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Security, Fire and CRM System Process Report

Name: Abhishek Khanna

Function: Executive

Created On: 12th march, 2018

1

S.NO. NAME OF THE REPORT COMPLIANCE REMARKS/COMMENTS

PICTURE 1 PICTURE 2

1 Incoming Material Register Yes

Remarks section, signature of security

supervisor, shift ASO/SO and CSO are

missing from the records. It must be

completed. Handwriting must be taken

care off and improved. Delivery boy

signature is missig at most of the places.

2 Outgoing Material Register Yes

Remarks section, signature of shift

ASO/SO and CSO are missing from the

records. It must be completed.

Handwriting must be taken care off and

improved. Carrier signature is missing in

most of the places.

3 Material Gatepass-Non-Returnable register Yes

Vehicle number, remarks, registration

number, date, make/model number, out

time which is missing must be included

wherever missing.

4 Material Gatepass Returnable No Needs to be created. Not Applicable Not Applicable

MASTER LIST-SECURITY, FIRE SAFETY AND CRM LOG BOOKS, CHECKLISTS & SOP

LOG BOOKS

Site Name & Location: M3M MERLIN, SECTOR 67, GURGOAN

2

5Daily Security Register/Attendance and

Location RegisterNo Needs to be created. Not Applicable Not Applicable

6 Four and two wheeler incoming register-Inward No Needs to be created. Not Applicable Not Applicable

7 Four and two wheeler incoming register-OutwardNo Needs to be created. Not Applicable Not Applicable

8 Lost and Found No Needs to be created. Not Applicable Not Applicable

9 Incident register No Needs to be created. Not Applicable Not Applicable

10 key Issue Register No Needs to be created. Not Applicable Not Applicable

11 Key Handover register No Needs to be created. Not Applicable Not Applicable

12 Taxi Register No Needs to be created. Not Applicable Not Applicable

13 Sticker issue register No Needs to be created. Not Applicable Not Applicable

14 Incident report No Needs to be created. Not Applicable Not Applicable

15 Technical IN/OUT register No Needs to be created. Not Applicable Not Applicable

16 Housekeeping IN/OUT register No Needs to be created. Not Applicable Not Applicable

17 Daily Security Report No Needs to be created. Not Applicable Not Applicable

18 Parking Sticker Form No Needs to be created. Not Applicable Not Applicable

19 Phase-II Key received No Needs to be created. Not Applicable Not Applicable

20 Work Permit file No Needs to be created. Not Applicable Not Applicable

3

21 Training file No Needs to be created. Not Applicable Not Applicable

22 Ambulance Entry register No Needs to be created. Not Applicable Not Applicable

23 Club staff No Needs to be created. Not Applicable Not Applicable

24 Nursery Attendance No Needs to be created. Not Applicable Not Applicable

25 Selection of Man Power No Needs to be created. Not Applicable Not Applicable

26 Fire Equipment File No Needs to be created. Not Applicable Not Applicable

27 Incident File No Needs to be created. Not Applicable Not Applicable

28 Attendance sheet file No Needs to be created. Not Applicable Not Applicable

29 Document file No Needs to be created. Not Applicable Not Applicable

30 Gate pass RGP NRGP No Needs to be created. Not Applicable Not Applicable

31 NRGP file No Needs to be created. Not Applicable Not Applicable

32 RGP file No Needs to be created. Not Applicable Not Applicable

33 Register for gate pass No Needs to be created. Not Applicable Not Applicable

34 Total manpower No Needs to be created. Not Applicable Not Applicable

35 Key Issue to Key Man No Needs to be created. Not Applicable Not Applicable

36 Stationary Issue No Needs to be created. Not Applicable Not Applicable

37 Complaint Entry Register No Needs to be created. Not Applicable Not Applicable

4

38 JLL Head Office Attendance YesJLL Visitor register must be renamed as

JLL attendance register.Not Applicable Not Applicable

39 Returnable material inward Register No Needs to be created. Not Applicable Not Applicable

40 PPMs (HHMD, UVSS, CCTV, etc.) No Needs to be created. Not Applicable Not Applicable

41 Outward Register Yes

Needs to have proper cover with title.

Entries for party's order number and

date, rate, amount, stock register, folio

number, sign of deliver and remarks

must be filled up.

42 Inward Register Yes

Sign of deliverer, remarks, order No. And

date must be mentioned. The front

brown cover with the label is must.

43 Contractor Inward Yes

Order Number, Date, rate, amount, sign

of Deliverer, and remarks are must in a

register.

5

44 Visitor Register Yes

The titles must be in capital along with

proper borders, row and columns. Page

numbers must be included. Proper

transparent cover along with the brown

cover must be laid. The printed label is

must.

