“Business Opportunities Within Water Hygiene (Legionella)” Simon Cooke - Director Group Companies ;

1. FM EVENT 2009 “Business Opportunities Within Water Hygiene (Legionella)” Simon Cooke - Director Group Companies; fineapply limited-Legionella Risk Assessment Specialists ZetaCompliance Technologies - Web Based Compliance systems

2. Objective: To explore the statutory maintenance challenge in Large Estates (using Legionella as an example) and how IT systems can help meet this challenge providing opportunities for business development or improving your internal offering The Statutory H&S Compliance Landscape The management headache Legionella as a worked through example Drawbacks of paper based record keeping methods Fineapply workflow using ZetaSafe® ZetaSafe® web based compliance tool

3. The Statutory H&S Compliance Landscape ...... Corporate Manslaughter Act 2007 H&S Offences Act 2008 7 Manslaughter Charges £41,000 Fine inadequate RA £300,000 p.a. audit costs 35 tonnes of paper 500 tonnes of carbon

4. Overview fineapplylimited Management of Statutory H&S compliance in Large Estates is problematic Water (L8) Legionella Fire Prevention & Safety Gas Safety Electrical Safety Asbestos Management Lifts and Access equipment Etc etcetcetc !!!!! Lots of compliance areas in lots of buildings = lots of information = a management headache! Or an opportunity! .... Information Technology may be the key to success

5. Risk Assessment versus Control fineapplylimited • COSHH, ACoPs, FFO etc all state that you must carry out a risk assessment • Also state you are ‘required to have access to competent help’ • Risk Assessment is a duty holder requirement .. On whom the duty falls ... The person in ultimate control of the premises ... Usually the ‘Employer’ ... Your client / Your organisation • For this reason often contracted out to a Specialist • If there is a risk ... Draw up and implement a control scheme • These controls can be delivered by FM Providers / Estates Dept’s ... It’s a business opportunity if they’re not being! • However how do you ‘control the control’ ... Standardisation, Communication, Training, Auditing of Information / Compliance Data and Action on Non Compliance ... Risk Management! • There is business risk and liability in offering risk management! • Non compliances must be communicated, actioned and resolved ... ‘Close Looping’

6. The nature of large estates fineapplylimited • variable populations = variable risk • a mix of buildings – some old / some new, some with complex/extensive systems/assets and some without • difficulties across the estate in terms of management & coordination of staff, resources and contractors; ensuring that standards & services are maintained uniformly • sometimes geographically extensive …. with added contractual complexities (lease T&C’s) • A mix of older and new properties means that services & resources are not consistent throughout and each requires a unique approach

7. The management ‘headache’ … fineapplylimited • lots of buildings/locations, lots of systems (old, complex) and hundreds/thousands of assets= lots of A4 files = a ‘ management headache’ ! • Risk assessment and monitoring to may be happening but are we truly managing risk on a day to day basis? Are we using all the data being collected to make management decisions ? Are we making best use of our limited resources? • Risk management is difficult because of the huge amounts of information being collected … ‘file flu’, ‘spreadsheet fever’ and ‘analysis paralysis’

8. So what is the legal position of ACoP L8? Act of Parliament (HSWA) MUST DO LAW Regulations (COSHH) BEST PRACTICE Approved Code of Practice (L8) EVIDENCE HSE Guidance HTMs CIBSE INFO GUIDANCE fineapplylimited

9. fineapplylimited ACoP L8 inside cover “This Code has been approved by the Health and Safety Commission, with the consent of the Secretary of State. It gives practical advice on how to comply with the law. If you follow the advice you will be doing enough to comply with the law in respect of those specific matters on which the Code gives advice. You may use alternative methods to those set out in the code in order to comply with the law.However, the Code has a special legal status. If you are prosecuted for breach of health and safety law, and it is proved that you did not follow the relevant provisions of the Code, you will need to show that you have complied with the law in some other way or a court will find you at fault”

10. fineapplylimited ACoP L8 inside cover “This document also contains guidance issued by the Health and Safety Commission and Executive. Following the guidance is not compulsory and you are free to take other action. But if you do follow the guidance you will normally be doing enough to comply with the law. Health and safety inspectors seek to secure compliance with the law and may refer to this guidance as illustrating good practice.”

11. Legionella - The ‘legal’ requirements (What do we need to do?) fineapplylimited • The duty holder (on whom that statutory duties fall) should arrange for a risk assessment to be carried out - must be current (up to two years) • Prepare risk prevention, management & control scheme … guidance L8/ HTM 04.01 / CIBSE etc • Implement & manage precautions and ensure that the control scheme is effective • Continually audit & review • Keep records of precautions • Appoint a person to be managerially responsible

12. If it all goes terribly wrong … Gross Negligence Manslaughter/ Corporate Manslaughter Then read about it on Legionella News… fineapplylimited

13. What records should be readily available?What you should be doing!! fineapplylimited • A current and valid risk assessment - a clearly identifiable document specific to the property and reflective of present foreseeable risk • Building register- relating use/occupancy to risk • Asset register - CWS tanks, HW storage, Showers, TMVs etc • Schematic drawings - up to date allowing an outside body to readily identify the elements and distribution network of the system .. Such that remedial action can be easily carried out or appropriate investigation undertaken • Monitoring records demonstrating effective control of risk - records that show the H&S loop has been completed i.e. non compliance noted, acknowledged as such, actioned and compliance regained

