inspiration innovation integrity in touch · health and safety arrangements in partnership with...
TRANSCRIPT
Contents
1. Introduction
2. Primary Authority Partnership
3. Trading Safely & Legally team
4. Store roles
5. Health & Safety Management
6. Safety training
7. Safe work practices
8. Communication
9. Written policy
10. Risk assessment
11. Monitoring performance
12. Accident reporting
13. First aid
14. Occupational health
15. Environmental policy
16. Asbestos
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1. Introduction
This document is a summary of the safety management systems and procedures
in place within Marks & Spencer PLC. It has been developed in partnership
with Birmingham City Council, our Primary Authority Partner for health &
safety, and will assist Local Authority Inspectors by giving them background
information that may be of use when visiting our stores or dealing with the
Company.
Established in 1884 we are one of the UK’s leading retailers, with over 21
million people visiting our stores each week. We offer stylish, high quality,
great value clothing and home products, as well as outstanding quality foods,
responsibly sourced from around 2,000 suppliers globally. We employ over
75,000 people in the UK and abroad, and have over 700 UK stores ranging
from large out-of-town and flagship stores of over 100,000 sq ft, to Simply
Food stores of around 7,000 sq ft.
Our registered office address is:
Marks and Spencer plc
Waterside House
35 North Wharf Road
London W2 1NW
Birmingham City Council is the most populated local authority in the UK
representing over one million people. It has a dedicated health and safety team
and regulates health, safety and welfare law in over 15,000 commercial
premises. The Primary Authority Partnership with Marks and Spencer is
legally recognised in England, Wales and Scotland. Birmingham City Council
will respond to M&S Primary Authority queries from other local authorities
within five working days. The Primary Authority Partnership Manager will
liaise directly with managers within M&S Trading Safely and Legally (TSL).
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Primary Authority Partnership
Marks and Spencer plc has a Primary Authority Partnership for Health &
Safety with Birmingham City Council. This legally recognised agreement
allows Birmingham City Council to issue assured advice which other health
and safety regulators must recognise. Representatives from both parties meet on
a regular basis to review policies and procedures and to generally update one
another.
Local Authority Enforcing Officers can view assured advice given by
Birmingham City Council and keep up to date on the progress of the
partnership by visiting the BRDO Primary Authority IT System.
If an enforcing officer wishes to discuss matters relating to our company wide
policies or procedures they should be directed to our Health & Safety Primary
Authority Partner, Birmingham City Council who can confirm if assured
advice has been given
If a local authority wishes to serve notices under the Health and Safety at Work
etc Act 1974 then they must notify Birmingham City Council using the
procedure on the BRDO IT System.
The Primary Authority contact at Birmingham can be reached by calling
0121 303 9902 and asking for the health and safety officer dealing with
Marks & Spencer PLC.
2. Trading Safely & Legally team
The Retail Trading Safely and Legally (TSL) team is responsible for
development of policy and measurement of its implementation. They act as the
main communication hub between stores and local authorities. The main TSL
functions are divided into Health and Safety, Fire Safety, Food Safety and
Trading Standards.
The Head of Trading Safely and Legally is responsible for overall strategy and
communication to the Retail Directors/Board members.
