Maintenance Matters Folder V1 May 2024 - Appendix 4

Maintenance Matters
Version Control Index

Section Original Version Control Archive Timelines
1 Escalation Process V1 December 2022 Retention period always
2 Essential Services V1 April 2019 Retention period always
Emergency Service Location List

2.1 V1 April 2019 Retention period always
and Diagram
2.2 V1 April 2019 Retention period always

Store FM Familiarisation Guide
2.3 Store Key Safe Allocation V1 December 2022 Retention period always
3 Asbestos V1 December 2022 Retention period always
12 months on site retention

4 Maintenance Assistant Activity Log V1 December 2022
6 years off site retention
5 Store Validation / Standards V1 April 2019 N/a
Maintenance Assistant 12 months on site retention

5.1 V1 May 2024
Maintenance Inspection Report 6 years off site retention
Regional Engineering Supervisor 12 months on site retention

5.2 V1 December 2022
Engineering Standards 6 years off site retention
Maintenance Matters V1 May 2024

Store Validation / Standards
Section 5.1
Maintenance Assistant
Maintenance Inspection Report

Section 5.1 Example
Maintenance Assistant - Maintenance Inspection Report

Store
Maintenance Assistant Name
Asda Manager Name
PPM number
Date of Monthly Inspection
Store Area Location Q Check Issues Highlighted Job Number

• Landscaping - treelines and shrubbery not encroaching
signage/parking bays/footpaths. Leaf build up to be cleared.
• Signage inc lollipop signs to be visible clear & free from damage and
graffiti
• Bollards are secure and free from damage reflective tape present &
sleeve intact where applicable
• White line signage directional arrows and pedestrian crossings to be
visible, belisha beacons to be fully operational with all road safety
furniture intact including speed humps
Externals Car Park 1 •Trolley bays to be intact free from damage and retaining strip
present and secure.
• Drainage and ACO to be free from damage and accessible . ACO to
be clear of visible silt build up
•Pot Holes -all car park areas to be free from pot holes
• Fencing and knee rail to be secure and intact
• Lighting including Asda signage illumination to be fully
operational and in good condition
• Grocery collection point free from damage and lighting operational
where applicable
• Totem pole/price signage is fully operational.
• Landscaping - treelines and shrubbery not encroaching
signage/parking bays/footpaths. Leaf build up to be cleared.
• Signage inc lollipop signs to be visible clear & free from damage
• White line signage directional arrows and any pedestrian
crossings to be visible belisha beacons to be fully operational
• External lighting including Kiosk, perimeter & canopy to be fully
operational
Externals PFS 2 • Bollards and or protection posts to be free from damage
• Canopy inc Kiosk and pump and pump islands to be free from
damage
• Air & Water Units to be fully operational
• Forecourt to be free from damaged/blocked internal/external
drainage/aco & any potholes
• Kiosk to be free from damage to internal floors, ceilings, tiles,
lighting & electrical accessories

Section 5.1 Example

• Building externals to be free from damage to fabric and cladding inc
all outbuildings
• External building lighting is off during daylight and free from
damage
• Building walls cable containment is secure and free from any
damage
• Doors and walls are in good condition and free from graffiti
Externals Building fabric 3 • Glazing to be secure and free from damage
• Guttering free from leaks and vegetation growth build up
• Cash Point Machine Shrouds in place, secure and free from
damage
• Building Emergency Exits are clear with no trip/slip hazards present
• Landscaping - treelines and shrubbery not encroaching onto
building/footpaths. Leaf build up to be cleared.
• Primary matting & entrance threshold strip is complete/secure and

does not present a trip hazard
• Floors, walls, ceilings are free from damage
• Lighting is fully operational
Foyer/Draught Lobby • Auto sliding/swing doors fully operational
Customer Entrance
4 • Glazing free from damage
• Door air curtain heaters to be fully operational and in good condition
• Perimeter protection railings/posts are secure
• Electrical accessories and conduits are free from damage
• Automated Pedestrian Gates ensure safe, secure, operational and

Security & Survellience in good condition
(Fortress) Customer • EAS Barriers ensure safe, secure, operational and in good condition
entrance ( Foyer), • Wanzl barriers ensure safe, secure, operational and in good
Customer Customer toilets,
5
condition
Checkouts / Self
scan/scan and go

Section 5.1 Example
• Toilet Door Finger Guards present and intact.
• Floors, ceilings & wall tile/cladding free from damage
• Taps and pipework to be free from leaks and secure. Taps not left
running/dripping
• Electrical Fixtures, fittings, light switches, sockets and conduits to
Customer Toilets 6 be free from any damage
• Hand dryers are operational
• Extracts are fully operational
• Ecobreeze fully operational
• Cubicle door furniture is secure, operational and free from damage
• Lighting to be fully operational

