Hazards User Manual
Contents
1. EL M dida Asbestos MDHS 100 Samolets x D Properly Register Plani Regeber Wares 3 F Acheson Mons fon nn l Saree f y ia iniiai Domy Seige JBA Prope Seinen Hew dism Indie Camhomer Banier Samph Fiegeed Bulking EI Tace cer larem ac 5 cl Takasa Derna ich 31 darephi Seconcay 2i lyan Geodesy So 1224 Dikken Seconda Kikoy Lenus Cerite 123 amp Eoinn Seconda ASE St Mae Schop Partdsnds High Soho 5 Bv JBA Property 5 erac es J 2d Ti in A2004 Irielasore meae dBA Property ecce fcx 17706 20M h Sarve 5 07 zx JEA Property Sevice SAR FLED 12204 Enma Sunveyan pc isa eH i M ee tre m m a a 2 E a ar 5 E Condition Surveg S uitahility Sanap In sulliciemeu DAA 5 urenu 8 Lr Insbraetion s 5 a Finances 5 9 Hientilied Wak D Piepeet Management 3 Contract Regketes B Estate Management 5 7 Document Register x 0 Lelie Regii TI Analesiz Coder t 8 amp gb esas MEE TOC san pec Dipl ieee Do araa lfoWeD S 13 43 Figure 4 3 2 4 3 4 Editing a Sample To edit a sample select the Samples tab from the Hazard form amend the data and Save the form Alternatively select the Samples folder from the list view Highlight the action form the list in the right pane and select Edit from the context sensitive menu 4 4 Risk Assessments 4 4 1 Introduction Once a sample has been taken a Risk Assessment may2. 2 2 Survey Items Tab The Survey Items tab lists and hazards recorded against the surveys see figure 3 2 3 Section 4 of this manual details how to do this The Technology Forge 2006 Page 5 of 33 Hazards User Manual thetechnologyforge Hazard Survey New Location EB 08 1 Tadcaster Grammar School Black C Hazard ID HA200096 Ceiling Tie Tadcaster G Block C 5 Acom Q5 Hazard Confirm H z0c037 TEST Tadcaster G Block C Presumed 4 New Edit Delete Delete Status Histor Technical Repon Figure 3 2 3 3 2 3 No Access Tab Any rooms or sections of a room can be recorded and will be displayed on the No Access tab figure 3 2 4 Section 5 of this manual gives more details Hazard Survey New Location EB 08 1 Tadcaster Grammar School Black C Inacasssibia Couldnt get access bo ceiling void Areas Room 04 IL was locked New Edit Delete Delete Status Histor Technical Repon Figure 3 2 4 The Technology Forge 2006 Page 6 of 33 Hazards User Manual thetechnologyforge 3 2 4 No Hazard Tab Finally the No Hazard tab figure 3 2 5 lists any rooms where it is certain that a hazard does not exist see section 6 for more details c Hazard Survey New Location EB 08 1 Tadcaster Grammar School Block C Molhing untoward in here New Edit Delete Delete Status History Technical Repar Figure 3
3. be required to assess the degree of risk of the hazard The Material Assessment section of the form allows you to identify the high risk materials And the Priority Assessment identifies the management priority determined by the extent of the damage and the activities of the location The Technology Forge 2006 Page 18 of 33 Hazards User Manual thetechnologyforge 4 4 2 Adding a Risk Assessment Once a sample has been taken a risk assessment may be required To add a risk assessment select the New button on the Risk Assessment tab of the Hazard form This will load the Risk Assessment form figure 4 4 1 Risk Assessment Risk Assessment Ma Mim 7 Cornoleted Assessed On 20 09 2005 Sssersed By External Surveyors plc ma Overall Assessment aa Categew A Risk High Range 15 9999 Commerts Assessment Actions Material Assessment Category Sub Category Risk Comments Product Type 0 AlB mil boards other low density insulz Medium Material T cal 3 File Assessment Sub Category Comments Soore Location Figure 4 4 1 The Risk Assessment No will be automatically populated but may be amended This is a mandatory field Enter the Assessed On date Assessed By and Comments fields if desired The Form must then be saved in order to activate the Assessment and Actions tabs Complete the assessments as necessary For each Category choose the related Sub Category from the drop down men
4. data and the managing of user permissions and system security The Technology Forge 2006 Page 1 of 33 Hazards User Manual thetechnologyforge 2 Introduction to the Hazards Module The Hazards module is designed to accommodate a collection of registers defined by a particular hazard The most common use of our hazard register is for tracking and recording the presence of Asbestos Containing Materials ACM s This has been developed in conjunction with the recommendations of MDHS 100 correct at time of print 2002 Other hazard types can be set up by the systems administrator e g confined space IT equipment For the purposes of this manual we will use the asbestos register as an example and show example data from MDHS 100 Before using the Hazards module it is a pre requisite that you are familiar with the standard features of tf facility An outline of interface rules and system functions can be found under the Introduction to tf facility section of the Asset Management Manual The module requires that the property register contain data so a hazard can be associated with a particular building or space The module enables you to record monitor and maintain hazards associated with properties or assets Hazard Surveys are performed at Block level Any hazards detected or presumed are recorded during the survey Sample Action Risk Assessment and Inspection details can be documented against a hazard It is also possible to record ins