Within the team:
The Fire Health & Safety (FHS) Manager and Legal & Compliance (L&C)
Manager are responsible for:
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1. Development of policy and engagement with stores to ensure legal
compliance
2. Liaising with the respective Primary Authority Partners as registered on the
Better Regulation Delivery Office (BRDO) website
3. Working with the legal team on reactive work raised through local
authority inspections/visits and resulting correspondence
4. Consultation through Fire Health & Safety network groups and Fire Health
& Safety committee
5. Development of technical training for specialist roles
6. Liaising with subject matter stakeholders/experts as required
Trading Safely & Legally (TSL) Regional Manager is responsible for:
1. Line management of TSL inspectors
2. Delivery of the inspection plan
3. Regional engagement to support legal compliance
4. Collaboration with the central Head Office team for policy review
Regional TSL inspectors are responsible for:
1. Undertaking independent store inspections and revisits if required
2. Coaching store colleagues where required
3. Providing updates to the Head Office TSL team
4. Reporting findings
5. Supporting their nominated regional FHS network group/s
3. Store roles
The Store/Site Manager - is accountable and responsible for ensuring in
conjunction with their Fire, Health & Safety Officer that Company Health &
Safety Policy is implemented. This includes:
- Suitable Fire, Health & Safety induction and legal update training for
all employees
- The prevention, reporting, and investigation of accidents
- Proper completion of risk assessments and maintenance of known hazard
information
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The Fire, Health & Safety Officer (FHSO) – appointed in every store assists the
Store Manager in promoting and improving the FHS culture in stores, ensuring
a consistently safe, secure and healthy environment for all staff through
workplace assessment, training and monitoring.
Line Managers - All employees are assigned to a specific Line Manager who
must ensure their line reports understand the procedures and processes in
place to work safely in accordance with policy and risk assessment findings.
First Aid - Employees volunteer to become first aid trained. Training is
provided by an accredited training provider, in accordance with the Health
and Safety (First Aid) Regulations. First aiders are responsible for dealing with
accidents, accident reporting and maintaining first aid provisions.
Employees - All employees are trained to be aware of their own individual
responsibility for maintaining the health & safety of themselves and all those
affected by their actions at work.
4. Health & Safety Management
The systems in place for the management of health and safety are
based on the principles of HSG 65 ‘Managing for Health and Safety’.
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The Company Health and Safety Policy Statement outlines the
responsibilities of individuals and groups within the business.
The statement is signed by the Chief Executive and the Retail Director.
The statement is displayed on Fire, Health & Safety noticeboards.
(See appendix 1)
Audit Committee/Board report
An annual report is provided by M&S Retail on matters regarding Fire
Safety and Health and Safety to the Audit Committee/Board.
(Company H&S statement)
National Fire Health and Safety Committee
The FHS committee meets quarterly to discuss matters relating to Fire, Health &
Safety. The group is chaired by the Retail Director. Key stakeholders are
appointed to the committee and recorded within the terms of reference.
The Committee keeps under review the effective management of Fire, Health
and Safety (FHS) across the M&S Group with the object of promoting the well-
being and safety of the Group’s employees, customers and visitors. Property and
Merchandise protection is also reviewed. This includes all UK & Republic of
Ireland Retail Stores, Outlets, and all Office Premises in the United Kingdom &
Republic of Ireland. It however excludes Franchise, International Operations
and overseas offices. The Committee provides leadership on FHS policy across
the Group and ensures FHS policy is integrated into every aspect of the Group’s
products, operations and services.
FHS Committee Terms of Reference
- To focus and promote change, by agreeing FHS policies that comply with
the law and contribute to business and individual performance
- To anticipate the impact of new regulatory and legislative changes
within its recommendations
- To monitor action taken on risk assessments, maintenance and serious
accident investigation findings
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- To invite attendees as required to explain new initiatives, consider FHS
implications, and ensure appropriate communication and to require
compliance from any part of the Group
- To recommend sanction for FHS non-compliance within the Group
- To receive regular updates from the Group’s Primary/Lead Authority
Partners: Birmingham City Council (Health and Safety) and West
Midlands Fire Service (Fire) and reports from FHS / Legal department on
enforcement
- To receive the Group’s Liability Insurers reports on FHS risks
Engagement with Stakeholders and Benchmarking
The Committee will engage with Stakeholders and keep external benchmarking
under review via the British Retail Consortium, Health & Safety Executive
and our Primary/Lead Authority Partners.
Audit and Risk Management
To provide audit and risk management information the committee will meet as
required with Liability Insurers Inspectors, Internal Audit, and Primary/Lead
Authority Partners and Group management to discuss any matters raised either
by the FHS Committee or by those parties.
