Asbestos Register Manual - updates.micadipr.net Asbestos Register Module.pdf · MICAD Asbestos...

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Transcript of Asbestos Register Manual - updates.micadipr.net Asbestos Register Module.pdf · MICAD Asbestos...

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MICAD Asbestos Register Module....................................................... Error! Bookmark not defined.

Introduction ......................................................................................................................... 3 Disclaimer ........................................................................................................................... 3 Database Limitations ............................................................................................................ 3 Known Issues ...................................................................................................................... 3 Icon and button conventions ................................................................................................. 4 Creating a survey or making an inspection ............................................................................. 5 The IPR survey method ........................................................................................................ 5 An example inspection exercise ............................................................................................. 6 The survey inspection sheet .................................................................................................. 9

Event status legend ......................................................................................................... 19 Extrapolation – Copy an inspected item. ............................................................................... 33 How to copy inspections ..................................................................................................... 34 Risk Schedule .................................................................................................................... 38 Location status................................................................................................................... 41

Setting the ‘no suspect materials identified’ status ............................................................. 42 Setting the ‘No Access’ status to a location ........................................................................ 43 Setting the ‘Plan For Inspection’ status ............................................................................. 44

Mass Update for Location Status. ......................................................................................... 45 The Review Summary ......................................................................................................... 47 Systems ............................................................................................................................ 48 Preparing your survey ......................................................................................................... 49

Your surveyors and what they should know ....................................................................... 49 What to give your surveyors before they start ................................................................... 49 Pros for IPR data preparation. .......................................................................................... 49 Cons against not having IPR data preparation ................................................................... 50 Typical scenarios encountered by surveyors ...................................................................... 50

Asbestos Search Engine ...................................................................................................... 51 What to do when the as-built floor layout in the IPR needs to change. .................................... 52 How to reallocate asbestos records (With AutoCAD drawings). ............................................... 52 How to reallocate asbestos records (Without AutoCAD drawings). .......................................... 53 Changing the floor layout flow diagram. ............................................................................... 54 Module updates addendum ................................................................................................. 55

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Introduction The MICAD Asbestos Register (MAR) is an electronic database for recording asbestos containing materials (ACM) in accordance with health and safety guidance MDHS 100 and HSG227. The MAR calculates the overall level of risk for each ACM using the scores and formulas as defined by the health and safety guidance. Non asbestos materials are identified with a score of 0. Data is accessed via the web browser interface provided by the MICAD Intranet Property Register (IPR) and security is provided for every recorded facet of the MAR which is established in user groups. The format of the MAR is similar to that of a paper based survey, the interface simulates a paper questionnaire which presents the user with all necessary criteria and aspects associated with each surveyed item. In order to make survey (inspection) the inspection form may be printed, completed on site by the surveyor and the data collected, entered back at the desk using the MAR software. Over the course of time any survey item may be resurveyed or ‘re-inspected’ upon which the database creates a historical record automatically. Each ACM review comprises a survey item, an inspection form, photographs, remedial actions, events scheduled and certificates of removal or disposal. The scope of this document extends only to the MAR, references will be made to core IPR functionality, and therefore it is essential that users be conversant with the IPR prior to attempting to operate the MAR.

Disclaimer Technical references and assumptions will be made within this document specific to the trade or profession of identification and management of ACMs, it is therefore necessary for any user to be conversant with the appropriate legislation and guidance literature prior to MAR operation. MAR is not a method for qualifying or validating your survey results. It is the user’s responsibility to always make sure that the configuration of the MAR meets the approval of current legislation. Any preconfigured settings or latent information made or left by Micad at the time of installation should be validated prior to operation by a qualified consultancy. This document offers no form of qualification in the management or identification of ACMs. Micad recommend the use of professionally qualified consultancies to assist initial implementation and training of the MAR database. This document will be continually revised as the application advances in development, some screen shots printed here may differ or operations may vary, always check with Micad for the latest manuals.

Database Limitations The MAR does not operate independently from the IPR, it does not operate from disk or CD-ROM and can not be separated from the IPR. No data import facility is provided because of the complex nature of the risk assessment and its association with a definitive location in the IPR database. No client software installation is required other than that of the web browser and plug-ins which should download automatically for the vendor’s web site. Some technical assistance from your system administrator may be required while installing plug-ins and or setting web browser security levels to accommodate JavaScript.

Known Issues No facility has yet been implemented within the IPR database for purposes of archiving asbestos records. Users must be aware that the consequences of deleting locations which have asbestos survey information attached are that asbestos records become orphaned. While these orphaned records are not actually deleted they become irretrievable via the IPR interface. To avoid this inconvenience all IPR users having publisher access or above should be forewarned to read carefully the delete location confirmation messages. In the meantime should experience problems related to this issue then please contact Micad for support.

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Icon and button conventions

Augment View

Extend or expand. Used to extend Systems intoadditional locations

View an inspection in complete detail

False Navigation

No selected. Used in permitted activities to indicate “you can’t” or “no”.

Collapse or close. Used in the property navigation windows to see or expose more locations below the current level.

True Navigation

Yes selected. Used in permitted activities to indicate “you can” or “yes”

Expand or open. Used in the property navigation windows to see or expose more locations below the current level.

None selected No

None selected. Used in permitted activities to indicate “does not apply” or not “yes” or “no”

No or not. Used as a status. May indicate “not complete” or “not actioned”.

Delete Plus

Delete or remove. Used throughout MAR as a delete button. Blue colour indicates a less severe action.

Add. Used to add items such as survey items.

Delete Question

Delete or remove. Used throughout MAR as a delete button. Red colour indicates a more severe action which could be detrimental to future MAR operation.

Query. Used as a button to access further information such as permitted activities.

Down Tick

Drop or roll down. Used in summary listings to indicate further detail resides below.

Update or approve. Used generally to update or submit data.

Edit Folder (up)

Edit or update. Used throughout the MAR to add, remove or change data.

Back up one level. Used in the property navigation windows to step up one parent level.

Exclaim Up

Warning. Used to raise awareness that deterioration has taken place since the previous inspection.

