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News Release from: NECTA
Edited by the Engineeringtalk Editorial
Team on 30 March 2007
Electrical management system launched
The key features of the NECTA On-line system are the Historic Records Document Management Module and the Change Control Management Module.
Before embarking on the development of NECTA On-line, the National Electrical Certification and Training Alliance (NECTA) drew extensively on its own experiences and those of its clients, to create an on-line management system which not met the needs of electrical duty holders, among others NECTA's role in providing electrical safety programmes for some of the country's largest companies and organisations, such as Leeds Teaching Hospitals and BOC, put them in a position to be able to offer their customers a system that guarantees even greater peace of mind
This article was originally published on Engineeringtalk on 28 Sep 2004 at 8.00am (UK)
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Legislative issues and the control of date sensitive data were the key factors in the development of the system.
It took two years and a large investment in research and development to create the system.
Inspection and testing programmes and comprehensive reporting of the results are a crucial factor in creating and maintaining an electrically safe working environment.
But how can that high standard be maintained?.
After all, having made a major investment in compiling accurate electrical inspection and testing records, distribution board schedules or electrical distribution drawings, there is always the danger that they can become outdated within a short space of time.
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Contractors or maintenance staff undertaking electrical works and not updating the relevant documents can also compromise them.
Conversely, if all works are being reported then records can also become clogged with too much data.
For example it may take an eternity to find certain information such as a correct distribution board schedule.
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This situation could be considered something of an inconvenience when undertaking planned or reactive maintenance.
However, if a maintenance manager is requested to produce all relevant records for an inspection, for example in order to comply with the Electricity at Work Regulations 1989, then the ability to locate and collate that information quickly and easily becomes paramount.
NECTA On-line can be used to solve all of these issues and more besides.
The web-based system allows the user to control all aspects of their company or organisation's inspection and testing records, distribution board schedules, electrical drawings and more.
Only a Microsoft Windows based PC and internet connection, ideally broadband, are required to use the system.
There is also no need for any additional expensive software.
The system has been designed to be as secure and resilient as possible, with each user allocated a username and password for access.
This allows all changes and modifications to be tracked for security and reference purposes.
The key features of the NECTA On-line system are the Historic Records Document Management Module and the Change Control Management Module.
The Historic Records Document Management Module is the central component of the system, providing full storage, access and management of all existing electrical records in a web-based environment.
The system can accommodate all types of documentation including network drawings, remedial reports, periodic reports, and dangerous electrical condition notifications.
It also stores information in a hierarchical order, giving the user the opportunity to access earlier or later versions of each document, showing where and when documents were changed and when they were stored.
Records are stored as digital files within the system and can be accessed and updated by any authorised person from a PC with an internet connection.
As such ongoing management and updating is much easier and effective than working with traditional paper based records and contributes greatly towards compliance with the relevant regulations.
The Change Control Management Module allows users to record all changes made to their electrical infrastructure and ensure that the relevant records and documents are updated to reflect such changes.
The Change Control Management Module has been designed to be intuitive and flexible, with users being prompted for the information that they need to provide, depending on the type of work that has been carried out.
The system also incorporates electronic versions of Minor Works and Electrical Installation Certificates, removing the need to work with traditional paper forms.
Full workflow and approval procedures are also built into the system, allowing managers to monitor and control the change notifications.
These two modules in particular can be used to good effect as a means of meeting regulatory requirements.
For example, it is a fact that duty holders have a legal requirement under Regulations 4(2) and 12 of the Electricity at Work Regulations 1989 to ensure that their responsibilities have been effectively discharged by ensuring circuits are identified at all times.
They also have to be able to demonstrate evidence of maintenance including the archiving of electrical records for the "working life of the electrical system".
These modules offer the user exactly that type of facility.
The system can easily store and reproduce all the relevant records, maintenance schedules, current network drawings, all the information required by duty holders to defend themselves under Regulation 29 of the Electricity at Work Regulations 1989.
The system can also be used to store a host of different types of records to meet additional regulatory requirements.
This information can be crucial in complying with Regulation 16 of the Electricity at Work Regulations 1989, which states that: "No person shall be engaged in any work activity where technical knowledge or experience is necessary to prevent danger".
If staff records are kept on the system, with qualifications listed and reminders posted, then a Maintenance Manager or Human Resources Manager can access those records, check the competency of their workforce and allocate tasks accordingly, thereby effectively discharging their responsibilities as regards this particular regulation.
Taking all these issues into consideration the development team at NECTA believes that the system is a vital tool for any senior manager with responsibility for electrical safety within a company or organisation.
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