The monitoring process
The company’s details are issued to one of the Scheme’s experienced Monitors, who will call the contact named on the registration to arrange a suitable time to visit the registered company at their office.
The purpose of this visit is for the Monitor to assess the company’s performance against the Scheme’s Code of Considerate Practice and for the Monitor to offer guidance and suggestions about how to perform to a higher level.
If the Monitor is happy that the company is performing to at least the basic expectations of membership, they will inform the administration office who will then send the company the appropriate registration material along with a Certificate of Registration.
Companies failing to meet the basic expectations will be monitored again, once sufficient time has been allowed for non-compliance issues to be addressed. After the office visit, the Monitor will produce a report documenting the company’s performance against the Scheme’s Code and also highlighting areas where improvements could be made.
Following on from the initial office visit, a number of site visits will be carried out to assess the company’s work. Companies with a turnover less than or equal to £10m will receive two visits to sites or projects that the company is working on or managing. Companies with a turnover in excess of £10m will have the option of having up to four site visits if required.
For those companies working on construction sites, whether as the main contractor or an individual trade contractor, the Monitor can visit the company on that site and complete the report accordingly. A typical site visit will last around one hour.
For those companies who undertake smaller individual projects or jobs, a site visit may not be appropriate. If this is the case, there is the option of having a ‘multi-visit’ where the Monitor will spend a couple of hours shadowing the company on one or more projects or jobs to ascertain their overall level of performance. Where a multi-visit is appropriate, please note that only one will be conducted throughout the registration period (two for those in the highest band).
The Monitor will contact the registered company to arrange a suitable time and location for a visit where they will subjectively assess the level of compliance the company has achieved against the Scheme’s Code of Considerate Practice using the ‘Company Registration Monitors’ Checklist’.
The Monitor is acting as an ‘informed member of the public’ while carrying out the visit, and is looking at how the company represents itself and the industry as a whole. The Monitor will also review whether the company’s procedures are in accordance with the Scheme’s Code.
After each visit, the Monitor will produce a scored report taking into consideration the company’s performance, and will again offer guidance on how to further improve.
The Monitor will score the level of compliance against each of the five categories of the Scheme’s Code of Considerate Practice. The purpose of the score is to indicate how well the company is performing against the Code.
Additional visits are available via the administration office at a cost of £170 (+ VAT) per additional standard visit and £250 (+ VAT) per additional multi-visit.
The Scheme also offers an advisory visit where the Monitor will visit the company’s office to discuss the Scheme’s requirements in more detail and advise on how the company might improve its score. This can be arranged at a cost of £250 (+ VAT).
The Monitor’s report is a two page document with a high level summary on page 1 and detailed notes on page 2. The first page includes the site description, a summary of the scoring and an executive summary, as well as recording any innovative activities witnessed. Page 2 shows the Monitor’s notes against all five sections.
The executive summary will highlight those good things have been done to achieve the score as well as what needs to be addressed to achieve a higher score.
Within the second page of the report, bold italic comments will be used to identify any shortfalls or to identify potential areas for improvement. They may also highlight where more attention could be paid to achieve a higher score.
As a score of 8 or more indicates that the site has addressed all relevant questions on the Checklist but hasn’t done anything exceptional to warrant a score of 9, or anything innovative to warrant a 10, the Monitor’s report may not contain any bold italic comments. It is therefore the responsibility of the site manager to consider what needs to be done to achieve a higher score.
Monitor reports are a reflection of what was witnessed, and the information that was provided, in response to the Checklist questions at the time of the visit.