Approval Form.xls

BCM

Sample Invoice Report.pdf

Generator

Sample Invoice Report.pdf

Generator

Invoice report returned to Property Accounts in writing to process as appropriate

QS Approval form signed by BCM and QS invoice attached (no payment unless attached

Invoice Report Issued to all owners for approval

Start point

Supplier paid within MAB terms of agreement

30

BSD Standard Procedure for Tendering Building Works

Award Criteria & Evaluation

Contract Award

Building Services Dept Tender Strategy

Award Criteria and Evaluation

Commercial / HoD’s

Award Criteria and Evaluation


TENDERING

Inviting & Receiving Tenders

BBM/ABM


BBM/ABM

Tender Process Criteria

BBM/ABM

Tender Process Criteria

BBM/ABM

Tender Strategy Doc

Dir of BS/ Dir of CP

Tender Strategy Doc

Dir of BS/ Dir of CP


Tender Selection Criteria

BBM/ABM

Tender Selection Criteria

BBM/ABM

Tender ProcessPost Tender Negotiations

Tender Selection

Start point

Post Tender Negotiations

Commercial / Cost Management

Post Tender Negotiations

Commercial / Cost Management

Contract Award


Contract Award


Legal & Commercial Sign Off





31

Specification & Buying Process

Spec & Buying

Scope produced for Specification or Equipment

Tender DocumentsProduced and Issued

Tender Return AnalysisAnd RecommendationsDecision Review

Meeting

Decision Paper toOps Board & APE

Agreement and/orContract in place Scope

HoBP&S

Scope

HoBP&S

Tender

Comm Buyer

Tender

Comm Buyer

Tender Return

Comm Buyer

Tender Return

Comm Buyer

StakeHolder Mtg

HoBP&SComm Buyer

StakeHolder Mtg

HoBP&SComm Buyer

Paper

HoBP&S

Paper

HoBP&S

Agreement

Comm Buyer

Agreement

Comm Buyer

32

SCOPE


Head of Building Policy&Standards

SCOPE


Head of Building Policy&Standards

Scope for Tender

• Document owner by Head of Building Policy & Standards

• Scoping document that details all the information and specifications required to tender the element or equipment.

• Passed to Commercial Buyer

33

Tender


Commercial Buyer

Tender


Commercial Buyer

Tender Documents

• Document owner by Commercial Buyer

• Document, letter or e-mail used to tender, prove or establish best value costs based on scope and requirements

34

Tender Return Analysis


Commercial Buyer



Commercial Buyer


• Document owner by Commercial Buyer

• Analysis and Recommendations based on cost and services return.

• To be issued to Head of Building Policy & Standards for review

35

Recommendation Review Meeting

Head of Building Policy & Standards / Commercial Buyer / Stakeholders


Head of Building Policy & Standards / Commercial Buyer / Stakeholders


• Meeting owned by Head of Building Policy & Standards and Commercial Buyer.

• A meeting extended to key stakeholders; energy, maintenance, specification advisory team to agree recommendations and decision selection.

•Recommendations to form basis of formal papers.

36

Operating Board / Asset Planning Exec


Head of Building Policy & Standards

Operating Board / Asset Planning Exec


Head of Building Policy & Standards

Approval Papers


• Paper formalising reasons, specification, analysis and recommendations to adopt policy, specification, equipment or guidelines.

• Approval sought.

37

Supply Agreement


Commercial Buyer / Head of Building Commercial

Supply Agreement


Commercial Buyer / Head of Building Commercial

Agreement

• Document owner by Commercial Buyer & Head of Building Commercial

• Supply Agreement set up to manage price, stock, supply and delivery.

• Matrix contract to be established as appropriate.

•All final documentation to be head by Building Supply Controller.

38

Policy & StandardsFLOODS ACCIDENTS

SECURITY

LICENSING

HIMO

ENERGY

ACCOMMODATION

HEALTH & SAFETY Specification & Buying

WHITE GOODS

39

Houses in Multiple Occupation

HIMO REPORT

Doc Ref: P11


Firesafe Solutions

HIMO REPORT

Doc Ref: P11


Firesafe Solutions


• Input by BBM/ABM/CA/FSS

• Following the identification of a HIMO, FSS complete a survey and issue to the BBM for review.

