PPM schedule template.

What a PPM schedule is for

A planned preventive maintenance schedule lists every recurring task across your sites, how often it is due, and who does it. It is how you prove the building was looked after, and how you stop things being missed.

Common tasks and typical frequencies

These tasks turn up on most UK commercial buildings. Frequencies are typical, not a substitute for your own risk assessments, insurer requirements or the manufacturer’s guidance.

• Fire alarm. Weekly call point test, and a service at least every six months. BS 5839-1.
• Emergency lighting. Monthly functional test, and an annual full duration test. BS 5266-1.
• Fire extinguishers. Monthly visual check, and an annual service. BS 5306-3.
• Gas appliances. Annual service and safety check by a Gas Safe registered engineer.
• Fixed wiring. An EICR, commonly every five years for commercial premises, sooner depending on use.
• Water systems. Monthly sentinel outlet temperature checks, and a legionella risk assessment kept under review. HSE ACOP L8.
• Passenger lifts. A thorough examination every six months. LOLER 1998.
• Air conditioning. A TM44 energy inspection every five years for systems over 12kW.

How to use the template

• One row per task, per asset, per site.
• Fill in the last done date, then work out the next due date from the frequency.
• Name the contractor or engineer responsible for each row.
• Review it every quarter, and every time an asset is added or removed.

When the spreadsheet stops working

A spreadsheet works until you have enough sites that nobody can see what is overdue. docket imports this template, puts every task on a planner and calendar, and files each certificate against the task and the asset when the engineer photographs it.