5. tf facility screen Hazard Survey Status Hazard Survey Mew Status A New Changed At 20709 2005 12 30 Reason C Description 06 09 2005 12 20 Status set to Mew System Manager 06 09 2005 11 51 Status set to Complete System Manager 06 09 2005 11 51 Status set to DA please check System Manager a 06 09 2005 11 25 Room 05 Room 05 removed from Ho Ac System Manager a 06 09 2005 11 25 Room 05 Room 05 added to No Access System Manager t4 06 09 2005 00 00 Action Required System Manager a 0609 2005 11 21 Room 01 Room 01 added to No Hazard System Manager A 06 09 2005 11 20 Room 4 Room 04 added to Mo Access System Manager A 06 09 2005 11 15 Status set to New System Manager 5s Add Mate Details Reminders only Figure 3 6 1 The Technology Forge 2006 Page 10 of 33 Hazards User Manual thetechnologyforge 4 Hazards 4 1 Introduction The Hazard form is used to record the details and location of any presumed or known ACM s in a block or room The form also enables you to input and analyse associated sampling identification assessments and quality control checks Technical reports can also be created to present the results of the recorded hazard The report uses the most current data from the form 4 2 Adding a new Hazard To add a hazard select the New button on the Survey Items tab of the Hazard Survey form This will activate the Hazard Form figure 4 2 1 Enter a De
6. the field This is a mandatory field Enter any Comments if necessary Save then Close the form The record will be displayed on the list on the No Hazard tab of the Hazard Survey form The Technology Forge 2006 Page 28 of 33 Hazards User Manual thetechnologyforge Reports 7 1 Technical Reports A technical report can be produced for all hazards with a sample recorded The report shows the current sample details along with any Analysis Risk Assessment current only or Action details that have been recorded The report will also display a document if it is a picture file that is set as default for the hazard see section 4 2 Adding a New Hazard To produce a report highlight the hazard from the Register category of the Hazards module Right click the mouse and select Technical Report from the context sensitive menu You then have the option of printing or previewing the selection To produce a report of all hazards with a sample click on the All button of the Register category to display all the hazard records Highlight the first record then hold down the shift key and scroll down and click the last record All the records will be highlighted Right click the mouse and select Technical Report The resulting report will show all hazard records that have a sample recorded against them 7 2 System Reports There are a number of System Reports for the hazard module These can be accessed in the usual way via the Reports menu on the
7. 2 5 3 2 5 User Defined Tab The User Defined tab is designed so that the system administrator can define fields The options available for customising are look up fields drop down menus text fields and check boxes 3 2 6 History Tab The History tab fig 3 2 6 records when the survey is amended For example when the date and time that the survey record was created It also records when No Access or No Hazard records are added or removed and for which room This enables rooms to be audited e g if a room once had no access but now a Hazard has been recorded against it this will be detectable on the History tab The Technology Forge 2006 Page 7 of 33 Hazards User Manual thetechnologyforge Hazard Survey New Location EB 08 1 Tadcaster Grammar School Black C 06 09 2005 12 20 Status set to Hew System Manager 06052005 11 51 Status set ta Complete System Manager T 06032005 11 51 Staus set to DA please check System Manager 4 D608 2005 11 25 Room 08 Room 5 removed tron No Access Ist System Manager A 06 09 2005 11 26 Room 08 Haom 05 added to No Access list System Manager 3 05 08 2005 00 00 Acton Required System Manager A 06 09 2005 11 21 Room 1 Raom 1 added ta No Hazard lis System Manager A 06 09 2005 11 20 Floom 04 Room 04 added to No Access list System Manager B 06 09 2005 11 15 Status setto New System Manager 4 Catails Add Mota Reminders ory Delete Status Histor Technical Repo
8. 3 Hazards User Manual thetechnologyforge 4 6 Inspections 4 6 1 Introduction It is advisable that quality control checks are performed on work in progress at regular intervals The software enables you to choose the frequency of the inspections and enables you to enter comments on each inspection The inspections will be displayed in a list on the Inspections tab of the Hazard form which will also display the date of when the next inspection is required 4 6 2 Adding an Inspection Click on the Inspections tab on the Hazard form to enter details of an inspection Enter the number of times an inspection should take place in the Frequency field and select whether it should be weekly monthly or yearly Operate the Add button and the Hazard Inspection form will be loaded figure 4 6 1 Choose a Surveyor via the ellipsis button and enter the Date of the Inspection These are mandatory field Add any Comments if necessary Hazard Inspection Surveyor External Surveyors plc F Date 20 09 2005 Comments Hazard Inspected and na change reported Delete Figure 4 6 1 Click the Save and Close Buttons to exit the form and return to the Inspections tab The inspection will be displayed in the list see figure 4 6 2 and the date of the Next Inspection based on the date of the inspection and the frequency will be displayed in the top half of the Hazard form Note if an Inspection date is overdue the hazard will appear red