Close or roll up. Used in summary listings to close the viewing of further details.

Go to View

Forward, next or proceed. Used to traverse multiple items such as photos and actions.

View values. Used to a button to access configuration values.

Go to Tick

Back to previous. Used to traverse multiple items such as photos and actions.

Yes or true. Used as a status. May indicate “completed” or “actioned”.

Hour Glass Drawing

Wait or busy. Used by the property navigation windows as MAR gathers background data from the server.

AutoCAD DWG. This link provides access to the current As Built floor plan or may hatch up a particular room on a plan.

The majority of the above graphics are used more than once within the MAR. Should you become lost or unable to interpret direction or warnings, use your mouse pointer over the icon to discover more verbose direction by using the ‘Alternative text’ from the software. Example.

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Creating a survey or making an inspection ACMs may be recorded at the following locations: Site Level - External cable ducts, pipe work or rainwater goods, etc. Building/Block Level – Soil stacks rainwater goods, soffits, chimneys roofing boards, etc. Floor Level – Under or above floor voids such as sprayed insulations (whole floor area) Room/Space Level – Internal items such as gaskets, ropes, fire doors, textured coating, etc. No records can be made for a region or organisation level within the IPR.

The IPR survey method To date most conventional asbestos surveying software is conceived only as a method of convenience for the surveying contractor. It is usually a set of criteria and logic in a simple single user database oriented around the life cycle of each sample they take from your site. Their databases allow them to return their findings to you electronically in their own format which is usually of benefit to them and rarely you. While termed ‘database’ by the contractor the ongoing operation of their utility may prove difficult when you attempt to carry on maintaining your re-inspections over time, you will probably also find that their terminology for locations do not tie up with yours. In essence their findings become not much more that an electronic set of paper records made as a snap-shot in time. The problem is that the contractor’s focus will always be set around a sample and not the environment from which the sample is taken. The IPR reverses the scenario making certain that you correctly identify your property prior to making any assessments. You must at least have records down to floor level set up in your property portfolio, most estates professionals can name ‘off the top of their head’ all their organisation’s buildings and how many levels they each have. The remaining room schedule is provided by the IPRs interaction with the CAD floor plan. Therefore all you need to do is provide the contractor with the current CAD floor from your IPR for each floor and a schedule printout of the rooms within, the results or surveyors findings will automatically tie up on their return to the system to enter data. The IPR ensures that a sample can not be recorded without having a survey item, without having a room and without having a valid address on site. This simple but crucial methodology ensures that you are always able to evaluate the environment around each ACM they have identified in their material assessments allowing you to conclude the priority assessments to ascertain the overall risk.

Herbert Hospital, Nightingale Court, Ground Floor

Linen Room,163

Ironing board hot plate

ACM sample inspection i.e. Date: 12 – May - 2003 Risk score 12, moderate risk Located: Inside cupboard History Date: 12 – May - 2002 Risk Score 10, moderate risk

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An example inspection exercise Let’s make an inspection on an ironing board hot plate found in a linen room on site. We will assume a scenario where we employ a qualified consultancy to make a Type 2 Material Assessment of the estate and then we will update their findings using our own knowledge of the estate for the Priority Assessment. We will build up a complete life cycle for a positive ACM identified as an ironing board hot plate found in a linen room cupboard on the ground floor of Nightingale Court on Herbert Hospital. The processes we will employ in the following example should closely represent the order in which an actual survey is completed. Create the Survey Item Make a Type 2 inspection record Enter the Material Assessment as provided by the consultancy Add the corresponding photo taken by the surveyor Add a remedial work process Add a re-inspection date Undertake the re-inspection Remove the asbestos Make a zero score Type 1 inspection Add a certificate of removal Step 1. Log in to the IPR and navigate to the location of the survey item. Click the link on the left hand side bar labelled Asbestos.

Remember! It is important that the survey item is created in the appropriate location. In this example it is easy to comprehend that the ironing board definitely resides in a room, in this case the linen room. In more complex scenarios such as textured coatings covering more than one room or maybe throughout the whole floor, you must consider carefully where best to create the survey item. If you created a textured coating survey item at a floor in an attempt to identify that all rooms have the same treatment you limit the software’s ability to identify the relationship of the ACM with each room or space and prevent each space from having an individual analysis for material extent, condition and occupancy values.

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Step 2. To record our inspection for the ironing board we must first create a Survey Item. The screen capture below shows how survey information is displayed. The outer grey box represents the Location where the survey items may reside. It encompasses any survey items (inner grey box) which may reside within the location. This is because access or observations regarding the room itself must be recorded in the surveyor’s report (see Location Status section). Initially the location status appears with a large red circle which indicates that no surveys have been entered.

In the ‘Survey Items at this Location’ box, fill in the Survey Item Description, Material Description, Position/Location and a Material Extent, then click the green plus button. Reference No is optional but must be unique. It can be used identify where the sample was taken from on the actual object, may be a sticker or label which is visible on a photo. Both Position/Location and Extent are can be left blank at this stage but edited or updated at any given time.

At the top of the Survey Items at this Location box you should now see the ironing board hot plate listed ready to be inspected. You may choose to continue adding other survey items for the Linen Room by repeating step 2. Click the blue ‘eye’ button under the heading ‘Review’ to make an inspection on the ironing board hot plate. Note. If the review button does not appear it is because the location status flag is set to Visually Sound or NSMI as this would represent a contradictory state. Remove the location status and then proceed (refer to Location Status section)

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Step 3. From the Review Summary page, click ‘new inspection’ on the left hand side bar

Step 4. Before attempting to fill in the inspection sheet it is worth considering its composition as there are several key areas which can be completed in stages as the survey information is gathered.

