BBM

1. THE ANNUAL CYCLE…. • Event frequency is indicative only • The sequence of events may differ • from site to site. • FY11 PROJECT POLICY & STANDARDS BBM PPM RR PPM CMI CMI RR RR PPM(main visit) ANNUAL BUDGET ABM MaintenanceOperating Standards Project & Compliance Inspection REGULAR REPORTING = Transfer of Data RR=Reactive Repair CMI=Premises Audit PPM=Planned Preventative Maintenance (i.e. servicing & testing)

2. PROJECT REACTIVE REPAIRS CMI PPM BUDGETS ABM INSPECTION REGULAR REPORTING BMD INTERACTIVE DAISY WHEELS

3. PROJECT PDC MINUTE/ APPROVAL Strategic Planning PROJECT APPROVAL OPERATIONAL STANDARDS PROJECT INFO PACK BBM/ABM/CA AMENITY UPGRADE/ CONVERSIONPROJECT INFO PACK BBM/CA PROJECT HANDOVER Handover Document BBM/ ABM/CA Outlet Fact File BBM/ABM/ CA FRA BBM/ ABMCA PROJECT CONDITION INSPECTION REPORT/ FMR BBM/ABM/CA PROJECT BRIEF PROJECT PRE-BRIEF PROJECT FINAL ACCOUNT & CLOSEDOWN Budget Report by Outlet BCM

4. PROJECT INFORMATION PACK- OPERATIONAL STANDARDS JDE Order List BMD Accom FRS BBM Outlet Fact File BBM/ABM CA FORWARD MAINTENANCE REGISTER BMD • 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 FRA BMD Asbestos Report BMD CMI Report CMI FMR/MAXIMO INPUT DOC BMD Condition Inspection Report BBM Security Checklist BMD Duct Clean Survey ABM PPM BY SITE REPORT BMD MINOR PROJECT BRIEF BBM/ABM CA License Conditions /Drawings BMD Maximo Reactive Order List BMD PEST REPORT BMD Minimum Facilities Standards BMD BLANK OUTLET FACT FORM BMD BOYCE DRAWING (EDA’s) BMD

5. PROJECT INFORMATION PACK- AMENITY UPGRADE/CONVERSION Handover Document BBM/CA Security Checklist BMD Maximo Reactive Order List BMD Duct Clean Survey ABM • 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 Minimum Facilities Standards BMD JDE Order List BMD Accom FRS BBM CMI Report CMI PROJECT MATRIX BMD License Conditions/ Drawings BMD FRA BMD Outlet Fact File BBM/CA FORWARD MAINTENANCE REGISTER BMD FMR/MAXIMO INPUT DOC BMD MAJOR PROJECT BRIEF BBM/CA Asbestos Report BMD Condition Inspection Report BBM PEST REPORT BMD BLANK OUTLET FACT FORM BMD BOYCE DRAWING (EDA’s) BMD PPM BY SITE REPORT BMD

6. REACTIVE REVENUE CALLS Minimum Facilities Standards BMD From FY11 contractor will assess call against MFS Checklist Job Completion Certificate Contractor Contractor attends to site and assess H&S and actions repair JCC Issued H&S Cat Assess Or SWP ABM Contractor called and assess call Contractor raises order on Maximo MAXIMO ORDER ABM/BMC Maximo generates Auto e-mail for “best value” job Reactive Revenue Calls MAXIMO E-MAIL ABM/BMC Maximo generates Auto e-mail MAXIMO E-MAIL ABM/BMC A BMC approves work or e-mails Brand GAA to update CIR and aborts job. A BMC Request to Log E-mail BMC ABORT E-MAIL ABM/BMC Contractor attends to site and assess H&S and actions repair within parameters JCC Issued or Follow on order reviewed by ABM if value is questioned. H&S Category Assessment ABM Job Completion Certificate Contractor FOLLOW-ON ORDER ABM/BMC

7. PLANNED PREVENTATIVE MAINTENANCE Maximo PMC Maximo PPM programme for the FY Programme Generated with Actual Dates downloaded from Maximo A BMC Request to Log E-mail BMC Follow-on works Order ABM/BMC Check to establish if Legislation has changed Schedules checked by ABM & BBM amended & feed back If work approved by ABM, BMC raises order. If not approved, BMC e-mails Brand GAA to update CIR and aborts job. PPM Budget issued for approval by Brand and Company Actual Dates and orders PMC/ABM Orders raised in Maximo Contractor Completes Testing/Service and downloads Certificate to Maximo Follow-on works Order ABM/BMC Certificates ABM / Contractor Certificates ABM / Contractor Certificates ABM / Contractor Follow-on works assessed by ABM for value. Works can be completed on site up to an agreed value To ensure a clean certificate is issued.