9. Introduction A sample of the hazard can be collected and recorded on the Sample tab of the Hazard form Each sample should be labelled and given an Identification number which can also be inputted on the form Once a sample has been taken details of the analysis of the sample can also be recorded on the Sample form 4 3 2 Adding a Sample To add sample details to a Hazard click on the Sample tab of the Hazard form see figure 4 3 1 The Technology Forge 2006 Page 16 of 33 Hazards User Manual thetechnologyforge Hazard Asbestos MDHS100 HAZ00096 Presumed Description Ceiling Tile Position jon the ceiling north west corner ID 104 ID Label Attached Next Inspection 06 03 2006 Risk Assessment Nes Last Updated 20 09 2005 Sample Required Taken S ample ID 003 Origin of Sample amall corner of tile Sampled Orr 06 09 2005 Sampled By JB Property Services z Analysed Un Analysed By Analysis Asbestos Type M Hazard not detected Delete Status Hishory Technical Report Close Figure 4 3 1 Select an option from the Sample Required drop down Yes No Taken This is mandatory and is defaulted to No until it is amended Enter the Sample ID Origin of Sample and Sampled On date if desired The Sampled By field will be automatically populated only if a Sampler has been selected on the Hazard Survey form If not select a sampler via the ellipsis button to the
10. OO Repi HAZUDOSE Ts anter uar Scho C Elok C 5 Roon IX d hy Fagista Pacton Enaps peN Hazas Parkland High School A E kA a13 Claes 3 TE Analysis Codes T cox Endis HOO 3 Pahleniga High School amp Black 513 Disian 3 B Contacts A Uac lt i3 Arbiter HTH Aioni Dered kD graan aii 12 38 Figure 4 5 3 This folder lists every action recorded against every hazard Use the Detail drop down menu on the toolbar at the top of the screen to view more columns To sort by a particular column click on the column header e g Action ID 4 5 4 Editing an Action To edit an action select the Actions tab from the Hazard form Highlight the action and select the Edit button This will activate the Hazard Action form Alternatively select the Actions folder from the list view Highlight the action form the list in the right pane and select Edit from the context sensitive menu When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 4 5 5 Deleting an Action To delete an action highlight the action from the list on the Actions tab of the Hazard form Select the Delete button and a message will ask you to confirm your deletion Alternatively select the Actions folder from the list view Highlight the action in the right pane right click the mouse and select Delete from the context sensitive menu The Technology Forge 2006 Page 24 of 3
11. TION esseen 6 2 Adding a No Access Record 7 FRG DOVE S e 7 1 Technica REPON Scanere a vasa m iive ds 7 2 System Reports eeeeeeeeeeeee nene The Technology Forge 2006 Hazards User Manual thetechnologyforge Page 2 of 33 thetechnologyforge 1 tf facility Background tf facility is a premises register that contains detailed information on entities such as sites buildings blocks and spaces This data can be fully integrated with other modules such as Suitability Sufficiency DAA Disability Access Audit and Hazards amongst others There is also the capability to link documents and drawings including linking CAD drawings to import data in to the system tf facility enables you to easily manage the information entered it provides full reporting and analysis and automates and facilitates the tasks involved in managing a variety of establishments tf facility has been developed to conform to DfES requirements and therefore a number of standard outputs have been developed which will streamline the production of electronic data exchange The system also makes extensive use of Microsoft products such as Word and Excel to output data quickly and easily We therefore recommend that you ensure that these products are available on your system Some tasks are considered to be the responsibility of the System Administrator these include the setting up of look up
12. a Hazard highlight the hazard from the Survey Items tab on the Hazard Survey form Select the Edit button This will activate the Hazard form Alternatively select the Register folder from the list view on the main tf facility screen This will list all the hazards that have been recorded Highlight a Hazard from the right pane right click the mouse and select Edit from the context sensitive menu When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 4 2 8 Deleting a Hazard To delete a hazard highlight the Hazard from the Survey Items tab on the Hazard Survey form Select the Delete button This will activate the Hazard form A message will ask you to confirm your deletion The Technology Forge 2006 Page 15 of 33 Hazards User Manual thetechnologyforge Alternatively select the item from the Register folder on the list view Right click the mouse and select Delete from the context sensitive menu Note Any records associated with the hazard e g samples or inspections will also be deleted b ash e Hint A Hazard can also be added via the Register folder This may be useful for recording independent hazards when a survey is not required Select the Register folder from the hazard type on the tree on the main screen In the right pane right click the mouse and select new from the context sensitive menu 4 3 Samples 4 3 1