The red data entry areas are mandatory and must be completed as a minimum in order to start an inspection record. The blue areas can be completed at any point in time in any combination after the red. All of the blue data fields must be completed in order to make a risk assessment compatible with current legislation. The magenta area is best completed when all of the blue areas are filled in. The green areas are optional information which can be entered at any point in time after the red

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The survey inspection sheet

Survey Item attributes

Date and type of inspection

Your consultancy details and their results

MDHS100 Material Assessment

HSG227 Priority Assessment

Sum total of Material and Priority Assessments

Remedial work choices profiled by overall score

Any comments to substantiate your remedial work choices

Useful information about the survey item

Set re inspection date and create other diarised events here

Save your inspection

Cancel or close the inspection

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Some areas within the inspection form have been given special functions to help cope with limitations of the web browser, these areas require specific explanation in their operation. Some

features appear only once the inspection has been saved using the button. Under Remedial Work Options it is possible to select more than one option by holding down the Ctrl key while clicking your next choice.

If you encounter difficulty in making your choices from the material or priority assessments because you can not read the complete line of text on a small screen, select an item and move your mouse over the option again, this exposes the full description on either the left or right hand side of the screen.

When you make the very first inspection for a survey item it is possible to add a re-inspection data by clicking the red ‘x’ button. By default no re-inspections are scheduled. Once you have committed your inspection or the next time you return to update it the Asbestos Events section appear in a different format. Initial appearance

Return appearance In either case click the buttons circled to make a re-inspection date.

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Step 5. Photos may be added to your inspection only if you have saved the record at least once. If your inspection sheet appears without the box entitled Photographs, (see the illustration below with the red dotted area) you need to save your inspection before photos can be added.

Click the green tick button to save your inspection. Otherwise, to add your photos. Click the Add Photographs button From the Add Photograph page select your JPG digital photo or photos by ticking the appropriate boxes corresponding to the correct file. Click Submit to make your selection.

If you are not sure you are selecting the correct file click it to preview it first then press back on your browser and make the selection.

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Having made your selection or selections, the files you have chosen become listed on the right hand side of the Add Photographs page. Use the blue edit button to detail the photos contents. The red button can be used to remove the file from the inspection.

Fill in the Description field and set the Date Taken to represent the survey date. Click the green tick button to save the details and return to the Add Photograph page. Do not alter any of the file or path fields unless you are certain of the consequences. Click return to review to view your inspection.

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Step 6. So far we have entered our Material Assessments from the data provided by our consultancy. It is now necessary to make the Priority Assessment in order to complete the Overall Risk Assessment Score. To do this click the blue spanner button at the bottom of the Asbestos Inspection Summary box.

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Complete your Priority Assessment and click the green tick to update the record.

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Step 7. Having completed the assessment score now is the best time to evaluate the overall risk score to determine what remedial work processes to instigate as part of your management plan. In practice your consultancy may have provided recommendations for remedial works together with their Material Assessments which could have been entered by them before you supply the Priority Assessment. In our example we have chosen to evaluate the Overall Risk Score before making our choice of remedial work since the risk score has over doubled and moved from a ‘Sound’ to a ‘Slight Risk’ category by the inclusion of our Priority Assessment. Let’s add a simple asbestos management task to the ironing board hot plate inspection. To do this return to the inspection sheet by clicking blue spanner button at the bottom of the Asbestos Inspection Summary box (see step 6).

Select ‘Label Material’ from the Remedial Work Options then click the green ‘tick’ to update the record. The screen returns to the Review page showing your Remedial Action directly under the Asbestos Inspection Summary box. Click the blue spanner button to edit the Action.

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In the Remedial Work box itemise as much detail as you need, here I have decided that an in house representative will label the asbestos and that it should be completed by the end of the next calendar week. I have estimated the cost of the work to be £10.00.

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Step 8. We now have a complete positive inspection together with a remedial action work process. Since legislation predicts that once identified each ACM must be monitored throughout its remaining life in your possession, it is necessary to schedule a future re-inspection to demonstrate your duty to manage. From the bottom left hand corner of the inspection sheet click the Add Events button under the title Asbestos Events.

In the Add an Event box fill in the date of the event and choose a description. In this exercise I have chose to make a re-inspection in 6 months time.

Click the green plus button to confirm the action.

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When the screen returns the re-inspection event appears listed on the right hand side.

When you have finished editing the event use the link on the left hand side bar ‘Return to Review’ The bottom left hand corner of your inspection sheet now displays the re-inspection event.

Use the blue spanner button to edit the event. It will be necessary to return to the event later on to mark the re-inspection as completed once the work has been undertaken.

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Event status legend

Green Event is due in more than 30 days

Yellow Event is due within 30 days

Orange Event is due within 7 days

Red Event is overdue Wherever an event has been against any survey item it is possible to interpret how near the event date is in relation to the current date when you are accessing the system. Three bands provide a prior indication and one band represents date which have passed. Step 9. Making a re-inspection. For the purposes of example we will assume that re-inspection event date has become due From the Review Summary page select re-inspection from the left hand side bar.

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The re-inspection form appears in the same layout as the original inspection, it carries the results of the original but subdues key criteria which relates to the identification of the asbestos made by the consultancy so that it can not be altered. Photos and events do not carry over. Having re-inspected the ironing board hot plate I have found it to be in worse condition than the original assessment so I have adjusted the Extent of damage up to moderate which has raised the Material Assessment score by 2 points. Having noticed that the Overall Risk has now changed from a Slight Risk band into the Moderate Risk band I have decided to have the ironing board removed and disposed of by a licensed contractor.

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Step 10. Removal of the ACM. As a result of my re-inspection the Review Summary starts to build up a history for the Ironing Board exposing that over a 6 month period the condition of the ACM has deteriorated therefore increasing the risk of exposure to the dangerous material. The final remedial action chosen was to dispose of the ironing board. Using the information presented above in the Review Summary for the ironing board the conclusive action was set to have it disposed of by one week’s time.