Communication and Reporting
The Committee communicates and reports to ensure that an annual summary
is included in the How We Do Business Report, an annual update is provided
to the Board and a written summary of FHS committee meetings are provided to
Group locations.
Resource
The Committee Chairman will ensure that the FHS Committee has the
necessary expertise and is adequately resourced to fulfil its responsibilities.
General
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The Committee reviews and updates its Terms of Reference on an annual basis,
recommending any changes to the Board and evaluates its own membership
and performance on a regular basis.
FHS Network Groups
There are 29 Fire, Health & Safety Officer Network Groups spread
geographically throughout the UK and Republic of Ireland which are attended
by all FHSOs. The Groups’ meet quarterly and provide
information/communication to the FHS committee through minutes of each
meeting. These minutes are displayed on FHS noticeboards.
Information from each location is exchanged with Fire, Health & Safety
Officers at Business Involvement Group (BIG) Meetings. Minutes are published
on My Store Workspace and are displayed on health & safety notice boards.
FHS Network Chairs
Each network group has an elected chair person and secretary. The chair
manages the meeting agendas and the secretary produces the minutes of the
meetings. The chairs attend a 6 monthly central meeting held by the Retail
FHS Manager and selected members of the TSL inspection team. This meeting
provides updates on policy and safety procedures and provides an opportunity
for the chairs to network with their colleagues. An elected chair represents
FHSO’s at the quarterly FHS committee meeting.
Business Involvement Groups (BIG)
BIG stands for our Business Involvement Groups – M&S’s network of elected
employee representatives.
Through the BIG network, M&S informs, involves and consults with its
employees on the matters that affect them. M&S’s commitment to BIG means
that M&S colleagues have the chance to voice their opinions and ideas, get
answers and have their views represented when the business considers changes
that affect them providing an opportunity to positively influence the business
they work in.
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Every store and every business area has BIG representatives, elected by their
colleagues to represent their views.
The National BIG is joined by elected colleagues from the Republic of Ireland
to make up our European Works Council.
5. Safety Training
Specialist Fire, Health & Safety training is provided as follows:
1. FHSO’s complete a 1 day prior learning workbook and attend a 3 day
residential health and safety accredited training course provided by
Highfield (Highfield Awarding Body for Compliance HABC). The candidate
is assessed during the course and undertakes a written examination at the
end of the course.
2. Manual handling training: Manual handling ‘train the trainer’ training is
provided by Highfield to all FHSO’s to undertake training for all employees
on their site. Training material is provided to assist with this training.
3. FHSO’s attend a 3 day residential fire risk assessment/fire marshal training
course provided by the West Midlands Fire Service Training Centre. The
candidate is assessed during the course and undertakes a written test at the
end of the course.
4. Workplace Transport safety awareness training is provided to all FHSO’s by
our logistics partners GIST & DHL. The 1 day workshop identifies the
hazards associated with vehicle movement and deliveries and top tips for
successful risk assessment.
5. Newly appointed Managers attend a one day ‘Duty Manager workshop’.
6. First Aid training is provided to all appointed first aiders as follows.
- 3 day qualifying course
- Half day intermittent refresher course every 18 months.
- 2 day refresher course every 3 years
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7. Upon appointment ALL employees receive a 2 day induction including
specific information and training regarding Health and Safety at work
including:
- Fire safety
- Evacuation procedures
- Key roles and responsibilities
- Accident reporting procedures
- Manual handling procedures
- General safety awareness e.g. Slips & trips, handling substances etc.
- Signing in/out procedures
- Asbestos awareness (If applicable)
- Employee handbook ‘Own your part in Fire, Health & Safety
8. Additional training for employees working in areas of higher risk is
provided including:
- Operating machinery/equipment e.g. Baling machines, scissor lifts
- Use of hazardous substances
- Working in areas where moving vehicles may be present
- Work at height e.g. safe use of step ladders
- Emergency team procedures e.g. appointed persons with specific roles in
the event of fire evacuation
- Asbestos awareness
- Hospitality area equipment operation
6. Safe working practices:
Safe working practices are available for all employees on My Store Workspace
(MSW) for key activities with supporting training aids available to ensure
consistency is achieved.
