• SCHEDULES, REPORTS & DOCUMENTED EVIDENCE

Schedules, reports, and documented evidence 

Audits.   Compliance.  Proof.

We know what a big deal those things are to you.  

For over 14 years, we have been working with food producers like you.  It’s always been the same.

That is why we give you reports and documented evidence of all our work done.  We are committed to helping you keep a spotless audit trail.

 Many food producers ask us what kind of reports we can provide.  This page:

  • explains why reports matter,
  • gives examples of the eight reports we can provide, and
  • shows you how to access them in your online reports portal.   


 Why do reports matter?

Most likely, you already know how important reports are.  But in case you forgot, here are four quick reasons to refresh you:

  1. Reports prove to your auditor that you are meeting their requirements.  
  2. They help you gain an understanding of the work that was carried out.  This is especially helpful if you are a manager who cannot visit the job in person.
  3. They are written by an independent third party.  This is useful proof for your auditor because it is not you saying you have cleaned your plant; it is an independent expert who understands the food industry, HVAC and pathogens, and who has been in the field themselves.  
  4. If you have any questions (whether your own, your auditor’s or your customer’s) about the work we do, we will compile a report to answer those questions, so you don’t have to.   Examples of questions that we have been asked are:
    • How do we know there are no rodents in the ceiling?
    • How do we know there are no dead birds with maggots on the roof?
    • How do we know there is no foreign matter in the air supply ducting?
    • How do we know no insects are bypassing the filters?
    • How do we know that food safe chemicals were used in the factory?
    • Where is the proof there is a plan to regularly check that?
    • Please confirm there is no chemical or product leaking from supply or production lines
    • Prove the entrance to the factory or red line has been cleaned according to process shown preventing pathogens and bacteria from entering the factory
    • Was sanitiser used?
    • Was insecticide applied?
    • Was food safety approved insecticide used?
    • What areas were included in the clean?  
    • How often is this area cleaned because it seems to be getting a build up again already?  
    • Was food safety approved moss control applied?
    • Where was the liquid waste disposed of?  Is there documentation to show it was disposed of responsibly?


What reports can we provide you?

Some of the reports we provide are:

  • Schedules
  • Progress reports
  • Condition reports
  • Certificate of Completion
  • HVAC reports


What do these reports include?


Schedules

Schedules are a plan of work to be done.  This could be all the work that is going to be done at your plant over the next year.   Or it could show every time a routine job, like area washing, is planned over the next 6 months.  Your schedule will include planned dates, costs, and methods for this work.  

These help with your budgeting, as they show all cleaning costs over the next year.  They also prove to your auditor that you are planning cleaning maintenance in the future.  

Although this is not really a report, it links directly to our progress reports.


Progress reports

A progress report gives an update on scheduled work.  It shows actual dates, costs and maps as the work is carried out.  This helps you track progress and budget and provides proof you are keeping to your cleaning maintenance plan.


Roof cleaning progress report

A roof cleaning progress report shows how much of your roof we have washed so far.  Cleaning a massive factory or store roof can take weeks, so this report gives the purchasing team inside the office an indication of where the job is at.  

This report is generally a drone photo, or a Google Maps snip, with the entire area to be cleaned outlined, and the work done so far highlighted.  


Condition reports

A condition report is just that; a report on the condition of something, such as your HVAC system.

Condition reports record observations only.  This could be for two reasons:

  1. You want advice on something in your plant.  Our advisors will come and visit, and report on their findings, or
  2. To record a maintenance check.  This is when our technicians visit your site, but there has been minimal or no change to the area, therefore cleaning and maintenance are unnecessary.  A condition report provides proof that you are still be diligent in your maintenance, even though no labour was carried out.  This is useful to show your customers and your auditors.  


Certificate of Completion

A Certificate of Completion (COC) is a condition report that records when work has been done.  

It is proof of work done: the work you planned has been carried out.  

COCs show you the condition before cleaning, what was done, and the condition on completion.

A COC can include:

  • Date work was carried out
  • Written description of area work was done in
  • Photos of condition before and after
  • What debris or foreign matter was found
  • Any activity of interest. e.g. rust, water, insects, rodents, atypical air pressure
  • ATP results if applicable
  • Cleaning method
  • Waste disposal description
  • Chemicals used
  • Further work recommended (if needed)
  • Signature of job supervisor
  • Your purchase order number, and
  • Anything else your auditor or plant manager may need to know.  

This certificate is created and supplied within 48 hours of us completing your job.  

It is important our technicians record anything they see that is out of place, or in need of attention, because often they are visiting places that you may never go yourself.  If you work in the office or on a production line, you may not see the service tunnel, ceiling space or the roof top.   We can be your eyes and ears; therefore, we must report back to you on that.  


HVAC reports

An HVAC report is the same as a COC, but specifically for your HVAC system.  It uses more descriptive text over photos, as it is hard to show things like microscopic dirt on filters in an image.  

How can you access your reports?

All your reports will be kept in our online Presco Environmental reports portal.  

This reports portal is for plant managers and their delegated authorities to access 24/7.   Once you receive your username and password, you can log in to your reports folder securely anytime.  This saves you from:

  1. saving and storing your reports in your own database, and
  2. having to contact us every time you need an old report, plan, or certificate.  

If you are not an ongoing customer of ours, we can mail or email your reports to you.

 

One last point …

If you need something reported on that is not listed here, we always work with you to provide the exact documented evidence you require.  

Got a question about reports?  Get in touch today.