Reporting & Logging Systems Design & Implementation

To ensure that precautions continue to be carried out and that adequate information is available for checking what is done in practice, a record should be kept showing the information gathered during inspection and monitoring visits and all remedial works carried out as a result.

In addition, the purpose of a Log-Book system is to improve the efficiency and effectiveness of installation and maintenance, and also to provide a record of various tasks and observations so that the plant history can be reviewed at any time by the maintenance staff.

TECHNICAL DATA

We will design, populate and implement on site a
bespoke, electronic data management programme
to enable the Reporting and Logging of the site’s
Legionellosis Management & Control Programme.

The brief features of the Programme include:

The data collected and collated during the Risk Assessments process using the ®EDC System is exported automatically to the System. Data not collected by the ®EDC will be uploaded manually.
The System has been specifically designed for Legionellosis Management & Control Reporting and Logging – totally “in-house”.
The system is fully compliant with ACoP (L8) and HTM04-01 requirements and has been designed in consultation with HSE specialist inspectors.
The system is written in Visual Basic with SQL database behind.
It produces reports in .pdf format and stores information in SQL.
It is totally flexible and can be adjusted to specific client requirements.
Runs the site Usage Evaluation and Flushing Programme.
Remote support via the 3N system.

BRIEF FEATURES AND BENEFITS

Scheduled Test Programs

Clear display of PPM Programme scheduled test programs – plant and site specific
Scheduled items status - not started, started, completed, not completed, rescheduled
Responsibility for work - client, service provider, both
Separate frequency for each day - daily, weekly, monthly, quarterly, annual
Prioritisation of outstanding works relative to manpower/resource availability
Manpower time allocation and holiday planning pertaining to the PPM Programme
Job specifications and instructions
Manual printing of all tasks completed when necessary

Paperless PDA inspection and monitoring task completion

Automatic uploading of all pending tasks – operator, date, site and plant specific
Operator specific Task instructions and paperless form completion using handheld PDAs
On-the-job help and instructions for the operator
Automatic real-time downloading of all collected task data to central processing terminal
Paperless communication between the various users
On-line, task and process, training for all users

Non-Conformities

Automatically, real-time, generated Non-Conformities from inspection parameters
Automatically, real-time, generated and managed display of all Non-Conformities, date, site, task, plant specific
Automatically generated Prioritised Recommended Actions
Non-Conformities Remedial Action Instructions and Authorisation
Report on screen or print all Non-Conformity details, date, site, task, plant specific
Automatically, real-time, generated e-mails for Non-Conformities and general communication between users
Automatically, real-time, generated update of all system information allowing for easy and inexpensive generation of Risk Assessments allowing for at least a 50% reduction in the costs of the bi-annual Risk Assessment Reviews
Automatically, real-time, generated Audit reports for the Status of Legionellosis Management & Control across the Trust

Usage Evaluation and Flushing Process

Easy to follow and use Usage Evaluation and Flushing electronic pro-forma on each remote user’s terminal
Automatically generated reminder of pending Usage Evaluation and Flushing task
Automatically generated responses to central processing terminal for “User Task Compliance” status
Listing of all facilities reported as infrequently used and flushed
Listing of all facilities reported for removal
Automatically, real-time, generated e-mails for Non-Conformities and general communication between remote users and administrator
On-line, task and process, training for all users
Automatically, real-time, generated Audit reports for the Status of Usage Evaluation and Flushing across the Trust

Security and Data Storage

Automatic data back-up
Non- changeable back-up format
Completely searchable data, including all archived data

Our Log-Books are Designed, Produced and Implemented according to the specific requirements of each client and are based on the demands of each system being logged.

Many years or experience has allowed us to develop successful Logging Programmes for a large number of organisations throughout the UK.