Email Enquiry

Testing Inspection Maintenance Management Systems

Initial Email Enquiry –

I am looking to develop a new management system for the testing / Inspecting and maintenance of Emergency response equipment for the Fire and rescue team here at Dow Corning.

I am asking JOIFF members if they could send me a short note identifying how they address the testing / inspection and maintenance of Emergency Response equipment.

The system we have in place needs updating. I would like to standardize our equipment testing , inspecting and maintenance records. Could members send me examples of the forms that they use at their facilities.

Members Note:
Please help in providing electronic copies of your management systems for the following where possible - Testing, Inspection, and Maintenance of Emergency Response Equipment. You may use a paper based system, an automated PDS's or bar codes with the latest proprietary software - any help in sharing your experiences would assist Paul in his quest for improvements in his current operations. Please 'reply to all' to maximise the learning

1^st Response –

Contact ANT (Advanced New Technology) who can deliver a full electronic recording system by bar code reading, I have been trying out and developing this system, it is very simple hand held units, inspection by operator, prompts on hand held go through correct inspection, down load straight onto recording system, job done.

Or Econ Instruments who do more or less the same but can send info of tests/checks by wireless to home base recording station, contact by telephone at 01246564800.

2^nd Response –

I can also confirm that the Advanced New Technology system can also use the Ecom PDA for equipment inspections where ATEX approved units are required.

Our system also incorporates a Audit & Risk Assessment module which uses Pocket PC PDA's and again can be used on the Ecom units.

3^rd Response –

We at Natref South Africa (National Refineries of South Africa 33% Totalfineas owned) have the following system:

We have the 3 chart, plotplan, Category inspection method.

Chart 1 is a complete list of all the catergories of Emergency response equipment with the required inspection frequency, responsible owners, Responsible team for legal compliance inspection, applicable inspection legislation as well as the team who is responsible for the basic visual inspections. (Included are items which may be inpsected or tested every 5 years) This has been compiled looking at our needs as well as legislation.

Chart 2 is a complete list of all the catergories of Emergency response equipment under the emergency services responsiblity as which includes vehicles, as well as responsible areas delegated to officers.

Chart 3 is a complete yearly/monthly/inspection chart. Using all the info from Charts 1& 2 an inspection/ maintenance schedule is complete in chart 3.

We also have a large plotplan of where we have all our Emergency response equipment plotted on it.

Category inspection, For each category of emergency response equipment we have a owner and a spiralbounded inspection book for each of these category of equipment with the list and inspection detail for the equipment listed under that category. The owner of the category of this equipment is responsible to ensure Electronic copy of the inspection book is updated as well as make any required changes. All inspection books are placed in a lever arch file and are number and all files are placed in an area for safe keeping under control of the Fire Officer.

All deviations on equipment are noted on the inspection form but also in one single followup file.

To audit such is so easy. I would look at a piece of equipment e.g. Fire Hydrant, look up the inspection frquency on Chart 1 and go to owner and then Chart 3 for the month or day that is has to be inspected, then I would go to the category inspection file open it up check if that item was inspected according to shedule and if there was a deviation I would go to one file and see what actions have taken place to ensure the deviation has been corrected or being addressed.

I believe in the KISS system(Keep it sweet and Simple) we have a Electronic SAP system which we have our vehicle and certain items on schedule maintenance but that info is also added to our chart and when the notification gets printed we are already aware of the action.

Sometimes difficult to get a system up and going in the begining but once you got it done, the system must work for you and not your for the system. The other trick is to constantly at a pace which is acceptable to all, is to continuously improve on the system.

We are lucky as we have a full time Fire Brigade and all the inspections fall under our responsiblity if you have some of these items contracted out you will have to fine tune the scope of works and service level agreements a bit more.

It sounds sometimes easy but to get a system in place takes quite a few grey hairs.

4^th Response –

We use a PC based Equipment Management System (Supplied by Redkite Systems Ltd) which tracks and keeps a record of all items of equipment. It details each day when an item is due for test.

Equipment is individually coded and marked manually, which avoids the need for bar coding etc.

To complement this, all tests and inspections have an EDC (equipment data card) for each item of equipment, to ensure that tests are carried out in accordance with the appropriate competency level and the manufacturers instructions.

This card also assists us to meet the PUWER 1998 regulations. The attachment explains all.

View / download Equipment Data Card '93 (Word doc.)

End of email correspondence on Topic to date.

Author’s identities are concealed for privacy and security reasons. Further information on the information contained in this topic can be directed to the JOIFF secretariaty.