• Works are approved or aborted by MD at Channel Property Exec.

•Remedial works are completed or staff are removed.

•A Final inspection and certificate issued to site.

• All HiMO reports to be down loaded to Outlet File on the Extranet.

•All HiMO sign-off certificates to be down loaded onto Extranet.

• Wendy Wharton (OPS) notified of change and master records updated.

HIMO SITE CERTIFICATE

Doc Ref: P12


Firesafe Solutions

HIMO SITE CERTIFICATE

Doc Ref: P12


Firesafe Solutions

Accomm Status Change Process


BBM

Accomm Status Change Process


BBM

40

Floods

Record of Flood concerns

Doc Ref: P13

Click on this icon to take you to the fact file.

BBM/ABM

Record of Flood concerns

Doc Ref: P13

Click on this icon to take you to the fact file.

BBM/ABM


• Input by BBM/GAA/ABM/BMC/CA

• Incidents of flooding to be recorded in the Outlet Fact File on the BMD Data Warehouse.

•To highlight future defence mechanisms i.e. hard floor finished, flood defence.

41

Incidents

Incident Report

Doc Ref: P14

Operations

Incident Report

Doc Ref: P14

Operations

• Document owner by Operations

• Input by Operations

• A record of the incident reports logged against sites.

•A Contractor inspects property issues and raises order for minor works. Works completed and final inspection completed.

•Reporting tool

42

Licensing Conditions/Drawings

Licensing Conditions

BBM

Licensing Conditions

BBM

• Document owner by BBM/ABM

• Input by BBM/ABM/Contract Administrator

•Licensing Drawings and conditions are to be issued as part of PIP.

•All existing licensing drawings and license conditions can be obtained via Poppelston Allen/Blake Lapthorn/Hill Brown Solicitors.

• All amended licensing drawings to be drawn up and issued to solicitors for filling.

•Web Addresses: https://bllxtra.bllaw.co.uk

http://l2v.popall.co.uk/mab/login.asp

Licensing Drawings

BBM

Licensing Drawings

BBM

https://bllxtra.bllaw.co.uk/

https://bllxtra.bllaw.co.uk/

http://l2v.popall.co.uk/mab/login.asp

43

Security AlarmsDoc Ref: P16d

Lock Up

Chubb

Security AlarmsDoc Ref: P16d

Lock Up

Chubb

Security

CCTV ReportDoc Ref: P15a

Chubb Rampart

CCTV ReportDoc Ref: P15a

Chubb Rampart

• ISSUED IN PIP

•Document owner by HOD’s

• Input by Supplier

• Basic Security Standards checklist to be completed on every project.

•Contractor/Supplier Maintains data base of information on each site.

•A rolling 5 year programme to bring all sites up to MFS.

• All Security reports to be down loaded to Outlet File on the Extranet.

Security AlarmsDoc Ref: P16e

Live In

Chubb

Security AlarmsDoc Ref: P16e

Live In

Chubb

SafesDoc Ref: P17a

In-Safe

SafesDoc Ref: P17a

In-Safe

Basic Security StandardsDoc Ref: P18

To view security checklist, please click here

Security

Basic Security StandardsDoc Ref: P18

To view security checklist, please click here

Security

44

Energy

ENERGY AUDITDoc Ref: P19

Click on this icon to take you to an audit.

Energy Management Team

ENERGY AUDITDoc Ref: P19

Click on this icon to take you to an audit.


• Document owner by Energy Management Team.

• Input by EMT

• Regular Energy Audits completed on sites based on unusual trends, data or energy costs.

•Trial of Capital initiatives through out the year to drive innovation and energy costs down.

• All Energy Audits to be down loaded to Outlet File on the Extranet.

LOW ENERGY BRAND LIGHTING

Click on this icon to take you to the list of brand lights


LOW ENERGY BRAND LIGHTING

Click on this icon to take you to the list of brand lights


45

Accommodation

AccommodationStandardsChecklistDoc Ref: P20

To be developed

BBM/ABM/CA

AccommodationStandardsChecklistDoc Ref: P20

To be developed

BBM/ABM/CA


• Input by BBM/ABM/GAA/BMC

• Accommodation standards to be checked at every project and annual Statutory Inspection.

•Rolling Programme to bring accommodation up to MAB standard and maintain it.

