®

www.electricalcertificates.co.uk,

support@electricalcertificates.co.uk, Call: 0333 772 0829

Presentation describing the process for efficiently

planning, controlling and monitoring EI&T

Electrical Inspection and Testing programmes.

Presentation Copyright COBWEB IS Ltd - 2016

Presented by : Michael Joubert, Bsc Mech. Eng., MBA

M: 07788913838

WHAT IS ELECTRICAL COMPLIANCE ?

● IT’S THE LAW

The Electricity at Work Regulations 1989 (EAWR) places a legal responsibility on

employers and employees, as duty holders, to ensure that electrical systems used

at work under their control are safe this involves amongst other things, proper

inspection and testing of a system by competent people and the creation and

maintenance of records.

● BRITISH STANDARDS

BS 7671:2008+A3:2015 Requirements for Electrical Installations

The national standard in the United Kingdom for electrical installation and the safety

of electrical wiring in domestic, commercial, industrial, and other buildings

● Electrical services Health Technical Memorandum 06-01

Provides comprehensive advice and guidance on the design, installation and

operation of specialised building and engineering technology used in the delivery of

healthcare, including electrical infrastructure. (Refer : appendices at the end of this

presentation)

Electrical Compliance Requires regular risk assessments, inspection,

testing, remedial works and accurate record keeping

ELECTRICAL COMPLIANCE CHALLENGES ?

● Lots of data

• The electrical infrastructure has a lot of data, 100 to 1,000’s of boards with

10,000’s circuits, distribution network schematics, certificates with 50+ pages and

100’s faults

● Expensive

• Planning, tendering, testing, monitoring required to ensure compliance is

expensive – bad planning results in unnecessary expenses

● Risky

• Being totally risk averse is not practicable, difficult and expensive. However, well

managed and careful risk management is difficult given the volume of data

● The data deteriorates over time

• As different electricians and contractors make changes to the building the

accuracy of the data deteriorates and over time becomes less accurate

Managing the full set of electrical data accurately is very challenging

A broken electrical compliance process that uses disparate systems, files, processes and file formats

THE CURRENT ELECTRICAL COMPLIANCE PROCESS BROKEN

The process is broken but it can be fixed, however there are challenges

THE CURRENT INDUSTRY VIEW BLOCKS IMPROVEMENTS

PREVAILING VIEW

PLANNINGPlanning and quantifying the work for a fixed wire Electrical Inspection and Testing

programme is a completely manual process

DOCUMENT AND

DATA

MANAGEMENT

Documents must be manually received, retrieved, stored and managed.

TESTING Full testing is required to ensure compliance

REPORTING Reporting can only be done at a very high level

ELECTRICAL

SCHEMATICSSchematics should be manually drawn and updated

ELECTRICAL

DISTRIBUTION

BOARDS

Distribution boards should be manually updated each time a change is required

The prevailing view compounds the problem and blocks the opportunity to for

improvement

WHY BOTHER FIXING THE PROCESS?

COSTS

RISK

TIME

● Better planning and tracking reduces the costs of unnecessary

testing.

● Better monitoring ensures that test costs and payments are

correct

● Audit trail provides accountability and ensures accuracy

● Accurate records and workflows ensure better risk

management

● Better planning ensures the highest risk item are addressed

soonest

● Better records ensure remedial actions are not missed

● Reduces management time required to collect and manage

records

● Reduces management time to plan the electrical testing

projects

● Reduces time in auditing and evaluating the work completed

● Reuse of data reduces re-keying of existing data

All stakeholders can benefit from savings in cost and time

and a reduction in electrical compliance risk

EDIS POWERS SMARTER EI&T ®

1. Capture once, re-

use many times

2. Automate as much

as possible

3. Data driven

4. Standard data

structures

5. Circuit level data

each field

independent

a broken electrical

compliance process that

uses disparate systems....

THE CURRENT PROCESSES CAN BE FIXED

An efficient, electronic

process that meets all

stakeholders’ requirements,

providing a central

repository for storing,

editing, planning and

reporting

The process is broken but it can be fixed, however there are challenges

®

THE CURRENT VIEW NEEDS TO BE CHALLENGED

PREVAILING VIEW

PLANNING

Planning and quantifying the work for a fixed

wire Electrical Inspection and Testing

programme is a completely manual process

Planning is automatic with detailed circuit

level reports informing human judgements.