13. azard recorded against the Survey Type On this list view use the Details drop down on the toolbar at the top of the screen to view additional columns To sort by a particular column click on the column header e g location El facility Harard Se Mite Report few Took Help we o ddauexq E fi FE E eet Lom g Asbestos DHS 100 Hazardis record s 1 to 33 BRE RB OABAAS A 4 Plant Fiegketer Status Buiting Block Room 3 F Hardt E Hizi F namg Shore Posasred Tekade Benny 5 Block AT 2b Ulas 2E etes MOH S100 Sha Hazoee Ceret Products Hacwd Mo Detected Sidoine Seceda Blacks A Boe UA Hazia Terties Besun Juss Sanday Block 1 Ema Da Sa Hazori Papi Hated Fiens ad i Manz School Bloch A AS Lye d is F Hamri Hiboswd Presumed SI Meje Soho Black amp ATE durmiu g ed aps H zDX3 Frio Products Puerum 3bdnreph Sepre Block iT Hyma mem Hero Low si reealation Frepuni A End Seconda Black 3a Dining J Acton Heroes Spisyed ceting messuna S Michess Seooncs Block a taret I Haz px Spad Doer Hard Leonem Wanian ita Bist 37 WBC 5 ff Help Desk Heroes Wei azaid lar Pherumas arg dod Bizi amp 3i Planned Kaintamaresu dg Hazira Hew hererd iem Presumed Gimucesker Seconds Block 4 D Condition Sun veg By Heroes Hew hazard ben Feru Jibwn Secondary S Bloch A 4 Suilability Sanep iHe ovd New hezed item kx Engg messuna Sugg Ssoondsy Soh Black A AU Sie Sulliciemey B Hizm Hew aberia cam Prepared Eiewst
14. e field will be populated by today s date but may be changed Select a Material and Sub Type from the drop down menu and enter any notes in the Comments text box These fields are optional 4 2 2 The Documents Tab A document e g a photograph can be linked to the hazard by clicking on the New Link button on the Documents tab This will load the Linked Documents form figure 4 2 2 Linked Documents Description Document Type Document Date Details User Defined Document ID 1 EE Document ID2 Sie Creation Date ee Next Review D ate SE Physical Location D f Document Path ee aim CFodePak oo EY Motes Kep Words Figure 4 2 2 Enter a Description and select a Document Type from the drop down menu These are mandatory fields The Document Date field will be populated with today s date when the form is saved if a date is not entered All the fields on the Details and User Defined tabs are optional To link a document search for the Document Path in the system via the ellipsis button To view the document either double click on the document or press the View button The Technology Forge 2006 Page 12 of 33 Hazards User Manual thetechnologyforge When linking a document to a hazard it is possible to specify a default document Highlight the correct document and click the Set As Default button If the document is a picture file it will appear on any Technical Reports produced regarding the hazard See s
15. ection 7 of this manual for more on Technical Reports 4 2 3 User Defined Tab The User Defined tab is designed so that the system administrator can define fields The options available for customising are look up fields drop down menus text fields and check boxes 4 2 4 History Tab The History tab provides an event log of the hazard for example status changes and any notes associated with the hazard see figure 4 2 3 To view all the information for an event highlight the event and click the Details button To enter any additional information click on the Add Note button Enter the details in the text box and Save then Close the form Hazard Asbestos MDHS100 HAZ00098 Presumed Description IThemallnsualin 00 Position Urderside of Reof 0000000000000000 ID H24 ViDLabelANached Next Inspection Rick Assessment Category A Risk High Range 15 9989 Lest Updated 20 08 2005 E vent Time ipti Who 4 20 09 2005 12 23 Risk Assessment HAZ00098 001 Created System Manager 20 09 2005 12 33 Statue set to Presumecd Suchen Manager A 20 08 2005 12 33 Created Suchen Manager 4 Details Add Hote Reminders ory Delete Status Histor Technical Report Sayi Close Figure 4 2 3 The Technology Forge 2006 Page 13 of 33 Hazards User Manual thetechnologyforge 4 2 5 The Hazard Register The Register folder on the main tf facility screen see figure 4 2 4 displays every h
16. essment the current assessment select the Assessment tab on the Hazard form Highlight the Risk Assessment from the list and select the Set Current button The current risk assessment will be in bold on the list Note The last recorded assessment will be automatically set to the current risk assessment 4 4 5 Adding an Action to a Risk Assessment An action can be added to a risk assessment by selecting the Actions tab on the Risk Assessment form see figure 4 4 1 Section 4 5 of this manual explains how to do this Any actions recorded against a risk assessment will also be displayed on the Actions tab of the Hazard form see figure 4 5 1 4 4 6 Editing a Risk Assessment To edit a risk assessment select the Risk Assessment tab from the Hazard form Highlight the risk assessment and select the Edit button This will activate the Risk Assessment form When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 4 4 7 Deleting a Risk Assessment Highlight the Risk Assessment from the list on the Hazard form Select the Delete button and a message will ask you to confirm your deletion The Technology Forge 2006 Page 21 of 33 Hazards User Manual thetechnologyforge 4 5 Actions 4 5 1 Introduction Actions can be created as measures that can be taken to combat the hazard An action may be added on the Actions tab of the Risk Assessment f
