How to Use: Plant & Equipment Inspection and Certification Tracker (Guidance Note)

Purpose and outcome

This tracker is your simple control sheet for plant and equipment evidence on site (inspections, thorough examinations, certificates, test records, service evidence, and document references/links).

Good completion looks like:

• Every item on site (including hired-in and “only here for a day”) is listed.
• Each item shows the latest evidence, the next due date, and a clear status (in date / due soon / expired / missing).
• Certificates/reports are easy to find using the doc reference/link, and match the item’s ID/serial.
• Anything missing or out of date is chased and controlled (not used until sorted).

Who uses it (typical roles)

When to use it (workflow trigger points)

• Before mobilisation / site set-up: build the first list of expected plant and chase evidence before it turns up.
• On delivery to site: confirm item ID/serial, attach/record the evidence, and set the status before first use.
• Weekly site check (10–15 minutes): update due dates/status, chase paperwork, and look ahead.
• When the job changes: new phase, new subcontractor, new lifting plan, or specialist kit arriving.
• After an incident/near miss or defect: re-check the item’s evidence and whether it should be stood down.
• Before client/PC audits or inspections: make sure the tracker and evidence folder match what’s on site.

Before you start (what you need to gather)

1) A list of what will be on site

• Your own plant register (if you have one).
• Hire list / hire agreements / delivery notes.
• Subcontractor equipment list (especially for MEWPs, telehandlers, lifting accessories, generators, and electrical tools).

2) Evidence documents (PDFs/photos/records)

• Thorough examination reports/certificates (where required), including lifting accessories.
• Service/maintenance evidence for mobile plant and power equipment.
• Electrical testing evidence (e.g., PAT/inspection records for portable tools/leads where you use it on site).
• Inspection records for access equipment (ladders/podiums) where you run a formal check system.
• Any calibration certificates for specialist equipment (if used).

3) Identification details

• Plant: registration, fleet number, serial number.
• Lifting accessories: tag ID/serial (and confirm the tag matches the certificate).

Practical rule: If the ID on the certificate doesn’t match the ID on the item, treat it as missing until clarified.

How to complete it (step-by-step)

1. Set up the header once per week.
   • Fill in project/site and week commencing.
   • Write who checked it (and who reviewed it, if you use that).
2. Add every item currently on site.
   • Include hired-in kit and subcontractor kit.
   • If something is shared between sites, only list what is actually on your site this week.
3. For each item, write what evidence you need.
   • Be specific (e.g., “Thorough examination”, “Service”, “PAT”, “Inspection report”, “Calibration”).
   • Don’t overcomplicate it: write what you need to be confident it’s safe and compliant for the job.
4. Check the evidence and record the key dates.
   • Enter the last date shown on the certificate/report.
   • Enter the next due date (from the document, or your interval if you operate one).
   • Confirm the evidence covers the exact item and configuration (attachments matter for some equipment).
5. Set the status.
   • ✅ In date: evidence seen and filed/linked.
   • ⚠️ Due soon: due within the next 14 days (or before a planned activity, e.g., lifting).
   • ⛔ Expired: out of date—don’t use.
   • ❓ Missing: not provided/can’t be found—treat as not in date.
6. Add the doc reference/link.
   • Use a filename, folder path, or short link that anyone on the job can follow.
   • Keep it consistent so audits are quick.
7. Use the chase log for anything missing/overdue.
   • Record who you contacted, what you asked for, and the next step/date.
   • This shows you’ve managed it, even if you’re waiting on a supplier.
8. Act on “expired” or “missing” immediately.
   • Quarantine/stand down the item (tag it, move it, or isolate it so it can’t be used).
   • Only bring it back into use once evidence is received and checked.

Review and sign-off (what “good” looks like)

You don’t need heavy admin, but you do need a clear check and an escalation route.

• Weekly reviewer (recommended): Project Manager/Contracts Manager does a quick spot-check of high-risk items (MEWPs, telehandlers, lifting accessories, excavators used for lifting, generators, temporary electrics).
• What they check: a few items selected at random in the tracker match what is physically on site, and the evidence files open and match the ID.
• Escalate when:
  • Evidence is overdue and the supplier/hire firm is not responding.
  • There is any doubt about lifting-related evidence.
  • The site team feels pressure to “use it anyway”.

Control point: Make it clear on site that “no evidence = no use” for the items you rely on certificates for.

Recordkeeping (storage, version control, retention)

Where to store

• Keep the tracker and evidence in the project folder (one place everyone uses).
• Use a simple structure such as: Project File → Plant & Equipment Evidence.

File naming and linking (keep it searchable)

• Use a consistent naming style, e.g. [ItemID]_[Type]_[Date]_v1.pdf.
• Save photos/screenshots of labels/tags where helpful (e.g., lifting accessory tag, plant serial plate).
• Make sure the tracker’s “Doc ref/link” matches the saved filename/location.

Retention (simple, practical)

• Keep weekly trackers and evidence for the duration of the project, plus whatever your company/client requires after completion.
• If you replace a certificate with a newer one, keep the older one if it helps show a clean history during the works (don’t delete—archive).

How often to review/update

• Weekly: standard review rhythm (set a regular day/time).
• Immediately: when new plant arrives, when plant swaps, or when a certificate comes in.
• Look-ahead window: always check at least the next 14 days so you can book exams/inspections in time.

Common mistakes (and how to avoid them)

Worked scenario (what “weekly use” looks like)

Scenario: Monday morning weekly check. The site has an excavator, dumper, MEWP, a set of chains/slings, a generator, and a box of 110v tools/leads.

1. The supervisor sorts the tracker by next due and spots the MEWP thorough exam is due in 9 days (⚠️ Due soon).
2. They log a chase action to the hire firm the same day and request the updated report before the due date.
3. They notice two slings on site have tags, but the certificate provided lists different ID numbers (❓ Missing).
4. The slings are quarantined (not available for lifting) and the supplier is chased for the correct certificates (or replacement slings).
5. The generator service evidence is in date (✅ In date) and the document reference points to the saved PDF in the project folder.
6. Tools/leads: the supervisor records the testing evidence reference and notes any items that need replacing due to damage found in pre-use checks.

Result: the tracker shows clear control of what’s on site, what’s in date, and what actions are needed before equipment is used.