Facilities management
Every building with lifts, an electrical installation, boilers, pressure vessels or water systems that can harbour legionella carries a set of recurring examinations and services, each carried out by a different firm on its own cycle. A statutory inspections register keeps them in one list: what is inspected, by whom, how often, when it was last done, when it is next due and what the last visit found. This page shows how a building owner, a facilities manager or an OMC can keep that register in Fidrel from the Irish presets, and why the presets are a starting list rather than a statement of what a building must have.
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The lift company knows when the lifts are due, the electrical contractor when the installation is due and the water hygiene firm when the next samples are taken. The owner is the only one who needs to see all of them together, and usually the only one without a list.
A thorough examination report goes by email to the agent, a periodic inspection report to the building manager, and a gas service sheet is left in the plant room. When an insurer or a prospective buyer asks for them, they are in four places.
An interval copied from the last building, or from a contractor’s quote, may not be the one that applies. A good register shows where each frequency came from, so the owner knows which ones still need confirming.
The Irish facilities template offers nine presets. Six concern lifts, electrics, pressure, gas, water and refrigeration: a lift thorough examination every six months, by a competent person; an electrical periodic inspection every 60 months, by a registered electrical contractor; a pressure vessel examination and a gas appliance service, by a competent person and a registered gas installer respectively, each without a figure; legionella control, by a water hygiene contractor, also without one; and an F-gas leak check, again without a figure. The other three are the fire alarm, emergency lighting and extinguisher presets of the fire safety register. Where a preset has no figure, practice depends on the plant, and you enter the frequency yourself.
Operations
Each preset carries one of three labels. Set by regulation marks the lift thorough examination and the F-gas leak check, where the template’s file says the interval comes from a rule. Common practice marks the electrical periodic inspection and the fire presets, where the figure is what is usually done. Varies marks pressure vessels, gas appliances and legionella control, where the interval depends on the equipment and its assessment. The labels tell you how much weight to put on each figure; they are not a ruling on your building, and the dialog itself says the frequency set for the building by the enforcing authority or inspection body applies.
Step 1
In facilities management, choose Add from template. The dialog lists the Irish presets with a suggested frequency where there is one, the kind of firm that usually carries it out and a label saying where the figure comes from.
Step 2
Untick what the building does not have, enter a frequency for the presets that come without one, and correct any figure your contractors or advisers give you, between 1 and 240 months, before adding them.
Step 3
Open each row to name the person responsible, the contractor, the asset it covers, such as Lift 1, and the date it was last carried out. Leave Next due blank and Fidrel works it out from the last date and the frequency.
Step 4
When a visit is done, use Log inspection with its date, who carried it out and the outcome, and link the report filed in the matching folder under 07 Statutory inspections.
An inspection in Fidrel is one recurring check with its own dates, so a building with two lifts gets two lift thorough examinations, each linked to its own asset in the asset register, and two boiler rooms serviced on separate visits get a gas appliance service each. Every row shows its discipline, frequency, responsible person, contractor, linked asset, last visit and the folder its reports belong in, and the list is sorted by the next due date. A discipline filter narrows it to lifts, electrical or mechanical when a contractor review comes round.
The Irish structure has a folder for each kind of record under 07 Statutory inspections: lift thorough examinations, electrical periodic inspection, pressure vessels, gas appliances, water hygiene, F-gas and asbestos. An inspection added from a preset links to its folder, so the electrical contractor’s periodic inspection report is filed where the next one will be looked for, and the log of each visit can point at the report itself. Asbestos has a folder but no preset: if your building has an asbestos register that is re-inspected, add it as an inspection of the type Other inspection.
Logging a visit moves the next due date on by the frequency, counted from the date of the visit, and clears the reminder for the old date. Every morning Fidrel picks out inspections due within 30 days and notifies the responsible person, or whoever created the row, in Fidrel. The facilities overview counts overdue inspections and those due within 30 days, which makes it a quick check before a board meeting, a contractor review or an insurer’s visit.
Fidrel does not say which inspections your building must have, or how often; the presets are a starting list and their figures common starting points. Fidrel does not carry out, book or certify any examination; the contractor’s own report remains the record of what was found. Reminders reach people as notifications in Fidrel only, not by email or text message. An Unsatisfactory outcome opens no fault report or work order by itself.
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Anything else on your mind? We are happy to help.
Talk to usBecause the interval depends on the plant and its assessment. Pressure vessels, gas appliances, legionella control, the F-gas leak check and extinguisher services wait for a figure from you, your contractor or your adviser.
That the template’s file says the interval of that preset comes from a rule. It is a label on the template, not advice; confirm the frequency for your own lifts or equipment with the firm that examines them.
Yes. File it in 07 Statutory inspections under Electrical periodic inspection, and link it when you log the visit, so that the history shows the report beside the outcome.
From the date the inspection was last carried out plus its frequency in months. You can also type a next due date yourself, for example when a contractor books the next visit early.
The person named as responsible on the inspection, or whoever created it if nobody is named, 30 days before the next due date, as a notification in Fidrel.
Yes. Invite the firm to chosen folders, such as Lift thorough examinations, so that it uploads its reports there, or give it wider access to facilities management. What each person sees follows the access you give.