8. MaintenanceOperating Standards Project & Compliance Visit OS PROJECT Information Pack ABM Document Update OS MAINTENANCE PROJECT BRIEF FRA ABM Accom FRS BBM Outlet Fact File ABM Contractor Pricing Document CONDITION INSPECTION REPORT/ FMR ABM OS PROJECT Priced Schedule of Rates ABM ABM MOS Project & Compliance Visit OS Project Handover & Compliance Visit Handover Document ABM Managing Quantity Surveyor Pricing Check ABM Compliance Visit ABM OS PROJECT MQS Checked Document ABM Maint Project Completed inc PPM follow on Work Approval OS PROJECT Approved Document BBM

9. 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. FRA Click on this icon to take you to the form. Firesafe Solutions

10. 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. Condition Inspection Report/FMR Click on this icon to take you to the form. ABM

11. Area Building Manager Compliance Visit ABM Compliance Visit Click on this icon to take you to the checklist. 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 • Document owned by 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 • Document owned by ABM • Input by Contract Administrator • The document contains a Contractor schedule of rates and allows works to be coded to a Project Expenditure Summary. • 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 OS Project Pricing Schedule of Rate Click on this icon to take you to a report. ABM

14. OS Project QS Check OS Project MQS Checked Document Click on this icon to take you to a report. ABM • Document owned by ABM • The MQS checks the priced document for rates, rouge items, & % adjustments. • The document is emailed to the ABM who checks the brief. • The document contains a Contractor schedule of rates and allows works to be coded to a Project Expenditure Summary. • 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 • 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. OS Project Approved Document Click on this icon to take you to a report. BBM

16. Outlet Fact File Outlet Fact File Doc Ref: P07 Click on this icon to take you to a report. ABM • Document owned by 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 siteby 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 Schedules checked by ABM & BBM amended and fed back. Budget issued for approval by Brand & Company PPM Check to see if legislation has changed Current PPM schedules downloaded from Maximo ANNUAL BUDGET PPM report by order, site and brand PPM team Budget Report by Outlet Budget Report by Outlet BCM

19. PREMISES AUDIT (CMI) Green items issued to Brand GAA for input on to the Condition Inspection Report Essential BRAG rated items Identified on CMI Report Monthly CMI Report CMI CMI Report CMI CMI Monthly CMI Report issued to BMC To audit that Black and Red items have Been actioned Print off of Black, Red & Amber items.LHM to make immediate reactive callouts made Monthly CMI Report CMI CMI Print off Black Red Amber Items CMI Job Completion Certificate Contractor Where there are a large number of works, the ABM will review for value

20. DATA STORAGE Outlet Project A Project B Outlet Fact File Drawings Condition Report Drawings Data is to be filed and recorded via the BUN number / Outlet name and reference number on to the BMD Data Warehouse and the Extranet. Minimum Facilities Standards Checklist Photos Photos ABM Statutory Checklist Brief Brief Planning Approv Planning Approv Certificate Of Inspection Certificate Of Inspection Click for Files Bldg Regs Bldg Regs

21. FRANCHISE, ESTATES AND NTP Franchise Change of ownership Data Collection Franchise, Estates And NTP Project Approval ABM Statutory Inspection Reactive Repair PPM

22. Amenity UpgradeProject Brief AMENITY UPGRADE PROJECT BRIEF Doc. Ref: P01 Click on this icon to take you to the form BBM/CA • 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 Click on this icon to take you to the form BBM/CA

23. Minimum Facilities Standards Checklist Minimum Facilities Standards Checklist Doc Ref: P04 Click on this icon to take you to the form. 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. Project Approval PDC Minute/Approval Doc Ref: P05 Click on this icon to take you to the form. Strategic Planning • 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 UpgradeProject Handover Document Amenity Upgrade Project Handover Document Doc Ref: P06 Click on this icon to take you to the form. 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 Click on this icon to take you to a report. 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. 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. FRA Doc Ref: P08 Click on this icon to take you to the form. Firesafe Solutions