A deterioration indicator appears if the current inspection ranks a higher score than the previous

Original inspection carried out in exercise steps 3 -6

Current inspection carried out in exercise step 9

The amber traffic light warning indicates that the Type 2 survey scores in the Moderate Risk band

The final decision is made as a result of the re-inspection to dispose of the ironing board and remove any debris from the linen room

Current inspection summary made in exercise step 9. No photos are needed in our re-inspection

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Step 11. No asbestos detected, or in this case the asbestos was removed from site and disposed of safely. This is the only way to declare that the asbestos is no longer present. Any ACM identified on site should be monitored (inspected on a regular basis) in a format similar to steps 1 - 10 above. While present on site, each ACM will repeatedly be awarded a positive (above zero) overall score in either presumptive or sampled surveys. Therefore in order to close the register for an ACM it is necessary to produce a final negative inspection. The process involves the creation of a new inspection against the ACM as opposed to a re-inspection, a consultancy may not be required as the aim of the closing inspection will be simply to produce a zero score inspection. Follow steps 3, 4 and 6 above to create the new inspection. In my example below I have chosen a Type 1 presumptive survey and filled in all assessments with zero scores (No Asbestos Detected). There is no need to schedule any remedial work or add re-inspection events.

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Having made our final inspection we have now achieved a zero score representing a No Asbestos Detected situation, we are now in a position to close the Review. As part of the removal or disposal processes, certificates will be provided by the licensed contractor, these are usually paper documents which state the procedures employed and qualify that the approved methods of disposal have taken place while the ACM leaves your possession. At the footer of the MARs Review Summary is a section dedicated to supporting these crucial documents, once scanned they can be attached in the same way as a photo.

The black X traffic light indicates that the material is non asbestos or in our case the material will be removed from site

Current inspection scores 0 in total

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Step 12. Adding a certificate of removal. From the Review Summary page click the green plus button in the box titled Certificates. To attach the certificate to the review follow the procedures set out for publishing a photo in step 5 above. Fill in a description in the same way. My certificate was scanned as an Adobe PDF file and placed on the network server for easy access. Once linked, the certificate becomes attached to the Review, it not associated with any particular inspection within the Review but directly with the survey item or ACM itself.

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Step 13. Closing the review The final stage in the life cycle of monitoring the ACM is to check that all associated re-inspection dates and outstanding remedial events are concluded before the Review is closed. As part of this completion process a quality check is included to highlight any empty data fields which may have been missed during the survey. Access the completion schedule by using the link on the left hand side bar from the Review Summary page.

My completion schedule below shows that there are still outstanding issues associated throughout the ACMs life cycle. An ACM Review cannot be closed until the outstanding remedial work, events and missing data fields are resolved.

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The Ironing board hot plate’s completion schedule lists my three inspections together with any associated event or remedial work. The aim of the schedule is to expose any outstanding diarised entries which have not been marked as complete and to qualify that all data fields have been entered for each inspection. Each of the events, remedial works and quality assurance sections are awarded a true or false attribute. A link is provided for you to follow those where items have failed the validation checks and require corrective action. I have chosen to work through the Review in chronological order (from the bottom up) in order to assure myself that all events have truly taken place and that I am satisfied with the outcome. By clicking the ‘Label Material’ link from the first inspection I will be placed at the event which took place and should be able to identify any outstanding issues. For each link completed the return address comes back to the completion page where each issue can be seen as they are progressively resolved. The next few pages show how my four outstanding issues are addressed.

Third (Current) inspection

First inspection

Second inspection

Click the links corresponding to items marked with to correct any outstanding issues

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For both ‘Label Material’ and ‘Removal of debris’ remedial work links reveal that I had neglected to mark the ‘Status’ of the job as completed. Having changed the status to ‘completed’ click the green tick button to save the changes and return to the completion schedule.

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The ‘Re-inspect’ event also had an empty entry leaving the event open. Tick the ‘completed’ box and click the green tick button to save the changes and return to the completion schedule.

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Finally the quality assured check has identified that mandatory data fields within the consultancy section or the current inspection sheet have been left blank. To resolve this, return to the inspection in which the missing data has been identified and fill in the outstanding field. In this example the current inspection has the missing entry in the Reference Number field.

Note. The Sample Reference field was intentionally left blank because on my final type 1 survey as no consultancy would ever need to be appointed to resample known ACMs. However due to the quality assurance system, checks for entries are carried out on essential fields in all inspections in order to validate results. Because of this a scenario arises where the final NAD type 1 inspection causes the quality control to raise a flag for incomplete data. To resolve this you should apply the same original analysis reference suffixed by “-removed”.

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Return to the completion report by using link on the left hand side bar. The red cross symbol does not represent an error but indicates that the Quality Assurance check is incomplete as it has not yet been signed off. Click the Quality Assured link. The Quality Assurance check requests confirmation that you have checked through inspections. In my example I had been logged on using the name Administrator, your name will appear as you have logged in to the IPR. Click the green tick to accept. The system confirms your action and records the sign off date against your account.

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Finally, your Completion Report can be concluded by clicking the button set “survey item complete”. The inspection cycle for this ACM is now closed. It will not appear in any report but remains listed in the survey item list for historical purposes.

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The closed or “Completed” review summary

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Extrapolation – Copy an inspected item. It is common have to inspect or take a sample from a piece of equipment or building fabric which appears in several places on site. The Copy facility provides the ability to make multiple inspections where ‘like’ items are identified on site. Take for example a Fire Door which could contain asbestos insulating board. Since the doors have been installed to create fire breaks across complete floors or even whole buildings and they appear visually identical it is fairly safe to assume that they are all from the same manufacturer. In essence sampling one door instead of many is the way that surveyors work. When it comes to documenting their samples they simply make a reference to a primary sample from the many copies or occurrences of the ACM. The MAR database provides the ability to copy survey items at any point in time. There are methods for the copy process.

1. Copy a survey item only. Use this option for speed in the creation of survey items. Typically this only creates multiples of a survey item. In practice this is where you are only copying a survey item by name, all copies are independent of the original and are not linked.

2. Copy a survey item with inspection data.

Use this option to make a referenced inspection i.e. an extrapolated copy. This method copies the survey item by name along with the data recorded in the current inspection. The copies have the same data applied to their inspections; fundamental fields can not be altered while others remain open for alteration. The copies always remain linked to the primary inspection by means of a hyperlink which takes you back to original sample.