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(MSW training guidance)
Specific material is available for the following subjects including:
Working with hazardous substances
Machinery operating guidance
Manual handling
Emergency team
Working at height
Working with stepladders
Workplace transport procedures for guided assistance
Asbestos awareness
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7. Communication:
Effective communication with our employees is key to delivering a safe
working environment. The TSL team is responsible for the maintenance and
provision of information to stores through a variety of media options; via e
mail, the M&S intranet, video broadcasts, quarterly publications and
noticeboards.
Intranet – All employees have access to the internal
intranet site “My Store Workspace” (MSW) from any
IT terminal. This system holds all policy documents,
training information and general guidance. Within
the system there is a specific TSL page to allow easy
navigation to policies, guidance and information.
(TSL hub)
Mailbag – Daily communication with stores is achieved through the Mailbag
accessed via MSW. Selecting the relevant day of the week provides information
for that day in the following format;
Store action containing information/action to be taken
from all areas of the business including TSL information for
FHSO’s
Managers update containing information/action to be taken by
Store managers
Store team brief providing topical news and updates for all
employees
(Mailbag)
Notice boards – The FHS noticeboard contains the
HSE law poster, Company statement, Employer’s
Liability Certificate, consultation meeting
minutes and Health and Safety arrangements.
This is displayed in a high flow area within the
staff quarters.
(TSL page)
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Team Brief – Store ‘face to face’ communication between the management team
and staff prior to trade to deliver key messages from the communication
received.
Weekly safety meeting – Store Managers and FHSO’s are required to meet
formally once a week, on a Monday, to discuss safety matters affecting their
store, review risk assessment/inspection findings and accident reports. The
highlights of the meeting and agreed actions are recorded within the stores
opening and closing book. This book also contains the records of all fire
provisions tests in accordance with the store’s Fire Risk Assessment.
(Opening and
Closing book)
Compliance cabinet – A red compliance cabinet is
provided to all stores for storage of all TSL due
diligence documentation and employee training
Note: Recording of routine
tasks/tests are due to move to
an on-line platform
2014/15
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records. All stores are provided with a layout and content guide to ensure
consistency of use. This strategy is intended to provide a methodical filing
solution and to assist with local authority site inspections.
(Red compliance cabinet)
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8. Policies
Health & Safety policies available on the corporate internal intranet system
are:
1. Accident reporting
2. Asbestos safety
3. Control of Substances Hazardous to Health (COSHH)
4. Display Screen equipment (DSE)
5. Electrical Safety at Work
6. First Aid
7. Health & Safety Risk Assessment
(H&S Policies)
8. Ill Health Return
9. Lone working
10. Manual handling
11. New & Expectant Mothers
12. Signing in
13. Slips, trips & falls
14. Stress
15. Work at Height
16. Work Equipment
17. Work related Violence
18. Workplace Transport
19. Young Persons
The FHS Manager is responsible for keeping policy up to date. A formal
review of all policy is undertaken annually. FHSO’s are made aware of all
updates/amendments through the Network Groups and store action
documents posted onto MSW. Our Primary Authority Partner for health and
safety, Birmingham City Council, has reviewed all of our H&S policies and
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is updated of any redrafting or amendments to current policies where
relevant.
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9. Risk Assessment
Risk assessment templates, developed by the FHS Manager, are available on the
corporate internal intranet system as follows:
1. Car Park Gritting (during inclement
weather)
2. Display Screen equipment user self
assessment
3. Ill Health Return
4. Lone working
5. Manual handling
6. New & Expectant Mothers (Risk assessment
template)
7. Slips, trips & falls
8. Work at Height
9. Work Equipment
10. Work related Violence
11. Workplace Transport
12. Young Persons
FHSOs are responsible for undertaking risk assessments as the competent person
within their store. The templates are used as a generic starting point. The
assessments must be reviewed by the FHSO’s
and to ensure they are suitable and
sufficient for their stores e.g. store specific.
