FM SOP

STANDARD OPERATING PROCEDURE (SOP)

FACILITY MANAGEMENT – RIL

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PURPOSE

This Standard Operating Procedure (SOP) establishes clear guidelines for managing all RIL facilities, ensuring efficiency, safety, cleanliness, and seamless support for daily operations

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SCOPE

This SOP applies to:

• The Facility Manager (FM)

• Housekeeper(s)

• Any staff requiring access, facility resources, or maintenance interventions

• All RIL offices, labs, equipment, and utilities

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ORGANIZATIONAL STRUCTURE & REPORTING

Facility Manager

The Facility Manager is the overall head of Facility Management and is responsible for the maintenance, safety, and physical readiness of all RIL workspaces.

Housekeeper

• The Housekeeper reports directly to the Facility Manager.

• The Facility Manager assigns tasks, supervises execution, and evaluates performance.

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ROLES & RESPONSIBILITIES OF THE FACILITY MANAGER

General Facility Oversight

The Facility Manager shall:

1. Ensure all facilities (office, lab) are clean, functional, and available for use.

2. Monitor environmental standards (cleanliness, power supply, water).

3. Conduct routine inspections and maintain a facility log.

4. Document and report facility risks, damages, or hazards.

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ACCESS CONTROL MANAGEMENT

Access Authority

• The Facility Manager is the sole authority responsible for granting access and entry into the Office and Lab.

• This includes:

  • Opening and closing the facility

  • Issuing keys when authorized

  • Keeping record of all persons who enters the spaces

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INTERNET PASSWORD & NETWORK SECURITY MANAGEMENT

Password Ownership

• The Facility Manager is the possessor and distributor of the company’s internet/Wi-Fi password.

• Password changes must be documented and communicated only to authorized users.

Distribution Guidelines

• Password is shared strictly to Registered Innovators and Staff.

• Unauthorized sharing of internet credentials is prohibited.

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REQUISITION & MAINTENANCE WORKFLOW

Requisition Responsibility

Whenever the Facility Manager identifies the need to repair, replace, purchase, or upgrade any facility item, the following procedure applies:

Requisition Process

1. Identify Need: FM inspects, confirms fault/requirement.

2. Prepare Requisition Form: The form must include:

   • Item/Service Requested

   • Category (Maintenance, Repair, Replacement, Consumables, Utilities)

   • Reason

   • Cost Estimate (with vendor quote attached if applicable)

3. Submit to COO:

   • FM sends requisition form to the COO for review and approval.

4. Approval:

   • Work cannot proceed without COO approval.

5. Execution & Documentation:

   • After approval, FM executes purchase or repair and submits evidence (receipt, photos, vendor invoice).

6. Update Facility Log:

   • FM records the completed action in the Facility Maintenance Log.

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HOUSEKEEPING MANAGEMENT

The Facility Manager shall supervise housekeeping operations by ensuring:

• The lab is to be cleaned 3 of 5 times Weekly

• Weekly deep-cleaning routines

• Timely waste disposal

• Availability of cleaning supplies

• Adherence to hygiene and safety standards

• Reporting any facility irregularities immediately

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DOCUMENTATION & REPORTING

The Facility Manager shall maintain the following documents:

• Requisition Forms & Approvals

• Facility Maintenance Log

• Internet Password Distribution Log

• Facility Report (weekly)

All logs must be updated weekly and shared with the COO monthly.

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COMPLIANCE & REVIEW

• All staff must comply with the access and facility usage rules stated in this SOP.

• Violations must be reported immediately to the COO.

• The SOP shall be reviewed every 12 months or when operational needs change.

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