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How to copy inspections 1. Create a primary inspection as normal. Be sure to consider which of the copy options listed above you wish to adopt. In my example I choose to create a linoleum floor covering and provide a primary inspection (where the original sample was taken). Other rooms on the floor also having the same linoleum floor will be copied from the primary. 2. From the survey item side bar menu click Copy Survey Item.

A new, smaller browser window should appear* on top of your current browser session displaying your current location within the IPR. Use the new window as a method of navigation to the other locations requiring the copied inspection data.

*If the navigation window does not appear it is most likely to be the security settings in your browser limiting JavaScript action. If you can not change the security settings of your web browser, you may need to contact your system administrator. MICAD have no control over security settings in client browsers.

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The navigation window displays your current location within the IPR, in my example I am in a room called Corridor,157. A ‘No entry’ icon appears against the primary sample, ensuring that copies are made over the original.

Start the navigational path by first clicking the ‘Up a level’ icon to reveal the parent floor level above the room. Now click the ‘plus’ icon to reveal all of the rooms.

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Tick the other room locations in which the ACM should appear as a copy. If you intend for the survey data to be copied along with the survey item, be sure to tick the box at the bottom right corner of the window AFTER you have navigated AND SELECTED the new locations. Click the green tick to save and confirm your selections. The navigation window closes and the operation is complete. To check your results you may use the Risk Schedule from the floor level above to expose all the rooms together with their survey items and inspections.

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The new copied or extrapolated inspection form prevents key material attributes of the original primary inspection from being altered, these fields are ‘greyed’ out. The remaining active assessment fields should be altered in accordance with the specific attributes and environment of each separate copy ACM (Highlighted in red). The original Sample Reference shown on all copies appears as a hyperlink back to the primary inspection, it has also been prefixed with the letter ‘x’ to indicate that it is an extrapolation form a primary.

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Risk Schedule The risk schedule is provided by the MAR as a quick method of interpreting the current ‘worst case’ risk status for a single location or a collection of locations. It exposes all survey items along with the summarised view of key inspection attributes. Its primary function its ability to quantify all inspections for an entire floor, a building, a site or even the whole region. The risk schedule provides a good quick method for checking the status of a location and is an excellent tool for checking your data entry work. To access the risk schedule, click the ‘Risk Schedule’ link under the title Asbestos on the left hand side bar. The link appears at room, floor, building, site and region levels. Please be aware that the schedule is a complex report and that the higher the location the longer the results take to generate.

The example above shows that having clicked the Risk Schedule at the Ground Floor level, the results reveal all locations within i.e. all rooms. Rooms where surveys have been conducted show three icons which allow further querying, those having no survey items display a status indictor accordingly.

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Table 1 shows typical definitions for banding scores, each band range is awarded a traffic light indicator for quick reference to the appropriate risk level. Table 1.

Risk band or definition Score or definition

Not Surveyed (item or location) Presume worst case

NAD Non Asbestos Containing Material 0

Green Sound 1 – 7 inclusive

Yellow Slight Risk 8 - 12 inclusive

Orange Moderate Risk 13 – 17 inclusive

Red High Risk Over 17

Note. Table 1 demonstrates an example of how your MAR database could be configured, it is by no means intended to be a definitive configuration which will always meet with current legislation. It is possible to configure scores, bandings and traffic light indicators to your own preferences. MICAD advise that you seek professional guidance from a qualified consultancy during the initial configuration.

To access asbestos survey details within a location, click the ‘down arrow’ to reveal all of the survey items. All survey items appear distinguishable from their location by a grey background.

To access a summarised view of the current inspection carried out on the survey item, click the ‘down arrow’ corresponding to the survey item with grey background.

It is possible to quickly manoeuvre through the Risk Schedule simply by clicking the up and down arrows to reveal specific inspections as you require. Once set, it is possible to print out the page as you have defined.

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Further hyperlinks provided within the Risk Schedule include:

By clicking the camera icon within the schedule a new browser window appears on top of your current session. The window displays all available inspection photographs (all surveys) for the location.

Link to survey items page within IPR location

All inspection photos for this location.

Link to Review Summary page

Link to current inspection page

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Location status Usually a surveyor’s report results in a collection of positive and negative samples taken from known ACMs from building fabric and equipment. Their report is therefore primarily focussed on the survey item with secondary consideration to the physical location in which the suspect ACM resides. Some surveying consultants may make exceptions in their reports by referrals to caveats which cover all the remaining locations which are not listed, leaving you to make the assumption that they have actually been and inspected every room. In essence you will not be presented with a schedule of all locations in a building but more likely a schedule of locations which only contain suspect ACMs. MAR utilises logic based on ‘worst case scenario’, it treats the location separately from the ACM and marks the location as suspect unless surveyed. This approach allows you to identify the physical location, that is the room or space as a whole and then the individual ACMs within. It is therefore just as necessary for you to be able to identify locations where the surveyors have checked and found nothing as it is where they find suspected ACMs. A new location having no inspected survey items appears with a warning status unless otherwise marked. In the example below Bedroom 159 is currently showing that no activity has been recorded within the asbestos register. There are no survey items so the location status shows a worst case warning.

Note the presentation of the data. We have listed the full site address in traditional IPR colours. Within the room the outer grey box labelled ‘Asbestos Location’ represents the room as a single object. Inside the Asbestos Location resides a smaller box representing any suspect ACMs within the room.

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Alternatively the locations status flag may be altered to mark the location as requiring an initial survey or the location marked as inaccessible. Any survey item ACM identified with positive or negative results automatically override the location status. Otherwise the location status should be changed as part of the survey. Setting the ‘no suspect materials identified’ status To change the default status of a location, click the status icon or anywhere in the box illustrated below.

Check the ‘Visually Sound’* tick box, apply a date against the qualification and then click the green tick button to save the status. *Visually Sound and No Suspect Materials Identified (NSMI) have the same meaning to MAR, terminology sometimes differs between surveyors.