28. 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. • GAAwill update following project. • FMR date recorded on DES. Condition Inspection Report/FMR Doc Ref: P10 Click on this icon to take you to the form. BBM

29. BSD Invoice Approval Process Invoice received by Property Accounts & logged on Invoice Report Start point Invoice Report Issued to all owners for approval Supplier paid within MAB terms of agreement Sample Invoice Report.pdf Generator INVOICE APPROVAL QS Approval form signed by BCM and QS invoice attached (no payment unless attached Invoice report returned to Property Accounts in writing to process as appropriate QS fees submitted to Building Cost Manager (BCM) for approval. QS raises invoice QS FEE Approval Form.xls BCM

30. BSD Standard Procedure for Tendering Building Works Legal & Commercial Sign Off Commercial / HoD’s Tender Strategy Doc Dir of BS/ Dir of CP Building Services Dept Tender Strategy Start point Legal & Commercial Sign Off Tender Selection Contract Award Commercial / HoD’s Tender Selection Criteria BBM/ABM TENDERING Contract Award Post Tender Negotiations Tender Process Tender Process Criteria BBM/ABM Post Tender Negotiations Commercial / Cost Management Award Criteria & Evaluation Inviting & Receiving Tenders Award Criteria and Evaluation Commercial / HoD’s Inviting & Receiving Tenders BBM/ABM

31. Specification & Buying Process Scope produced for Specification or Equipment Agreement and/or Contract in place Scope HoBP&S Agreement Comm Buyer Tender Documents Produced and Issued Spec & Buying Decision Paper to Ops Board & APE Tender Comm Buyer Paper HoBP&S Tender Return Analysis And Recommendations Decision Review Meeting Tender Return Comm Buyer Stake Holder Mtg HoBP&S Comm Buyer

32. Scope for Tender SCOPE Click on this icon to take you to the form. Head of Building Policy&Standards • 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 Documents Tender Click on this icon to take you to the form. Commercial Buyer • 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 Tender Return Analysis Click on this icon to take you to the form. 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 Recommendation Review Meeting 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. Approval Papers Operating Board / Asset Planning Exec Click on this icon to take you to the form. Head of Building Policy & Standards • Document owner by Head of Building Policy & Standards • Paper formalising reasons, specification, analysis and recommendations to adopt policy, specification, equipment or guidelines. • Approval sought.

37. Agreement Supply Agreement Click on this icon to take you to the form. Commercial Buyer / Head of Building Commercial • 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 & Standards FLOODS ACCIDENTS ENERGY HIMO HEALTH & SAFETY Specification & Buying WHITE GOODS SECURITY ACCOMMODATION LICENSING

39. Houses in Multiple Occupation • Document owner by BBM/ABM/CA • 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 REPORT Doc Ref: P11 Click on this icon to take you to the form. Firesafe Solutions Accomm Status Change Process Click on this icon to take you to the form. BBM HIMO SITE CERTIFICATE Doc Ref: P12 Click on this icon to take you to the form. Firesafe Solutions

40. Floods • Document owner by BBM/ABM/CA • 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. Record of Flood concerns Doc Ref: P13 Click on this icon to take you to the fact file. BBM/ABM

41. Incidents • 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 Incident Report Doc Ref: P14 Operations

42. Licensing Conditions/Drawings • 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 Conditions BBM Licensing Drawings BBM

43. Security • 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. CCTV Report Doc Ref: P15a Chubb Rampart Security Alarms Doc Ref: P16d Lock Up Chubb Security Alarms Doc Ref: P16e Live In Chubb Safes Doc Ref: P17a In-Safe Basic Security Standards Doc Ref: P18 To view security checklist, please click here Security

44. Energy • 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. ENERGY AUDIT Doc Ref: P19 Click on this icon to take you to an audit. Energy Management Team LOW ENERGY BRAND LIGHTING Click on this icon to take you to the list of brand lights Energy Management Team

45. Accommodation Accommodation Standards Checklist Doc Ref: P20 To be developed BBM/ABM/CA • Document owner by 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 • Document owner by BBM/ABM/CA • 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. Health & Safety Web page BBM/ABM

47. Job Completion Certificate 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 • Document owned by PMC • Input by PMC • Database updated and held on Maximo. • Drives PPM Contracts and Actual Inspection dates. Maximo PPM Master Programme Doc Ref: P24 Click on this icon to take you to the spreadsheet PMC

49. Follow – on Works Order (Maximo) 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 • 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