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Schedule of Equipment and Supplies (SOES)
One component of a package of 10 key oversight documents for asset management.

This schedule is a simple list of equipment kept in the building (such as ladders and vacuums) and supplies (such as fan belts, fan filters and spare cans of paint). It indicates where these items are stored, the quantity of each and other information necessary for inventory control. SOES helps the owners save money through efficiencies and can also help mitigate risk in some case. The schedule is usually about 1 page long.


Content of SOES
The Schedule of Tags and Certificates is a concise list of the following information associated with the building


A. Equipment
A table summarizing the following information associated with the building's equipment.
  • The types of equipment (eg., ladder, hoses)
  • A brief description (eg., 12 foot metal)
  • The location that the equipment is being stored.
  • The quantity of equipment available (eg., 1x12 foot ladder)
  • The purchase cycle (eg., annual, monthly)
  • The cost
  • The vendor source (eg., Home Depot)
  • Any pertinent notes.
  • The initials of the person who made the entry.
B.  Supplies
A table summarizing the following information associated with the building's supplies.
  • The types of supplies (eg., fan filters)
  • A brief description (eg., 12" disposable filters)
  • The location that the supplies are being stored.
  • The quantity of each supply item. (eg., 1 box of 10)
  • The vendor source to purchase more supplies (eg., Home Depot).
  • The purchase cycle (eg., once a year)
  • The cost
  • Any pertinent notes.
  • The initials of the person who made the entry.
A spreadsheet template is provided here.


The Importance of SOES
Listed below are some of the key reasons why a schedule of equipment and supplies is helpful to building owners, managers and operators.

The first two reasons pertain to efficient operations.

    A.  Save Money
  • To avoid the last minute premiums charged by contractors when emergency repairs are carried out.
  • To buy products in quantity to get reduced pricing (ie., economy of scale).
     B.  Obsolescence Management
  • To match dye lots for aesthetic assets such as tiles and carpets
The next two reasons pertain to risk management.

    C.  Safety
  • Burnt out lamp in a stairwell poses a safety hazard.
  • To ensure efficient access (see: accessibility)
  • To ensure safe access to assets.
    D.  Emergency Preparedness
  • Having salt for safety purposes during the winter to avoid slip and fall claims. Part of the winterization program.
The SOES forms one of they reference documents for the Operations and Maintenance Support Information (OMSI).


The types of equipment and supplies will differ slightly between buildings.

High-Rise Building


Townhouse Complex

  • Supplies
  • Paint for fences/trim
  • Shovels
  • Ice and snow melt
  • Lamps
  • Equipment
  • Outdoor shed
  • Pressure-washer
  • Mower
  • Tractor
  • Hoses
  • Ladders
    Schedule of Equipment and Supplies SOES
Fig. SOES on the asset management pyramid with ten interconnected schedules to assist the owners with responsible stewardship of their assets

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Fig. Examples of equipment that is usually kept in buildings, such as vacuums, shovels, ladders.

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Fig. Examples of supplies that is usually kept in buildings, such as fan belts, spare lamps, spare paint cans, fan filters.

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Fig. The rationale for having adequate equipment and supplies on site.


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Fig. The types of maintenance supplies and equipment varies somewhat by building type.

Schedule of Equipment and Supplies
Fig. Excerpt from a template sample of a schedule of equipment and supplies.

See also:
See other Schedules:


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