17. h Eosi Fav Bieb A Rym 3 DAA Survey Hero Aberia Mil Pharunmad Springs Secon Bloch A 4 P Ineebrusctiicans f Hizme Desscriclior Presumed Five Laret Schaal Black H E Finance E Hazon Hen hazard ben Piaruvid Si Manz School Black amp H a identilied Waik usos ba Scie Presumed 5t Mapo School Block amp ATE luran H Puopect Managemen S Haze Deren Penmai FisidHead Seconda Bixka g Canlact Hegister Haime Decuctioe Haza Not Dwteted Field HeadSecond Bloch i Hansen i KMAZUXES Derision Presume Celi loe Block 8 a i liiy ogee f Hec cen Hazard ban Het Singh Prazumad Seles Secevday Se Bloch A i E Analysis Codes Hawi Hew hezerd ten Hazard Mot Deleaed Kirkby Leie Cede Black amp 3 B Contacts D Hizme nay hard der Resuma Wonder Hsen Black amp 43 Compo R Uson da neces HAzOOCAS Prepared hilero Law Likes 1 Toles Hames Eurpsct not iis eru Batic igh Echos Block amp AT Lenk E HeS00E6 Cales The Hated Centrai Tadcaster GrnmarS Blh 5 Roga l Ff Hazme TEST Presumed Tadcaster GremmarS Block C g Hiz 00s Thema Ingleton Rese Pekla High Schoo Block amp 13 Olsa Heroes pij Prepaid FaklanciHga Schoo Bloch A ANG Codd Li 30 Arbiter MDHSL00 HA CE Dg p anie Lee ID Sand lan onfaoos lise Figure 4 2 4 The Technology Forge 2006 Hazards User Manual Page 14 of 33 thetechnologyforge 4 2 6 Changing a Hazards Status When a hazard is recorded the Status of the
18. hazard will be automatically set to Presumed shown at the top right of the Hazard form see figure 4 2 1 The Status can be changed by selecting the Status History button This will activate the Hazard Status form figure 4 2 5 Change the status via the drop down menu on the new status field Click OK and the status at the top of the Hazard form will be updated The Status can also be changed automatically by selecting either Hazard Confirmed or Hazard Not Detected on the Samples tab see section 4 3 or by confirming an Asbestos Type on a Risk Assessment see section 4 4 Hazard Status Hazard Register Mew Status HS1 Presumed as Changed At 20709 2005 12 41 Reason SEE eee Description A 20 09 2005 12 41 Status set to Presumed System Manager A 20 09 2005 12 41 Status set to Hazard Not Detected System Manager 20 09 2005 12 41 Status set to Presumed System Manager A 06 09 2005 12 16 Status set to Hazard Confirmed System Manager 1 06 09 2005 11 44 Action ACTOOOS1 Created System Manager i 06 09 2005 11 43 Acton ACTOOOSO Created System Manager 06 09 2005 11 38 Status set to Presumed System Manager 06 09 2005 11 38 Status set to Hazard Confirmed System Manager e 06 09 2005 11 32 Risk Assessment HAAOO096 001 Created System Manager A 06 09 2005 11 31 Sampled an 06 09 2005 System Manager lll Add Mate Details Reminders only Figure 4 2 5 4 2 7 Editing a Hazard To edit
19. he Register folder on the tree structure contains a complete list of all the Hazards recorded against the Survey Type while the Actions folder shows every Action recorded i Hint The first one hundred records are displayed on the list views Register and Actions folders in the right hand pane of the screen When this is exceeded More and All buttons will be apparent at the top right of the pane Use these buttons to view any additional records The Technology Forge 2006 Page 3 of 33 Hazards User Manual thetechnologyforge 3 Hazard Surveys 3 1 Introduction Hazard Surveys are performed at Block level When created a Hazard Survey form holds all survey details and hazard items recorded during the survey 3 2 Creating a Hazard Survey Select the Hazard Type by operating the plus button to the left of the Hazard module on the property Tree Select the Surveys folder via the plus button for the hazard type e g asbestos Highlight the A New status level then with the mouse in the right pane right click the mouse and select New from the context sensitive menu see figure 3 2 1 Bie Etar Reports Te Help iS ear d m E E Kr leas tt Asbestos MOHS100 Sure E sip D Properly Register si e zo Harmi Abaro MDA S101 Fi Woodend a a 1 am Fz Toen Hall Man Block T2005 Urbes en Hew Wa issus Br D BD Complies l Regra Gl irte L sam 5 B Condition Survey E CENE 5 uitahility Sa
20. in the list view on the Inspections tab of the Hazards form The Technology Forge 2006 Page 25 of 33 Hazards User Manual thetechnologyforge Hazard Asbestos MDHS100 HAZO0OO098 Presumed Description Thermal Insulation Position u nderside of Roof ID 1234 V ID LabelAttached Nest Inspection 20 09 2005 Risk Assessment Categoy B Risk Medium Range 10 14 Last Updated 20 09 2005 Detailz Documents Sample Assessment Actions Inspections User Defined History Frequency NE Meam o Date Surveyor Comments oS O 20 09 2005 Extemal Surveyors plc Hazard Inspected and no change reported Delete Status Hishory Technical Report Save Close Figure 4 6 2 4 6 3 Editing an Inspection To edit an Inspection select the Inspections tab from the Hazard form Highlight the relevant Inspection and select the Edit button This will activate the Hazard Inspection form When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 4 6 4 Deleting an Inspection To delete an Inspection highlight the inspection from the list on the Inspections tab of the Hazard form Select the Delete button and a message will ask you to confirm your deletion The Technology Forge 2006 Page 26 of 33 Hazards User Manual thetechnologyforge 5 No Access 5 1 Introduction It may be useful to record rooms whe
21. ncep EX T I Eu ie iret foe le be 5 45 DAA Survey x 5 2 Identilled work Sar oo Mendel IB Estate Management Document Register s 2 sberos MOW ureyi Cited A E a E r qd Figure 3 2 1 Using the plus buttons select a Block from the tree on the Select Block form via the plus buttons and click OK This will activate the Hazard Survey form see figure 3 2 2 Note Use the Search field at the bottom of the form by entering your criteria and selecting the ellipsis button The Technology Forge 2006 Page 4 of 33 Hazards User Manual thetechnologyforge Hazard Survey New Location 02548 Town Hall Main Block Survey Ref Client Hal He Survey Type Surveyor amp ampler Survey D aber Comments Hon Hazard Comments Inispactian Comments Delete Status Histary Figure 3 2 2 3 2 1 Details Tab On the Details tab enter the Survey Ref This field is auto populated with NEW when a new hazard survey is created Each survey must have a unique survey ref and is a mandatory field Enter a Client Ref No this is optional Choose a Survey Type from the drop down list This is also a mandatory field Select a Surveyor via the ellipsis button This is a mandatory field Select a Sampler if desired The Survey Date will be automatically populated with today s date This can be changed to another date Enter any notes in the Comments Non Hazard Comments or Inspection Comments text boxes 3