DOCUMENT

AND DATA

MANAGEMENT

Documents must be manually received,

retrieved, stored and managed.Document management is automated

TESTING Full testing is required to ensure compliance

Tightly targeted, well designed risk based

testing with visual inspections will allow for

better risk management.

REPORTINGReporting can only be done at a very high

level Detail reports can be easily provided

ELECTRICAL

SCHEMATICS

Schematics should be manually drawn and

updated

Electrical schematics can be automatically

generated

ELECTRICAL

DISTRIBUTION

BOARDS

Distribution boards should be printed and

attached to a distribution board

Distribution board schedules change during

the asset’s life– they should auto updated

and easily accessed.

A central data driven repository that enables data to be entered once and re-

used many times by all stakeholders enables innovation resulting in reduced

cost, risk and time

CONTRACTS

&

WORK

INSTRUCTIONS

EDIS POWERS SMARTER EI&T ®

Software and services for managing electrical compliance

EDIS is electrical certification software for designers, constructors, electricians, facilities

managers and building owners. EDIS is based on BS 7671: Requirements for electrical

installations; the UK national standard for the safety of electrical installations.

EDIS provides the total enterprise electrical document and records management system. It

provides tools for easily capturing and creating electrical certificates and automating the updates

to the board schedules, distribution networks and other electrical distribution information.

SMARTER EI&T NEEDS: Process-Governance-System

PROCESSGOVERNANCE

SYSTEM

®

BOARDS

CIRCUITS

LAST

TEST

NEXT

TEST

COMPLIANCE

PLANNING

INSTRUCT

ELECTRICIANS

Due for

Testing

compliance

report

INSPECTION&

TESTING

-Test data

-Test dates

-Actions required

REMEDIAL

WORKS

Closed

Actions

CERTIFICATESBOARD TESTED

CIRCUITS

TESTED

Next test dates

MONTHLY

REPORT

OPEN

ACTIONS

CERTIFICATES

COMPLETED

INCOMPLETE

CERTIFICATES

Signed

Original

Draft

PLANNING

TESTING

MONITORING

REMEDIALS

SMARTER EI&T ®-PROCESS

Need to prevent:

● Worst case: Presented with piece of paper with test results

● Bad case: Started testing cert in draft but never completed

● Not acceptable: Jobs that carry on indefinitely

● Can live with: Typos

Governance assures that the process is followed and the process is followed

correctly

● Contracts - build the governance of the process and data management into the

contract (ECA, NICEIC etc.)

● Work instructions (schedule, process)

● Agree to pay only on completion of work, testing AND signed documentation

SMARTER EI&T ® -GOVERNANCE

®

Without the right governance SMARTER EI&T will not

happen

▪ What do we need to test?

▪ When do we need to test it?

EDIS provides a System for Compliance Management

▪ Unnecessary spending?

▪ What is the priority?

EDIS enables Smarter EI&T

Automate as much as possible - updates board and circuit details when certificate is

completed, update compliance reports, update planned testing dates

®

®

MANAGING YOUR ELECTRICAL COMPLIANCE

If you are preparing for an electrical testing programme you will benefit from all the

Smarter EI&T ®

www.electricalcertificates.co.uk

support@electricalcertificates.co.uk

T: 0333 772 08290

EDIS can assist with putting the Smarter EI&T® process in place:

• Collating the data into a central web based system

• Ongoing training the teams in the use of the process and system

• Advice and guidance on the planning process

• Embedding the Smarter EI&T® process

• Working with contractors to ensure an optimal experience

• Ongoing assistance with the planning, monitoring and improvements

to your electrical compliance process

• The resulting reduction in cost, effort and risk will be immediately

evident.

An efficient testing programme and improved electrical compliance reporting

THANK YOU

www.electricalcertificates.co.uk

support@electricalcertificates.co.uk

Call: 0333 772 0829

EDIS assists with compliance to health care technical guidelines

EDIS holds the data and provides the functionality to support the planning and

maintenance of health care electrical infrastructure in line with both national

standards BS 7671 and government healthcare guidelines.