• All Accommodation ratings to noted on Outlet Fact File:

•RED – High Risk; AMBER – Medium Risk; GREEN – Low Risk

• Managers Accommodation form uploaded to outlet on Extranet.

46

Health and Safety

Health & SafetyWeb page

BBM/ABM

Health & SafetyWeb page

BBM/ABM


• Input by BBM/ABM/GAA

• A Web Link direct link to the H&S Operations manual and SWP form

•All SWP to be held on H&S Web site.

•Web Address: www.mabcdm.co.uk

• H&S sign off date recorded on DES.

http://www.mabcdm.co.uk/

47


JCC

Doc Ref: P23

Click on this icon to take you to a JCC.

Contractor

JCC

Doc Ref: P23

Click on this icon to take you to a JCC.

Contractor

• Document owned by Contractor

• Input by Contractor

•JCC copy to be left on site

•JCC copy only to be downloaded onto the Outlet File on the Extranet if acting as a PPM record of completion.

•JCC copy to be held by Contractor

48

Maximo PPM Master Programme


Doc Ref: P24

Click on this icon to take you to the spreadsheet

PMC


Doc Ref: P24

Click on this icon to take you to the spreadsheet

PMC

• Document owned by PMC

• Input by PMC

•Database updated and held on Maximo.

•Drives PPM Contracts and Actual Inspection dates.

49

Follow – on Works Order (Maximo)

Follow-on Works Order

PMC/BMC

Follow-on Works Order

PMC/BMC

• Document owned by PMC/BMC

• Input by PMC/BMC

•Follow-on works order placed via Maximo

50

Reactive Repair System (Maximo)

Maximo

ABM/PMC/BMC

Maximo

ABM/PMC/BMC

•Document owned by ABM/PMC/BMC

• Input by PMC/BMC/Contractor

•Maximo is a independent computer program and process system that places, manages and process works orders for reactive job calls.

•It acts as a reporting tool for driving value and auditing contractors.

•This system will remain independent and accessed via ABM/PMC/BMC

51

Maximo - Email

Maximo E-mail

PMC/BMC

Maximo E-mail

PMC/BMC

• Document owned by PMC/BMC

• Input by PMC/BMC/Contractor

•Maximo E-mail provides instruction and order to complete or abort work

•Maximo is a independent computer program and process system that places, manages and process works orders.

•This system will remain independent and accessed via PMC/BMC

52

Area Building Manager Compliance Visit

ABMCompliance VisitDoc Ref: P25


ABM

ABMCompliance VisitDoc Ref: P25


ABM


• Input by ABM

•The ABM Compliance Checklist allows the ABM to confirm that PPM & Statutory works are complete and satisfactory.

•All Statutory Checklists to be down loaded on to the BMD Data Warehouse Outlet File.

53



Click on this icon to take you to the budget report.

BCM


Click on this icon to take you to the budget report.

BCM

• Document owned by BCM

• Input by BCM

•A summary report of the Condition cost of all outlets, discretionary amenity maintenance and top down initiatives.

•Used as the basis for annual budget setting.

54

Premises Report (CMI)

CMI Report

Doc Ref: P20


CMI

CMI Report

Doc Ref: P20


CMI

• Document owned by CMI

• Latest report issued in PIP

• Input by CMI

•A regular independent statutory inspection

•Identifies Premises Defects and Inspects Statutory Compliance

•All Black, Red and Amber items generate a reactive call to resolve defects immediately.

•All Green items are recorded on the Condition Inspection Report

55

PPM Certificate Filing References

PPMCertificates

DISCRETIONARY

PPMCertificates

DISCRETIONARY

PPMCertificates

STATUTORY

PPMCertificates

STATUTORY

PPMCertificates

ESSENTIAL

PPMCertificates

ESSENTIAL

PPMCertificates

NOT YET IN PLACE – TO BE CONSIDERED

PPMCertificates

NOT YET IN PLACE – TO BE CONSIDERED

56

REGULAR REPORTING

• MFS Reporting from GCAD hierarchy• BMD TDI status from GCAD hierarchy• PPM status report from GCAD hierarchy• Ad-hoc Reporting from Outlet Fact File data

57

Asbestos Report

Asbestos Report

Doc.Ref: P09


BBM/ABM

Asbestos Report

Doc.Ref: P09


BBM/ABM

• Document owned by BBM/ABM

• Input by GAA Asbestos

• Forms part of the PIP.

