# 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.

***

## **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.

***

## **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.

***

## **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.

***

## **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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