● BS 7671:2008+A3:2015 Requirements for Electrical Installations is the

national standard in the United Kingdom for electrical installation and the

safety of electrical wiring in domestic, commercial, industrial, and other

buildings

● Electrical services Health Technical Memorandum 06-01: provides

comprehensive advice and guidance on the design, installation and operation

of specialised building and engineering technology used in the delivery of

healthcare, including electrical infrastructure. (Refer : appendices at the end

of this presentation)

Following the above standards and guidelines EDIS provides workflows, features

and practices that enable engineering managers to accurately and efficiently

manage their electrical compliance programmes

KEY CHALLENGES IN THE PROCESS

SEARCHING FOR DATA and DOCUMENTS

Challenge: Where is the list of boards? Where are the boards? How many circuits?

Which are the high risk boards? What circuit feeds which room?

PLANNING THE PROJECT

Challenge: Which circuits are due for testing, What was tested last, where is the

highest risk, what is practicable?

TESTING 10’s, 100’s or 1,000’s OF CIRCUITS TO BS7671

Challenge: What test has been done (Zs, IR, polarity, RCD), How do I track the

faults?

MONITORING

Challenge: Tracking the status, Which areas, which circuits, which tests, how

much still needs to be tested?

Each of these challenges needs to be addressed...

Electrical distribution systems have a LARGE volume of data - this can make the

job of planning, testing and monitoring a data intensive task a major challenge

SEARCH TEST PLAN MONITOR

Completed Cert

& Data archived

for reuse

Updates to the

Boards & CCT

data

Distribute the

certificate

Review

certificate&

Complete

Plan the E&IT

Do testing

Update a

certificate

Capture the

Board & Circuit

data

Management of

Faults and

Errors

Smarter EI&T ensures all data is backed up, archived and available for reuse to all stakeholders.

Compliance managers, project managers and engineers can re-use the data to make their tasks faster

and easier, saving time and money

On completion of the certificate distribution board schedules, distribution schematics need to be updated

– a data driven workflow will provide these results at the click of a button.

A data driven and integrated system will ensure the certificates is delivered and shared with the right

stakeholders automatically and instantly – reducing time and cost by eliminating CD’s, emails and other

ways of distributing the certificate.

An automated data driven workflow that tracks and alerts the status of certificates enables electricians

and qualifying supervisors to collaborate in completing the certificate to the required standard. Sharing

documentation, tracking status and reporting faults.

Smarter EI&T is a data driven, risk based planning process supported by a system that automates as

many of the data gathering, management and manipulation steps as possible. Having data and

automation saves time and cost.

Testing approaches differ based on the risk: Tests can be 100%, sample tests or other exclusions and

limitations – a data driven approach that tracks tests circuit by circuit, reducing the time and

administration required for managing the testing process - saving time, cost and reducing risk

Certificate data can be huge – a system that provides a workflow, data management, data backup and

re-use of common data saves time and reduces the cost of data manipulation.

Board and circuit data is captured once then re-used for certificates, compliance planning, risk

management, distribution board schematics, and faults and improvements tracking. Re-use of data

saves time and cost

Tracking the test results and observations across an estate is essential to reducing the risk, a data

driven and automated process will reduce risk through better controls, reduce administrative costs and

reduce the time to identify and correct the faults.

Smarter EI&T Saves Time and Money

We know it’s the law

Legal responsibility required by Electricity at Work Regulations 1989 (EAWR); to achieve

compliance with EAWR requires proof that an electrical system is safe which involves,

amongst other things, proper inspection and testing of a system by competent people and the

creation and maintenance of records.

Purpose of the Regulations

• Prevent danger (Risk of Injury)

• Prevent Injury (where Danger Exists)

• Not to Give Rise to Danger

Good reference: HSE document "Memorandum of Guidance on the Electricity At Work

Regulations"

The period, frequency and type of test and inspection is based on what is Reasonably

Practicable, i.e. “Access, on the one hand, the magnitude of the risks of the particular work

activity or environment and, on the other hand, the costs in terms of physical difficulty, time

trouble, and expense which would be involved in taking steps to eliminate or minimise those

risks. “ In summary: Risk vs Cost&Difficulty

The frequency of periodic inspection and testing will depend upon the type of installation, its

use and operation, the frequency and quality of maintenance and the condition.

HOW OFTEN DO I NEED TO TEST?

HIGHER THE RISK MORE FREQUENT THE TESTS - SO, NEED DEFINE THE BOARD RISK

KNOWING AND MANAGING THE BOARD RISK DATA IS ESSENTIAL

Low Voltage electrical wiring risks can be broadly classified into:

● USE - what does the circuit serve (Ref: Electrical Services Health Technical Memorandum 06-01:

Electrical services supply and distribution)

● USAGE - How often is it used and abused, Who uses it, Where is it located

For example: A socket in an operating theatre is mission critical and poses a significant level of risk; however

a socket in a public area used/abused by many people for phone charging and laptops is also a risk too.

