The monitoring process
Initial office visit
Once a company is registered, their details are issued to one of the Scheme’s experienced Monitors who will contact the company to arrange a suitable time to carry out an office visit.
This is an annual visit which is an opportunity to review a company’s performance against the areas of the Scheme’s Code of Considerate Practice, and ensure that the company is meeting the expectations of registration. It will be a detailed discussion around the relevant questions and prompts within the Monitors’ Checklist and a review of the company’s processes, policies and systems.
The office visit will result in the issuing of a report and an ‘indicative’ score that reflects their ‘assumed’ or expected performance against the Scheme’s criteria based on discussions, observations and evidence where available.
Companies will receive an indicative score for each section of the Code, which will normally be given as a range, e.g. between 6 and 7, or between 7 and 8 as the Monitor is unlikely to be able to give a definitive view without seeing how the company operates ‘in the field’. This will give an indication of the performance rating that the company might achieve once the validation visits have been carried out.
If the Monitor is happy that the company is performing to at least the basic expectations of registration, the company will receive the appropriate registration material (including Scheme branded posters and vehicle stickers) 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.
These Monitor visits take place at the company’s projects, and are to verify that the standards discussed at the office are being implemented on site. Companies with an annual turnover less than £250k will receive one validation visit, while all others will receive two each year.
Companies will be prompted to provide opportunities for validation visits shortly after the office visit has been completed, giving ample time to undertake any development work discussed at the office visit. The Scheme Monitor and company will agree on a date and location to conduct the validation visits.
The results of the office visit and subsequent site validation checks are combined to produce a final report and confirmed score for that company, which will then result in being awarded with a star rating (this is a rating out of five which companies can use to promote their performance).
As with the office visit, Monitors will again review a company’s considerate performance based on what they witness against the Code using the Monitors’ Checklist to ask questions and guide discussions.
The first validation visit will result in the Monitor providing an updated report and indicative score (normally in a range) based on the observations and discussions at the time of the visit. The report will highlight areas of good practice while also providing advice and guidance on how to further improve.
If the company has a turnover below £250k, this will be the only validated visit and a report will be issued confirming the validated score along with the appropriate star rating.
For companies that undertake smaller individual projects or jobs, a site visit may not be appropriate. If this is the case, there is the option of a ‘multi-visit’ where the Monitor will spend a couple of hours shadowing your company on one or more projects or jobs to ascertain your company’s overall level of performance. Where a multi-visit is appropriate, please note that only one will be conducted within each registration period following which the company will be issued with a validated score and star rating.
For those companies that receive a second validation visit, the Monitor will once again update the report which will show a second indicative score and then a final score for that registration period. A star rating will also be confirmed based on this final score.
Registered companies will be able to purchase additional validation visits if they wish to receive further guidance and increase their validated score. If an increased score is achieved which equates to a higher star rating, a new certificate will be issued. If a lower score is achieved which results in a lower rating, again a new certificate will be issued with clear instructions to remove any reference to their previous rating.
Additional visits are available via the administration office at a cost of £170 (+ VAT) per additional standard visit and £300 (+ 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).
Turnover greater than £3.5m and projects last six weeks or more?
If this is the case, companies are required to register all their sites under the Scheme’s Site Registration option.
Where appropriate, a review of the performance of all the company’s registered sites will be carried out and this review will form part of the annual office visit. The performance of the company as well as all its registered sites will be considered and the Monitor will award a final score to these companies after the office visit – no validation visits will be required.
Companies that carry out only subcontract work (where they are only working on other companies’ sites), or only conduct short duration work that will not be registered with the Scheme (less than six week’s duration), are not required to register any separate sites and will therefore receive validation visits to verify the standards discussed at the office visit.
Following the office visit and any validation visits, the Monitor will complete a report that will be issued to the registered company. The report will provide a summary of the visit, along with a score range (or confirmed score if all validation visits have been conducted) and observations within each section of the Code of Considerate Practice.
As a company’s registration progresses through the year, the report will include details from the initial office visit and subsequent validation visits, proving a clear audit trail of progress through the registration period.
An executive summary found on the first page of the report will highlight good practice as well as what needs to be addressed to further improve.
On the second page of the report, bold italic comments will be used to identify any shortfalls or to identify potential areas for improvement within each section of the Code. 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.
The report is not an assessment of the sites visited but a review and comment on the company’s systems and processes, with the narrative reflecting this focus.