22. o amp Binzk A 48 Lone F Da idl fiscTONE43 fame HAZOCTT AEST Si aye S chon Bloch A A15 dudal PE ACTOONG Endxe HAZUOOT3 Stlaemph Seconda Schon Elok A AT Halusy do AS ALTO E Demu dehbi HAZIA Doers End Secsondsy Sched amp EBinck A ae Org GI adire i FACTO Encapsuaripac HAZOOUTS SiMchwt Seconda Schod 4 Block ACTOON amp Enapres pst Kea huey Sone Einck Samet farms Entapsuge psy HAZODETS TZM beaee sien Seconds Hlk A 5 ff Help Desk AC TOU Encap uaoe pacr HAZODEOT3 1234 Diham Seconda Sch amp Black A 3 7 Planned Klaindamarera ACTON Encepsuem psc HAZODOBO TZM Bngg Secondsy Schon Plrk A T BRis 3i 93 Condition Suves ALTOS Pan HAZOQC BA ASST SUP aye Schoo A Block A Builahilily Sanep AC TODO 3 Enolons HAC EG A557 StH aye Schon Ek 615 Juri i E Gufficiemcy farra EntapsumeA psy Hake Feli Hasi Secum Sete plok a DAA Survey AL TU Marian and updat HAZIA 1234 Bolm Seconda Schod Elod A 315 P Incebractions ACTOIIGE Fams HUCPODO RT Kis Lenis Corite amp Flok 4 2 Finance facto Encagsuatedpart HAZIO0S2 wiredend Huream Blek A a3 Campus 4 Identified Watt AACTOOWA Ensaprustsjpant HAZODOSG Minion Lane A Ledas 1 Toilets 4 0 Puopect Management fjarromxs Ensansvaeipeye HAZI Pakkende High School Elak ATT Lyra a f Lanbiact Register Actoni Find accessko HAZODDSG T mec atte Grammar E chad C Black C E Acon E n Omas USER JACT
23. orm or on the Actions tab of the Hazards form figure 4 5 1 Hazard Asbestos MDHS100 HAZ00098 Presumed Description Thermal Insulation 0 Position Underside of Roof ID 1234 A D Label Attached Nest Inspection Risk Assessment Categoy B Risk Medium Range 10 14 Last Updated 20 08 2005 Detailz Documenta Sample Assessment Actions Inspections User Defined History Action ID Target Date Actual D ate Completed ACTUUD32 Encapeulate Routine 20 09 2005 l Edit Delete Delete Status Hishory Technical Report Close Figure 4 5 1 The Technology Forge 2006 Page 22 of 33 Hazards User Manual thetechnologyforge 4 5 2 Adding an Action To enter an action select the Action tab on the Hazard form and click on the New button This will load the Hazard Action form see figure 4 5 2 The Upper Location and Location fields will be automatically populated Select an Action from the drop down menu and enter the Target Date These are both mandatory fields 4 Hazard Action ACTOO032 Upper Location Parklands High School Block A 0 Location amp l3 Dlassmom 000000000 Action 03 Encapsulate paint or teal Target Date 20 09 2005 Price Bard 3 ver 1OD ew Cost 100 00 Priority 02 Routine o r Responsible Party 0000000000000 Action Owner System Manager Completed E Actual Date Comments Delete Save Clo
24. re access could not be gained Rooms were access is prohibited can be added via the No Access tab on the Hazard Survey form previously shown in figure 3 2 4 5 2 Adding a No Access Record On the No Access tab of the Hazard Survey form select the New button This will activate the No Access form figure 5 2 1 No Access Location EB 09 01 Parklands High School Block A Poor 413 Classroom E Comments Room Locked ET Figure 5 2 1 Select a Room via the ellipsis button to the right of the field This is a mandatory field Enter any Comments if necessary Save then Close the form The record will be displayed on the list on the No Access tab Enter any specific areas within rooms that were not accessible in the Inaccessible Areas text box on the No Access tab of the Hazard Survey form The Technology Forge 2006 Page 27 of 33 Hazards User Manual thetechnologyforge 6 No Hazard 6 1 Introduction If it is ascertained that a room does not contain any hazards asbestos the rooms can be recorded via the No Hazard tab on the Hazard Survey form previously shown in figure 3 2 5 6 2 Adding a No Access Record On the No Hazard tab of the Hazard Survey form select the New button This will activate the No Hazard form figure 6 2 1 Mo Hazard Location EB 09 01 Parklands High School Block 4 Room 13 Classroom Comments ET Figure 6 2 1 Select a Room via the ellipsis button to the right of
25. right of the field All these fields are optional Once a sample has been analysed the Analysed On date and Analysed By field can be selected Again these fields are optional Enter any details on the Analysis in the text box available An Asbestos Type can be selected from the drop down menu Once this has been selected the Hazard Confirmed checkbox will be available By ticking the hazard as Hazard Confirmed or Hazard not detected this will automatically update the status of the Hazard item The Asbestos Type field will also be automatically populated if an Asbestos Type has been recorded as part of the Risk Assessment see section 4 4 If an Asbestos Type is entered and the Hazard Confirmed checkbox is not ticked a message will ask if the status should be updated once the Save button is pressed You have changed Asbestos Type Do vou want bo set the status to confirmed The Technology Forge 2006 Page 17 of 33 Hazards User Manual thetechnologyforge Once details have been added to the tab Select the Save button 4 3 3 Samples Folder This folder lists every sample recorded against every hazard fig 4 3 2 Use the Detail drop down menu on the toolbar at the top of the screen to view more columns The samples can be edited from this folder see below To sort by a particular column click on the column header e g Action ID E facility Harards Bie Biter Reports ties Took Hep iw ea FES SEES mNEDMCIEDIZIEGEI
