knowledge article
PPM Mobilisation Checklist
PPM mobilisation sets up a planned preventative maintenance service so the programme relates to the actual assets, requirements and access arrangements at the property. The starting point is a usable baseline, not an assumed list of tasks copied from another building.
Discuss your requirementsGuidance designed to be read.
1. Establish the scope
Identify the sites, systems and assets covered by the appointment. Separate maintained assets from items managed by a landlord, occupier or retained provider. Record exclusions explicitly in the service schedule so they do not become unowned gaps.
2. Review the asset information
Check asset identity, location and available equipment details. Reconcile inconsistent names and duplicates. Identify what is verified at site and what still needs checking.
A schedule attached to the wrong asset is unreliable even if its dates look complete. Give the asset a stable reference that also appears on the service record and any follow-on work.
3. Establish the basis for each task
The task and interval need the relevant basis: applicable requirements, manufacturer information, risk assessment and competent technical advice. Record that basis and the information used to set the initial programme.
A generic frequency is not a substitute for establishing the requirement for the equipment. When a basis is unclear, assign the review to the appropriate person before presenting the programme as settled.
4. Reconcile previous work and inherited actions
Obtain the latest service records and findings. Distinguish the previous visit date, the work performed and any outstanding remedial actions. Do not assume a recent date means every required task was completed.
Bring inherited defects into a separate action list with priority, owner and next step. This keeps the new planned programme from concealing a backlog that already exists.
5. Plan access and coordination
Agree site contacts, visit windows, controlled-area arrangements and interfaces with other work. Identify activities that need outages, permits, specialist equipment or advance notice to occupants.
Check that the programme is deliverable, rather than merely filling dates in a calendar. Required preparation should have an owner before the visit is booked.
6. Define completion records
State the information needed from each task: asset reference, activity, findings, result and any follow-on work. Specify supporting documentation where the task requires it.
Keep the completed maintenance activity and unresolved findings separate. Both need to remain visible in reporting.
7. Start, review and improve
Agree the first reporting period and review the initial visits. Check data gaps, access problems and tasks that need clarification. Update the programme through a recorded decision so the current schedule remains understandable.
Common questions
Can we start with an incomplete asset register?
The missing information needs to be identified and a collection plan agreed. The programme should show which requirements are established and which depend on that work.
Does PPM include every remedial repair?
The contract defines what is included. Findings that require separate work need a clear quotation or instruction route.
What should be checked after the first month?
Review task completion, record quality, access issues and unresolved findings against the agreed programme. The purpose is to correct setup problems early.