45 JLL Visitor Register Yes






must. Vehicle number details are

missing here.

46 Security and Intelligence Service Visior RegisterYes





cover must be relaid. The printed label

is must. Out timing with signature is

missing at some places.

47 Pump Room Register Yes






must. Titles along with their respective

units must be mentioned. Signature

section must be created. Boundaries

must be differentiating one parameter

with another.

48 Thyssenkrup Lift Register Yes










with another. Handwriting must be

legible. There should be date and page

number marked on its designated

sections. Zig zac design must be replaced

with the days.

6

49 Rise and Shine Yes











legible. There should be date and page

number marked on its designated

sections. Zig zac design must be replaced

with the days.Phone number cannot be

written anywhere on the title page.

50 Swimming Pool Register Yes











legible.

51 Club Register Yes










with another.

52 Housekeeping Register Yes










with another. Page numbers and date

must be mentioned. Titles must be in

capital letters always.

7

58 Interior Work Register Yes










with another.Page number and date in

designated section. Remarks must be

filled up and keep a check on

handwriting.

59 Security DMR Yes













handwriting.

60 SIS Duty Register Yes













handwriting.

61 JLL Staff Yes













handwriting.

62 Attendance Register Yes

Signature of Shift Controller/unit

commander along wih the brown cover

and label on the cover page is must. Title

page must have branch name, unit name

and code as manadatory fill up.

8

63 Maid Register Yes













handwriting.

64 Handover Register Yes













handwriting.

65 Firefighting System Daily Checks Yes

Transparent covering is must at tbe cover

page. The Remarks section and purpose

of withdrawal is must. Observation is

must wherever missing.

66 Key Management Register Yes

Transparent covering is must at tbe cover

page. The Remarks section and purpose

of withdrawal is must.Sign of CSO is

must wherever missing.

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67 Fire Fighting Register YesOne of the best maintained registers.

The label and brown cover page is must.

68 CCTV register Yes










with another.Signature is mandatory.

Labour spelling error at the title page.

Handwriting is not legible.Proper Titles

such as S.No., description, remarks and

signature must be created.

69 Fan Room Monthly Inspection Report YesRemarks must be mentioned in the

remarks section.

70 Fire Brigade inlet and outlet report file Yes None of the details are filled up.

71 Control Room Inspection report file YesSignature of estate manager/ property

manager are missing.

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72 Fire exit inspection report file Yes Remarks section must be filled up.

73 Fire pumps inspection reports (Weekly) Yes

Sign of the office, engineering

department, estate/property manager

remains missing.

74 MCP and Talk back reports (Monthly) Yes The remarks section must be filled up.

75 Fire extinguisher report (Montly) YesMechanical/foam external details and

water external details are missing.

76External Fire Hydrant Inspection report

(Monthly)Yes Remarks section must be filled up.

11

77 Fire Daily Activity (Daily) YesSignatuture of the officer and remarks

are must.

78 Training file Yes

Printed labels are must on the file cover

page. Effectiveness/ evaluation details

along with remarks are must in the file.

79 SOP file YesPrinted labels are must on the file cover

page.

80 Letter box Key Record Yes


page. Spelling of letter must be

corrected. Remarks section must be

filled up.

81 CCTV Record/Access door file Yes


page. Files must have appropriate rows,

columns, and boundaries. It must be

presented in proper excel format shared

as per JLL standards.

12

82 JLL Material in file Yes


page. Individual documents must have

IGST cost bifercation for best

understanding of tax imposed.

83 Other records file Yes


page. Details such as report number,

phone number, person(s) involved must

be there in their designated sections.

84 STP Water file Yes


page. Signature must be done with the

name of the signatory. Exact descripton

of the figure 92 must be delineated in

the report.

85 JLL Material out file Yes


page. It must not be clubbed with any

other documents as visible.

86 Millan Flower File Yes


page. Details such as cash collected on

monthly basis, POD, time must be filled

up wherever missing.

13

87 Gate Pass ID file YesPrinted labels are must on the file cover

page.

88 Domestic Staff/ Vendor form file Yes


page. Unfilled sheets are attached. They

must be filled.

89 Servant details file Yes


page. Proper rows, columns, boundaries

along with relevant titles in capital are

must.

90 Extra document file Yes


page. Handwritten documents are

maintained in shabbily manner. They

must have a proper format.

91 Gate Pass file Yes


page. All the unfilled details in the form

must be filled.

14

92 JLL Bills Yes


page. Receiving date and signature are

must on the documents.

93 Found Report File Yes


page. Details such as Action taken by

Security staff, handed over to, address,

phone number, date, sign of claiment

and remarks must be mentioned.

94 Lost log file Yes


page. The file has shabbily presented

data with no proper boundaries, rows,

columns and titles.