26. rt Figure 3 2 6 3 3 Creating Multiple Surveys To create multiple surveys select New to open the Select Block form as explained in section 3 2 Use the plus buttons to expand the levels to see the blocks for the properties that the surveys are to be created for Then while holding down the Ctrl key on the keyboard use the mouse to select each block Figure 3 3 1 shows an example of multi selected blocks Click OK to create the surveys A message will confirm how many surveys have been created All surveys created in a batch will have the Survey Ref New However these will need to be changed to a unique number once data is added to the survey Select Block al Property Register H CC Community Centre 14 TI CH Childers Home n T cu Commercial TM FE College TAT LIB Leisure t Libraries Fe Ts MUS Museums MUS 01 Woodend Museum Site Shad MUS OL0 Woodend Museum Hd i Block A Hdl i Block B Hed C Black C Hed p Black D Hed Z Block 2 He H Nursery HUR Secondary Education EB 01 St Marys School Site dlls E8 01 01 St Mays School Block A Block B Block C Boch DI 5 t Block E Ex Ti Playground Fa Block 2 FR n2 Grrl Site Search aial Figure 3 3 1 The Technology Forge 2006 Page 8 of 33 Hazards User Manual thetechnologyforge 3 4 Technical Report On the Hazard Survey form there is the facility to produce a technical report for all the Hazards recorded as part of the survey To activa
27. scription if necessary This field is an optional field Click on the Save button This will generate a unique Hazard ID at the top left of the form The number sequence is set up by the systems administrator Enter the Position of the hazard and an ID if desired and tick the ID Label Attached check box if necessary Hazard Asbestos MDHS100 HAZ00098 Presumed Desciiption Thermal Insulation 0 Pasition Urdewide feof 0 ID 24 MA ID Label ttached Next Inspection Risk Assessment Categoy A Risk High Range 15 3989 Lest Updated 20 08 2005 Upper Location Farklands High School Black amp Location A13 Classioom l Plart Fe ldertified Ey Extemal Surveyors pe Identified Date 20705 2005 Material i E SubType FT uantily 0 00 f Mone 7 Comments Po Delete Status Histor Technical Report Save Close Figure 4 2 1 The Technology Forge 2006 Page 11 of 33 Hazards User Manual thetechnologyforge 4 2 1 The Details Tab Select a Block or a Room via the ellipsis on the Location field to identify the position of the Hazard This is a mandatory field The Upper Location will be automatically populated A Plant Item can be chosen if the hazard relates to a particular asset The Identified By field will be automatically populated with the Surveyor inputted on the Hazard Survey form This may be changed if necessary The Identified Dat
28. se Figure 4 5 2 Complete the remaining fields if required Price Band Cost Priority Responsible Party and Action Owner When the action has been carried out you have the option of ticking the Completed check box entering the Actual Date of the completion and any additional Comments Operate the Save and Close buttons to exit the form When the form is saved a unique Action Id will be automatically generated at the top of the Action form The action will be displayed in the list on the Actions tab of the Hazard form and also on the Actions tab of the Risk Assessment form Note if an action goes beyond its target date for completion the record will appear red in the list view on the Actions tab and also on the list view of the Actions folder on the main tf facility screen The Technology Forge 2006 Page 23 of 33 Hazards User Manual thetechnologyforge 4 5 3 Actions Folder An Actions folder is available on the main screen of tf facility see figure 4 5 3 E facility Hazards TEK Se Mite Reports ss Took Help wi amp Oan Gy 77S BiG LIP PUN ERER EGONA I A e T Asbestos MDHS Vx Acronis 4 Plant Fiegketer Aian D m Hazard ib Building Block Room x L4 Harst jacto Encepsuem ps HAZOR Takata Durma Scho Einck 12h Olesa Abet MOH S100 ACTON Encapsuapeipart HAZIOOBS Jahns Seconden Schoo Blocks amp Eod sU ALTO 3 Enapres ipart MAEODUTO A557 St Hape Scho
29. ssessment Categoy B Risk Medium Range 10 14 Last Updated 20 09 2005 Details Documenta Sample Assessment Actions Inspections User Defined History Category Sub Category Rizk Product Type AIB mill boards other low density insulation boa Medium Occupancy of the area Maintenance Assessed By A HA lt 00098 002 2070972005 External Surveyors plc A HA lt 00098 001 20 09 2005 Extemal Surveyors plc Edit Delete set Current Delete Status Hishory Technical Report Close Figure 4 4 3 4 4 3 Adding Additional Assessments Once an initial risk assessment has been recorded further assessments may be required Follow the instructions above for Adding a Risk Assessment When the New button is selected the message shown in figure 4 4 4 will be displayed The Technology Forge 2006 Page 20 of 33 Hazards User Manual thetechnologyforge Hew Risk Assessment v Do you want bo copy Forward the current Risk Assessment Figure 4 4 4 If No is chosen a blank assessment form will be displayed Select Yes and a copy of the current risk assessment will be produced which can be amended and saved as a new assessment A new assessment will be automatically set to the current assessment which will appear in bold on the list view of the Assessment tab figure 4 4 3 4 4 4 Setting a Current Risk Assessment One or more risk assessments may be recorded against a hazard To make a risk ass