Each Board needs to be risk classified based on an agreed scale, the scale in turn defines the period

of testing, for example:

● Non-Critical 1 - Perhaps the business support areas are departments such as finance, stores,

laundries and workshop areas. In general, an interruption of the electrical supply may not compromise

the treatment or welfare of patients. Risk management: Sample test every 5 years

● Patient Critical 5 – These areas are defined as operating theatre suites, critical care areas, cardiac

wards, catheterising rooms, accident & emergency resuscitation units, MRI, angiographic rooms, PET

and CT scanner rooms. Risk management : Annual inspection and full test every 3 years.

Defining the risk scale is the most important task for the person responsible for electrical

infrastructure risk management.

A risk based approach is the most important aspect of PRACTICABILITY

Smarter EI&T requires a risk based approach to EI&T

EDIS assists with compliance to health care technical guidelines

EDIS holds the data and provides the functionality to support the planning and

maintenance of health care electrical infrastructure in line with both national

standards BS 7671 and government healthcare guidelines.

● BS 7671:2008+A3:2015 Requirements for Electrical Installations is the

national standard in the United Kingdom for electrical installation and the

safety of electrical wiring in domestic, commercial, industrial, and other

buildings

● Electrical services Health Technical Memorandum 06-01: provides

comprehensive advice and guidance on the design, installation and operation

of specialised building and engineering technology used in the delivery of

healthcare, including electrical infrastructure. (Refer : appendices at the end

of this presentation)

Following the above standards and guidelines EDIS provides workflows, features

and practices that enable engineering managers to accurately and efficiently

manage their electrical compliance programmes

Classifying a health care facility distribution boards by rnon-clinical and bus continuity risk

Ref: Electrical services Health Technical Memorandum 06-01: Electrical services supply and distribution

Non-Clinical and Business Continuity risk category Period1 Non-Critical 1 The business support areas are departments such as finance, stores, laundries and workshop

areas. In general, an interruption of the electrical supply may not compromise the treatment or welfare of patients

2 Non- Critical 2 Building services safety and security. An interruption of the electrical supply could compromise the safety and welfare of patients.

3 Non- Critical 3 The building services environmental control systems will include HVAC systems, hot water services, energy centres and building energy management systems. In general, an interruption of the electrical supply could represent a compromise to the treatment or welfare of patients

4 Non- Critical 4 Medical support services. An interruption of the electrical supply may represent a slight disruption to the treatment or welfare of patients.

Ref: Electrical services Health Technical Memorandum 06-01: Electrical services supply and distribution

Patient clinical risk categories Period

1 Patient Critical 1

The areas include circulation spaces, waiting areas, offices and non patient care areas such as laboratories or finance departments.

2 Patient Critical 2

The areas may include patients in consultation (excluding examination) or general out-patient areas

3 Patient Critical 3

The areas will include mental health wards and some maternity areas. Patients are not generally connected to any electro-medical equipment.

4 Patient Critical 4

The areas may include LDRP (labour, delivery, recovery, postpartum) areas (maternity), endoscopy rooms, accident and emergency general/minors, haemodialysis areas, ECG areas, nuclear medicine, radiography diagnostic, magnetic resonance imaging (MRI), endoscopic examination rooms, urology treatment areas, or therapy rooms and ultrasound.

5 Patient Critical 5

The areas are defined as operating theatre suites, critical care areas, cardiac wards, catheterising rooms, accident & emergency resuscitation units, MRI, angiographic rooms, PET and CT scanner rooms.

Classifying a health care facility distribution boards by patient clinical

Demo - Planning Process

Overview

PLANNING DATA

EDIS BOARD AND CIRCUIT

DATA

2 Planning

3

1

THE BACKSTORY

…Our aim is to continually improve the EI&T process, speed

and efficiency for all stakeholders.

Started in 2005 in support of a £18M electrical testing

programme…● Our approach is proven and continually improving

● We have over 5,000 buildings on the system

● Over 10,000 certificates

● 10,000’s observations and recommendations

● 100’s of users

● Over 3,000 downloads of the free PC based version

EDIS is used by:

Royal Free NHS Trust

Imperial NHS Trust

Guys St Thomas NHS Trust

Public corporations and Local government