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The current status of the location is changed to the green visually sound icon. The alternative text reveals this in a verbose message along with the log on name of the operator that set the status. The status is also revealed in the same format within the asbestos Risk Schedule. NOTE. while this status is applied to a location no survey inspections can be made.

Setting the ‘No Access’ status to a location To change the status of a location, click any status icon or anywhere in the box illustrated below.

Check the ‘No Access’ tick box, apply a ‘No Access Reason’ and a date against the qualification. Click the green tick button to save the status.

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The no access status icon displayed against the location. The alternative text reveals the reason for no access. In this example the un-surveyed status prevails.

Both status icons as revealed in the same format within the asbestos Risk Schedule. To remove the no access status from a location, repeat the process removing the ticks and then select the three dots listed at the top of the No Access Reason drop down. Setting the ‘Plan For Inspection’ status Use the plan for inspection status field as a process of implementing you desk-top study in the preparation of the property you intend to have your surveyors visit. MDHS 100 states that during the survey planning stages it is necessary to create a survey schedule for your surveyors. Where the IPR has been fully populated using ‘as-built’ CAD plans, the schedule and the plans form a sound understanding of where you are directing the surveyors to visit. Important. The Plan for Inspection status should not be confused with re-inspection events made as a result of inspections. The dates you see on any asbestos re-inspection reports do not include ‘Plan for Inspection’ dates, they are for completely different purposes.

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Mass Update for Location Status. In order to speed up the process of setting the status of many locations simultaneously, use the mass update tool. The tool can be used only for location status as the subject does not apply to survey items within locations. Mass update is provided for No Suspect Materials Identified (NSMI), No Access and Plan to Inspect. Use the links found on the left hand side menu under the heading Asbestos to access the mass update tools. These are NSMI tool, No Access tool and Plan to inspect tool. The following example shows how to mark locations where there was No Suspect Materials Identified during a survey. All three Mass Update tools work in the same manner. The tool has been accessed at floor level so it reveals all rooms within, ready for mass updating. Step 1. Tick the appropriate rooms where the NSMI flag should be set.

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Step 2. Apply a date to substantiate the status using the calendar icon in the bottom right hand corner of the mass update window.

The Calendar Window. Today’s date appears highlighted in red. It is possible to scroll through months by using the left and right arrows in the Popup Date Picker form. To select a date simply click the date number

Step 3. Submit the selection by using the green tick button at the bottom of the mass update window. While data is being returned to the server database the Mass Update window will display the following message. Do not close the window while this message is displayed. Upon successful transfer of data the Mass update window will close automatically. The location status for 6 rooms displayed in our example has now been updated and the process is now complete. Note. The Mass Update tools are designed only to quickly set location status. Please be aware that the windows do not display the current status for any of the three location flags. In order to remove or alter any location status flags, it is necessary to go to each location and click the Asbestos Location heading as described above. Contradictory status such as applying an NSMI flag to a location which has an inspected item are automatically resolved by the MAR. Use the Risk Schedule to check your results for the current location status.

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The Review Summary Having made your inspection on a survey item the MAR contains all information gathered relating to the item as a Review. The review provides a means of keeping together all current and historical records created for the survey item, it forms an ‘at-a-glance’ summary for the complete risk assessment and provides all the necessary links in order to maintain your asbestos records.

Survey item and its overall risk score indicator.

Complete site address of the survey item.

Commands and settings

Utility reports. Current inspection in summarised format

Current remedial action work

Previous or historical inspections are listed here

Completion notes or certificate are attached here and must be qualified before the survey item can be set as removed or no asbestos detected

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Systems Having created your survey item it is possible to extend or copy (termed “Augment” by the MAR) the presence of the object to other physical locations. This process is intended to expedite the planning of a survey and gain greater understanding of an objects location and its relationships with other survey items. The ‘Systems’ page displays the layout of survey items as a map showing linked rooms or spaces where the survey items appears. Take for example a vertical riser situated in the corner of a room on the ground floor of a building. It is suspected to have an ACM insulated pipe which runs vertically throughout the structure of the building. First, create the pipe as a survey item on the ground floor in the correct room then using the System function, Augment the pipe simply by navigating and ticking the room directly above on the next floor above. Repeat the ticks for any other floor level or room through which the pipe may travel. For each individual location you tick you are automatically creating the pipe as a survey item ready for independent inspections in each room or space.

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Preparing your survey A populated IPR database can provide key information to aid the process of property surveys. The following stages describe how and what to prepare for the on site work. Your surveyors and what they should know Typically you will be appointing a professional consultancy for the purposes of identifying asbestos on your site. They will most likely have no prior physical knowledge of your property and will rely upon the information you provide. In an Ideal situation your Micad IPR system will be fully populated with your property portfolio and on this basis you will be able to provide a single AutoCAD DWG with a paper printout and a complete matching schedule of room/space names for every floor of every building within your estate. So, where can it go wrong? Inevitably your consultancy will have identified in the tendering stages of appointment, prime targets for the likelihood of ACMs from the age profile you provide, you will probably only be excepting a small quantity of property built within the last few years. In essence their surveyors will visit a vast majority of individual room or space within your estate. It is at this point that your ‘as built’ records can become questionable. For the first time cupboards, ducts and voids previously unnecessary by requirement for space management purposes become visible. Make your surveyor aware that the IPR is able to record survey items or ‘samples’ as they will term it at four possible levels using MAR. These are Site, for outside ‘in the grounds’ items, Building, for external elements of the structure, Floor, for common element to floor structure and Room for each individual space. What to give your surveyors before they start Use the IPR to produce a single floor plan print out for each of the floors within your building. Tools are provided within IPR to allow you prepare the drawings with crucial information to the surveyor. You must show each room number/code along with the Function of the room or space. Use the IPR to produce a room level report schedule correlating to each floor plan showing the fields, Function and Net Usable Area M2. Print out a copy of your IPRs Function list. Use copy and paste to create a simple alphabetically ordered table in Microsoft Word. This allows the surveyor to understand your room naming convention, the rule being that if he identifies a space on site which does not exist in your records, he must use only names from this list. By providing this key information prior to the commencement of site work the return data entry process is much simplified. Your surveyor’s report will tie up directly to the property as you know it and greatly reduce data entry times. Pros for IPR data preparation. Data entry speed is much quicker. The surveyors inspection can be directly input from the drawing, no need to look through lists of rooms to find where to put sample data. Risk of room name or number duplication irradiated. Risk of cross data entry ie. A positive survey for a WC placed in the wrong WC because they are simply named the same. Identification extra spaces, ducts and voids, guaranteed to be correctly recorded your way. The surveyor knows your room naming convention from the function list, he knows the last or available room numbers from looking at the room schedule. Accurate floor or ceiling dimensions. The surveyor can make use of your Net Usable Area data field for calculating any material extent associated with a floor or ceiling.

