1. No category

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Sample Pages from Spreadsheets:
SA
M
Document & Data Control (7 pages)
Contracts
Suppliers
Equipment
Complaints
Training Records
PL
The actual sheets are in Microsoft Excel, the following pages are examples of their use:
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Document & Data Control - Introduction (Documented Procedure Manual section 4)
E
This spreadsheet is designed to hold information about key controlled documents and data. It is set out in a number of individual
sheets to cover various types of document or data. Each sheet has example entries included in italics which can be over-written
or kept for guidance. A note about each sheet is given below, access the sheets by clicking on the tabs at the foot of the screen.
Tab
External Docs
Accessed Docs
SA
M
PL
Purpose
Documents held (electrinically or hard copy) that have been sourced externally (i.e. not produced by the Company)
Documents regularly accessed for information on-line, but not held by the Company
Documents produced by the Company and controlled (such as procedures and standard forms), not documents prepared for
Live Company Docs
each job such as quotes or data packs
Old Company Docs As above, but a list of those documents, or versions of documents that are no longer in use
Software used for generating critical data (such as energy performance or wind load calculations, not software such as "Microsoft
Software
Word" etc)
Data Storage
General information on where data generated by the company is stored
Backup Info
Information on how frequently backups are made and where backups are held
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
External Documents Held
Type Reference
Issue
Status
Example - NAPIT Documented Procedure Manual
PDF
NAP/REG/DPM/0010
Example - Installer Certification Scheme Requirements
PDF
MCS 001
1.4
PDF
MIS 3002
1.4
Print BRE Digest 489
Aug-04
1.0 (06/09) NAPIT
DECC
Source
Change Tracking
NAPIT Registration
registered with NAPIT for updates
www.microgenerationcertificastion.org
via source
DECC
www.microgenerationcertificastion.org
via source
BRE
www.brebookshop.com
MIS3002 listed publications
SA
M
PL
Example - Requirements for contracts undertaking the supply,
design, installation, set to work commissioning and handover of
solar photovoltaic (pv) microgeneration systems
Example - Wind loads on roof-based photovoltaic systems
Provider
or Author
E
Document Title
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Documents Not Held but Accessed Over the Internet
Note: documents will be current at the time they are accessed
Web Address, or other access information
Example - Building Regulations Approved Document P - Electrical
Safety - Dwellings
http://www.planningportal.gov.uk/england/professionals/en/4000000001253.html
SA
M
PL
E
Document Title
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Company Documents (LIVE and in use)
Type
Version
Example - Company Health and Safety Policy
Word
2
Master
Location Author
Approved or
Reviewed by
M: drive
Eve Jones
Adam Smith
Date Approved
or Last Reviewed
21/06/2009
Amendment Notes
Updated to cover wind turbine
activities
SA
M
PL
E
Document Title, Filename or Number
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Software Used
Example - SAP2005 online calculation, solar thermal
web based
Example - SAP2005 online calculation, photovoltaic
Company
Spreadsheet
Example - BS7671 certificate software
Software
Version
Provider
current
Dr Valentin Energie
when used Software GmbH
Jun-09
3
Date last Checked
for Upgrades
Means of Access
www.valentin.de
E
Type
current when used
Own
M: drive
21/06/2009
NAPIT & Herald Systems
Held on Adam Smith laptop
21/06/2009
SA
M
PL
Software Title / Purpose
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Data Generated by the Company
Location Held
Example - Performance predictions for PV installations
Example - Performance predictions for PV installations
Held in customer folder with quotes
Held in folder M:\pv calculations\
SA
M
PL
E
Type of Data
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Document & Data Backup
Documents or Data
Frequency of
Backup
Location of Backup
Example - Company Health and Safety Policy
Example - Performance predictions for PV installations
Example - Performance predictions for PV installations
Annual
Monthly
Monthly
SA
M
PL
E
Backup on CD held at Adam Smith's house
Backup on CD held at Adam Smith's house
Backup files copied to internat data store on yahoo account
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Index of Contracts (Documented Procedure Manual section 6)
Contact Phone
Site Location
Example - Mrs Smith
Mrs Smith
None
12 Sample Street
Example - BigCo Ltd
John Doe
01111 1111111
Samplton Industrial Estate
Example - Mrs Smith
Mrs Smith
None
12 Sample Street
Quote Reference
(if applicable)
Quote dated
13/3/09
Quote 3576
Quote dated
25/3/09
Date Contract Date Work
Signed
Completed
15/03/2009
01/06/2009
Nature of Work
Installation of solar heating panel with
UVHW cylinder and associated controls
20/06/2009 2 wind turbines with invertor
25/03/2009
E
Contact Name
25/03/2009
25/03/2009 Changed consumer unit
SA
M
PL
Customer
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Approved Supplier List (Documented Procedure Manual section 7)
Contact Phone
Contact Address
David Jones
0011101 01 110
1 Sample Street
Sampleton
Mr High
Service, Product or
Consumable Supplied
Plumbing
Notes
Basis of Selection
(where relevant)
Available with 4
weeks notice
Registered with NAPIT
for plumbing work
Scaffold erectors
Sales Department
PV Panels
High Street
Sampleton
Member of NASC
MCS approved
General consumables
SA
M
PL
Example - Davy Jones
Plumbers
Example - High Rise
Scaffolders
Example - EquipCo
Example - Highstreet
Hardware
Contact Name
E
Supplier Name
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Equipment Log (Documented Procedure Manual section 9)
Serial No
(or other i.d.)
Calibration / Checking
Requirements
Example - Elec576 Electrical Tester
EXAM1234
Quarterly check, 2 year
calibration
Date Last
Checked
12/05/2009
Check
Next Due
Notes
12/08/2009 last external calibration 1/6/08 by CaliCo Ltd
SA
M
PL
E
Item of
Equipment
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Complaint Log (Documented Procedure Manual section 10)
Date Complaint
Logged
Date Complaint
Closed
Outcome
25/04/2009
28/04/2009 Upheld
Example - BigCo Ltd
25/04/2009
LIVE Ongoing
Example - Mrs Smith
25/04/2009
25/04/2009 Rejected
Summary of Findings
Summary of Action Taken
Water leaking from cylinder
Pipe joint had failed
Under investigation, wind turbines
delivered late, access to site a
problem
Work carried out as per quote and
contract
Work corrected, customer satisfied
Delays to work
Complaint about price
Complainant informed of findings
SA
M
PL
Example - Mrs Smith
Nature of Complaint
E
Complainant
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED
Training Records
Example John Smith
Employment Nature:
Example Direct Employee
Date of Appointment:
Example 01-Jan-09
Item
(qualification, course, CPD etc)
Type
Example - HNC in Building Services
Qualification
Example - XYX Co Manufacturers Course
for solar PV panels
Training
Example - 17th Edition Update for BS7671
Exam
Example - safe working procedures to
company systems
Training
Training
Provider
Date
Nov-87
Certificated?
Sample College Edexcel cert
XYX Co
20/06/2009
NAPIT Training C&G2382-20
In House No
Course covered specifying, sizing and
actual installation practice including practical
demos
Y
N
H&S Manager briefing on safe working
practices
SA
M
10/05/2009
Y
Certificate of
Y
attendance - on file
PL
12/02/2009
Copy
on File Notes
E
Name:
© NAPIT Registration Ltd, 2009
SAMPLE VERSION - UNCONTROLLED