scope:

The surveillance checks, safety surveillance checks and management system checks will assess the level of compliance that is being achieved against the contract and Railtrack Group and Company Standards.

These checks are to be undertaken by the Business Units.

The checks will be conducted in accordance with an annual programme, established each year by the Business Units and Contractors.

Purpose

This procedure describes the process by which surveillance checking of asset maintenance will be carried. The purpose is to verify that Maintenance Contractors are planning and controlling their activities to Group and Company Standards and relevant contract clauses as well as giving assurance of their ability to identify, record, prioritise and rectify faults.

The surveillance process approach and tracking of all defects through the appropriate contractors systems will give assurance that :-

• contractors systems are effective in maintaining the assets

• recognition is given to contractors where defects found have already been entered and prioritised correctly in their workbank or work planning systems

The process is designed to support the concept of working in partnership with suppliers. This will help maintain effective working relationships between Railtrack Business Units and the Contractor.

The surveillance checking process will be conducted as a visual check that will provide evidence that the maintenance of Railtrack assets are being achieved in accordance with standards and contracts.

This is achieved by sampling a range of assets. Surveillance checks provide the means to verify:

i) a measure of the degree of maintenance against the annual plan;

ii) the condition of the asset at time of checking;

iii) that the maintenance levels for equipment are robust enough to preserve the life of the equipment and reduce faults;

iv) the level of workmanship is of an acceptable standard;

v) that effective policies and systems have been established to monitor and identify work required;

vi) that the policies and systems are being maintained and that work is being allocated the correct priority.

vii) that faults are being rectified by appropriate workmanship and within the designated timescales

Safety surveillance checks will be undertaken to establish the working practices that are implemented are in accordance with the Rule Book and Company Standards. These will cover Tiii possession including Method Statements, Tii protection, ESR /TSR signage and equipment and any other tasks which require checking at the time contractors are on "site" as specified in the relevant check lists.

Management System Checks will be grouped and conducted as an annual audit of the maintenance contractors management system as described in The Company Safety Quality and Environment Audit Manual RT/D/P/036 and section 4.5 of this procedure.