30. tances of No Hazards found in a room or No Access to a room The hazard information in recorded and accessed via the main screen of tf facility The Hazards module can be found on the tree structure in the left hand pane of the screen Figure 2 1 shows an example of the structure El facility Harard Se Mite Bepetz Wes Hep es agus ale A iens Asoestos MOHS 100 Survey t Harmi Sue Fal Chant Fat He Premsa Black sua Daa Suve zd Acheson IDE liom L4 Sree erpa D Conditinn J Suilsbity Sernep fn Sue eee DAA 5 uri 5 P dented Wak amp gbescos MEE 100 Sure ts Displayed l Tu asa ollas isi Figure 2 1 Each level of the tree can be accessed by the plus buttons to the left of the modules The Hazards module on the tree may consist of one or more Survey Types e g Asbestos Confined Spaces The Technology Forge 2006 Page 2 of 33 Hazards User Manual thetechnologyforge The first level below the type is Surveys where the main surveys are contained Each status folder A New B Issued C QA and D Complete enables the management of the surveys For example a Survey is created at the A New status then moved to B Issued where the data collected is then entered The survey can then be moved to C QA if the survey is to be verified and to D Complete when the survey data is complete See section 3 6 for more details on moving the surveys between each status T
31. te the report select the Technical Report button at the bottom of the Hazard Survey form This will produce the report See sections 7 1 and 4 2 for more information on Technical Reports and linking picture files The Technology Forge 2006 Page 9 of 33 Hazards User Manual thetechnologyforge 3 5 Editing a Hazard Survey To edit a Hazard Survey select the survey from the list view on the main tf facility screen Highlight the survey in the right pane right click the mouse and select Edit from the context sensitive menu This will open the Hazard Survey form When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 3 6 Deleting a Hazard Survey To delete a Hazard Survey select the item from the status on the list view Right click the mouse and select Delete from the context sensitive menu Note A Hazard Survey cannot be deleted until all the records attached to the survey have been deleted 3 7 Changing a Surveys Status Each status on the main tf facility screen enables the surveys to be managed To change the status of a Survey select the Status History button at the bottom of the Hazard Survey form This will activate the Hazard Survey Status form figure 3 6 1 Use the drop down menu on the New Status field to select the correct status and click OK The survey will then appear under the correct status on the tree structure of the main
32. thetechnologyforge Hazards User Manual v2 1 01 00 00000000 0000000 0000000 O F4 o tf facility The Technology Forge 1998 2006 thetechnologyforge Document Control Couseno J Date last updated gt 1 1 1 J version Modification History Doc Author Summary of additions changes version no Sept 05 Revision to bring in line with v2 1 01 o a ee a A Og The Technology Forge 2006 Page 1 of 33 Hazards User Manual CONTENTS 1 tf facility Background Introduction to the Hazards Module Hazard Surveys auus iesus cic ee eee 321 Introduction uii tae eoo Eee eo eas 3 2 Creating a Hazard Survey 3 3 Creating Multiple Surveys 3 4 Technical RepDOFt ertet iat ish ote tep atu kcs 3 5 Editing a Hazard Survey 3 6 Deleting a Hazard Survey 3 7 Changing a Surveys Status 4 Hazard e LA M sidgerelbedie 4 2 Adding a new Hazard A3 SAMD lE RE IT T 4 4 RiSk Assessmoebhlts caisiesi i i tcd ivbu cni add Pg s edogctc ED 4 6 IWS DCCUOINS debated uni tuber ien de tae De eee 5 NO ACCESS ins neu Dedi ER UR NEN iE Dall JOtrOdUCllODs cien cnet roseis 5 2 Adding a No Access Record 6 N AZ AN d Gal INC POGUC
33. toolbar or the System Reports icon on the toolbar The Technology Forge 2006 Page 29 of 33 Hazards User Manual thetechnologyforge top floor pegholme mills wharfebank business centre otley leeds LS21 3JP helpdesk 01943 855050 tel 01943 464844 fax 01943 464833 www technologyforge com
34. us which are accessible by clicking the mouse in the Sub Category field This will automatically populate the Risk and Score fields Each Sub Category is an optional field If an Asbestos Type is selected as part of the Risk Assessment then it will be automatically populated on the Samples tab see section 4 3 The Overall Assessment field will be automatically populated and will be calculated from the Material Assessment or the Material and Management assessments combined These options will be determined and set up by the systems administrator On the Risk Assessment form there is also the option to mark the form as complete by ticking the Completed check box If ticked as complete when the form is saved the message shown in figure 4 4 2 will be displayed The Technology Forge 2006 Page 19 of 33 Hazards User Manual thetechnologyforge Note Once set to complete the Risk Assessment form cannot be edited tf facility 1 1 Setting this Risk Assessment to completed will prevent any Further changes E Cancel Figure 4 4 2 Any Risk Assessments will be displayed in a list on the Assessment tab of the Hazard form The current assessment in the list will be in Bold The tab will also display a summary of the current Risk Assessment figure 4 4 3 Hazard Asbestos MDHS100 HAZO0OO098 Presumed Description Thermal Insulation 00 Position Underside of Roof 000 ID 1234 v ID Label Attached Newt Inspection Risk A
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