• A summary of asbestos on any given site and risk category

• All completed reports to be held on Asbestos Database and used on every project to identify risks

58

Project Matrix

Matrix

Doc.Ref: P26


BBM/ABM/CA

Matrix

Doc.Ref: P26


BBM/ABM/CA

• Document owned by BBM/ABM/CA

• Input by Contract Admin/GAA

•The building contract by which the project will be managed.

•The Project Matrix MUST BE signed and communicated to the contracting parties BEFORE the budget is loaded and the project begins.

•The completed Project Matrix MUST BE posted to the specific site project file and held on the Extranet

• Signed Matrix to be recorded on DES.

59

Change of Ownership Workbook

Doc. Ref: P27


BBM Franchise

Change of Ownership Workbook

Doc. Ref: P27


BBM Franchise

Franchise - Change of Ownership

• Document owner by BBM Franchise

• Input by BBM Franchise/ABM Franchise

• All Change of Ownership Workbooks to be down loaded to Outlet File on the 4 Projects Extranet

•Workbook to be used on

•Managed to Franchise Change

•Franchise to Franchise Change

•Franchise to Managed Changed

60

BMC Request to Log E-mail

Ref. Doc. P28

BMC


Ref. Doc. P28

BMC


• Document owner by BMC

• Input by BMC

• All outstanding non-reactive works are to be e-mailed to the Brand GAA for input onto the Condition Inspection Report.

61

• All Bar One• Browns• Castle• Community & Cornerstone• Crown Carveries• Ember• Harvester• Miller & Carter• Nicholson's• O'Neill's• SPC• Toby• Town Pubs• Vintage• VPK

Low Energy Brand Lighting

Click on Brand to open brand doc.

62

JDE Orders Raised

Ref. Doc. P29

BCM

JDE Orders Raised

Ref. Doc. P29

BCM

JDE Orders Raised

• Document owner by BCM

• Input by BCM

• A Webi report that details the actual orders raised in JDE against an individual site.

• Forms part of Project Information Pack

63

Maximo Reactive Orders Raised

Ref. Doc. P30

PMC


Ref. Doc. P30

PMC


• Document owner by PMC

• Input by PMC

• A report detailing all reactive calls to a site to assist in identifying and re-occuring problems.

• Forms part of Project Information Pack.

64

AccommodationFire RiskSurvey

Ref. Doc. P08b

BBM

AccommodationFire RiskSurvey

Ref. Doc. P08b

BBM

Accommodation Fire Risk Survey

• Document owner by BBM

• Input by BBM/ABM/GAA/BMC

• A survey of the MAB Fire Risk Standards that apply to the LHM and Staff Accom.


• Must be completed a part of the brief and works identified completed as part of project via MFS.

• Managers Accommodation form uploaded to outlet on Extranet.

65

Duct Clean Survey

Ref. Doc. E01

ABM

Duct Clean Survey

Ref. Doc. E01

ABM

Duct Clean Survey

• Document owner by ABM via PPM

• Input by PPM Contractor

• A survey of the MAB kitchen duct highlighting defects, access panels and inadequate ducting


• Must be reviewed as part of the brief and works identified completed as part of project via MFS.

66

White Goods

White Goods List

Click to Approved Specifications

P&S

White Goods List

Click to Approved Specifications

P&S


• Change only by HoBP&S

• All white goods can only be ordered by Building Services Department – Project or Reactive Replacement

•No Operations led repairs or replacement can be instigated. All issues MUST BE directed via the Building Services Department for budget and audit purposes.

•Agreed Operating Board 29 June 2010 -White Goods Policy – Tumble Dryers

67

Approved Specifications(click to follow link)

• Tumble Dryers• Washing Machines• Kitchen Resin Floors• Toilet Resin Floors• Customer Toilet Was

h-hand taps

1 BBM PROJECT Maintenance Operating Standards Project & Compliance Inspection PPM (main visit) PPM ANNUAL BUDGET RR CMI RR=Reactive Repair CMI=Premises.

Documents

reactive repair cmi

fy11abmpolicy standards

contract administrator

cost plan

auto emailcontractor

parametersa bmc

bbmabmca pip

bbmca pip