If required, further support and assistance
is provided by the TSL inspection team for
more complex risk assessments/situations.
A FHSO year planner is provided on the
corporate internal intranet system to ensure
all risk assessments are reviewed by the FHSO and findings discussed with the
Store Manager on an annual basis or sooner if required.
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(FHSO Year
planner)
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10. Monitoring performance
Store routine - Stores perform opening and closing safety checks in accordance
with the opening and closing book. The Store Manager reviews the book with
the FHSO at their weekly meeting and any necessary remedial actions are
agreed.
Safety inspections - The TSL inspection team undertake store safety inspections
in every store twice per year. These are unannounced.
Each inspection can result in the following outcome:
Compliant
Some insufficient
compliance
Non compliant
The inspection is always closed with a debrief with the store management team
and store FHSO to explain the findings and any remedial actions required to
improve performance.
Inspection results are reported to the Retail Director and Leadership team on a
weekly basis and quarterly at the Fire, Health & Safety committee.
Stores are also able to undertake a ‘self assessment’ at any time using the same
system as the TSL inspection team to check their own performance. This tool is
used mainly for new stores to provide formal direction to ensure they can trade
safely and legally.
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11. Accident reporting
All accidents are recorded on an FHS Accident
database, an internet based platform. User
access is restricted to employees as determined
by the FHSO and Store Manager.
The system provides a step by step process to
allow the user to record the appropriate
information regarding any accident.
(FHS
accident database)
Once the information has been entered the system is designed to identify if the
incident is reportable to the Local Authority in accordance with RIDDOR
legislation.
All incidents identified as reportable under RIDDOR are subject to regular
daily review/monitoring by the TSL inspection team. If an incident is
confirmed as being reportable the TSL inspector will submit the report to the
HSE.
The store FHSO will undertake an accident investigation to determine the root
cause in order to implement any further action that could mitigate a
recurrence.
Further investigation may be undertaken by the FHS Manager or Regional TSL
Inspector where appropriate.
12. First aid
All Marks & Spencer locations can be considered low hazard in respect of
determining the statutory requirements for first aid provision as per HSE
guidelines.
Employees trained to administer first aid are available throughout the
operating day (see Safety Training section).
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First aid bags and body fluid spillage kits are located in strategic positions
throughout buildings to allow easy access when required. A variety of means to
muster a first aider in the event of an accident are in place e.g. wireless
telephone, pager, tannoy system etc.
When a first aid trained person is not on site and there are less than 10
members of staff present the most senior person assumes control of the incident
and makes contact with the emergency services if required.
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13. Occupational Health
Employee health and wellbeing support is provided by the Health and
Wellbeing team.
Support/rehabilitation for employees returning to work following long term
illness/accident is provided predominately by the individual’s Line Manager
through provision of a return to work plan. The FHSO assists with specific risk
assessment completion to ensure hazardous activities are identified and
avoided where possible. These will be specific to
the individual and may be exaggerated due to
their condition. E.g. manual handling activity
due to a previous back injury.
Guidance is available for all employees and
their Line Managers via the corporate internal intranet system.
The information provided is modular to allow ease of navigation.
(Occupational
Health guidance)
(Well being website)
A web based employee well being
support system is also available for all
employees to promote ways to lead a
healthier life style.
Website address:
http://www.planahealth.com/Sign-
in.ice
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14. Environmental policy
15. Asbestos
Asbestos surveys have been carried out at all relevant stores, distribution
centres & warehouses. The asbestos survey information is available online in
stores and online to contractors.
(Asbestos survey website)
We only use approved and accredited surveyors and analytical companies and
licensed contractors.
Contractors are made aware of the presence of asbestos through the
maintenance help desk when reactive maintenance visits are requested and
when logging into the maintenance IT system to register their attendance on
site.