14. Management Issues Cont... fineapplylimited • Prioritisation of Resources – budget cuts … need to make spending work harder. Use of appropriate IT can provide some help • Identification of Responsible/Competent employees or contractors - shortage of suitable direct labour / affordability of contractors … maintaining quality and standardisation • Management and Interpretation of Data – only have time to manage by exception. Early identification of trends is required. • Relating Risk to Control Scheme - particular risks such as cooling towers, showers and infrequently used outlets • Diversity of Buildings and Water assets within Estate – keeping track of all this and identifying key areas of risk • Communication Channels – sharing of information from point of data collection through to supervisors and escalation to managers

15. Drawbacks of other record keeping methods fineapplylimited • PPM systems – Planned Preventative Maintenance is useful for maintaining the plant and assets but not necessarily designed for recording H&S information. Often difficult to review works undertaken and to make decisions about relative risk and future maintenance / monitoring • BMS systems – Building Management Systems are an accepted form of recording temperatures etc but does the organisation document whether this data has been reviewed and how alarm prompts have been dealt with and rectified. • Paper systems – Continually changing, needs management and almost impossible to update across a large portfolio in terms of adequately managing risk with numerous records, results, certificates, surveys and inspections. • It is your overall management system that would be audited

16. Drawbacks of paper systems in detail fineapplylimited • storage – physical space and cost • accessibility – difficult to access and share information with others and impossible to do so remotely • accuracy – ‘never’ up to date • vulnerable to loss, damage • time consuming to manage and difficult to audit • traceability and tracking • more opportunity for error in the process from work done to storage • difficult to use data to identify trends and present management information • hidden cost of paper and environmental impact

17. Typical workflow for Fineapply Legionella Risk Management using ZetaSafe® Technology Solution Workflow Fineapply (FA) ZetaSafe® - Compliance e-portal FA Affix barcodes and compile asset register FA Surveyors carry out Risk Ass using PDA Issues synchronised immediately with ZetaSafe® (inc. direct email) Weekly non-conformance report emailed automatically to Client Work orders generated to service providers to attend and rectify issues Summary performance information available by property with audit history down to individual ‘tap’ level in ZetaSafe® Issues tracked to completion to ensure H&S loop is completed

18. Typical workflow for Fineapply Legionella Risk Management • Implementation • Fast implementation time – a project like this can be enabled within weeks • No paper reports are issued – ‘legal’ Risk Assessment are uploaded to secure document storage area in ZetaSafe® • ZetaSafe® categorises actions into three areas ; • Immediate Risk Reduction – high priority actions that need to be actioned quickly … often this can be as simple as turning the hot water up but this can be overlooked in the sheer mass of data collected in large estates • Remedial Actions – minor works / refurbishment (below threshold spend) • Re-engineering Solutions – Capital spends to design out risk

19. What Is ZetaSafe®? • ZetaSafe® is a digital compliance solution for capturing, storing and analysing data obtained from in field testing of assets. • Eliminates Paper Mountains • ZetaSafe® is a “Software as a Service” solution – the service is hosted and date protected by IT experts. • Minimises deployment costs • ZetaSafe® can be in use in minutes! • No in house expertise required • No software to install!

20. What Is ZetaSafe®? • Assets are UNIQUELY IDENTIFIED typically by barcode and the required test data is EFFICIENTLY and ACCURATELY harvested through a PDA using ZetaMobile® and can be accessed from any web enabled PC in seconds. • potentially any dumb asset which has a monitoring requirement can be managed via ZetaSafe® e.g. Legionella, Indoor Air Quality, Fire Safety Equipment, Emergency Lighting, Pressure Vessels, Lifts etc etcetc

21. ZetaSafe® as your ‘logbook’

22. ZetaSafe® workflow

23. Benefits of ZetaSafe® Deliver Peace of mind regulatory compliance On Demand reports an graphs for management information and audit Improved Productivity and accountability Save time and reduce administration cost immediately ZetaSafe provides you with a complete Document Management solution Green Credentials

24. Using ZetaSafe® to Manage Liabilities – ‘Controlling the Control’ • Standardisation – the use of database templates allows standard control schemes to be implemented in common sectors / building types • Communication - ZetaSafe® is widely accessible to authorised users as it is web based. Issues can be assigned to specific users. Alerts and reports can be emailed automatically or available on demand. • Training – the PDA application ZetaMobile guides the operative through the checks and alerts on failures and prompts for additional information. • Auditing of Information / Compliance Data – data can be sorted in a myriad of ways e.g. By compliance area, by asset type, by building, by date, by activity type, by priority with quick links through to key information / summary views • Action on Non Compliance – Non compliances are now known and can be acted upon and the audit trail to resolution recorded ... ‘Close looping’ • Risk Management ... Combine the above activities and you are now risk managing!

25. Contact Simon Cooke Mobile – 07887 926353 mailto:scooke@zetaplc.com