• Sales floor temperatures normal
• Floors, walls & ceilings are free from damage
• Batter through doors fully operational & free from damage
• Shelving Kickplates are present where applicable and in good
condition
• Moving Walkways Comb plate and pallet treads are free from
foreign objects damage and broken combs. The combs must be
Customer Sales Floor 7 yellow
• Electrical accessories and conduits are free from damage no
extension leads in use
• Refrigeration case lighting is operational and free from any damage
• Refrigeration case risers to be in place, secure and in good
condition
• Refrigeration case bump trim is in good condition/kick plates
secure

• Temperatures normal within seating areas
Restaurant / Optical / • Electrical accessories to fixtures, fittings, light switches, sockets
Customer Pharmacy
8
and conduits are free from damage
• Taps and Pipework to be free from leaks and secure. Taps not left
running/dripping

Section 5.1 Example

• Cold rooms - Strip curtains are in place and Kenfield doors are free
from damage
• Batter through doors are free from damage
Customer Bakery/Counters 9 • Taps and Pipework to be free from leaks and secure including
detergent chemical dosing connection points. Taps not left
running/dripping
• Electrical accessories fixtures, fittings, light switches, sockets and
conduits to be free from damage

• Electrical accessories to fixtures, fittings, light switches, sockets
and conduits to be free from damage
BOH Back Ups 10 • Lighting to be fully operational
• Cold Rooms - Strip curtains are in place and Kenfield doors are free
from damage
• Cold Rooms are free from ice build up
• Protection posts, bollards & barriers to be intact and free from
damage
• Lighting to be fully operational, including traffic management
Warehouse inc Home indication
BOH 11 • Batter through doors are free from damage and fully operational
Shopping Area
• Cold Rooms - Strip curtains are in place and Kenfield doors are free
from damage

Section 5.1 Example

• Drainage and ACO to be free from damage and accessible . ACO to
be clear of visible silt build up
• Yard surface to be free from pot holes
• Lighting including traffic management system to be fully
operational
BOH Yard 12
• Protection posts, bollards & barriers to be intact and free from
damage
• Landscaping is not overgrown and impacting on access to areas
• Fabric Condition - Floors, walls & ceilings are free from damage
Colleague Entrance 13
• Stairwell nosing's secure
• Fabric Condition Floors, walls & ceilings are free from damage
Colleague Stairwell 14 • Lighting to be fully operational
Colleague Offices 15
Colleague Restaurant 16
• Taps and Pipework to be free from leaks and secure. Taps not left
running/dripping

Section 5.1 Example

• Door Finger Guards present and intact.
• Fabric Condition Floors, ceilings & tiles are free from damage
• Taps and pipework to be free from leaks and secure. Taps not left
running/dripping
Colleague Toilets 17 and conduits to be free from damage
• Hand dryers are operational
• Extracts ventilation is fully operational
• Ecobreeze fully operational
• Cubicle door furniture is operational and free from damage
• Plant room doors/panels are secured / locked with existing signage

being legible and in good condition.
Plant Room inc External / • Plant room / storage areas are clean, tidy and any flammable items
Internal, Service / Switch (i.e. Paint, aerosols etc) are locked away in a chemical cabinet.
All Areas 18
/Sprinkler rooms, AHU • Oil storage, is oil storage suitable, drums positioned on drip trays, if
and Generator units etc outside are drums covered and positioned on drip trays.
• Parts should be stored appropriately and no debris, should not be left
on the floor & stored correctly with good levels of organisation and
clear segregation between storage and equipment. Good standards of
housekeeping in place
Maintenance Assistant Signature
Asda Manager Signature
Date
Any issues highlighted and requiring remedial works please ensure you log a job via the
City Helpdesk - 0141 647 2000.

Maintenance Matters Folder V1 May 2024 - Appendix 4

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Maintenance Matters

Version Control Index

1 Escalation Process V1 December 2022 Retention period always

2 Essential Services V1 April 2019 Retention period always

Emergency Service Location List

2.2 V1 April 2019 Retention period always

3 Asbestos V1 December 2022 Retention period always

12 months on site retention

5 Store Validation / Standards V1 April 2019 N/a

Maintenance Assistant 12 months on site retention

Regional Engineering Supervisor 12 months on site retention

Maintenance Matters V1 May 2024

Maintenance Matters V1 May 2024

Maintenance Assistant - Maintenance Inspection Report

Maintenance Assistant Name

Asda Manager Name

Date of Monthly Inspection

Store Area Location Q Check Issues Highlighted Job Number

Maintenance Matters V1 May 2024

Store Area Location Q Check Issues Highlighted Job Number

• Primary matting & entrance threshold strip is complete/secure and

• Automated Pedestrian Gates ensure safe, secure, operational and

Maintenance Matters V1 May 2024

• Lighting to be fully operational

• Lighting to be fully operational

Maintenance Matters V1 May 2024

Store Area Location Q Check Issues Highlighted Job Number

• Floors, walls & ceilings are free from damage

Maintenance Matters V1 May 2024

Store Area Location Q Check Issues Highlighted Job Number

Maintenance Matters V1 May 2024

Store Area Location Q Check Issues Highlighted Job Number

• Plant room doors/panels are secured / locked with existing signage

Maintenance Assistant Signature

Asda Manager Signature

Maintenance Matters V1 May 2024

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