Planned Preventative Maintenance RAMS Guide for UK Contractors

Key Topics in a PPM RAMS

Task-specific versus generic PPM plans

PPM contracts often use generic RAMS covering a maintenance category (e.g. HVAC servicing) rather than a bespoke document for each individual task. This is acceptable where the generic RAMS genuinely covers the hazard profile of every task within the category. However, if a specific PPM task involves hazards not covered by the generic plan — such as confined space entry for a pump chamber, high-voltage isolation for a transformer, or asbestos-adjacent working — a task-specific RAMS or a supplementary risk assessment is required before that task proceeds. The maintenance contract should specify when generic RAMS are sufficient and when task-specific documents are required.

Isolation and lock-off (LOTO)

PPM tasks on mechanical and electrical plant require full isolation and lock-off before any intrusive work. The isolation procedure must identify all energy sources (electrical, pneumatic, hydraulic, gravitational, thermal), the isolation method for each, and confirmation that isolation is complete before work starts. Multi-lock hasp systems should be used where more than one engineer works on the same isolation point. The RAMS must confirm that operatives hold the competence to isolate the system type — electrical isolation on high-voltage systems requires an authorised person under IET Guidance Note 3.

Lone working controls

PPM engineers often work alone in plant rooms, roof plant areas, or unoccupied areas of commercial buildings. The RAMS must identify lone working risks (medical emergency, trip or fall with no one to raise the alarm, access to confined or restricted spaces), describe the lone worker check-in procedure, and identify the escalation contact if check-in is missed. Building management must be informed of lone working visits, and the engineer must carry a means of raising the alarm — lone worker device, mobile phone signal confirmed, or colleague check-in procedure.

Unexpected findings and escalation

PPM visits frequently uncover defects, leaks, or hazardous conditions not anticipated when the RAMS was written — a failed containment bund, a previously unknown ACM label, a refrigerant leak in a plant room. The RAMS must describe the stop-work and escalation procedure: work ceases, the building manager or facilities helpdesk is notified, the finding is recorded, and a revised risk assessment is agreed before further work. Operatives must understand that discovering a hazard does not require them to manage it without appropriate support and resources.