Building Warrant of Fitness (BWOF) Management

Overview

A building owner needs to renew a building's warrant of fitness (BWOF) every 12 months, signing, issuing and publicly displaying it to prove the building's life safety systems (called specified systems) have been maintained and inspected.

Although not all property types require a BWOF, Facilitease has built-in functions to allow you to track and manage your BWOF as and when required.

Key Features

• BWOF Tracking - Store and manage BWOF certificates with issue and expiry dates
• Scheduled Maintenance Linking - Flag Scheduled Maintenance Jobs as BWOF-related
• Centralized View - See and access all relevant maintenance items that impact your BWOF from inside the BWOF record
• Expiry Alerts - Track overdue BWOFs and those due within 3 months

Site Information Required

A BWOF typically has a unique CS number and requires the Legal description noted in the documentation. This information is held against the Site record:

• BWOF / SRN / CS Number - Unique identifier for the BWOF
• Legal Description - Legal land description
• Street Address - Physical address of the building

Adding a New Building Warrant of Fitness

This is created from inside the Site Record as shown in the steps below:

1. Navigate to Sites

   Select Sites, then Sites from the side menu

2. Open the Site Record

   Find and open the site that requires a BWOF

3. Click Add New BWOF

   Click the Add new BWOF button

4. Enter BWOF Issue Date

   Add the BWOF Issue date - this can be found on the BWOF Certificate

5. Enter BWOF Expiry Date

   Add the BWOF Expiry date - this can also be found on the BWOF Certificate

6. Attach BWOF Certificate

   Attach the BWOF Certificate - this is normally in a PDF format

7. Click Continue

   The BWOF is now created and linked to the site

Viewing BWOFs

There are multiple ways to view and access BWOF records in the system:

Method 1: View from Inside Site Record

From inside the Site record, scroll down to see the Current BWOF section.

1. Open Site Record

   Navigate to the site you want to view

2. Scroll to Current BWOF

   Scroll down to see the Current BWOF section at the bottom of the record

3. Click to View Details

   Click on the BWOF to see more details

Method 2: View from Site Top Ribbon

From inside the Site record, you can view all BWOF history for that site, including the current one.

1. Click BWOF History Tab

   Click on BWOF History from the top ribbon while inside the site record

2. Select BWOF

   Select the current active BWOF by clicking the BWOF you wish to open

Method 3: View All BWOFs (Side Menu)

You can view all your BWOFs in one centralized place.

1. Navigate to BWOF History

   Select Sites, then BWOF History from the side menu

2. Select BWOF

   Click on the BWOF you wish to open

BWOF Record Contents

Inside the BWOF record you will be able to see:

• Preview of BWOF Certificate - Displayed on the right-hand side
• Main Information - Issue and expiry dates, BWOF status
• Related Jobs - Any Scheduled Jobs related to this BWOF
• Site Details - Address, region, and other site information

Editing a BWOF

Follow the steps below to edit any of the current BWOF's information:

1. Click Edit Details

   Click Edit Details from inside the BWOF record

2. BWOF / SRN / CS Number

   Adjust unique reference if required. This reference is not normally changed - you should only adjust this if the current one is incorrect

3. BWOF Status

   This can remain as Active. It will become archived automatically once the next BWOF is issued

4. BWOF Issue Date

   Only adjust this if it's incorrect

5. BWOF Expiry Date

   Only adjust this if it's incorrect

6. Issued to Council

   Change if required (Yes/No)

7. BWOF Certificate

   Change attachment if required

8. Click Continue

   Click Continue once changes have been made

Linking Scheduled Jobs to BWOF

You can flag Scheduled Maintenance Jobs as BWOF-related, which links them to the site's BWOF record. This allows you to see and access all relevant maintenance items that impact your BWOF from inside the BWOF record.

Option 1: Flag When Creating a New Scheduled Job

When setting up a new Scheduled Maintenance Job, you can identify at that stage if your Scheduled Job is linked to the site's Building Warrant of Fitness:

1. Fill in Job Details

   Fill in all the details as required (Helpdesk, Category, Job Name, Service Type, etc.)

2. Select BWOF Job Tag

   In the Job Tags field, select BWOF

3. Complete Remaining Details

   Add the remainder of the job's details by going through the required tabs (Related Assets, Schedule Frequencies, etc.)

4. Click Save

   Select Save when you're done

Option 2: Flag an Existing Scheduled Job

If you have an existing Scheduled Maintenance job set up that has not yet been flagged as BWOF, follow these steps to add it:

1. Open the Scheduled Job

   Navigate to the Scheduled Maintenance Job you want to flag

2. Click Edit

   Click the Edit button from inside the Scheduled Maintenance Job

3. Add BWOF Tag

   Go down to Job Tags and add BWOF

4. Click Save

   Click Save to apply the changes

Common Specified Systems

These are typical life safety systems that may be covered by a BWOF and require regular scheduled maintenance: