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Schedule of Logbooks & Service Reports (SOLS)
One component of a package of 10 key oversight documents for asset management.

The SOLS is a brief list, usually only one page in length, that contains a list of the assets and corresponding service report and logbook information. Of the approximate 100 asset in a building, it is expected that less 10% of the assets will require logbooks and service reports. Typically this is reserved for the mechanical assets, some electrical assets and certainly for all health and safety assets such as swimming pools.
 

Content of SOLS
The Schedule of Logbooks and Service Reports contains the following information associated with some of the assets in the building.


A.  Logbooks
A table summarizing the following information associated with some of the assets.
  • The assets that require logbooks.
  • The location where the logbooks are stored.
  • The contractor or person responsible for the entries in the logbook.
  • Frequency of entries in the logbook (eg., daily, weekly, monthly)
  • Backup copies of the entries in the logbooks.
  • Any pertinent notes.
B.  Service Reports
A table summarizing the following information associated with some of the assets.
  • The assets that require service reports.
  • The location where the service reports are stored.
  • The contractor or person responsible for the entries in the logbook.
  • Frequency of issue of service reports (eg., monthly, quarterly). Service reports are typically issued less frequently than logbook entries.
  • Backup copies of the service reports.
  • Any pertinent notes.
A spreadsheet template is provided here.


The Importance of SOLS
Listed below are some of the key reasons why a schedule of logbooks and service reports is important:

      Due Diligence
      Accountability
  • Accountability - To keep an audit trail of who did the work and when it was done.
      Energy Management
  • Energy Management - A valuable tool to assess historic energy use and performance.
Operating Histories
  • Operating To capture the history of certain critical assets
      Paper logbooks are susceptible to the following:
  • Lost documents.
  • Damaged pages from exposure to moisture and dust
  • Incomplete documents.
  • Missing pages.
  • Inconsistent quality of data entry by different maintenance personnel.
The SOLS forms one of they reference documents for the Operations and Maintenance Support Information (OMSI).
Schedule of Logbooks and Service Reports (SOLS)
Fig. SOLS on the asset management pyramid with ten interconnected schedules.

examples of logbooks
Fig. Examples of logbooks

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Fig. Logbooks kept near assets.


Schedule of Logbooks and Service Reports - excerpt
Fig. Excerpt from a sample schedule of logbooks and service reports.






See also:
See other Schedules:


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