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Forced classification of space function. By enforcing a limited function list this greatly enhances the ability to comprehend your Priority Assessments, for example. All offices may assume preset values by profile for Main Type of Activity = Score 1, Frequency of use = Score 1, Average time is in use = Score 2, Maintenance Activity = Score 1 and Frequency of maintenance activity = Score 1. Remember the Priority Assessments are made by you and the overall Risk Assessment is only half complete without this data so by being able to fill in five Priority Assessment scores by knowing only one piece of information is a great benefit. The ability to graphically report risk results using a CAD drawing coloured up with a risk legend. The ability to rapidly locate a space on a drawing. Cons against not having IPR data preparation The surveyor creates his own room name on site i.e. Shower, you know this room as Bathroom, 170. Surveyors are more than likely to name a room as they see it in use. In the final surveyors report you will not be able to associate their findings to the locations as you know them because they have simply chosen different names. Data entry must be done by creating manual room listings. Duplication of room numbers i.e. the surveyor finds a cupboard on a corridor for which he awards his best guess number 173. During the data entry process you find that room 173 already existed and was assigned to a WC. Where do you place the sample? Typical scenarios encountered by surveyors Typical scenarios where we have encountered surveyors having difficulty in returning their results using the IPR and MAR: From experience we have identified surveyors manually creating rooms or floors within a building with a name of ‘Outside’ to illustrate a common building element. Do not be tempted to follow this trend, it is always best to utilise the IPRs regimented property hierarchy to place your survey item. If the surveyor must create a location which does not appear in your property portfolio then ask them to think logically of the actual location of the ACM. Refer to the examples listed above to correctly place your survey item. 1. The surveyor has found and sampled linoleum in an under stairwell cupboard which was not identified on the drawings you gave him. Action. Create the room manually in the IPR on the correct floor of the building. Name the space correctly as a Cupboard and perhaps include some identifying text too, such as your initials. The cupboard can now be surveyed normally. At the end of the survey the ‘As Built’ drawing should be updated in CAD to include the missing cupboard. The initials you added help you identify discrepancies in your property records as they can be quickly identified using a location search in the IPR. Having drawn the cupboard on the CAD drawing, use the IPR to link the manually created cupboard to the new cupboard on the plan, see Micad IPR user manual. 2. The surveyor found an insulating jacket in the loft of one of your buildings which you have no roof plan of. Action. Create a new floor level called Roof Space in the appropriate building. Add at least one room to the floor maybe called Roof Space again. There may only be one single space which makes up the entire roof area but since your surveyor is not on site to identify and count rooms for you the creation of a single room allows you to add further spaces should they occur. Make the survey in the room named Roof Space as normal. You possibly may never choose to create an ‘As Built’ CAD plan for roof spaces but by adding a floor level than a space to the floor creates uniformity and retains the option if you ever decide to create a roof plan afterwards.

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Asbestos Search Engine The asbestos search engine is intended to be main the focal point for data retrieval and service all levels of user. It is designed using robust technologies to allow your asbestos records to be revealed in familiar web page style but in secure profiles assigned by the system administrator. The front page is designed in such a way that it can be edited so its content can be familiarised with your corporate intranet and host your policies and procedures. Key links and facilities include. Search by

1. Keyword and keyword combinations 2. Location 3. Label 4. Last saved search

Reports

1. Statistical analysis pie chart of overall risk 2. Statistical analysis pie chart of overall risk by location

Event schedule Data entry

1. Surveyor’s data entry for samples 2. Surveyor’s data for photographs 3. Surveyor’s data for remedial work

The search engine will be subject to continual changes and may not always appear in the format illustrated here.

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What to do when the as-built floor layout in the IPR needs to change. Careful consideration must be made by the IPR users that are responsible for altering the room/space records which have been populated with asbestos survey data. The following scenarios may be encountered when physical alterations take place to a floor layout.

1. The room in which an ACM is recorded is being split into two or more rooms. 2. The room in which an ACM is recorded was made manually (not by an AutoCAD DWG).

In both cases the asbestos records need to be reallocated into the correct location once the new AutoCAD drawing is implemented as the “As-Built” in the IPR. Never delete a location which has asbestos records without careful consideration of the consequences. Remember that MAR’s asbestos records are always allocated to an IPR location, a room/space, a floor, a building or a site. Removing any of these locations will cause orphaned MAR records.

How to reallocate asbestos records (With AutoCAD drawings). Scenario - A typical example Consult the IPR User Guide. Room G16 is being split in to rooms G16A and G16B. Asbestos records were made in the original G16 against an AIB door panel. Step 1. The IPR operator makes the physical layout alterations to the original AutoCAD floor plan by breaking up the room G16 using the MICAD Space Planning Module. Two new room areas are made using the MICAD Space Planning Module. Step 2. The IPR operator undertakes a Take-off using the Manage Drawing utility within the IPR. Step 3. The IPR operator must carefully identify the three rooms to deal with the asbestos records. After the “take-off” the IPR will flag rooms which are no longer present within the drawing. Against room G16 a red exclamation mark appears indicating that the room was not found in the current “as-built” floor plan. At the bottom of the updated room list rooms G16A and G16B will now appear. Now consider your asbestos data in order to ascertain where the asbestos should be physically located in relation to the new environmental layout. In this example a door having an AIB insulation panel is still in situ on the side of the room which is now called G16A. This example will now continue on the basis the result of professional consideration concluded where to best locate the asbestos records. This result will vary depending on the nature of the surveyed items. If a textured ceiling coating or floor tile spanned the entirety of the original G16 room and these remain in situ after the refurbishment then the asbestos inspections should be extrapolated into the new spaces.

