POLICIES &

PROCEDURES

VOLUME:

Page: 1 of: 3 Pages

Approved:

TUI HOTELS / VP Operations

Subject:

Responsible:
Copies to:

TECHNICAL DUTY DOCUMENTS AND

RECORDS

CE

GM, Ctrl

02

2 509

Index:
Date:

2000-11-01

Replaces all documents of

previous dates

POLICY:
It is the policy of TUI HOTELS to keep, establish and maintain technical duty documents and
records for the following reasons:
a) Keeping up the technical as-built information and as-built plans.
b) Producing the base for an effective preventive maintenance plan.
c) Providing updated information on the technical assets for the owners.
d) Storing digital records and other important documents.

PROCEDURE:
This procedure establishes and enumerates all subjects of the technical duty documents. It is
the responsibility of the Chief Engineer to obtain all necessary information and
documentation. The collected information shall be recorded in spreadsheets and/or the data
entered into a specific hotel engineering software. The records require being up to date. A
copy of the records is to be kept in a safe place - away from the office area.
1. Technical Unit Inventory
The technical unit is made of different apparatuses, equipment, machines, and electrical
and mechanical controls forming a technical system unit, as for example a chiller plant,
the domestic water system, the fire alarm etc. Comprehensive system description is an
essential documentation when staring up a new system or an installation. The
documentation includes the operating instructions, single or block diagram, capacity and
performance data, parameter set points as well as the supplier and manufacturer
addresses etc.
The following data are required to be extracted from the system description and recorded
in a separate data sheet or entered into the hotel engineering software:
a)
b)
c)
d)
e)
f)
g)
h)

Model
Type
Serial number
Manufacturer date
End of guarantee period
Capacity
Parameter set points
Supplier and manufacturer addresses.

The single line or block diagram (as-built) illustrates a system. A copy of the diagram
should always be attached visibly in the area of the corresponding system. Block

Copyright TUI HOTELS

277182209.doc

POLICIES &
PROCEDURES

VOLUME:

Page: 2 of: 3 Pages

Approved:

TUI HOTELS / VP Operations

Subject:

Responsible:
Copies to:

TECHNICAL DUTY DOCUMENTS AND

RECORDS

CE

GM, Ctrl

02

2 509

Index:
Date:

2000-11-01

Replaces all documents of

previous dates

diagrams are a helpful tool for the internal training. For the electrical main distribution it is
mandatory to post the single line diagram.

2. Technical Asset Inventory

The technical assets are the individual, apparatuses, equipment, machines etc., and are
generally an item or component belonging to a unit.
The technical asset inventory is the base for an effective preventive plan, the asset
information to the owners, the depreciation information for the operator. The inventory
has to include all apparatuses, equipment, machines installation etc. also items, which
may not require periodical maintenance. The records collected in an asset inventory
shall provide all the information in case it is necessary to replace or substitute the item,
to ordering the correct spare part and also the purchase date, cost, supplier,
manufacturer etc.
The following inventory data are required to be collected and recorded in a separate data
sheet or entered into the hotel engineering software:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)

Item name
Model
Type
Serial number
Manufacturer date
End of guarantee period
Capacity
Volt / watt
Type of fuel
Supplier and manufacture addresses.

3. Key System
One important phase in the maintenance of adequate security and control in the hotel
involves the system of locks and keys. Practically all hotels utilize a series of cylinder
type locks within a master key system. Master key systems vary to some extent in
different properties, depending upon the age of the property and the original source of
hardware.
No issue without proper key identification. Each Master key or Privacy key is to be
stamped with a consecutive ID number staring with #1. Guest room keys are to be
excluded. The ID-number shall not be reused in case of a key loss.
It is wrong to consider a key as a status symbol. The key has a purely controlling
function, which allows a defined group of employees access to certain rooms, door or
containers. Smaller keys cause accordingly less damage when they are lost or stolen.

Copyright TUI HOTELS

277182209.doc

POLICIES &
PROCEDURES

VOLUME:

Page: 3 of: 3 Pages

Approved:

TUI HOTELS / VP Operations

Subject:

TECHNICAL DUTY DOCUMENTS AND

RECORDS

Responsible:
Copies to:

CE

GM, Ctrl

02

2 509

Index:
Date:

2000-11-01

Replaces all documents of

previous dates

Each locking unit has its hot keys, which require particular attention. This high-ranked
key should not be taken out of the building but should be kept in special repositories.
The chief engineer is in charge of the entire key control system and is responsible for all
locks and keys on the premises without exception. He personally must maintain security
for the system. All information about key holders (personnel, deposits, rings), location of
the keys, types of cylinders in objects, doors, movables etc. have to be maintained and
available at all times. All changes have to be recorded efficiently, clearly and reliably.
A change of the key administrator often means the end of an individual administration.
Therefore the key management should be administrated with the help of designed
software.
4. Drawings
In a running operation not much attention is given to drawings. Only when blue print
information is needed they gain a meaning. Often the information is not at hand,
because a drawing list is not available. The drawings are often not checked for
completeness and correctness. Many times it is observed, that drawings with different
content are bearing the same number, or are even issued without an ID. This, because
various companies were involved in an equal-type trade. Therefore it is imperative to list
all them, after having check each drawings for its content. The listed drawings are to
sorted according trade groups and subject E.g. electrical (EL-LT / EL-LC / EL-Fire
etc.), mechanical (Mech-PL / Mech-AC etc.), architectural (Arch-Layout / Arch-Interior
etc.) and then each drawing to be marked with an ongoing, internal drawing number.
The site plan is one of the most important drawings for hotels built on a large landscape
area. A layout shall be available showing all building and property lines. The scale shall
be 1:500. The routing of the imbedded networks of the various systems shall be
indicated on separate drawings. It is advisable to make this information available on
CAD.
Requests to obtain drawings or as built plans of the hotel must have the approval of the
General Manager. Unless drawings are being copied, they must not be given out to
anyone.
5. Storing of Data and Files
A fire proof safe should be available in the engineers office for the storing of digital
records and other important documents, as-built plans.

Copyright TUI HOTELS

277182209.doc