FM SOP
STANDARD OPERATING PROCEDURE (SOP)
FACILITY MANAGEMENT – RIL
PURPOSE
This Standard Operating Procedure (SOP) establishes clear guidelines for managing all RIL facilities, ensuring efficiency, safety, cleanliness, and seamless support for daily operations
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
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.
ROLES & RESPONSIBILITIES OF THE FACILITY MANAGER
General Facility Oversight
The Facility Manager shall:
Ensure all facilities (office, lab) are clean, functional, and available for use.
Monitor environmental standards (cleanliness, power supply, water).
Conduct routine inspections and maintain a facility log.
Document and report facility risks, damages, or hazards.
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
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.
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
Identify Need: FM inspects, confirms fault/requirement.
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)
Submit to COO:
FM sends requisition form to the COO for review and approval.
Approval:
Work cannot proceed without COO approval.
Execution & Documentation:
After approval, FM executes purchase or repair and submits evidence (receipt, photos, vendor invoice).
Update Facility Log:
FM records the completed action in the Facility Maintenance Log.
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
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.
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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