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Step 4. Do not delete G16 as it contains the original asbestos records. One of the new spaces G16A or G16B needs to take the place of G16. We had previously decided that the surveyed item physically resides within G16A and therefore need to make amendments to reflect this. Nothing needs to be done to the asbestos data within MAR. The process involves a careful room number renaming exercise. This is done by moving the unique AutoCAD “Handle” (see IPR User guide) from the new G16A into the old G16, renaming G16 to G16A and deleting the new room G16A.

1. Using cut and paste, transfer the Handle from the new room G16A into the old G16 2. Undertake a “Take off” from the IPR floor level 3. Delete the new room G16A (this should now display a red exclamation mark) 4. Rename the old original G16 to G16A 5. Undertake a final “Take off” to correct the red exclamation mark status.

How to reallocate asbestos records (Without AutoCAD drawings). Scenario - A typical example Consult the IPR User Guide. Room G16 is being split in to rooms G16A and G16B. Asbestos records were made in the original G16 against an AIB door panel. Step 1. Consider your asbestos data in order to ascertain where the asbestos should be physically located in relation to the new environmental layout. In this example a door having an AIB insulation panel is still in situ on the side of the room which is now called G16A. This example will now continue on the basis the result of professional consideration concluded where to best locate the asbestos records. This result will vary depending on the nature of the surveyed items. If a textured ceiling coating or floor tile spanned the entirety of the original G16 room and these remain in situ after the refurbishment then the asbestos inspections should be extrapolated into the new spaces. Step 3. Create one new room G16B from within the IPR. Step 2 Rename the original room G16 to become G16A. Remember to consider updating the Net Usable Area values for each new or modified room/space.

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Changing the floor layout flow diagram.

Start

Modify AutoCAD

“As-built” floor plan

Take off room data

Identify new and old room/

spaces

Cut the AutoCAD Handle from the new room G16A

Rename room G16 to G16A

Review and consider the

survey items in the original room

locations

Paste G16A Handle over

G16

Delete room G16A from

IPR

AutoCAD or manual

Create new room G16B manually in

IPR

Take off room data

End

Take off room data

AutoCAD Manual

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Module updates addendum Changes have been made to improve data entry speed. New direct access short cut links from the Review Summary

This short cut saves time in data entry by reducing the number of clicks and page refreshes.

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New direct access short cut link to ‘add photos’ from the survey items page.

This short cut saves time in data entry by reducing the number of clicks and page refreshes.

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Updated Location Status facility.

The new Asbestos Location has two added functions.

1. A Location Description text box to allow the surveyor to describe the location as it appears during the survey.

2. An Out of Bounds marker flag can be set for the current location.

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Restyled survey items with new direct Action Toolbar

Under the column heading ‘Action’ a new cogwheels icon replaces the original view icon. To access the new Action Toolbar move the mouse over the cogwheel. To reduce data entry and access time the Action Toolbar provides direct access to a possible 9 associated actions.

1. Review Summary 2. Edit Survey Item 3. Delete Survey Item and Associated Inspection Data 4. Create a System From Survey Item 5. Copy Survey Item 6. Create NAD Inspection for Survey Item 7. Re-inspect Survey Item 8. Create a New Inspection for this Survey Item 9. Add Photos to the Current Inspection of this Survey Item

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New restyled Add Photos facility To aid the data entry process by allowing the surveyor to correctly identify the photos by providing thumbnail preview for .JPG files listed on the fileserver. New features included

1. Drag and drop publishing. 2. Last used directory recall. 3. Files in use so far 4. Automatic description naming of photo.

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Layout of the Add Photos facility

Overview The Add Photos facility is designed solely for the purpose of attaching JPG photo files to a survey in the quickest possible way. It supports no other file format than JPG. Document file types other than JPG should be attached in the conventional way using the “Add photos and Documents” link in the bottom right corner of the inspection form. A thumbnail preview lists the JPG files on your file server allowing you to correctly identify the appropriate photo for the current survey item. A simplified folder navigation facility is provided to keep the screen layout uncluttered and preserve screen space use for displaying the photos. The folder navigator also stores the last folder (directory on your file server) that was accessed to negate the need to have to re-navigate to the folders during the next time of access. A memory of each photo that is published is also recorded in the user’s cookie (personal to each user) so that it assists the user by showing which files have already been used. Drag and drop is used to attach the photo to the survey item.

Current inspection Alias and folder list on file server (Folder Navigator)

Thumbnail JPG file list Photo display area

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Operation. The Add Photos facility may be accessed via the left hand menu bar, the current inspection or the Action Toolbar. To attach a photo or multiple photos to an inspection the process is as follows.

1. Navigate to the folder on your file server which contains the photos for the survey item. 2. Scroll through the thumbnail list and identify the correct photo. 3. Left click and hold down the mouse button on the correct photo thumbnail. 4. Drag the photo from left to right on to the survey item. 5. Release the left mouse button over the survey item.

1. Navigate folders by clicking the drop down combo box and selecting the appropriate folder. Note. Use the “..” folder to go back one level.

2. Scroll through the thumbnail list and identify the correct photo.

3. Left click and hold down the mouse button on the correct photo thumbnail.

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4. Holding the left mouse button down, drag the photo from left to right on to the survey item

5. Release the left mouse button over the survey item

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To edit the description and file details for the attached photo click on the blue spanner icon. Submit any alterations using the green tick.

Use the red “x” button to detach the photo from the survey item.

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Files in use so far. Once the photo has been attached to a survey item the thumbnail list displays with a grey background for those JPG files which have been attached from the current folder to any survey item. The memory is retained in your web browser cookie for a period of 72 hours. Clearing user cookies will remove this memory.