95 Diesel Checklist Yes


page. Loose sheets must be filed in their

respective files.

96 Flat Report YesPrinted labels are must on the file cover

page.

15

97 Residence Details Yes


page. Signature, name and designation is

must by the person who is filling up the

details.

98 Nameless File YesPrinted labels are must on the file cover

page.

99 Nameless File YesPrinted labels are must on the file cover

page.

100 M3M Outward File Yes


page. Details such as checked by and

other missing details must be filled up.

The chalan is torn improperly due to

which essential signature section at the

bottom is missing.

101 Contractor Outward file Yes


page. Remarks and store keeper

signature is missing.

16

102 M3M Inward Register Yes


page. Details such as Rate, amount, total

amount and grand total of work must be

present.

103 Contractor inward file YesPrinted labels are must on the file cover

page.

104 Card Update document File Yes


page. Details such as mobile & phone

numbers, address, finger prints, place,

date, signature of the contractor must be

there.

105 Nameless file Yes


page. Details such as Remarks, contractor

purpose (Electrical, Plumbing, Flooring,

Carpentary, etc.), number of ID cards to

be issued must be there.

106 Mail Card Format file Yes


page. Remarks and ontractor signature is

must on these files. Reference number

must also be there.

17

107 Security SOPs file YesPrinted labels are must on the file cover

page.

108 Grooming File Yes


page. Details such as Pocket query, pan,

equipment if any, job cards, etc must be

present in their designated sections. The

breifing points must be presented in a

proper organised manner.

109 Domestic Maid T3 Yes


page. Details such as mother's name,

birth place details, emergency contact

number, finger prints and address must

be there.

110 Maid/Driver Car Wash Form File Yes


page. Printed details in the form is not

visible.

111 No file name Yes


page. Loose sheets must be filed in their

respective files.

18

112 No file name Yes


page. Airline representative, flight

attendant, and duty manager signature

are missing along with remarks and

special comments.

113 Daily Flat Checklist YesPrinted labels are must on the file cover

page. Remarks section must be filled up.

114 Domestic maid T6 Yes


page. Data such as Identification mark,

driving licence number, data and place

of issue, valid upto, police verification

done at, station number, thumb

impression of the worker details, name,

address, and reference number, contact

number, date, etc. must be present in

the documents.

115 All Tower key Details Yes


page. Description section and remarks

are missing.

116Common Area FHC details-All Tower

LobbiesYes


page. Excel sheet is a much better way of

presentation.

19

117Application Report-Maid/Driver/Car

wash formYes


page. Parameters are not visible as

printed text has gradually disappeared.

118 Labour register M3M Yes

Titles must be in capital. Boundaries,

row, columns and symmetry must be

organised and perfect. We can see how

the cover page label is deviating fromits

mean position (Center) and tending

towards the left. It is advised to be

redone with transparent plastic cover for

its long durability.

119 Visitor Register Yes


page. Data such as remarks, sign of

SO/ASO, CSO are must on the logs.

Transparent cover is also must on all the

registers for longer durability.

120 Nameless File Yes


page. Proper rows, columns, boundaries

along with relevant titles in capital are

must. The data could be presented in a

much better way with the help of excel.



page. Signature must be done in their

designagted areas. Details such as

contact number of main contractor,

number of labourers, etc. must be

present on the datasheet.

20

122 Nameless Register Yes

Brown cover with printed label missing.

Page number, S.no., description,

remarks and other essential parameters

are missing. Shabbily presented data.

Data not legible. Date is mandatory

along with every record.

123 Vehicle register-1 Yes

Brown cover with printed label missing.

Page number and remarks are missing.

Shabbily presented data. Data

presentation must be worked upon.

Proper boundaries, rows and columns

along with the signature section in the

register is must.



page. Page number, S.No., description,

remarks and other essential parameters

are missing. Shabbily presented data.

Data not legible. Date is mandatory

along with every record.

125 Register without name Yes

Brown cover along with printed labels

are must on the register cover

page.Transparent cover is also must on

all the registers for longer durability.

Torn and seperated pages with no

legible data.Proper row, column, titles in

capital must be in proper order.

126 Vehicle register-2 Yes





Proper row, column, titles in capital

must be in proper order. Remarks

section must be filled.

21

127 Labour register Yes





Proper row, column, titles in capital

must be in proper order. Remarks

section must be filled.

128 Labour card details Yes










with another.Signature is mandatory.

Labour spelling error at the title page.

Handwriting is not legible.

Property Manager Signature: Talha Zamir Operation Manager Signature/SME: Sachin Bhatnager and Rahul Tyagi

Name and Signature of the Auditor: Abhishek Khanna

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