Our asbestos management plan includes
periodic reviews to monitor condition of
asbestos containing material. This is
achieved through annual revisits to those
stores that contain asbestos.
Plan A is our comprehensive plan
to minimise the environmental
impact of the business. We aim to
be the world’s most sustainable
major retailer by 2015 committing
to change over 100 things over 5
years. Plan A is making a real
difference to the environment and
to our business. A Plan A
champion has been appointed in
all stores whose role is to promote
innovation and encourage change.
Information for all employees
regarding the business Plan A
strategy is available on the
corporate internal intranet site.
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We operate a strict contractor signing in policy for our stores. Colour coded
badges signify the presence of asbestos in the store at the point of signing in.
Red badges signify the presence or potential presence of higher risk asbestos
containing materials (built Pre1990).
Amber badges must be used to signify the store contains or has the potential to
contain low risk asbestos containing materials. (Built 1990-2000).
Green badges must be used to signify the store was built after the year 2000
and should not contain asbestos containing materials.
Any contractor working in an area containing asbestos where there is a risk or
damage is subject to a permit to work. Only appointed licensed contractors are
authorised to work with asbestos containing materials.
In the event of an accidental asbestos disturbance the maintenance help desk is
notified. The help desk team will request attendance of the appointed
contractor within a 1 hour service level agreement (SLA). Store Managers are
instructed to secure the area to prevent access until further notice.
16. Maintenance
The maintenance of stores is managed by our Facilities Management (Stores)
team which consists of a team of Head Office Managers and regionally based
Facilities Managers (RFM’s).
Roles
The Regional Facilities Managers are responsible for:
1. Managing the delivery of compliance, planned maintenance & reactive
repairs
2. Maximising availability of plant & equipment
3. Identify, prioritise & manage an asset replacement programme
The Compliance, Operations & Quality Manager is responsible for:
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1. Managing / auditing maintenance related legal compliance & related
failures
2. Managing the asset register & planned maintenance programme
3. Delivery of FM systems, management information and ensuring quality
processes
Statutory Inspections/Documentation
All statutory inspections are carried out by
appointed competent contractors and
consultants in accordance with the appropriate legal requirements. A
programme of compliance tasks is held within the Facilities Management IT
system.
All compliance documentation is held centrally within the Facilities
Management IT system’s document management facility. All certification is
verified by the FM Team prior to acceptance into the system and auditing of
documentation is carried out regularly.
(Electronic Certification Management System)
Planned Preventative Maintenance (PPM)
All planned maintenance tasks are carried
out by appointed competent contractors
including dedicated Store Maintenance
Engineers (SMEs) in accordance with the
appropriate technical specifications.
A detailed programme of maintenance tasks is
held within the Facilities Management IT system and managed by creation of
individual work orders providing visibility and tracking of each task.
Auditing of task completion is carried out to ensure delivery to plan.
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(Planned Maintenance Programme)
Reactive Maintenance/Repairs
All reactive maintenance visits/repairs are requested through a 24/7 dedicated
helpdesk or logged online and are carried out by appointed competent
contractors including dedicated Store Maintenance Engineers (SMEs).
Attendances are in accordance with pre-determined service level agreements
with call prioritisation based on health & safety, life safety systems, security &
detriment to trading.
Internal Maintenance help desk number: 185999
(Reactive call management system)
A store computer terminal enabling access to the
Facilities Management IT system is located within
each store providing the facility for contractors to
‘login/logout’ and updates each task.
Policies & Information
Facilities Management (Stores) policies and information available on the
internal intranet system (MSW) are:
1. Store FM - Statutory Maintenance Reference Guide
2. Regional Facilities Managers - Role of the RFM
3. Your Guide to Store Maintenance –Organisation chart for Aspect court and
contact no’s.
4. Planned Fabric & Planned Q&A’s.
5. Reference guide to SME’s – encompassing all of
the previous SME documentation
(MSW Maintenance hub)